Email Messages Not Text Wrapping
- To set the line length in incoming messages in Netscape Communicator
- On the Edit menu, click Preferences.
- On the Mail and Newsgroups item, click on the triangle next to it, click on messages, then click in the square next to the sentence Wrap incoming, plain text message to window width.
- Click on OK.
- Microsoft Outlook and Outlook Express default to this setting.
- Is the printer turned on? Don't laugh it happens to the best of us.
- Is it in ready mode? This is usually indicated by a green light in the online indicator. If this light is not on or is not green your printer is not going to print. Try turning the printer off and then back on.
- Does the printer have paper? If your printer uses a tray to put paper in sometimes a couple of sheets in the tray is not enough for the sensor to activate. However, do not overfill your tray as it ruins the springs in it.
- Is the printer waiting for a manual feed? This is common if you are sharing printers with someone else. Typically there is a light on indicating a manual feed; this varies with the brand of printer. Try adding paper to the manual feed tray.
- Is the print queue stopped? a. Macintosh (depending on the operating system) ? a hand inside of a stop sign will appear on your desktop printer; solution go to the finder select printing select start print queue b. Windows (depending on the operating system) ? go to start settings printers sometimes your printer will appear gray, or the printer settings window will say paused. Solution right mouse click on the printer and make sure there is not a check next to paused printer or work off-line
- Are you using a network printer? a. Macintosh ? go to your chooser click on the type of printer you are using such as laser look and see if you can see the printer in the list in the left if not first check #1 b. Windows ? is your printer connected to someone else's machine via a print server, if yes then make sure the other persons computer is on, see #1
- Does the machine have a paper jam? Indicated by a light. Carefully remove the jammed paper, open the case if necessary (some printers require you to open the top cover even if the jam is in the trays) if you are nervous about this turn the printer off and then back on.
- Does the printer need ink for an inkjet or toner for a laser printer? Replace if needed;
- Another thing to try is to turn off the computer (shut it down properly) and the printer; turn the printer on and then the computer.
Telephone Extension: 4375 (574-4357 off campus)
Online link (request help electronically):
http://www.wnmu.edu/itdept/help/helprequest.htm
In person GRC 104
How do I send email without showing a recipient's addresses or name in the header? I.E. A list of everyone's name that you send the email to is not shown on the recepients email. Use BCC (Blind Carbon Copy) instead of TO in the Ôaddress toÕ portion. In Netscape if you click on the triangle to the right of the TO a menu pops up and you select BCC then type in the address or list. In Outlook and Eudora there should be a BCC field and that is where you type in the address or list.
How often? What do I backup?
First of all lets define data in the backup sense. This is usually your documents; such as memos, excel documents, databases and your email. Or in a more general sense anything you do not want to lose if your PC crashes. You do not have to backup applications such as Word, Excel, PowerPoint, etc. unless you have a specialized application. Next you must decide how you want to backup your data. Do you want to write to a CD? This is easily done if you have a CD Writer (they are not common on campus), or you can pay $3.00 to the IT department. The $3.00 covers the cost of the CD and a case. Using 3.5Ó floppies is another option but it may take more than one disk. Tape backup is available at a variable cost. The cost can range from $40-$60 depending on the options chosen. The options include automatic backup at a defined interval or a single time. Backing up to network drives is a common practice on campus and can be arranged with the appropriate systems administrator (a call to the help desk at ext. 4375 (574-4357 off campus) is all it takes). How often should I backup? A general rule of thumb is as often as you do not want to retype the data that you have done since the last backup or if you have recently added information that you do not want to lose. This can be either a time consuming or a simple task depending on your machine and how it is configured. The IT professionals on campus would be glad to assist you with this process.
If you would like to spell check your email automatically before you send it. Please follow the directions for your appropriate software.
Netscape
1. From the Edit menu, choose Preferences. Then select Messages from the Mail & Newsgroup Preferences category.
2. Click on the box next to Spell Check messages before sending.
3. Click OK.
Outlook
1. From the Tools menu, choose Options. Then select Spelling Tab.
2. Click on the box next to always check spelling before sending.
3. Click OK.
Groupwise
1. From the Tools menu, choose Options. Click on the Environment tab.
While there are no strict rules about what you can and can't do when sending an email message there are a few things that you can do to communicate more effectively. Below are a few points that are widely accepted as "standard practice" for sending email messages.
Style Keep messages short and to the point. Use blank space between paragraphs to improve readability. Use mixed upper- and lower-case letters.
Text in all upper-case letters is more difficult to read than mixed-case, and USING ALL UPPER-CASE IS CONSIDERED TO BE SHOUTING. You can emphasize a word or phrase by using *asterisks*, or you may want to SHOUT a single word or two.
