Archive for microsoft

Do you have boxes of grade school, high school, vacation or other paper ‘treasures’ taking up room in your closets? Do you want to reduce the amount of paper? Hate to part with them,yet tired of keeping them around? My tech tip for this week may be a good solution for you.

I’ve made a video that both shows a project I did while telling you how I did it. In our article today, I’ll go into a few more details. Here’s how I did it:

  1. Take pictures or scan your pictures or documents. I chose to use my camera.
  2. Import your pictures into your favorite picture-saving software (Windows Live Photo Gallery, Picasa, Flickr, etc.)
  3. Then import your pictures into your favorite movie software (Windows Live Movie Maker or Picasa will work). You could also choose to import your pictures into PowerPoint 2010 and make a slide show from there.
  4. Download & install Jing, a free screencapture software. There’s plenty of documentation at TechSmith regarding how to use Jing, so I won’t go into it here.
  5. Start your movie or presentation and start Jing. You have 5” to speak about your slides – that’s the Jing time limit. I recommend paying $15 for Jing Pro. Your video can be easily uploaded to YouTube and put in a format ready for sharing either via a link, on Facebook or other social services.
  6. Be sure to back up both your photos and your video to the clouds.
  7. Now you’re ready to share your video with friends and family. If you use cloud storage, DropBox, SkyDrive and many other cloud storage choices make it easy to share with people.

 

Use Movie Making Software & Jing to Archive Memories

A Limitation of Jing

In order to use Jing, you must either start it up by clicking on the yellow ‘sun’ object, or start it from the system tray. It’s not possible to start up the movie you’ve made in full-screen mode and then start Jing. This is because when the movie is running, Jing isn’t available. The work-around for it I found was to make my movie large on my screen, then I started up Jing and ‘drew’ the rectangle above the start button for my movie. I could then start the movie and it would go through the transitions – just not in full screen mode. If anyone knows how to get around that, I’d love to hear it! (If you’re not familiar with Jing, let me explain the ‘draw the rectangle’ phrase I used above. When Jing is started, your computer screen will go dark and you’ll see a yellow outline on your screen. Then you select the part of your screen you want to highlight and show, this is the ‘rectangle’. Anything inside the rectangle means you can’t use your mouse to click inside while Jing is recording.)

The one way I did get it to work full-screen was in PowerPoint. I was able to ‘draw’ my rectangle in such a way that I was able to start my presentation and then I could start Jing.

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Go Digital and Ditch the Paper

It does take some time to sift through thing and decide what’s worth keeping but once it’s done, you’ll have more space and you’ll have a better and long lasting way to archive your memories – both for you and your family. What are some things you do to save your memories?

If you muck around in Facebook for purely social reasons and you’d rather look at cute puppy pictures from your friends, this article may not be for you because I’m going to focus on using Facebook as more of a educational/business resource and to get answers to your burning Microsoft Office questions.

If you’ve ‘Liked’ business and other informational-type pages and like to read great articles or learn tips to be more productive and you use Office software (of course, you can apply this to other software or gadgets you’re interested in), then try asking your Office questions right from within Facebook. Below you’ll see some of the Office products I like.

 

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I just recently noticed while reading some wall postings that one of the moderators advised a writer with a question to use the ‘Support’  tab and that people were standing by to answer questions like hers.

 

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Here’s what you get when you click on the ‘Support’ tab. At first, I thought it was going to be similar to posting to a wall, but looking at the interface and noticing the search for answers and the post a question, I noticed that the page is linked to the on-line Microsoft Answers site. This isn’t a bad thing at all. It saves time because you don’t have to go and search for this site on the web. You will need to authorize the Facebook app to have access to your basic information, including your email. This also saves time because you don’t have to set up an account or sign in with your Windows Live ID. So all in all, it’s pretty handy to be able to do this from Facebook.

Other Microsoft Resources With One Click

In addition to the Support tab, there’s also tabs for videos and blogs for instant consumption and learning. Everything plays or you read it from right within Facebook.

Just for fun, I went to the Facebook Google Apps Page and there were no specialized apps, just a wall. Open Office was the same—just a wall to post on but no apps. Both were pretty boring.

Do you use Facebook to learn or do you enjoy reading articles coming through your newsfeed from businesses you’ve subscribed to? That’s probably my favorite use for Facebook.

Many of the Live services from Microsoft have gotten upgrades this year. This article will focus on SkyDrive and how to use it, why you’d want to use it and what you can store there.

