The office scanner!

The scanner is simply one of computer input device use to feed data into the system. The way you uses the scanner can greatly affect its productivity.

I have an experience in the office. After the great financial crises, my company had to lay off many office assistance. The usage of many office devices had to rest squarely on any personnel that needs to use them.

It is quite easy to use the scanner, and its effective utilization is even easier if you know the tricks involve which I will reveal shortly.

Mostly, the scanning system in many offices uses the central client /server techniques where the scanner will be connected to many computers. i.e. many computers can have access to just one scanner. Some others are link to just one system from where other computers can link upto.

The later was the case with my company. Here, scanning involves scanning to this system and sending via mail, or communicator to the intended location.

Preview the document

During scanning, remember to preview the document you are scanning by clicking on the preview tab. This will help you to select the necessary view of the document / picture which you want to send. Selecting the necessary view will help to reduced the size of the data you are sending. Hence the speed of the scanner and mail.

Choose between Document or Picture

Most people do not see the need to make this choice between document and picture owing the fact that, both the document and picture selection will still scan the same data. There is a huge difference!

A picture image requires high level of points per inch while scanning, this enable the scanner to produce a fine version of the data. However, this will accrue more weight of the data being sent leading to Slowing of the system performance. On the other hand, a document scanned while selecting the document tab will give a smaller size of the data improving the devices performance.

Sending via Mail

You can decide to send the content of the scanner directly to your system using outlook or any other mailing system obtainable from your work place. This is preferred to sending the document to the system first, then having to make the choice of selecting which means to send the document to the intending recipient.

Depending on the scanner, there is always a drop down menu from where one can select to scan via mail. This saves the stress of saving sensitive materials in a general system used by all personnel. It also enhance effective use of memory devices.

… to be continued

Magnify your computer screen: 6 ways to make it easier to see

Many computer users struggle to see the information on their monitors. Fortunately, easy remedies are at hand. Read on to discover ways to make your screen easier to see, including how to make the font bigger, magnify everything on your screen, increase icon size, and fine-tune screen resolution.

1. Enlarge your text

You can increase the default size of text and other items, such as icons and mouse pointers, by increasing the dots per inch (DPI) scale. If you need everything to fit on the screen, you can decrease the size of the text and then use the Windows Magnifier to see the text as you type. Here’s how to enlarge text in the latest editions of Windows:

• Windows 7

• Widnows Vista

Windows XP

Note: You may need to restart your computer for the new settings to take effect.

If you have a mouse with a scroll wheel, many programs allow you to increase and decrease the size of on-screen text and graphics simply by pressing Ctrl while scrolling up and down. If you want to enlarge what you see in Internet Explorer but your mouse doesn’t have a scroll wheel, press Ctrl+Plus Sign (+); Ctrl+Minus Sign (-) shrinks what you see.

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2. Customize your display

Changing the appearance of your on-screen environment can dramatically enhance readability. In Windows 7 and in Windows Vista, the Ease of Access Center can guide you through some basic display changes. In addition, certain Microsoft programs, such as Microsoft Word and Microsoft Excel, allow you to choose text and background color, and Internet Explorer allows you to choose the colors and fonts in which webpages are displayed. In addition, the core Microsoft Office programs allow you to change or customize their default color scheme. High contrast schemes are typically easiest to read. Here’s how:

• Windows 7

• Windows Vista

• Windows XP

Switching fonts and font color may also improve readability. In Word 2010, Excel 2010, and PowerPoint 2010, you can change the font, font size, and font color from the Ribbon on the Home tab. In Word, Ctrl+D also calls up font options. Experiment to find out which combinations work best for you.

If you use a CRT monitor (that is, not a flat panel), you can do your eyes a favor (and maybe literally prevent a headache) by resetting your monitor’s refresh rate. Here’s how:

• Windows 7

• Windows Vista

• Windows XP

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3. Increase icon size

You can quickly make just the icons on your Windows 7 or Windows Vista desktop larger and easier to see.

• Right-click the desktop, point to View, and then click Large Icons, Medium Icons, or Classic Icons (classic icons are the smallest).

