March 28 2005
Q: I have numerous work files (spreadsheets, documents, presentations, etc.) scattered on my hard drive.  How can I scan my entire computer and identify all my work files so I can delete the ones I no longer use?
A: You can use the Search feature in Windows to find your files, then delete the ones you no longer need. Here's how:
-In Windows XP
1. Start (button) > Search
-This opens Windows Search feature
-Under the section that says ‘What do you want to search for?
2. Click ‘Documents (word processing, spreadsheet, etc.)’
-Under ‘Search by any or all of the criteria below’
3. Click ‘Don’t remember’
4. Click the ‘Search’ button
-All your documents, spreadsheets, presentations, etc are displayed
-The results may take a few moments depending on your computer’s processor, and/or the amount of RAM memory your computer has.

Step 2-Organize the way the Files are displayed
-In the window that is displaying your Files
1. View > Details
2. Arrange Icons by > Modified
-This arranges the Files according to when they were last modified.
-This arrangement organizes all your Files according to when they were last changed.
 
Step 3-Keep or delete?
-Don’t know what a File contains? - Just double click on it to see what is inside.
-Ready to delete a File? - Just right click on the File name icon then select ‘Delete’ from the Pointer Menu.

March 14 2005
Q: Sometimes I get an extra plank page when I print a Word document.  Why is that and how can stop it?
A: Well, when you are typing a letter, memo, document, report, etc, in Word, Word is recording each keystroke.  What I mean is that every time you press the keyboard, Word is entering a character on the page.

Most of the characters are visible-like the letters that consist of the text you type.  Some of the characters are invisible-like when you press the SPACEBAR or when you press the ENTER key.  The invisible character left behind after pressing the ENTER key is the crux of this problem.

The reason a blank page prints when you print that Document in Word is because at the end of that Document there is a collection of invisible ENTER characters-enough to push your Document into printing an extra page.

To eliminate these characters (and the unneeded blank page) all you need to do is:
1. Press and hold the CTRL key and press the END key
-This will take place your cursor at the absolute end of your Document
2. Press the BACKSPACE key until you reach the last text of your Document
3. Save your Document
-You can then verify that you have eliminated the extra page by looking at the lower left hand side of the Window.  You will see a fraction like '1/2' which means your cursor is on page one of two.  If your Document was 4 pages and you successfully deleted the unneeded ENTER characters it should read '1/3'.

If you would like to see the non-printing characters like SPACEBAR, ENTER, etc., look in the Toolbar in the upper right hand side of the Window for a button that has a paragraph symbol and click on it.  Click on it again to turn it off.

March 21 2005
Q: Somehow I renamed a file when I was moving between my word processor and a network folder.  How can I rename the file without opening it and doing a File > Save As?
A: All you need to do to rename a file is:
1. Open the Folder that contains the file you want to rename
2. Right Click on the File
3. Select 'Rename' from the Pointer menu
4. Type in the new name you want to give to that file
5. Press the ENTER key when done
That’s it!

You can also Select/Highlight the file, press the F2 key, type in the new name, the press the ENTER key.

March 7 2005
Q: When I am typing an email, all of a sudden my cursor starts to overwrite what I previously typed.  What happened and how do I make it stop?
A: When you were typing, you must have pressed the Insert key.  This invoked an old computer feature-Overtype.  To remedy this all you need to do is press the INSERT key again and this feature will turn-off.

This applies to other programs like Word, Excel, etc.

February 28 2005
Q: I use ALT + TAB combination for manuvering between my open windows, but I have to stop and use my mouse when I get into programs that have windows inside them like QuickBooks and ACT!.  Is there a way a similar key combination that will allow me to manuver within the open windows in these programs?
A: Yes. In QuickBooks and ACT! 6.0 all you need to do is press CTRL + Tab. 

These program have windows within their main window.  For example, ACT! will have Contacts, Calendar, and To-dos while QuickBooks, you will have Account List, Vendors, Invoices etc.

I noticed that this tip won't work with the latest versions of ACT! (2005-2006), but it will likely work with other programs. You will just have to do a little experimenting to find out all the ones which do.

February 21 2005
Q: Is there a faster way to reschedule my Appointment in Outlook than opening the meeting and entering in the new day & time?
A: Yes, you can just drag and drop the Appointment/Meeting to the new date.  Here's how:

In Outlook:
1. Open your Calendar folder
2. Find the Appointment you want to reschedule
3. Click once on the Appointment to select/highlight it
-It is outlined in blue
4. Click on the left vertical blue margin of the Appointment and drag it to the new time within the same day or onto the new day in the mini Calendar.

August 22 2005
Q: Does Microsoft Office update as part of the Automatic Updates sent to Windows XP?
A: Microsoft Office does not automatically update.
You have to do this manually.  Here's how:

1. Go to the Microsoft website: http://office.microsoft.com/en-us/officeupdate/default.aspx
-Under the 'Office Update' section
2. Click 'Check for Updates'
Note: You may be asked to insert your Microsoft Office CD so be sure you have it handy before you start this process.

