All Our Technology Tips
De-Clutter Your Gmail Inbox With This Trick
If you have signed up for online accounts, newsletters, or even just to download a white paper that you want to read, you will know that a valid email address is usually required. As you are filling in the online sign-up form, a little voice inside your head may be telling you that you will be getting a whole new pile of daily notifications and junk mail cluttering up your inbox. Is there a way to deal with this? You bet.
If you have a Gmail account, Google allows you to create an infinite number of variations with your Gmail address that is still linked to your original address. You can add anything preceded by a + sign between your name and the @ sign and Gmail will consider this the same address. For example, if your Gmail address is firstname.lastname@example.org, you can use:
How can you take advantage of this? You can sign up for an account at Pinterest, for example, using email@example.com and set up filtering rules within your Gmail account to route all emails to this address to a low-priority mailbox and mark them as read, or even to the trash folder or spam mail folder. Then your inbox will not be cluttered with notification emails.
The other variation of your Gmail address is to add periods to the address. For example:
firstname.lastname@example.org is the same as email@example.com
If nothing else, it certainly makes your email address easier to read.
If you have another email address, send a test email to your Gmail account using these variations to see how it works!
[This tip originally appeared on the Law Society of Saskatchewan Library’s Legal Sourcery Blog]
Stop Inappropriate Gmail Messages From Going Out With Undo Send
Many of us have sent angry or nasty comments in a Gmail email, only to regret it moments after hitting Send – or you remember that you didn’t attach the attachment you referenced in the email (hate with that happens!). If you have ever found yourself in either of these situations, rejoice, because Gmail’s Undo Send feature will help prevent them from happening again.
This handy feature delays the sending of your messages by 5, 10, 20, or 30 seconds, thereby giving you a small window during which you can hit an “undo” button to prevent your message from going out.
To enable Undo Send, go into your Gmail Settings and hit the Labs tab. Scroll down and enable Undo Send, then hit the Save button (and while you are in there, you can peruse some of the other cool features that the people at Google Labs have created). Next, go to the General tab and set your “cancellation period” in the Undo Send section. Hit the Save button and exit Settings.
Better to never say anything snarky in an email message, but nice to have Undo Send if you are having a bad day.
On iPad/iPhone Turn Caps Lock on With a Double-Tap on Either Shift Key
iPads and iPhones have a Shift key, which is handy when you need to type a capital letter. But what if you want to type something in all caps? Pressing Shift for each letter is a pain. No worries though, a simple double-tap on either Shift key will lock them down so you will get all caps as you type. Just tap either Shift key again to turn all caps off.
Remove the Background of a Picture or Clipart in PowerPoint, Word or Excel
When adding a picture or clipart to your PowerPoint or Word document, you may run into a situation where you don’t want its background to appear. This happens most frequently to me when I place a logo or symbol onto a PowerPoint slide and its background is a different colour than the background of the slide.
There is no need for a fancy photo editing tool like Photoshop. In Word, PowerPoint and Excel 2010 and later versions you can use the Background Removal tool to easily remove a background from a picture. (Older versions of Office may have the more simplified option of selecting Format – Background – No Fill.) This is how the Background Removal tool works:
First, click on the picture that you want to remove the background from. Next, under Picture Tools, on the Format tab, click Background Removal. Drag the handles on the marquee lines so they contain just the portion of the picture that you wish to keep. The program will try to intuitively remove areas around the selected portion of your picture.
You can them manually customize what goes or stays by using Mark Areas to Keep or Mark Areas to Remove (click on one or the other and click on elements of your picture), or by drawing lines with your mouse to indicate the approximate area you’re interested in keeping or removing. Use Delete Mark to get rid of any drawn indicator lines you decide against or Discard All Changes to start over. When you have removed all the parts you don’t want, click Keep Changes to return to your document and see the results. If you don’t like the result, remember that Undo (Ctrl+Z) will undo your changes.
Tip: Expand your image before starting the Removal Tool to make it easier to see what you are selecting. This is especially helpful if your image has tiny details.
How to Take a Full or Part Screenshot on a Mac or PC
On a PC it is easy to grab an image of what is on your computer screen (aka a “screenshot”), just hit the dedicated PrintScreen key on your keyboard (sometimes abbreviated as Print Scrn, Prnt Scrn, Prt Scn, Prt Scr, Prt Sc or Pr Sc). Doing this places an image of your screen into the Clipboard. Pressing the Alt key with PrintScreen will put an image of just the active Window into the Clipboard. You can then paste (as in cut or copy and paste) that image into a document just as you would anything that is stored in the clipboard (Press Ctrl+V or the Paste icon on your toolbar).
