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  • Copy Effects to Another Object in InDesign September 18, 2014

    The copy effects option allows users to copy effects that they have spent time applying to one object to another object. It is an effective way to quickly get an object formatted.

    1. Display the image in InDesign.
      copy1
    2. Select the object containing the effects to copy.
    3. Click Window, Effects from the menu bar. Effects panel displays.copy2
    1. Click and drag the Object Effects icon onto the new object. Release the mouse. Both objects have the same effects applied.copy3

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    The copy effects option allows users to copy effects that they have spent time applying to one object to another object. It is an effective way to quickly get an object formatted. Display the image in InDesign. Select the object containing the effects to copy. Click Window, Effects from the menu bar. Effects panel displays. Click and drag the ...
  • Working with Overset Text in InDesign September 18, 2014

    The InDesign Story Editor quickly shows how much text is overset without you having to draw additional boxes.

    1. Open file in InDesign.
    2. Place text into a text frame. The Overset Text indicator displays in the lower right corner when there is too much text to fit into the text frame. However, the indicator does not tell you how much text is remaining.
      storyEdit1
    3. Click in the text frame using the Type tool.
    4. Select Edit, Edit in Story Editor from the menu bar. Story Editor displays. Overset text will display with a red line along the left-hand side of the Story Editor.
      storyEdit2
    5. Apply necessary adjustments to the text. Edits made in the Story Editor will appear directly in the document.
    6. Close the Story Editor.

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    The InDesign Story Editor quickly shows how much text is overset without you having to draw additional boxes. Open file in InDesign. Place text into a text frame. The Overset Text indicator displays in the lower right corner when there is too much text to fit into the text frame. However, the indicator does not tell you ...
  • Apple iPhone 6 and iPhone 6+ September 16, 2014

    Apple just announced its latest offerings, two new versions of the iPhone — the iPhone 6 and the iPhone 6+.

    The biggest enhancement, besides the size measuring .7″ and 1.5″ larger for the 6 and 6+ respectively, is the battery.  Apple delivered with a talk time of upwards of 14 hours on the iPhone 6 and 24 hours on the iPhone 6+.  With approximately 4 more hours than the iPhone 5s, it is exciting to think your phone will last through a good portion of the day.

    In addition to the battery, other notable features include enhancements to the camera and video capabilities. Interested in upgrading? http://www.apple.com/iphone/compare/

    Not surprisingly, Apple also announced the  Apple Watch.  Expected in early 2015, the  Apple Watch promises to be both functional and fashionable and will have several iPhone features including phone, text, watch and fitness companion to name a few.  I know I am looking forward to its release.  Check it out here:   http://www.apple.com/watch/

    Author: Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Apple just announced its latest offerings, two new versions of the iPhone — the iPhone 6 and the iPhone 6+. The biggest enhancement, besides the size measuring .7″ and 1.5″ larger for the 6 and 6+ respectively, is the battery.  Apple delivered with a talk time of upwards of 14 hours on the iPhone 6 and ...
  • Resending Messages in Outlook August 11, 2014

    Use the Resend Message feature to resend a message where both the attachments and the recipients are left in-tact.

    1. Open Outlook.
    2. Click Sent Items folder.
    3. Double click to open the message to resend.
      Resend Message In Outlook
    4. resend2Click Message tab. Click Actions drop down from the Move group. Select Resend this Message. Message displays with original recipients, email subject and body, and any attachments.
    5. Click Send. Email is resent.

    Note: If the user was not the original sender of the message an alert will pop-up stating not the original sender. The user can still resend this message but must remember to remove the original From address and add it to the list of To, CC or BCC addresses.

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    Use the Resend Message feature to resend a message where both the attachments and the recipients are left in-tact. Open Outlook. Click Sent Items folder. Double click to open the message to resend. Click Message tab. Click Actions drop down from the Move group. Select Resend this Message. Message displays with original recipients, email subject and body, and any ...
  • Selecting Large Groups of Files in Windows Explorer August 11, 2014

    Use the Enable Check Boxes feature in Windows Explorer as an alternative and direct method to selecting large groups of files.

    1. Open Windows Explorer.
    2. Click Organize drop down.  Click Folder and search options.  Folder Options dialog box displays.
      select1
    3. Click the View tab.  Scroll down to view the Use check boxes to select items option.
      select2
    4. Check Use check boxes to select items.  Click OK.  Folders and files in Windows Explorer are now selected using check boxes.
      select3

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    Use the Enable Check Boxes feature in Windows Explorer as an alternative and direct method to selecting large groups of files. Open Windows Explorer. Click Organize drop down.  Click Folder and search options.  Folder Options dialog box displays. Click the View tab.  Scroll down to view the Use check boxes to select items option. Check Use check boxes to ...
  • 5 apps to make your travel stress free July 22, 2014

    Traveling can be stressful enough on its own. Throw in a customer and a deadline and your stress level skyrockets. So, what better way to bring in our summer with 5 easy apps to help you ease your travel stress (and your budget- these apps are free!).

    Dropbox

    Dropbox is the go to app for its accessibility from anywhere. Create and share folders with clients without compromising privacy. The free version comes with 5 GB of free space. Invite users to sign-up and you get 2 GB of additional space for each new user to Dropbox. If additional space is required, then more can be purchased for a nominal fee.

    Field Manage

    Have employees on the road? Need to communicate when they will be at a client site? Why not try Field Manage. Field Manage allows you to track your employees, communicate with clients based on their arrival and has the capability to create invoices and take payment.

    Skype or FaceTime

    Need to have a face-to-face but your travel is keeping you away? Utilizing a program such as FaceTIme or Skype can help when you just can’t be there. FaceTime is available in an iOS environment but Skype can be used on most smartphones. Skype offers more features for a nominal fee.

    Expensify

    Keeping track of your expenses can be confusing. Say goodbye to organizing a stack of receipts using Expensify to track your credit cards and file your expenses as they occur. Pull in electronic receipts, scan others and create a PDF for your accounting department.

    Evernote

    Whether you are in a meeting, on a conference call or listening to a presentation,   Evernote can store your thoughts whether it is via text, picture or voice. Available via computer, phone or tablet you can synchronize your account and access notes from anywhere you have an internet connection or an app.

    There are so many apps capable of keeping us organized aiding in our quest for stress free traveling. What are your favorites?

    Author: Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

     

    Traveling can be stressful enough on its own. Throw in a customer and a deadline and your stress level skyrockets. So, what better way to bring in our summer with 5 easy apps to help you ease your travel stress (and your budget- these apps are free!). Dropbox Dropbox is the go to app for its accessibility ...
  • 5 iPhone tips utilizing iOS 7 June 24, 2014

    I know, I know… another iPhone blog. Even if you have owned your iPhone for years, there are enough built-in features to keep us learning for many blog posts to come. Here are a few:

    Privacy

    Don’t want your iPhone usage to be tracked for targeted ads? Choose Settings, Privacy, Advertising (located at the bottom of the screen). Turn on Limit Ad Tracking.

    Want to add a recently called number to your Contacts list. Choose Phone, Recents. Tap the caller to add. Select Create New Contact. Fill in the contact information and tap Done when complete.

    Want to block a caller? Choose Phone, Recents. Tap the caller. Scroll to the bottom of the screen and choose Block This Caller. Select Block Contact. To unblock, repeat the previous steps, choosing Unblock this Caller.

    Screen

    Having difficulty seeing the text on the iPhone? Change the font size or bold the text. Choose Settings, General, Accessibility, Larger Text. Use the slider to change the text size. Need a larger font, turn on Larger Accessibility Sizes.

    Tools

    Don’t have all the tools you need to hang a picture? Use your phone! Open the Compass App. After calibrating the compass, swipe right. Lay the phone face up, to view the bubble level, stand the phone straight up or place it against the wall, to use the wall level.

    Next thing you know our iPhone will be regulating our sleep by studying our sleep patterns. Tune in next month for more iPhone tips.

    What are your favorite iPhone or Smart Phone tips?

    Author: Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

     

    I know, I know… another iPhone blog. Even if you have owned your iPhone for years, there are enough built-in features to keep us learning for many blog posts to come. Here are a few: Privacy Don’t want your iPhone usage to be tracked for targeted ads? Choose Settings, Privacy, Advertising (located at the bottom of ...
  • Applying Compound Path Frames in InDesign June 16, 2014

    Compound Path Frames are used to place a single image in multiple frames for a visual effect.
    indesign3

    1. Display the image in InDesign.
    2. Select the Rectangle, Ellipse, or Polygon Frame Tool.
      indesign4
    3. Create two or more frames.
      indesign5
    4. Select all frames using the Selection tool.  Shift + click each frame to select all frames.
      indesign7
    5. Click Objects menu. Select Paths, Make Compound Paths.
    6. Click File, Place from the menu. Place window displays.
    7. Select the image of your choice.  Click Open.  InDesign automatically places the image inside the new frames.
      indesign6

     

     

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    Compound Path Frames are used to place a single image in multiple frames for a visual effect. Display the image in InDesign. Select the Rectangle, Ellipse, or Polygon Frame Tool. Create two or more frames. Select all frames using the Selection tool.  Shift + click each frame to select all frames. Click Objects menu. Select Paths, Make Compound Paths. Click File, ...
  • Converting Shapes in InDesign June 16, 2014

    The Convert Shape feature adjusts the shape frame around an image.

    Convert shape

    1. Display and select the image in InDesign.
    2. Click Object, Convert Shape from the menu.  A list of shapes display.
      indesign2
    3. Select desired shape. Image adjusts.

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    The Convert Shape feature adjusts the shape frame around an image. Display and select the image in InDesign. Click Object, Convert Shape from the menu.  A list of shapes display. Select desired shape. Image adjusts. Download a Free PDF version of this tip. Adobe Reader is required to view the PDF version. Use the link below to download the FREE Adobe Reader ...
  • What you think about when traveling May 21, 2014

    Recently I was traveling for work. While the flight attendant was going through the safety procedures, I was flipping through the plane’s exit and evacuation plan. As the flight attendant was saying, “In case of a water landing, you can use the seat cushion as a flotation device “ my eyes immediately went to the evacuation plan where I saw two water landing graphics. One where everyone was seated in a raft and the second where everyone was in the water holding on to the raft. I laughed at the graphic with the people floating in the water thinking, “What about my phone!”

