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Office Tips n Tricks


This section includes Tips n Tricks to increase efficency at work place. Tip s n tricks for data security, microsoft office tips n tricks,tips ntricks to reduce spamming,tips n tricks for fighting phishing,tips n tricks to use Outlook notes, Letter writing tips n tricks workplace !. You can have complete details at
http://officetipsntricks.blogspot.com/




Tip1:      How to Safe Guard your personal / official data?

- Ever thought, how safe is your personal and official data over office LAN ?

- At majority of workplace, one had to use shared computers (usually shift jobs, call
centers, BPO)

- All your creative ideas and hard work, can act as stepping stone for competitors


Work Around

Use a FOLDER LOCK


Folder lock as the name suggest is a file security program that guards data against unwanted access. Its an efficient data security software that can fight against security threat. Many work arounds to password protect the file/folder/disk are available but many times password can be easily cracked. The interesting feature about this software is that it not only password protect data, locks it, hides it and even encrypt it!!! Any type of data, whether stored in files, folders, drives, pictures and documents can be protected.

It can be easily installed on PCs and can be efficiently used for hiding files from kids, friends and co-workers. It not only protects privacy of the files but also guards them against viruses, worms and spyware, and protects them from networked PCs, cable users and hackers. Lock remains intact even when the files are transferred from PC to other via any removable drive. Folder lock is available for free download at various websites. A trial version can be downloaded and installd on the system



Usage


Folder Lock can be used with any kind of files/folders stored in USB Flash Drives, Memory Sticks, CD-RW, floppies and notebooks.



Compatibility


Windows 2003/XP/2000/NT/Me/98


For other tips n tricks check out >officetipsntricks

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Tip 2:  How to send noteworthy eye-catching Feedbacks / Email replies / Letters / Memos .etc?

Days have gone, when office assistance was only one whose vocabulary use to count !!. With more and more people getting self-dependent, everyone need to be adverse with sound grammar and vocabulary, which is used in daily needs (giving feedbacks, email replies, letters, etc).If every time, you want to look for Internet, or do copy paste in Word to check aforesaid things it’s going to be very time consuming.

Work Around

- Download a Dictionary !! Simple

WordWeb is a free english dictionary, you can download easily from Internet. It is a top rated software that includes comprehensive English thesaurus and dictionary.

Advantages of Using WordWeb
  • Its Free!!
  • It will correct your spelling and give you options to try.
  • BIG one, it gives nearest words with same meaning.
  • Direct copy paste from word / email to WordWeb and vice-versa.
  • It includes a comprehensive English thesaurus and dictionary.
  • Can be used to look up words from within most programs.
This can be a useful tip for the people who need to impress their boss in office or influence their clients with magic of words:)

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Tip 3: What time is this on other side of GLOBE!!!

Technology has bridged gaps between continents. Around 70 – 80 % of multinational companies are have there branch offices, sites office at diversified locations. Usually people go and visit website, try time converters, asks colleagues for timings at other continent. But, being self dependent is mantra these days!!

Work Around

- Download a World Time Converter!!

World Time Convertercan be easily downloaded and installed in the system.


Advantage of using World Time Converter
  • Free
  • You can SET time zones as per your choice , it keep them clocking all the time.
  • Place shortcut in startup menu, hence no need to start it all time.
  • Draft it in be only visible on clock click (so task bar is also free).
  • Small icon “near date n time ” that’s it.
  • BIG one, this software can also be used to for POP UP reminders!!
When was last time your BOSS reminded you for pending TASKS !!!!
What you usually use at workplace for write TO Dos
  • Note Books
    (Which usually get lost, have tear pages after some time, you forget where you have written last notes, etc)
  • Stick Notes
(After a while, stick notes gum looses its adhesiveness, some one removes its by mistakes, etc)

Work Around

- Use Microsoft Outlook Notes


Microsoft Outlook comes a bundle pack with MS Office. If you are using Outlook for first time on your PC, you need to make profile (just give your own name). On LHS there are links for Mail, Calendar, Notes, and Contacts.(sample pic below). Create a new one (e.g. title TO DO) start writing all pending tasks you have and create shortcut on desktop (you may even further link shortcut to start-up). This will now act as permanent notes on desktop. Advantages of using Microsoft Outlook Notes



  • Its Free!!
  • Once created shortcut, no need to start outlook
  • Whatever you write, no need to save (write it and forget it, it will remain there!)
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Tip 4: Spyware…Is it troubling you?

