| Free up space on your hard drive, make
back-ups of your files, and provide easy access to files while you are out
of the office, or by others on the new internet disk storage services. Try
x:drive or
driveway...both
are free!
The other service we've been using a lot lately is
AskMe.com.
People sign up as experts (great networking idea!) and answer questions
for free on topics ranging from computers to travel to health. Some of the
experts are professionals, others are just people well-versed in their
subject. So if you are looking for an answer, or want to provide answers
to others in your area of expertise, this is an excellent way to do it!
Attachments: Our policy is not to open any
email attachments that we are not expecting. We also let our clients know
when we are attaching a document to email. Viruses usually come from
opening the attachment, so make sure your email program does not
AUTOMATICALLY open attachments. Check your preferences in your program. Do
not open any attachment to email from an unknown source. Only open
attachments that you are expecting. Even attachments from
friends can contain (unknowingly) viruses that can wreak havoc on your
computer.
Great
Article On Basic PC Maintenance
This week I learned a hard lesson about
backing up my files. I know I should do it, but
"preventative maintenance" can get pushed aside when we get
busy!
I came very close to losing my hard drive. The contents of my D drive
(where the majority of my files are stored) were simply GONE. While I had
a lot of things saved onto zip disks, I had been remiss in backing up my
many family photos, mp3 songs, favorite places and graphics. Of course I
was on a deadline and was faced with starting the project from
scratch!
The tech I called was about to REFORMAT my
drive when he realized that Windows had somehow decided to rename
my drives! A: had become C:, C: had become D: etc. So, while
the files were there, windows could not find them. Fortunately, a simple
renaming of the drives fixed the problem. Whew!
A lot of colleagues lost files when the I
LOVE YOU Virus, and spent hours trying to recreate their work.
Needless to say, I got lucky and proceeded
to back up everything onto cd-roms. Now, I will back up all
work-in-progress DAILY, just to be on the
safe side! 'Nuff Said!
Common
Desktop Publishing Mistakes
Trying to design some projects yourself? Keep these tips
in mind to present a professional image, avoiding a home-made appearance
to your work.
When designing newsletters, flyers, reports
& other business materials for yourself, be aware of the following
common mistakes that will make your project look unprofessional. Avoid these pitfalls:
DON'T ALWAYS USE UPPERCASE FOR HEADINGS. There are other
ways to set it off from the body such as small
caps, bold, etc. Uppercase letters are more difficult to
read, so never use them in large blocks of text.
Don't underline a CAPPED HEADING!
Be careful wrapping text around photos. It can cause awkward word spacing,
forcing the reader to change their reading rhythm. Use this feature
sparingly.
Don't use
too many fonts.
Just because you have them, doesn't
mean you should use them all!
Same goes for clipart. Don't get carried
away! Ask yourself: is the graphic necessary?
Underlining. This was necessary in the
days before BOLD and italic. Don't do it when you are using
a computer!
Paragraph spacing: You should either indent OR skip a line to signal a new
paragraph. Doing both is redundant.
Hint: Never use 2 spaces after a period! We
were all taught this in high school, but the rule now is 1 space after a
period.
Page numbers: Don't put them on the 1st
page of a report. Start them on page 2.
Watch for orphan lines/words: Check your
layout for words that appear on a line all alone or a sentence that moves
to the next column which is now all alone.
Also, look for unnatural page breaks: Try
to adjust your page breaks to keep paragraphs, lists, etc. when possible.
Sometimes just adjusting a word or two, or tweaking the line spacing will
help.
Be careful to leave some white space: Don't
think you need to fill up every square inch of your page with text and
graphics. White space is very important and allows better emphasis on your
important points. Take a look at your piece when you are done and start
eliminating anything that is not absolutely necessary!
Keep your writing "tight". Go
back and eliminate any words that are unnecessary, perhaps re-writing
thoughts in simpler terms.
Watch out for "jargon". While it may impress others in your
field, it can be confusing for other readers. Keep your writing as
reader-friendly as possible.
Check your spelling!
