Archive for MS Office

Word for Chromebook

Need help installing Word on your Chromebook? Call Skylark NetWorks at (516) 308-2759 or read on.

One of the most frequent calls I’ve received lately as a computer repair technician revolves around the new Chromebooks using the ChromeOS Operating System. The typical call sounds like this:

Caller: How do I install Microsoft Word on my Chromebook? I can’t get Word to work on my Chromebook.

Skylark NetWorks: Do you have a Windows or a Mac version of the Microsoft Word software that you are trying to install on your Chromebook?

Caller: Yes! I have the _________ version. (Fill in the blank)

Skylark NetWorks: You can’t install that on your Chromebook because your Chromebook isn’t a Mac or a Windows computer, but —

Caller: So what do I do? I need a word processor, and I prefer to use Word.

Skylark NetWorks: I would recommend you go to the Microsoft Office Apps website at http://office.microsoft.com/en-us/web-apps. Then you can use and share your Word documents anywhere.

Get Started with Microsoft Office Web Apps

Since Chromebook users cannot install Microsoft Word on Chromebook because Chromebook uses ChromeOS, a Linux-based operating system which doesn’t support Microsoft Windows-based or Mac-based software.

This doesn’t mean that you’re locked out forever from working on Word documents. There are a number of ways Chromebook users work on Word documents, and their Excel and PowerPoint files, too. You already know these are important file types, and having access to them is a must.

Download Microsoft Office Web App

This Chrome app was generated by Microsoft to allow Chromebook users the chance to go online and use Microsoft Office programs such as Word, Excel, and PowerPoint. The web app also gives you access to Microsoft’s Cloud Storage Service called SkyDrive.

Alternate: Google Docs

Have you heard of Google Docs? It’s a free service from Google. Google Docs can open and edit most of the popular file types of Microsoft Office including Microsoft Word and Excel documents. Since your Chromebook was also developed by Google it is the perfect tool for working with Google Docs.

FYI: Anyone Can Use Microsoft Office Web Apps

Microsoft’s Office Web Apps aren’t just for Chromebook users. Your can use it on just about any desktop, laptop, netbook, or tablet computer.

Office 2010 – Better Than Ever

If you run a small business you should have (or upgrade to) Microsoft Office 2010 Home and Business Edition. This package provides you with the leading word processing package, Microsoft Word, and the top spreadsheet application, Excel. Beyond that you get PowerPoint for quick and easy presentations (slideshows), and Outlook for managing your email.

Outlook 2010 has proven so useful for managing my email because I have so many email accounts. People always ask “Which email address should I use for you, Robert?”, and I say, “Any of them; they all go to the same place.” That place is my Outlook Inbox. The other great thing about Outlook is the mail rules. I can have it flag or sort important messages as they arrive. Flags add them to my To Do list so I know which mails need to be looked at right away.

Download Microsoft Office Home and Business 2010 today and try it free for 3 days. And feel free to leave comments or questions here.

Taking a Screenshot in Word 2010

Microsoft Office 2010 has lots of new and improved features. One feature which will prove very useful is the new screenshot button in Word 2010. With it you can take a snapshot (screenshot) of any image or window on screen. Furthermore, you can crop and edit those shots, too.

This can be a very useful feature for writing articles while including images from websites or other sources on your computer. This tool is found on the “Insert” ribbon in Word 2010. Starting with Office 2007, Microsoft replaced the familiar toolbars with a “ribbon”, thereby reveling features that had long been buried and hard to find.

To take a screen shot, you click the “Insert” tab above the ribbon. (See picture below). You’ll see the Screenshot tool has a arrow below it. Whenever you see a downward pointing arrow on the ribbon that indicates that other options will be made available to you when you click such a tool.

Screenshot Tool in Word 2010

In the case of the Screenshot button, it will reveal “screenshots” of all the available windows from actively running programs on your screen. For example, I might be working on a spreadsheet or browsing a website when I come across information or images I’d like to include in a Word document. In Word 2010 I could click the “Screenshot” button and a snapshot of these open windows would be displayed in Word. Then I juct click on the image of the window I want to include in my document, and voila!, that’s it. The image is embedded into my document.

