Blog posts tagged friday tip

Friday tech tip: stay connected on holiday without getting overwhelmed

Some people aim to stay as out of touch with work as possible while on holiday.

However, if you run your own business, you're more likely to take a 'worliday', staying up-to-date with important issues while leaving everything else until you're back at work properly.

If you fall into that camp, for this Friday's tech tip we bring you a list of six ways to stay in touch while you're away — without letting work take over your break:

• Take your smart phone, but not your laptop. It's all you need to stay up-to-date with email, but the lack of a proper keyboard will deter you from getting into other pieces of work.
• Make sure your mobile will work at your destination. If going abroad, check that you have international roaming. Some countries have mobile networks that operate on a different frequency, meaning you may need a tri- or quad-band phone.
• Set automatic out of office messages. Make sure people who email you receive an automated reply letting them know when you'll be back. Change your voicemail to say the same thing. If possible, include details of someone else who can help.
• Keep your phone off during the day. Don't let business callers interrupt your holiday. You can check your voicemail and respond to any messages each morning or evening.
• Learn how to access your voicemail from abroad. You may need to set a PIN or call a different number to listen to your messages. Find out before you go. If you have a pay-as-you-go phone, make sure you know how to top up your credit too.
• Don't turn on data roaming. Using mobile internet while overseas is expensive. It'll save money if you rely on connecting to Wi-Fi in your hotel, cafes, bars and restaurants.

Do you stay connected while you're on holiday? Share your tips below.

• How to run apps side-by-side in Windows 8
• Three (increasingly severe) ways to reduce your printing costs
• How to lock your Mac when away from your desk

Friday tech tip: three (increasingly severe) ways to reduce your printing costs

Look at it: every page a waste of money

Printing stuff out is expensive. You can spend a fortune on ink, toner and paper — not to mention the cost of buying the printer in the first place and getting it seen to when it (inevitably) goes wrong.

With research in 2010 finding that each employee in Europe prints an average of 31 pages a day, we don't blame you if you're trying to cut your printing costs. And for this Friday's tech tip, here are three options — from the obvious to the controversial:

1. Go double-sided, draft and greyscale

If you've ever investigated your printing costs before, you'll probably have done these three things already. If not, they can have a big impact on printing costs and waste.

For a start, make sure your printer is set to print in double-sided mode. This is sometimes called duplex printing, because printer companies love their jargon.

Also, find the draft setting and turn it on by default — this will use a lot less ink or toner, at the price of print quality that's ever so slightly worse than normal.

Finally, make sure your staff don't print in colour when they don't need to by setting the printer to greyscale.

(Incidentally, if you're in the market for a new printer, make sure you spend the extra for one that does double-sized printing as standard, without requiring you to turn the paper over manually. It's worth the extra expense.)

2. Implement a smart card system

Increasingly, companies are using smart printing systems to manage, track and control who prints what.

This usually means that once an employee has sent a document to the printer, they then have to walk to the printer and swipe their individual smart card to retrieve their printed document.

As well as reducing your overall costs and letting you track who prints what, this system should put an end to unwanted printouts lying on the printer.

3. Ban printing altogether

If your company has a chronic printing problem, it could be time to play hard ball by banning printing on certain days each week.

Think carefully before enforcing this though. It may be impractical to expect some employees to print nothing, even if it's just for a day.

I also once worked for a company that confiscated the printer power cables in an effort to restrict printing. Going by the amount of grumbling that took place that day, I think it's likely the resulting productivity dip more than neutralised any cost savings.

• Lock your Mac when away from your desk
• Save time and find things faster with CTRL + F
• How to stay anonymous on LinkedIn

Friday tech tip: save time and find things faster with CTRL + F

Sometimes it's the simplest IT tips that can save you most time. So, for this week's Friday tech tip, we've identified a simple shortcut that'll help you find what you're looking for more quickly.

It works in almost every application, but it's particularly useful when you're looking for information on a lengthy web page, in a Microsoft Excel spreadsheet or Word document.

