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Communicating Using Technology
Vol. 2 Issue 16 August 5, 2003
Published and Copyright by Dave Paradi
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In this issue:
Updates on E-mail searching tip from last issue
1. Keeping Your Computer Safe - Backups
2. Excel Filtering
3. Useful Resource - www.brainybetty.com
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Privacy Policy: I will never sell or distribute your
e-mail or information to anyone.
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The best way for more people to enjoy the tips I provide
every two weeks is for YOU to tell them about it. So here is
what I am asking you to do. Forward this issue to at least 8
of your friends and colleagues with a personal recommendation
that they sign up. CC: me on that e-mail and I will send you
a new special report that will make your web browsing more
efficient. This special report tells you how to create your
own home page with all of your favorite links on it. For me,
this has replaced my favorites list and it is way better
since I can organize it how I want and sort each category in
any order. This is a particularly good issue to forward
since it is the start of a series of tips on Keeping Your
Computer Safe - something that you want everyone you know to
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end of September. Let's see how many people we can get
leveraging their technology! Click the forward button now to
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Updates on Searching for E-mails tip from last issue:
Deanna LeMoire wrote in to tell us how to search across all
folders in Lotus Notes. She writes "Go to the All Documents
view then search, this will search across all folders."
Thanks for the update Deanna! Also, Jan Jasper wrote in to
debate the merits of filing all your e-mails in folders vs.
the quarterly archiving. She brought up a good point that
some people use their Inbox as an extension of their To Do
list. I do this as well, but I keep track of those important
e-mails by setting the Follow Up flag and then sorting my e-
mails by Flag Status descending and Received Date descending.
This puts the flagged e-mails always at the top of the list
so I see them. We finally agreed that both approaches work
well, depending on which style you prefer.
1. Keeping Your Computer Safe - Backups
This is the start of a series of tips I will share over the
next few months all aimed at keeping your computer safe from
the multitude of things that can happen to it. The first
item I want to address is the issue of regular backups. I
suggest you do a full backup of your important data files at
least every month. By data files I mean your documents,
spreadsheets, presentations, etc. not your applications like
Word, Excel and PowerPoint. Include in that list your e-mail
folders so that all those e-mails are backed up. To be
safer, you can do an incremental backup every week (see the
May 13 issue of the newsletter for a good way to do this).
This incremental backup catches only those files you have
changed since the last backup. The best way to store backups
today is to copy the files onto a CD, called burning them to
a CD. Windows XP includes a utility to do this, but you can
also use products such as Nero or Roxio's Easy CD Creator.
In my opinion, it is only a matter of "when" you will need to
access your backup, not a matter of "if" you need to access
the backup. You do have a current backup of your files,
don't you? Next in our series are tips on keeping safe from
computer viruses.
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Would you like me to speak to your professional association
or chapter event? I am always looking for opportunities to
share my information with others and would consider speaking
to your group if you are in or near the following areas:
Rochester, NY, Buffalo NY, Detroit, MI, Cleveland, OH,
Pittsburgh, PA or Toronto, ON. Just e-mail me at:
dave@communicateusingtechnology.com for more info.
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2. Excel filtering
If you have a series of data that you need to report on,
Excel can be a wonderful tool. In addition to the usual
calculations such as sum, count and others, Excel includes
some great tools that work very well with database files.
You can actually access an Access or dBase file and use the
sorting, subtotalling and filtering tools in Excel.
Filtering allows you to specify criteria and it will select
which records meet the criteria. I have found this a
powerful reporting tool. You can read more about the
filtering capabilities of Excel by searching the help file
for "filter". Or you can check out my e-book called "The 20%
You REALLY Need To Know About Data Analysis Using Excel",
which explains these techniques with a step-by-step process
including detailed instructions and screen prints. To check
out this e-book, click on the following link:
http://www.communicateusingtechnology.com/dataexcel.htm
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Who else wants to learn the hidden secrets of quickly
and easily using PowerPoint to create impactful
presentations? For PowerPoint 2000 click here:
http://www.communicateusingtechnology.com/PPt2000.htm
If you use PowerPoint 2002/XP, click here:
http://www.communicateusingtechnology.com/PPt2002.htm
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3. Useful Resource - www.brainybetty.com
With a web address of BrainyBetty, one would initially wonder
what this site could contain. Well, it is another of the
PowerPoint sites I suggest you check out. It has a bunch of
tips for using PowerPoint and quite a collection of
backgrounds that just may be the design you are looking for.
You can visit the site at: http://www.brainybetty.com.
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Check out the books, e-books and other learning tools at:
http://www.communicateusingtechnology.com/tools.htm
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