UNHCE Information Technology & Distance Education Blog: December 2005 Archives

Word 2002 crashes at times, depending on how you open
files. This seems to be a problem that Microsoft knows about, and
there is a fix. If the problem is not caused by what Microsoft thinks
it is, then guidance is provided on how to start tracking down the
problem.

Read the full tip: http://wordtips.VitalNews.com/T1724

Courtesy of: Allen Wyatt's WordTips

If the insertion point is located in a table, pressing the Tab key
results in the insertion point moving to the next cell in the table.
If you want to actually insert a tab character within a cell, just
remember to hold down the Ctrl key as you press Tab.

Read the full tip: http://wordtips.VitalNews.com/T0713

Courtesy of: Allen Wyatt's WordTips

We have a new vendor in our training listing. CompEd offers training at reasonable prices in a variety of locations.

As of date of publication, locations which may be of interest to UNHCE staff include:
* Manchester, NH
* W Lebanon, NH
* Boston, MA
and
* S. Portland, ME

Computer offerings include:

Unlocking the Secrets to Photoshop
The Essentials of Adobe Illustrator®
Advanced Training for Microsoft® Excel

In addition, they offer sessions on topics relevant to managing, professional improvement, and writing, such as Project Management, Supervision, Assertiveness, Communication, and many writing-related topics.

For further information and a listing of all their classes, please consult their web site at: www.nationalseminarstraining.com

For information on this and other training resources, see our Training Resources Guide at: http://ceinfo.unh.edu/Intranet/ITDE/trg/indextrg.htm

This is IMPORTANT INFORMATION, and you will not have access to it if you are shut off from the Internet by UNH. For that reason, please print this out for future reference!

If UNH CIS detects unusual activity on your computer, they may shut you out of the network, in order to protect the other computers at UNH. When this happens, they only allow you access to a few sites, including theirs, Microsoft (for a Windows update), and McAfee for virus updates.

It is IMPORTANT to note that, while UNH uses McAfee for virus protection, UNHCE does NOT. We use Symantec/Nortons. The two antiviral packages conflict. Installing McAfee with a copy of Symantec/Nortons on your computer could render your computer useless. For that reason, it is important to use your copy of Symantec/Nortons to scan your hard drive, rather than use McAfee, as they recommend.

If you have been keeping up-to-date on Live Update, which is automated for most people, then your virus definitions may be fine. Double check with someone else in your office by looking at the date on your copy of Symantec/Nortons (Start\(all) programs\Symantec or Nortons, or use your Live Update or Nortons icon on your desktop.)

Compare the date on your version to someone who has completed a live update that day. If the dates are the same, your virus definitions are all set and can begin your scan. If not, you need to get a copy of Intelligent Updater, which can be downloaded from the Symantec site at: http://www.symantec.com/downloads/. That will need to be done on a computer which is connected to the Internet, burned onto a CD (it's too large for a floppy) and brought to your computer for installation. (The ITDE office can assist you with this step.)

Clicking on Intelligent Updater will start the update of your virus definitions. Once that is complete, you can do a scan of your hard drive.

Call the hot seat at:862-0351, if you need further assistance.

A new vendor, CompEd Solutions, will be offering a class in Advanced Excel in Manchester, NH on March 10, 2006.

The cost is $159 per person, but if you get a group of 4, the 4th person is free, making the net cost about $119 per person.

For a syllabus, to register or for further information, go to: http://www.nationalseminarstraining.com/Seminars/Advanced%20Training%20for%20Microsoft?%20Excel/1520517/index.html

A listing of all their classes can be found at: www.nationalseminarstraining.com

Note: They also offer a book title Excel Tips & Tricks with Chuck Chauvin for $99. See their site for further information.

MarTech has shared a SQL which will allow you to create a mailing list of kids from the activity file.

Click here for further information:

This SQL will create a mailing list of kids from the activity file. It is pulling members enrolled in a Creative Arts activity by the ES-237 code. You can modify this by selecting a different code in the line:

And Activity.ES237 <= "BCD"

This works in the State Database when not all counties are using a unified Activity Code file.

