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Tech Tip Tuesday: Printing Excel Spreadsheets

posted Nov 29, 2016, 9:29 AM by Tech Training   [ updated Nov 29, 2016, 9:53 AM ]

Having trouble printing an Excel spreadsheet to one page? Is your printer cutting off valuable information? Luckily, there’s a quick solution. What it comes down to is setting your Page Size and Print Scale:

Setting Page Size

    1. Select Page Layout in the Excel ribbon.
Page Layout Button
    2. Select the Size button.
Page Size Button
    3. Next, choose your desired page size. For this scenario, I’m choosing a Standard Letter Size.
Letter Size Option

Setting Print Scale:

    1. Staying on the Page Layout ribbon, click the Scale to Fit Launcher.
Scale to Fit Launcher
    2. Choose your scaling option from this section of the Page Setup Dialogue window. To make the spreadsheet fit to one page, click Fit To and then press Okay.
Fit To Option

Your Excel spreadsheet should now fit to one page. If you choose, you may also fit the spreadsheet to more pages by simply increasing the amount in the Fit To field.


Photos courtesy of www.CustomGuide.com


Tech Tip Tuesday: 5 Underutilized Keyboard Shortcuts

posted Nov 22, 2016, 8:59 AM by Tech Training   [ updated Nov 22, 2016, 9:22 AM ]

Time is precious. If you’re not using the following Windows keyboard shortcuts, you should definitely start.
Keyboard

 

Tech Tip Tuesday: 5 Underutilized Keyboard Shortcuts

*Note: "WIN" refers to the  The Windows "WIN" Key key and “+” means to press the designated key simultaneously with the following key.

1. CNTRL+L - Find the Address Bar

Once you’re ready to go to a new website, simply press CNTRL+L to automatically return to the address bar rather than using your mouse.

2. WIN+D – Minimize & Open All Windows

Working with sensitive information? Instead of going through each window and selecting the minimize button, pressing WIN+D will quickly hide every program open on your desktop. Ready to view them again? Just press WIN+D a second time.

3. CNTRL+F – Go to Find Bar

With access to a number of different web-browsers, it can become easy to forget where the Find Bar is located. The Find Bar is used to look up specific text within a webpage. Just press CNTRL+F and begin searching.

4. WIN+L – Lock your Computer

Need to get up from your desk quickly while making sure your computer isn’t vulnerable? Press WIN+L and your account will be locked until you’re ready to log on.

5. CNTRL+1-9

If you’re like me, you keep a number of tabs open on your web-browser while surfing the Internet. By pressing CNTRL and any number 1 through 9, the browser will rapidly switch between tabs, making it easier to get the information you need as quickly as possible.

Photo courtesy of www.itjive.com.

Tech Tip Tuesday: Google Drive for Desktop

posted Nov 15, 2016, 8:23 AM by Tech Training   [ updated Nov 15, 2016, 10:48 AM ]

Do you use Google Drive? Instead of accessing Google Drive from a web-browser, install Google Drive to your computer and save files directly to the cloud! This will save you the hassle of opening a website and transferring files every time you back up documents. Just remember to keep sensitive files on a Columbia College backed location, such as your personal I:Drive, department drive, etc. See below for installation instructions:

Installing Google Drive to Your Computer
  1. Go to https://www.google.com/drive/download/
  2. Click Download for PC.

    Download for PC Window

  3. Accept and Install the program.

    Accept and Install Terms Window
    If installation doesn’t begin immediately, click the downloaded googledrivesync.exe file, and click Run.

  4. Next, Google Drive will prompt you to sign into your account.
  5. After completing initial prompt that describes aspects of Google Drive, you should now see the following icons on your desktop:

    Google Drive Desktop Icons

Saving Files to Your Google Drive
  1. When going to save this item, select Computer.
  2. Next, select Desktop.

    Save As Window

  3. Select Google Drive from your desktop and then save the item.

    Save to Google Drive Window


That’s it! You can now save directly to Google Drive rather than pulling up the Google Drive or Docs on a web-browser.

Tech Tip Tuesday: Scanning Handwritten Notes in Evernote

posted Nov 8, 2016, 6:30 AM by Tech Training   [ updated Nov 15, 2016, 8:44 AM ]

Feeling trapped by the scraps of handwritten notes enveloping your work space? Evernote may be the solution for a cluttered desk. This free, cross-platform app is a great way to type out notes as well as sorting and storing documents. In fact, it can scan your handwritten notes (even whiteboards!) and convert them to text-searchable images. Here’s how:

1.    Open the Evernote app in your mobile device. 

Clicking Evernote Icon on iPad

2.       Select the elephant-shaped Home icon in the top left corner.

 

Clicking Evernote Home Icon

3.       Click Photos and your mobile device should automatically turn on its camera.

 

Selecting the Camera Icon

 

4.       Take a picture of the note you wish to store, and then press Save.

 

Saving Image


5.       To keep your documents organized, press the Title Bar and change the name of your note.


Adding a Title to an Image
 

Your note is now saved and is ready to be searched!

