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Technology tips

Top tips from HP on how to ‘green’ your office | Have you tried Bing yet? | Smart web printing  |  HP's zero footprint PC  |  top tips you didn't know you need to know  | 10 quick tips for safe computing  |  extend your notebooks battery life  |  work faster with winkey shortcuts  |  creating PDFs  |  clever computing

Top tips from HP on how to ‘green’ your office

  1. Be an all star
    2. Opt for or ask for ENERGY STAR ® qualified products, such as Personal Computers (PCs), peripherals, phones and compact fluorescent light bulbs. Or at the very least start the conversation with your office managers on such products. Click here if you are interested in learning more about ENERGY STAR as well as some compliant HP products.
  2. Size and energy matters
     Consider using laptops, flat-panel monitors and multifunction printing products. They use less energy and are made with less material than desktop PCs, CRT monitors and multiple printing and imaging products.
  3. Don’t use screen savers
     Screen savers don’t save energy; they actually use more energy than no screen saver at all. Instead, choose PC sleep settings when you’re away from your PC.
  4. Print smart and green
     You can set your printer to print on both sides to help reduce paper waste. And remember to print on paper with recycled content. Or better yet, print only when you need to.
  5. Shut it off
     Switch off electronics and lights when not in use. It’s basic but we all need a reminder from time to time.
  6. Pull the plug
     Plugged-in electronics still use energy even when switched off. Try this to help conserve energy use: Plug all electronics into a power strip or power surge protector and turn the power strip off when devices are not in use.
  7. Be a planet partner
     You can reduce environmental impact by recycling your used print cartridges in recycling bins. Click here if you wish to participate in HP’s product recycling services.
  8. Give it away
     Donate or recycle unused and unwanted computer equipment including cables, mice and keyboards.
  9. Plant it
     Place indoor plants in your office. They look nice and plants can improve your indoor air quality by absorbing pollutants.

Have you tried Bing yet?

Bing is the new search engine from Microsoft which replaces Live Search. With a range of new features and tools Bing is a 'decision engine' designed to enhance your search experience, enabling users to sort through masses of information and find the shortest distance to an informed decision.

The first thing you will notice about Bing is the fact that it is visually appealing. Everyday you will be graced with a stunning vista of some exotic location in the world.

An exciting feature is Bing’s Image and Video Search features. Bing allow users to filter based on a number of different factors. Attributes such as size, aspect ratio, colour, layout , style and face (whether it’s a close-up, a head-and-shoulders shot) can all be incorporated into a search query to narrow down search results. Once you’ve found an image you like you will be able to quickly find more images using the “show similar” feature to browse related categories.

Bing will also provide you with a list of relevant, related searches. For example, a query for “U2” will return a list of searches related to their videos, as well as other entertainment celebrities with whom they’ve been associated. The list of Related Searches appears below the Quick Tabs in the Explore Pane, providing a convenient tool to expand or adjust your search terms if you don’t like your results or simply want to exercise your curiosity.

For those who want to sort through information as quickly as possible, the Quick Previews feature allows users to preview content within search results before actually clicking into a link, enabling users to save time and access the information they want more efficiently.

While most search engines only present you with links to dictionary site when you search for a word. Bing however pops up the actual definition of the word as the top result. Try it for yourself. Enter “define:” before the word you are seeking the definition for and you're away.

Zero Footprint

Hewlett Packard has designed a “Zero footprint” PC (HP Compaq dc7800 Ultraslim Desktop). Its innovative design sees the computer fit behind the monitor like a backpack. The ‘footprint’ it therefore leaves on your desk is minimal allowing better utilisation of available desk space.

Please click here to read the full article.

Smart web printing

How often do you print off a webpage only to have the right side cut off or the last page printed only has the web-footer on it and nothing else? HP has made printing pages off the web easy and without waste by creating its new HP Smart Web Printing software. 

Click here to read more.

Top tips you didn't know you needed to know

The following PDF contains some really handy computer tips. You'll be amazed how these simple shortcuts can increase your productivity and even make using your computer more fun.  To download the article, please click here.

Provided by Microsoft NZ.

10 quick tips for safe computing

1. Ensure you have the latest updates

Install updates and security patches on all servers, desktop and laptop PCs. To get the latest updates for your Windows operating system, software and hardware, go to Microsoft Update (U.S.).  It scans your computer to determine which updates you need and then you can download any or all of them.  To improve the security and stability of your Microsoft Office software, go to Office Update (U.S.) and follow the Check for Updates link.  If you use Windows XP Professional, there is an even easier way to get updates. Simply activate the Automatic Updates feature, which allows your PC to automatically notify you of important updates once they are made available..

