Category Archives: Software

One Space Goes After Period, Not Two. Here’s How to Fix Your Document and Break the Habit (video)

Since the advent of computers and word processing software, one space goes after a period, not two.

Why? The simplest explanation is that in typesetting, software makes room for a wide letter such as W. (The Courier font is an exception. This is a monospace font (or non-proportional), which is a typewriter-like, fixed-width font, and each letter occupies the same amount of space. Other computer fonts are variable-width (or proportional), and the software adjusts the spacing automatically.

One space has been the norm since mid 20th Century. “The Complete Manual on Typography (2003) states that “The typewriter tradition of separating sentences with two word spaces after a period has no place in typesetting” and the single space is “standard typographic practice.” This is especially important in publishing and press releases you send to the media.

 

Here’s a quick video to show you how your Office software will find all instances of two spaces after a period and replace them with one space. Fixed before you can blink.

 

Note. When I was in publishing and had to fix documents from other people, I recorded a macro and created a toolbar button (and a keyboard shortcut) that fixed everything with one click. I’ll record a future video to show you how to do this.

Break the Habit

To break the habit of adding two spaces after the period, every time you do two spaces, stop right then. Delete the last few words, and try again, focusing on doing one space. It’ll soon become the norm for you.

PEACE.

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About SUITE TUESDAY: How-to video series produced by Peggy Duncan. Real quick video tutorials of tech tips that will help you finish work quicker so you can go home. Click to FOLLOW me here on LinkedIn Pulse. Explained in plain English without any fluff. Free to share.

More tips from Peggy Duncan on LinkedIn Pulse. Click here.

About the Author: Peggy Duncan is an award-winning, international personal productivity expert, conference speaker, consultant, and coach. She uses her skills as a professional organizer, project manager, and computer trainer to help busy professionals spend less time working but get more done.

Do you need training: seminar, workshop, Webinar, coaching, consulting? Click here

Full, pre-recorded lessons are on my membership Website DigitalBreakthroughs.com

Define Your Own View in Outlook (e.g., Click to See Only Contacts in a Particular City) (video)

Outlook has many time-saving features that allow you to get to what you need quickly. One of those is the ability to define your own views.

In this video, I’ll show you how I can filter all my Outlook contacts and only see the people in Charlotte, NC, for example. This comes in handy when I’m traveling to a particular city and want to determine if there’s someone there I can connect with.

 

After you learn how to define your own views, you’ll want to explore all the other possibilities. For example, I’ve defined a view of my Outlook Calendar that shows me everything from this date forward that I’ve categorized as SPEAK. I travel internationally as a trainer and love being able to see only those dates on the calendar at a glance.

 

About SUITE TUESDAY: How-to video series produced by Peggy Duncan. Real quick video tutorials of tech tips that will help you finish work quicker so you can go home. Click to FOLLOW me here on LinkedIn Pulse. Explained in plain English without any fluff. Free to share.

PEACE.

“It will cost you $0.00 to share this video on Facebook, LinkedIn, Twitter, Google Plus, YouTube, etc. It’s also free to give it a thumbs-up on YouTube. Thank you.” – Peggy Duncan

More tips from Peggy Duncan on LinkedIn. Click here.

About the Author: Peggy Duncan is an award-winning, international personal productivity expert. She uses her skills as a professional organizer, project manager, and computer trainer to help busy professionals spend less time working but get more done.

Need help for your team: seminar, workshop, Webinar, coaching, consulting? Click here

Find full, pre-recorded lessons on my membership Website DigitalBreakthroughs.com

Here’s a Shortcut to the Windows Desktop (with video)

I watched a client minimize all her open documents and software to get to the Windows Desktop. She smacked her head when I showed her this.

About Suite Tuesday (formerly Tech Tuesday): This video is part of a how-to series produced by Peggy Duncan that features tips and tricks in software most business people use every day. Will also explore using the iPad. Explained in plain English without any fluff. Free to share. More tips from Peggy Duncan on LinkedIn. #SuiteTuesday

And that’s it!

PEACE.

“It will cost you $0.00 to share this video right here on, LinkedIn, Facebook, Twitter, Google Plus, YouTube, etc. It’s also free to give it a thumbs-up on YouTube. Thank you.” – Peggy Duncan

About the Author: Peggy Duncan is an award-winning, international personal productivity expert. She uses her skills as a professional organizer, project manager, and computer trainer to help busy professionals spend less time working but get more done.

Need help for your team: seminar, workshop, Webinar, coaching, consulting? Click here

 

 

Microsoft Has a Free Snipping Tool to Produce Screen Captures (with video)

I’m often amazed how Microsoft seems to know just what we need, but then fails to let us know about it. In addition to the Screenshot command provided in your Office software, they’ve also provided a free Snipping Tool you can use anywhere.

In this video, I’ll show you how to find the tool on your computer and how to use it. Be sure not to miss the Delay feature!

“It will cost you $0.00 to share this video on Facebook, LinkedIn, Google Plus, or YouTube. It’s also free to give it a thumbs-up on YouTube. Thank you.” – Peggy Duncan

PEACE.

 

Laptop Repair at the Microsoft Store – Who Knew?

iPad training with personal productivity expert, Peggy Duncan Duet DisplayFor weeks, I was frustrated every time I booted up my laptop and sat down to work. Something just wasn’t right. Then all kinds of weird error messages started to appear. I made an appointment at the Microsoft Store near my home, and I’m now back up and running.
All this time I thought Windows 10 was crap, and it turned out to be a failing hard drive. Amazed that it didn’t just fizz out completely.
 