1.       Press Search Notes in the top right-hand corner of the screen.

Searching for a Note

2.       Type a phrase you are looking for. If your handwriting is clear enough, Evernote should be able to find both handwritten and typed letter. See below:



Search Result: CustomSearch Result: Columbia


It should be mentioned that without an Evernote Premium membership, it may take some time (even a full day) before the images are converted to searchable text. Despite the lag time, this Evernote feature should be one of your tools in the classroom. Visit the Google Play store or iTunes App Store to download this app. 

Tech Tip Tuesday: Document Check Out in SharePoint

posted Jun 28, 2016, 8:12 AM by Whitney Greenwell


Tech Tip Tuesday: Document Check Out in SharePoint
Document check out allows you to check out a document while you edit it, making sure no one else can edit. When you have the file checked out, you can edit it online or offline, and save it multiple times. When you finish editing and check the file back into the library, other people can see your changes and edit the file, if they have permission. And, if you decide not to make or keep any changes in the file, you can simply discard your checkout so you don’t affect version history.


FAQ

Answer

Should I enable document check out?

This depends on the style of collaboration you are using. If you are the sole person editing the files then it wouldn’t be necessary, but if you want to make sure multiple people aren’t making changes at once it’s a good idea.

Do I have to check out a document every time I view it?

No. You can open a document and select Read only to view the document without checking out or editing.

Can I check out multiple documents at once?

Yes

Can I add comments to an edit after I check it in so others know what I changed?

Yes, there is a box to add comments each time you go to check in a document.

Is check out/check in automatic after an edit?

No, you can edit a document multiple times and save while having it checked out. To check back in you have to do this manually.

Can you see who has the document checked out?

Yes

Someone left, is on vacation, etc. and have documents checked out…what can I do?

The site administrator or owner can override a check out. You will need to contact them to override the document check out.

Can you view past versions after documents have been checked in?

Yes. You can find out more about versioning and how to enable it in last week’s tech tip here


For more about checking out documents, visit the Microsoft Help Center here

Tech Tip Tuesday: Enable and configure versioning for a SharePoint list or library

posted Jun 20, 2016, 10:24 AM by Whitney Greenwell   [ updated Jun 20, 2016, 10:28 AM ]

Enable and configure versioning for a SharePoint list or library


About Versioning 
When versioning is enabled in site lists, you can track and manage information as it evolves. You can look at earlier versions and recover them, if necessary. That is very handy, for example, when people realize that earlier versions of an item might be more accurate than later ones. Some organizations retain multiple versions of items in their lists for legal reasons or audit purposes.

When you enable and configure versioning, you can retain versions each time an item it is edited. You need to decide how many versions you allow, and whether you want all site users to see all draft versions, or only be visible only to the originator and specific people in your organization. By default, versioning is turned off. To turn it on and implement your versioning decisions, you must either have Full Control or Design permissions. 


Enable and Configure Versioning
1. In a list or library, in the list or library tab, select Settings 



2. Select Versioning Settings 




Versioning Options
  • Content Approval: Use this section to decide whether or not to require content approval for items submitted to the list. 
  • Item (or Document) Version History: Use this section to select the various versioning options that are available to you. The following table lists each option and the impact of choosing it. NOTE: The Versioning Settings dialog box options differs slightly depending on whether you are working with lists or libraries. The table below reflects options available for both lists and library versioning settings. 
  • Draft Item Security section: Use this section to determine who should see drafts of items that are not yet approved. IMPORTANT: The set of options in this section are only available when the Content Approval section is set to Yes. You can allow any user who has Read permissions to the list to view the drafts, or you can restrict the view to only those users who can edit items or to only the author of the item and the people who can approve items. 
  • Require Check Out (for library versioning only): Select this option if you want to protect documents in this library from being modified by multiple users at the same time. Users will have to check out documents before editing them, and then check them back in when done.

Tech Tip Tuesday: Schedule a Skype for Business Meeting with Outlook

posted Jun 13, 2016, 11:50 AM by Whitney Greenwell   [ updated Jun 13, 2016, 11:53 AM ]



Schedule a Skype for Business Meeting with Outlook
Follow these instructions for setting up a meeting through Skype for Business by using the Outlook desktop server or the webmail app.




Set up an online meeting using Outlook server

1. Open Outlook, and go to your calendar.

2. On the Home tab ribbon, click New Skype Meeting.

3. Set up the meeting as you typically would, fill out the invitee section, subject, and the start and end time. If you’ll have in-person attendees, you can use Add Room to schedule a location. For a time that will work for everyone use the Scheduling Assistant.