How To Use SkyDriveimage

All that’s needed to start is a Microsoft Live ID. If you have a Hotmail, Livemail, X-Box or Messenger account, you already have one, if not just use the above link to get signed up. Then you’re ready to start adding documents, pdfs, pictures, videos – even .exe files can be uploaded. When you first click on the ‘add files’, it will bring up a screen where you can choose to add your docs/photos or whatever to a new folder or an existing folder.

skydrive permission settings

Before uploading, it will ask what ‘permission level’ should be on that particular folder. Don’t bypass this step. The default is Public, so if you don’t want family pictures publicly viewable, select a different option. There is the ‘Only Me’, then ‘Friends’ and a couple of others. Be careful of the ‘Friends’ option as it’s based on people you have in your Contacts list and/or Messenger List and I’m not quite sure how all that works. I usually select the ‘Only Me’ to be safe. Then later on, you can adjust it or get a link to send to someone to share.

 

You can open Windows Explorer and drag files onto the window. The only thing lacking here is the inability to upload entire folders. Instead, open up your folder, select all the documents and drag them over into the new folder you created in the step above. Uploads are quite fast. I uploaded 360+ pictures and it took under 5”. I selected all my photos from within Windows Live Photo Gallery and there were folders inside folders. Although all the pictures were uploaded, the folder structure didn’t make it. So if that’s important to you, you’ll need to remember to first make your folder and then upload all the photos for that one folder.

Why Use SkyDrive

  • It’s secure with the best encryption available
  • It’s FREE
  • You get an automatic 25GB of free storage (I still haven’t run out)
  • Ability to set up multiple Windows IDs and link them for easy access to any of your documents/media
  • Convenience – access your documents or pictures from any internet-connected computer and show people your pictures, work on a document (with the free Microsoft Web Apps),  or download what you need
  • Give someone a link to view photos, documents or videos and don’t mess around with trying to email them. Be sure to choose the option where the recipient doesn’t have to have a Live ID to see what you’re sharing

SkyDrive Future

Although SkyDrive’s come a long way, there are still big plans for the future when Windows 8 is released. AND – if you have a Windows Phone 7 (like I do), having your SkyDrive docs and photos instantly accessible will be a great experience.

I’ve had a WP 7 since last December and have really enjoyed carrying it around and have found it very useful and overall pretty easy to use. After a year since the initial roll-out, Mango, the much anticipated update is here! There are over 500 updates with this release.

Here is a snapshot of major updates, courtesy of the WP 7.5 Insider. All these features are built in and part of the WP 7 OS and I’ve been busy checking out some of them and I’ll talk about a few I’ve been using, so keep reading…

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People Hub

The people hub was pretty good before, but now it’s so comprehensive. I can pull up my husband’s tile and I can look at any updates he’s posted to LinkedIn, Facebook, Twitter (if he used all of these, I would see them, that is!). But I also have a history of all our phone calls, text messages and emails too. Anything we’ve done in the digital world is there as a reminder, review or just to catch up. I can pin his tile to my start screen for even easier access. The people hub is really the center for keeping in touch with family and friends—everything is in one place and always updated for me. I really like having pictures of my contacts show up beside their names—and I didn’t have to do the work to put them there. It was done for me by the phone.

One other handy thing to add here – when I go into the ‘What’s New’ section, I can choose to see updates from just Facebook, just LinkedIn, or just from one of my Windows Live accounts. I like having that choice.

Combined Email

I was looking forward to this feature because I had it on my Blackberry. But now that I’ve combined some of my mail accounts (work-related), I’m thinking I may go back to having them each separated because I can tell at a glance which account has new mail and if I need to check it. Click here to be taken to a quick tutorial on how to get your combined/unified mailbox set up.

Internet Explorer

This IE is version 9 and it is FAST! They say it has a hardware accelerator in it and they weren’t kidding. I’ve tried it out and it’s super fast. Another great feature is that I can push the windows button and just tell it what I’m looking for. It’s pretty accurate and faster than typing!

Voice To Text

This feature can be used for texting someone or for telling the phone to call someone. Here’s an article containing a video about how it’s done. I just got a text from my sister and it asked if it could read it to me, so I let it and them responded back by voice – how easy!

Ringtones

There are new ringtones and the ability to make my own. This is something on my to do list.

I like the new features and I think it’ll take me awhile to find and learn how to use them. I’m especially glad for the mango update because it fixed some problems I had. Before the update, I couldn’t upload my camera photos to anything but Flickr – yes strange. Well, I could upload to Facebook, but then that quit. Now I can upload to FB, SkyDrive or email. I can even auto-fix pics on the fly.

If you have a WP Mango tip – please leave me a comment – would love to hear it.

