Via laterlife.com Jackie aims to particularly help those new to IT and the web to
build up knowledge and confidence, so no question is too basic. At the same time she will
cover Q&As for the more experienced user.
So if you
would like to ask a question of Jackie, why not email her jackie@laterlife.com
or if you
have discovered something which may be of interest to others in making the most of the
web, then she would love to hear about that too jackie@laterlife.com
Via laterlife.com Jackie aims to particularly help those new to IT and the web to
build up knowledge and confidence, so no question is too basic. At the same time she will
cover Q&As for the more experienced user.
So if you
would like to ask a question of Jackie, why not email her jackie@laterlife.com
or if you
have discovered something which may be of interest to others in making the most of the
web, then she would love to hear about that too jackie@laterlife.com
You can do IT - Edition 27
Q: I have started using e-mail and often write the
same message to six different people. I have been
adding their names in the Copy to: box but it is very time-consuming. How could I group their addresses so that I can
send a message once that will go to all of them?
A: All
the main e-mail systems allow you to create a group address, either by selecting names
from your address list or adding them just to the group. Here
is a step-by-step method for creating such an address in Outlook Express:
Open your Address Book and click the button or File menu option New - New Group (rather than New Contact).
Decide on a name for the group and type it into the
name box e.g. Tennis Club, or Nephews and Nieces.
If you already have e-mail addresses for anyone in
the group, click the Select Members button, select each name from the list that
will appear and click Select. When you
have added them all, click OK to return to the Group window.
If you want to add a group member to your Address
Book, click New Contact, complete the details and click OK to return to the Group
window. The new contact will be added automatically
to the group list.
If you want someone on the group mailing list but not
in your personal address list, enter their name and e-mail address in the spaces at the
bottom of the window.
When your mailing list is complete, click OK. You will see your group name listed in your Address
Book, where it may be emphasised or show a different icon.
Select it as normal when creating a new message so that it appears in the To: box. When you send the message, everyone on the list will
receive a copy.
Q: Is there a way to place text on the page e.g. that says
Confidential or Sample Only, so that people cannot photocopy a document without
permission?
A: A
simple answer to this question involves three steps: setting
up a pale text object, sending it behind the normal text on the page and then, if the file
is on disk, protecting it so that no-one can remove your text object on screen.
Having typed your document, click the WordArt button
on the drawing toolbar and then select a simple outline style of font. Replace the selected text with your own e.g. Confidential
and then click OK.
When it appears on your page, click the Rotate
button on the WordArt toolbar so you can drag one of the green circles round and angle the
text across the page, and then stretch it by dragging the pointer over a corner white box
(sizing handle) so that it fills the main part of your document.
Click the Format button, or the WordArt option on
the Format menu, and choose a paler Line colour
from the drop-down box on the Colors and Lines tab.
Back in your document, select Draw - Text Wrapping
and select Behind Text so that the object is underneath the text on the page.
.
Finally, for files on disk, open the file via the
Desktop or Windows Explorer, right-click
its name and select Properties. Click in the box to set the Attributes to
Read-only.
If you want to create similar documents with pictures
behind the text, you can use the Picture toolbar button labelled Image Control to select a
Watermark option.
For repeated use of any document, save it as a
template: When saving, select Save As type: Document Template and save it into your Template
folder. Use it in future by going to File - New and selecting the new template you
created.
Q: What are the
most useful keyboard shortcuts that avoid using the
mouse? I have arthritis and sometimes it can
be very hard to use it comfortably.
A: There are hundreds of alternative methods for carrying
out tasks on the computer - some universal and others limited to particular programs. Here are my top 10 favourites mainly but not exclusively
applicable in Word, but you should experiment in any package you are using to discover
more:
Selecting text or cells: hold down Shift and then click one of the arrow/cursor
keys in the appropriate direction.
Create a chart in Excel by selecting the cells and
then pressing the function key F11.
Hold Control and then click the letter B for bold, U
for underline or I for italic (do it again to reverse the formatting).
Return to the first cell in Excel or start of a
document: hold Control and press the key labelled
Home. (Only in Word - go to the end of your text by
holding Ctrl and pressing End.)
Copy selected items using Ctrl and pressing C, and
cut them using Ctrl plus X. Paste items using
Control plus V.
Undo your last action by holding Control and
pressing Z. (i.e. the same as clicking the Undo button.)
Managing files:
Control plus O allows you to search for a saved file, plus S saves, plus P prints
and plus N starts a new one.
Change text alignment: Control plus R - right, plus E centres and plus L
returns to left aligned.
Select the whole document: Ctrl plus A.
Change case: if
you leave on your Caps Lock button, reverse the effect for selected text by holding Shift
and pressing function key F3.
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