Select Distinct Youth.firstname, Youth.lastname, Youth.address, Youth.city, Youth.state, Youth.zip
From "Youth2a.db" Youth
Inner Join "Youth2h.db" YouthAct
On (Youth.MemberID = YouthAct.MemberID)
Inner Join "Youth2g.db" Activity
On (YouthAct.ActivityID = Activity.ActivityID)
Where Activity.ES237 >= "B"
And Activity.ES237 <= "BCD"
And Youth.Age >= "12"
And Youth.Category = "M"
And Youth.Status = 'R'
Order by Youth.Lastname, Youth.firstname

For further information on this SQL or the use of Blue Ribbon Software, contact MarTech.

Biomechanics is the study of the physical interaction of the worker with his/her tools, machines, materials and work station in order to maximize worker performance and minimize the risk of musculoskeletal injury.

UNH Human Resources offers assistance in evaluating the biomechanics of a worker's office. To see their evaluation tool, go to:
http://www.unh.edu/hr/pdfs/bio-mech.pdf

The ITDE office has written an application which should be used with county label generation for Cradle Crier and Toddler Tales mailings.

To view this entire file in .PDF format, go to: Cradle Crier/Toddler Tales Documentation

In order to facilitate the ability of UNHCE staff to share documents and to better enable the ITDE office to assist people when they encounter problems, UNHCE uses and, in some cases, provides a consistent set of software for UNHCE staff.

Use of non-compliant software must be approved by Stephen Judd, and may not be supported by the ITDE team.

UNHCE does not support the installation or use of unapproved software on its computers. In particular, memory-resident applications, such as security devices and instant messaging software should not be installed on UNHCE hardware, as it may conflict with other applications.

For a listing of software approved for use within UNHCE, go to: http://ceinfo.unh.edu/Intranet/ITDE/Docs/Supsftwr.pdf

Eudora gives you the capability of including files associated with an application in an E-mail, rather than just including the text within the message. For example, instead of just copying and sending information from a brochure, you can attach the brochure, itself, to the E-mail you are sending. This is done by attaching the associated file in Word, Acrobat, or other format.

For information on:

° Adding Attachments in Eudora, go to: http://extension.unh.edu/blogs/itde/archives/001418.html

° Eduora Attachments & Document Size, go to: http://extension.unh.edu/blogs/itde/archives/001420.html

° Eduora Attachments: Formats, go to:
http://extension.unh.edu/blogs/itde/archives/001417.html

° Eduora Attachments & File Extensions, go to: http://extension.unh.edu/blogs/itde/archives/001416.html

° Deleting or Saving Attachments in Eudora, go to: http://extension.unh.edu/blogs/itde/archives/001415.html

To attach a document in Eudora:

° Create an E-mail, or open the E-mail to which you’d like to attach a file.

° Select Message\attach file from the menu system, or the paperclip icon on the toolbar.

° A file browser will appear

° Locate the desired file or files. Note you may select multiple files by using the standard Windows technique for selecting multiple items. (Shift+click to denote a range, Crtrl+click to select individual files, etc.)

° Click on “Open” when you have finished making your selections.

Eudora is not meant to be used to transmit large files. FTP should be used in cases of files larger than the following:

° E-mails, including the sum of the attachments, should be no larger than 10MB when sending to an individual recipient.

° E-mails, including all attachments, should be no larger than 5 MB when sending to a distribution list.

Keep in mind that some people may be using a dial-up connection. (If you are sending to people outside of Extension, smaller files are better.)

Remember that FTP is an option when sharing large files with other UNHCE staff.

Keep in mind that some file types require the recipient to have that application or a reader in order to open it. If you are sending an email to someone outside of UNHCE, and you are unsure if they have the application, it’s nice to include a link to free readers, as a courtesy.

For a list of applications which are available for all UNHCE users, go to:
http://ceinfo.unh.edu/Intranet/ITDE/Docs/Supsftwr.pdf

As a security measure, files with the following extensions cannot be sent via E-mail:

° ZIP
° EXE
° SCR
° COM
° PIF
° BAT
° CMD
° EML
° LNK
° VBS
° MP3

As a workaround, you can rename these files. Explain in the E-mail that they need to rename them after receiving them, and let the people know verbally that they should expect that file.

For example: You create a large file and decide to Zip it. It gets saved as UNHCE.ZIP. Rename it to UNHCE.TIP, and say in the body of the E-mail that they need to rename the file to UNHCE.ZIP in order to open it properly.

NEVER open a file with a suspicious extension, unless you are expecting to receive it. Even trusted sources, such as fellow UNHCE staff members, can get infected computers which automatically send out viruses or worms.