  You can also use the scroll wheel on your mouse to change the size of your desktop icons.

• On the desktop, press Ctrl while you scroll up or down.

  Learn more about how to show, hide, or resize icons.

To increase icon size in Windows XP:

Note: When you adjust the default icon size, you can also use the Font and Size functions to adjust the default font and font size for icon text.

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4. Use the Magnifier

You may have been using Windows for years and not realized it features a built-in Magnifier that works much like a magnifying glass does. You can even adjust the Magnifier zoom level and focus wherever you want to.

The Magnifier in Windows 7 includes full-screen and lens modes. Full-screen mode lets you magnify your entire screen and follow your mouse pointer. In lens mode, only the area around the mouse pointer is magnified. When you move the mouse pointer, the magnified area moves with it. To customize Magnifier settings or to exit Magnifier, click the magnifying-glass icon to see available options. Learn more:

• Windows 7

• Windows Vista

• Windows XP

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5. Enlarge your mouse pointer

You can change the look of your mouse pointer so it is easier for you to find quickly. Try selecting a new pointer style, and try changing the color and size of your mouse pointer.

Windows 7

Windows Vista

Windows XP

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6. Improve your screen resolution

Screen resolution impacts the clarity of the text and images on your screen. At higher resolutions, items appear sharper but they are smaller, so more items fit on the screen. At lower resolutions, fewer items fit on the screen but they are larger and easier to see. Whichever version of Windows you use, changing the screen resolution can make a big difference.

• Windows 7

• Windows Vista

• Windows XP

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Let’s talk about Safety in the workplace

Let’s talk about Safety in the workplace

Now we are more health conscious let us look at workplace safety tips that are worth knowing and keeping at the top of our minds.

Ø Every fire exit and stairway door needs to be clearly marked, and every worker should be aware of where they are located. Access to these areas should never be blocked or full of clutter.

Ø There should always be a full fire extinguisher in a designated location. Everyone in the workplace should be aware of its location and trained in its proper use.

Ø A fully-stocked First Aid kit should always be in its designated place. All staff need to be aware of its location.

Ø All passageways, hallways and any other areas where people walk should be free from any type of clutter, debris or tripping hazards, such as extension cords or electrical wires.

Ø Every spill, regardless of what it is, should be cleaned up immediately.

Ø All machinery should be well maintained and kept in good working order.

Ø Having practice fire drills could save lives in case of an actual fire, or other type of emergency where the building needed to be evacuated quickly. If a fire or other type of emergency situation occurs in the workplace, remaining calm is the best way to help yourself and others.

Ø Never overload an electrical outlets or electrical circuits.

Ø Periodically check all of the electrical cords in your area. If you find one that is frayed or broken, replace it right away.

Ø Learn the proper technique to use when you are lifting a heavy object.

Ø Do not try to put heavy objects on shelves that are over your head by reaching or stretching. Use a ladder instead.

Ø Always turn off all electrical appliances when closing for the day to reduce the risk of a fire outbreak.

How to back up files and recover data

How to back up files and recover data

Even computer novices know that file backups are important in case of hard drive crashes, but many people wonder exactly how to back up files and how to recover data. This article covers the Backup and Restore feature in Windows 7 and in Windows Vista, which can help save you a lot of time and trouble. It also focuses on how to back up Microsoft Outlook files and how to back up files in the cloud. All of these tools and processes can all help with data recovery in the event that something happens to your computer.

Why backups are important

Files can be lost from your computer in any number of ways—you might accidentally delete a file, or a virus might wipe one out. You can also have a complete hard drive failure. When a hard drive dies an untimely death, it's kind of like having your house burn down. Important personal items are usually gone forever—family photos, significant documents, downloaded music, and more.

Thankfully it's a really simple process these days to back up your content to a second, separate location. By doing so, your files can be protected against viruses or complete computer failure. This makes it easy to retrieve and place them on a new hard drive and get going again.

