Monthly Archives: April 2012

Using the View options

Open My Pictures.
Somewhere there will be a tab called “View”, or if you are using Windows 7, there is a little icon near the top on the right, next but one to the blue question mark.
Try changing the View options to see what the difference is and find which you like best.  For photos usually it’s best to have ‘Medium Icons’, or ‘Large Icons’, but sometimes it’s useful to know the date and time the photo was taken, and the ‘Details’ option will show you that.

Open Two Windows

Sometimes it’s useful to have two windows open side by side – for example if you are trying to do something in Word or Excel by following the steps in this blog, it would be useful to have the blog open in one window, and Word/Excel open in another.

You are reading the blog in your browser window; look at the top right, and you will see three symbols, an X (which closes the window) and two others to the left. One will minimise the window, the middle one will maximise the window, or, if it is already maximised, will make it a bit smaller.
Make sure the browser window is NOT maximised – so it’s not taking up the whole screen. Move the cursor over the right hand edge of the window – the cursor will change to a double headed arrow – when you get this, hold down the left button of the mouse and drag the edge of the window to the left, making the window narrower. When you are happy with the width of the window, let go.  Now, hover the cursor over the strip at the top of the window; hold down the left button of the mouse – you can move the window around on the screen. Move it over to the right; make sure you can still see the Word/Excel icon you use.

Let’s assume you are using Word – open Word how you normally would. Find the three symbols at the top right of the window, and as before, make sure the window is NOT maximised. Again, move the cursor over the right hand edge of the window until it changes to the double headed arrow; hold down the left button and drag the edge of the window left, making it narrower. Hover over the strip at the top of the window, and being careful to click in an empty part of it (not on a tab) hold the mouse down and move the window to the left.

You should now have two windows open side by side. You can tweak their sizes and positions to get them how you want. When you switch from one window to the other, the first click in the new window won’t do anything other than choose that window; so in Word, for example, click on the page and then start typing.

This will work for any windows you open.


Use your own photos as a screen saver.

If you have got your photos uploaded on to your computer, you can choose to have a slide show of your photos as your screen saver.
Click on “Start”
Choose “Control Panel”
Choose “Appearance and Personalization”
Somewhere in this window you should be able to choose “Change screen saver” (On Windows 7, this option is listed below Personalization)
When you click on “Change screen saver” a new window will open.
There will be a selection box with an arrow; click on the arrow, and then pick “photos”
Click on “settings” – another new window opens; click on “Browse” and then navigate to the folder where your photos are and click on it. Click OK, which will shut the current window, then click on OK again to shut the next window, close down the last open window, and you’re done.

Screen appearance – make things bigger/smaller

If you want to change how things look on your screen, put the cursor in the middle of some empty space (so that you’re not clicking on one of the icons), and click with the RIGHT button of the mouse. A window will open – try clicking (left button again now) on “Screen resolution”.  This will let you make things larger or smaller.  Try clicking on “Personalize” and you can change all sorts of things.

Cut and Paste shortcuts

When you are working in word, you can use CTRL C as a short-cut for copy – select or highlight the words you want to copy, hold down the Control (CTRL) key and press “c”. Then, click with the mouse where you want to paste the selection and do CTRL V (hold down Control (CTRL) and press “v”).

These short cuts don’t just work in word though, they will work all over the place. Let’s say a friend e-mails you with their new address, inviting you to visit; you’re not sure how to get there. While reading their e-mail, select their post code, and do CTRL C. Go to Google, and select “Maps” from the ribbon across the top, and now click on the “Get directions” button; you should now see two boxes A and B; click into the A box, and type your own post code, then click into the B box and do CTRL V. Your friend’s post code appears in that box, and now you can click on GET DIRECTIONS and find out where they are and how to get there.

Printing address labels with Word

This assumes you already have a list of addresses that you want to print on to labels; the list can be in excel, or the addresses can be from your Outlook contact list if you use that. (If you are using a list from excel, the first row of the list needs to be headings – such as “Title”, “First Name”, “Second Name” etc.)
Open Word
Click on “Mailings” on the top ribbon
Click on “Start Mail Merge” on the top ribbon
Click on “Labels” in the drop down menu
A box opens with types of labels.
If you know the make and type of the labels you are going to use, you can choose from the list provided – so for example, you choose “Avery” and then you can choose the particular type you have, click OK and Word will know how to lay the page out for you.
If you don’t know anything about the labels you are going to use, but you have a sheet in front of you, then you can set it up yourself. Choose “New Label” and the box changes to a box where you can enter all the measurements from your sheet. So, with the aid of a ruler, measure up your sheet of labels, and enter the data into the box. Give the label a name you will recognise (such as My Xmas Labels) and click OK. When you come to do this again, your custom label layout will be saved, and you can choose to use it again by selecting your “My Xmas Labels”.
Click on “Select Recipients” (on the top ribbon)
Click on “Use Existing List”
Click on your file with addresses in it  (your spreadsheet, or Outlook)
Click “open”
Now you should see lots of <<Next Record>>
Click on “Edit Recipient List” (on the top ribbon)
make any changes, like removing any addresses you don’t need, then click “OK”
Click on “Address Block” (on the top ribbon)
A new box opens, it should be showing one of your addresses. If the address looks fine, then Click “OK” – you can use the arrows just above to cycle through a few addresses.  If they are not looking how you would expect, you may need to use the “Match Fields..” option.  When you click on “Match Fields” another dialogue window opens, follow the instructions.  (For instance, using the examples above, the Last Name field needs to be matched to my heading “Second Name”.)  When you have finished matching fields, click “OK”, then click “OK” in the other window.
You should now get <<Address Block>> in the first field on your page (top left).
Click on “Update Labels” on the top ribbon (just right of centre, nearer to the bottom of the ribbon)
Click on “Preview Results” (on the top ribbon)
Hopefully, you see a page full of the addresses that you want to print.
Now, with Word 2010, what I have found is that the addresses look too spaced out, and they are not going to fit on the labels I set them up for! If this happens, go to the Home tab, and do CTRL + A (hold the control key, and hit the letter A, then let go of both) to select the whole document. Looking at the top ribbon, where the Styles selections are, change the style from “Normal” to “No Spacing”. This should do the trick.

