Skip Navigation
Browning Building exterior photo

Technology Tips

09-27-13 - Tech Tip - External Hard Drives

One of the best ways to back up your files is to place them on an external hard drive. This works like a very large thumb drive - you can just drag and drop the files you want to save. They come in a variety of sizes and most have built-in software that will back up your files automatically.


07-03-13 - Tech Tip - Software installation

Need to install software? The Help Desk is always here to help, but we also can make it easy for faculty to load programs needed for class without waiting for a technician. Simply call the Help Desk and see if administrator access is right for you.


05-14-13 - Tech Tip - Banner - My Banner Shortcuts

To add a form to your "My Banner" menu. Right-click in a blank area on the form and click "Add to Personal Menu." This creates a bookmark you can easily access from the main screen.


04-12-13 - Tech Tip - iPad Multitasking Gestures

If enabled, you can use Multitasking Gestures to move around your iPad more efficiently. Pinch all of your fingers to the center to return quickly to the home screen. To see what other gestures are available, go to Settings > General > Multitasking Gestures.


03-11-13 - Tech Tip - Multimedia Classrooms

Did you know that our classroom multimedia projectors are equipped with cooling timers which allow the lamp modules to completely cool between uses, extending the life of the bulb? Once in a while, if you experience a delay with the console button you choose, simply give 30-60 seconds of wait time before trying your selection again.



07-12-12 - Tech Tip - Use Your Phone to Take a Whiteboard Snapshot (Meetings)

After a successful brainstorming meeting, remember that you can use your smartphone's camera to take a picture of the whiteboard before you leave the room. That way multiple people don't have to take notes at the meeting and you also don't have to worry about it being erased by someone else.



05-24-12 - Tech Tip - Using "Undo" from Your Keyboard (Keyboard Shortcuts)

Many of you may already be aware of this, but for those who aren't, you can actually "undo" many actions that you perform on your computer. By pressing Control+Z on Windows or Command+Z on Mac, you can undo things like typing, deleted files, etc. for a short period of time. You can even undo typing on an iPhone by holding the phone firmly and shaking it. (Strange but true.)


05-03-12 - Tech Tip - Searching Your Email For Particular Senders (Communication)

If you're looking for a message from a particular sender within Outlook, instead of looking through long lists of emails try using the outlook search box and typing "from:example@apsu.edu". For example, if you want all messages from the Gov, try "from:gov@apsu.edu". You can also search for messages that you've sent to a particular person by using "to:example@apsu.edu".


04-19-12 - Tech Tip - Taking a Screenshot on iPhone or iPad (Communication)

Have you ever wanted to take a screenshot on your iPhone or iPad? It's pretty simple actually. Just press both the home and the sleep buttons at the same time. The screenshot will be added into your photos and you can then email it or send it as a text message attachment to someone.


03-01-12 - Tech Tip - Scanning for Broken Links with Siteimprove (Communication)

Having a clean website helps users to have a more enjoyable, productive experience during their time at APSU. To assist with this, the Siteimprove tool automatically sends reports on broken links, spelling mistakes, and accessibility issues on your web pages. If your department wants to improve its web presence, please contact Mark W. Jarrell or watch the video below to see Siteimprove in action.

On the Web: http://www.youtube.com/watch?v=BrP7-VSp0-c


02-23-12 - Dell University Discounts (Savings)

Through Dell University, APSU students can enjoy the best price on consumer PCs from Dell, carefully selected systems at up to 30% member discounts, 10% off all Dell mobility products, and members-only deals on popular electronics. Find out more by visiting http://dell.com/APSU or click on the link below for a $100 off coupon available to APSU students.

Dell Computer Discounts


02-09-12 - Information about spam email (Security)

Remember that no official from APSU will ever request your username or password in an email. Any email that you receive that requests that you send your private information out can be considered an attempt to harvest your information for illicit use. Always delete these emails without answering them. Any questions about this can be directed to the Help Desk at 221-4357 or helpdesk@apsu.edu.


02-02-12 - What's the Difference Between Google Plus and Google Plus One? (Communication)

Google Plus is a social media platform where users share information just like Facebook, Twitter and LinkedIn. Google Plus One is a rating system where you can “plus one” websites that you like, and search results that are accurate. You can already "plus one" APSU news stories to promote news and events on campus.


 

01-12-12 - Tech Tip - Use Spotlight As A Program Launcher (Mac OSX)

If you use a Mac and want to quickly start up an application whose icon you don't have stored in your Dock, you can use Spotlight to quickly launch the program. Just press Command+Space Bar. You'll see the Spotlight icon highlight at the top of your screen. Start typing the name of the app and as soon as you see the correct program highlighted, press enter. The application will start right away.


 

12-01-11 - Tech Tip - Preventing Cracked Screens on Computer Equipment (Hardware)

Please remember in the coming weeks to not leave laptops, iPads or other electronic devices in your vehicle during the extreme cold temperatures. If you leave your device in your car and then bring it inside, allow time for the device to adjust to the temperature inside before using. This can help to prevent the screen from cracking and the device from malfunctioning.


 

11-09-11 - Tech Tip - Connecting to LiveMail Through Your Phone (Communication)

Did you know as an APSU student you can access your campus email through a smartphone? If you own a smartphone such as an iPhone, Blackberry, or Android, you can probably use the built-in mail application on your phone to connect to APSU's LiveMail email application. Please follow the general instructions below to establish a connection.

On the Web: http://m.apsu.edu/email


 

10-27-11 - Tech Tip - Use Less Energy When Not Using Your Computer (Energy)

A great way to conserve your energy use is to review your computer's energy settings. On the Mac, go to System Preferences > Energy Saver. On XP, go to Control Panel > Power Options. On Windows 7, go to Control Panel > Hardware > Power Options. Also, if possible, consider turning off your PC at the end of the day and then starting it up in the morning when you arrive.

On the Web: Windows 7 Power Management


 

10-06-11 - Tech Tip - Signing out remotely from Facebook (Networking)

If you use Facebook, chances are it’s full of your personal information. Any time you use a public computer, remember to log out of Facebook. If you realize later that you forgot to do so, log into Facebook. Go to Account > Account Settings. Click Security. Click end activity to stop any active sessions. Now, if anyone else logs in to Facebook at that public location, they won’t see your profile.


 

09-29-11 - Tech Tip - Common Keyboard Shortcuts (Productivity)

Looking for computer shortcut keys? Browse to http://support.apple.com/kb/HT1343 for a list of Mac shortcut keystrokes and to http://support.microsoft.com/kb/126449 for a list of Windows shortcut keystrokes.


 

09-22-11 - Tech Tip - Electronic Communication Guidelines (Communication)

Wondering what types of messages are acceptable to send on campus? There are lots of great ways to stay in touch with people at APSU and a few types of communication that are unacceptable such as sending fund-raising, for-profit, incendiary, or messages related to illegal activities. Check out the Electronic Communication Guidelines at the link below.

On the web: Electronic Communication Guidelines


 

09-08-11 - Tech Tip - How to Uninstall a Program From Your Computer (Mac OSX)

On a Mac, you can just drag an app to the trash and it will delete that program from your machine. This will leave preference files behind, though, which can be a good thing. If you ever decide to install that program again, it'll keep all your settings from when you first installed it. If you want to remove all the system files as well, though, apps like AppCleaner will do it for you.

On the Web: http://www.freemacsoft.net/


 

08-18-11 - Tech Tip - What is Foursquare? (Apps)

Foursquare is a location-based mobile application/website that makes exploring cities easier and more interesting. By “checking in” via a smartphone app, users share their location with friends while collecting points and virtual badges. It guides real-world experiences by allowing users to bookmark information about venues that they want to visit and giving suggestions about nearby venues.

On the web: https://foursquare.com/austinpeay


 

08-11-11 - Tech Tip - Find My iPad (Apps)

We would like to encourage all faculty and staff to consider installing the Find my iPad app on their devices. This app will help you locate the device in the event that it is lost or stolen and will allow you to wipe the iPad remotely to protect personal and university information. Here are the info and set up links:

http://www.apple.com/ipad/built-in-apps/find-my-ipad.html


 

08-04-11 - Tech Tip - How to Uninstall a Program From Your Computer (Windows 7)

In Windows 7, sometimes you can find an uninstaller next to the program in the Start Menu. If you can't… 1) Head to Start Menu > Control Panel 2) Click on "Uninstall a Program" under the "Programs" section. 3) Find the program you wish to uninstall and click on it. You should see an "Uninstall" button show up at the top. Click on that to open up that program's uninstaller.


 

07-28-11 - Tech Tip - Access a Shared Calendar on Outlook 2011 for Mac (Communication)

If you're using a Mac and recently switched from Entourage to Outlook 2011, you may be wondering how to access a shared calendar. Just choose File > Open > Open Other User's Folder. Click on the Address Book icon and enter the last name, first name and select Find. Select the name and click OK. You should now find the shared calendar.


 

07-14-11 - Tech Tip - Online Technology Books Available Through the APSU Library (Resources)

Felix G. Woodward Library maintains many online databases that have access to digital resources. Using these resources, many digital books can be "checked out" and read on your work computer! For example, you can use the Safari Books Online catalog to read books such as "Microsoft Windows 7 Unleashed", "Adobe Acrobat X for Windows and Mac", and "Using Google Apps".

