Technology Q&A

Work smarter: Put your mouse on the left of the keyboard ... Get Office toolbars to display all functions in drop-down menus ...Make interoffice messaging faster and safer ... Create a hidden footnote in Excel ... Solve the e-mail blind copy danger ... Freeze the position of graphics in Word and Excel ... Find comments in a spreadsheet ... Shortcuts Key to Instructions To help readers follow the instructions in this article, we use two different typefaces: * Boldface type is used to identify the names of icons, agendas and URLs. * Sans serif type indicates the names of files and the names of commands and instructions users should type into the computer. WORK SMARTER: PUT YOUR MOUSE ON THE LEFT OF THE KEYBOARD Q. I'm left-handed and keep my mouse to the left side of my keyboard. My partners keep bugging me to adjust to their right-handed world so that anyone who uses my computer doesn't have to move the mouse. But I tell them that it's they who should make a switch. What do you think? A. Well, I'm biased. I, too, am a lefty and have always kept my mouse on the left side. However, I do it not because I'm left-handed, but because I've experimented and find the left to be a more efficient location. Just look at the keyboard: When the mouse is on the left side, the hand has a shorter distance to travel between the keyboard and the mouse, reducing the risk of carpel tunnel syndrome. But with the mouse on the right side, the hand has to jump over the numeric keypad to get to the mouse. There's research to prove it. According to New Scientist magazine, researchers in Canada asked 27 right-handed volunteers to place their mouse on the left for a month. The volunteers were able to adjust easily and could handle all computing tasks using much smaller movements. They also Found it improved their posture during work because they didn't have to stretch as far. In fact, of the 27 volunteers, 16 decided to stay with the left-handed placement after the experiment ended. Exception: If you're a heavy user of the numeric keypad, you may find it's better to keep the mouse on the right-hand side. GET OFFICE TOOLBARS TO DISPLAY ALL FUNCTIONS IN DROP-DOWN MENUS Q. I recently upgraded to Office XP, and now when I click on the toolbar, only some of the function icons drop down; in order to get them all, I have to click on the double arrows at the bottom of the menu. How can I get the full menu to reappear? A. Before I tell you how to get each dropdown menu to display all its icons, you should be aware of the various toolbar features available. You can make each toolbar category display all of its functions, which looks like the screenshot at right. Or you can format each category to display only those functions you commonly use. Windows monitors which functions you use most and will display an abbreviated menu tailored to your needs, which could look like this: If you opt for an abbreviated menu, you have two further options: Either the full menu will drop down a few seconds after the abbreviated menu opens or it will drop down only if you click on the double arrows at the bottom of the menu. To set any of these defaults, click on Tools, Customize and then on the Options tab, producing this screen: If you want the full menu, place a check in Always show full menus. If you want Windows to display only your commonly used icons, leave it unchecked. But notice that when that box is not checked, you have the option to place a check next to Show full menus after a short delay. Notice, too, you have the option to reset your saved usage data by clicking on Reset menu and toolbar usage data. These menu options work in all Office applications. MAKE INTEROFFICE MESSAGING FASTER AND SAFER Q. Because I'm a faithful reader of your column, I've been designated the technology guru of our small (12 professionals) CPA office and challenged by tray partners to come up with a better way to handle interoffice communications. …

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