    Enter SkyMall! I immediately opened the magazine to find the items every business traveler needs for safety and convenience. Whether you are planning for traveling demise or simply convenience (I hope the latter), you might want to check out some of these finds:

    Waterproof Phone Case

    Battery Backup for SmartPhone

    Cleaning needs

    A simple Google search will give you more options, but I was happy with what I found and am planning my order soon. What are your traveling go tos?

    Author: Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

     

    Recently I was traveling for work. While the flight attendant was going through the safety procedures, I was flipping through the plane’s exit and evacuation plan. As the flight attendant was saying, “In case of a water landing, you can use the seat cushion as a flotation device “ my eyes immediately went to the ...
  • Using Sticky Notes in Windows 7 May 18, 2014

    Use Sticky Notes to write a to-do list, take a phone number, or do anything you would use a pad of paper for. Sticky Notes can be formatted, resized, and color adjusted. Sticky Notes support pen and touch input if you are using a Tablet PC or a touchscreen. They are available only in the Home Premium, Professional, Ultimate, and Enterprise editions of Windows 7.

    sticky1

    1. To create a Sticky Note, click the Start button. Type Sticky Notes in the Search programs and files field. Press Enter. Sticky Note displays. Type note.
      sticky2
      • To move note, position on darker top bar. Click and drag the note to desired location.
      • To resize note, position on lower right corner. Double headed arrow displays. Click and drag note to desired size.
      • To change note color, right click on note. Select desired color from the list.
      • To delete a note, click on the X button in the upper right corner.
      • To quickly add a new note from an existing note, click the + button in the upper left corner.

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    Use Sticky Notes to write a to-do list, take a phone number, or do anything you would use a pad of paper for. Sticky Notes can be formatted, resized, and color adjusted. Sticky Notes support pen and touch input if you are using a Tablet PC or a touchscreen. They are available only in the ...
  • Using the Subtotal Function to Sum Filtered Data in Excel May 18, 2014

    Filtering data using the Auto Filter feature is very useful. However, when using the Sum function to add up values of an applied filter, the function adds both the visible and hidden cells. Therefore, the solution is to use the Subtotal function, which only calculates the visible cells in a range.

    1. Display workbook in Excel containing data to be filtered.
      excelSum1
    2. Click anywhere in the data set. Click Home from the Ribbon. Click the Sort & Filter drop down from the Editing group. Click Filter. Filter drop downs display in column headings.
      excelSum2
    3. Apply filter on data.
      excelSum3
    4. Click below the data to sum.
    5. Enter the Subtotal formula to sum the filtered data.
      Syntax to sum filtered data using the Subtotal formula:

      =Subtotal(function number, data range)

      The function number to sum filtered data is 9. Using the example in the above screen shot, the formula would be defined as follows:

      =Subtotal(9,c2:c6)

      Formula Screen Shot

      excelSum4

      Result Screen Shot

      excelSum5

    6. There are additional function numbers that can be used to subtotal filtered data. The complete table is shown below with the function number and assigned function:
      excelSum6

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    Filtering data using the Auto Filter feature is very useful. However, when using the Sum function to add up values of an applied filter, the function adds both the visible and hidden cells. Therefore, the solution is to use the Subtotal function, which only calculates the visible cells in a range. Display workbook in Excel containing ...
  • Add Years, Months, or Days to a Date in Excel April 16, 2014

    For this example, cell A1 contains a date and we will add 2 years, 2 months, and 2 days to that date. Be aware that the values to add or subtract can be adjusted.

    =DATE(YEAR(B1)+2,MONTH(B1)+2,DAY(B1)+2)
    excelDates

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    For this example, cell A1 contains a date and we will add 2 years, 2 months, and 2 days to that date. Be aware that the values to add or subtract can be adjusted. =DATE(YEAR(B1)+2,MONTH(B1)+2,DAY(B1)+2) Download a Free PDF version of this tip. Adobe Reader is required to view the PDF version. Use the link below to download the FREE ...
  • Store the Creation Date for a Record in Access April 15, 2014
    1. Open the Access database.
    2. Open the table in Design View.
    3. Create a new Date/Time field to hold the date the record was created.
    4. Type =Now() in the Default Value property.
      accessDates
    5. Save the table. All new records will have the date and time it was created.

     

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    Open the Access database. Open the table in Design View. Create a new Date/Time field to hold the date the record was created. Type =Now() in the Default Value property. Save the table. All new records will have the date and time it was created.   Download a Free PDF version of this tip. Adobe Reader is required to view the PDF version. Use ...
  • The One Heartbeat We Won’t Like April 14, 2014

    Last week brought us news of the Heartbleed bug.  A bug that acts the same way as a lull in a standard transmission between computer and a secure site such as a bank, sending what might seem like a hearbeat signal to verify the computers are attached to each other.  Once in, your confidential information, such as account numbers and passwords, could be stolen.

    Although banks and other sites are rapidly dealing with this latest breach, you should still take some precautions of your own.  What steps can you take to feel more comfortable about your online data?

    Change your passwords regularly.  Most businesses choose a schedule of 30 to 90 days.  Strong passwords are those of 8 or more characters compromised of letters, numbers and symbols.  Assume your passwords have been compromised due to this breach and change them.

    Purchase virus protection software.  Once purchased, make sure you keep the software up to date, updating whenever you are prompted.  You should also plan on scanning your systems weekly.  This can usually be done unattended.

    Run updates on your computers and other devices.  In addition to virus software updates, your business productivity software and operating systems, particularly on a PC, require updates to secure the device on which it runs.  These updates happen daily so make sure you update at least once a week.  If you have any computers with the Windows XP operating system, upgrade the operating system immediately to Windows 7 or Windows 8.  Security patches for the Windows XP software are no longer being sent.

    Watch where you surf.  Although the Internet has a wealth of information, some sites were designed to spread malicious viruses and spam.  Watch for signs that show the site is secure.  When searching on the Internet your virus software may attach a logo to a search result indicating the site is virus free.

    Following these four recommendations will help you keep your computer current and allow you to continue enjoying conveniences the Internet and technology have given you.

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Last week brought us news of the Heartbleed bug.  A bug that acts the same way as a lull in a standard transmission between computer and a secure site such as a bank, sending what might seem like a hearbeat signal to verify the computers are attached to each other.  Once in, your confidential information, ...
  • Working with the Windows 7 Calculator March 20, 2014

    Windows 7 Calculator now has statistics, programmer modes and calculation templates. The calculator can calculate mortgage payments, car lease payments, fuel economy and date difference, and perform a significant number of unit conversions.

    To access the Windows 7 Calculator:

    1. Click Windows from the Desktop.
    2. Type Calculator in the Search programs and files field.
    3. Select Calculator. Standard Calculator displays.
      Windows 7 Calculator
    4. Click View from the menu bar. Select Scientific, Programmer, or Statistics from the list. Specified calculator displays. Be aware there are other calculation features available from the View menu.

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    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

    Windows 7 Calculator now has statistics, programmer modes and calculation templates. The calculator can calculate mortgage payments, car lease payments, fuel economy and date difference, and perform a significant number of unit conversions. To access the Windows 7 Calculator: Click Windows from the Desktop. Type Calculator in the Search programs and files field. Select Calculator. Standard Calculator displays. Click View ...
  • Formatting and Entering Data on Multiple Worksheets in Excel March 19, 2014

    Use the group worksheets feature in Excel to apply consistent formatting and enter the same text on multiple sheets.

    1. Display workbook in Excel.
    2. Select all worksheets to be grouped by holding down the Ctrl key and clicking on each of the worksheet tabs. All tabs in the group turn white once selected.
      Excel Worksheet Tabs
    3. Enter the necessary text and apply formatting on one worksheet. The data and formatting are automatically applied to each of the grouped worksheets.
    4. To ungroup the worksheets, right click on one of the worksheets. Click Ungroup Sheets.

    Note:
    To select all worksheets in the workbook, right click on one of the worksheets. Click Select All Sheets.

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    Use the group worksheets feature in Excel to apply consistent formatting and enter the same text on multiple sheets. Display workbook in Excel. Select all worksheets to be grouped by holding down the Ctrl key and clicking on each of the worksheet tabs. All tabs in the group turn white once selected. Enter the necessary text and apply ...
  • The Power of the Cloud March 6, 2014

    Whenever we spoke of the cloud in the past, there were concerns regarding the security and safety of your files.  It seems that the security concerns have now been addressed and most of you are utilizing the cloud in one way or another.  Perhaps you are utilizing it for storage or sharing files and pictures.  Businesses are certainly taking advantage of all the cloud has to offer.  Business software has never been more affordable with both the software and the technology expertise needed to run the software available for a nominal monthly fee per user.  The cloud has offered a perfect way for small businesses to take advantage of some great technologies with minimal cost.

    Software

    Microsoft now offers Office 365, a subscription that provides the Office 2013 suite, an Exchange Server and SharePoint.  The software typically cost businesses thousands of dollars in software, technology and resources.  Now, smaller businesses can take advantage of the same technologies, utilize infrastructures only possible in larger corporations and save money doing it.

    Adobe Creative Cloud also offers a subscription for its core applications, more than 15 of them as a matter of fact. This is a group of amazing software that helps small business be able to afford to become their own graphic artist, web designers and producers.

    Google Docs Suite is a free software tool incorporating documents, spreadsheets, presentations and email.  It is great tool for those who want their items in one location, and you can’t beat the cost.

    Storage

    Dropbox is leading software in the business world for sharing and collaborating with files.  A free edition is available with the opportunity to upgrade if more storage is needed.  However, if you invite friends you get additional storage space when they sign up.