On the Web: http://library.apsu.edu/inform/21Safari.htm


 

07-07-11 - Tech Tip - Scanning for Broken Links with SiteCheck (Communication)

Having a clean website helps everyone to have a more enjoyable, productive experience during their time at APSU. To help with this, OIT now has access to a service called SiteCheck that automatically sends reports on broken links, spelling mistakes, and accessibility issues on APSU web pages. If your department is interested in helping us to beta test this service, please contact Mark W. Jarrell.


06-30-11 - Tech Tip - Skip Typing WWW or .COM for Web Sites on Your iPhone (Keyboard Shortcuts)

When you're typing in a web address in Safari on your iPhone, you can often get directly to a .COM website by simply typing in the main part of the address. For example, try typing in just "linkedin" and then click "Go". Safari is smart enough to assume you meant to go to "www.linkedin.com". This trick doesn't work for .EDU websites, but it might save you a bit of time for all of your .COM sites.

 


 

06-23-11 - Tech Tip - Describe Your Images on www.apsu.edu (Web Editing)

If you're one of the many web content editors around campus, please remember that it is our responsibility according to federal guidelines to provide descriptions of the images that we place on our site. It's easy! Whenever you upload an image to the web, you'll see a field that says either "Alternate Text" or "Image Description". Remember to describe the image for our visually impaired users.

A screenshot with an arrow pointing at the Alternate Text entry field

Screenshot with an arrow pointing at the Image Description entry field

 


06-02-11 - Tech Tip - What's The Difference Between 32-bit and 64-bit? (Understanding)

 

The terms 32-bit and 64-bit refer to the way a computer's processor (CPU) handles information. Put simply, a 64-bit operating system such as Windows 7 or Mac OSX 10.6 can handle larger amounts of information than an older 32-bit system. Since it can use more RAM (4 GB and up), a 64-bit computer can be more responsive when you're running lots of programs at once.

 


 

05-19-11 - Tech Tip - Delete Zip Files as Soon as You Unzip Them (Mac Tip)

If you’d like to have your .zip files automatically deleted once they’re decompressed on your Mac, navigate to /System/Library/CoreServices/Archive Utility and open this application. Go to Preferences and select “After expanding: move archive to Trash”. Close the window and quit the application. The next time you expand a zip file, the Zip should disappear for you.

 


05-12-11 - Tech Tip - Wiping Data From Lost or Stolen Devices (Security)

 

Today's tip comes from Crystal Emmons in OIT. If one of your mobile devices is ever stolen, as long as you have it connected to your APSU email account, you can completely erase the device. Just log into your email account in a web browser, choose Mobile Devices, and wipe the lost device. Check out the "On the Web" link below for further details and the February Tech Tip on using "Find My iPhone".

Students Using LiveMail:

  1. Log into LiveMail
  2. Click on "Options"
  3. Click on "Phone"
  4. Choose the device you wish to wipe

LiveMail Wipe Screen

Faculty/Staff Using Outlook/Exchange:

  1. Open a web browser and go to Outlook Web Access
  2. Log into your mailbox
  3. Click "Options"
  4. In the Navigation pane, select "Mobile Devices"
  5. Select the ID of the device that you want to wipe
  6. Click "Wipe all data from device"
  7. Click OK
  8. Click "Remove Device from List". This prevents the device from being wiped again if you should happen to get the device back at a later time.

Outlook Web Access selecting device to wipe

 

04-28-11 - Tech Tip - Hiding Unused Web Browser Toolbars (Productivity)

The smaller the size of your monitor, the more valuable screen real estate becomes. Eliminating unnecessary toolbars within your web browser frees up space and gives you more viewing area. Open up your browser and go to View > Toolbars and uncheck any toolbars such as Favorites/Bookmarks that you can live without. You may have others such as Google or Yahoo that can also be disabled to save space.


 

04-07-11  - Tech Tip - Sending Tasks and Reminders to Your Students (Communication)

Today's tip comes from Crystal Emmons in OIT. The Microsoft Outlook Web App allows you to manage your email from virtually any computer that accesses the Web, which means you can send and receive important school email virtually anywhere. It also provides a place to organize contacts, tasks, and your busy schedule. You can set up meetings and invite others, or chat by sending an instant message, all from within the Outlook Web App.

On the Web: http://www.microsoft.com/exchange/en-us/outlook-web-app.aspx


 

02-24-11 - Tech Tip - Find My iPhone (Security)

If you're using a fairly recent Apple mobile device (iPod Touch, iPad, or iPhone) with iOS 4.2 or later, you can use a new service called Find My iPhone for free to help you locate a lost device. The service also allows you to remotely erase your device if you think it's been stolen. Check out the "On the Web" link below for details.

On the Web: http://www.apple.com/mobileme/features/find-my-iphone.html


 

02-17-11 - Tech Tip - Security Threats from Social Networking Sites (Security)

Social Networking sites have become the new go-to attack point for malware, phishing and spam, security vendor Sophos found in its Security Threat Report 2011. The report revealed that scammers and cyber-criminals have their sights trained on users of social networks like Facebook and Twitter and that the number of social network attacks grew significantly in 2010.
 
Full Report: http://www.crn.com/news/security/229000883/social-networking-a-major-security-threat-cybercriminals-eye-facebook.htm


 

2/3/11 - Tech Tip - Removing Old Email Addresses From Your Outlook "Recent Recipients" List (Communication)

If you use OWA (web-based version of Outlook), you may have noticed when composing a new message, there's a handy list of "Recent Recipients". To get rid of an old contact that you don't plan to email again (such as a student who's graduated), simply highlight his/her name and press the "Delete" key on your keyboard. If you're on a Mac, this is the "forward delete", not the "backwards delete" key.


 

1/27/11 - Tech Tip - How to Open Office 2007/2010 Documents in Older Versions of Microsoft Office (Windows)

If you happen to be using an older version of Microsoft Office (Office 2003 or Office XP) on one of your computers and can't open files that end in the newer .docx or .xlsx extensions, you might try installing Microsoft's "Office Compatibility Pack" which will allow you to work with these newer file formats. Follow the "On the Web" link below to get the pack.

On the Web: http://www.microsoft.com/downloads/en/details.aspx?familyid=941b3470-3ae9-4aee-8f43-c6bb74cd1466


 

1/20/11 - Tech Tip - Send a Text Message to Someone Via Email (Communication)

You can actually send a text message to someone via your email if you ever need to. Instead of typing the person's normal email address, just type their 10 digit cell phone number @ the cell carrier's email domain in the address box. Here are some examples: Verizon - number@vtext.com; AT&T - number@txt.att.net; T-Mobile: number@tmomail.net; Sprint: number@messaging.sprintpcs.com


 

1/13/11 - Tech Tip - Visit a Web Site Without Typing http://www (Keyboard Shortcuts)

You don't have to type "http://www" into your Web browser to visit the site. Just type the remainder: "nytimes.com" or "dilbert.com," for example. In the Safari browser, you can even leave off the ".com" part.

 


 

1/6/11 - Tech Tip - Setting Reminders on Your Cell Phone (Productivity)

Need to remember to do something later? Try using the calendar on your cell phone (most modern phones have one). Many phones will let you set a reminder to go off at a particular day/time and either use a sound or simply vibrate. The vibrate option is great if you need to be reminded of something in the middle of an upcoming meeting or appointment.

 


 

12/16/10 - Tech Tip - PeayBay Bonus Points (Campus Information)

PeayBay is the employee incentive program for staff. Staff members can earn one bonus point each month (to be used in future auctions) by awarding five points to their coworkers. Faculty and staff directors are also encouraged to award points to staff members to show appreciation for great performance/service by the staff that they work with. More details are at the On the Web link below.

On the Web: http://www.apsu.edu/staff-senate/peaybay

 


 

12/02/10 - Tech Tip - Archiving Old Messages in Outlook (Windows)

All faculty and staff can currently have a maximum of 500MB of email stored on the campus Exchange email server. If you find yourself going over the limit, you may need to archive some of your old messages locally to free up some of your space on the Exchange server. Check out the On the Web link below and scroll to the bottom of the page for tutorials on how to create personal folders in Outlook.

On the Web: http://www.apsu.edu/helpdesk/outlook-and-entourage

 


 

11/18/10 - Tech Tip - Creating QuickLaunch/Dock Shortcut Icons - (Back to Basics)

For commonly used documents or applications on your computer, consider making a shortcut to those items in your QuickLaunch bar (Windows) or your Dock (Mac). On Windows, just find the item and drag it to the QuickLaunch area beside the Start button. On Mac, use the Finder to locate the item you want to create a shortcut for, then just drag it into the Dock at the bottom of your screen.

 


 

11/11/10 - Tech Tip - Adding Events to the Gov Says Emails (Campus Information)

Although the primary event calendar for the university is still events.apsu.edu, you can now also add your events to the Gov Says email messages by using www.apsu.edu/announcements. If you add in an "Event Date/Time" and "Location" when creating your announcement, the system will provide viewers with a "Download Event to Outlook or iCal" hyperlink that they can use to remind them of the event.

 


 

10/21/10 - Tech Tip - Finding Available Keyboard Shortcuts (Back to Basics)

Most desktop applications contain keyboard shortcuts such as CNTRL+O (which allow you to quickly execute a command within the app by pressing keys instead of using the menu system). Try checking the menu system to see if a keyboard shortcut alternative is available (for commands you regularly use) by hovering over the menu item. Check the screenshots below to see this in action in both Mac and PC applications.