If you want to just show a portion of a window, then select the “Screen Clipping” link at the bottom. (Show at right). Then the last screen you displayed is redisplayed (but faded) with some crosshairs for you to drag a selection around the portion of the image you want to display, then Word embeds that portion into your Word document.

Need to enhance the image further? Use the the “Picture” tools tab to manipulate your new image.

Buy or Try Out Microsoft Office 2010 Online from the Microsoft Store. Microsoft Office Home and Student 2010 Download can be yours today for only $149. Or you can order the package and have Microsoft Office Home and Student 2010 delivered anywhere you choose. The Home and Student edition comes with the popular Word, Excel, and PowerPoint applications.

Business users might be interested in either Microsoft Office Home and Business 2010 (Word, Excel, PowerPoint, Outlook, and OneNote) or Microsoft Office Professional 2010 (Includes all the previous applications, plus the Access database application and Publisher). These packages cost $280 and $499 respectively and are available for download or delivery.

For Windows (Windows 7, Vista, or XP SP3)


Microsoft Office
Home and Student 2010

$149

Microsoft Office
Home and Business 2010

$279

Microsoft Office
Professional 2010

$499

For Mac (Mac OS X version 10.5.8 or later)


Microsoft Office for Mac
Home and Student 2011

$149

Microsoft Office for Mac
Home and Business 2011 Download

$279

Microsoft Works, Word, and WordPress

word_logo

MS Word logo

Wordpress logo

Wordpress logo

MS Works logo

MS Works logo

Yvonne Bisk of the Long Island Business Networking Group asks:

Why does my WordPress blog have a problem with Microsoft Word documents, while Microsoft Works always works??

I’m assuming that you are referring to pasting text from Microsoft Word into WordPress when adding a new post. If I’m wrong, send me more information on what you’re douing when you encounter problems between Microsoft Word and WordPress. (WordPress, for those unfamiliar with the program, is a web based blogging platform, that is, software that is used for publishing blogs. Skylarking, for one, is published using WordPress.) FYI, WordPress is not a Microsoft product.

Microsoft Works versus Microsoft Word

First, I’d like to mention that Microsoft Word is a more elaborate word processing program than Works is. I refer to Works as Word’s kib brother. Works is more family oriented, while Word is more business oriented, so Word has more features and capabilities than Works. Some versions of Works include Microsoft Word as the word processing application.

Pasting from Word to WordPress

When you copy text from Microsoft Word you are also copying a lot of invisible code that Word uses in order to identify the fonts, bolds, italics, quotation marks, dashes, “&” or ampersands, and other information about your text. This code, invisible to us, is specific to Word, and as such, WordPress will not interpret this code properly.

Works, on the other hand, being a less elaborate program, doesn’t have as much of this invisible code, so you have less troubles when you copy and paste from this program into your WordPress blog.

Before you decide to stop using Word when copying to WordPress, read on, WordPress has some tools to help you avoid these problems.

WordPress Tools

When you use WordPress, you may notice this single row of tools when adding a new post to your blog.

wordpress-singleIf you point at the last button on the right hand side you will see a pop-up appears telling you this button is called the “kitchen sink”. Clicking this button will reveal a second row of tools, like so:

wordpress-doubleYou’ll see that I’ve circled two of the tools on the toolbar. The one on the left is called “Paste as Plain Text” and the second is called “Paste from Word”. I prefer to use the “Paste as Plain Text” tool when working with Word and WordPress, but you can experiment on your own and see what results you get.

paste-as-plain-textFor example:

  1. I can copy some text from a Word document.
  2. Then I go to my WordPress application on my blog
  3. Then, while editing or adding a post, I can click the “Paste as Plain Text” tool, and pop-up window (shown at right) will appear that instructs me to “Use CTRL + V on your keyboard to paste text into the window”
  4. So now I hold the “CTRL” key — it’s on the lower left and right of keyboard, it doesn’t matter which you use — with one hand and tap the letter “V” with the other hand. Now my copied text from Word will appear inde the box.
  5. Then I click the Insert button onscreen.