Many time while working in office you may find unwanted popup appearing on your PC screen from nowhere. You may feel there is some kind of virus that is creating trouble and anti-virus is not working properly It’s time that you realize that this can not be due to a virus but can be the work of Spyware program.

According toMicrosoft  “Spyware and other unwanted software refers to software that performs certain tasks on your computer, typically without your consent. This may include giving you advertising or collecting personal information about you”. Spyware cannot be removed by Antivirus as Antivirus program is not supposed to do so.
Spyware can create following problems:
  • Browser search settings have changed without your knowledge. You may notice a new toolbar in your browser that you didn’t want, and find it difficult to get rid of.
  • Computer is more prone to crashes.
  • Unwanted pop-up advertisements even when you’re not on Web
  • Computer takes longer than usual to complete certain tasks.
Work Around

Spyware Removal Tool

  • According to Microsoft best way to get rid of spyware is to download a Spyware removal tool and run the same on your computer.
  • Other way can be to find programs in Add/Remove Program that you do not recognize or are named similarly to the program that is causing the unwanted behavior and remove it.
Microsoft has provided few other resolution methods which are available on Microsoft support site. For complete information regarding Spyware you just need to visit may refer Microsoft support site.

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Tip 5: Getting help for Microsoft Word

In our office Microsoft word is a most useful package we use for our daily documentation. Sometimes we get stuck with problems that really kills our time.

Work Around

The guru mantra for getting out of such problem is to use F1 Key help and Office Assistant. If this doesnot solve your problem you may visit Microsoft newsgroup. Microsoft have newsgroups that are completely dedicated to understanding MS word and using it in a better way. Any one can go and put up a question over there which are quickly answered by other people who visit the group. It has been analyzed visitors get their answers with in 24 hours. In case you have Microsoft Outlook Express on your system just visit news://msnews.microsoft.com

Google also keeps archives of the discussion on Micrsoft Newsgroup. You can search the google archivehosted on google groups beta center and search the archive same way you search on the Web.

There are also very good websites which provide quality tutorials on MS Word. Just check out the following Websites


Note: Such help is also available for other MS office programs.

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Tip 6: How MVP’s can help in solving MS Word related problems?

It may happen you are stuck with MS Word problem at your workplace and are not able to solve it using MS Word tutorials/Newsgroups.

Work Around

You can go for a professional help by a MVP.

MVP stands for Most Valuable Professional. This is a award provided my Microsoft to outstanding members of online community. These candidates are generally proposed by existing MVps as they regularly participate in  conversations of newsgroup and are familiar with members of the community. These MVPs are available for commercial hire. They show their a "Business Contact" link on their bio page. In case you have an extensive problem which you are not able to solve via newsgroup advice alone you may email to a MVp for consultation. Note you need to post your problem in the newsgroup before contacting any MVP. Complete details of MVPs can be downloaded from The Word MVP Website. It is one of the best help website that provide quality tutorials on MS Word.


Tip 7: Tips and Tricks to organize manager’s work place



Managerial tasks are the tasks that require vigilance,alertness but at the same time need to be done in a cool easy going manner. Three basic task of a manager are managing people,managing processes,managing information. Here are some tips and tricks to organize manager’s workplace in order to increase his efficency in office.
  1. Check the placement of your computer screen on your desk

    • At your workplace there should be no overhead lighting that will glare on a 12° tilt back screen.
    • You should not have window and a screen at the same time in your field of vision
    • You need to have check on height of the monitor. The top level of your monitor should be placed at your natural gaze level
  2. Avoid noises in offices
    • The ideal level of noise is as low as 50 dB in managers’ offices
    • Human voices may interfere with your intelligence
    • The human voice is a priority source of information that the brain cannot help but process. Our focus strongly prioritizes the perception of human voices and faces. Our concentration in a noisy office may, prompted by safety concerns, choose to focus on the human voices surrounding us, even though we may be trying to concentrate on a difficult file.
  3. Organize your desk
  4. Organize your work space by task, by activity, by objective
    • Hang a whiteboard in front of you and write on it what's important.
    • Close your door if you have important work. Don't be interrupted.
    • You can put a photography of your family if it's a stable couple.
  5. No human face in your visual field.Human faces may interfere with your intelligence
  6. Work on a clear desk 
    You will find it much harder to concentrate if you are studying a document on a desk full of papers and files than if you perform the same task on a clear desk.
  7. Respect the proximity rule
    Frequently used objects must be placed closer to you.Office audits show that this rule is seldom applied
  8. Hang a head-up display in front of your desk
    • Objectives out of sight, objectives out of mind
    • Buy a whiteboard, note down your personal objectives on it and hang the board just in front of your desk.
    • This is a habit of many professionals who thus manage to concentrate on the essentials. Each time they lift their head from their desktop, they know what purpose the day should serve. If the same information were written on a computer screen or a piece of paper, it would be less effective.
Source: Management Organization by Patrick M. Georges