Wordpad on a PC hovering over the Open file comman

Word on a PC hovering over the Open file comman

Word on a Mac hovering over the Open file comman

10/14/10 - Tech Tip - Quickly Find Out if Someone is Available for a Meeting (Productivity)

Whenever you need to schedule a meeting with people, instead of asking them what times they are available, try checking in their calendars in Outlook first and go ahead and send a meeting request for a time that looks good for all attendees. They can always suggest another time if the suggestion doesn't work for them. Check the screenshots below to see this in action in Outlook 2007 and iCal.

Outlook 2007 - New meeting request popup:

Outlook 2007 - New meeting request popup

Outlook 2007 - "Scheduling Assistant" screen. One attendee is busy during the suggested time.:

Outlook 2007 - Scheduling Assistant screen. One attendee is busy during the suggested time.

Mac iCal - Event creation popup and "available meeting times" popup. One attendee is busy during the suggested time.:

Mac iCal - Event creation popup and "available meeting times" popup. One attendee is busy during the suggested time.

 


 

09/30/10 - Tech Tip - Online Faculty/Staff Telephone Directory (Campus Information)

You can get to the faculty/staff telephone directory from the APSU website by clicking on "Directories" at the top of the page. You can also access the directory using the "Peay Mobile" iPhone/iPad app. As we continue to make improvements to the on campus telephone system, we plan for users to have access to the directory from the display on their desk phones in addition to the web access.

 


 

09/23/10 - Tech Tip - List of Employee Discounts from HR on APSU Website (Savings)

Human Resources maintains a list of various local businesses that provide APSU employees with discounts. By presenting your Govs ID card, you can save money on things like food, cell phone plans, visits to Tennessee state parks, and personal computers. Click on the link below to see the full list of places where you can save money.

http://www.apsu.edu/human-resources/discounts


09/16/10 - Tech Tip - Emergency Telephones on Campus (Security)

In the event of an emergency, look for a phone! We currently have 37 emergency call boxes, 19 blue tower phones, and 16 elevator phones placed all over campus. These phones are a joint effort between Telephone Services and Campus Police. When you press the call button, an emergency operator at Public Safety will respond immediately. Follow the link below for photos and a full list of locations.

http://www.apsu.edu/information-technology/emergency-campus-phones


08/26/10 - Tech Tip - Filling Out Web Forms (Back to Basics)

When you’re filling in the boxes on a Web page form (like City, State, Zip), in most instances, you can press the Tab key to jump from box to box, rather than clicking. Add the Shift key to jump through the boxes backwards.


07/22/10 - Tech Tip - Searching for a Phrase Using Quotation Marks

When you’re searching for something on the Web using, say, Google, put quotes around phrases that must be searched together. For example, if you put quotes around “electric cars,” Google won’t waste your time finding one set of Web pages containing the word “electric” and another set containing the word “cars.”


07/15/10 - Tech Tip - Quickly Viewing the Desktop (Keyboard Shortcuts)

You can hide all windows, revealing only what is on the computer desktop, with one keystroke: hit the Windows key and "D" simultaneously in Windows, or press F11 on Macs. It is great when you want examine or delete something you have just downloaded to the desktop, for example. Press the keystroke again to return to what you were doing.


07/01/10 - Tech Tip - Finding a Particular Word in a Document or Web Page (Productivity)

If you are looking at a long document and need to jump right to the spot where a particular word is mentioned, in nearly all programs (Word, Internet Explorer, Firefox, Adobe Reader, etc.) you can quickly jump to that spot by using the keyboard shortcut Control+F ("F" stands for "find") or Command+F on a Mac. This can be a huge timesaver when you know what you are looking for.


06/24/10 - Using Google Docs for Instant Document Collaboration (Productivity)

Google Docs is great to use when you are working with someone else on a text document, spreadsheet, or presentation. No need to pass the copy around for edits, or e-mail the document back and forth. You can even work with other people on the same document at the same time. Check out http://docs.google.com/ to get started.


06/17/10 - Display the Quick Launch Bar (Windows XP)

The Quick Launch bar is a list of shortcuts to your favorite programs. You can use it to open programs with a single click, without having to go through the “Start” menu. XP displays the Quick Launch bar by default, so it might already be part of your taskbar. Look for the Quick Launch bar directly to the right of your “Start” button. If you are not seeing it, you can display it by right-clicking your taskbar, clicking “Toolbars”, and then clicking “Quick Launch”. Windows 7 tips starting soon.


06/03/10 - Tech Tip - Locking Your Computer When Not in Use (Security)

Locking your computer when you’re away from your desk is an important part of keeping our campus safe, especially if you work in an area with easy public access. When you're about to leave for a meeting, lunch, etc., press CTRL+ALT+DEL on your PC then "Lock Computer". On a Mac, under the Account dropdown menu, click "Login Window". To see some screenshots, click the On The Web link below.

Windows XP: Lock Computer Button

Lock Computer screenshot on Win XP

Mac 10.6 Account Dropdown with Login Window Option

Login Window Option

Mac 10.6 Login Window (Computer is effectively locked)

Mac Login Window

If you don't see the Account dropdown as shown above, you need to visit System Preferences and choose the Accounts option.

System Preferences and Accounts

1) Choose "Login Options". 2) Make sure "Automatic Login" is Off. 3) Check the box for "Show fast user switching menu as icon".

Adjusting login options screenshot


05/27/10 - Tech Tip - Stay Up-to-date On Industry News By Using an RSS Reader (Productivity)

Finding it tough to stay current on the news for your professional field? Many websites today publish their news via a technology called RSS. If you're still visiting your favorite news sources one-by-one, consider switching to an RSS reader such as Google Reader. It will save you loads of time because the news comes to you! Here's a video explaining how RSS works: http://is.gd/crDp1

 


 

05/20/10 - Tech Tip - Taking Screenshots on a Mac

To easily take a screenshot on a Mac, you can press Command+Shift+3. The screenshot will be automatically be saved to your desktop as a PNG file. To have the screenshot copied to your clipboard instead of saved as a file, press Command+Control+Shift+3.
Screenshots on a PC: http://www.apsu.edu/computer/techtips.aspx#printscreen


05/13/10 - Tech Tip - Microsoft Excel - Copying Cell Fonts and Colors to New Cells Using Format Painter

If you’ve got a particular cell formatted just right and you want to make other spreadsheet cells look that same way, try using the Format Painter button. Click the formatted cell, then the Format Painter button, and then the cell that needs to be formatted. If you double-click on the button, you can paint the style to more than one cell. Have a look at the screenshot below, which shows the Format Painter button being used in Excel.

Screenshot of clicking on the Format Painter button in Excel


05/06/10 - Tech Tip - What’s on the Menu

Want to quickly find out what’s being served this week at the APSU Cafeteria in the Morgan University Center? There are two quick ways: 1) In OneStop, click on the “Life” tab and choose “APSU Cafe” from the “What’s on the Menu” section. 2) Visit the dining site at http://www.dineoncampus.com/apsu/ and you’ll see a listing at the lower-right. Have a look at the screenshots below, which show what to look for in your browser.

OneStop:
Screenshot of OneStop with arrow pointing from Life tab to whats  on the menu dropdown selector

Dining Website:
Screenshot of dining website with arrow pointing to the menu at  the lower-right


04/29/10 - Tech Tip - Recognizing Secure Websites

When working on the web, it can be difficult to know if a website is secure. The best things to look for are “https” at the beginning of the web address (instead of the usual “http”) or a lock icon somewhere in your browser window. Have a look at the screenshots below, which show what to look for in your browser. Also, there is a great video covering this topic at http://tinyurl.com/y9ant6b

Firefox 3.6:
Firefox screenshot showing the lock icon and https

Internet Explorer 8:
Internet Explorer 8 screenshot showing lock icon and https


04/22/10 - Tech Tip - Previewing Email Attachments Before Opening Them

In Outlook you can preview the contents of an attachment without opening it. First select an email message that contains an attachment (paperclip). In the Preview pane you see the message body, but you will also see the attachment just above the message. Clicking this button previews the file. If you are using the Mail application on Mac OSX, you can press the Quick Look button to see the preview.

Outlook 2007:

Screenshot of the outlook attachment button

Mac Mail:

Screenshot of the Quick Look button in Mail

Screenshot of a quick look preview open on screen


04/15/10 - Tech Tip - Searching .edu Web Sites on Google

Did you know that you can run a Google search that retrieves only results from educational institutions? When searching, type “site:.edu” along with your keywords. For a more specific search, add a more specific domain name such as “site:apsu.edu” to search the entire APSU network of sites. Find more search techniques by clicking on the “Advanced Search” link to the right of the main search box.


04/08/2010 - Tech Tip - Application Switching

Within both Windows and Mac computers, there’s a very quick way to move from one open application to another without using your mouse. If you press Alt + Tab on Windows, or Command + Tab on Mac, you will see a small popup appear that has icons that represent all of your open applications. Continue holding down the Alt (or Command) key and press the tab key repeatedly. Each time you press the tab key, you’ll notice that the “highlight box” moves one spot to the right. When you get the application you want highlighted, release the Alt (or Command) button and you’ll automatically switch to that application. Bonus Tip: If you want to move in the opposite direction through the list, you can press Alt + Shift + Tab on Windows or Command + Shift + Tab on Mac.