Voila! My Word text has now been pasted into my WordPress post. Any special code and characters from Word that may have been bothersome to WordPress should have been stripped away.

Got a story to share? Have a question? Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with Skylarking’s email form.

Great Advice for New Computer Owners

Rob Pegoraro of The Washington Post has an excellent article, “Pre-Flight Instructions For Your New Computer”, for new computer owners. Whether you have a new PC or a new Mac he offers excellent advice for getting started with your new computer.  Here are a few of the recommendations he’s made for users of Windows Vista and Mac OS X Leopard:

  • Activate the pre-installed antivirus on a PC. (Skylarking note: Or download Avast at www.avast.com, and download the Home edition. It’s free if you only have it iusntalled on one PC in your household. Mac users can consider getting an antivirus program at the Apple Store online to spare your PC using friends from viruses you might accidentally pass on.)
  • Turn on the firewall on your Mac: Click System Preferences >> Security>> Firewall >> “Set access for specific services and applications”. (Note: The firewall on Windows Vista PC is active out of the box.)
  • Download system updates. Vista: Start >> Control Panel >> Check for updates. Mac: Apple-icon >> Software Update.
  • Remove “trialware” and buy the $150 Home and Student Edition of Microsoft Office 2007, or download the free OpenOffice 3 at http://openoffice.org or use the free Google Docs Web-based software at http://docs.google.com. Uninstall software via Start >> Control Panel >> Uninstall a program.
  • Declutter the desktop: Drag and drop unwanted icons into the Recycle Bin, or use right-click and delete on the icons.
  • Declutter the Mac’s Dock: Drag unwanted icons off the Dock, and they’ll vanish.
  • Backup: Use Windows Vista’s Backup and Restore Center with an external drive, or, if you have a broadband connection, use a free online backup via Mozy at http://mozy.com.
  • Backup on a Mac: Get an external hard driveand use Apple’s Time Machine software.
  • Surfing the Web? Get Mozilla Firefox, http://mozilla.com, for free. Many people prefer it over the Microsoft’s Internet Explorer and Mac’s Safari.
  • Rest: Don’t rush to install your old programs, and “don’t go crazy trying out new ones.”
  • For an old printer or scanner: Go to the manufacturer’s web site and download the updated drivers instad of using the ones on the original CDs. (Skylarking note: You might also find that the Windows drivers are sufficient for operationg these items.)

He makes additional suggestions regarding email applications (Thunderbird, Windows Mail, Windows Live Mail), music and video playing software (iTunes), and photo editing tools such as Picasa.

Check out Rob Pegoraro’s article in full and enjoy your new computer. Happy holidays!




Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with my email form.

How To Scan A Photo into Word 2003

I received a request yesterday on how to add photos from your scanner into a Microsoft Word document. They said they had Word 2003, and they were interested in creating family newsletters for their friends. They were also considering starting a newsletter for their building association.  Many of the photos they had were hard copies, so they were going to have to scan them.

Here’s the method I offered:

Scanning Pictures into MS Word

  1. Start Word
  2. Type message or text first (optional)
  3. Click where you would like to place a picture
  4. Put photo into the scanner
    1. Click “Insert” >> “Picture” >> “From scanner or camera …”
    2. Click the “Insert” button. The scanner will scan the photo, when the scanner stops the photo will automatically be added. You may need to scroll down to find the photo in your document.
  5. Find the photo in your document, and then double-click the photo to adjust the size. The “Format Picture” dialog box should appear.
    1. Click the “Size” tab.
    2. Adjust the “Height” or the “Width” in inches.
    3. Click the “Layout” tab.
    4. Click the square above “Square”
    5. Choose to have the photo go to the “Left” or the “Right” side of the page.
    6. Click the “OK” button
    7. Click on another location on the page other than the photo.
  6. Repeat steps 3 through 5g for each additional photo.