The Microsoft Store will diagnose and repair your devices, including iPhone and iPad. I had no idea…they’ve always done a less than stellar job promoting what they do, including how powerful their software is.
 
I spent the evening reloading software and setting up my Outlook email accounts. One issue I had was QuickBooks Pro because I didn’t have a DVD. Fortunately, I’d ordered it from Amazon. They have a software store where you can re-download whatever you bought and also get the activation number.
I’m back in business and ready to go!
Note: I’m writing another post on what to do before and after your computer has been wiped clean and you have to start from scratch with new Windows.
PEACE.

How to Select, Collect, and Insert Multiple Items from the Office Clipboard

When you Ctrl+X to cut text or Ctrl+C to copy, you might think that you’ve lost the text once you cut or copy more text.

Actually, everything you’ve cut or copied is still on the Clipboard until you shut the computer down. Here’s how to view and use everything.

How to Type International Characters in Microsoft Office (with video)

In Microsoft Office, you can quickly type international characters one by one, or set up AutoCorrect to do it automatically. And when you set this up in Word, for example, it’ll work across the other software.

This video only shows you how to type the alpha e with an accent. Once you’re clear on how to do it, use this list of keyboard shortcuts from Microsoft for a lot more. http://bit.ly/1GBa5Iy

In addition to the tips in the video and this list, you can also insert international characters using symbols. In Word, click the Insert menu, Symbol, More Symbols. But I like quick and easy…set it and forget it.

PEACE.

 

 

 

Use PowerPoint to Redesign a Room (with videos)

I’m refreshing my front living space. I want to buy an area rug and recover the dining room chairs to match the newly-covered sofa (Surefit.com …I’m a customer). But it’s so hard to know what’s going to work, and I want to avoid doing a lot of ordering, buying, and returning.

Soooo, I’m using PowerPoint.

I have little images of my furniture and am grabbing pictures of rugs, pillows, etc., off the Web (Overstock.com …I’m a customer) using PowerPoint’s screen capture command (see how-to video below). Using actual photos gives me a much better visual when putting the room together.

This is quite interesting and fun.

When I grab the images off the Web, I’m knocking out the backgrounds in PowerPoint, including removing white space. Here’s a how-to video I recorded a while ago to show you how to remove backgrounds.

If I’ve inspired you to make your changes to your surroundings, let me know in the comments.

PEACE.

 

My Adobe Reader Form Fields are Blank When Emailed. I Found a Free Solution in FoxIt Reader

I avoid printing paperwork, and I’d always used Adobe Acrobat to fill in PDF forms using the Typewriter command. I have an old version that worked perfectly, but something happened during a product update, and I lost the Typewriter command.

Now I’m ticked, thinking that I’d have to buy a newer (and expensive) version. Went to the Adobe Website and bam! I had no idea that I could complete forms using the free Adobe Reader. I completed the form, saved it, and then opened it in my old version of Acrobat. I received an error message, and the form was blank. But when I opened it inside Reader, it appeared to be fine.

Until I emailed it to the client. The form was blank.

I researched a little on the Adobe site, and it appears that this is a common problem. My client had created an interactive form in a newer version of Acrobat than I had. The problem is apparently related to how they created the form.

After reading through comments from people with the same problem, someone mentioned the free FoxIt Reader as an alternative. I downloaded it, and the first thing I noticed was its Typewriter command! I used it to complete the form. I emailed it to the client, and it’s all good.

Signing the PDF

I’d already scanned my actual signature and saved it as a graphic. I can use it with FoxIt almost the same way I do with Adobe Acrobat (see how-to video below). Either on the Home tab, in the Protect group, choose Create Signature and upload it.

Or on the Comments tab in the Stamps group, choose to create a Custom Stamp, and upload the signature graphic. If you go from the Home tab, you’ll have an opportunity to assign a password to be able to insert the signature.

Download FoxIt here.

UPDATE: I recently had to delete some pages from a PDF. My old version of Acrobat wouldn’t allow me to because the document had interactive form fields. The free FoxIt Reader does not have this capability. I downloaded a trial version of FoxIt Standard, and under the Organize tab, I deleted the pages. I’ll purchase this software once the trial period is over. It can do everything I need for a fraction of the cost of Adobe Acrobat.

Signing a PDF in Adobe Acrobat

If you’re using Adobe Acrobat, here’s a video I recorded awhile back on how to sign PDFs and also a Word document.

PEACE.

EMAIL TIP: I use my iPhone to MONITOR email. I MANAGE it on my computer.

When someone responds to an email message that “yes” they’re going to do something and I see it comes from their phone, I have just about zero confidence that they’re going to remember to do it. Here’s why.

At my computer, I’m inside Outlook, and a new message arrives. I immediately drag it to my calendar or tasks with a reminder or an appointment. And depending on the situation, I might flag that message for follow-up. On the other hand, when I check email on my iPhone, I’m not going to do all that. Neither will you. You most likely look at the email, respond with a quick “yes,” and make no effort to put anything in place to help you remember.

When I MONITOR email, I’m just checking for anything I need to respond to right away (e.g., an inquiry from a reporter on a deadline, a cancelled meeting, etc.). Otherwise, I’ll deal with everything else when I’m in front of my computer because I can MANAGE better and easier.

For more tips on managing email, here’s a series of low-cost, how-to videos I recorded called “12 Fast Ways to Answer Email in Outlook.”

Also, check out my article on managing #emailoverload on NYTimes.com, “Room for Debate: Reduce Bad E-mail Habits.”

PEACE.