File Extensions - What are they?

The following is a list of some of the most popular "file extensions" you will see on your computer and or receive in an email...  File Extensions tell the computer the specific type of "file" something is...    Note if any file extension has an "x" at the end of it, it is an indication it was done in one of the Office 2007, 2010, 2013 programs... (ie.e docx; xlsx, pptx)
Extension	Example File Type
zip	Zip archive
pdf	PDF Document
mp3	MP3 Audio File
jpg	JPEG Image
exe	Executable file
wmv	Windows Media Video
doc	Microsoft Word Document
ppt	Microsoft PowerPoint Presentation
mpg	MPEG-1 Video
tif	Tagged Image File Format
wav	Waveform Audio Format
mov	QuickTime
psd	Photoshop Document
wma	Windows Media Audio
xls	Microsoft Excel spreadsheet
mp4	MPEG-4 Part 14
txt	Plain text file
bmp	Windows bitmap
pps	PowerPoint Show
aif	Audio Interchange File
pub	Microsoft Publisher
gif	GIF (Graphics Interchange Format) Image
qbb	QuickBooks backup file
dat	Data
rm	RealMedia
mdb	Microsoft Access
htm	Hypertext Markup Language (HTML)
flv	Flash video
wpd	WordPerfect Document
rtf	Rich Text Format
jpeg	JPEG image
html	Hypertext Markup Language (HTML) document
pst	Microsoft Personal STorage
ttf	TrueType font
mswmm	Windows Movie Maker Project File
eml	E-mail message
bat	Batch file
wps	Text document; MS Works

How to Disable Background Printing in Word and on the Internet..

If you have applied background to your Word document but you do not want to show that in the printed copy of document – then disable the commands before you print.  And remember background printing uses additional system memory so to speed up printing, clear the Background printing check box.

To Disable background print in Word 97-2003

·         Go to Menu Bar, Tools, then click Options

·         Now click the Print Tab

·         Under printing options, select or clear the Background printing check box

·         When Background printing is on, you can continue to work in Word while you print,

To Disable background print in Word 2007

·         Click “Office” button > “Word Options”

·         Select “Advanced” tab

·         Then in right panel deselect check box for the option “Print in background” under Print section

·         Now click “OK”

To Disable background print in Word 2010

·         Click the File Tab, then choose options

·         Click on “Advanced” from left panel

·         Then in right panel deselect the check box followed by “Print in background” option under Print section and click “OK”

  

When you are on the Internet many websites have background colors or images that you might not want to print.  So, as with word, you may want  to disable the background printing..

To Disable background print when printing from a website on the Internet:

How to print from the Internet without backgrounds or images

·         Open a website that you to want to print out

·         In the Menu Bar go to Tools, then choose Internet Option

·         The Internet Options Dialog Box will now open

·         Click the advanced tab

·         Scroll Down and Find Printing section

·         Uncheck “Print background colors and images box

·         Hit OK or Apply button

Go to File, Print, Click Print (or simply use the Print icon on the toolbar)

Changing the default settings in your Office Programs

Default simply means “Standard” – the way in which a program will work each and every time you use it and you can change/modify many of the “default” settings on computer programs that we use daily, including our browsers and office programs…

This is a personal choice – certainly you can continue to use the default settings established by the provider that are built into the program.  But, changing the way your Browser or Office Programs work can make life so much easier.

Customizing your Office programs can impact the way in which documents print, how they are saved, the way they appear on the page, margins, paper layout/orientation – such as portrait or landscape, the font you use, whether the red & green squiggle lines appear as you type indicating spelling & grammatical errors - these are just a few of the many ways in which you can “customize” the way in which your Office Programs work for you.  Decide for yourself – making each program easier for you to use can be done as often as you’d like – some compare it to adjusting the seat position and rear view mirrors when you get into a car…

In Word 97-2003:

Click TOOLS, Then Click OPTIONS

You will see various options available for you to be able to modify to your liking

Click SAVE (set at 1 minutes – doesn’t affect your work, simply saves in the background)

Click SPELL (whichever options you’d like & Auto Text Entries and many others)

In Word 2007-2010:

Click on the Office Button or File Tab

At the bottom of the dialog box/page that opens, left click on “WORD OPTIONS”

This opens the Control/Dialog Box, which lists on the left various categories which allow you to “customize” the software you are using to your own liking..