    OneDrive is Microsoft’s version of cloud storage.  Similar to Dropbox, you start out with free storage with the opportunity to upgrade if you need more.  The benefit of a OneDrive account is that it will link directly to your Office products as a readily available option for storage.

    Google Drive is another option for storage and sharing data and is a part of the Google Docs suite rounding out Google Docs free suite.

    If you are interested in utilizing the cloud, the options outlined above are a great way to start.  As time goes on, more and more options will become available.  Are there any other cloud software and storage options you use?

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Whenever we spoke of the cloud in the past, there were concerns regarding the security and safety of your files.  It seems that the security concerns have now been addressed and most of you are utilizing the cloud in one way or another.  Perhaps you are utilizing it for storage or sharing files and pictures.  ...
  • Using Outlook Categories to Organize your Emails for Meetings February 17, 2014

    Categories in Outlook are the perfect tool to jumpstart your organizational needs.  Use them to collect meeting items and to create categories for meetings on various topics or with various people (e.g., Meeting with Maureen or Health Care Project Status Meeting). In addition, as you get emails that pertain to meeting conversations, you can add them to the appropriate meeting category.

    • To set a Quick Category, right click on the category box to the right of the email.  Click the category.

      cats1

    • To get a list of meeting items, sort your email by the category. Click the Arrange by email column heading. Select Categories.

      cats2

    To learn how to make better use of Outlook as an organizational tool and to maximize your time, join us for Professional Time Management Strategies Using Outlook.

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    Categories in Outlook are the perfect tool to jumpstart your organizational needs.  Use them to collect meeting items and to create categories for meetings on various topics or with various people (e.g., Meeting with Maureen or Health Care Project Status Meeting). In addition, as you get emails that pertain to meeting conversations, you can add ...
  • Train the Trainer February 17, 2014

    Even those who don’t have the title of “Trainer” have responsibilities that include “training.”  Managers, supervisors, and even front-line staff need to orient someone to a position or new job task.  People learn in different ways and your training should reflect a variety of teaching methods.  A safe standby is utilizing a Describe, Show, and Do methodology.

    • Describe the process, task or job
    • Demonstrate the tasks or processes
    • Do allow the trainee to try the tasks or processes

    Repeat as necessary and it is likely that your trainee will feel more comfortable with each iteration.   If you find that you orient staff regularly, we offer a Train the Trainer session to help you understand adult learning principles and how to apply these principles as you work with others.

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    Even those who don’t have the title of “Trainer” have responsibilities that include “training.”  Managers, supervisors, and even front-line staff need to orient someone to a position or new job task.  People learn in different ways and your training should reflect a variety of teaching methods.  A safe standby is utilizing a Describe, Show, and ...
  • Alternative to Cutting and Pasting in Word January 28, 2014
    1. Select the text to cut/move in Word.
    2. Press F2 on keyboard.
    3. Position cursor where the text should be placed.
    4. Press Enter on the keyboard. Text displays in new location.

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    Select the text to cut/move in Word. Press F2 on keyboard. Position cursor where the text should be placed. Press Enter on the keyboard. Text displays in new location. Download a Free PDF version of this tip. Adobe Reader is required to view the PDF version. Use the link below to download the FREE Adobe Reader from the Adobe website. If you cannot ...
  • Using the Hidden Calculator in Word January 28, 2014

    Have a formula in a Word document you need to solve? Don’t want to copy the formula into Excel or re-enter the formula into a hand calculator? Check out the steps below for another alternative.

    1. Click File tab from the Ribbon. Click Options. Word Options dialog box displays.
    2. Click Quick Access Toolbar from the menu pane.
      Word Options
    3. Select All Commands from the Choose commands from drop down.
    4. Locate and select the Calculate command from the list.
      Commands List
    5. Click Add button to add command to the Quick Access Toolbar. Click OK. Formula button is added to the Quick Access Toolbar.
    6. Highlight the mathematical formula to be solved (e.g., 5+2).
    7. Click Formula Formula buttonbutton on the Quick Access Toolbar. The answer displays in the Status Bar.Formula results status bar

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    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

    Have a formula in a Word document you need to solve? Don’t want to copy the formula into Excel or re-enter the formula into a hand calculator? Check out the steps below for another alternative. Click File tab from the Ribbon. Click Options. Word Options dialog box displays. Click Quick Access Toolbar from the menu pane. Select All ...
  • Hidden Tricks in Windows File Search January 22, 2014

    Searching for files is the next big thing. Why remember where you put something when searching is so easy? That’s the philosophy, but one of many baffling decisions made by Microsoft in its newer versions of Windows (Vista, 7, 8) has been lack of discoverability in how to do a more refined search for files on your computer. The truth is that this search gem is extremely powerful and the key is knowing what to type in the Explorer Search box besides the file name.

    To start things off, if I have some idea where a file is on my computer, I will usually open File Explorer (formerly Windows Explorer) and browse down to the lowest folder I know the file may be located in (subfolders are included in your search by default). Then I head up to the search box on the upper right.

    pic 1

    Now let’s say I’m looking for a Word document on my computer that was made in the last year with the phase excel chart in it somewhere. This is what I would type:

    These reserved words that appear in blue, followed by a colon, are called search filters – and there are a ton of them. Knowing these filters can make the difference in getting hundreds of results or only the one you want. Here are some of my favorites.

    Name: Only searches for the specified words in the file name. Without this filter, Windows also searches within the files in indexed locations.

    Modified: Created: or Datetaken: allow you to search the date properties of a file, particularly useful if your file name is too broad or unknown.

    pic 3

    Size: narrows the search based on size, if you need only that uncompressed video, massive PowerPoint, or just something really big to clear some disk space.

    pic 4

    Type: or Ext: will narrow the search to a particular file type.

    pic 5

    Tags: gives you an opportunity to search based on metadata, or properties of a file, that you enter yourself. The next time you save a file in Office, try saving it with a tag at the bottom of the save window. As you start to categorize your files, they will come up even quicker in search. Tag files with an important client name, project name, importance, or priority to quickly show all files with that tag regardless of its folder.

    pic 6

    So now you can go find that gigantic spreadsheet created last year for client ABC. Try typing your own search filters too; there are many more to find!

    Author: Ryan Donelan rdonelan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

     

    Searching for files is the next big thing. Why remember where you put something when searching is so easy? That’s the philosophy, but one of many baffling decisions made by Microsoft in its newer versions of Windows (Vista, 7, 8) has been lack of discoverability in how to do a more refined search for files ...
  • Keeping those Goals and Resolutions January 7, 2014

    Did you make any New Year resolutions?  If you did, you are not alone.  Approximately 45% of Americans do.  Your technology can help you keep those resolutions!  If you use Outlook (or any email/calendaring program) and a smartphone you have the tools on hand to succeed at several resolutions and goals.

    Goal setting tips:

    Be realistic.  If your resolution is to go to the gym every day but you have only gone to the gym to renew your membership, then set a goal of going a few days a week.  Consistency is the key to success so select set days such as Monday, Wednesday and Friday.

    Prioritize your goals.  Make a list of everything you want to accomplish in 2014 and then prioritize them.  Choose the top three or five, depending on their complexity, and go from there.

    Bring a friend.  A friend becomes a fantastic accountability partner.  We tend to get things done if we know someone is waiting for us.

    Use your technology:

    The Outlook calendar and your smartphone can provide tremendous support for achieving your goals.

    Setting a goal to get to the gym?  Create a repeating appointment on your calendar for the gym.  We tend not to break meetings and appointments on our calendar.  Set a reminder with enough time for you to get ready before you go to the gym.  If it take you 30 minutes to get ready before you head out the door, then your reminder should be set 30 minutes out.

    Don’t forget your friends.  Make your appointment a meeting and invite them!  You will all be accountable to each other.

    Schedule the things you don’t find time to do.  Want to eat healthier?  Then schedule an appointment to pack your lunch for the week (each evening) or prep your meals in advance.

    Your children want to go to the park on Saturday.  Put it on the schedule.  If they have technology, invite them to a meeting or write it on the family calendar for all to see.

    Don’t forget the goals that didn’t make the top of your list.  Make an appointment around December 30th of the new year (or a few weeks sooner) and list the goals you wanted to accomplish that didn’t make the list this year.

    It’s not too late to create a new goal for the year!  Have fun, use your technology to help you succeed and Happy New Year!

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Did you make any New Year resolutions?  If you did, you are not alone.  Approximately 45% of Americans do.  Your technology can help you keep those resolutions!  If you use Outlook (or any email/calendaring program) and a smartphone you have the tools on hand to succeed at several resolutions and goals. Goal setting tips: Be realistic.  If ...
  • Best Gadget Gifts of 2013 December 18, 2013

    Best gadget gifts of 2013

    Looking for the perfect gift for your gadget geek?  Well, look no further because I have quite the list for you!  Whether your gadget geek needs these gifts for work or play, there is something here for everyone and every budget.

    Let’s talk smartphones!  You have a variety of choices when it comes to purchasing a smartphone.  If you are looking at an android phone then look no further than the Samsung Galaxy Note 3 smartphone.  A leader in the android industry, the Samsung Galaxy is so versatile it would make you dinner if it could (the smartphone can help you find dinner).

    Tack on the Samsung Galaxy Gear and you have yourself a watch that keeps you connected at a glance.  Email, text and talk from your wrist.

    Is your notebook computer weighing you down?  Try a tablet!  Whether you are a fan of android, Windows or iOS, you have options.  Try the Google Nexus 7 android tablet, the Microsoft Surface Pro as the best business Windows tablet and the Apple iPad Air as the newest option in the iOS offerings.

    We all suffer from the lack of battery power when we need it most.  If you own an iPhone, then try the PowerPak+ High Capacity Portable Charger.

    Need something a little more portable?  Try the Portable Power Pack External Battery with Back Cover for iPhone 5.  The portable charger slips onto your iPhone like a case and gives you extra battery power in a jiffy.

    If you have access to an electrical outlet and own several different devices, try the Power Practical Meter and Fast Charge Cable.  With adapters from 30-pin, USB Micro and USB Mini, this cable adapter has built-in circuits to get you charged in no time.