7/31/2008 Tech Tip

Since my last day is quickly approaching, this will be my final tech tip. Most of my tips have come from the experience of using many technologies, but there are many other resources available. Don't be afraid to use your product's support website (microsoft.com, apple.com, etc) and internet search engines (google.com, yahoo.com, etc) to find the answers to your questions!


7/25/2008 Tech Tip

Looking for computer shortcut keys? Browse to http://support.apple.com/kb/HT1343 for a list of Mac shortcut keystrokes and to http://support.microsoft.com/kb/126449 for a list of Windows shortcut keystrokes.


7/24/2008 Tech Tip

Looking for technology tips on using Outlook? Browse to Microsoft Top Tips for Outlook website at http://office.microsoft.com/en-us/outlook/HA010970221033.aspx


7/23/2008 Tech Tip

Looking for Microsoft Office Tech Tips? Please browse to Microsoft's Office Help and How-To website. Be sure to check out the free webcasts and online training near the bottom of the page.


7/21/2008 Tech Tip

What does the future hold for security? Look for laptops soon that require two-part authentication. The first part needed for authentication will be "something you know", like your traditional, typed password. The other part required will be "something you have" such as a plugged in thumb drive, your fingerprint or even your voice. Without both pieces, you will not be able to access the computer.


7/18/2008 Tech Tip

Be wary of social engineering. Not all data breaches occur through electronic media. Some can even occur through day-to-day conversation. Confirm the identity of information requesters by asking several security questions that only the information owner would know. If someone is asking for your private data, don't be afraid to question them until you are confident they should have the information.


7/17/2008 Tech Tip

We must work diligently to protect our users' personally identifiable information, financial data and academic records. It is important to regularly investigate and remove data that should be kept confidential from our computers, portable media and share locations. Your personal web site is not a remote disk drive; confidential information should never be stored on a public web site.


7/16/2008 Tech Tip

Never leave your portable computer unattended in a public area which includes your vehicle. Take your laptop home first or lock it up at work instead of leaving it visible inside your car. Placing valuables in your trunk after parking is never a deterrent, it will only show criminals where to look first.


7/15/2008 Tech Tip

Security Tips Week! In order to protect your privacy and our technical resources, ALWAYS KEEP YOUR PASSWORDS CONFIDENTIAL. Never give your password to any another user, INCLUDING Information Technology. If you must write down passwords, be sure that they are kept in a secure location like a locked drawer.


7/14/2008 Tech Tip

Jim Spriggle sends us a tip on using visual voicemail. APSU voicemail can be listened to and managed through Outlook or Entourage. Browse to http://www.apsu.edu/telephone for instructions.


7/11/2008 Tech Tip

Today's tip comes from Joan Ferrier in Telephone Services. If you have no dial-tone and see "HANG UP!" on your phone's LCD, you may have pressed the "Headset" soft-key. Soft-keys are the context sensitive, LCD options MUTE REDIR HSET displayed under the time and date. Soft-keys are toggled by physical buttons beneath each word. Simple press the button beneath HSET to recover from the above issue.


7/10/2008 Tech Tip

Having trouble understanding a voicemail message? While listening to the message, press the 1 key to pause playback. Next, press the 7 key to decrease its speed or the 4 key to increase its speed. Finally, press the 1 key again to continue listening. Additionally, while the message is paused, you can press the 6 key to increase volume or the 9 key to decrease volume (example: 1-6-1 or 1-9-1).


7/9/2008 Tech Tip

Need to access your voicemail while off campus? Dial 221-1111 (add 931 if appropriate) and press the # key as soon as the line picks up. If you are a faculty member, press 1 OR if you are a staff member press 3. Finally, type in your four-digit telephone number and your PIN to gain access to your voicemail. To check my voicemail from home, I dial 221-1111 and then type #37689 and then my PIN.


7/8/2008 Tech Tip

Have you ever missed a critical piece of information while listening to your APSU voicemail? Before the message ends, press the 3 key on your telephone to rewind the message in 5 second increments.


7/4/2008 Tech Tip

Is your directory information from the previous tips incorrect? Please send the corrected information to helpdesk@apsu.edu so that Information Technology can correct it.


7/3/2008 Tech Tip

Searching for an employee's PO Box? Need to find the fax number for a department? Use the online phone directories located at http://www.apsu.edu/phonedir. The "Faculty/Staff/Administration" link will allow you to search for employees while the "Department" link will allow you to search for departmental contact information.


7/1/2008 Tech Tip

Today's tip comes from Carol Clark. Outlook signature lines can help your recipients contact you by phone, mail or in person. To setup a signature line, click on "Tools", then click "Options". Next click the "Mail Format" button and finally "Signatures". In addition to your name, please include your phone number, PO Box and office location!


6/28/2008 Tech Tip

Want to use your XP "My Pictures" folder as your screensaver? Click the "Start" button and then "Control Panel". Next, double-click on the "Display" icon and then click the "Screen Saver" tab. Finally, select "My Pictures Slideshow" from the "Screen saver" drop-down list and click the "OK" button.


6/27/2008 Tech Tip

Add your Internet Explorer Favorites List to your Start Menu by right-clicking on an empty area of your program taskbar and selecting "Properties" from the short-cut menu. Click on the "Start Menu" tab and then click the "Customize..." button. Place a checkmark next to "Favorites menu" and then click "OK".


6/26/2008 Tech Tip

Want to find a balance between desktop performance and appearance in Windows XP? Right-click on "My Computer" and then select "Properties" from the short-cut menu. Click the "Advanced" tab and then click the "Settings" button in the "Performance" section. Select the "Adjust for best performance" to disable desktop animations. You can also use the "Custom" checkboxes to tailor your experience.


6/25/2008 Tech Tip

You can create your own keyboard combinations for desktop shortcuts. Right-click on a desktop shortcut and select "Properties". Single-click in the "Shortcut key" text box and press a keyboard letter. Windows will prepend "CTRL+ALT+" to that letter. Click "OK" and then test your new key combination! To clear your letter, press the space bar as the "Shortcut key".


6/24/2008 Tech Tip

Having trouble finding a program on your "Start" menu? Organize it by clicking the "Start" button, highlighting "Programs" and then right-clicking within the program list that appears. Select "Sort by Name" to reorder your programs in alphabetical order.


6/23/2008 Tech Tip

Since computers, cell phones and other electronic devices can contain toxic chemicals and materials, you should never throw them out with household waste. Instead, find places to recycle your old electronics by browsing to http://earth911.org/recycling and typing what you want to recycle and your zip code into the top box!


6/20/2008 Tech Tip

When you can, save paper by reading documents on-screen instead of printing them out. If you decide to print a document, print on both sides by clicking "Print...", "Properties" and then select the "Print Both Sides" checkbox.


6/19/2008 Tech Tip

Looking to buy a new computer? To further maximize your energy savings, look for products that are compliant with the government's Energy Star program! http://www.energystar.gov/index.cfm?fuseaction=find_a_product.showProductCategory&pcw_code=OEF


6/18/2008 Tech Tip

Want to further reduce your computer's power usage? Click the "START" button, then click "Control Panel" and finally double-click "Power Options". Select 15 minutes (or fewer) for the "Turn Off Monitor" option and select 20 minutes for the "Turn Off Hard Disks" option.


6/17/2008 Tech Tip

Want to save power at home and at work? Use the 'Turn off' option on your computer and other devices overnight. Electronic devices in 'stand-by' or 'hibernate' modes consume less power, but they still account for 5% of 'wasted' power consumption in the US. That 5% averages to more than $3 billion in annual energy costs.


6/16/2008 Tech Tip

The "Office Community Clips" website allows web users to share help videos for Microsoft Office. Watch videos there to learn how to create "Simple Fractions with Linear Format" or "Make Word 2007 Single Spaced".


6/13/2008 Tech Tip

Markup characters can help you troubleshoot formatting differences between similar text blocks. To display markup characters in Word 2007, click the round "Office" button and then click "Word Options". Click the "Display" menu option and then place a check mark in "Show All Formatting Marks". Click the "OK" button to save.


6/12/2008 Tech Tip

Want to copy (CTRL+C) formatted text but paste (CTRL+V) it back as plain text in Word 2007? After pasting your text, click the “Paste Options” button that appears next to your pasted text. Select the "Keep Text Only" option to remove all formatting. “Paste Options” also has an option that will "Match Destination Formatting".


6/11/2008 Tech Tip

When using your mouse to select just a few letters of a word, Word 2007 will automatically highlight the entire word. To disable this feature, click the round "Office" button and then click "Word Options". Next, click the "Advanced" menu option and then uncheck the "When selecting, automatically select the entire word" option.


6/10/2008 Tech Tip

You can add new Word 2007 AutoCorrect entries by clicking on the round Office button, then clicking on "Word Options". Next, click on "Proofing". Type APSU in the "Replace:" text box, type Austin Peay State University in the "With:" text box and finally click the "Add" and “OK” buttons to save. Now whenever you type APSU in a document, it will be replaced with Austin Peay State University.


6/9/2008 Tech Tip

Want to use an APSU picture as your computer desktop background? Browse to http://go.apsu.edu/desktop_stuff.html and click a 1028x768 link. A large version of that picture will appear which you can right-click on and select 'Set as Background'. Be sure to also listen to the APSU songs on this page!


6/6/2008 Tech Tip

Did you know that The All State Student Newspaper has an online presence? Browse to http://www.theallstate.com/ to read articles about our campus!