4. In the meeting area, you can type an agenda or other information about the meeting. Be careful not to change any of the online meeting information.

5. Click Send.


Set up an online meeting using Outlook Web App

1. Login to the Outlook Web App
 
2. Click Calendar to open the Calendar app.

3. Click the plus sign or New just below the app launcher, and fill in the meeting information as usual.

4. In the middle of the meeting window, above the message area, click Online meeting.

5. Set up the meeting as you typically would, fill out the invitee section, subject, and the start and end time. If you’ll have in-person attendees, you can use Add Room to schedule a location. For a time that will work for everyone use the Scheduling Assistant.

6. In the meeting area, you can type an agenda or other information about the meeting. Be careful not to change any of the online meeting information.

7. At the top of the meeting window, click Send.


Tech Tip Tuesday: Outlook Permission Levels

posted Jun 7, 2016, 7:57 AM by Whitney Greenwell   [ updated Jun 7, 2016, 7:59 AM ]


Outlook Permission Levels

Outlook has many different permission levels for sharing parts of your account, such as your tasks or calendar. These levels are the same throughout all parts of Outlook.




Full

Full permission means the user can Read, Edit, and Delete a file or folder. The following three Permission Levels allow the granted person to delete files in the folder you give them access to. Use with caution.

  • Owner - This grants FULL permission to the selected folder. Typically a bad idea.

  • Publishing Editor - This also grants FULL permission to the selected folder, but it does not change who "owns" the folder. Be careful when using this option (useful if other people need to organize your folder)

  • Editor - This grants FULL permission, except for the ability to create new folders. Good for basic calendar sharing.


Edit/Delete

The following two Permission Levels allow the granted person to edit/delete only files they have created.

  • Publishing Author - Similar to Publishing Editor, except the granted user cannot delete files (or appointments) you have created.

  • Author - Similar to Editor, except the granted user cannot delete files (or appointments) that you have created.


Minimal Access

The following four Permission Levels grant minimal access to your folder.

  • Nonediting Author - The user can create items (not folders), but cannot edit anything. They can delete items that they have created.

  • Reviewer - The user can see folders, but not sub-folders.

  • Contributor - The user can create items.

  • None - The user has no permissions (That is why the Default user is setup with the Permission Level: None).



Download PDF version:
https://docs.google.com/a/cougars.ccis.edu/viewer?a=v&pid=sites&srcid=Y291Z2Fycy5jY2lzLmVkdXxjYy10ZWNobm9sb2d5LXNvbHV0aW9ucy10cmFpbmluZ3xneDo0OTlmNzg1NTYyMmVlNTNl

Tech Tip Tuesday: How to Take a Screen Capture

posted May 31, 2016, 6:56 AM by Whitney Greenwell

HOW TO TAKE A SCREEN CAPTURE 
Sometimes it's easier to show someone what you're seeing on your computer screen instead of explaining it. Both Mac and PC provide solutions for this with the ability to screenshot or screen capture. 



Screen Capture with PC

1. Press the PrtScn key on the keyboard. This copies an image of the screen to the clipboard.
2. Open Paint by clicking the Start button > All Programs > Accessories > Paint
3. In the Paint menu click Paste or Ctrl + V on the keyboard.
4. Save the image.


Screen Capture with Mac


1. Press Command + Shift + 3
2. Find the screen capture as a .png file saved on your desktop.



PDF version of this tech tip:
https://docs.google.com/a/cougars.ccis.edu/viewer?a=v&pid=sites&srcid=Y291Z2Fycy5jY2lzLmVkdXxjYy10ZWNobm9sb2d5LXNvbHV0aW9ucy10cmFpbmluZ3xneDo3Y2JhYzg2MjU0OTkwNzBi


Tech Tip Tuesday: Connect a SharePoint Calendar to Outlook

posted May 23, 2016, 2:22 PM by Whitney Greenwell

CONNECT A SHAREPOINT CALENDAR TO OUTLOOK
Open a SharePoint calendar in Outlook for the ability to create events and make edits in both SharePoint and Outlook. Outlook provides the ability to work with a SharePoint calendar offline. 


How to Connect Your SharePoint Calendar to Outlook

1. Make sure Outlook is open

2. Open Internet Explorer

3. Navigate to the SharePoint calendar you want to open in Outlook

4. Select the Calendar ribbon in the top right menu 


5. Click Connect to Outlook

6. In the pop up window, select Allow

7. If Outlook doesn’t come up automatically, go to the Outlook window and select Yes in the pop up window 


8. The calendar will show on the left sidebar with the SharePoint site name, listed under My Calendars


View this tech tip in PDF or video version:
Download PDF   
YouTube Video

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