The preview will only have generated the first page of labels, so now, to finish off, you need to click on “Mailings” on the top ribbon, then click on “Finish and Merge” on the right of the ribbon. A drop down menu will open, choose “Edit individual documents”; a new box opens, called Merge to New Document, which should have “All” selected; click OK.  This will create all your labels.

You are now ready to print your labels.
At this point, I usually print the first sheet of labels on to a normal piece of paper and then compare it with my sheet of labels to see if everything looks as if it’s going to fit OK.
If everything looks fine, put your labels in the printer, and print!

If you think you may need to print these addresses again, on to the same size labels, then save this file (by doing Save As under the File menu) as “mylables” (or something meaningful to you). When you want to print them again, open this file. In older versions of Word, the file will open with your addresses already in place, and you can just print them again. In Word 2010, when you open the file a box opens asking if you want to run an sql command – say Yes – and your labels will appear. Now you can print.


Excel – enter a sequence

If you want to fill a series of consecutive cells (boxes) with a sequence – for instance days of the week, months, dates, or numbers from 1 to 100, then there is a shortcut.  Type in the first two elements (e.g. Monday, Tuesday or Jan, Feb) into adjacent cells. Hover the mouse over the bottom right corner of the second cell – the cursor will change to a “+” (like a plus symbol).  Now, when you see the + symbol, hold down the left mouse button and drag it across the cells you want to fill up.  When you let go, excel will have entered the sequence for you.

Excel won’t print entire spreadsheet

You’ ve gone in to excel, just to quickly print off the latest spreadsheet – but only part of it prints out!  What’s going on?  Try CLEAR PRINT AREA (under the PAGE LAYOUT tab).  Last time someone used the spreadsheet, they SET PRINT AREA to only print out the section they needed – you need to clear that before the whole thing will print out.

Printing addresses on envelopes

So, you’ve got your Christmas card list – and you’d like to print  envelopes with the addresses.  If your address list is in an excel spreadsheet, or if you use Contacts in Outlook, you can use “Mailings” in Word 2010 to set up and print your envelopes.

This is only going to work if all your envelopes are the same size – if you are using various shapes and sizes, you’ll be better off printing on to address labels (this will be the subject of another post).

Open Word
Click on “Mailings” on the top ribbon
Click on “Start Mail Merge” on the top ribbon
Click on “Envelopes” in the drop down menu
A box opens with sizes of envelopes – choose the envelope size you’ve got, and click “OK”
Click on “Select Recipients” (on the top ribbon)
Click on “Use Existing List” in the drop down menu.
Click on your file with addresses in it – your spreadsheet, or Outlook
Click “open”
Click on “Edit Recipient List” (at the top)
make any changes, like de-selecting someone, then click “OK”
Now, Click on the blank white page (which is your envelope), towards the middle and slightly nearer to the bottom. Hopefully, you get the outline of a box, and the cursor is inside the box. The cursor is indicating whereabouts on the envelope the address will print. So you don’t want it at the top left, say!
Click on “Address Block” (on the top ribbon)
A new box opens, it should be showing one of your addresses. At this point, if your addresses are coming from an Excel spreadsheet, you may need to use the “Match Fields” option – you need to map the fields to the ones which correspond to your spreadsheet column headers.  When you have finished matching the fields, click “OK”.
You should now get <<Address Block>> roughly in the centre of the envelope.
Click on “Preview Results” (on the top ribbon)
Hopefully, you see an envelope with an address you recognise, roughly in the middle!
Click on “Finish and Merge”
Click on “Edit individual documents”
When box opens, select “All” then “OK”
…and hopefully you should see lots of envelopes with addresses……. Now, we just have to print them!!

Highlighting or Selecting text

Here’s a useful tip – you know how irritating it is sometimes when you are trying to highlight a bit of text in Word, and you just can’t get the last character you want? Or you keep going too far by just a couple of characters? Highlight as much as you can easily, then you can use SHIFT + left arrow or SHIFT + right arrow to tweek where the selection ends.  Note, if you did the highlighting from left to right on your screen, the tweek will affect the right hand side, and vice versa if did the highlighting from right to left.

Try it now and see!