Instead of scrolling through pages of text and figures to find the thing you need, hit this easy shortcut:

CTRL + F

(That means hold down the CTRL key, tap the F key, then release the CTRL key. If you use a Mac, hit CMD + F instead.)

In almost every major piece of software on your computer, a 'find' box will appear or pop up. Just enter in some text to identify what you're looking for, and hit the Enter key. The display on screen will highlight where that text appears.

This simple time saver is one I use several times a day. Once you become accustomed to it, you'll be using it to make life easier in all kinds of circumstances.

• How to stay anonymous on LinkedIn
• How to add page numbers in Microsoft Word
• Find free photos for your blog or website

Friday tech tip: how to add page numbers in Microsoft Word

Adding page numbers to a Microsoft Word document sounds like it should be a simple task. But if you don't know how to do it, it's hard to work out how.

We've seen people adding numbers to pages individually or even writing them on after they've printed their document out. So, today we explain how to add automatic page numbers to a Microsoft Word document:

1. Make sure the document is open in Microsoft Word.
2. Go to the Insert menu and choose Page Number
3. A dropdown will open allowing you to select where to insert your page numbers. For this example, select Bottom of Page.
4. You can then choose from a range of styles. We'll choose Plain Number 1, but you can select a different one if you prefer:

   

5. Now you'll see that page numbers have been added to your document. They'll appear automatically on every page.
6. You can change the font and formatting if you like. Just highlight the number and then choose your formatting options (font, size, etc) as with any other text.
7. Once you're done with your page numbers, double-click outside the footer to edit the main part of your document again.

If you need to make further changes to your page numbers, just double-click any page number in the document.

• How to find photos for your blog or website
• Charge your phone in a hurry
• The easiest way to cut the background out of an image

Friday tech tip: how to charge your phone faster

Sometimes, you don't have the time to wait for your phone to charge fully. Perhaps there's time to give it a quick boost, but you're not sure if the part-charged battery will make it through the day.

Well, this week's Friday tech tip should come in handy next time you need to boost your smart phone's battery by the maximum amount in the shortest-possible time.

It's really simple: even while your phone is charging, it's still using power. Assuming you keep the screen off, the most significant draw on the battery comes from staying connected to mobile and wireless networks and Bluetooth devices.

So, to reduce the draw on the battery, switch your phone into flight mode. This turns off all the wireless radios inside your phone, so they don't use power:

• On an iPhone, tap Settings, and select the Airplane Mode option.
• On most Android handsets, go to System Settings and turn Airplane Mode on.
• On Windows Phone, flick left to the App List, tap Settings, then tap Flight Mode.
• On BlackBerry handsets, tap Manage Connections, then All Off.

If you leave it in flight mode while it charges, you'll find your phone's battery fills up a little faster.

Just remember: you won't be able to make or receive calls or texts while in flight mode, so be careful if you're expecting to hear from someone.

• How to cut the background out of an image
• The easiest way to flick between apps in Windows
• Shortcuts to create your PowerPoint presentation

Friday tech tip: the easiest way to flick between Windows apps

When you have several programs running on your computer at once, it can be hard work switching between them.

If there are lots of windows clogging up the screen, it often takes considerable effort with the mouse to rearrange them so your desired app is on top.

It's even more irritating if you're juggling pieces of software — like a web browser and Microsoft Word while you research a report — because you constantly have to use the mouse to switch between them.

For this Friday's tech tip, we reveal the easiest, quickest way to cycle through the different pieces of software running on your computer.

It's really simple: just hold down the ALT key, then tap the TAB key (shown in the photo).

In most versions of Windows, you'll see an overlay on the screen containing icons or images for all your open software. Keep tapping tab until the one you want is highlighted, then release the ALT key.

Your required program will pop to the front of your screen. It's as easy as that.

This tip also works on Macs. Just hit CMD + TAB instead.

• Shortcuts to create your PowerPoint presentation
• Quickly add annotations to screenshots and mockups
• Slash roaming costs while you're abroad

Friday tip: quickly add annotations to screenshots and mockups

For this Friday's tech tip, we reveal a really simple way to add notes and feedback to screenshots and mockups.

No matter whether you want to provide comments on a new website design, or just quickly show which button to click in a piece of software, Red Pen can help you.