February 14 2005
Q: What is Bluetooth?
A:  Bluetooth is actually the name for a wireless radio communication standard used by electronic device manufacturers. The devices include computers, cell phones, printers, PDAs, TVs, and even cars!

The Bluetooth standard enables devices to talk to each other without the need for a physical connection. You simply have to be within about 33 feet of the device you want to 'talk' to. Since cell phones seem to be touting Bluetooth the most, let me share with you how it can be used:

Say you use an ear-piece for your cell phone.  You probably have hassled with de-tangling it from your pocket or purse just to answer a call.

Well if your cell phone is equipped with Bluetooth, you can purchase Bluetooth earpiece and setup the two to communicate with each other wirelessly. What this means is that as long as your cell phone and earpiece are within range you can answer and make calls without even touching your phone!

Now car makers are starting to equip their cars with Bluetooth. What this means is that you can receive or even make a call (to anyone on stored on your cell phone) using the hands-free system in the vehicle even if your phone is in the trunk!

February 7 2005
Q: When I am looking for an email in my Inbox in Outlook, sometimes I need to open my Contact folder to look up an important contact.  When I go back, I loose the spot I was in in my Inbox.  How can I keep this from happening?
A: You can avoid this minor frustration by opening a separate window for your Inbox.  Here's how you do it:

-In Outlook
1. Right Click on the Folder you want to open in a new window
-You can even Right Click on the short-cut buttons at the lower left-hand side of Outlook in the 2003 version
2. Select ‘Open in New Window’
Note: You can actually open several windows at the same time!

January 31 2005
Q: What are the keyboard short-cuts for Copy, Cut, and Paste?
A:
Copy = Press and hold CTRL + C at the same time
Cut = Press and hold the CTRL + X at the same time
Paste = Press and hold the CTRL + V at the same time

If you are Mouse oriented and you Right Click to pull-up the Copy, Cut, or Paste from the Pointer menu, keep in mind that they may not always be available.  In these situations you will almost always be able to use the above Key combinations!

January 17 2005
Q: How can I create a Fax Cover Sheet for the Current Contact in ACT!?
A: All you need to do is:
-In ACT!
1. Lookup the Contact for whom you want to create the cover
2. Write > Fax Cover Page…
3. Click the 'Print' button and you're done

January 10 2005
Q: When I print specific web pages, a portion of it is either cut-off or I get extra pages at the bottom.  How can I fix this?
A: Well, this is actually a result of how the web page is 'translated' to your browser program (Internet Explorer, Netscape Navigator, Mozilla Firefox etc.).   I won't get into the specifics of the technology, but there are two solutions that work around this.

The first solution is:
-On the more thoughtful websites click on a link/button that says something like:
'Printable Version', 'Print Page', 'Printer Friendly' or something similar.
-These links/buttons usually are at the top, bottom, or in the margin of the page you are viewing
1. Click on this link
-A new page will appear with some formatting removed
2. Print from that window usually by going to the File > Print menu

If there is no 'Printable Version' link/button, you can use the second solution:
-In Internet Explorer (In other web browsers, the option will be in a similar location)
1. Select/highlight what you want to print using your Mouse
2. File > Print
-Under the 'Page Range' section:
3. Select 'Selection'
4. Click the 'Print' button
-The text you selected/highlighted is printed

January 3 2005
Q: I was double clicking on an Icon on my desktop and I inadvertantly Maximized an open Window next to it.  What happened?
A: You Maximized the Window using a little known short-cut.  What happened is rather than double-clicking on the Icon, you double-clicked on the Title Bar (The title bar is the colored area at the top of a window that includes the name of of the program, file, or folder that is open).  You can double-click again in the Title bar and the window will be restored.

April 25 2005
Q: I use Outlook as my email management program.  Even though I am a pretty good speller, my typing needs improvement.  How can I get Outlook to automatically check all my emails spelling before it sends them?
A: All you need to do is turn on the spell checker feature.  Here's how:

1. Open Outlook
2. Tools > Options...
3. Click the 'Spelling' tab
4. Select 'Always check spelling before sending'
5. Click the 'Apply' button
6. Click the 'OK' button
*The same process works for Outlook Express.  Now there are no more exqcuses

April 11 2005
Q: When I am looking for a website using a search engine, I sometimes have to scan lengthy web pages to look for specific text.  How can I do this faster?
A: After you have opened the website (Either in Internet Explorer or Firefox):
1. Press the CTRL + F keys
-This brings up the ‘Find’ window
2. Type in the text you are looking for into the ‘Find what:’ field
3. Press the ‘Find Next’ button
You are taken to the first location where your text appears occurs on that web page!

You can also use CTRL + F to search through lengthy documents or spreadsheets.

April 18 2005
Q: I want to install a new software program, but I am not sure if my computer has the minimum requirements.  How can I check?
A: You can learn your computer's specificaitons in a few places.  Here's how:

Well, you can learn most of your computer's specs quickly by:
1. Find your 'My Computer' Icon-usually on your Desktop or in the Start menu
2. Right Click on your 'My Computer' Icon
3. Select 'Properties' from the Pointer Menu
Your:
-Windows Version
-Processor (Usually an Intel Pentium or AMD Athlon, along with Processor speed in MHz or GHz), and
-RAM depicted in KB (Kilobytes) MB (Megabytes) or GB (Gigabytes)
are listed in this screen (the General-tab).

