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Sunday, July 30, 2017

1837. Remote Spreadsheets

I often need to share spreadsheets with remote co-workers. It would be great if we could both be looking at the same spreadsheet concurrently, and it would be even better if we could both be making concurrent changes to the data. Is this even possible?

Not only is it possible it works really well. If you live in the Google world the Google sheets application allows you to create a workbook like an excel worksheet and share it with other users. There's a share option in the upper right hand corner you insert an e-mail address and your coworkers could then look at the spreadsheet, make changes as you are making changes, and you can collaborate at the same time.

If you live in the Microsoft world Excel has an online version available at Office.com that allows you to create a workbook there where you can share that workbook with other Microsoft users and everyone involved can make updates concurrently.

This is a great way to do your work and actually it's the way that Doug and I work on our tips for the radio. We are on Google sheets at the same time I make changes on my computer and Doug sees those changes immediately on his computer. It's an easy way for us to work together and not have to share a single computer to look at the spreadsheet as we are creating these tips.

So check out Office.com for Microsoft or the Google Drive option to work with Google Spreadsheets they both work great.

1833. Don't lose your contacts

I recently had to replace my phone, and when I did, I realized that I no longer had all of the contact information from my old phone. At this point, all I can see to do is to ask all of my friends to send me their contact information again. Is there some way to avoid this in the future?

Back in the bad old days before there were smartphones I could see this being a thing you could do even on most of those old phones. Copy all your contacts to the SIM card and then move the SIM card to your new phone and that way you'd have a backup of your contacts. But with a smartphone there's really no excuse for this question.

I see it all the time from young friends on Facebook who have all their contact information on their phone and nowhere else in their life. The answer is your phone should not be a repository for data it should be a viewer for data. Your data should be stored somewhere else most likely in the cloud.

If you use an i Phone you can use iCloud to store all your contact, calendar, and other information. If you're an Android user or an iPhone user you can use Google to hold all of your contact information and more. In other words don't use your phone as a place to store information. Use your phone as a place to view information.

If you can't go to another computer somewhere log in to an online account and see your data on that computer then you're not set up correctly. Please believe us on this - someday you're going to lose a phone or drop it into the sink or otherwise need to replace it and you don't want to lose all your data. Make sure it's stored online somewhere so you can just get your new phone connect to your account and magically everything appears on your phone.

1838. DND options in iOS

I use the do not disturb feature in iOS, and it's great: The phone won't ring in the middle of the night once I've set up do not disturb. The problem is: If my aging parents call, I need to let them ring through, no matter when they call. If they call in the middle of the night, it's an emergency and I want to get the call. Is there some way to have it both ways? That is, have do not disturb mode on, but allow some people to ring through any way?

Of course this isn't really a story about Doug it's really a story about me where I do need to allow my aging father to call me at any time of the day or night. But I don't really want to get any other calls at night so I have do not disturb set on my phone from my bed time to when I wake up. I'm embarrassed to tell you what time my bedtime is so I won't but in any case if I want my father to be able to ring through.

There's a simple trick I can just go to his contact entry in my contacts, go to the ring tone option, and under a ring tone there's an option to allow emergency bypass. Then that contact will be allowed to ring through no matter what time of the day or night.

You can do the same thing under settings where you can select various groups that are allowed to ring through. For example I also have all of my favorites allowed to ring through so anyone who's on my Favorites list can call me at any time and finally there's an option that allows people that if they call you twice in quick succession it won't ring the first time when you have do not disturb turned on but it will ring the second time. That way you can tell people if you need to reach me after hours call me twice in a row this gives you a lot of flexibility and do not disturb so you should check these features out on your iPhone.



1834. USB Charging

I have a bunch of devices that need to be charged via USB. For example, I have a phone, a tablet, a Bluetooth headset, and a Bluetooth speaker. I don't have enough electrical outlets near my desk to charge all these things. Do you have any suggestion as to how I can charge all of my devices at once?

It’s funny: You’re looking for an answer to a problem that simply didn’t exist a few years ago. We can remember clearly when every device had a unique and dedicated charging brick; woe be unto you if you lost or mislabeled the device’s specific charger. Look in your old electronics drawer: You’ll certainly find an old Nokia or Samsung phone charger that’s of absolutely no value any more.

At some point, device manufacturers realized that consumers’ lives would be so, so much easier if most devices shared a common, standard charging mechanism. And so, USB charging was “born.” Although the device end of the charging cables isn’t completely consistent, the “plug-in” side of the cables are almost all identical, and all use the same voltage and are generally interchangeable. (We’re always amused and amazed when a friend is surprised to find that she can charge her iPhone using the USB port on her laptop, even though it’s not the charger that came with the phone!) This proliferation of USB charging means that we now need some charging station; a place where we can plug in multiple USB devices concurrently.