Text Formatting Many email systems are still only capable of reading plain text. Sending styled text can result in some very unreadable messages. Avoid using styled text wherever possible, and if you must use formatting consider sending the message as an Rich Text Format attachment. an example of formatted text... This bit of formatted text ...looks like this in a program that can only read plain text messages.
Email systems are not designed to support the transmission of large files (i.e. more than 1 Mb). Transmitting such files by email can cause severe problems with the email system. People wanting to transmit large files should use another application such as FTP.
Sending Attachments
Sending files as an email attachment is a relatively quick way of sending someone a file but it can also be very frustrating for the person receiving the file unless you follow a few simple guidelines.
Naming Files
Incorrectly named files are the most common problem people have when receiving email attachments. All files should be labeled with an appropriate file extension. A "file extension" refers to the end of the filename following the last full stop (e.g. FILENAME.EXT , the file extension is ".EXT"; MACFILE.SEA.HQX, the file extension is ".HQX"). File extensions are usually 2 or 3 letters long, most are 3.
Why use file extensions?
Macintosh files come in two parts (forks), a data fork which contains the substance of the file and a resource fork which contains information about what program was used to create the file and what sort of file it is. When these files are transferred via the internet the resource fork (program/ file type information) is stripped away from the file unless the file has been encoded. The recipient of the file then has to guess what sort of file it is. A system extension called Internet Config can replace part of the resource fork. It uses a table of file extensions and programs file types to add the appropriate information to files according to their file extension. The PC file system relies almost solely on file extensions for determining which program to open a file with. Using the right file extension then, will reduce the hassles associated with transferring files via the internet (off campus) or intranet (on campus). Avoid using these characters : / \ > < ? * | Extensions should not be longer than 3 letters
File Extensions
Use the following file extensions to indicate file type and/ or the program that created the file. Rich Text Format RTF Plain Text TXT Adobe Acrobat PDF Word DOC Excel Spreadsheets XLS Graphics Adobe Acrobat PDF Freehand 5.5 FH5 Scanned Images TIFF (PC Format, uncompressed) TIF JPEG JPG Adobe Acrobat PDF Photoshop PSD File Formats The other great problem facing people receiving email attachments is having the right program, or even then the right version, to be able to open the file. There are basically two types of file formats, "program specific" and "interchange". Program specific files contain information that is used purely by the program to interpret the file. Some programs have "filters" for decoding these files but generally the recipient gets a file that looks something like this (The beginning of a word document sent as a text file) Dkfljaldkfjla;df8duj 398078 Hello WNMU lkf93487)(***&* I hope Dkfljaldkfjla;df8duj 398078 that lkf93487)(***&* Etc. Interchange files are files that are structured in a universally accepted way that many programs can open and interpret the information in them correctly. The recommended file formats in the file extension list above all fall into this category. They can be read by many programs on many different computer systems (other than just Macs and PCs). Furthermore, the recommended formats for all files, except images, are in a text based format and as such do not require special encoding in order to be transferred via the internet.
Large file
Typically large files are not sent through Internet email. This is due to disk quota entries and download time for the recipient. There are better methods of accomplishing this. Please consult an IT professional for assistance. Exceptions "But I sent a file to "x" and they got it OK without me following these guidelines." If you are sending files to someone who has the same sort of computer as you, with the same software and the same email settings for sending and receiving attachments then you may not need to follow these guidelines. IF. If they don't, then you will end up sending the file again and again until one of you figures out how to make it work. The guidelines above are designed to help take the guesswork out of sending email attachments by getting it right the first time.
1) Turn your mouse over and find the cover that holds the mouse's rubber ball in place. Words or arrows should show the direction that you can slide or twist the cover to remove it. Take this action using two fingers.
2) Keep your fingers in place on the cover and turn the mouse until gravity lets the ball and cover fall into your hand. Wipe or blow away any specs of lint as you inspect the cover and ball. You may use the cover as a stand to set the ball down so it doesn't roll away.
3) Return your attention to the underside of the mouse and notice the three rollers spaced equally apart inside. Use your finger nail to remove the lint build up on the center of each roller.
4) Scrape in a side-to-side motion across the build-up while slowly turning the roller until all lint is removed. Repeat for all three rollers. Two of the rollers are held in place solidly while the third pushes back on a spring. This will be the hardest one to scrape, but it will come clean with persistence.
5) The last thing you need to do is put the mouse back together. Shake out any loose lint clumps that may have fallen inside. Wipe off any lint from the ball and put it back in place. Then just return the plastic cover and enjoy your mouse's new found dexterity!