Special Note for anyone using 2007-2010 Office Programs it is very important to save everything you do as “97-2003 compatible” so that you can share your documents with others who may not have the newest of these software programs.  You can do this as you save each and every document, or do it once when you are in your Options Settings, under the Save category..

What is a “Template” and how can you use them?

Basically "templates" are pre-designed layouts for various items you might want to create on your computer using the various Microsoft Office Programs...

Using TEMPLATES in Word, Excel, Power Point and other programs allows you to open a pre-designed document in these and other various programs.  You can then use the pre-designed layout which is stored in the “Template Folders”.  Some templates are built into your Office Program, and if you can’t find what you need, you can go to Microsoft online for even more templates, just as we do with clip art.  

This means you don’t have to create the entire document, form, spreadsheet/budget or other, power point presentation - much of the design work is already done for you.  Once you find a “template” you want to use, you save it in whatever folder you choose, you can modify it to your own needs and use it however you would like…It is yours.

In 1997-2003 Word/Excel/PowerPoint:

• Go to the Menu Bar, choose "New" and the Template Dialog Box will Open, which has multiple tab categories across the top
• Select the category you want, and you will see various template choices to choose from
• Select the template you want and it will be on  your screen
• Now save the template as your own, finding or creating a folder to save it in and giving it a name that works for you.
• Now you can modify it anyway you would like.

In 2007-2010 Word/Excel/PowerPoint:

• Go to the Office Button in 2007 or File Tab in 2010, Choose "New"
• You will now see the various templates available
• Select the template you want, and "download it"
• Select the template you want and it will be on your screen
• Now save the template as your own, finding or creating a folder to save it in and giving it a name that works for you
• Now you can modify it anyway you would like.

Word Processing-Tips to Create a Flyer or Invitation

BEFORE YOU BEGIN a new FLYER OR INVITATION

Be sure you have listed all information you need in your flyer and or invitation - It is too easy to forget something when you get busy “creating” so jot down the “5” W’s: 

Who - What - When - Where - Why

AS YOU BEGIN YOUR New Document:

Be sure to set your margins – If you are using paper with preprinted borders, measure the pre-printed area, so that you can set your margins allowing enough room so your typing doesn’t go into the printed border area (known as the gutter)

Once your margins (top, bottom, left & right) are set, then be sure to choose & set paper layout/orientation to either portrait or landscape

Name your NEW document:

Once margins & paper layout/orientation are set - now Name Your Document Immediately

·        When you open a document in Word, it will have a Document Number

·        The more “new documents you open” during the day the higher the numbers go

·        You want to name your document, so you can find it

·        In Word 97-2003, to the Menu Bar, File, Save As

·        In Word 2007, open the Office Button (Office Button replaced File in the upper left corner of monitor) and then choose Save As

·        In Word 2010, open File, Save As

*Note in Word 2007 & 2010 you want to be sure that you save all documents as 97-2003 compatible so that no matter what version of Word your friends or associates use, they will be open documents you send them and work with them…

Once you have chosen “Save As” the computer will open the “My Documents” folder in Word 97-2003, or in Word 2007/2010 it will open the Library First and then the Document master folder..

Once the Document master folder is open, choose or create the folder you want to save your work in; or if you intend to save yr work onto a flash or portable drive, go to My Computer, find the drive you are using, then open the Document master folder and then find or create the correct folder for your work to be saved in

Once you are in the specific folder you want your work stored in (Always look up to the top of the address bar in the Save As Dialog Box that your work will be saved in the correct folder you have chosen or created for it) you will now name your document

When you finish typing the document name, just use the enter key on your keyboard or you can left click on SAVE in the bottom right corner of the Save As Dialog Box

Tips:

• Type in all the information you will need on your flyer/invitation – do the formatting once the typing is done so you know how much data you have to work with
• Before printing the document on your pre-printed paper, print one on plain white paper & hold it against your paper to the light to be sure it is inside the border
• Have someone else read it, before your pint, so that you are totally sure you have included all of the information needed

Word Processing Basics - Highlighting & Fonts

As requested, for the next few posts we are going to review some WORD PROCESSING BASICS:

SELECT TO EFFECT (highlight)

When you want to edit/change text (add Bold, Italic, Underline, Delete, change color, cut, copy, past, change font size or style and lots of other "formatting options") remember to "select the text first/highlight it" and then click the button of your choice..  