Oh, sure, we could use an electric power strip, and plug in all the devices’ individual chargers, one in each socket. But that takes up an entire charging strip, and a lot of room. Wouldn’t it make more sense to have one device that simply has a number of available USB ports for charging? And of course, this device exists. And it’s easy to find. And it’s cheap. And you have a ton of choices. USB chargers come in sizes with one port (like the one that came with each of your devices), up to 6 or more USB ports. The general consensus is that devices from the manufacturer Anker are the most popular—they’re often on sale on Amazon.com, and we’re big fans. Check out [https://www.anker.com/products/taxons/108/Chargers]—you’ll find a bunch of options.

Be aware that not all USB chargers are the same. Some devices take more power than others (for example, to charge an iPad requires more amps than charging a phone), and not all USB chargers handle the difference in power draw as well as others. Anker, of course, does a great job at this, and their devices clearly indicate what they’ll support. Pick up a USB charger for travel, work, and/or home. You’ll no longer need to use all your computer’s USB ports or multiple power outlets to charge your devices.

1835. Repurpose Laptop Drive

Following your suggestions, I replaced my laptop’s hard drive with a solid state drive, and as you said, the computer now runs so much faster. It bothers me to have this old hard drive lying around, however. Is there something I can do to use it for some purpose, so it’s not just wasted?

Congratulations on speeding up your laptop! Installing a solid state drive (SSD) can make a huge difference in the performance of the computer. (The other step you can take to improve a laptop’s performance is to increase the amount of random access memory, or RAM, in the computer. There is a reasonable limit to how much you need: 8 gigabytes, or 8GB) is enough for most people, we think, but 16GB is even better. More than that, for most users, is overkill. Not all computers allow you to replace the RAM. Check with your manufacturer’s Web site before upgrading.)

If you are able to replace the hard drive in your computer with a faster SSD, you’re left with the old hard drive just sitting around, doing nothing for you. Assuming that your laptop was built within the last 10 years or so, you can usually buy an inexpensive enclosure for the hard drive, insert your hard drive into the enclosure, connect it to your computer using a USB port, and use it as a backup drive. The enclosure should come with a USB cable, but if you have a USB cable that matches the standard port connector you’ll find on the enclosure, you can use that as well.

Note that the USB specification took a major upgrade a few years back: USB 3 is a much faster connection than USB 2, in terms of data throughput. If your computer provides any USB 3 ports, you’ll definitely want to make sure that the drive enclosure you find supports USB 3—the connection speed between the drive and your computer will be around ten times as fast than it would be with USB 2. Using a USB 3 drive enclosure and port, you’ll find that you can even boot your computer from the external drive with reasonable success, as long as your computer supports this (and most do).

We’ve had good luck with USB 3 drive enclosures from Orico (search on Amazon.com for more information). Don’t let that replaced hard drive languish in the “dead hardware” drawer—give it some new life by plopping it into an external drive enclosure and back up, store audio/video media, and more using the spare drive.

1836. Hyperlinks in Microsoft Word Documents

I create documents for work, using Microsoft Word on my Windows PC. Sometimes, I need to paste Web addresses into my documents, and every time I do, Word underlines the links and makes them appear in a blue font. Sometimes that’s OK, but most of the time, I want URLs to appear as standard text. How can I remove the special formatting?

Microsoft Word tries to be helpful as you create documents, and it assumes that anything that looks like a Web URL should be formatted as such, so that you know that you can click on the text to navigate to a Web page.

The problem occurs when you don’t want to accept the help that Word so graciously supplies. If you’d like to avoid the formatting as you paste in the text, don’t just press Ctrl+V or select Edit|Paste; instead, select Edit|Paste Special, and choose the option to insert unformatted text.

It takes an extra step, but this does bypass the automatic formatting. If you want to remove hyperlink formatting that already appears in your document, right-click on the link, select the Hyperlink menu option, and then select Remove Hyperlink.

If you’re tired of having Microsoft Word convert URLs into hyperlinks with formatting, you can modify Word’s AutoCorrect settings. Go to the Settings/Preferences, find the AutoCorrect settings, find the AutoFormat as You Type settings, and turn off the option to replace Internet and network paths with hyperlinks.

From now on, when you paste in a Web address, Word won’t automatically format the text as a hyperlink. Note that these techniques work both on Windows and Mac versions of Microsoft Word.


1844. How can I install Windows 10 without losing data?

How can I install Windows 10 without losing data?

If you’re running Windows 10 and encountering a seemingly unsolvable problem, reinstalling the operating system might be your best option. It’s very easy to reinstall Windows. You don’t need to download any software and it can all be done with a few clicks.

To begin, press Windows key + I to open Settings. Go to Update & security > Recovery. You’ll find two options Option 1 Reset this PC. Option 2 Resets and keeps your data files.