Learn your most often-made errors and watch for them! Here
are the most commonly misspelled words, in order of the chance they will
be misspelled!
occasion.. recommend.. occurred.. principal.. equipped..
accommodate.. disappoint.. possession.. privilege.. proceed..
inconvenience.. accept.. business.. necessary.. personal..
receive.. reference.. separate.. their.. whether..
questionnaire.. criticism.. description.. effect.. extension..
judgment.. quantity.. similar.. undoubtedly.. height..
immediately.. stationery.. foreign.. fourth.. government..
omitted.. weather.. personnel.. existence.. analysis..
across.. appearance.. loose.. pamphlet.. practical..
preferred.. unnecessary.. affect.. attendance.. incidentally..
apparent.. calendar.. professor.. strictly.. principle..
already.. coming.. its.. oblige.. opportunity.. original..
paid.. probably.. referring.. referred.. there.. too..
writing.. among.. arrangement.. practically.. convenient..
canceled.. really.. using.. beginning.. especially..
volume.. committee.. confident.. difference.. endeavor..
explanation.. except.. sincerely.. experience.. benefited..
conscientious.. eligible.. acquaintance.. controversy..
exceed.. laboratory.. omission.. procedure.. acknowledgment..
Wednesday.. guarantee.. February.. schedule.
Other Common errors:
Text blocks cut off resulting in entire areas of missing text.
Missing end-punctuation
Printer margins cut off part of your page.
Misspelled names, phone numbers (not caught by spell check).
Wrong dates
Proofreading:
Have someone else proofread your work. Or leave it for a few hours
before proofing it. We often don't find our own mistakes.
More proofreading tips: read the piece backwards, use a
ruler to read line by line and say each word out loud. This forces us to
read what is printed, not what we think is printed!
Printing:
Use good paper! There is a wide
variety of top-quality, inexpensive papers available. The touch & feel
of your paper will say a lot about your work. Also, cheap paper can ruin
your printer.
Make sure your printer is printing cleanly.
If it is smudging and smearing, your work will look terrible. Sometimes
cleaning the print heads (see your online manual) or replacing the ink
cartridge will help. Some papers just don't work in certain printers. You
may have to experiment.
Invest in the best printer that you can afford...it will be worth
it!
We do not recommend using generic ink
cartridges. Stick to the brand recommended by your printer manufacturer.
They may not honor the warranty if you use an alternate ink brand, and you
may experience leaking ink. Refilling ink cartridges can be a mess. We
have tried it and do not recommend it.
Stationery
Invest in the best business cards and letterhead that you can afford.
Business cards are one of the least expensive forms of advertising...give
them out freely!
Contact Island Desktop for
tips on how to business cards and brochures that will bring you results!
General Computer
Tips
Learn how to repair & defrag your hard drive. Do this regularly!
(Start> Programs> Accessories>, System Tools)
Get to know your computer's control panel! Learn how to change your
preferences, add desktop photos, etc.
Periodically clean out your temporary internet files - every single web
address you have visited is here.
Empty your recycle bin! But when in doubt, do NOT delete!
Remove/reinstall programs periodically. Remember, deleting the folders in
Windows Explorer/My Computer doesn't get everything. You should use
the add/remove software feature from the control panel.
Back up your important files onto zip disks or tape.
Watch the number of fonts you have installed. Do we really need over 500
fonts on our hard drive? Many programs we install add new fonts. These can
be a space hogs. Look under Windows/Fonts and delete or move (to a zip
disk) fonts you don't need.
Handy scrolling tip: When
reading longer Web pages, rather than using the mouse and scroll bar, you
may find it easier to use your up-arrow, down-arrow, PgUp, and PgDn
keys.
Island Desktop provides computer training for clients in Coronado. Your
office, or ours!
Write Better Ads
Add sale punch to describe your merchandise or sales offer -
use one of the following words. It may be helpful, used
alone, or with other words. They have been selected from
successful ads for your convenience in preparing copy.
100 Words That Sell:
Absolutely.. Amazing.. Approved.. Attractive.. Authentic..
Bargain...Beautiful.. Better.. Big.. Colorful.. Colossal..
Complete.. Confidential.. Crammed.. Delivered.. Direct..
Discount.. Easily.. Endorsed.. Enormous.. Excellent..
Exciting.. Exclusive.. Expert.. Famous.. Fascinating..
Fortune.. Full.. Genuine.. Gift.. Gigantic.. Greatest..
Guaranteed.. Helpful.. Highest.. Huge.. Immediately..
Improved.. Informative.. Instructive.. Interesting.. Largest..
Latest.. Lavishly.. Liberal.. Lifetime.. Limited.. Lowest.. Magic.. Mammoth.. Miracle.. Noted.. Odd.. Outstanding..