Notes:

  • After all photos have been added, if you need to resize photos, repeat steps 5 through 5g
  • To reposition photos:
    • Place the mouse on the center of the photo
    • Hold down the left mouse button
    • Drag the mouse to a new location to move the photo. A dashed outline will show the photos new location.
    • Release the left mouse button when the outline is properly located.



Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with my email form.

Envelopes and Labels

I’ve been receiving a lot of question about printing address labels and envelopes using a contact list or address book. So I’ll be starting a series of articles today on various printing methods relative to the questions I’ve received.

One of the simplest methods for maintaining an address book or contact list is with Microsoft Word.  The two most commonly found versions today are Word 2003 and Word 2007, though some people are still using Word XP (2002).  Word XP (2002) and 2003 are very similar to one another and their preceding versions, but Word 2007 is very different, and will most likely “put off” anyone familiar with the older versions. If you’d rather stay with the familiar, plenty of used and new copies of Word 2003 can be found online through Amazon or eBay.

Simple Contact Management with Word 2003

There are several methods you can use for storing addresses in Microsoft Word. The easiest method works best if you only print one address label or envelope at a time.

To store your contact information just type a list of addresses as you would if you were addressing an envelope. Place the first and last name on one line, the street address on the next line, and the city, state, and postal code on the thrid line.  Additional information such as phone numbers and email addresses can be entered beneath that.

Skip a line between each individual person or business on your list.

Some may ask, “How do I sort this list?” Well, there’s no easy way to do that with this method, you have to do your sorting by hand, either by cutting and pasting to rearrange items, or by dragging and dropping.

The easiest way to make your way around a long list of names is to use CTRL +F on the keyboard, or select “Find” on the “Edit” menu. Then you can type a name or some piece of information that you’d like to find.

Printing Single Labels or Envelopes

This contact list is very easy to use when printing single address labels or envelopes. All you have to do is highlight a name and address in the list. Then click Tools > Letters and Mailings > Envelopes and Labels.

  • If you’re printing a single address label, click the Labels tab, then click the “Single label” option. If you’re reusing a sheet of labels, specify the “column” and “row” for the label to be printed on. You can use the “Options” button to specify which label product and size you are printing on.
  • If you’re printing an envelope, click the “Envelopes” tab, fill in a “Return Address” if you wish, and specify the envelope size with the “Options” button.

Envelopes and Labels Tool

Envelopes and Labels Tool

Come back tomorrow for more methods on managing address lists and printing envelopes and labels. We’ll be working our way up to mail merges for mass mailings, and I’ll show you some other printing tools and software packages along the way.


Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with my email form.

Excel’s Fill Handle

Friday evening I was meeting some friends for dinner. One of the worked at a law office on Seventh Avenue, so I met them at their office beforehand. They were performing some calculations on an Excel spreadsheet at the time, and as they were copying and pasting a repetitive formula, I showed them this trick which I am now sharing with you. This technique works with Excel 2003 and Excel 2007.

Sometimes you may want to use a formula or function repeatedly. In such a case you can easily copy the formula from one consecutive cell to another by using the fill handle of the active cell. The fill handle is the small square that appears in the lower right corner of an active cell.

To Copy A Formula With The Fill Handle

  1. Activate the cell that contains the formula you want to copy. (This typically done by clicking on the cell).
  2. Use the mouse to grab the fill handle. (Move the mouse close enough to the fill handle so that the mouse turns into a small black cross. When you see the small black cross, hold down the left mouse button.)
  3. While holding down the left mouse button, drag the mouse down for as many rows as you would like to copy to. Then release the left mouse button.
Fill Handle Usage

Fill Handle Usage

That’s it! The references used in the formula will be updated to match the new rows, so that the answers will be correct for the new rows.


