Q: Sometimes when using the Spell Checker feature in Word, I have added several incorrect spellings to the Dictionary. How can I delete them?

A: Here’s how:

-In Word:

1. Tools > Options…

2. Click the ‘Spelling & Grammar’ tab

3. Click the ‘Custom Dictionary…’ button

-The Custom Dictionary window appears

At this point, you usually have one dictionary highlighted called ‘Custom.dic’. If not, then select it

4. Click the ‘Modify’ button

-This brings up all the words in the dictionary

5. Browse through the list and Select/Delete the words that are incorrect

-When done

6. Click OK

7. Click OK

8. Click OK

 

By the way: The Spell Checker in Word is the same Spell Check mechanism that is used in all Microsoft Office software (Word, Excel, PowerPoint, Outlook, Access, etc). When you make the above changes in Word, the dictionary will be updated in these programs too.

Q: I have seen that Microsoft is developing a new operating system. Can you share a little more detail about it?

 

A: The new operating system has been in development for quite a while under the code name 'Longhorn’. The initial release date has been pushed back a several times but it should be available in early 2007 as a replacement for Windows XP.

 

There are several places you can get all the details including the Microsoft website http://www.microsoft.com/windowsvista/default.aspx. I have a chance to get hands-on and there are some very nice features you can take advantage. But like all new technology approach it with a little caution.

 

If you are thinking about upgrading your current computer to Vista when it is released you may be surprised that I would recommend that you don’t for a few reasons. Here’s why.

 

Vista is a much larger Operating System than Windows XP in terms of size and requires an even more robust set of Hardware to work (Faster processor, more memory and larger hard drive, not to mention video card). Your 512MB of RAM may work OK with your system, but with Vista it will likely make it crawl.  You will want to have at least 2GB of RAM.  If your computer can't handle this much, then it's probably best to just buy a new one that can handle this capacity.

 

When Windows XP was first released, several of my clients attempted to upgrade their Windows 95 and 98 computers and ran into several complications with either hardware or software problems after it installed. Some of the installations got stuck mid-stream and they were then left with a computer that didn’t work correctly or not at all

 

Even when Windows was in the main-stream, Microsoft released several updates to deal with problems after-the-fact (SP1, SP2 were the major ones).

 

If you want the latest and greatest, just buy a computer with Vista already installed but after Vista has been around for about 6 months. This will ensure all the major bugs have been worked-out and minimize any down-time due to errors or conflicts with software or hardware. If you must get a computer right away, get one before the end of the year.

 

Vista will come in six different versions unlike the three we have with Windows XP (Home, Pro, & Media Experience). The flavors of Vista are:

-Vista Starter which will likely have basic features and some enhancements, but available only in countries outside the US

-Vista Home Basic for just the basic Internet, email, word processing needs

-Vista Home Premium best for the above plus media management (Photos, Music, Videos etc)

-Vista Business which offers the same features of the above plus network management and backup functionality that is important in a business environment

-Vista Enterprise which offers the same features as Business, but with additional administrative management features designed for companies with 100s of computers.

 

I have been using a Beta copy of Vista to prepare my business for its release. Unless you are willing to devote significant time to troubleshooting problems, save your frustration and don’t be the first in line for Vista.

Q: How can I change the sort order for my contacts in Microsoft Outlook?

A: By default, Outlook will sort your contacts by Last Name, First Name fashion. If you want to organize your Contacts to be sorted in a different manner here’s how you do it:

 

In Outlook
1. View > Arrange By > Customize Current View...
2. Click the 'Sort...' button
-The Sort window appears
-In the 'Sort items' by field
3. Select 'Last Name'
-In the 'Then by' field
4. Select 'First Name'
5. Click 'OK'
-You may be asked if you want to display the Last Name and First Name fields.
6. Click 'NO' to each - this will keep your Contact View streamlined
7. Click 'OK'

Q: I noticed that my ACT! 2006 [standard] has a ‘Dynamic Members’ feature available for each Group I create. What is it and how can I use it?

 

A: The latest versions of ACT! (2005 and newer) have included some very handy features including the one you just mentioned – Dynamic Members. This feature will automatically scan your Contacts for a criteria that you define and add them (or even remove them) from a Group. This feature will definitely save you time. For example, let's say you have a Group named ‘Newsletter’ that you use to manage your newsletter subscription list. You want to have all your contacts with 'Customer' in your ID/Status field included in this Group by using the Dynamic Members feature. Here's how you use it:

 

In ACT:

1. Click the Group (or Companies) button in the left-hand margin

2. Select/Highlight the 'Newsletter' Group in the hierarchy tree (or find it in the Hierarchy field (ACT! 2005)

3. Click the 'Contacts' tab at the center of the screen

4. Click 'Add/Remove Contacts...'

-The Add/Remove Contacts... window appears

5. Click the 'Edit Criteria...' button

-The Group Criteria window appears

6. Enter the following criteria:

Type: Contact

Field Name: ID/Status

Operator: Equals

Value: Customer (you may need to type in)

7. Click 'Add to List'

8. Click 'Preview'

-A preview of all your contacts are displayed at the bottom of the window

9. Click 'OK'

Now, any Contact with 'Customer' in the ID/Status field will automatically be added to the Newsletter whether you change an existing Contact or add a new one.

 

**Note: Strangely, when you use the Dynamic Members feature the Group (or Company) that the Contact has been added to under the Groups/Companies tab will not be displayed. Go figure.