6/5/2008 Tech Tip

Did you know that the APSU GIS center manages satellite imagery for Montgomery County? (Link removed.)


6/4/2008 Tech Tip

Do you have Apple iTunes on your computer? Extended Education and Public Relations maintain an Austin Peay branded iTunes University site for university audio and video. If you have Apple iTunes installed (http://www.apple.com/itunes/download/), browse to http://itunes.apsu.edu and click "Enter PUBLIC iTunes U Now" or login using your BannerID and PIN.


6/3/2008 Tech Tip

Did you know that Telephone Services maintains an online phone directory? Browse to http://www.apsu.edu/phonedir/ to search for your fellow employees! If you need a department's directory information, you can use http://www.apsu.edu/phonedir/department1.htm to search for phone and fax number, PO Box and location!


6/1/2008 Tech Tip

Want to learn a word a day? Click the "Content/Layout" button at the top left of the OneStop page. Next click the grey "My Tab" and then click the "Add Channel" button. Select the "Entertainment" category and click the "go" button. Highlight "Word of the Day" text and click "Add Channel". You can then click the "Back to..." link in the top left of the page and then "My Tab"!


5/30/2008 Tech Tip

Some OneStop channels can be removed by clicking the X button located at the top-right corner of each channel. Many channels are locked and cannot be removed.


5/29/2008 Tech Tip

Logged into OneStop yet? If so, you'll notice two important resources: the Web Self-Service tab and the Outlook button. Clicking Web Self-Service will automatically log you into your employment records. To access Outlook, you will have to type in your employee email address and password just once. OneStop will save this data and automatically log you into email the next time you access!


5/28/2008 Tech Tip

Have you logged into the OneStop portal (http://onestop.apsu.edu)? Your username is usually your first initial followed by your last name (and may also have a number tacked onto the end) and your password is your 6 digit PIN -the same that you use for Web Self-Service (http://webss.apsu.edu). OneStop aggregates information from many web sources into convenient 'tabs' and 'channels' behind a single login. More OneStop tips to come this week!


5/27/2008 Tech Tip

Need to select a single word in document? Double-click it! Need to select an entire paragraph? Triple-click it!


5/23/2008 Tech Tip

Want to add a personal signature to your Outlook email? Click TOOLS on the menu line, then select OPTIONS. In the Options dialog box, click the MAIL FORMAT tab and then the SIGNATURES... button. Then add your Contact Information to the EDIT SIGNATURE text box and click OK!


5/22/2008 Tech Tip

Want to be sure you have the latest data in Internet Explorer? Hold down CTRL while pressing the F5 key to force the page to refresh.


5/21/2008 Tech Tip

Today's Tech Tip will be on break until Wednesday, May 21st!


5/17/2008 Tech Tip

Computers and electronics can be hazardous to our the environment if they are not properly disposed of. Several Tennessee universities have scheduled both organizational and general public recycling events. For more information, click the link below!


5/14/2008 Tech Tip

Using the CTRL key and the cursor arrows, you can quickly navigate through Microsoft Word. CTRL+LEFT will move your cursor to the beginning of the previous word, while CTRL+RIGHT will move your cursor to the end of next word. CTRL+UP will move your cursor to the beginning of your paragraph and CTRL+DOWN will move your cursor to the end of the paragraph.


5/13/2008 Tech Tip

To quickly make a copy a file, press and hold the CTRL key and, with your mouse, click and hold on the file. While holding these buttons, you can drag and drop the file to make a quick copy.


5/10/2008 Tech Tip

Need a screenshot of your current application? Hold down the ALT key while pressing the PRINTSCREEN button. This will capture a picture of only the active application and place it in the Windows 'Cut-Copy-Paste' Clipboard. You can then open Microsoft Word and press CTRL+V to paste the screenshot in a document!


5/9/2008 Tech Tip

On a Microsoft Windows computer, the F4 key is used to quickly close applications. ALT+F4 will close your active application. If there are no active applications, ALT+F4 will shut down Windows. CTRL+F4 closes only a single document, but will leave the application running. For example, if you have two Microsoft Word documents open, CTRL+F4 will only close one document.


5/8/2008 Tech Tip

Need to search in a hurry? The F3 key will open the "Find" utility in most Microsoft Windows applications! If your applications are all minimized (WIN+D), pressing F3 will bring up Microsoft's Desktop Search program.


5/7/2008 Tech Tip

Wonder what the F2 key is used for? Pressing F2 while you have a file selected will allow you to rename that file. If you select multiple files and press F2, Windows will add a sequential number to each filename to keep it unique.


5/6/2008 Tech Tip

Did you know that pressing the F1 key will open help in most Microsoft Windows programs? Try it now!


5/6/2008 Tech Tip

The "Rules and Alerts" option in Microsoft Outlook can be set up to automatically sort new emails based on your rules. To discover how to move all emails from the APMail Student Email system to a specific folder in your Inbox, click the link below.


5/5/2008 Tech Tip

Need an electronic to do list? Microsoft Outlook has a built in Task List that will help you keep track of, document the hours and even assign tasks to other Microsoft Outlook users. Click the link below for more information.


5/2/2008 Tech Tip

You can categorize individual emails into fields that serve as criteria for sorting using Microsoft Outlook. Click the link below to find out how.


5/1/2008 Tech Tip

Since emails stored in PST folders do not count towards your Exchange Mailbox size limit, we can use them to reduce or even eliminate mailbox size limit warnings. We expand on yesterday's tech tip by creating sub-folders within our PST folder. Click the link below for instructions.


4/30/2008 Tech Tip

Do you receive Microsoft Outlook email notifications that you are low on mailbox space? Instead of deleting emails, you can set up an Outlook Personal Folders File (also called a PST file). Click the link below for step-by-step instructions!


4/29/2008 Tech Tip

Have you ever been on vacation and needed to know the show times of a Friday night movie in the area? What if you also needed turn by turn directions to the local theater? If you have a cellular phone with a text message plan, you have the answers in the palm of your hand! Click the link below to find out how.


4/28/2008 Tech Tip

The APSU Felix G. Woodward Library maintains many online digital resources. Through use of these resources, digital books can be "checked out" and read on your work computer! To find out how to use the Safari Books Online catalog to read books about Office 2007, click the link below.


4/27/2008 Tech Tip

Did you know APSU faculty, staff, students and alumni qualify for a discount on personal computers purchased through a specific Dell website? Did you know that Tennessee has a Special Sales Tax Holiday Weekend for computer purchases under $1,500 from April 25th until April 27th? Click the link below for more details.


4/25/2008 Tech Tip

Have you ever accidentally deleted an email and wished there was a way to recover it? If you are using Outlook XP or 200x, you can! Click the link below for more information.


4/23/2008 Tech Tip

APSU has a new employee email system! Click the link below to access resources that will help you transition from Exchange 2003 to Exchange 2007!


4/22/2008 Tech Tip

Windows XP has many Accessibility options for people with disabilities, but alternate access methods are also useful for increasing workplace efficiency! For example, keyboard shortcuts can be critical for those that have trouble using a mouse or seeing a cursor, but we have all benefited from their use. For more examples, please click the link below!


4/22/2008 Tech Tip

Have you found the hidden, Publications and Public Relations home page jumper? For a hint, click the link below and resolve the anagram in Today's Tech Tip!


4/21/2008 Tech Tip

Austin Peay State University employees will never ask you for your password. Your password should always be kept CONFIDENTIAL. Click the link below for information about spotting a scam message.


4/18/2008 Tech Tip

Wondering where your favorite Office 2003 commands are located in the new Office 2007 interface? Matthew Ferrier at the AP Helpdesk sends us the following interactive Office 2003 to Office 2007 command conversion guides. Click the link below for more information!


4/14/2008 Tech Tip

As more programs and files are installed on your Microsoft Windows computer, the files on your hard disk drive can become fragmented. One way to speed up your computer is to Defragment the files on your hard disk drive regularly. To find out how, click the link below!


4/11/2008 Tech Tip

Using Google Maps' interactive street level view, you can walk the streets of Nashville from the comfort of your desktop computer. Click the link below to begin your tour of major cities!


4/11/2008 Tech Tip

You can search for non-printing characters in Microsoft Word by using special key sequences. To find out how to search for occurrences of TAB+Austin Peay+PARAGRAPH in your Word document, click the link below!


4/10/2008 Tech Tip

Microsoft Windows will automatically run any CDs or DVDs placed into the CD/DVD ROM drive. While this feature is very useful the vast majority of the time, there are times when you may choose to skip autorun. Doing so is as simple as holding down the SHIFT key while while closing the CD/DVD tray! For a bonus tip, click the link above!


4/9/2008 Tech Tip

Institutional Research sends us today's tip! Many campus users have switched from Office XP to Office 2007. Without an 'add-on', Office XP cannot open documents saved in the default Office 2007 docx format. If you need to open an Office 2007 document using Office XP, click the link below.


4/8/2008 Tech Tip

Google has many hidden features. Did you know Google is a calculator, a measurement converter and a dictionary? Click the link above for information on how to use these advanced search features!


4/4/2008 Tech Tip

The Office 2007 "Ribbon" toolbar can be daunting. You can make Office 2007 much more efficient by storing commonly used icons on the Office Quick Access Toolbar. For instructions and for Today's Tech Challenge, follow the web link below!