Tip 8: MapmyIndia,Complete guide to map of India


Mapping India has been task many companies take. To find best route Map of India and its locations is the best source. With the advent of the Internet and exposure to international mapping sites, tourism etc, there has been a very big rise on the advent of mapping by a large number of companies. However finding the accurate detailed location had been a challenge

Work Around

- Check Out MapmyIndia, a complete guide to maps in Inda


MapMyIndia is a free web application to get maps in India. Map provide accurate directions in India. It offers city maps, street maps, route maps, driving directions, Locations and a business locator for India. Mapmyindia has a sister site Mappls.com. MapMyIndia is a free map service just like Google Maps, Yahoo Maps or MapQuest but dedicated to Indian geography. MapMyIndia also offers city maps, street maps, route maps, driving directions, eLocations and a business locator for India. They also have a mobile maps portal (paid), but you can try it for free till 31st Dec

About Mapmyindia
MapmyIndia, portal dedicated to India map has been created by a New Delhi, India based company. Maps of India can be find in complete details. MapmyIndia has been rated as one of the most innovative companies by its peers in the Information Technology Industry. The Mapmyindia site is the web front end of the underlying data available with CE Info. MapmyIndia Creator Company over the last decade has built a library of high resolution satellite images, which it is now displaying through its website.

Unique Features

It provides free maps of India and locations in India. The detailed map of India and its locations are provided. Details are to extent that you can find address of your house. Whether it is physical map of Inda, road map of India, a house map in any location in India any map is possible with MapmyIndia. With unique feature of e-location one can map out his/her residence on the internet specific to India. This is a first for India and first for mapping sites across the world.
MapmyIndia better map portal for India then Google Map

Maps are very useful when it comes to planning trips or getting directions. Google Map provides Map but MapmyIndia provide details which GoogleMap does not provide.

For complete detaisl just check out the portal. www.mapmyindia.com





Tip 8: Internet Explorer tips n tricks



Internet Explorer is the most common browser used byall. but still many of its features are not properly utilized. Internet Explorer version 7.0n have some important features like:

* Tabbed browsing - Internet Explorer has provided tab facility like other browser such as Firefox

* RSS support - IE 7 provides facility to view RSS feeds from different Websites.

* Phishing filter - Phishing is a big threat to ones privacy. Internet Explorer ver 7.0 has filters to fight phishing.

* Improved webpage printing

Downloading Internet Explore 7.0

Internet Explorer 7 can be downloaded from http://www.microsoft.com/. While downloading you may need to do Windows Validation and may be required to may be required to download security and other operating system-related updates. In case you are using Mozilla Firefox, Opera, Netscape, or another non-Internet Explorer browser to download Internet Explorer 7 you need to follow on-screen prompts to download the validation plug-in and validate Windows.


Note that as you install Internet Explorer 7, you may be prompted to validate Windows again. Also, you
The features of lat
Many people face problem in installing configuring IE.