Today, there are many options for backing up your content. You don't need any sophisticated equipment—you can use CDs, DVDs, external hard drives, flash drives, network drives, or even online storage like Windows Live SkyDrive. It might be a good idea to back up your data to multiple places. For example, you might choose to back up your content onto both an external hard drive and to an online storage site.

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Back up files to the cloud

Windows Live SkyDrive is one option available if you choose to back up your data to an online storage space. A couple of additional storage options from Microsoft include Hotmail, which offers enough storage for you to store your email, calendar, and contacts, and Windows Live Mesh, which lets you sync all your files and folders across your PCs and devices and provides enough cloud storage for your most important files. If you need extra space, do a little research, and choose the online storage spot that best fits your needs.

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Windows Backup and Restore

Windows comes with a very cool feature called Backup and Restore, which has been improved for Windows 7. To open Backup and Restore in Windows 7, in the Search box, type Backup, and then click the item in the results list. In Windows Vista, click the Start button, and you should see Backup and Restore Center in the menu. Or just type the phrase into the Search box, and click the item from the results to open it.

What makes the Backup and Restore feature so cool is that it simplifies the entire backup process for you. With easy-to-follow steps and prompts, you can decide whether to back up specific files or your entire computer.

It's a good idea to back up your entire computer when you first set it up. This option captures everything from files to software programs to system settings. If your computer ever stops working completely, you can potentially restore it using the initial entire computer backup.

Back up your files

• Windows 7
• Windows Vista

The first time you create a backup, it might take a while, depending on the number of items you need to back up. After that, backups should be quicker.

Restore your files

• Windows 7
• Windows Vista

After you’ve completed your first backup, it’s a good idea to set up an automatic backup schedule so that you don’t have to remember to back things up manually.

Set up or change automatic backup settings

• Windows 7
• Windows Vista

Note: The ability to set up automatic backups is not included in Windows Vista Starter or Windows Vista Home Basic.

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Back up email in Microsoft Outlook

Most people don't realize that email isn't necessarily saved in backups the same way that other files are. That's because Outlook saves your emails in a Personal Folder file with a .pst extension that doesn't automatically get caught in normal backups. Unless you're using a Microsoft Exchange Server email account or a third-party HTTP account (like Windows Live Hotmail), you'll need to perform a few extra steps to make sure Outlook emails aren't lost forever if your computer goes belly up.

.Pst files can be quite large, so it's a good idea to make sure your backup location has plenty of room—and that you allow lots of time for an email backup to occur. After you've done that, just follow these steps to back up your Outlook content:

1. Open Outlook.

2. In Outlook 2010:
Click the File tab, and in Backstage view, click Open, and then click Import.

In Outlook 2007:
Click File, and then click Import and Export.

3. In the Choose an action to perform list, click Export to a File, and then click Next.

4. In the Create a file of type list, click Outlook Data File (.pst) in Outlook 2010 or Personal Folder (.pst) in Outlook 2007, and then click Next.

5. In the Select the folder to export from list, click the folder you want to export from, such as Inbox or Sent Items, and then click Next.

6. Browse to and select the location where you want to save the file. Remember, backups should be placed somewhere other than the original location of the source file. For example, if your source file is on your computer’s hard drive, you’ll want to save your backup file to an external source, like a CD or an external hard drive.

7. Choose the default setting Replace Duplicates with Items Exported.

8. Click Finish.

9. At any time, you can restore your file by importing it into Outlook.

Note: If you want to just view or access something in your exported .pst file without importing it back into Outlook, you can simply open the .pst file.

In Outlook 2010:
Click the File tab and, in Backstage view, click Open, and then click Open Outlook Data File.

In Outlook 2007:
Click File, point to Open, and then click Outlook Data File.

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In closing
See how quick and easy it is to protect yourself and your data from permanent loss? Backing up your data might take you a couple of extra minutes a few times a month, but you'll be glad you took that time if an emergency ever happens.

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Intro

Having it easy with your personal system might just be a function of getting to know how stuff works.

You need not necessary understand the whole system architecture and organization, but some simple tips can save you a whole lots of cost and time.

We shall be looking into enhancing personal or office system efficiency by applying simple tips that works.