4/4/2008 Tech Tip

In addition to scrolling, most PC mouse wheels can be used as a clickable button. If you hear and feel a slight 'click' when you lightly push down on your mouse wheel, then you have a third button on your mouse. Browse to the web link below to learn a great use for this button!


4/2/2008 Tech Tip

Information Technology recommends that you change your university password to a strong password several times per year. To find out how, and to find out whether "mr fluffykins" is a strong password, click the link below! Oh, the suspense!


4/1/2008 Tech Tip

Getting back to your Windows Desktop can be a chore if you have lots of applications open. To "Show Desktop" quickly, hold down the "Windows" key while simultaneously pressing the "D" key (WIN+D). Since this is a toggle keystroke, pressing it again will open all your windows in the order that they appear on your Windows Start bar. For a more advanced keystroke, please click the link below!


3/29/2008 Tech Tip

Did you know that Microsoft Office 2007 can save documents as PDF? Click the round "Office" button (top right of the window), highlight "Save As" and then click "PDF or XPS". Select a save location, type a filename and click the "Publish" button! The PDF document format is excellent for viewing, sharing, printing and uploading to web sites!


3/28/2008 Tech Tip

You can lock your Microsoft Windows computer with a simple keystroke! To lock your computer, press and hold the "Windows" key (located between the bottom-left side CTRL and ALT keys) while simultaneously pressing the "L" key. This keystroke is referred to as WIN+L. Unlocking your computer is identical to the logon process. Simply press the "CTRL", "ALT" and "DELETE" keys simultaneously and then enter your logon password. Information Technology recommends that you lock your computer whenever it is not in your direct control.


6/11/2007 Tech Tip

When using your mouse to select just a few letters of a word, Word 2007 will automatically select the entire word. To disable this feature, click on the round Office button, then "Word Options". Next, click the "Advanced" menu option and then uncheck "When selecting, automatically select the entire word."


Press F1 for Help

Did you know that pressing the F1 key will open help in most Microsoft Windows programs? Try it now!


Using Microsoft Office Rules and Alerts to Automatically Sort Messages

Microsoft Outlook's "Rules and Alerts" allows Outlook to automatically sort new emails based on the rules that you set up. For instance, if you want to move all emails sent to you from the APMail Student Email system to a specific folder inside of your Inbox, you would use the "Rules and Alerts" application to do so.

  1. To set up a Rule, first create a new sub-folder within your Microsoft Outlook Inbox by right-clicking on your "Inbox" and selecting "New Folder..." (Figure 1). Name your folder and then click the OK button (Figure 2).

  2. Next, click Tools on the menu line and then click Rules and Alerts... (Figure 3).

  3. In the "Rules and Alerts" dialog box, click the New Rule... button (Figure 4).

  4. Review the different rule templates in the "Rules Wizard" dialog box. Please click on the Check messages when they arrive option under "Start from a blank rule" and then click the Next > button (Figure 5).

  5. There are many options on the next page of the "Rules Wizard". We will want to click and "check" the with specific words in the sender's address checkbox. Under the "Step 2: Edit the rule description (click an underlined value)" section, click the underlined phrase "specific words" (Figure 6).

  6. In the "Search Text" dialog box, type apmail.apsu.edu into the "Specify a word or phrase to search for in the sender's address:" text box and then click the Add button and then the OK button.

  7. Back in the "Rules Wizard" dialog box, click the Next > button to display the next step. In the "Step 1: Select action(s)" section, click the move it to the specified folder checkbox. In "Step 2: Edit the rule description (click an underlined value), click the underlined word "specified" (Figure 8)

  8. In the new "Rules and Alerts" dialog box, browse to and click on the new sub-folder that you created in step 1 and then click the OK button (Figure 9).

  9. At this point, you can safely click the Finish button on the "Rules Wizard" dialog box and the OK button on the "Rules and Alerts" dialog box. Any new messages that come into your Inbox will now be sorted based on the rule that you have set up! There are many other rules templates and rules options for you to discover!

Figure 1
New Folder menu option is circled

Figure 2
Create New Folder - APMail

Figure 3
Menu option for Tools - Rules and Alerts

Figure 4
New Rule button is circled

Figure 5
Rules Wizard window - Check new messages when they arrive is circled

Figure 6
Conditions - with specific words in the senders address - Step 2 - Specific words is circled

Figure 7
Search Text popup - apmail.apsu.edu is typed in

Figure 8
Rule - move it to the specified folder. Step 2 - specified folder is circled

Figure 9
APMail folder circled


Using Microsoft Outlook's Task List

Need an electronic to do list? Microsoft Outlook has a built in Task List that will help you keep track of, document the hours and even assign tasks to other Microsoft Outlook users!

To create a new task, click File on the menu line, then highlight New > and finally click the Task option (Figure 1. Note that the short-cut key is CTRL+SHIFT+K).

As you see in figure 2, you fill out the form with the necessary information and then save your task.

Once the task has been saved to your task list, you can view it by clicking on Tasks in your Outlook folder list (Figure 3). You can view details of the task by double-clicking on the title.

With the task window open, you can add status information to your task by clicking the "Details" button on the Office Ribbon bar (Figure 4).

If you click the Assign Task button on the Microsoft Office Ribbon bar of the Task details window, the "To:" email field is added to your Task details window (Figure 5). After filling in the details, you can click the Send button to send the task to the person you have assigned it to (Figure 6).

Figure 1
File - New - Task menu option

Figure 2
Save and Close button is circled

Figure 3
Tasks is circled on left pane. Post Friday Fun Tech Tip! is circled on the right pane.

Figure 4
Details button circled in red

Figure 5 - Task Sender
Email To - Wooden, Reggie

Figure 6 - Task Recipient
Accept is circled on this meeting request


Using Categories in Microsoft Outlook

You can categorize individual emails into sort-able fields using Microsoft Outlook.

To start, you may have to add the "Categories" field to your email title bar.

  1. Right-click on the Outlook email heading bar, highlight and then click the Field Chooser option (Figure 1). Hint: The Outlook email heading bar will be the bar directly above your last email. There should be text such as "From", "Subject", "Received" on the Outlook email heading bar. Clicking on these headings will sort your email by the name that you click.

  2. In the "Field Chooser" dialog box, use your mouse to click, hold, drag and then drop the "Categories" bar to the Outlook email heading bar (Figure 2). Hint: If this field is already on your Outlook email heading bar, it will not appear in the "Field Chooser" dialog box.

  3. Next, select a single email and then click Edit on the menu line, highlight Categories > and then click All Categories... (Figure 3). Hint: If you don't select a single email, you may get a warning message that "any changes will apply to all your email messages".

  4. In the "Color Categories" dialog box, you can choose to "Rename" or create entirely "New..." categories. In figure 4 below, I have renamed my "Blue Category" to "Student". When you have set up all your categories, click the OK button.

  5. To categorize an email, all you have to do is right-click over the email message, select Categorize > from the short-cut menu and then select your category (Figure 5)!

  6. After you have categorized your email, you can click the "Category" text in the Outlook email heading bar to sort all your categorized emails (Figure 6)!

Figure 1
Field Chooser menu option is circled

Figure 2
___________

Figure 3
Menu option All Categories is circled

Figure 4
Student label being renamed

Figure 5
Categorize as Student circled

Figure 6
Categories - Student - 1 item


Organizing Email in Microsoft Outlook

Since emails stored in PST folders do not count towards your Exchange Mailbox size limit, we can use them to reduce or even eliminate mailbox size limit warnings. We expand on yesterday's tech tip by creating sub-folders within our PST folder.

With the tip below, we are going to replicate some of the folders in our Exchange Mailbox within the PST folder..

  1. To do so, click File on the Menu line, highlight New >, and then click Folder... (Figure 1. Note also that the shortcut key is CTRL+SHIFT+E).

  2. In the "Create New Folder" dialog box, first make sure that your PST folder is selected ("Jan2007-Jan2008" in my case). If it is not, click it to highlight it (Figure 2).

  3. Next, type in "Sent-PST" as the "Name:" (Figure 2).

  4. When you click the OK button, you will see that a new sub-folder has been created within your PST folder (Figure 3).

  5. You can now "drag-and-drop" messages from your Exchange Mailbox "Sent Items" folder to your PST folder "Sent-PST" folder!

    • Please note that any items you place in your "Sent-PST" folder will only be available on the computer where you created the PST folder on.

For a challenge, create a "Deleted-PST" and "Inbox-PST" to store the appropriate archived emails!

Figure 1
Screenshot showing File New Folder menu option

Figure 2
Create New Folder popup window

Figure 3
Outlook screenshot with Sent-PST circled


Archiving Email in Microsoft Outlook

Do you receive APSU email notifications that you are low on mailbox space? Instead of deleting emails, you can set up an Outlook Personal Folders File (also called a PST file). Please heed this warning: PST files are stored on your local computer and are only accessible from the computer that you create them on. So, if you create a PST file on your work computer, the emails you copy to it will not be accessible on your home computer or any other computer you access email from.

  1. To create a PST file, click the File menu option and then highlight "Data File Management... (Figure 1).

  2. In the "Account Settings" dialog box, click the Add... button (Figure 2).

  3. In the "New Outlook Data File" dialog box, make sure "Office Outlook Personal Folders File (*.pst)" is selected and click the OK button (Figure 3).

  4. In the "Create or Open Outlook Data File" dialog box, it is ok to accept the defaults and simply click the OK button (Figure 4).