There are many ways to share photos. I’m going to show you a quick and easy way to insert an entire folder of pictures into PowerPoint 2010, add some cool design features and save and share it and be on your way. You’ll have a photo album in PowerPoint that you can take with you, save to the web (your SkyDrive), broadcast it on the web, or make a movie.

I’ve got a video (under 3”), that shows you step by step how to insert your pictures and then spiff them up a bit to make it look professional before saving and sharing.

How To Make a Photo Album with PowerPoint 2010

 

Share your Photos

If you have a large photo album, you may want to send it via email. There is a compression feature you can utilize if you wish to do this.

There are several other options available to you below. Let’s go over them:

Save to Web – this will save it to your SkyDrive (free, just need a Windows Live ID)

Save to Sharepoint – this is a paid service (you can get it with Office 365)

Broadcast Slides – this looks really cool and easy, but when I tried it out, I found out that the presentation has to be seen by all viewers simultaneously. At least it seemed that way to me. Kind of strange.

Publish Slides – This was also a bit strange – it shows a list of all slides and there’s a check box by each slide and I can choose to ‘publish’ a single slide.

Photos Saved Another Way

There is also the ability to make your slides into a movie. I tried this option and it would convert the presentation into a .wmv movie file. I can add transition effects too. Nice.

You can save it into a .pdf for sharing/emailing to people who don’t have PowerPoint..

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Microsoft is really coming along with some forward-looking features in PowerPoint. I hope you’ll check this one out and let me know your results.

Microsoft PowerPoint 2010 has some really great new features. Did you know you can save your PowerPoint as a movie and upload it to YouTube? Then it’s ready to share in a multitude of ways – on Facebook, Twitter, your website (like right here). Send the link to your new video and don’t clog up anyone’s email box!

This week, I decided to make a video showing you exactly how to do this. The part I couldn’t show was the actual uploading of my ppt file to YouTube. So I’ll explain that.

But first, here’s the video showing you how to insert pictures, audio and set up your transitions so your movie will run automatically within YouTube:

Next, I want to show the final result of the actual PowerPoint movie I made, so here’s the movie that I’ve embedded with the YouTube embed code so conveniently provided right below where your  YouTube video plays:

Nice result, isn’t it? You only need to have a little knowledge of PowerPoint to do this yourself.

Upload Your PowerPoint Video (wmv) file to YouTube

To do this, log into your YouTube account and click on your upload button and navigate to where your video is being stored and upload it. You’ll also notice the sharing possibilities built right into YouTube – nice!

Upload Your PPT movie to YouTube

Go out and try this – it’s not hard! What has your experience been with this feature? Have you already heard about this in PowerPoint 2010? This is so helpful and convenient.

When you’re out of your home network area and using a coffee shop or library hotspot, what are some things you can do to keep your computer safe from snoops or worse, hackers? Here’s a checklist of things to do -preferably before you leave your office or as you’re getting setup at your destination:

  1. Turn off File and Printer sharing.
  2. Turn off Public Folder sharing
  3. Encrypt folders (can do with Windows 7 Professional, Enterprise & Ultimate)
  4. Use https with your mail services (Live/Hotmail, GMail) and Facebook & Twitter
  5. Think about keeping your most sensitive data off your mobile computer – store on Windows SkyDrive, Amazon or somewhere secure, but where you have access.

How to do the Above

For numbers 1 & 2, go to your start button>Control Panel>Network & Internet>Network & Sharing Center>Change Advanced Sharing Settings. Then you’ll see the below where you can turn off the 2 components.

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File/Folder Encryption

If you have Windows 7 Professional, Enterprise or Ultimate, you have this available to you, but if you have Home Premium, which is the standard, you won’t have this functionality. Here are steps from Microsoft:

To encrypt a folder or file
  1. Right-click the folder or file you want to encrypt, and then click Properties.
  2. Click the General tab, and then click Advanced.
  3. Select the Encrypt contents to secure data check box, click OK, and then click OK again.

To unencrypt, go through the same steps, except select Clear the Encrypt contents to secure data check box, click OK, and then click OK.

Below are a series of illustrations that makes things more visual!

encryption with Win 7

get here by right-clicking on the folder in win explorer

encryption step 2

Click the encrypt check-box

encrypt demo 3

Click OK and then apply to start the encyption process

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Encrypted folders will be green

How Does Encryption Protect me?