It does a really good job of letting you leave notes on images and share them with others. Here's how to try it:

1. Visit Red Pen at www.redpen.io.
2. Drag the image file to which you want to add notes into where it says Chuck in your design (see image).
   (Alternatively, click Chuck in your design to upload a file using the standard upload dialog box.) 
3. After a moment, you'll see your image on the screen.
4. Click anywhere on it to add a note. Type into the box and select Post this comment when you're done.
5. If you're adding your first comment, a box will appear asking for your name and email address.
6. Enter them and select Save and post that comment.
7. You can add as many other comments as you like.

Comments are saved as you go.

Once you're finished, you can share your comments with others by copying the link at the top of the screen and sending it to them. They can reply to your comments or add their own in the same way. It's that easy!

• How to slash your roaming costs while you're abroad
• Remove formatting when you paste into Microsoft Word
• Two really handy web browser shortcuts

Friday tip: remove formatting when you paste into Microsoft Word

Image: what Notepad looks like in Windows

When you paste text into Microsoft Word, it tries to be clever by preserving the original formatting. Sometimes this is useful, because it means things like titles, bullet points, links and bold text all carry across.

However, more often than not, something seems to go wrong. For instance, Word will try and preserve the formatting but match it to the styles in your new document, creating a hideous mess of font sizes, indents and all sorts.

And if you paste from a website, you can end up with hidden code that you don't want or need.

No problem: for this Friday's IT tip, we explain how to remove all this formatting when you paste into Microsoft Word.

It's really straightforward:

1. Use your mouse to select the text you want to copy, then press CRTL + C on your keyboard.
2. Open Notepad on your computer. If you use Windows XP or 7, it should be in Start > Accessories. If you use Windows 8, it'll be in your list of apps.
3. Press CTRL + V to paste the text into Notepad. It'll paste as plain text - with all formatting removed.
4. Press CTRL + A to select all the text in Notepad (or click and drag with your mouse).
5. Press CTRL + C to copy this plain text to your clipboard.
6. Open Microsoft Word, and press CTRL + V to paste the plain text into the document.

That's all there is to it. You can then change or tweak the formatting in Word as you choose, without worrying about any styles that have carried over.

• Two handy web browser shortcuts
• Avoid this telephone IT support scam
• Is a website down, or is it your connection?

Friday tip: avoid this IT support telephone scam

If you get an unsolicited call from someone claiming to be from 'Microsoft support', 'Microsoft Windows support' or something similar, put the phone down.

It's a scam, and for this Friday's IT tip we explain how it works and what to watch for.

'There's a problem with your computer'

We all have computer problems now and again. And you've probably read about the security threats from hackers, viruses and malware.

So when someone calls you out of the blue claiming they're from Microsoft and that they're calling because your internet provider has reported a problem with your computer, it's human nature to listen.

If there's a problem, you want to put it right.

And if they ask for a payment of - say - £50, well, that's a small price to pay for the security of knowing your computer is safe and sound.

'I can fix it for you now'

But wait. If you offer payment and hand over log in details for your computer, the consequences could be severe.

For a start, you'll have passed your payment details onto a scammer. And you'll also have granted them access to your computer, along with any sensitive data saved on it.

So, this Friday's tip is simple: if you receive a call like this, just hang up.

There is no problem with your computer. There is no Microsoft support team calling people in this way. And so you should steer well clear.

• Three ways to avoid online scams
• Five mistakes you may be making with your IT security
• Spot your IT system's weak points

Friday tip: how to open Visio files without Visio

Every once in a while someone will send you an attachment you can't open on your computer, usually because you don't have the right software.

This often happens with Microsoft Visio files. Used to create diagrams and flowcharts, Visio is a complex piece of software that most people have no need for on a day-to-day basis.

At £279 for the Standard version of Visio, it's too expensive if you only need to open Visio files occasionally. But if you don't have a copy, what do you do when someone sends you a file in Visio format?

Here are two options:

1. Use the Visio viewer

This is the straightforward method, if all you don't need to make any changes to the Visio file.