  5. In the "Create Microsoft Personal Folders" dialog box, type in a recognizable name for your PST file and click the OK button (Figure 5)!

You now have an Outlook Personal Folders File (PST) on your local computer (Figure 6)! Upon creation, there are only two folders in your new PST file. Tomorrow's Tech Tip will explain how to create new folders in order to organize your Inbox and your PST files!

Figure 1
Data File Management menu option is circled

Figure 2
Account Settings - Add

Figure 3
Screenshot with New Office Outlook Personal Files Folder - pst - selected

Figure 4
Save as PST file popup on Windows

Figure 5
Popup for Create Microsoft Personal Folders with Name Jan2007-Jan2008 circled in red

Figure 6
Folder Jan2007-Jan2008 circled


Search Google with your Cellular Phone's Text Messaging

Have you ever been away from your computer and needed to know the show times of a Friday night movie in the area? What if you also needed turn by turn directions to the local theater? If you have a cellular phone with a text message plan, you have the answers in the palm of your hand!

You can search Google by sending a text message to 466453 (which translates to "GOOGLE" on most telephone keypads). Please use http://www.google.com/intl/en_us/mobile/sms/ to first experiment online with Google SMS before using your cellular phone (see Notes below)!

Review the instructions on the Google SMS page. Then, in the text box, type in your zip code, the keyword movie, the name of the movie and finally, click the "SEND" button. On the simulated phone to the right of the "SEND" button, Google will post a couple of text messages containing the running time, rating, genre, critics score along with the showtimes, addresses and phone numbers for theaters near you! As an experiment, type in 37043 movie dr seuss into the text box and click the "SEND" button.

So you now need directions to this theater? In the text box, type the keyword directions, followed by your starting address, then the keyword to and last, your ending address. For example, type in directions 601 college street 37043 to 1810 tiny town rd into the text box and click the "SEND" button!

Want to see the local weather forecast? Or how about the score of the Cubs game? There are other keywords that you can experiment with at the bottom of the Google SMS web page!

Notes: It is very important that you not text message while driving! If you want to use this service while on the road, you should always safely park your vehicle before messaging.

Depending on your cellular service text messaging rate, there may be a charge for each message sent and received. Please contact your cellular service provider if you are not sure if and how much text messages costs!


Online Technology Books Available Through the APSU Library

Austin Peay State University's Felix G. Woodward Library maintains many online databases that have access to digital resources. Using these resources, many digital books can be "checked out" and read on your work computer! For example, you can use the Safari Books Online catalog to read books about Office 2007.

To do so, please review the instructions at http://library.apsu.edu/inform/21Safari.htm. Once you are familiar with the instructions, scroll back up to the top of the Safari instruction page and click the Use Safari Tech Books Online link located in the beige bar. (Please remember from the instructions that if you are at a computer located on-campus, you will be automatically logged into the Safari Books Online web site. If you are using a computer that is located off-campus, you will have to enter your BannerID to gain access to the Safari Books Online catalog.)

Next, type Office 2007 into the "Search" text box located near the upper, left hand corner of the page and click the "Go >" button. Locate a book of interest to you and click the title! You can then review the book summary and if it has information that is important to you, you can click the "Start Reading Online -->" button!

For more information about the APSU Woodward Library, please visit their web site at http://library.apsu.edu/


How to recover deleted, "Deleted Items"

Have you ever accidentally deleted an email and wished there was a way to recover it? If you are using Outlook 200x, you can! Outlook saves messages that you delete in the "Deleted Items" mail folder, but it also saves permanently deleted messages (*Note 1) for 30 days on the Exchange server. To review and recover these messages, first click on the Deleted Items folder. If your message is not in your Deleted Items folder, click on Tools in the menu line and then select Recover Deleted Items (Figure 1). In the "Recover Deleted Items From - Deleted Items" dialog box, click on the email message that you want to recover and then click the "Recover Selected Items" button!

Note 1: Permanently deleted messages are messages that you have deleted from your "Deleted Items" mail folder.

Figure 1
Tools - Recover Deleted Items

Figure 2
Recover Selected Items button is circled


APSU Discount from Dell on Home Computers

Did you know APSU faculty, staff, students and alumni qualify for a discount on personal computer purchases when using a specific Dell website? Combine this offer with the Tennessee Special Sales Tax Holiday Weekend for computer bundle purchases under $1,500 from April 25th until April 27th and you can save even more!


Hidden Homepage Jumper

Have you found the hidden, Publications and Public Relations department's home page jumper? For a hint, resolve the anagram below, then browse to http://www.apsu.edu and click the words that match the anagram's answer!

Anagram Clue: PEANUT SAY I

Screenshot of old jumper home page with the gov mascot on it


Accessibility for Everyone

Windows XP has many options to increase its Accessibility for those among us with disabilities. These alternate options are also very useful for increasing workplace efficiency and productivity! As an example, keyboard shortcuts can be critical for those that have trouble using a mouse or seeing a cursor, but everyone has benefited from the use of this technology. Here are a few Accessibility options that I find useful. For an added challenge, try to reach these options without use of your mouse.

CTRL +/-
While on a web page, if you hold down the CTRL key while pressing the + key (plus), the text size will increase. If you hold down the CTRL key while pressing the - key (minus), the text size will decrease. Try it on this page now!

Reverse Left and Right Mouse Buttons
For those without the use of their right hand this option can be critical, but it is also useful for our lefties! Click the Start button and then the Control Panel option. Double click the Mouse option and then on the "Buttons" tab click the "Switch primary and secondary buttons" checkbox. Click the OK button to save your changes!

Accessible Method: WIN key to bring up the Start menu (or CTRL+ESC) and then press the C key until Control Panel is selected (or use your cursor keys to highlight Control Panel). You may have to press your ENTER key if the Control Panel doesn't open automatically. Highlight the "Mouse" icon using your CURSOR keys and then press your ENTER key. Use your TAB (if you pass this option, SHIFT+TAB will move the highlight backwards) and then your left and right CURSOR keys to highlight and select the "Buttons" tab. Next use your TAB key to highlight "Switch primary and secondary buttons"  and then press your SPACE bar to toggle the option on. Press TAB again until the OK button is highlighted and press the SPACE bar to save your changes.

Onscreen Keyboard
Windows XP has a built-in on-screen keyboard. To open the on-screen keyboard, click the Start button, then click the Run... option. Next type the letters osk in the "Open:" text box and click the OK button.

Accessible Method: Hold down the Start key on your keyboard, while simultaneously pressing the R key. If this doesn't automatically open the "Run.." dialog box, continue to press the R key until "Run..." is highlighted and then press the ENTER key. Type the letters osk into the "Open:" text box and press your ENTER key.

Narrator
*Please read this entire paragraph before following the procedure.
Microsoft Windows XP can read almost anything on the screen using a built in text-to-speech program. To use "Windows Narrator", click the Start button, then click the Run... option. Next type the word narrator in the "Open:" text box and click the OK button. As soon as you click the OK button, close your eyes and try to "mentally" see what the Narrator is reading to you. At the end of the Narrator explanation, open your eyes and review the "Microsoft Narrator" dialog box. Did it look like what you pictured? Next click the OK button on the "Microsoft Narrator" dialog box and listen to the entire explanation of the next window. This should give you a better idea of how Narrator works. Click the EXIT button and then click YES to exit Narrator.

Accessible Method: Hold down the Start key on your keyboard, while simultaneously pressing the R key. If this doesn't automatically open the "Run.." dialog box, continue to press the R key until "Run..." is highlighted and then press the ENTER key. Type the word narrator into the "Open:" text box and press your ENTER key.


Interactive Office 2003 to Office 2007 'command locator'

Today's tip comes from Matthew Ferrier at the AP Helpdesk! Microsoft has created interactive web pages that allow you to explore the Microsoft Office 2007 ribbon interface!

"Wondering where your favorite Word 2003 commands are located in the new Word 2007 interface? Or just want to explore the rich, new design with a little guidance?" -Microsoft Web Site

These guides cover the most popular commands in Office 2003 and show you where the commands are located in Office 2007.

Word 2003 to Word 2007
http://office.microsoft.com/en-us/word/HA100744321033.aspx

Excel 2003 to Excel 2007
http://office.microsoft.com/en-us/excel/HA101491511033.aspx

Outlook 2003 to Outlook 2007
http://office.microsoft.com/en-us/outlook/HA102221621033.aspx

Power point 2003 to Power point 2007
http://office.microsoft.com/en-us/powerpoint/HA101490761033.aspx

Access 2003 to Access 2007
http://office.microsoft.com/en-us/access/HA102388991033.aspx


Tennessee eWaste Recycling Event

Computers and electronics can be hazardous to our the environment if they are not properly disposed of. Several Tennessee universities have scheduled both organizational specific and general public recycling events. If you own a small business or are a registered non-profit, you can take your electronics to locations near Vanderbilt, the University of Memphis or East Tennessee State University from 9 am until 3 pm on May 14th through May 16th.

On May 17th, from 9am until 3pm, these locations will accept electronics from the general public!

For more information, please see the links below!