When your folders are encrypted, they’ll be in green (see illustration above). You’ll be able to access your files without having to unencrypt them while you’re logged into your computer. So this means if someone gets control of your computer while you’re logged into it, they’ll be able to open your encrypted files (as well as take your computer). What the encryption does is protect you if someone steals your computer and they are able to boot it bypassing your login credentials (you DO have those set, don’t you), then they won’t be able to open encrypted files. Same thing if they remove your hard drive and try to access files – they can transfer your files over, but they shouldn’t be able to open them. If you’re at a hotspot and someone manages to get into your folders, they won’t be able to open encrypted folders/files.

Perhaps you’ve heard about laptop searches at airports and at our borders. It is possible that the contents of your laptop or smart phone could be searched by law enforcement officials. I’ve read that if you have a password protecting access to your phone or laptop, they can not legally make you enter in your password, but these laws may be changing. So that’s where step#5 might be one you’d want to implement. If it’s not on there, it won’t be found.

Don’t Forget Your EFS Certificate

The first time you use encryption, a certificate with your private key is created. If this key is lost or damaged, you may lose access to your encrypted files (say, if you moved them to another computer). So here are steps to Back up Encrypting File System (EFS) certificate. There are quite a few steps, but take your time and follow them and then put your cert in a safe place (away from your computer).

Following these guidelines should make your mobile experience safer. If you have questions or would like to implement some encryption on your mobile or desktop computer, please use my contact form to be in touch or email me at lynn(at)extremevirtualsupport.com.

 

 

 

 

Without any fanfare, Microsoft updates Windows Live SkyDrive with some impressive features. Let’s dig in to what caught my eye.

New Microsoft SkyDrive Features

  • 25GB of free storage (not new, but worth highlighting)
  • no annoying ads anymore – thanks, Microsoft, this is much appreciated
  • All your stuff in one place in an explorer-like presentation with folders listed alphabetically
  • Sort through your SkyDrive stuff by clicking on ‘Documents’ on the left-hand navigation section and you’ll have a neat list of folders containing only documents
  • Same thing for Pictures – click on ‘Pictures’, and instead of file folders, get ready for a really beautiful presentation of all your picture folders (I have illustrations below)
  • The explorer-like interface also shows how large each folder is, the last time it was modified and who it’s shared with
  • Now included on your main SkyDrive page are the Microsoft Office icons – just click one of them to start creating a Word, Excel, OneNote or PowerPoint document…don’t have Office, no worries, you can use the free Microsoft Web Apps to create, email or share your on-line documents
  • Easily upload or create a new folder right on your main SkyDrive page
  • If you have more than one Live ID, you can easily switch between or among your IDs by going to the upper right and clicking on your name and you’ll see a drop down menu, easily switch to another Live ID (not new, but useful)
  • No more Silverlight – Microsoft has programmed this site all in html5 – this is a very big thing, although I couldn’t really tell you why

skydrivemain

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SkyDrive vs. Dropbox (observation)

Even with all these great features, I still have and regularly use a Dropbox account – why? It’s much easier to get to, open up and I can save any type of document from anywhere on my computer right into my Dropbox.

It’s so useful having the little Dropbox icon in my system tray and I don’t have to sign into it every time I want to use it. It’s also easier to send someone a share invite from Dropbox. When I’ve tried to share folders or documents from SkyDrive, with people, there always seems to be a glitch and they have problems. I can ‘pin’ my SkyDrive to my start menu (using IE9 only), but I still have to sign in—tiresome, but it is so much more secure.

I find I use SkyDrive more for storage and backup than for frequent  document retrieval. Perhaps Microsoft will some day make SkyDrive as easily accessible as Dropbox. I use Dropbox for non-sensitive documents.

The benefits of SkyDrive outweigh the inconveniences. I’ve been using it for several years now and I like the easier uploading and I especially like how easy it is to get my photos from my Live Photo Gallery on my computer into the clouds.

I heard about this new tool from Microsoft the week of June 15, 2011 and wanted to try it out. Standalone System Sweeper (in beta), is made to use on those computers  so infected that they can’t be booted up without having the malware instantly taking over the machine. The System Sweeper software is downloaded (to a clean computer) and then installed either to a USB drive or CD and it becomes your bootable solution to start the computer and run a scan. Pretty cool – it bypasses the installed OS and boots from the CD or USB stick and loads windows and starts a scan of your computer.

There are 2 flavors – you can download both versions to the same computer and get them ready, but be sure to run the scan on the appropriate computer. You will need a Windows Live ID (free) to do the download.

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For detailed instructions and screenshots, I’ll direct you over to Ask-Leo as he’s gone into more detail than I would have on the step-by-step, complete with illustrations.