Work Around


- Check out Internet Explorer features


  1. Internet Explorer installing and configuring tips
    • While Internet Explorer 7 is running Windows SharePoint Services may not be able to import spreadsheets.
    • After downloading Internet Explorer 7 you may need to update Google Desktop to the latest version, as older versions may prevent Internet Explorer 7 from operating when new tabs are opened.
    • Internet Explorer 7.0 may have some issues with certain software, such as Flight Simulator 2004, the Microsoft Office Handwriting Recognition Service, or the SAP GUI interface after installing Internet Explorer 7.
    • In case Internet Explorer 7.0 it is advisable to install a back up browser before upgrading to IE 7.0

    (source: http://malektips.com/internet_explorer_7_0001.html)
  2. Internet Explorer keyboard short cuts
    • Press Ctrl + Enter on Addressbar of Internet Explorer it will automatically addhttp://www and .com at the end in the address.
    • Need to change Title of the Internet Explorer/ Follow these steps:
      1. Click Start > Run > Type gpedit.msc
      2. Click User Configuration > Windows Setting > Internet Explorer Maintenance > Browser User Interface
      3. Double click on Browser Title
      4. Click on Customize Title Bars
      5. Change the text to what whatever you want
      6. Click on Ok
    • Access Address Bar of Internet Explorer using “F6” key on the keyboard.
    • Controlling Internet Explorer by scrolling mouse
      1.Hold CTRL and use the scroll wheel on the mouse to increase
      or decrease the font size.
      2.Hold Shift and use the scroll wheel to go back or forward between WebPages. 

    Tip 9:  Debt reduction software for reducing bills

    Debt reduction has emerged as one of the difficult tasks in this fast moving word. Reducing bill such as mobile bill, credit card bill, phone bill, petrol bill becomes tougher when one is too busy in professional life. Debt reduction task requires much more efforts than task of reducing bill. In myprevious post on reducing mobile bill. I discussed about yourbillbuddy. The post included tips n tricks to reduce phone bill by consulting yourbillbuddy. Consulting such online portal will definitely help in reducing phone bill. But that’s not all we still need ways to reduce our credit card bill and more then that pay then off efficiently. A debt reduction planis required that can provide professional assistance in reducing bill. Thus apart from reducing bill we need tricks to reduce debts and pay the bills quickly.

    Work Around for reducing bill

    Reduce Bill using Debt reduction Software

    Reduce bill using a Debt reduction Softwareis one of the efficient steps towards saving money. There are few companies who have released Debt reduction computer software that will definitely help in reducing bill. There are online portals that provide complete solution for debt reduction. Debt reduction Software will help any individual to create a debt reduction plan. A scheme to reduce bill can be obtained without obtaining any professional help. Debt reduction Softwarewill require you to enter all credit and debit information for a defined period and in return the software will create a customized repayment plan and budget. Reducing bill using the debt reductions software is definitely easy and will help to do comparative analysis of your budget and plan produced by Debt reduction Software

    Working of Debt Reduction Software

    Debt Reduction software require detailed debt information such as total debts, number of loans, interest rates, minimum payments, etc. The user needs to prioritize the various debts and need to enter the maximum amount he can repay every month (in total). The software analyzes this information and creates a debt reduction plan that can best suit the user need. The important debt that need to be paid first are considered at higher priority then other.
    Debt Reduction Software Advantages


    • User Friendly
    • Flexible - Debt Reduction plan can be generated as per user income and budget
    • A free reminder to all debt payments


    Popular Debt Reduction SoftwareTo reduce bill many debt reduction software are available in market. Some of the popular debt reduction tools are
    1. Debt Reduction Software - Zilch Works
      Zilch Works is an easy to use debt reduction software that can help user to pay off their debt quickly. According to Zilch Work, the company focus on helping user to build a step by step, get out of debt payment plan that is custom tailored to user's specific financial situation. It is one of the first company to come out with a software product for creating a personalized, step by step, get out of debt payment plan.

      Attractive feature of Zilch
      • - A powerful debt reduction software
      • - Easy to use
      • -30 Day trial version of Zilch Software is available and can be downloaded from the Zilch Website
    2. Rapid Debt Reducer
      Debt Eraser's Rapid Debt Reduction program is an efficient way to pay off debts. Rapid Debt Reducer works on the basis of a five year elimination plan. This program is also available under the name Smart Money Manager. This debt reduction software helps to identify unnecessary expenses and the most effective order of repaying outstanding debts. This tool a plan that is supposed to be able to clear your debts up to 13 times faster while saving a considerable amount of interest and this all can be done without increasing the total payments every month.
    There are many other tools available and many online portals provide the details about such debt reduction plans and software. Will discuss about the other debt reduction tips n tricks in my future post. Related Post Reduce Mobile Bill using yourbillbuddy