2. Reduce the risk of viruses.

There are numerous things you can do to protect your computer and your network against viruses.  Using anti-virus software and keeping it current is the first step, but there are other things you can do:
  • Use the default security settings in Office 2003, which is the most secure version of Office released to date.  Visit the Office Update (U.S.)  site for the latest updates and patches.
  • Never open suspicious e-mail messages or file attachments; take advantage of the state-of-the-art junk mail filter in Outlook 2003 to send suspicious messages directly to your Junk E-mail Folder

3. Use Windows Security Centre to manage your settings.

Get a clear picture of the security settings on your PC using the single, unified view provided in the Windows Security Centre. Adjust them as necessary to the level of protection you are comfortable with. The settings that guard your PC are automatically applied to files and content delivered via the internet, helping safeguard confidential business data.

4. Encrypt sensitive information on your laptop.

If you travel on business and use a laptop that runs Windows 2000 Professional or Windows XP Professional, guard against data theft. Use the Encrypted File System (EFS) to encrypt sensitive files and folders. If the laptop is stolen, your files and folders are protected because only those with a special decryption key can access the encrypted files.

5. Download internet files from trusted sources only.

If you're unsure if the files you want to download are safe, consider downloading them to a disk separate from your hard drive, such as a CD or floppy. Then you can scan the files with your virus scanner.

6. Use password encryption to protect Office files.

Improved encryption technology has strengthened password security in Word 2003 and Excel 2003 and extends password encryption to PowerPoint 2003. Look under the Tools menu in each of these three programs to activate password protection. This is an effective way to restrict access to confidential business information.

7. Clean your hard drive before you discard a PC.

If you're getting a new PC or notebook and your old one is being discarded, be sure to remove any sensitive business or personal information before you let it go. This doesn't mean simply deleting files and emptying your Recycle Bin. Your options include reformatting the hard drive or acquiring software that wipes it clean.

8. Use a firewall.

If your company uses always-on broadband to connect to the internet, install a firewall as a basic line of defence against outside intruders. There are two basic types:
  • a software firewall such as the Microsoft Internet Connection Firewall that's included in Windows XP Professional protects the machine it runs on, and
  • a hardware firewall that blocks all traffic between the internet and your entire network except for traffic from senders who are specifically trusted.

9. Never surf the web from a server.

As the command centre for your entire network, a server typically stores critical business information. If your server is compromised, it puts all of that data as well as your entire network at risk.

10. Be smart about passwords.

Always use strong passwords that are at least eight characters long and a combination of lower and upper case letters, numbers and symbols. Don't use the same password repeatedly and make it a point to change your passwords frequently. If you have trouble remembering passwords, consider using a pass-phrase, which you can do in Windows 2000 and Windows XP. A pass-phrase might be something like "I had pizza for lunch Tuesday."

These are all little things you can do to help safeguard your company. But with the support of everyone on your team, they can make a big impact.

Article supplied by Microsoft NZ.

Extend the life of your notebook battery

Running out of battery power in the midst of a crucial project is a common fear among mobile computer users. If you've ever had to rush off in search of an outlet so you could finish an important presentation, you'll appreciate knowing how to get the most out of your notebook battery

Batteries for laptops come in three main types: nickel cadmium (NiCad), nickel metal hydride (NiMH), and lithium ion. Each of these batteries is rechargeable with an AC adaptor. In most cases, it will give you between two and four hours of computer use, depending on a number of factors. Here's what you can do to extend your battery's life.

  • Keep track of how much power is left in your battery to avoid unexpected disasters. Many notebooks have an external gauge that will show the battery's charge even when the computer is not turned on. Additionally moving your mouse over the battery-shaped icon in your Task Bar will show you the percentage of battery power still available.
  • Deplete the charge on your battery completely before recharging. While memory effects in modern batteries are much reduced from what they were a few years ago, you will still suffer a loss in the charge a battery will hold if it is not completely drained first, resulting in a shorter battery life.
  • Reduce the brightness of the screen to the minimum readable level. Many notebook models have keyboard buttons that allow you to do this easily, or you can use the slider in the Display Control Panel.
  • When you get a new battery, or if you're using a battery that's been idle for a few months, charge and drain it three times. This fully activates the battery chemicals that may have become lazy after a long rest.
To read more on this topic click here

Article supplied my Hewlett Packard

Work Faster with WinKey Shortcuts

Many actions and commands that you perform with the mouse can also be performed using combinations of keys on your keyboard.  And the keyboard is often faster if multiple mouse clicks are required.

Here are some shortcuts using the Windows Key - or WinKey - that work in Windows Vista and Windows XP.  The WinKey is the key with the Windows logo shown on it and it is usually found between the Ctrl and Alt keys on your keyboard. These shortcuts are also known as Microsoft keyboard shortcuts.

Press this key

To do this

WinKey

    Open and close the Start menu

WinKey + D

    Minimise all windows to the desktop

WinKey + E

    Open My Computer in Windows Explorer

WinKey + L

    Lock the computer

WinKey + F

    Open the Search window to find files and folders

WinKey + M

    Minimise all windows

WinKey + R

    Open the Run dialog box

WinKey + X

    Open Windows Mobility Centre (Windows Vista only)

WinKey + Shift + M

    Maxmise all windows after minimising them

WinKey + Pause/Break

    Open the System Properties dialog box

Note: It is not necessary to capitalise the letter you press in combination with the WinKey.