Professional Development Schedule
WNMU has always offered professional development opportunities for faculty and staff periodically, but there has never been a central place where you could view upcoming opportunities that encompassed all areas of the university. A centralized calendar has been created to give you that ability. The centralized calendar provides the current month overview of upcoming opportunities and is updated weekly. This calendar not only shows training/workshops originating out of Information Technology department but any areas in the university that are providing training/workshops. Now awareness of professional development opportunities for faculty and staff is at your fingertips! You can access the Professional Development Centralized Calendar through the WNMU homepage. Just click on "Professional Development" and you are there. Convenience at last!
Paste Using the INSERT Key (Windows Users) (Macintosh Users it is already done in all programs use the F3 to copy and F4 to paste)
Did you know that you can assign the Paste command to the INSERT key on your
keyboard?
That means you only have to use one key to paste the contents of your Clipboard
into your document.
Here is how to set it up:
1. On the Tools menu, click Options, and then click the Edit tab.
2. Select the Use the INS key for paste check box to enable this feature.
3. Click OK.
Now, each time you press the INSERT key, you will paste the contents of the Clipboard into your document.
Note: Choosing this option disables the default function of the INSERT key in Microsoft Word that enables you to switch between insert typing mode to overtype mode.
What's This? Find Out What Formatting is Applied to Text in Word
To find out what formatting (fonts, style, alignment, etc.) is applied to a paragraph in Word:
1. On the Help menu, click What's This?.
2. When the pointer becomes a question mark, click the text you want to check.
Then a message will appear describing the formatting in that section.
3. When you have finished checking your text, press ESC.
Don't Lose Sight of Your Column Headings in Word
When you create a table in Microsoft Word, you can use column headings to describe what information is in each column. But if you have a table that spans multiple pages, you lose the headings after the first page, so it's hard to tell what each column topic is. Here's how to keep those headings visible:
1. Select the first row or rows of your table.
2. On the Table menu, click Heading Rows Repeat.
Now Word automatically repeats the table headings at the top of subsequent pages.
Note: Word automatically repeats table headings on pages that result from automatic page breaksÑbut not if you manually insert a page break. Also, repeated table headings are only visible in Print Layout view or when you print the document.
Add Attractive Horizontal Lines in Word
It's easy to add a variety of horizontal divider lines to Word documents. To create a solid, black line for example, type three HYPHENS (-) at the beginning of a new paragraph and then press ENTER. Typing three UNDERSCORES (_) will make a thicker line, and so on.
Try it and see what you think.
--- (Three HYPHENS)
___ (Three UNDERSCORES)
=== (Three EQUAL SIGNS)
### (Three POUND SIGNS)
*** (Three ASTERISKS)
~~~ (Three TILDES)
Note: If you're having trouble making this tip work, try this:
1. Select AutoCorrect from the Tools menu.
2. Click the AutoFormat As You Type tab.
3. Then select the Borders check box under the Apply as you type heading.
Formatting
Formatting Apply Text and Graphics Formatting Multiple Times in Office 2000
Have you ever wanted to make several non-sequential words stand out by using a special font in your document? Or have you ever wanted to change certain solid lines to dotted lines in graphics created with the drawing tools? If you've ever wanted to apply the same format to items in different locations in a file, you might not realize how easy it is. Instead of clicking the Format Painter button on the Standard toolbar every time that you want to apply the new format, you can take advantage of the button's "sticky" feature.
1.Select the item whose format you would like to copy.
2.To copy the selected format to several items, double-click the Format Painter
button. The button stays selected, or "sticky."
3.Select the text or graphic where you want to apply the new format.
4.When you're finished applying the format, click the Format Painter button
again or press ESC. Note Applying text and graphics formatting multiple times
does not work between programs. For example, you cannot apply formatting from
Word to PowerPoint¨.
Copy Formatting to Multiple Targets in Word 97/2000
The Format Painter button on the Standard toolbar is a quick and easy way to copy character or paragraph formatting from one place to another in a Microsoft Word 97/2000 document. If you select a paragraph before clicking the Format Painter button, it copies all the paragraph formatting (including font formatting). If you select only characters, it copies only the character formatting. When you double-click the Format Painter button, you can apply the same formatting repeatedly throughout your document until you click the Format Painter button again to turn it off.
Graphics
Speed Up Scrolling by Hiding Graphics in Word 2000
Have you ever scrolled through a document with a lot of graphics in it? You may have noticed that it takes more time than if the document had no graphics. This is because loading and displaying graphics requires additional memory. To speed up scrolling, just hide your document's graphics.
1.On the Tools menu, click Options, and then click the View tab. (Macintosh
users use Edit-Preferences_
2.To hide clip art or imported graphics, select the Picture placeholders check
box under Show. Word displays only an outline of the graphic.
3.To hide graphics created with the drawing tools if you are in print layout
or Web layout view, clear the Drawings check box under Print and Web Layout
options. Word does not display the graphic or an outline. (In normal or outline
view, graphics created with the drawing tools are not displayed.)