TIP: To highlight everything in a document, whether 1 page or 100 pages: use SELECT ALL or CTRL + A (keyboard shortcut)

BASIC SCREEN: Insertion Point “I” vs. Work Bar, Title Bar, Menu Bar, Toolbars, Ruler, Scroll Bars (right & bottom), Status Bar & Task Bar

BOLD, ITALIC, UNDERLINE: B – I – U Highlight text, use icon on formatting toolbar OR Menu Bar, Format, Font

DON'T PANIC WHEN YOU MAKE A MISTAKE - Use your "Undo" & "Redo" buttons

FONT STYLE:  The design of your characters – letters – numbers

FONT SIZE: the size of your characters – letters – numbers

STANDARD  BUSINESS FONT & SIZES

Commonly used in business:

Times New Roman, 12pt.

Arial, 14 pt.

STANDARD INTERNET/WEB PAGE FONT STYLE & SIZES:

Verdana or Tahoma – 8 pt, 9 pt or 10 pt.  (smaller than normal business prints)

What do the THE DIFFERENT font sizes mean?

A 72 pt. Is always equal to 1" inch high Upper Case Letters

so a 36 pt = to 1/2" inch high; 9 pt = 1/8" inch high 

How to design & print calendars

A question I’m asked quite often is where can I get FREE calendars that I can modify and or print??

One way, if you have WORD on your computer, is to use one of the Microsoft office templates – simply go to your File Menu or Button, and choose “New” depending on the version of Word that you will have you will see a variety of templates – check them out, download them and once downloaded save them in a folder with a name you give them…

OR

There are numerous websites that offer free printable calendars, a personal favorite of mine is

www.eprintablecalendars.com

How to easily enlarge what you are looking at in a document

If you zoom in and out of your documents quite a bit, you may get tired of using the pull-down zoom control on the toolbar or ribbon.

If you have a mouse that has the wheel between the two buttons, you can do a neat trick. All you need to do is hold down the Ctrl key as you turn the small wheel.

Each click of the wheel, up or down, increases or decreases the zoom factor by 10%.

Remember the zoom does not impact/change the actual font size - it simply changes the magnification of what you are zooming up and or down on...This is true anywhere in any application or browser software (word, excel, PowerPoint, etc) that you use on your computer...

How to replace an "X" in your document with a "check mark"

Q: How can I replace an X throughout my document with a Check Mark?

A: It’s easier than you think to replace any word, number, phrase or character in a document without doing it one at a time.  You can do it quickly and easily by using your Find and Replace Dialog Box.  In this case you will be finding the capital X in your document and replacing it with a check mark character.

ü                     Note: you can find the check mark character " ü "   that I used in the Wingdings font.

There are several ways you can go about the task, but they all follow these general steps:

1. Press Ctrl+H to display the Replace tab of the Find and Replace dialog box.
2. Click the More button, if it is available and  the Find and Replace dialog box will appear.
3. In the Find What box enter an uppercase X.
4. Make sure the Match Case check box is selected.
5. Place the insertion point in the Replace With box.
6. Click the Format button and then choose Font. Word displays the Font dialog box.
7. In the Font list, select the Wingdings font.
8. Click OK to close the Font dialog box. The insertion point should still be in the Replace With box, and the font specification you made should appear just under the box.
9. Type the character you want to use for your check mark. (More on this in a moment.)
10. Use the control buttons in the dialog box (Find Next, Replace, or Replace All) as desired to make your replacements.

The confusion sometimes occur in Step 9, so there are several ways you can specify the check mark character.

One way is to copy the check mark to the Clipboard before you start the steps. Just type the check mark into the document, as desired, and then use Ctrl+C to copy it to the Clipboard. Then, in step 9, you can either press Ctrl+V to paste it into the Replace With box or you can use the ^c characters to tell Word you want to use the contents of the Clipboard as your replacement.