The download is really a 2-part procedure. I thought I was ready to go after I’d downloaded it, but the download is an .exe file that needs to be extracted and put on a CD or USB drive. When you’re ready to run it, Leo says to change the boot sequence to either your CD or USB drive, but I found I didn’t have to do that. I rebooted the computer, hit the F12 key until it took me to the boot sequence screen, then I simply arrowed to my USB drive, hit enter and it went ahead and loaded windows and started the scan. That was nice that I didn’t have to change the boot sequence.

My Scan Found Thirty Trojans/Other Malware

I’ve run it on two 64-bit computers so far. The scan on my desktop (work) computer took 2’20”. I was truly shocked when it said it found 30 different Trojans, Backdoors, etc. on that machine. I thought for sure there was something wrong with the results. But I scrolled down the list and it named each Trojan and Backdoor item and it also told me the location of the malware. Twenty-nine of them were located in a folder where I’d stored a website backup I made of a site before building a new site. When I talked to my IT guy about it, he said since most malware comes from infected websites, he wouldn’t be surprised. Since the files were downloaded as a backup, I’m guessing that all those bad things were just lying dormant in there. I think they were dormant because my machine never showed the signs of infection on it. The one other Trojan was from Java and was in my Sun Java folder (I know Java can be bad news).

I spent a little time scrolling through all the names of the bad stuff. There’s a button to get more detail on the malware and looked at what they said about the different kinds of malware. I wished I could have gotten a screenshot of it, but since I was in this dedicated scan mode, I couldn’t do it. The way the scan results are set up, the rectangular box with the results is only about 2” high, so I couldn’t see the whole list of malware at once—had to keep scrolling down. I might have tried taking a snapshot of all the malware if the box could have expanded. Then on the same results page I was given the choice of how to handle the infections. Quarantine, Remove and Allow were the choices. I chose remove! When I chose ‘Remove’, it said it might take a few minutes. Thirty minutes later, it was still stuck at about 3/4 done. So I figured it was locked up and had to do a reboot and ran the scan again.

I chose to not scan the whole computer again. Luckily, there are options to scan particular folders, so I chose the 2 folders the malware was found in and ran it on just those 2 folders. It found the same number of infections – only a lot quicker. I clicked the ‘remove’ again, and this time, it zapped them in about a minute. Then I ran another scan on those folders and they came up clean, so I was done with that work station.

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Next, was my Lenovo laptop. I rebooted and hit F12 and selected USB and it went into scanning mode. This one took 2 1/2 hours and it found Firesheep on my laptop. I clicked ‘Allow’, since I put it on there to try it out. I was very relieved it didn’t find anything really bad.

Then I used it on our 32-bit family computer and it found nothing.

Synopsis

  • I was pleased with the tool, although it did stumble a bit when I tried to remove the Trojans the first time.
  • It should be noted that you’ll need to update the definitions of the tool each time you need to use it, (same as you do with Malware Bytes).
  • I like that Microsoft built it so certain drives and one or multiple folders can be selected to scan.
  • If you’re using this on a client computer, you’ll probably want to take it with you since scan times are very long.

If you’d like to be able to view and switch quickly between multiple Word documents you have open, try out Extend Office’s Office Tab product. image

I’m trying it out and I think I’m going to find it very useful. I seem to have multiple Microsoft Word and Microsoft Excel documents open at any time. I use Office 2010 and even though I can hover my mouse over the Excel icon at the bottom of my screen and quickly navigate to the sheet I want, it’s much quicker to see the names of my open spreadsheets and click the one I want to work on.

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Cost is free for personal use and $25 for the Office Suite Extend Tab and includes 2 years of upgrades. After you download and install, you can open up the program and choose your configuration options as seen below.

There’s also a style & color tab if you want to take the time to make your tabs rounded or colored – a nice touch.

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Ribbon Finder

This is a great feature from Extend Office for those of us who have a hard time remembering or learning where all the commands are on the Office ribbons.

Ribbon Finder is software that puts a search box in the ribbon area of Office programs. Then when you want to insert, wrap text, format cells, etc. but you don’t remember where the command is hiding, just type it in the search box and it gives you the steps. Fast and avoids frustration!

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You can check out the versions, features and pricing here. They do have some free versions with this product too.

Can’t Get Used To the Ribbon? Want to go back to the Old 2003 Menu?  Classic Menus for Office!

If you have upgraded to either Office 2007 or 2010 and hate the ribbon, you can buy Classic Menus for Office to bring back the 2003 style menus for a cool $45. There are other products at the site, but these are the three that I thought would have greater interest. Check them out.

How are you with implementing new tools and strategies to improve productivity? If you need help with productivity, file management or organization, give me a call or email. I can help.