Note: Word will apply these settings to all your documents. If you'd like to display graphics in a different document, you must restore the default settings.
Moving Text and Graphics
Move Text and Graphics with the Microsoft Word 2000 Spike (Windows)
What is the simplest way to move multiple items from different parts of your document to another place in the document or to another document? If you're using Word 2000, just spike the items. The Spike allows you to cut multiple items and paste them as a group in a new location in your document or to another document. Every time you use the Spike, Word appends the item to a file until you empty the Spike. To move text and graphics with the Spike
1. Select an item you want to move, and then press CTRL+F3. Repeat this step
until all the items are on the Spike. 2. Click a place in the current document,
or in a new document, where you want to paste the items.
3. Do one of the following: If you want to paste the items once and empty
the Spike, press CTRL+SHIFT+F3. If you want to paste the items multiple times,
type spike, and then press F3.
Use the Spike to move text and graphics from nonadjacent locations (Macintosh)
To use the Spike, you remove two or more items from nonadjacent locations, append each item to the Spike's contents, and then insert the items as a group in a new location or document. The items remain in the Spike so you can insert them repeatedly. If you want to add a different set of items to the Spike, you must first empty the Spike's contents.
1. To move an item to the Spike, select the text or graphic you want, and
then press z+F3. You can repeat this step for each additional item you want
to move to the Spike.
2. Click where you want to insert the Spike's contents.
3. To insert the Spike's contents and empty the Spike, press z+SHIFT+F3.
To insert the Spike's contents without emptying the Spike, point to AutoText on the Insert menu, and then click AutoText. In the Enter AutoText entries here box, click Spike, and then click Insert.
Keyboard Shortcuts
Useful Shortcut Keys in Word 2000
Do you find that using the keyboard is sometimes quicker than using your mouse? Shortcut keys can help you bypass menus and carry out commands directly. You can use shortcut keys in many ways with Word, from accessing commands and toolbar buttons to repeating your last action. Shortcut keys are sometimes listed next to the command name on Word menus. For example, on the Edit menu, the Find command lists the shortcut CTRL+F. For a comprehensive list of shortcuts, ask the Office Assistant for help. In Word 2000 or any of the other Office 2000 applications, press F1 to display the Assistant, and then type shortcut keys in the text box. Here are some of the most useful Word shortcut keys:
| Activity | Shortcut Keys (Macintosh Command) |
| Repeat your last action | F4 or CTRL+Y (Apple Y) |
| Find and replace | CTRL+F (Apple F) |
| Go to page, section, line, etc. | CTRL+G (Apple G) |
| Change case | SHIFT+F3 (SHIFT+F3) |
| Delete a word | CTRL+BACKSPACE (Apple+BACKSPACE) |
| Bold | CTRL+B (Apple+B) |
| Italicize | CTRL+I (Apple+I) |
| Go to the beginning of the document | CTRL+HOME (Apple+HOME) |
| Go to the end of the document | CTRL+END (Apple+END) |
| Select to the beginning of the document | CTRL+SHIFT+HOME (Apple+SHIFT+HOME) |
| Select to the end of the document | CTRL+SHIFT+END (Apple+SHIFT+END) |
| Open the thesaurus | SHIFT+F7 (SHIFT+F7) |
| Insert a hyperlink | CTRL+K (Apple+K) |
| Select all | CTRL+A (Apple+A) |
| Copy | CTRL+C (Apple+C) |
| Paste | CTRL+V (Apple+V) |
| Undo | CTRL+Z (Apple+Z) |
| Save | CTRL+S (Apple+S) |
| CTRL+P (Apple+P) | |
| Open | CTRL+O (Apple+O) |
Navigating Documents
Navigate Documents by Using Browse Buttons in Word 97/2000
A quick way to move around Microsoft Word 97/2000 documents when you're focusing on one type of information, such as tables, is to click the browse buttons on the vertical scroll bar to jump from one table to the next. To select a browse option, click Select Browse Object on the vertical scroll bar, point to any button on the Browse Object palette to see its description, and then click a button to set it as the browse option.
When you select a button other than Browse by Page, the browse buttons on the vertical scroll bar turn blue to indicate that you've set a special option. To find the previous or next instance of the object you've selected, click the Previous or Next browse buttons. If you forget which option you've selected, point to one of the browse buttons to see a ScreenTip that describes the selected option.
Opening Documents
Open Recently Used Documents in Word 97/2000
Microsoft Word 97/2000 automatically lists the last four documents that you've opened at the bottom of the File menu. To open a recently used document, just click that document name on the File menu.
You can change the number of documents listed by clicking Options on the Tools menu, and then clicking the General tab. (Macintosh users use the Edit Menu - Preferences-General tab) In the Recently used file list box, type or select a number from 1 to 9, or clear the number in the box if you don't want recently used documents listed.