Or remember that all characters, such as the check mark or any style bullet have specific "character codes" in Word, Word Perfect and other Word Processing programs..  If you can find out the character code for the check mark (it is available in the Symbol dialog box if you use that method of creating the check mark), then you can use the code in the Find and Replace dialog box. 

The character code for a check mark ü  is 252, which must be entered using four characters and a carat mark, like this ^0252 in the Replace With box. When you do the replacement, you'll see the check mark (which corresponds to the character code) appear in your document.

Dealing With Error Messages

From time to time, we all have error messages appear on our monitor that we don’t know what they mean. Next time this happens this tip will help:

First:
I always save the error message in word for future reference. To do that easily:

· Use your CTRL Key – Print Screen Key together (this will take a copy of the error message & all that is on your monitor at the time)

· Now open your WP software (Word, Works, Word Pad) and use your PASTE command-now the error message is on a clean piece of paper-Now Save it so once you know what this means, you can type the answer on the same page for future reference

· And print the message so you can see it easily

Next:

· Type the error message into Google Search.

· You are not the first (and won’t be the last) to get this error message.

· Personally I read a few answers, to be sure I am getting an answer I understand and resolution I can work with

Last:
Once I have the explanation and resolution I need, I use my copy and paste skills:

· Highlight the information

· Activate your copy command

· Open the document that has the error message copy on it

· Put my cursor on that document and activate the paste command, which adds the answer and resolution

· And save it once again

Now in the future if the error message comes back up, I have my answer.

New Computer Class Series Begin Next Week-November 1st

Just a reminder that our new series will begin next Tuesday, November 1st at 9am at Union Tower I - 11th floor . This series will continue thru January 2012..

For those of you who attended the current series, please know that your seats will be held for you on the same day and time for the upcoming new series, unless you make changes with Denise...

Other than a few new students who are just beginning their classes, we will be discussing a lot of great topics that you've askedfor during this new series, including:

• Updates on changes using Internet & Email
• Helping you get comofrotable using our class and other blogs
• Reviewing Word Processing Basics, using clip art, creating labels and tables & more
• Using our Flash Drives & organizing what’s on your flash drive and in your computer folders
• Social Networking including Facebook and
• A favorite topic we’ll cover after the holidays: tips on using your new holiday toys..

If you know of someone who may be new to the world of computers (or new to the Union Tower Family) be sure to encourage them to talk to Denise and join in... It's always enjoyable to register with a friend so you have someone to motivate you to use your new skills

And of course, keeping the classes full always help to ensure the continuation of the program

For those of you at Union Tower II, next month I will schedule time in early December to review the Skype with anyone who is interested, so for those who want to join our classes can without having to drive in the cold weather.. we will work out the specific details for this in the upcoming weeks..

As always, if you have ideas or suggestions for topics that you would like us to be teaching, be sure to let us know… These are your classes and we want to be sure you are learning the skills important to you…

What is clip art & how do I use it?

Holidays are coming and you might want to use clip art or photos to enhance your documents - invitations, holiday letters and more.... First of all ~ always insert graphics into your documents vs. copying them, so they react the way you want or need them to...

Clip art is a picture or graphic that can be inserted into various documents, such as those you might create in word processing, power point, excel or publisher to name a few...
You don’t have to purchase clip art software (as we did years ago) - There are thousands and thousands of different CLIP ART options built into various documentation programs and you can continue to build your own clip art collection from a variety of sources such as Microsoft online or Google images…

When you are in your word document, put your cursor/insertion point to the specific location in your document where you want the clip art, picture or symbol to be “inserted”.

• In Office 2007-2010 Word, Excel, etc.. go to the Insert Tab
  
• In Office 2003 or older versions, go to Insert on the Menu Bar and then to Pictures, Clip Art, etc.

You will now choose what you want to Insert - Picture, ClipArt, Symbol, Text Box, Word Art etc..

For clip art you will now see the gallery and/or the gallery search bar, so that you can search for or choose the image you want – if it is a picture, then open the folder or sub-folder the picture is in and choose the picture – one it is highlighted choose insert.

The image will now be inserted into your document…

When the graphic is on your page, the Picture Formatting Toolbar appears (in older versions of Word 2003 and prior-you can right click on your toolbar and turn this on or off) in Word 2007 & 2010 it appears as a new/additional tab, after the View tab..