More recent versions of Windows include the Snipping Tool – a handy utility for grabbing an image of a portion of your desktop. I have moved the Snipping Tool to my Start menu as I use it almost daily.
There is no dedicated PrintScreen key on a Mac keyboard. However, you can grab a screenshot of the entire screen on a Mac by if you hold down the Command and Shift keys and press the number 3. To take a screenshot of part of your screen, drag a box around it, then hold down the Command and Shift keys and press the number 3. Doing this creates a PNG image file on your desktop that contains your screenshot.
While there are fancier third party programs that let you capture things in more and different ways, the built-in screen capture functionality on PCs and Macs will often meet your needs.
Tweak and Change Excel Tabs to Make It Easier to Navigate Your Workbooks
By default, Microsoft Excel gives your worksheets the rather bland names Sheet1, Sheet2, Sheet3 and so on. These default names do nothing to help you remember what is in each worksheet, especially if you come back to work on a workbook many days, weeks or months later.
There are a number of helpful things you can do to tweak and change worksheet tabs in ways that will help you find and remember what you have in a workbook. They include:
- Giving the tab a new name that describes the contents: To do this, double-click on a tab; or right-click on it and select rename.
- Reorder your worksheet tabs to make it easier to jump between related tabs: Just drag and drop individual tabs to change tab order. The little black triangle shows where a tab you are dragging will be dropped when you release it.
- You can also change the colour of a tab as well as insert, delete, move, copy or even hide a worksheet by right-click on tab, and selecting the option you want.
Remember these tricks next time you what to make your Excel workbooks more user friendly.
Use the Spacebar to Jump Down One Screen While Browsing
Most of us spend many hours a day browsing the Web. If you are reading an article, or scanning through a long page, it is a pain to reach for the mouse and use the scroll bars, and hitting the down cursor key will only move you one line at a time. Not very fast or efficient.
There is an easier way – pressing the spacebar once will jump you down one screen. This works in all PC and Mac browsers regardless of how big your font size is. Hitting the spacebar once will magically jump you to a full fresh page of text. It doesn’t matter what magnification you are viewing the page at – it just works.
And if you want to go in the other direction – pressing Shift+Spacebar and you will jump up one screen at a time.
Happy surfing everyone.
USB Logo Helps When Plugging in USB Cord
The Universal Serial Bus or USB cable has become the universal standard for charging and connecting electronic devices. USB cable connectors come in a variety of shapes and they can fit very snugly or offer very little resistance when you plug them in. Getting the right orientation can sometimes be a challenge, and forcing them in the wrong orientation will damage the connectors. Here is a little tip to help you get it right: look for the USB trident logo, it indicates which side of the connector should face up when you are plugging things in.
Go to Airplane Mode or Power Down to Charge Your Device More Quickly
We’ve all been there: Waiting for an urgent email, text or call while watching the red battery warning light flash as you are running from one place to another. Dimming the screen and closing open apps will keep your device alive a bit longer, but often it won’t be enough.
In this situation, you end up looking for a place to get a quick charge– but as you are in a rush, you don’t have a lot of time to let your device charge-up. Here are two options that will allow it to charge more quickly:
- Close all open apps and put it in airplane mode. This turns all the device’s radios off, allowing the power that would normally run the radios to go to charging the device.
- You can also turn it off completely, allowing all incoming power to go to charging the device’s battery.
Of course, you won’t receive any messages or calls while you are in airplane mode or when your device is turned off, but your device’s battery will charge noticeably faster. Either of these tricks will get you off and running with more of a charge in your battery. Nice to know the next time you are in a rush and that red battery light starts flashing.
Understanding Excel Error Messages
Anyone who has spent a lot of time using Excel will occasionally make and error when entering data or a formula. Thankfully, Excel is programmed to tell you that you made a mistake, and it will even give you an error message that will suggest what the problem is. These are the error messages that Excel will give you, and an explanation of what they mean:
- ###### = value is too long to display (make the column wider to fix this)
- #VALUE = the wrong type of argument or operand has been used
- #DIV/0! = a formula divides by 0 (zero)
- #NAME? = Excel doesn’t recognize text in a formula.
- #N/A = a value is not available to a function or a formula
- #REF! = a cell reference is not valid
- #NUM! = a problem has occurred with a number in a formula or function
- #NULL! = you specified an intersection of two areas that do not intersect
Remember these error messages next time you are troubleshooting an error in Excel – they will help you find and fix the problem.