Archway Computer Training Blog

Don't Lose Those Files in 2012

2012-01-31T04:50:00.000-08:00

Here is some useful information to start the New Year but why not think ahead to those hours wasted when you are struggling with Excel or doing things in Outlook which you know could be done quicker. Our courses or one-to-one training prove to so many companies how much time can be saved by giving up half a day to training. Visit our website and phone us today for a quote.

To help ensure thatyou don't lose your files, you should back them up regularly. You can set upautomatic backups or manually back up your files at any time.

After you upgrade Windows,you will need to set up Windows Backup, even if you had a scheduled backup inthe previous version of Windows. This is because there are several changes tothe backup program. Instead of selecting file types to back up, you can have Windowsback up data files saved in libraries, on the desktop, and in default Windows foldersor you can choose specific libraries and folders to be backed up. You can alsocreate a system image of your computer.

Method
¨       Click on the Startbutton
¨       On the right of the menu click on Control Panel
¨       Click on System and Maintenance then Backup and Restore or you may gostraight to Backupand Restore.
¨       Do one of the following:
Never Used Windows BackupBefore
¨       Clickon Set up backupand follow the steps in the wizard.
¨        If you're prompted for an administrator password or confirmation, type thepassword or provide confirmation.
Already Created A Backup
¨       You can wait for your regularly scheduledbackup to occur, or you can manually create a new backup by clicking on Back up now.
¨        If you're prompted for an administrator password or confirmation, type thepassword or provide confirmation.
Notes
¨       It is recommended that you don't back up your filesto the same hard disk that Windows is installed on.
¨       If backed up onto external media such as andexternal hard drive, DVD’s or CD’s it is advised to store them in a secureplace such as a fireproof location separate from your computer to preventunauthorized people from having access to your files.
To Create A New, Full Backup
After you create your firstbackup, Windows Backup will add new or changed information to your subsequentbackups. If you're saving your backups on a hard drive or network location, WindowsBackup will create a new, full backup for you automatically when needed. Ifyou're saving your backups on CDs or DVDs and can't find an existing backupdisc, or if you want to create a new backup of all of the files on yourcomputer, you can create a full backup. Here's how to create a full backup:
¨       Click on the Startbutton
¨       On the right of the menu click on Control Panel
¨       Click on Systemand Maintenance then Backup andRestore or you may go straight to Backupand Restore.
¨       In the left pane, click on Create new, full backup. (You will only see this option if your backup isbeing saved on CDs or DVDs)

Nearly into 2012 but what was new in 2010

2011-12-06T03:06:00.001-08:00

Over the last year we have trained many people in the usual day to day and more advanced use of Microsoft Office in Word, Excel, Outlook, PowerPoint and Access in versions of Office from XP to 2010.

On many occasions when we train on a computer using Office 2010 or 2007 we find that the user has not had the time to investigate the new functionality which these programs come with. This does not pose a problem because whilst we are training on the particular topics required we are able to point out these new options.

Sniff out our offer!

We are offering you a Christmas Present this year to help with this.

There is always something new to learn to help speed up our day to day lives.

Learning is for Life not just for Christmas

Video Tutorials

2011-09-19T03:05:00.000-07:00

We have been adding links from our website to YouTube for some time now but we now have the ability to embed them into the website to save you time if you want to have a quick demonstration.

How Do YOU Learn?

Many people learn much quicker by using this form of training which is what we specialise in and we hope it will enable you to find tips and tricks quickly.

We have started converting our Word Tips in this way. Follow the link to our website to see more videos and do let us know what you think.

Or view directly here as a Sample!

Two Screens - Twice as good?

2011-05-19T01:41:00.000-07:00

Now that screens have such a small footprint and are so slim have you ever considered using 2 ?

A second screen can be added and enabled as an extended desktop or as a clone. In the first instance the second screen acts as an extension of the other so that you can drag windows back and forth between the 2 screens. The latter instance the second screen is simply a duplicate of the other screen.

So for example if the screens are configured as an extended desktop, you might be working on an Excel worksheet and then receive a phone call and want to look up your contact notes in Outlook. Opening Outlook in the second screen means that you do not have to disturb or lose track of what you were doing with your Excel file.

Obviously comparing the content of 2 files is a doddle and doing internet research whilst writing an article, paper, report is just so easy and simple.

Having 2 screens may seem strange but once you have installed a second screen you will wonder how you ever managed with just one!

Find out more about how to add a second screen.

Subscribe to our monthly Top Tips.

Visit our Website to learn more about our training options.

Translate in Word

2011-02-14T06:51:00.000-08:00

Did you know you can translate text in a Word document if you have Office 2010. Why not see how to do this on our Top Tips page.