When you insert graphics into your document, always go to the Text Wrap Icon (looks like a little dog in a postage stamp) and when the list appears choose Through. This allows you to easily work with both your text and graphics. Later, you can then change your choice of text wrapping – tight, square, behind text, in front of text (choices vary depending on your version of Word, Excel, PowerPoint etc 2000-2003-2007-2010?)…

Use your sizing handles around your graphic to change the size of your graphic – personally I like to use the sizing handles in the corners so that I change the height and width of my graphic all at once to be sure I don’t distort the graphic making it too tall/short or too wide/narrow…
Use the four headed arrow on the graphic to move the graphic around on your page to where you want it…

If your sizing handles boxes aren’t there or you don’t see the picture formatting toolbar, simply click on your graphic again – you must have the sizing handles around your graphic in order to see the picture formatting toolbar…

Clip Art & other graphics are a great way to enhance your documents - remember: one picture can be worth a thousand words... have fun & enjoy

CTRL + F - Keyboard shortcut to find specific words

By now, most of you know how much I enjoy using “Keyboard Shortcuts” which make doing certain functions a little easier - and I like easy - but they do allow us to give a command and get results quickly and easily…

To me CTRL + F is one of those keyboard shortcuts that I think you will use as often as I do, which is “all the time”

Most of us spend time looking for documents or other things on our computer because we can’t remember what we named them – but we do remember words specific in that document – report, spreadsheet, letter – whatever… Well if you haven’t tried this keyboard shortcut before – give it a try…

This great keyboard shortcut works in almost every application (Microsoft Word, Microsoft Excel, Microsoft Power Point, with all major browsers, Notepad, Word Pad and many other application software programs... Simply type the keyboard shortcut Ctrl + F (F for Find) to find a word or series of characters.

Give it a try right now while you are on the internet—search for the word “keyboard” in the next section.

How to fix a list with numbers in WORD

Often when we create multiple lists in a word document, and choose to number the multiple lists (versus using bullets) Word sometimes get confused and will use “continued numbers” versus starting each list with a new series of numbers and/or letters.

So instead of each list having it's own independent set of numbers and/or letters, the numbers or letters from the previous list continue with the next new list we create: for example, one list contains items numbered 1-4 or a-e, and then your next independent list starts may start numbering at 5 instead of restarting at 1, or letter f instead of a)

When this happens and you want different numbering for each new list:

1. just right-click inside the second list and choose "Restart Numbering" from the pop-up action menu that appears OR
2. at the end of your first list, go to the your toolbar or ribbon and "turn off" the numbering command

INSERT DATE & TIME IN A WORD DOCUMENT

Want to save time creating documents... Did you know that you don’t have to type the date and/or time each time you create a new document.

Next time you create a document, try INSERTING the date and time vs. typing it. Just select "Insert" then "Date and Time" where you want this information to be in your current document. When the "Date and Time" dialog box appears, just choose/highlight the date or time format you want, then press "OK".

NOTE: Another option when you do this – is note on the right column there is an action box which gives you the option of "UPDATE AUTOMATICALLY". If you choose this option (which means checking it off) every time you open and resave the document, the date and/or time are automatically changed to the current date and/or time – so be careful where and when you use this.

Comparing two WORD documents side-by-side

If you have ever had two somewhat similar documents that you need to compare and merge the differences - here is how to do that easily... Since Microsoft Word 2003, all newer programs (Word 2001, 2007 & 2010) have a built-in document comparison tool where you can view two documents side-by-side.

1. Open both documents in Microsoft Word 2003, 2007 or 2010.
2. Focus on one document. Click on the Window menu bar option.
3. Click on Compare Side by Side With. If you only have two documents open, this menu item will mention the second document's filename. If not, a dialog box will appear allowing you to choose the document to compare.
4. The two documents will appear side-by-side. As you scroll through one document, the other will scroll as well.
5. A Compare Side floating toolbar will appear. If you don't want one document to scroll while the other scrolls, click the left button (it looks like two documents side-by-side with an up and down arrow).
6. View/edit your document as needed.
7. When done, click on Close Side by Side

Word Processing "Keyboard Shortcuts"