Remember you will have to reload your applications with either option. But please do an image backup of your system before trying any of these options. You can never be too careful.

http://www.makeuseof.com/tag/install-uninstall-programs-bulk-windows/

http://www.makeuseof.com/tag/how-to-reinstall-windows-without-losing-your-data/

1843. Quickly charge my iPhone

How can I Quickly charge my iPhone

The iPhone's battery life is pretty decent, especially in the iPhone 7, but to get to 100% can often take just a bit too long.

https://www.imore.com/how-quickly-charge-your-iphone.

When you charge an iPhone, iPad, or computer, you're resupplying its battery (measured in watt-hours) from a power source like a wall outlet, usually via an adapter. That adapter controls how much power you can get (volts) from that outlet, and the speed at which you get it (amps). Those two factors multiplied result in the adapter's total available power.

The adapter that comes with your iPhone is a 5W adapter, which charges your iPhone with 5V at 1A. The iPhone 6 and later can actually accept up to 2.1A.

The 12W iPad adapter charges with 5V at up to 2.4A, so it effectively doubles the current of the standard iPhone charging adapter.

So if you have an iPhone 6 or 7 consider buying an iPad 12W adapter. Of course check with Apple before trying this.

1842. Clutter or Focused?

I have Office 365 for my email. I use Outlook 2016 on my PC and the latest Outlook on my Mac. I updated Outlook on my Mac. It turned on a Focused function, just like Clutter on the PC. The PC clutter stopped working Help.

For private Domain email support like our TechTipGuys.com or MalibusoftwareGroup.com we recommend either Google Business or Office 365 service Email service.

One of the main reasons I like Office 365 is the Clutter option. It looks at your email Inbox and over time learns from you what email is important and leaves it in the Inbox, what email is not as critical and moves it to the Clutter folder, and what email is Spam and moves it to the Junk folder.

I also have a Mac with Outlook and the Focused feature tries to duplicate the Clutter feature with the Focused option. I also depended on Clutter working.

It is very easy to get Clutter back. Turn clutter back on by going into your Office 365 account find the options, and then turn clutter back on.

THERE IS A WARNING WHEN YOU INSTALL THE MAC OUTLOOK VERSION BUT YOU CAN EASILY MISS IT. SIMPLE TO FIX.

1841. Voice Transcription

Have you ever wanted to get a transcription of a voice file? I needed to translate our tips for the blog. How can I do that?

Ken. When we started TechTips I would spend significant time transcribing your long winded answers to our tips. So I looked around and found a great web site that helped with this task. It is Voicebase.com

I suspect there are other sites that do this function as well.

All you need to do is signup and start using it. You simply upload the voice recording (it can be any number of formats like MP3, Wav and other formats). Then tell the site to convert the file and in a matter of minutes you will be notified that the transcription is done.

It is surprisingly accurate. Even with your voice Ken. Most of the corrections are punctuation.

The price is very reasonable Less than .02 per minute. They provide you with a generous free trial.

Also if the recording is very difficult they also provide a human transcription service and foreign language support.

Give a look at Voice Base.com

1840. Privacy settings for Windows 10 Creators upgrade

Privacy Settings for the new W10 release.

When you upgrade to the creators edition you will be asked to review the privacy settings.

If you already updated go to the Privacy setting and review the options. Click the Windows Start, Settings, Privacy. Go thru the list and select the various topics.

To get more detailed information on each option click the Learn More option. I found that most of the defaults were what I would select but I did change about 10. Under each heading you can decide if applications can access various settings on the computer. In many cases you can decide what specific application can access those functions.

It is worth spending 10 minutes to review these settings. We strongly recommend spending the time. Check out the link on the blog.

https://support.microsoft.com/en-us/help/4014916/windows-10-choose-your-privacy-settings-for-windows-10-creators-update

1839. Suggested AntiVirus

Have you ever done an evaluation of virus protection products? Many of us would like to know which products are best?

https://www.top10bestantivirus.com/

It is critical to list the things most important to your protection. The important things to consider are

1. Web surfing protection.
2. Email attachments.
3. Multiple computers.
4. Multiple devices - Mobile phone, tablets....
5. Mac or PC or both?

No judgement but also consider if you are a high risk user? If you tend to visit more high risk sites consider extra protection.

If you are looking for business vs. personal make sure you get the business version. It might cost a little more, but some features are more focused on business use protection. For business protection I like Trend Micro Worry free products, and MalwareBytes.

I like MalwareBytes for personal.

The basic Microsoft protection that is free is called Windows Defender and Windows firewall. Use it if you decide on not spending money on additional products.

And of course our recommended ultimate protection is to have and use an image backup program. If you get a virus you simply restore your last backup. For Windows use Macrium Reflect. If you have Windows 10 there is built in image backup. For your Mac use Carbon Copy Cloner.