Christmas Discount

2010-11-22T08:17:00.000-08:00

Get organised for 2011

Archway are offering 10% discount on all Outlook training taken in December 2010.

Did you know you could write an email and set a date for it to be sent - hurray - why not send it an hour after your colleague gets back from holiday to appear at the top of their email list rather than while they are away and it may never be seen! This is just one of the many features hidden away in Outlook but is there to help save time and effort. Fill in your gaps at a discount and be ahead of the game ready for the New Year.

It's good to keep in touch. Why not sign up for our Top Tips.

Video

2010-10-25T03:23:00.000-07:00

Record Actions On A Video

We now send out our Top Tips on video as well as being able to print them out.

Do you have any actions which you are required to do or require your staff to do which may be complicated or only performed once in a while. These actions can sometimes take time to remember if you haven't done them for a month or two. Why not ask us to put them on to a video with help on how to do it and also help on what may go wrong in the process.

See our latest Top Tip on video.

Credit Crunch

2010-09-20T05:40:00.000-07:00

Computer Training is Best Investment

Employees trained to use computers usually produce professional documents, reports and presentations more efficiently thus increasing productivity. They will communicate effectively internally with co-workers and externally with clients.

Do you recognise yourself in this table?

File those Files!

2010-08-09T07:24:00.000-07:00

CREATE A FILING SYSTEM

If your My Documents folder (called Documents in Vista) is a massive muddle of files, looking for files will not only slow you down but also frustrate and distract you from your business and the things that you like doing! It is time to take stock and get a good filing system set up and decide on naming conventions for your files.

Where do you begin?! Make yourself a promise that on the next rainy day you WILL sit down in front of your PC and assess the situation.

To create your filing system you will need to use Windows Explorer because that is the easiest way to find your way around your filing system.

Start Fresh

1. Delete old, duplicate or redundant files – BE RUTHLESS!

2. If you delete any files by mistake (and you will!) you can get them back from the Recycle Bin.

3. If you are not sure about some of the files, create a folder called Archive and put the files in there to look at later but don’t dump everything in there.

4. Now assemble the remaining documents and folders and put them in one folder called Documents and Folders to file.

5. Later on you will move all the files and folders out of this folder into your new filing system that you are about to create!

Design a filing system that will work for you

1. Ask yourself “How do I spend my time on my PC?” “What do I work with – images – word documents – excel spreadsheets…?”

2. Consider how you will look for files – by type? alphabetically, by project, by customer? etc”

3. Think of your filing system as a filing cabinet with multiple drawers. The My Documents folder is the cabinet, the drawers are the main categories and inside each drawer are many folders that may hold sub folder and documents.

Now down to business

1. Create the first set of folders for your main categories – these are the drawers in the filing cabinet.

a. To create a folder in My Documents using Windows Explorer, click on the folder in the left hand column, you can see the contents in the right hand side. Right click in some space in the right hand side and select New and then Folder. Give the folder a name and press Enter.

2. Give careful thought to what you are going to call each folder, although that is easy to change later if you don’t get it quite right first time.

3. Within each main category folder create sub folders (these are just folders within a folder) and if necessary create sub folders within sub folders like Russian Dolls.

4. When you are reasonably happy with your new filing system it is time to put all your existing files into it.

5. Good luck!

File Names Are Important

1. Consider renaming your files when you have moved them. (Right click over the file and select Rename – type in a new name)

2. Give careful consideration to what you are going to call your files when you save them, file names should be informative, consistent and easy to scan when in a list.

3. If the date sequence is important start the file name with the date in this format:

a. yyyy-mm-dd ie 2010-06-01
Using this format will ensure that the files will be in numerical sequence by year, month and day. The zeroes are important to keep the date consistent in appearance so they are easy to scan and find.

4. Don’t be afraid of long file names if you need to be more specific.

5. Use the same format for each file name for the same type of document, for example if you email your invoices, credit notes (we don’t want too many of those!) or statements as PDF files you could save them in the Clients folder using the following file name:

a. 2010-06-30 Allied Builders Invoice

b. 2010-06-30 Allied Builders Credit Note

c. 2010-06-30 Allied Builders Statement

6. For quotes you might have a Project folder with sub folders for Quotes, Letters, and Request to Quote. The file names may look like this where the last number is the Quote number:

a. 2010-06-30 Allied Builders 123456

7. It’s consistency that matters.

8. Finally, if you can’t see the whole filename change the view to List view in the Open or Save dialogue box or in Windows Explorer.

If you need any further help with creating a filing system get in touch 01202 632858

For further training why not apply for
up to £1,000 of funding
we can start the process for you.

Microsoft Office 2010 now available!

2010-07-01T06:04:00.000-07:00

Microsoft have now put together a collection of the most useful tools in Office 2010 for running a small business. Word, Excel, PowerPoint and Outlook have all been updated, improved and are now easier to use than ever.

