GAL Phone Directory

Many of you have noticed that we’ve added phone extensions to the Global Address List. This serves as an electronic phone directory right at your fingertips. You can quickly look up a person's extension in one of three ways:

1. Clicking on the Address Book button in any Outlook window and searching for their name. The icon looks like this: . In the main Outlook window, it's next to the tool that says "Type a contact to find".
2. If you get an email from that person, simply double-clicking their name in the "From:" field.
3. Hitting the "To:" button in a new email.

Take a moment to find your name in the Global Address List. If your current phone number is not displayed/is not correct, please let one of us in the IS department know so we can update the mail server where the list is located.

Hopefully this feature makes your workflow a little bit easier!

Presentations and Conference Rooms

When setting up for a presentation with a projector, ensure that the projector is set to the correct input device. A number of people call in for tech support when the projector doesn’t display what’s on the computer. Simply push the “INPUT” button on the projector’s remote control to switch input devices. (Often times, the projector is set to take input from a DVD player or VCR.) To switch the projector over to the DVD/VCR, simply push the “INPUT” button again.

If you are running your presentation from a laptop computer and the projector still isn't showing what's on the laptop screen, you probably need to switch the display mode. To do this, hold down the function key ("Fn") and hit F8. This switches the laptop between three display modes: laptop only, projector only, laptop and projector.

In conference rooms with a stereo system, you may also want to ensure that the stereo receiver is set to the correct input (either "computer" or "DVD/VCR") if audio is part of your presentation. In addition, if you find that the DVD/VCR won’t play your DVD or VHS tape, ensure that the correct side (DVD or VCR) is selected.

Spam, Spam, Spam, Spam...

Getting fed up with spam email in your inbox? We don't block spam because our policy is not to block any employee from receiving any email. However, our eSafe server automatically strips away any malicious content (viruses, worms, trojan horses, etc.) that gets attached to a spam email, adds “*** Detected as Spam ***” to the subject line, then sends it on to the Exchange server for delivery.

So you “have to” receive these spam emails, but there is something you can do to save yourself the trouble of weeding them out of your inbox every day. Microsoft Outlook lets you “create a rule” that basically tells Outlook to automatically delete all email with “*** Detected as Spam ***” in the subject line.

Before explaining how to do this, I’ll add a word of caution: on a very rare occasion, the eSafe will mistake a non-spam email (from outside only) for spam. If you are expecting an email and don’t receive it, check in your Deleted Items folder for the email before the Deleted Items folder gets emptied. (If you feel that this process is too risky, in step 8 below, select the “Junk E-mail” folder instead of the “Deleted Items” folder. The “Junk E-mail” folder doesn’t get automatically emptied…you will have to empty it yourself after you’ve looked through it to ensure that there aren’t any legitimate emails in there.)

Here’s how to set this up:

1. In the Inbox view of Outlook, click on Tools from the menu bar and select Rules and Alerts…
2. Click the New Rule… button.
3. Under Step 1, select the second option (“Move messages with specific words in the subject to a folder”).
4. Under Step 2, click on "specific words".
5. In the top box, type in “*** Detected as Spam ***”. Make sure you type this exactly as shown: no quotation marks, a space before the capital D, and a space after the lower-case m.
6. Click the Add button and click OK.
7. Under Step 2, click on "specified".
8. Select the Deleted Items folder and click OK.
9. Click Next > four times.
10. Put a check mark next to "Run this rule now…"
11. Click Finish.
12. Click Apply, then click OK.

The system will now automatically funnel all email meeting the above criteria into your Deleted Items folder.

____________________________________________________________

Wife: Have you got anything without spam?
Waitress: Well, there's spam egg sausage and spam, that's not got much spam in it.
Wife: I don't want ANY spam!
Man: Why can't she have egg bacon spam and sausage?
Wife: THAT'S got spam in it!
Man: Hasn't got as much spam in it as spam egg sausage and spam, has it?
Vikings: Spam spam spam spam... (Crescendo through next few lines...)


from Monty Python's Flying Circus

Scaling Down an Excel Spreadsheet for Printing

You can save a lot of paper, time, and frustration by using the scaling feature when you’re printing an Excel spreadsheet. Rather than simply hitting the print button and watching the printer crank out a 25-page “mural”, you can adjust the scale of what you’re printing so that it fits on far fewer pages.

To do this, first select the range of cells that you want to print. Then go to File/Print Area/Set Print Area. This tells Excel the specific cells that you want to print. Now go to File/Page Setup and look at the Page tab. Here you’ll find 3 ways of printing more efficiently:

1. First decide if you want to print in Portrait or Landscape mode. If your spreadsheet won’t quite fit into the 8 ½” width of a printout, switching to landscape will give you an extra 2 ½” of width.
2. You can specify the exact number of pages the spreadsheet will print out onto by selecting the radio button next to Fit to:. Now, you can choose the exact dimensions of your printout. If you want the spreadsheet to all fit on one page, then you would choose “1 page(s) wide by 1 tall”. Otherwise, you can let it run across several pages whichever way you like…1 by 2, 4 by 1, etc. Click OK when you’ve selected the appropriate size.
3. Instead of Fit to:, you can select Adjust to: and give a zoom percentage like you would with a Xerox copy machine.
4. Click on the Margins tab. The margins by default are usually pretty wide. You can gain a lot of real estate by bringing all four of these in.

If you used Fit to: to specify exact dimensions, you can go back and see what zoom percentage the computer needs to shrink your spreadsheet to make it fit within your given dimensions. Once again go to File/Page Setup. Now, on the Page tab, you’ll see the estimated percentage next to the option Adjust to:. Don’t select this option; it’s just for your information.

If the percentage is less than 50%, your printout may be unreadable without a magnifying glass! Consider other ways of trimming down your spreadsheet.

Finally, make sure you preview your printout before you send it to the printer. Go to File/Print Preview and you can see exactly how it looks. Getting it right before you print not only saves a tree, but it saves money as well!