Just download Microsoft's free Visio Viewer software, and run it to install the viewer on your computer.

This free software will let you open and view Visio files without Visio. However, you won't be able to make any changes.

2. Use other software to edit Visio files

It's traditionally been tricky for software developers to decode Visio files, which is why it's hard to open Visio files without Visio.

However, in recent years a couple of packages have added Visio support. They don't always work 100% (especially if your files contain complicated diagrams) but they're worth a go:

• LibreOffice is a free alternative to Microsoft Office. It includes a package called Draw, which can open and save Visio files.
• LucidChart claims to be 'only online diagramming application that offers Microsoft Visio import and export.' You can try it free.

Failing that, ask the person who sent you the file to use their copy of Visio to save it in a different format. Visio can export to PDF files, which are ideal if you just need to review a diagram.

• How to open an ISO file
• Three ways to make your computer faster
• Enter repetitive data into Excel

Friday tip: three ways to make your computer faster

For this Friday's IT tip, we look at how to make your computer faster without breaking the bank. So whether you just want things to run a bit more smoothly, or need to keep your old computer going for another for months, here are three simple things you can do:

1. Clean up your hard drive

Over time, your computer's hard drive will become strewn with all manner of unnecessary files and data.

Your software is constantly reading and writing data, and over time this can clog your disk and slow your computer.

All major operating systems - including Windows and Mac OS -  come with tools to clean up your hard drive and make your computer faster. Running them once in a while will prevent errors building up and improve performance.

See instructions for:

• Windows 8
• Windows 7 and Vista
• Mac OS

2. Upgrade your RAM

We've covered this one before, but it bears repeating: in many situations, upgrading your computer's RAM (random access memory - the space software stores data while you're using it) is the best way to both make your computer faster and extend its life.

There's a good tool to find RAM for your computer on the Crucial website, or you can try this one from Data Memory Systems. You can also read our advice about upgrading your RAM.

3. Remove programs you don't need

Many computers come stuffed with a mass of pre-installed programs that you'll never use and don't need. They take up space and often open automatically when you turn your computer on, which slows everything else down.

On the other hand, if you've had your computer a while then the chances are good you've installed software that you no longer use. If it's running in the background, it could be causing a slowdown too.

The fix? Review the software on your computer and remove anything you don't use. That'll make your computer faster - here's how to do it in Windows.

• Easily enter repetitive data in Excel
• Create an electronic signature on your Mac
• Pause your inbox to get more stuff done

Friday tip: create an electronic signature on your Mac

Has a client or business partner ever emailed you a PDF contract, asking you to print it, sign it, scan it and then send it back by email? Creating your electronic signature will save you all that hassle.

What's more, if you have an Apple Mac then you can pop your signature on the bottom of a PDF without requiring any special software. This tip should work on any Mac as long as it has a webcam (all recent MacBook laptops have webcams built in).

Here's how to create your electronic signature and sign your first document:

1. First, get a blank piece of paper and sign it. You'll need this later.

2. On your Mac, open Preview. It's the icon that looks like a couple of photographs:

3. Click the Preview menu, then choose Preferences.

4. In the window that opens, click Signatures.

5. Click the Create Signature button.

6. A window will open and your computer's webcam will turn on.

7. Hold the paper up to your webcam. You'll see your digital signature appear on screen:

8. Once you've positioned it so you're happy, click Accept. Your signature is now saved.

9. Close the window by clicking the red button at the top left.

10. Next, open the PDF to which you wish to add your signature (go to File > Open and select the file).

11. Click the pen icon to show the annotations toolbar:

12. Click the 'S' signature icon, then choose your signature from the dropdown:

13. Click and hold the mouse where you want to add your signature. You can set the size of your signature by dragging while you hold the mouse button.

14. You can click and drag the signature to resize and reposition if required:

15. Once you're happy, click File, then Export. Enter a file name and click Save.

That's it - you've saved a copy of the PDF with your signature. And your signature will be saved in Preview so you can use it next time you need to sign a document too.

• Pause your inbox to get more stuff done
• Upgrade RAM to extend your computer's life
• How to share large files with Dropbox