We become very familiar with what we know and feel safe with but not exploring the latest IT tools could be costly for your business. More importantly is that sometimes the new features are hard to find and may never be found.

Throughout the training we deliver we are always amazed by the excitement some of our customers have over small details which they have not discovered which could help save time in their busy day.

Why not have a quick look at some of these tools from the Microsoft website. You can also try it out by downloading the free trial.

We will be creating resources for 2010 in the next few months but if you have just changed to Office 2003 why not see what we can offer here as well.

Do let us know what your thoughts are!

Microsoft Office 2007

2010-05-26T09:24:00.000-07:00

Why does Microsoft keep doing this to us! I was recently training Charts in Office 2007 and had created our usual excellent resources only to find that the screen shots were wrong - not our normal habit I hasten to add.

What happens is that there are certain commands which are slightly different depending on which of the following you are using:

Windows XP with Office 2003

Windows XP with Office 2007

Windows Vista with Office 2003

Windows Vista with Office 2007

...and now we have Windows 7 - when will it end.

For hints and tips on some of these issues we have a page on our websitre devoted to Top Tips.

If you have found any discrepancies like these we would love to hear from you.

2010-03-03T05:14:00.000-08:00

We always have YOU in mind!

We will try anyway to solve our clients problems but we do come back down to earth eventually!

Here we are with another Top Tip for you to save time when you are creating presentations.

Do you find you want a presentation which is just a variation of another one already produced? Don’t recreate or even copy and adapt - just create as many Custom Shows in the original file as you want.

To read more and print out how to do this - follow this link........Here!

Hurray! We have some great photos

2009-12-11T12:45:00.000-08:00

Thanks to Debbie from Debbie Dye photography we have some great photos for all our website and social networking. Debbie was fantastic and has created some great images. Once we have made them smaller because they were huge we can put them on our website. Let us know what you think when they ge there. Some of them were really wacky! Great.

http://www.archwayct.co.uk/

Thanks Debbie from http://www.purpleimaging.com/

We're Back!

2009-10-29T07:13:00.000-07:00

Where have we been you might wonder? We took the blog off our website while we were working on Resources for 2007. Isn’t it great what 2007 can do for you! We are really enjoying using it now and find 2003 looking very outdated.

We have been putting hints and tips on our blog before and wonder who is reading them. Do let us know if know if you would like to see them again.

In the meantime look at the courses we are running for the rest of the year and book early.

Colour Code Incoming Messages in Outlook

2009-03-16T03:43:00.000-07:00

This month's Top tip can help save time when searching for messages in your Outlook.

Question
Can I colour the text of incoming mail messages from specific addresses?
Solution
Select the message in the Inbox to be coloured in future.
Click on Tools – Organize.
Select Using Colors.
Complete the boxes.
Click on Apply Color
To print this tip visit our website and also see our other tips
Contact us to be added to our mailing list to be sent regular Computer tips like this one.

2008-12-16T09:05:00.000-08:00

To use Office 2007 or not to use...

that is the question!

We are now nearly into 2009 but have you seen 2007 yet? Have you been tempted to try Office 2007 or have you heard good or bad reviews? Anyone wanting to upgrade their computers now will probably find they will need to move on.

Many people who have looked at Microsoft Office 2007 have been fairly surprised at the change in the look. However once you get into it there are some wonderful features and like everything it is the familiarity of old things that prevent us from moving on.

We have been using Office 2007 at Archway during this year to get a good feel of it before we offer training on it. We will now be preparing resources in Office 2007 ready to train on it in 2009.

What are your feelings?

Have you tried and love it?
Have you tried and hate it?
Have you tried and don’t know where to ask for help?
What is a ribbon?
Where are the Toolbars?
Would you like to try before buying?

We would love to hear your comments.

Remember one of our best selling points is that we can offer customised one-to-one training so we would just fill in the gaps of topics you don’t already know. In the process you would pick up some new tips on Office 2007 without undergoing a whole training on the level required and being subjected to topics you already know.

We will soon be able to offer training in Word 2007, Excel 2007, PowerPoint 2007, Access 2007 and Outlook 2007.

When you’re ready to move over do not hesitate to call in the professionals!

Top Tip - Suppress Zero Values in Excel

2008-10-17T02:53:00.000-07:00

We regularly put a uesful tip on our website which you can download and keep in a handy place. This month it is a tip for Supressing Zero Values In Excel. Do you ever copy cells and end up with lots of zero's which you don't want to see? Follow this link to rectify this problem.

Archway starts a blog

2008-10-17T02:24:00.000-07:00

Archway Computer Training now has a blog where we can keep you updated with top tips and information.