    Need a place to store your phone?  No desk would be complete without the Beanbag Cellphone Chair.  Even your cell phone needs a break every now and then.

    We all take pictures with our cell phone.  Make them more professional with the Olloclip iPhone Camera Lens System.  This lens fits over your iPhone giving you fisheye, wide-angle, and macro lenses in a tiny and convenient package.

    With all these gadgets at our fingertips, we can’t forget gadget friendly gloves.  Keep your hands warm while engaging with your technical devices.

    Do you use your smartphone as a GPS?  I rely on my phone exclusively when I travel.  When you find the perfect phone, Pro Clip USA has a large range of selections for mounting the phone in your car.  And, if you are traveling, here are some great Bluetooth headset options.

    I would remiss if I didn’t mention the perfect app for your Smartphone.  An iTunes gift card can be your best go-to gift this year, but pair it with a list of the 50 Best Free Apps of 2013 and you will help your gadget geek save money and still be productive.

    Happy shopping!

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Best gadget gifts of 2013 Looking for the perfect gift for your gadget geek?  Well, look no further because I have quite the list for you!  Whether your gadget geek needs these gifts for work or play, there is something here for everyone and every budget. Let’s talk smartphones!  You have a variety of choices when it ...
  • Repeat Entered Data in a Fillable PDF Form December 6, 2013

    In PDF forms, it is often necessary to repeat a user-entered value on several pages of the form. Imagine a contract where a party’s name is printed on each page, or an application that has the applicant’s name in a repeated header.

    You can do this in a PDF by using Adobe LiveCycle Designer’s Master Page feature. If you’ve never used LiveCycle, it is included with many versions of Acrobat Professional. Here’s how.

    Create the Fillable Field to Reference

    1. Open the form in LiveCycle and add a text field on the desired page, typically the first instance of the field in your form.
    2. If necessary, show the Hierarchy palette by going to the Window menu and clicking Hierarchy.
    3. In the Hierarchy palette, give your page and the text field a meaningful name.

    pic 1

    Create a Master Page

    1. In the View menu, click Master Pages.

    2. Create a new Master Page by clicking the Insert menu, then New Master Page.

    3. Name each Master Page in the Hierarchy palette. You can create a Master Page for the repeating field and a Master Page for any page on which you do not want this repeating field to show.

    pic 2

    4. On your Header Master page, insert a text field.

    5. Open the Script Editor from the Window menu.

    6. Select the text field. From the Show drop-down choose Calculate and from the Language drop-down choose FormCalc.

    7. In the Script Editor text area, type in the name of the page, followed by a period, then the name of the field to reference.

    pic 3

    8. Click the Design View tab to return to the form.

    Assign the Master Page to your Form

    1. Select the page prior to the one on which you want the repeating header to appear.

    2. In the Object palette, Pagination tab, click the button next to After and specify your Header Master under Go To Page.

    pic 3

    3. The following pages will now show the repeating header, with the information typed in the reference field.

    Author: Ryan Donelan rdonelan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    In PDF forms, it is often necessary to repeat a user-entered value on several pages of the form. Imagine a contract where a party’s name is printed on each page, or an application that has the applicant’s name in a repeated header. You can do this in a PDF by using Adobe LiveCycle Designer’s Master Page ...
  • Converting a YouTube Video to an MPEG or MOV November 15, 2013

    These steps detail how to convert your selected YouTube video to an MPEG or MOV file on your hard drive. The video then becomes a file that can be inserted into a PowerPoint presentation. The conversion of the video provides an alternative method for running the video so that you do not have to depend on an Internet connection. Be sure to CITE THE SOURCE and REVIEW COPYRIGHT LICENSING RULES when working with this function.

    Copying the Link from the YouTube Video

    1. Go to YouTube. Load the video.
    2. Copy the link of the YouTube video from the address bar of the web browser (e.g., http://www.youtube.com/watch?v=l-gQLqv9f4o). Remember the copy of the link is in memory; you will paste this into the converting software YouTubemp3.

    Accessing Software to Convert YouTube Video

    1. Go to http://www.onlinevideoconverter.com/. Onlinevideoconverter.com page displays.
    2. Select the location (e.g., United States of America). Select the application of your choice section displays.
      Converting video - Select Application of Your Choice
    3. To convert a YouTube to an MPEG or MOV file, click to avi, mp4, flv, mov…. Download and convert a video section displays.
      Converting video - Download and Convert
    4. Position in the Paste your url below field. Press Ctrl+V to copy the YouTube video address from memory.
    5. Click Convert buttonto convert video. Download and convert a video section displays.
      Download and convert a video
    6. Select MPEG or MOV. Click Convert buttonto convert video. Downloading and processing screens display with percentage complete. Once complete, you’ll see the message File Converted Successfully! Please download the file from below.
      File successfully converted
    7. Click Save As button Save as from the dialog box. Click Save Save dropdowndrop down. Select Save as. Save As dialog box displays.
    8. Select location to save file. Click Save. Video is saved to defined location.

    Inserting YouTube MPEG or MOV Video into PowerPoint Presentation

    1. Open PowerPoint. Open presentation. Select the slide to add the video.
    2. Right click on the object that the video is to be associated with. Select Hyperlink. Insert Hyperlink dialog box displays.
    3. Locate the folder containing the video from the Look in field. Select file to insert. The link displays in the Address section. Click OK. The link is created and will run when in Slideshow view.

     


    Download a Free PDF version of this tip.


    Adobe Reader is required to view the PDF version. Use the link below to download the FREE Adobe Reader from the Adobe website.

    Get Adobe Reader

    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

    These steps detail how to convert your selected YouTube video to an MPEG or MOV file on your hard drive. The video then becomes a file that can be inserted into a PowerPoint presentation. The conversion of the video provides an alternative method for running the video so that you do not have to depend ...
  • iOS7 Battery Saving Tips November 7, 2013

    I still love iOS7 but, like you, I am dealing with trying to extend the battery power of my apple devices for as long as I can.  I have tried these latest tips and thought I would share them with you.

    Background App Refresh

    This lets apps run in the background while you are multi-tasking and continually refreshes content when running on Wi-Fi or a cellular network.  You can either go into Settings, General Background App Refresh to turn if off completely or choose which apps you want to refresh.

    Location Services

    Even apps such as the iOS camera are tracking your location.  Turn Location Services off completely in Settings, Privacy, Location Services or pick and choose the applications to track.  You should keep tracking services on apps such as Find my Phone, etc.

    Siri

    Even if you find Siri helpful, unless you constantly pick up your phone and ask Siri a question, you might want to turn off the Raise to Speak feature.  To turn off the feature, choose Settings, General, Siri, Raise to Speak.  

    AirDrop

    A great feature when you want to share files with others but AirDrop discovery mode is battery drainer when you’re not in the sharing mood.  To turn off AirDrop, swipe up from your home screen to enter Control Center, tap AirDrop and select Off.

    Wallpaper

    iOS 7 has added animated wallpapers.  Although they may add a little pizazz to your phone or iPad, they drain your battery unnecessarily.  Change to a static wallpaper by choosing Settings, Wallpaper & Brightness, Wallpaper.

    Screen Brightness

    Your apple device is probably bright enough (probably too bright) so lower the brightness to save some battery power.  Change the brightness by either swiping up from the home screen or choosing Settings, Brightness.

    Hope these help!  Do you  have any iOS 7 tips to share?

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!


    I still love iOS7 but, like you, I am dealing with trying to extend the battery power of my apple devices for as long as I can.  I have tried these latest tips and thought I would share them with you. Background App Refresh This lets apps run in the background while you are multi-tasking and continually ...
  • Enhancing Pictures Using the Styles Gallery Feature in Word, Excel and PowerPoint 2010 November 4, 2013
    1. Insert a picture in Word, Excel or PowerPoint 2010. Select image.
      Selected Image
    2. Click Format tab within the Picture Tools section from the Ribbon. Click arrow Gallery drop down on the Styles Gallery scroll bar in the Picture Styles group to display additional style choices.Styles gallery
    3. Position over any of the available selections to get a preview of how the image displays. To select a look, click once on the option. Image adjusts.
      gallery3

    Download a Free PDF version of this tip.


    Adobe Reader is required to view the PDF version. Use the link below to download the FREE Adobe Reader from the Adobe website.

    Get Adobe Reader

    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

    Insert a picture in Word, Excel or PowerPoint 2010. Select image. Click Format tab within the Picture Tools section from the Ribbon. Click arrow  on the Styles Gallery scroll bar in the Picture Styles group to display additional style choices. Position over any of the available selections to get a preview of how the image displays. To ...
  • Generate a Random Number in Excel October 29, 2013

    If you’ve ever been in charge of picking a contest winner, the image that comes to mind is an oversized hat and hundreds of pieces of paper. But in the electronic world, that doesn’t cut it if all of your contest entries lay before you in an Excel spreadsheet.

    Before you break out the printer and hat, it’s time to consider a more elegant solution – generate the random winner in Microsoft Excel. You can do this using the handy function RANDBETWEEN. The function uses the following arguments.

    RANDBETWEEN(starting number, ending number)

    So RANDBETWEEN (1,500) would generate a random number between 1 and 500. If your entries are similarly numbered, the random number Excel generates is your winner!

    But there’s one catch. Excel keeps generating a new random number every time the sheet calculates, which occurs when you do practically anything in Excel. So to ensure your random number stays put, you can turn off automatic calculation, and use the satisfying Calculate Now button if you ever want to Excel to choose a different winner. Detailed steps are below:

    Number all entries in your spreadsheet.

    1. Insert an empty column next to your data.
    2. Type 1 next to the first row you would like to number.
    3. Highlight all cells in that column starting with the 1.
    4. On the Home tab, choose Fill, then Series. The Series dialog box appears.
    5. Click OK to accept the defaults in the Series dialog box. All entries should now be numbered.