Vanderbilt -  Recycling information

University of Memphis - Organizational and General Public Recycling information
http://www.memphis.edu/erecycling.htm


Phishing Attack

Phishing is the act of sending an e-mail to a user falsely claiming to be an established legitimate enterprise in an attempt to scam the user into surrendering private information that will be used for identity theft. Phishing attacks plague the entire Internet community. Please review this fun animation as a reminder: Don't Be Scammed.

http://onguardonline.gov/media/game-0011-phishing-scams

Computer Viruses, Trojans and Worms spread by both randomly generating addresses and by “harvesting” email addresses they find on infected computers. Not only will they use these harvested addresses as recipients, they can also place the compromised email address in the “From:” area of an email. This makes it appear that the email is coming from someone the recipient trusts and further ‘bounces’ bad email back to the user found in the “From:” field. Some users have seen the results of this when they receive angry messages from colleagues asking them to clean their computer or have received system messages stating that a message (that they had actually not sent) could not be delivered.


Walking the Virtual Streets of Nashville

Google maps allows you to 'virtually' walk the streets of many major cities. Browse to http://maps.google.com and search for 120 Broadway Nashville. Next, click on the "Street View" link (Figure 1) in the "Address" dialog box. When you do this, streets outlined in blue are ones that can be 'walked'. Clicking the link also places a little orange person at your current location and the street view interactive picture replaces the "Address" results dialog box (Figure 2). You can now use your mouse to interact with the street view picture by clicking on the directional arrows (Figure 2) or even spin the picture around by clicking and holding your mouse button while dragging the picture left, right, up and down! If you want to 'jump' to another location, just click and hold the little orange person and drag them to another street outlined in blue!

How does this work? Google mounted a camera on vehicle which can film in 360 degrees. They then simply record video from all directions simultaneously, while driving on the streets of major cities!

Figure 1

Street View hyperlink is circled on google maps page

Figure 2

Broadway forward arrow and backwards arrows are circled in a Google street view


Defragmenting your Microsoft Windows Hard Drive

As more programs and files are installed on your computer, the files on your hard disk drive can become fragmented. File fragmentation occurs when the Windows Operating System breaks files into small chunks which will then fit more easily into the free space on your hard drive. One way to speed up your computer is to regularly "defragment" the files on your hard disk drive.

Warning: This process is very resource intensive. I recommend that you only start this process before you leave for the day and then let it run overnight.

Step 1 - Close all open programs.

Step 2 - Click the "Start" button, and then click "My Computer".

Step 3 - In the "My Computer" window, right-click on your "Local Disk (C:)" and select "Properties" from short-cut menu.

C: drive with popup - Properties is circled

Step 4 - Click the "Tools" tab and then click the "Defragment Now..." button.

Tools tab - Defragment Now button circled

Step 5 - Click the "Defragment" button. You will have to wait for the "Analysis" to complete as you may get a confirmation message.

Defragment button circled but disabled, status message shows C: Analyzing 98%

Step 6 - Be sure to lock your computer (WIN+L) before you leave for the day!


Search for Markup Characters in Microsoft Word

You can search for non-printing characters in Word by using special key sequences. For example, if you wanted to search for occurrences of TAB+Austin Peay+PARAGRAPH in your Word document, you would first open the "Find" utility (CTRL+F). To search for the "TAB" character, you would then type ^t in the search field. The ^ key is called the "caret" and shares the number 6 key on your keyboard (SHIFT+6). You can then further modify your search by adding the words Austin Peay and ^p to the Find text field. The full text in the find text field should be ^tAustin Peay^p

There are other non-printing characters you can search for by clicking the "More >>" button at the bottom left of the "Find" utility and then clicking the "Special" button at the bottom of the window!


 How to Bypass CD and DVD Autorun

Microsoft Windows Operating Systems will automatically run any CDs or DVDs placed into the CD or DVD ROM drive. While this feature is very useful the vast majority of the time, there are times when you may choose to skip autorun. Doing so is as simple as holding down the SHIFT key while inserting the CD or DVD!

Bonus Tip: If you just want to browse the CD/DVD, use the keystroke WIN+E to bring up explorer. Careful now, don't double-click the CD/DVD drive or you will AUTORUN the CD/DVD. Instead, click the 'plus' symbol next to the CD/DVD drive on the left side in the "Folders" panel!

D: drive is circled in Windows Explorer window


Open Office 2007 Documents with Office 2003/XP

This tip comes to us from Patty Mulkeen in Institutional Research. Many campus users have switched from Office 2003/XP to Office 2007. By default, Office 2007 saves documents in a format which cannot be opened by previous versions of the software (Office XP and prior). If you have Office XP or Office 2003, you can download and install the "Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint 2007 File Formats" from http://office.microsoft.com/en-us/word/HA100444731033.aspx. Thanks for the tip Patty!


Fun with Google

Google has many hidden features. Did you know Google is a calculator, a measurement converter and a dictionary? Try this, browse to www.google.com and type 1+1 or type in the word pi. Next try typing 10 dollars in euro or cups in teaspoons. Last, type in define:code or define:dress

You can also use several built-in keywords to filter your results. For example, if you wanted to search only Austin Peay web pages for PDF files that contain the words dress and code, you would use the two built-in keywords "site:" and "filetype:" to filter your search for "dress code". To do this, type site:www.apsu.edu filetype:pdf dress code in the Google search bar and then click the "Search" button!

Today's challenge is to find all www.apsu.edu websites that have the word "Information" in the page's title bar. Your hint is at http://www.google.com/help/operators.html


Office 2007 Quick Access Toolbar

The Office 2007 "Ribbon" can be daunting. You can make Office 2007 much easier to use by storing commonly used icons on the Office Quick Access Toolbar.

The default location of the Quick Access Toolbar is "docked" within the Office Title bar, directly to the right of the round Office 2007 button (see Figure 1). I prefer to display this bar below the ribbon for more convenient access and for a more classic toolbar appearance. To move the Quick Access Toolbar, right-click on the area between the Title bar and the Office Ribbon (see Figure 1) and select "Show Quick Access Toolbar Below the Ribbon". Next, right-click on various icons in Office 2007 and select "Add to Quick Access Toolbar" (see Figure 2). These icons will each appear on your toolbar beneath the ribbon. As you see in Figure 3, I have added and now have access to the "Table" icon no matter which Office Ribbon is displayed.

For a real challenge, find and add the Microsoft Outlook "Address Book..." to your Word 2007 Quick Access Toolbar! There is a hint of where to start in Figure 1 below!

Figure 1
Menu option is circled - Show Quick Access Toolbar Below the Ribbon

Figure 2
Add to Quick Access Toolbar menu option circled

Figure 3
Table dropdown button is circled under Home tab


Hidden Button in Mouse Wheel

In addition to scrolling, most PC mouse wheels can also be used as a clickable button. If you hear and feel a slight 'click' when you lightly push down on your mouse wheel, then you have a third button on your mouse!

One excellent use of this third button is to easily open web links "in a new tab" on browsers that support tabbed browsing such as Internet Explorer 7 and Firefox2. As a demonstration, search for "dress code" using http://www.apsu.edu/search. Several pertinent results are displayed. If you if you want to read several of them without losing your results, center-click on one of the web links. That link will open in a new tab and will preserve your results page! You can then switch tabs to read the information or center-click other web links in your results.


Changing your APSU Password

If you are already logged into your university computer, it is easy to change your Microsoft Windows logon password. Simultaneously press the CTRL, ALT and DELETE keys (CTRL+ALT+DEL) to bring up the "Windows Security" application. With this application, you can lock your computer, log off of your computer, shut down your computer, and change your password. Click the "Change Password..." button and then enter your "Old Password", your "New Password" and your new password again in "Confirm New Password".

If you don't have access to a university computer, you can still change your password through Outlook Web Access. Once you are logged in, click the "Options" link and then locate the "Change Password" area. If prompted, enter apsu as the "Domain", enter your logon username as the "Account", then type in your "Old Password", your "New Password" and "Confirm New Password". Depending on your version, you may have to click a "Submit" button or a "Save" link!

Information Technology recommends that you change your university password to a strong password regularly. A strong password contains at least 8 characters and is a mix of numbers, capital and lowercase letters,. Your strong password should not contain common information that can be easily guessed. Sorry "Mr. Fluffykins", your name would not make a strong password!


Quickly Show Your Desktop

Getting back to your Windows Desktop can be a chore if you have lots of applications open on your screen. To "Show Desktop" quickly, hold down the "Windows" key while simultaneously pressing the "D" key (WIN+D). Since this is a toggle keystroke, pressing it again will maximize all your windows in the order that they are aligned on your Windows Start bar.

Alternatively, you can press WIN+M to minimize all your applications. Since this is not a toggle keystroke, you will have to press SHIFT+WIN+M to return them. The two advantages of this keystroke over WIN+D is that SHIFT+WIN+M only returns the applications minimized by WIN+M and the last application you were working in always appears on top of all other applications no matter its location on the Windows Start bar!


Saving your Office 2007 document as PDF

Did you know that Microsoft Office 2007 can save documents as PDF? Click the round "Office" button at the top left of the window, highlight "Save As" and then click "PDF or XPS". Select a name and location for you document and save! The PDF document format is excellent for viewing, printing and uploading to web sites!

Word Save As PDF menu option


Locking your Microsoft Windows Computer

To lock your Microsoft Windows computer, simply click and hold the "Windows" key while simultaneously pressing the "L" key (WIN+L). The "Windows" key is at the bottom left hand side of your keyboard, between the "CTRL" and the "ALT" key.

Unlocking your computer is identical to the logon process. Simply press the "CTRL", "ALT" and "DELETE" keys simultaneously and then enter your logon password.

Information Technology recommends that you lock your computer any time that your computer is not under your direct control.