By default, attachments are saved in the C:\Eudora\Attach directory.

Files can be opened there, or by clicking on the attachment icon within the E-mail.

Most installations of Eudora save the attachment even after the E-mail has been deleted. It’s a good idea to go through this directory periodically & delete unnecessary attachments.

To change your settings to automatically delete an attachment when you delete the associated E-mail, go into:

° Tools
° Options
° Attachments
° In the attachments dialog box, select “Delete attachments when emptying Trash”
° Under “Delete automatic attachments:” select “When message emptied from Trash”.
° Click "OK".

Try before you buy!

Many people are taking a more-serious look at their workstations and layouts, and evaluating the ergonomics of their regular activities. In the process, trying different mice, keyboards, keyboard trays, etc. can be helpful.

The ITDE group has sample mice that UNHCE staff may borrow for a 2-week period, if they would like to try a different mouse before buying it. (See: "Ergonomic Mice available for Loan" at: http://extension.unh.edu/blogs/itde/archives/001109.html

We have just purchased an ergonomic keyboard, which we have added to our "sign-out pool."

For further information, or to sign out a mouse or the ergonomic keyboard, contact Barbara Wright (barbara.wright@unh.edu.)

Have you ever attempted to address something to someone who recently joined UNHCE, and been unable to locate the person in your address book? More than likely, that is due to not having the most recent version of the address book on your computer.

It is important to keep your Eudora address book up-to-date. It will give you access to addresses for all current users as well as current distribution lists.

The address book also contains useful information about the user's physical addresses, phone numbers, and listings of members of a distribution list. (See: http://extension.unh.edu/blogs/itde/archives/001412.html )

For information on updating your Eudora address book, go to: http://ceinfo.unh.edu/Intranet/ITDE/addres.pdf

Did you know your Eudora address book is more than a listing of email addresses? You can obtain information about people in our organization, along with other information, by using the Tabs in the Eudora address book. Here are two nice options:

Staff Addresses and Phone Numbers

A nice feature within the address book, is that you can obtain contact information on UNHCE staff, beyond just their email addresses. TO obtain this, first select the use. Then click on the "Info" tab for any user. That area will give you their physical address, phone number, and FAX number. It's a fast & easy way to get a directory information for UNHCE staff, and you don't even have to be on line to get it!

Who's on that distribution list?

The Notes tab is another useful feature. If you are wondering who is associated with a distribution list, select that distribution list, and click on the Notes tab. It will give you a listing of the people included in that distribution list.

Cache is a collection of web page copies stored on your computer's hard disk or in its random-access memory (RAM). The browser accumulates these copies as you browse the Web.

Sometimes, you need to clear your cache in order to view the latest version of a web page.

Clearing your cache in Netscape:

* Click on Edit
* Click on Preference
* Double Click on Advanced (so it expands)
* Click on Cache
* On the right you will see two buttons - clear disk cache and clear memory cache
* Click on both of them
* Click OK
* Close Netscape and then reopen

Clearing your cache in Internet Explorer

* Click Tools
* Click Internet Options.
* On the General tab, click Clear History
* Click OK
* Close IE and reopen

Tips and tutorial for repeating table headers across multiple pages in word procesing software can be found at:

* Repeating Table Headers (Microsoft Word XP)

* Repeating Table Headers (WordPerfect 10)

A note about distribution lists

UNHCE has distribution lists which are managed and updated by the ITDE office. These are for existing UNHCE groups, such as COAs. Most people, however, have groups of people to whom they frequently send email. Often times these lists include partners outside of UNHCE.

To create your own distribution list:

* Open the address book feature (Tools/address book, or click on the square box icon on your toolbar.)

* Select "New" at the bottom of the address book screen.*

* Enter a new nickname for your list. NOTE: (Be sure not to add it to the Staff Listing or Distribution Lists address books. These files are overwritten each time you update your address book).

* Enter the recipient addresses on the Address tab (one per line. )

* Click on the Info tab for the Nickname.

* Enter a name for the list in the Name field. (You can use the same name that you used for the Nickname or enter something different.) The name that you enter on the Info tab is the one that the recipients are going to see.

UNHCE system distribution lists can be downloaded by updating your address book. For further info, see: http://ceinfo.unh.edu/Intranet/ITDE/addres.pdf