    Use RANDBETWEEN to choose a random number

    1. Turn off automatic calculation on the Formulas tab, by choosing Calculation Options, then Manual. (Note: this is a global Excel setting)
    2. In an empty cell type =RANDBETWEEN(1, your last entry number).
    3. Hit enter to generate a random number.
    4. If you want Excel to calculate a new random number (or update other formulas), click Calculate Now on the Formulas tab.

    We have a winner!

    Author: Ryan Donelan rdonelan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    If you’ve ever been in charge of picking a contest winner, the image that comes to mind is an oversized hat and hundreds of pieces of paper. But in the electronic world, that doesn’t cut it if all of your contest entries lay before you in an Excel spreadsheet. Before you break out the printer and ...
  • iOS 7 Friend or Foe October 15, 2013

    Last month I wrote about Siri’s abilities and then only days later iOS 7 was released.  Not only did Siri get an update, but there are also some hidden treasures or at least ways to turn off some of the features you don’t like.  I upgraded all my devices and for the most part, I like what I see.  Like you, I am puzzled by some features so naturally I had to do a little research and have found some cool tricks that I would love to share.

    Battery

    Save your battery power.  iOS 7 definitely has more bells and whistles which means more battery power is being used regularly.  Here are a few tips:

    Does the floating appearance of the apps on the background make you queasy?  This is called Parallax effect.  You can easily turn this setting off.  Choose Settings, Accessibility, turn on Reduce Motion.  You’ll save a little battery power, too.

    Turn off Wi-Fi and Bluetooth using the new controls.  You will save battery power if you don’t need these features immediately.  Slide up from the bottom of the screen to display the controls.  To turn on/off Wi-Fi or Bluetooth features tap the feature graphic.  While you are there check out the Do Not Disturb feature.  Although this feature is not new, you can control when you hear your myriad of tweeps, bells and buzzes.

    Background Updates are automatically being installed on your devices.  Some might consider this a great feature; however, if you are low on battery you might want to control when this occurs.  To turn off the automatic updates feature choose Settings, iTunes and App Store, turn off Updates.  This will also stop new purchases on another device automatically downloading on your device.

    Siri

    You now have a new and improved Siri.  Siri can now be a “he” if you prefer.  Choose General, Siri, and Voice Gender.

    If you have a contact whose name is tricky to pronounce, you can teach Siri. Start by saying, “That’s not how you pronounce <name of person>’s name.”  Siri will then ask you to pronounce it and she/he should then get it right from then on.  Check here for more tips on Siri and see what other features have been added.

    New Features

    Wanting the tap share that came with the Samsung Galaxy, Apple responded with AirDrop.  AirDrop allows you to share files with other iPhone users (almost all iOS 7 users except a Mac computer).  As long as the app is AirDrop capable, you can share away.

    Apple has also responded by allowing calls and texts to be blocked from certain callers.  Certainly a great feature for those of you who disconnected your land line and have gone solely to your cell phone.  There are a number of articles for blocking callers.  Here is an article from Techhive.

    As you can see, there are a number of new features that could make your life easier.  What is your favorite new feature?

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Last month I wrote about Siri’s abilities and then only days later iOS 7 was released.  Not only did Siri get an update, but there are also some hidden treasures or at least ways to turn off some of the features you don’t like.  I upgraded all my devices and for the most part, I ...
  • How to Make Microsoft Project Calculate a Task Duration September 30, 2013

    Often you may have an idea of how much work is involved in a task, but not necessarily how long it will take to complete. How long it takes depends on the other main factor in this equation: resources. But what if you don’t yet know how many resources you can commit?

    Microsoft Project certainly seems to nudge a project manager into typing his or her task’s Duration into the project. Fortunately, you can just as easily type in Work and then have Project calculate the Duration based on the number of people you assign and their availability.

    The first step in using Project this way is to add the Work column. To add a column in Project, simply right-click on a column heading and choose Insert Column. Here I have added Work to the Entry table next to Duration.

    file 1

    Now if you skip over the Duration, set Work, then assign a resource, Project calculates Duration. Here I typed in 24 hours of work which Project estimated as 3 days’ duration when I assigned Bob.

    file 2

    When you calculate Duration like this in Auto Scheduled mode, Duration becomes Estimated – “3 days?” with the question mark. If you also mark the task as Effort Driven, Project will know to continue to calculate Duration when you add or remove Resources in the future. You can change both the Effort Driven and Estimated property for a task by adding a column or using the Task Information dialog box (double-clicking on a task).

    But, to make this easier, you may want to just set an option and have these things happen by default. You can set both these defaults by going to Options in the File tab, navigating to the Schedule tab, then looking under Scheduling options for this project.

    file 3

    Now you are on your way to a Work-driven project schedule!

    Author: Ryan Donelan rdonelan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Often you may have an idea of how much work is involved in a task, but not necessarily how long it will take to complete. How long it takes depends on the other main factor in this equation: resources. But what if you don’t yet know how many resources you can commit? Microsoft Project certainly seems ...
  • My Digital Assistant September 13, 2013

    I have a digital assistant.  Her name is Siri and she is incredibly helpful.  You may know her, too; she came with your iPhone.  Do you use Siri?  Siri is an intelligent personal assistant available on various iPhones and iPads.  I wanted to explore her functionality more and was excited by what I learned.

    I have always found Siri to be invaluable when I want to make calls, send texts and get driving directions.  Recently, I have begun using Siri to update my Facebook status, use Face Time with my family and find my friends.  In addition, I recently associated my family members with their names so I can say things like, “Call my sister” and Siri will make the call.  Love it!

    I know Siri isn’t perfect.  I have had my share of difficulties with Siri not hearing my request correctly, but when she does understand, she has been spot on.  When she hasn’t , the results have been quite funny.

    If you have difficulty getting Siri to respond well, here are a few tips:

    • Speak in a normal voice.  As long as you have good cell reception, Siri should understand.
    • Try to make a request in one step.  Too many requests may lead to interesting errors.  Use run on sentences, Siri will get it:  “Make an appointment on Tuesday at 1 p.m. for a haircut.”
    • Associate your friends and family members so you have a shortcut to the folks you call the most.  For example saying, “Call Mom” should trigger Siri to ask you who Mom is.  Once the association is made, your calls are as easy as, well, “Call Mom!”
    • If some of the names in your contact list are difficult for Siri to understand, use the Nicknames field in the contacts to enter the phonetic spelling of the name so Siri understands.

    I’m still exploring.  I’ll let you know if I come up with anything unique.  What are some of your requests to Siri?

    Here are some more tips and fun articles regarding Siri:

    Siri Tips

    Funny things Siri Says

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    I have a digital assistant.  Her name is Siri and she is incredibly helpful.  You may know her, too; she came with your iPhone.  Do you use Siri?  Siri is an intelligent personal assistant available on various iPhones and iPads.  I wanted to explore her functionality more and was excited by what I learned. I have ...
  • Applying the Auto Close in Outlook September 10, 2013

    When replying to or forwarding an email, the original email remains open until it is manually closed. Below are the steps to automatically close the email after replying or forwarding – saving an additional click.

    Outlook 2010

    1. Click File tab from the Ribbon. Click Options. Outlook Options dialog box displays.
    2. Click Mail from the Navigation Pane. Locate the Replies and forwards section.Outlook AutoClose
    3. Place a check in the checkbox for the Close original message window when replying or forwarding option.
    4. Click OK. The setting is established.

     

    Outlook 2007 and 2003

    1. Click Tools Options from the menu bar. Options dialog box displays.
    2. Click Preferences tab.
    3. Click E-mail Options.
    4. Place a check in the checkbox for the Close original message window on reply or forward option.
    5. Click OK.

    Download a Free PDF version of this tip.


    Acrobat Reader is required to view the PDF version. Use the link below to download the FREE Acrobat Reader from the Adobe website.

    Get Adobe Reader

    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

    When replying to or forwarding an email, the original email remains open until it is manually closed. Below are the steps to automatically close the email after replying or forwarding – saving an additional click. Outlook 2010 Click File tab from the Ribbon. Click Options. Outlook Options dialog box displays. Click Mail from the Navigation Pane. Locate the Replies and forwards ...
  • Displaying Formulas in Excel September 10, 2013
    1. Open spreadsheet containing formulas.
      excel1
    2. Press Ctrl + ~ on the keyboard. All formulas in the spreadsheet display
      excel2
    3. Press Ctrl + ~ on the keyboard to return to original view.

    Download a Free PDF version of this tip.


    Acrobat Reader is required to view the PDF version. Use the link below to download the FREE Acrobat Reader from the Adobe website.

    Get Adobe Reader

    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

    Open spreadsheet containing formulas. Press Ctrl + ~ on the keyboard. All formulas in the spreadsheet display Press Ctrl + ~ on the keyboard to return to original view. Download a Free PDF version of this tip. Acrobat Reader is required to view the PDF version. Use the link below to download the FREE Acrobat Reader from the Adobe website. If you ...
  • Change the Default Formatting in Outlook 2013 August 22, 2013

    Outlook 2013 introduced a pretty different look and feel to your Inbox that, unfortunately, might make for a bit of struggle if you try to reconcile that with what you were used to. The predominant complaint from me is that it appears that Microsoft did not design Outlook with a smaller screen in mind (such as a laptop), which makes viewing email in the default Compact View and Reading Pane more of a struggle than it should be.

    Here are a few of the changes made in Outlook 2013:

    • Message Preview is on by default.
    • Subjects and Dates now have blue font instead of black.
    • The font size of Sender’s Name was increased (Compact View only).
    • Lines separating emails were removed.

    There is some space savings and readability to be gained by reverting back to the Outlook 2010 default formats. Here’s how.

    outlook

    Turn Off Message Preview

    1. On the View tab, click the Message Preview button, then choose Off.

    turn on

    Change Blue font to Black

    1. On the View tab, click View Settings. The Advanced View Settings dialog appears.
    2. Click on the Conditional Formatting button.
    3. Click the Font button to change the color of unread  messages to Black.

    conditional formatting

    Change the Font Size of Sender in Compact View

    1. On the View tab, click View Settings. The Advanced View Settings dialog appears.
    2. Click on the Conditional Formatting button.
    3. Click the Add button to add a new condition, and name it whatever you’d like. I called mine Smaller.
    4. Click the Font button to choose a smaller font. Interestingly, you cannot choose a Font Size, but choose the size option called Smaller.
      font size
    5. Do not set a condition for your rule, simply click OK and it will apply to all emails.