There are many other shortcuts available.  To learn more click start, help and support.

Article supplied by Microsoft NZ.

Creating PDFs

Adobe invented a way to write once and publish anywhere called the Portable Document Format or PDF.  PDF originally was meant to be used to share documents in workgroups, because once you create the PDF file your co-workers do not have to own the original software in order to read the file in all its formatting glory.  All they need is a reader called the Acrobat Reader.

You see PDFs all over the Web these days, used for everything from documentation to white papers to product specification sheets. If you have highly formatted documents created with a page layout software or even Microsoft Word, or if you have a large collection of documents you need to make available on the Web quickly, PDF is a good candidate for the job.  You can often create a PDF of a document much faster than you can an HTML version, and the PDF retains all of your formatting to boot.

In addition, Acrobat is becoming the format of choice for professional print shops and service bureaus.  Instead of delivering page layout files and a collection of images and fonts to a printer, you simply send a PDF file, which combines all of the document's pieces and parts into one complete package.

What you need to create a PDF

Although the Adobe Acrobat Reader is free to anyone who wants to view PDFs, you'll need to purchase the Adobe Acrobat software, a program consisting of various modules, to actually create PDFs.

Warning:
Many other programs are available that convert DTP and word processing output to PDF files, but none of them can create the high-quality PDFs that Adobe Acrobat generates.

You'll also need a PostScript printer driver, which is simply a printer driver that can print from your page layout or word processing application of choice to a PostScript file on your local hard disk. One of the modules in Adobe Acrobat, Distiller, uses PostScript files to create PDFs. If you don't already have a PostScript printer driver installed on your computer -- check your Printers listing to find out as one may have come with an inkjet or laser printer you already have installed -- you can download one free from Adobe.

Creating a PDF

Once you have the Adobe Acrobat software and the proper printer driver installed, creating a PDF is a simple process:
  1. Print your publication as a PostScript file from your word processing or page layout software.
  2. Open the Distiller utility that comes with the Adobe Acrobat software.
  3. Drop the PostScript file into Distiller and let it run. The result is a PDF file.
After you install the Acrobat software (not just the reader) Microsoft Word and other applications like PageMaker and FrameMaker will support printing directly to PDF from within the application.  To print to PDF from Microsoft Word:
  1. Choose File > Create Adobe PDF.
  2. Click Create.

It's that simple. When you use Distiller to create your PDF files (as opposed to creating them directly from an application like Microsoft Word) you have more control over the final PDF. You can optimize the PDF for delivery over the Web, which results in a smaller file size and a slightly reduced quality (which no one will really noticed). You can also optimize the PDF for printing, which creates a large file but includes all of the information a print shop or service bureau needs to create a professional-grade publication.

to read more please click here

Article supplied by Hewlett Packard

Clever Computing

Ease your eyes with larger icons and fonts

Past 30? If you’re like me, you’ll be looking for those magnifying glasses soon! Why not make it easier on your eyes by making your icons and font size larger? You can even change the font you use.

Increase the size of your toolbar buttons (Outlook only)
  1. On the Tools menu, click Customize.
  2. Click the Options tab.
  3. Select the Large icons check box.
Bonus 1: Don’t forget to look at all the other goodies you can change while in Options!
Bonus 2: You can also change the size of the icon and menu type by right clicking your desktop; select Properties then select Appearance. Change your email font or the size
  1. On the Tools menu, click Options.
  2. Click the Mail Format tab (Outlook); the Read tab (Outlook Express).
  3. Click Fonts.

Auto correct Function

Is there any shortcut to always typing in my company name?  Do you repeatedly type your business name or other repetitive words or phrases?

Let Word do it.

Be clever. Use Autocorrect to set unique abbreviations to spell out a long name or longer phrases. For example when I type DM, it automatically replaces it with Debbie Mayo-Smith.

You’ll find Autocorrect on the Tools menu. Just fill in the Replace box what you want to type and then fill in the With box – what the text to put instead.

I Need A Graphic To Print

Adding a clients logo to your proposal is a great way to personalise.  

Get the image from Google. Click on the Image hyperlink on Google’s home page and it opens Google Images where you can get pictures, graphics, comics, clip art and more.

Want It Small, Medium Or Large?  One option when searching for images is to look for small, medium or large (file) sized ones. If you’re using the image for web, you want a small sized one. For print, you’ll want the larger files for their better definition. Go to www.google.com.  Click on advanced image search and make your selection.

Article supplied by Debbie Mayo-Smith of SuccessIS. Debbie is a well known speaker, author and consultant. For more information, contact Debbie (09) 575 5359 or email debbie@debbiespeaks.co.nz.