Tip 10: Reduce mobile bill using Yourbillbuddy


Reducing Mobile bill had been great challenge for the organization and individual. Talking on phone may be need for an individual or may be part of his job. For any organization mobile tariff for its employees can be a great pain if the plans are not optimized according to the user’s need. Reducing mobile billis a important but a tedious job for any organization needs to do to optimize tariff plans of the phone used by employees. There is need of a service that predict prospects of reducing mobile bill. TO reduce mobile billcan be a major step towards cost cutting and this is possible if appropriate tariff plan for the phone is choosed. To reduce mobile bill there are many options available with various cellophone service providers but going through such plans, analyzing them deciding the best one suting need of individual employee is difficult. Reducing mobile bill is not only need of organization but also need of a individual who is roaming or is much on phone. Phone bill definately is concern of most of the people but many times people are too busy to get right plan for their phone and reducing mobile bill is difficult for them. With so much options for various cellophone services available choosing the best tariff plan is difficult

Work Around

- Consulting yourbillbuddy.com for reducing mobile bill

Yourbillbuddy is a free service available specifically for mobile phone users of India for comparing the tariffplans and finding out the best one. Yourbillbuddy has been launched by Trilogy E-Business Software, best known for cutting-edge analytics and configuration solutions having their development centres in Bangalore and Austin. The site helps a user to find out the best mobile plan suited for his need and this will eventually help the user in reducing mobile bill. This service works by requesting users to upload past mobile bills. The system analyzes these mobile bills and using a database of currently offered mobile phone tariff plans by different cellophone service providers it recommends the cheapest plan based on the user's calling pattern. It is running for Karnataka and Delhi but is being planned to be launched nationally and internationally soon.

Role of Yourbillbuddy in reducing mobile bill

According to organization as well as individual point of view Yourbillbuddy help consumers check on various parameters that play a key role in mobile bill. Such as people whom they call up the most, how many long distance calls they make, or how long they are on roaming etc.. The site analyzes various factors that have great influence on the mobile bill and and provides the optium tariff plan. The major aspects that are analyzed include factors such as amount spent calling up various phone numbers, number of long distance calls,number of calls made to a particular phone number, number of local calls, number of roaming calls, and number of SMSes.


Importance of Yourbillbuddy
Cellophone Service providers have flooded consumers with numerous mobile plans. The frequency of change in tariff plan together with availability of new and different plans in market keep consumers confuse. Consumers are noit sure which mobile plan will help to reduce phone bill. To give solution to the consumer which is best for them and appropriate for their budget is the goal of Yourbillbuddy. Usage factor is a very important issue which plays key role in determining the success of any tariff plan. Triology has used this important factor in providing appropriate plan for reducing mobile bill.


Yourbillbuddy features that help in reducing mobile billRole play of Yourbillbuddy for reducing mobile bill and hence cost cutting is worth talking. Some of the important features about the website are:
  • Free for the consumers
  • Easy to use
  • Site constantly monitors the changing tariff plans in the market and periodically updates itself. It provides the plan available with every service provider for the benefit of customers.
  • Yourbillbuddy is at backed supported with robust algorithm which are capable of accepting all types of bills, compare them and then provide the best suggestion plan for the user.
  • Using Yourbillbuddy for analyzing and reducing mobile bill is not a very big task. Its just a three step process
    a. Login/Signup as member
    b. Upload post-paid mobile bill with bill details
    c. Follow instructions online and get the appropriate bill


for complete details just logon to yourbillbuddy at www.yourbillbuddy.com

Office Tips



Looking for e-planner to plan staff holidays


Try e-days at http://www.e-days.co.uk/.
This package provides complete solution for online staff holiday planning and staff absence management. Most of the companies are moving away from paper or spreadsheet based staff absence management processes. They have recognized the efficiency of a holiday planner and absence management system.

e-days is a web based staff holiday planning and sickness management system. It can benefit all staff within an organisation. A good planning and analysis of holidays can be done . HR staff can empower and monitor the workforce, staff members can take control over their holiday planning. You may like it for your personal use.




e-days is a software service used by companies in more than 60 different countries, providing an effective, simple and fast absence management solution. e-days has been in existence since 2004 and has gained the enviable position as a world leading staff holiday planner and staff absence management system.

The system gives senior management and HR staff a bird’s eye view over staff absence resulting in large process and efficiency gains. Come and join our large, growing customer base which includes many household name companies as well as SMEs.

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