    Add Lines between Emails

    1. On the View tab, click View Settings. The Advanced View Settings dialog appears.
    2. Click the Other Settings button.
    3. Change the Grid line style to Solid.

    final

    Author: Ryan Donelan rdonelan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

     

    Outlook 2013 introduced a pretty different look and feel to your Inbox that, unfortunately, might make for a bit of struggle if you try to reconcile that with what you were used to. The predominant complaint from me is that it appears that Microsoft did not design Outlook with a smaller screen in mind (such ...
  • 3D Printing August 13, 2013

    Last month, I blogged about wireless printing. Although this kind of printing is not new, the technologies being adapted through wireless printing, such as AirPrint and ePrint, are becoming more mainstream.  So you shouldn’t be surprised to learn that we have had the ability to print in 3D for many years.  Typically, 3D printing was reserved for commercial printers that had the space, time and stock polymers for the printers.

    Today, commercial 3D printing is being used to create larger and more usable items, from car parts to prosthetics.  The benefit of 3D printing is items incredibly expensive to make — starting at $10,000 — can be “printed” for less than $100.  Huge inroads are being made in the medical community and in manufacturing through 3D printing, to the point where we are seeing major changes in these industries.

    Although 3D printers are still a bit pricey for the average person (starting at more than $1,500), they are becoming popular with hobbyists. Desktop 3D printers can be used to create small parts and small functional objects.  Hobbyists can now print their own figurines and small parts, paint and put them together for a fraction of the cost (not including the original cost of the printer).  3D printing kits are available for iPhone cases, napkin holders, and toy parts, to name a few.

    Doesn’t the technology sound exciting?  However, even if money were not a concern, here are a few reasons you might be better off waiting to make your 3D printer purchase.

    • Too pricey.  Although you don’t have to take out a mortgage to buy a 3D printer, the cost of the printer filament (similar to a specially made plastic strip) and other printer accessories can add up.  Although a toy part may only cost $1 to print, you may have had an initial investment of $3,000 to do it.
    • High maintenance.  Printers need to be cleaned after each use to get the best object.
    • Too slow.  Desktop 3D printers may take several hours to finish printing your model.  If your time were money, we are back to the pricey item.
    • Too dangerous.  You are basically printing with melted plastic in your home.  As a matter of fact, as I write this post a co-worker mentioned an article just released on how 3D printing is hazardous to your health.

    I’m looking forward to the progression of 3D printers and will leave the printing to the professionals for now, but in five years, who knows.

    Want more?

    Guide to 3D printing

    Is 3D printing Overhyped?

    3D printing a time consuming luxury

    Top 3D printers

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Last month, I blogged about wireless printing. Although this kind of printing is not new, the technologies being adapted through wireless printing, such as AirPrint and ePrint, are becoming more mainstream.  So you shouldn’t be surprised to learn that we have had the ability to print in 3D for many years.  Typically, 3D printing was ...
  • Link Excel Data across Multiple Sheets July 30, 2013

    Excel has an excellent, underutilized way to take data from a master sheet and capture subsets of that data on other sheets. In this way Excel can act like a functional database by using a component called Microsoft Query.

    Let’s say that I have a master sheet of all technical support questions posed in 2013, with a column called Assigned To.

    file 1

     

     

     

     

    Now I want three separate sheets, one for each support rep in the Assigned To column, that will only contain that person’s support tickets. But in addition to that, I need the following to be possible:

    • New data added to the master sheet will automatically populate on the corresponding subset sheets.
    • The master sheet can be sorted and filtered itself without affecting the subset sheets.
    • Functions and charts analyzing data on any sheet should automatically adjust for new data.

    Sound difficult? It’s not! The steps below explain how to set this up using Excel 2007 or later. (This feature is also available in prior versions of Excel.)

    1. Create all the desired sheets in the workbook. Here I created a sheet for each support rep.test1
    2. Create a named range for your master table. Highlight the data in your table (including headings), type a name for the range in the Name Box to the left of the formula bar, then hit Enter. The named range is required for Microsoft Query to pick the data to analyze.
    3. Create a Table out of your master table. Highlight your data according to the steps above. Click Insert tab. Click Table. This step is a little redundant, but making your data into a Table has tons of benefits, the primary one here being that when you add new data to it, it automatically expands to capture the new data. In turn, this will also automatically expand your named range.
    4. Navigate to the sheet where you want the query results to go. This could be another worksheet or even another workbook.
    5. Click Data tab. Click From Other Sources. Choose From Microsoft Query. Choose Data Source window displays.
      file 5
    6. Select Excel Files. Click OK. Select Workbook window displays.
    7. Find and choose the workbook to query. Note that it can be the same workbook as the one you have currently open. Click OK. Query Wizard displays.file 7
    8. Your named ranges should appear on the left-hand side of the window as a table. I will choose all columns from the left to show on my subset sheets. Click Next.
    9. On the Filter Data step of the wizard, choose to filter for the data you want to appear on that sheet. Here I am making Jerry’s sheet so I only want data where Assigned To equals Jerry. Click Next.file 9
    10. Follow the remaining steps in the wizard until you are ready to choose the destination for your data. In the Import Data dialog make sure Table in chosen as how your data will be pasted. I choose to paste the data in A1 on the Jerry sheet.file 10
    11. Since you pasted the data as a table, you have the special ability to Refresh if you make any changes to the master table. You can find Refresh on the Data tab or under the Table Tools Design tab.

    You will need to repeat steps 4-11 for each subset sheet you have. But once this is all set up you’ve got yourself a nice little Excel database!

    Author: Ryan Donelan rdonelan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Excel has an excellent, underutilized way to take data from a master sheet and capture subsets of that data on other sheets. In this way Excel can act like a functional database by using a component called Microsoft Query. Let’s say that I have a master sheet of all technical support questions posed in 2013, with ...
  • Removing a Background from an Image in Photoshop July 9, 2013

    Removing a background from any image can be hard and time consuming, but the purpose can have infinite possibilities. This tip will show you how to remove a background using various Selection tools.

    In the picture below, we would like to eliminate of the background so we can add a more enhanced background.

    Strawberry

    1. In the Layers panel, select the Background layer.
    2. Right-click on Background layer. Duplicate Layer. The Panel Options menu is also available to duplicate the layer. Duplicate Layer window displays.
    3. Type a name in the As text field. All other options can be left alone. Click OK. Duplicating the background ensures you will have a backup of your original in case anything goes wrong.
      photoshop2
    4. Remove the visibility of the Background layer by unchecking the layer visibility eye mark in the Layers panel.
      Layer Visibility
    5. Select the Lasso tool from the Tools panel. Using the Lasso tool trace around the area to keep.
      Lasso Tool
      The Lasso marquee displays around the selected item.
      Lasso around strawberry
    6. To select the background that needs to be removed, select Inverse from the Select menu. The Lasso marquee displays around the background.
      Lasso Tracing
    7. Press Delete to remove the background. The Photoshop transparency grid displays. Press CTRL+D to deselect the background.
      Strawberry transparency
    8. Additional background elements can be removed using any of the Photoshop selection tools to select the unwanted areas and pressing Delete. Tip: The Magic Wand Tool can be used to select background areas that are relatively the same color.
      Magic wand
    9. To add a background of choice, create a new layer. The original Background layer can be left as part of the image with its visibility turned off.
      Final strawberry

     

    Download a Free PDF version of this tip.


    Acrobat Reader is required to view the PDF version. Use the link below to download the FREE Acrobat Reader from the Adobe website.

    Get Adobe Reader

    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

    Removing a background from any image can be hard and time consuming, but the purpose can have infinite possibilities. This tip will show you how to remove a background using various Selection tools. In the picture below, we would like to eliminate of the background so we can add a more enhanced background. In the Layers panel, ...
  • Wireless Printing July 7, 2013

    Although printer sales dropped when tablets and smartphones hit the market there was still a need to print.  Wireless and more specifically, wireless with AirPrint technology has become a necessity.

    Wireless printing is a convenience and cost savings to businesses.  With wireless printing there are no extraneous cables, purchasing one or two printers is enough to run a small business, and the ability to locate printers in centralized locations are some of the draws for business owners.  Wireless printing is still common in businesses due to their convenience factors and the ability for most to be able to fax, copy, and scan.  Is your business looking to purchase a wireless printer? If so, take a look at Toptenreviews.com for the 2013 top 10 wireless printers.

    Air printers became important as more and more business integrated iPads and iPhones.  Businesses needed the ability to print from all devices and air printing filled the need.  AirPrint, first introduced by Apple in iOS 4.2, is now available on over 200 printers.  Air printing is possible as long as the devices are on the same wireless network.  If you are in need of an AirPrint capable printer, review the article from PC Magazine regarding its list of Top 10 Best AirPrint Printers.

    In addition, most HP’s capable of AirPrint also are capable of ePrint. ePrint is the ability to print using email which means you can print from anywhere!  However, if you do not have an AirPrint capable printer, Lantronix xPrintServer may have a solution.  Lantronix has created a device that plugs into your printer to make your printer capable of AirPrint.

    Want more from your printing devices?  Look for my upcoming blog on 3D printing.