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Work Hour Timesheet with Excel

A client of mine asked me to setup a worksheet for them that calculates the number of hours they worked in a day based upon the time they arrived at work and the time they left. They also wanted it to deduct the number of hours they took for lunchbreaks.

Here’s the simple spreadsheet I setup for them using Microsoft Excel:

Hours Worked Spreadsheet

Hours Worked Spreadsheet

Columns A and B were used to fill in the days and dates. Columns C and D were used to enter the times they came and went each day. Column E indicates time taken for lunch. Finally, column F performs the calculations.

In cell F3, the end of the row for Monday, the following formula was used:

=24*(IF(C3>D3,D3+1-C3,D3-C3))-E3

That formula was then copied and pasted into the rows below.

It may seem a little complex, but it’s a very versatile formula. Since they occasionally work a night shift, they sometimes leave work after midnight. Leaving after midnight means they left in the AM, and the formula, C3>D3, will be able to detect if they came in during the PM hours and left in the AM hours.

A regular 9 AM to 5 PM workshift is calculated as =24*(D3-C3)-E3. The portion in parentheses calculates the difference between the time they arrived and the time they left. The 24* converts it to hours out of 24 hour day, and the -E3 deducts their lunchbreak.

If they work a nightshift the Excel uses the formula =24*(D3+1-C3)-E3. The portion D3+1 indicates that they left work in the AM of the following day.

Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with my email form. I’m looking forward to hearing from you.


Printing to a secondary printer

Bob sends in the following question by email concerning printing with Word 2007:

I have a networked Ricoh printer that is my default printer. I have an HP laser attached to my workstation.

I use the HP to print envelopes. How do I print an envelope to the HP without resetting default printer?

Thanks for the question, Bob.

When two or more printers are available to your computer — either directly connected to the computer, or over a home or office network — one printer is the primary (default) and the others are secondary. In Bob’s case the Ricoh printer on his network is his primary (default) printer, and he has a Hewlett Packard (HP) attached to the computer which is his secondary printer.

First, I’ll assume you’re using the envelope setup technique I discussed in my post Setting Up Envelopes in Word 2007. (If you’re using the Envelopes tool on the Mailings tab, I’ll discuss that later in this post).

Simply put, when you’re ready to print the envelope, use the CTRL + P technique I mentioned in that earlier post, but before clicking the OK button — or hitting ENTER — to print, look at the upper left of the Print dialog box onscreen, and click the dropdown button for “Name” to select your secondary —in your case, the HP— printer. (See the picture below; I’ve circled the dropdown button.) Then click the OK button.

Word 2007 Print dialog box

Word 2007 Print dialog box

Alternate Method: The Envelopes tool

If you’re using the “Envelopes” tool on the “Mailings” tab of Word 2007, it’s little more involved, in my opinion, which is why I don’t use this alternate method.

Word 2007 Mailings tab and Envelopes tool

Word 2007 Mailings tab and Envelopes tool

The Envelopes tool has no option to change the default printer. Before starting to use the Envelopes tool you have change the printer by using CTRL + P and following the instructions above for changing the printer Name. Then click the “Close” button next to the OK button.

Now you can click the Mailings tab, and use the Envelopes tool to setup and print your envelopes.

You can repeat the change printer name process to revert back to your primary (default) printer. Alternately, if you close and restart Word 2007, it will revert back to your default printer automatically.

Don’t like to use CTRL+P?

The Office buttonIn Word 2007 you can click the Office button in the top left of the screen, then point at “Print” and then click “Print” in the submenu to reveal the Print dialog box. To use your default printer or the last used printer, just click “Quick Print” on the submenu.

If you’re using Word 2003 or Word XP (2002), use the “File” menu instead of the Office button, and click “Print” to access the Print dialog box.

Thanks, again, Bob for your question.

Post Comments or Questions with the link below. Keep up-to-date with Skylarking: By Email or RSS Newsfeed or on Twitter. You can also send questions with my email form. I’m looking forward to hearing from you.