These are some of my favorite keyboard shortcuts when I'm working in MS Word - Word Processing - they can really help to save time…

• Ctrl+X, Ctrl+C, Ctrl+V = Cut, Copy and Paste respectively. These work in virtually every Windows program. Learn them, use them, save LOTS of time and mousing around in the Edit menu.
• Ctril+A=Select All, which highlights you entire document-whether 1 page or 1,000 pages so you can make changes quickly and easily to your entire document
• Ctrl+B = Apply Bold. Highlight text then click Ctrl+B...and it’s bold.
• Ctrl+I = Apply Italic. Same idea as adding bold, except it adds italic instead.
• Ctrl+Y = Repeat the last action. Say you just added a row to a table. Click Ctrl+Y and add another one. Keep doing it and add a whole bunch of them.
• Ctrl+spacebar = remove all local formatting. If text looks weird, it could be because you may have inadvertently added something. It's also good consistency. You can make sure that the only formatting you're applying is the stuff you've set up in your styles.
• Shift+F3 = Toggles case. If you know people who type in all upper case - Yikes-how aggravating!!! So just use Shift+F3 to switch case from UPPER, lower, and Initial Caps.
• Ctrl+Home, Ctrl+End = Move to the top and bottom of a document, respectively.
• F8 + arrow keys = Select text. Sometimes selecting large bodies of text with the mouse is a big pain. Use F8 in conjunction with the arrow keys or Page Up and Page Down keys to select it more easily.

Remember if you have favorites that you use all the time, let us know what they are so we can share them with your fellow students... in the meantime - enjoy!!

Google Docs - Part 2 of 2

For anyone who is using Google Doc's - Google has a great new software plug-in “Cloud Connect” that easily will move any and all of our Office Word, Excel and PowerPoint files to Google Docs.

Cloud Connect, was released by Google on Thursday Feb 24^th, 2011 and it will allow users to save our files to save their files to "the cloud," which in this case is on Googles servers.

That means that once our files are saved in Google Docs, we can then edit files in Microsoft Office and sync them up to the clouds. This will also mean that it will be much easier if and when we want to collaborate on documents and will eliminate the confusion as to which version of a document is the most recent one.

"For example, you can edit a Word document's Opening Page of Grandma’s Life Story from Lake Havasu, AZ, while your sister in Quincy, MA is adding the family tree and your brother in Weymouth, MA is making other revisions.. This way, instead of having to send emails with tons of attachments, your whole family or group can work together."

And the great news is that Google will save every revision of any document users of Cloud Connect make, whether those edits take place in Office or Google Docs. And files can be shared in a view-only form via Google Docs as well with each document getting a unique Web address (just in case you don’t want someone make changes).

Cloud Connect is free and works with Office 2003, 2007 and 2010 on Windows PCs. Cloud Connect, however, won't work with Mac versions of Office. Sorry – it’s not available for Mac Users yet, but Google indicates it’s working on it, so no doubt it will be in the near future….

Check it out for yourself…

http://tools.google.com/dlpage/cloudconnect

What are Google Docs?

Have you tried Google Doc’s yet? Check it out - if you have Internet access, you can use the various aspects of Google Docs, which include Documents (Word Processing); Spreadsheets; Presentations, Drawings and Forms..

Google Docs is great for:

• anyone who travels so you can access your documents anytime anywhere


• groups who want to collaborate on various projects


• those who only use word processing software once in a while and don’t want to buy and download software on their computer...

Why Google Doc's is becoming so popular:

• You store your documents online, so you can access your documents from any computer


• No need to transfer documents to flash or portable drives or "synch" anything


• Works great with all Microsoft Office products, such as Word, Excel & PowerPoint, as well as OpenOffice, so you can upload or download your files.


• You can export documents as PDF files, so if you have Office 97-2003, this is a great/free way to convert documents to PDFs without having to upgrade to Office 2007 or 2010, or use other plug-ins


• Easy to collaborate on projects-you can make a document public or show it to others by sending a link. If you want to allow others to work on the document, you can send out an email to others notifying them that they can access the document.

Use your existing email account to sign into & set-up a Google Account-this video on YouTube explains just how to do that:

http://www.youtube.com/watch?v=gJpkRbNto7E