Tag Archives: tips and training

Tip of the Month: How to Use Windows 7 Desktop Gadgets

Gadgets are mini-programs that provide information at a glance such as, OTS Alerts, weather and news. Windows 7 comes with certain gadgets, but you can also download more from the Microsoft website.

To add gadgets to your desktop:

1) Right-click on the desktop and click on Gadgets.
2) Select the gadget for your desktop
3) Click and drag the gadget to your desktop. For more information on the specific gadget, click on Show Details.
4) Right-click on gadget and click on Options to change the gadget settings.

To remove gadget from desktop:

1) Hover over the gadget and click the Close icon (red X).

For additional tips and training from the Office of Technology Services, go to http://www.towson.edu/adminfinance/ots/trainingdoc/.

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Tip of the Month: Saving Videos as Presentations in PowerPoint 2010

PowerPoint 2010 enables you to save presentations as videos, making it easier to distribute self-running presentations by CD, send them via e-mail, or publish them on the web. This technique works particularly well for audiences that lack PowerPoint, are off-site, or cannot attend live presentations.

Follow the steps below to save your presentation as a video:

1.     Click the File tab on the Ribbon and select Save & Send. Options for saving and sending your presentation will appear.

2.     Click Create a video under the File Types category. The available video options will be displayed.

3.     To choose the video quality, click the Computer and HD Displays list arrow and select one of the following from the list:

· Computer and HD Displays: Select this if your video will be displayed on computer monitors, projectors or high-definition displays.

· Internet and DVD: Select this option if your video will be played online or if you are going to burn it to a CD or DVD.

· Portable Devices: Select this option if your video will be played on portable devices like smart phones, iPods, Zunes or other small devices capable of playing video.

*Trap: If you choose to optimize your video for portable devices, ensure that the text in your presentation will be large enough to read on a small display.

4.     Click the Don’t Use Recorded Timings and Narrations list arrow to select one of the following timing and narration options:

· Don’t Use Recorded Timings and Narrations: Select this option when you want to display the slides themselves without any recorded voiceover or timings.

· Use Recorded Timings and Narrations: Select this option when you have recorded timings and narrations for your presentation.

5.     If you selected the Don’t Use Recorded Timings and Narrations option from the previous step, click the arrows next to Seconds to spend on each slide to tell PowerPoint how much time to spend on each slide before advancing to the next.

6.     Click the Create Video button. The Save As dialog box will appear.

7.     Navigate to the location where you want to save your video, enter a file name, and click Save. PowerPoint will create the video and save it as a Windows Media File (.wmf).

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Tip of the Month: Using nVision’s Drill Down Feature

If you find yourself needing to view or find transactions for a prior fiscal year that is no longer active, worry no more! All you need to do is run your DPL/NPL budget balance report with a 6/30 closing date for the fiscal year of your choice and then perform a drill down.

1)      Run your DPL/NPL report using a 6/30 fiscal year closing date for the fiscal year you desire (for example, 6/30/2011 would be the close date for FY 2011). Make sure to use the HTM format, not XLS.

2)      Open your report in Report Manager and then click on a blue hyperlink dollar amount. (Note: to retrieve the entire listing of transactions for the fiscal year, click on the Object 01-14 “Total expenses amount” under the “Fiscal Year To Date” amount column heading.

3)      The drill down option page will be displayed.  Click the “Run Drilldown” yellow button next to the “DEPT – Revenue & Expense Trans” option (see below). This will take you back to Report Manager.

Table2

4)      Click on the yellow “Refresh” button until you see your drill down report appear in the list.  When it appears, click the report to open it.

5)      The report will be in HTML format, but you can save that HTM file on your computer and then open it in Excel for future viewing.

Contact the PeopleSoft Financials Help Line at 410-704-5599 option 2 or psteam@towson.eduif you have any questions.

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Tip of the Month: Creating Contact Groups in Outlook 2010

A contact group is a group of individual contacts saved together under a single name (these were called distribution lists in Outlook 2007). Creating contact groups is a convenient way to save time if you e-mail groups of people over and over again. Follow the steps below to create a contact group:

  1. Click Contacts in the Navigation Pane, located on the left side of the screen.
  2. Click New Contact Group in the home tab.
  3. Click beside the Name box and type a name for your group contact.
  4. Select the Add Members button.
  5. Select From Address Book in the dropdown menu. The Select Members: Global Address List dialog box will appear.
  6. In the box under Search, begin to type the last name of the first member you would like to add to the contract group. As you type, Outlook will begin to match the characters in the global address list.
  7. When the correct name is in view, click on that name to select it.
  8. Click the Members button at the bottom left of the dialog box to add the name to the contact group (you may also double-click the name you want to add). Continue to search for and add members to the contact group in this way.
  9. When you have finished adding all the names, click OK.  You will return to the Contact Group dialog box. Click Save & Close in the upper left-hand corner of the box.

Using the Contact Group

There are two ways to address a new e-mail message using your contact group. One is from the inbox and the other is from contacts.

Using a Contact Group from the inbox folder:

  1. Click Mail in the navigation pane on the left side of the screen.
  2. Click the New E-Mail button to create a new email message.
  3. Click the To button. The select names dialog box will open.
  4. Under Address Book, select Contacts from the dropdown list.
  5. Select the name of your contact group and click the To button at the bottom of the dialog box.
  6. Click OK.
  7. Type your message and send it.

Using a Contact Group from the contacts folder:

  1. Click Contacts in the navigation pane on the left side of the screen.
  2. Right click on your contact group.
  3. Select Create.
  4. Select E-mail.
  5. Type your message and send it.

For more tips and training from the Office of Technology Services, go to http://www.towson.edu/adminfinance/ots/trainingdoc/.

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