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Although printer sales dropped when tablets and smartphones hit the market there was still a need to print.  Wireless and more specifically, wireless with AirPrint technology has become a necessity. Wireless printing is a convenience and cost savings to businesses.  With wireless printing there are no extraneous cables, purchasing one or two printers is enough to ...
  • Creating a Shared Folder in Dropbox July 2, 2013
    1. A shared folder will allow all members to view, add and remove files from the folder.
    2. Login to Dropbox. Existing folders and toolbars at the top and on the left display.
    3. Click to the right of the folder to share. The folder is highlighted in blue.
    4. Click Invite to folder link from the toolbar above the folder list. The name of the folder you are about to share appears to the left of the Invite to folder button. Share “name of folder” with others window displays.
      dropbox1
    5. Add the email addresses of the people to share the folder. Separate email addresses with a comma.
      Share DropBox Folder
    6. Click the Share Folder button. Dropbox main window displays with a small green alert at the top indicating the folder has been shared.
    7. Verify that the Kind column heading displays the Shared Folder. Share participants will receive an email to notify them of the shared folder. Additionally, a View Folder link will be available to click on to take them to the shared folder.

    Notes:

    • Share participants have to login to Dropbox to view the shared folder.
    • Participants can add to or remove files from the shared folder.
    • A message will be sent back confirming participants have joined the folder.
      DropBox confirm folder share email

     

    Download a Free PDF version of this tip.


    Acrobat Reader is required to view the PDF version. Use the link below to download the FREE Acrobat Reader from the Adobe website.

    Get Adobe Reader

    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

     

     

    A shared folder will allow all members to view, add and remove files from the folder. Login to Dropbox. Existing folders and toolbars at the top and on the left display. Click to the right of the folder to share. The folder is highlighted in blue. Click Invite to folder link from the toolbar above the folder list. ...
  • What’s New in Operating Systems? June 25, 2013

    I have written several posts on smartphones and how the operating system was the deciding factor when I went to make a purchase.  I eventually went with an iPhone 5 and am happy with my choice.  My choice was fairly simple, iOS and Android.  Now there are several operating systems, giving us not only great smartphone options but also matching tablet and computer options.  Love that one OS fits all solutions, making life simpler!

    Let’s take a look at your options now:

    Apple’s iOS is a popular operating system primarily because Apple was at the forefront of innovations that changed how we worked and where.  The touch enabled OS was and is still cool and convenient.  One of the biggest complaints is that the OS is not flash enabled, meaning that interactivity with video, websites and apps could be limited.

    Google’s Android operating system has been gaining in popularity and has been giving Apple a run for its money in recent years.  Google has been keeping its OS and name out there through great tools such as Google Apps, Chrome browser and Google, its invaluable search engine.  In addition, the tablets hosting the Android operating system, such as the Google Nexus 7 and Samsung Galaxy Note, seem to be doing well.

    Windows 8 was Microsoft’s attempt at getting into the tablet world and since Microsoft has a large business following it is looking as though Windows 8 will be a viable smartphone and tablet option.  Carving a niche out of the market with its Windows smartphone and the Surface tablet, Windows will make a great choice, particularly if you rely on the popular Office suite of productivity tools.  Looking forward to seeing what this software giant has in store for us.

    FxOS is Mozilla’s operating system.  The newest OS to the market, Firefox OS is luring fans of its popular Firefox web browser with promises to allow users to run applications developed entirely using HTML, JavaScript.  Even if you don’t understand these technologies, the progress will be exciting to watch.

    As you can see there are quite a few options.  Your preference will most likely be based on a multitude of factors including function, convenience and cost.  Which OS is your favorite and why?

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

     

    I have written several posts on smartphones and how the operating system was the deciding factor when I went to make a purchase.  I eventually went with an iPhone 5 and am happy with my choice.  My choice was fairly simple, iOS and Android.  Now there are several operating systems, giving us not only great ...
  • Do You Feel Lucky? Tips for Renaming in Your Access Database June 12, 2013

    A wise man once said, “an organized database is a happy database.” But sometimes in a complex Access database, users are discouraged from renaming pre-established objects like queries to something that makes more sense to them (or everyone). I find they are either a) paralyzed by fear or b) well trained. In either case, the idea is well-founded in reality: renaming an object can break your database.

    So, how can you balance the need for logical organization v. your database actually functioning? I’ve found that knowing these three tips has saved me multiple times when I needed to rename an Access object:

    Name Auto-Correct

    Starting in Access 2000, Microsoft turned on a feature called Perform name AutoCorrect. This extremely handy little checkmark can automatically rename every instance and reference to your object in the database when you change the name in the Navigation Pane. Examples of supported objects include tables, queries, forms, reports, and fields.

    For instance, if I had a table called tblTrain, and this table was referenced in 10 queries, renaming tblTrain to tblTrainers would cause the rename to cascade to all 10 queries. No harm, no foul.

    But this feature is only turned on in NEW databases made in Access 2000 or later. If you are still using an OLD database created in Access 97 – even if it has been converted to a newer format – you still need to turn this feature on yourself. To do so, go into the Access Options > Current Database tab and scroll down to the section called Name AutoCorrect Options.

    file 1

     

     

     

     

    Of course, there is a catch. The feature will NOT automatically change references to your object if it is in:

    • Visual Basic (VB) code
    • An SQL-specific query (a query written in SQL, like a UNION query)

    In these situations you must manually rename the object again in your code. I find that the easiest way to check VB code is to open the editor (Alt+F11), initiate a Replace (Ctr+H), and set the find parameter to Current Project (all the code in the database). Search for the name of your old object and use Replace to change it to the new name.

    Dependency Checker

    It doesn’t hurt to rename or even delete objects if you are sure that no other object is referencing them. But how can you tell? Access has a built-in feature called Object Dependencies.

    Simply select the object that you want to change, then on the Database Tools tab click Object Dependencies. Now you can see if any objects will be affected if the current object is changed.

    ile2

     

     

     

     

     

     

     

     

    Again, the feature is not able to check VB code or SQL-only queries. Any objects of these type will be listed in the Checker under the Ignored Objects heading.

    Rename a Shortcut

    Finally, if you can’t rename the object itself (specifically a table, query, form, or report), you can always create a shortcut and rename the shortcut to something that makes sense to you.

    To create a shortcut, you need to setup custom grouping in the Navigation Pane, which I explain in this previous blog article. Then in your Custom Group if you right-click to rename an object you will see the option Rename Shortcut. Using this option will only rename the shortcut as it appears in your Custom Group, and the actual object name will remain the same.

    Author: Ryan Donelan rdonelan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

     

    A wise man once said, “an organized database is a happy database.” But sometimes in a complex Access database, users are discouraged from renaming pre-established objects like queries to something that makes more sense to them (or everyone). I find they are either a) paralyzed by fear or b) well trained. In either case, the ...
  • Come on out and support some local events in June May 16, 2013

    MicroKnowledge is supporting two great events coming up in June and I hope you’ll join us.

    fr On Saturday, June 1 we’ll be participating in the Freihofer’s Community Walk in support of Circles of Mercy. The MicroKnowledge team would love it if you could join us for   the walk to support this amazing organization. The walk begins at noon. Visit Freihofer’s Community Walk for more information. Walkers can register online using   the Community Walk Form. Be sure to use Organization Code 202 for Circles of   Mercy. Hope to see you there! 

     

     

     werc On Tuesday, June 4 we’ll be at the Capital District   Women’s Employment and Resource Center’s First Impressions Second Chances event   at The Crossing of Colonie. The occasion benefits the Women of WERC. Visit WERC’s Events for more   information. To register online, visit the First Impressions Second Chances Events Registration. In addition, when registering, you can purchase $5 raffle tickets for   chances to win fabulous tech prizes, a mystery gift, or one of 10 gift bags   worth more than $300 each! Hope to see you there!

     

    Author:  Kathleen Pingelski kpingelski@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    MicroKnowledge is supporting two great events coming up in June and I hope you’ll join us. On Saturday, June 1 we’ll be participating in the Freihofer’s Community Walk in support of Circles of Mercy. The MicroKnowledge team would love it if you could join us for   the walk to support this amazing organization. The walk ...
  • Is your computer safe? May 9, 2013

    Last month I wrote about the top # of things to do.  So, it’s no surprise that I found a Top # article to inspire this month’s blog: 5 Essential Tips to Keep Your PC Safe.

    Viruses can certainly affect computer speed and processing.  Is your computer safe from viruses and other dangers lurking on the Internet?  Unless you have an IT department to maintain your computer, the responsibility of security protection is yours.  So what do you do?  Where do you start?

    First, let’s start with a definition of terms:

    • Virus – a program that can integrate into the files of a computer and compromise the computer’s operation.  Some viruses spread via the web, email or over a shared network.
    • Spam – an unsolicited message sent to a large group of people.  Spam can be a symptom of a virus and is also known as “electronic junk mail.”
    • Malware – is malicious software used affect computer operation, gather sensitive information, or gain access to private information.  Viruses and spyware are malware.

    Now that you know the basic terminology, here are a few tips:

    • Virus protection – Make sure you have great virus protection.  I use McAfee; AVG is good as well (and it’s free!).
    • Strong passwords – All passwords should be comprised of a combination of letters and numbers and should vary between upper and lower case.  This makes it difficult for spyware to invade your computer and secure your password.  Remember, this is a computer program that can process far more quickly than we can.  Keep computer programs guessing!
    • Think before you click – You can’t get a virus/malware/spyware by opening or reading an email.  The triggers for virus/malware/spyware are replying to the email, clicking on links and opening attachments.  If you don’t know where the email came from, then delete it.  If you know the person and the links look weird, delete the email.  These types of triggers can be tricky.  The intent is to get you to execute a program.  Don’t fall for it!
    • Backup – Viruses are sneaky, even people who are extremely careful may end up with one.  A good backup gives you the opportunity to start fresh and not stress!  Windows has a built in backup utility to help you create points in time at which you can restore your computer.  Get to know how to use this feature.

    Read through the article that inspired this blog in order to locate links to other articles relating to firewall and backups as well.

    What is your favorite Top # article?

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    Last month I wrote about the top # of things to do.  So, it’s no surprise that I found a Top # article to inspire this month’s blog: 5 Essential Tips to Keep Your PC Safe. Viruses can certainly affect computer speed and processing.  Is your computer safe from viruses and other dangers lurking on the ...
  • Working with Meeting Workspaces in SharePoint May 4, 2013

    If you have meetings that run often or have a lot of meetings that require documents, using the meeting workspace feature of SharePoint is an efficient solution.  A meeting workspace is a location where participants go to review meeting items without cluttering an Inbox.  SharePoint meeting workspaces can be setup as a general meeting place or for a specific meeting.