- For the remaining specification of how much space is available on your Hard Disk Drive:
1. Find your 'My Computer' Icon-usually on your desktop or in the Start menu
2. Double click on your 'My Computer' Icon
3. Right Click on the 'Local Disk (C:)'
-Your hard disk capacity and well as the Used and Free space are displayed

April 10 2006
Q: Is deleting my personal files all I need to do before I sell or donate my computer?
A: No, there are a few extra steps you have to take

Today, I want to talk about a tip that may not save you time, but perhaps will save you some frustration.  If you are planning on giving away or selling your computer, you may have deleted you sensitive files, purged your Recycle Bin, or even reformatted your hard drive to try to eliminate any sensitive information that you may not want others to gain access to.  This is not enough.  There are several software programs that can be purchased at any computer store that can recover these files.  You need to take an extra step.

Before you sell or give away your computer, you need to install and run a program that will delete your files then overwrite them with random data making them unrecoverable.  Some of the programs are: Symantec Wipe Info (comes with Norton System Works), Disk Wipe, and Window Washer to name a few.  These programs are available at retail stores or even on-line. 

Some of these programs will even search all the nooks and crannies of your computer to find and delete shortcuts related to sensitive files and even websites that you have visited.

When you run any of these programs, it will take some time so plan accordingly.  It may be best to start the process at the end of the day and have it run through the evening.

April 4 2005
Q: I was working on an Excel spreadsheet and the right hand margin the 'Search for:' help field disappeared.  How do I get it back into view?
A: The margin is called the 'Task Pane' and it was a new feature in Microsoft Office 2003.  Here's how you get it back:

If you use Microsoft Office 2003 version software (Word, Excel, PowerPoint, etc).  Perhaps you noticed with this flavor of Office there is a new Window that appears in the right hand side of the screen that (tries to) provide you with instructions on how to complete a task or as a help reference-this Window is called the Task Pane.

If you are like me, perhaps you have been in the middle of the process (maybe finishing mail merge), following the instructions in Task Pane, you mash a key, and it disappears.  Now you are left trying to coax its reappearance.

Well, to bring it back all you need to do is this:
Press the F1 key on your keyboard.
-The 'Task  Pane' reappears

Maybe you have been in this situation:  You are trying to describe what you see on your computer to a co-worker or even someone from technical support.  What you describe is not clicking for the other person.  Harder yet, you spend several minutes trying to figure out what to use as the same terminology to describe what you see.  Well, if you are ever in again just use the Print Screen feature.

The Print Screen feature is on all computers and just like it says, it will take a snap-shot of your computer screen as you currently see it.

Here’s how you use it:
-While your computer is on
1. Press and hold down the FN key or if your computer does not have this key, press the ALT or CTRL key and Press the PRNT SCRN key
2. Open Microsoft Word (or another word processing program)
3. Edit > Paste
-The image of your screen is inserted in the document
You can then save the document and then email it to the person you want to share it with.
That’s it!

Hint:
-On my Dell Laptop the FN key is in blue lettering at right of the Space Bar and my PRNT SCRN is at the left of the Space Bar, also in blue lettering
-On my Desktop with a Logitech keyboard it is the F Mode button & Print Screen buttons at the upper right hand side of the computer
-On other keyboards the FN it is in white lettering at the left hand side of the space bar and the PRNT SCRN button is somewhere at the upper right hand side.

May 29 2006
Q: Why do I get '#REF!' or '0's when I copy data from one Excel spreadsheet to another?
A: When you copy data from one spreadsheet to another you are just copying the formulas and not the data.  There is a way to copy and paste only the Data using a feature called Paste Special. 

Here’s how you use it:
-In Excel
1. Highlight/Select the data you want to copy
2. Edit > Copy
3. Open a new spreadsheet (or even an existing one)
4. Place the cursor where you want the Data to be inserted
5. Edit > Paste Special…
6. Select ‘Values’
7. Click ‘OK’

May 15 2006
Q: Is there a way that I can search for a specific email(s) in ACT!

A: If you are using ACT! 2005 or newer, you're in luck.  For those who don’t know, ACT! (a very popular contact management database) can be configured to use your existing Outlook, Outlook Exchange, or Outlook Express email accounts.  You can even set it up as a stand-alone email program.  The only problem is that there wasn’t a feature that could Find/Search for Email.  In the 2006 version of ACT! that is no longer the case.

Here’s how to use the Email Search feature in ACT!:

-In your ACT! Email program

1. Right click on the Email Folder you want to search

2. Select ‘Find Message…’

3. Enter any criteria you want to use to search for that Email like; Who its from, who it was sent to, any part of the Subject, or any part of the Message (body)

4. Click ‘Find Now’

-The Emails that meet the criteria are displayed at the bottom of the Find Message window.  Just double click on any Email and it is automatically displayed!