Personalized.. Popular.. Powerful.. Practical.. Professional..
Profitable.. Profusely.. Proven.. Quality.. Quickly.. Rare..
Reduced.. Refundable.. Remarkable.. Reliable.. Revealing..
Revolutionary.. Scarce.. Secrets.. Security.. Selected..
Sensational.. Simplified.. Sizable.. Special.. Startling..
Strange.. Strong.. Sturdy.. Successful.. Superior.. Surprise..
Terrific.. Tested.. Tremendous.. Unconditional.. Unique..
Unlimited.. Unparalleled.. Unsurpassed.. Unusual.. Useful..
Valuable.. Wealth.. Weird.. Wonderful.
Call-For-Action Phrases
Close your ad with an action-getting phrase. Give the reader
something to write or do. Here are 70 suggestions for ways to
get action. Study them. They will help you prepare your copy
for better results:
Act now!.. Send your name.. All sent free to introduce..
Amazing literature.. Free.. Ask for free folder.. Bargain
lists sent free.. Be first to qualify.. Booklet free!..
Catalog included free.. Complete details free.. Current list
free.. Dealers write for prices.. Description sent free..
Details free!.. Dime brings details.. Everything supplied!..
Exciting details free.. Extra for promptness.. First lesson,
25 cents.. Folder free!.. For literature, write:.. Free
booklet explains.. Free plans tell how.. Free selling kit..
Free wholesale plan.. Free with approvals.. Full particulars
free.. Get facts that help.. Get started today!.. Get your
copy now!.. Get yours wholesale.. Gifts with purchases..
Illustrated lists free.. Interesting details free..
Investigate today.. It's Free!.. Act Now!.. Literature
free.. Mail material to:.. Money making facts free.. No
obligation! Write!.. Offer limited!.. Send today.. Only 10
cents to introduce.. Order direct from:.. Order Now!.. Don't
Delay!.. Particulars free.. Postcard brings details.. Request
free literature.. Revealing booklet free.. Rush name for
details.. Sales kit furnished.. Sample details free.. Samples
sent on trial.. See before you buy.. Send for free details..
Send for it today.. Send no money.. Send post card today..
Send 15 cents for mailing.. Send today.. Send your want
lists.. Stamp brings details.. Stamped envelope brings.. Test
lesson free.. Unique sample offer.. Valuable details free..
Write for free booklet free.. Write us first!.. Yours for the
asking.. 15 cent stamp for details.. $1 brings complete..
32-page catalog free
Say
Thanks To Your Administrative Assistant
(By
Janice Byer, Docutype)
Since 1952, the last full week of April (23-29, 2000) has been
designated Administrative Professionals Week (formerly called Secretaries
Week) by the International Association of Administrative Professionals (IAAP),
with the 26th being the official Administrative Professionals Day.
Traditionally, bosses use this time to show their appreciation to their
assistants for all of their hard work throughout the year. To help bosses
along (apart from giving the usual flowers and candy) we contacted several
administrative assistants who were more than willing to give us some
suggestion for bosses to show their appreciation. Each business
relationship is different so you may want to talk to your assistant first,
but here are some of the ideas that they came up with:
* Take her/him out for a nice, long lunch at a local fine restaurant
* Provide a morning at a local spa
* Give a gift certificate for a dinner for two or an evening at a hotel or
resort.
* Arrange for the afternoon off to go shopping and throw in a little
spending money
* Provide a long distance calling card
* Arrange for a housekeeper for the day
* Book & pay to have the car tuned up and spring cleaned
* Present a plaque for her/his years of valued work
* Provide a family pass to the movies and plenty of popcorn money
* Arrange to have her/his carpets cleaned or yard prepared for the coming
season
* Arrange for groceries to be paid for and delivered
* Find out who is her/his favorite author and buy their latest book
* Offer a three hour lunch...better yet...THE DAY OFF!
* Outsource some of his/her work to an off-site administrative assistant
Don't forget that this isn't the only time of year you should show your
appreciation to your assistant. Ensure that you make them feel valued
throughout the year. You'd be amazed at how far a 'thank you' or kind word
can go.
Now, if you are an entrepreneur without an assistant, don't let this
day go by without patting yourself on the back for handling all of the
administrative tasks. Why not outsource some of your work to a Virtual
Assistant (www.islanddesktop.com) and give yourself back some
personal or revenue generating time?
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