    Setting Up a General Meeting Workspace

    1. Click Site Actions drop down. Choose Create a new site. Click Basic Meeting Workspace.
      Sharepoint Basic Meeting Workspace
      SharePoint Managing Meeting Spaces
    2. Type a Title for the meeting workspace. Create a general title or specific title.
    3. Type the URL name. The URL becomes the connection to get to the workspace. Meeting participants link directly to the meeting workspace through SharePoint or by using a browser.
    4. To further describe the meeting workspace or change permissions, click More Options. If permissions are not changed, meeting participants have the same rights from the main site in SharePoint.
    5. Click Create. Meeting workspace displays. Review and adjust:
      • Objectives – define clear objectives and intentions for the meeting.
      • Attendees – list of attendees who have been invited and confirmation of attendance.
      • Agenda – Break down meeting components into time frame and the facilitator of each item. Assists in keeping everyone on task.
      • Document Library – store meeting documents so everyone has access.  The library is a place to update and review communication. It also eliminates email traffic and multiple copies.
        SharePoint Meetings Workspace
    1. Share the URL with meeting participants once the meeting workspace is setup. Meeting participants can visit the meeting workspace regularly to review or add updates.Note:
      Click on the Meeting Workspace link on the Calendar appointment in SharePoint when setting up a meeting workspace for a particular meeting. Meeting attendees now have access to the meeting using the URL or through the appointment.

     

    Download a Free PDF version of this tip.


    Acrobat Reader is required to view the PDF version. Use the link below to download the FREE Acrobat Reader from the Adobe website.

    Get Adobe Reader

    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

    If you have meetings that run often or have a lot of meetings that require documents, using the meeting workspace feature of SharePoint is an efficient solution.  A meeting workspace is a location where participants go to review meeting items without cluttering an Inbox.  SharePoint meeting workspaces can be setup as a general meeting place ...
  • Customizing the Status Bar in Word 2010 May 4, 2013

    The Word 2010 Status Bar provides shortcuts to quite a few commonly used features. These shortcuts allow you to either monitor various features of the Word document or offer single click access to common tools.

    1. Right click on the Status Bar.
      status1
      Customize Status Bar menu displays.  Items with a checkmark are currently displayed on the Status Bar or are being monitored.
    2. Status BarTo add an item to the Status Bar or to monitor, click the item. A checkmark displays in the Customize Status Bar menu.
    3. To remove an item from the Status Bar, click the checked item. The checkmark is removed.

     

     

     

     

     

     

     

     

     

    Download a Free PDF version of this tip.


    Acrobat Reader is required to view the PDF version. Use the link below to download the FREE Acrobat Reader from the Adobe website.

    Get Adobe Reader

    If you cannot download the Adobe Reader or would like an alternative version of the PDF, please feel free to contact us via phone (518-786-1181) or email (support@microknowledge.com)

    The Word 2010 Status Bar provides shortcuts to quite a few commonly used features. These shortcuts allow you to either monitor various features of the Word document or offer single click access to common tools. Right click on the Status Bar. Customize Status Bar menu displays.  Items with a checkmark are currently displayed on the Status Bar ...
  • Top # of things to do… April 23, 2013

    The Internet is a wealth of information, too much sometimes, so I am grateful when I see articles that say “Top (insert number here) reasons to do (insert task here).”  These articles are often easy to read and incredibly useful in helping me understand where I need to focus my research.  So with that in mind, I thought I would share a few that I have found helpful.

    Is your computer a bit sluggish?  Read PC Magazine’s article on 12 easy PC tasks you should be doing (but aren’t).  There are some really good tips here to assist you with your quest for speed.  As a side, I received this article via email with a “Thought of you, no offense” as the opening statement.  I didn’t take offense because when I read it, I was certainly on the right track.  With one quick read, you could be as well.

    Does networking scare you to death?  Forbes posted an article on 5 New Ways to Network (That You Won’t Dread).  Networking can be daunting, so with only 5 easy steps you can become a pro.  Now networking seems easy, right?

    Want to visit technology inventions from the past?  If so, peruse the article on The 50 Best Tech Products of All Time.  Technology changes so often these days that it might be good for you to see where we came from and where we are now.  If nothing else, I had a bit of a giggle in some cases. Tetris anyone?

    Looking for the perfect cloud-based email solution?  Read About.com’s article on Top 15 Free Email Services.  I have used Gmail and Outlook.com with great success.

    What’s your favorite Top of article?

    Author:  Lisa Ryan lryan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    The Internet is a wealth of information, too much sometimes, so I am grateful when I see articles that say “Top (insert number here) reasons to do (insert task here).”  These articles are often easy to read and incredibly useful in helping me understand where I need to focus my research.  So with that in ...
  • How to Share Your Outlook Contacts Subfolder April 16, 2013

    Outlook makes sharing your main Contacts folder pretty simple, yet sometimes you don’t want to share all of your contacts. Instead, you could share a contacts subfolder.

    Logically dividing your contacts into folders is a natural organizational technique, but Microsoft made it relatively difficult to share any of these subfolders with colleagues.

    In order for colleagues to view your contacts subfolder, they need to add your Mailbox to their Outlook account. One complexity in this scenario is that you need to add permissions to three folder levels: your Mailbox, Contacts folder, and the Subfolder itself.

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    If you envision your Contacts subfolder like the figure above, a colleague cannot see the Contacts Subfolder unless they can see your Mailbox and Contacts.

    Fortunately, there is a special permission called Folder Visible, which allows a colleague to see your Mailbox and Contacts without being able to view or edit any of the other content besides your Contacts subfolder.

    The following steps are written for users of Outlook 2010 with an Exchange Server; however, the concepts apply to prior versions of Outlook as well.

    Set Permissions on Your Mailbox

    1. From the Mail tab, right click on your Mailbox name, which appears above your Inbox.
    2. Click Folder Permissions from the shortcut menu.
    3. Click the Add button to configure permissions for a specific user.
    4. In the Permissions area check at least Folder visible as an assigned permission.
    5. Click OK.

    Set Permissions on Your Contacts folder

    1. From the Contacts tab, right click on your Contacts folder and choose Share, then Folder Permissions.
    2. Click the Add button to configure permissions for a specific user.
    3. In the Permissions area, check at least Folder Visible as an assigned permission.

    Set Permissions on Your Contacts Subfolder

    1. From the Contacts tab, right click on your Contacts subfolder and choose Share, then Folder Permissions.
    2. Click the Add button to configure permissions for a specific user.
    3. In the Permissions area, check the boxes next to the desired permissions to give to your colleague.

    Add Your Mailbox to Your Colleague’s Account

    These steps need to be performed on each computer looking to view your shared contacts subfolder.

    1. In Outlook, click on the File tab, the Account Settings button, then Account Settings.
    2. Highlight your Exchange account, then click Change. The Change Account dialog appears.
    3. Click the More Settings button. The Microsoft Exchange dialog appears.
    4. Click the Advanced tab, then the Add button.
    5. Type in your name in the Add Mailbox dialog, then click OK. Your name should now appear under Open these additional mailboxes. Click OK.
    6. Click Cancel in the Change Account dialog box; you do not need to click Next.
    7. Click Close on the Account Settings dialog box.
    8. Click on the Contacts tab to view your shared subfolder. It will be marked with an icon with blue arrows.

    Note that your Contacts folder will also appear in the list; however, with only folder visible permissions the content is not viewable.

    Author: Ryan Donelan rdonelan@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

     

     

    Outlook makes sharing your main Contacts folder pretty simple, yet sometimes you don’t want to share all of your contacts. Instead, you could share a contacts subfolder. Logically dividing your contacts into folders is a natural organizational technique, but Microsoft made it relatively difficult to share any of these subfolders with colleagues. In order for colleagues to ...
  • Events for a Cause Coming Up in May April 2, 2013

    We are happy to share information about two local charity events on the horizon that we are supporting. The first event is Sip Into Summer – the signature fundraiser for the American Cancer Society HopeClub. It’s a cocktail networking event for young professionals in NY’s Capital Region. This year MicroKnowledge donated a course, which will be auctioned off at this affair. In the six years of the event, Sip Into Summer has raised approximately $70,000 for the HopeClub. Event details are as follows:

    Sip Into Summer

    American Cancer Society HopeClub

    Friday, May 3, 2013 at the Hilton Garden Inn, Troy NY

    6 – 10pm

    Carrie Hillenbrandt of BBL will be the Honorary Chair for Sip Into Summer 2013! Entertainment will be provided by Gravity.  Visit Sip Into Summer Event for more information about the event and to purchase tickets.

    MicroKnowledge is also supporting the Capital Region Go Red For Women Luncheon. Women have come together at this event each year in the fight against heart disease in women. Take your seat at the table with dedicated women and men just like you. Hear their survivor stories and learn how heart disease affects a family and how you can help stop heart disease in our lifetime. Share the American Heart Association’s mission to fight the number one killer of women. The MicroKnowledge team has attended this event for several years and we hope to see you there. Event details are as follows:

    Capital Region Go Red For Women Luncheon

    American Heart Association

    Thursday, May 23, 2013 at the Albany Marriott, Albany NY

    10:00am – 1:30pm

    Visit Albany – Go Red For Women Luncheon for more information about the event and to purchase tickets.

    Author:  Kathleen Pingelski kpingelski@microknowledge.com

    Remember, if you are a MicroKnowledge customer and have a software question to ask, feel free to contact us at any time by using our Support link at the top of the site. Your question might be featured in our next blog entry!

    We are happy to share information about two local charity events on the horizon that we are supporting. The first event is Sip Into Summer – the signature fundraiser for the American Cancer Society HopeClub. It’s a cocktail networking event for young professionals in NY’s Capital Region. This year MicroKnowledge donated a course, which will ...

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