Tip of the Week: Windows 7 Snipping Tool/ Office 2010 Screenshot Tool

Application: Windows 7 / Excel, Outlook, PowerPoint, and Word 2010

Windows 7 offers a Snipping Tool to capture screen shots. This tool can be used to capture any information that appears on screen. Additionally, some of the Microsoft Office 2010 applications offer a screenshot tool from the Insert tab. Both tools offer options to capture an entire screen or a portion of the screen.

Using the Windows 7 Snipping Tool

1. Go to the Start button. In the search box, type Snipping Tool. In the search results, click Snipping Tool.
2. Click the drop down arrow next to the New button to select Free-form Snip, Rectangular Snip, Window Snip, or Full-screen snip.
3. Select the area of the screen to capture.
   The snip is automatically copied to the Snipping Tool clipboard. From the Snipping Tool clipboard, share, save or annotate the snip. When inserting a snip into an Office document, the Picture Tools tab will become available for editing.

Using the Screenshot tool in Microsoft Office

1. Within each application, select the Insert tab.
• In Excel, Outlook, and Word, in the Illustrations group, go to the Insert Screenshot button.
• In PowerPoint, in the Images group, go to the Insert Screenshot button.
2. Choose one of the following:
• To capture the entire screen, click the down arrow below the Insert Screenshot button and select a thumbnail from the Available Windows gallery.
• To capture a portion of the screen, click the down arrow below the Insert Screenshot button and select Screen Clipping. When the pointer turns into a plus sign, select the area of the screen to capture.

When the snip is inserted into the Office document, the Picture Tools tab will become available for editing.

Want to see it in action? Watch this Microsoft Office video about the Snipping Tool.

Tip of the Week: Customizing the Ribbon

Application: Office 2010

The Ribbon first appeared in several Microsoft Office applications in 2007. Office 2010 features the Ribbon in all applications. With Office 2010, the Ribbon can be customized to feature the commands you need readily available. The Ribbon can be customized uniquely in each application.

Customizing the Ribbon

1. Go to the File menu.
2. Navigate to Options. When the Options dialog box opens, select Customize Ribbon.
• To view or hide a tab, check or uncheck the box by the tab name.
• To add a custom tab, click the New Tab button at the bottom of the tabs listing.
• To add a new group to an existing tab, click the New Group button at the bottom of the tabs listing.
• To rename a tab or group, select the tab/ group and then click Rename at the bottom of the tabs listing.
• To change the order of the tabs or groups, use the arrows to the right of the tabs listing.
• To add commands to a tab or group, first select the tab or group, then select the command from the commands list and use the Add button between the commands and tabs listings.
• To remove commands from a tab or group, select the command, and then click the Remove button between the commands and tabs listings.
• To reset the Ribbon back to default, click the down arrow on the Reset button at the end of the tabs listing. Choose Reset only selected Ribbon tab or Reset all customization.

See It in Action

Check out this Microsoft Office Video: Customize the Ribbon

Tip of the Week: Pin a Program to the Task bar

Application: Windows 7

If there are certain documents or programs that you use frequently, consider pinning them to the task bar. This feature eliminates the need to navigate through the Start menu to find an item. Programs and documents can be pinned or unpinned as needed.

Pinning a program to the taskbar

Choose one of the following:

If the program is open, right-click the program button on the taskbar and select Pin this program to the taskbar.

-or-

If the program is not open, click Start, navigate to the program and right-click, then select Pin to Taskbar.

Pinning a document to the taskbar

Select the closed file and drag to the taskbar. The icon for the associated program will appear. Right-click the icon to find the document.

To unpin items from the taskbar, right click and select Unpin this program from taskbar.

Watch it happen in this video: http://windows.microsoft.com/en-US/windows7/Pin-a-program-to-the-taskbar

A Blackboard Tip of the Week: Announcing the 2012 Blackboard Exemplary Course Program

Tip: The Blackboard Exemplary Course Program aims to help faculty use e-Learning technology more effectively by identifying and disseminating best practices for designing engaging online courses.

Using a rubric, instructors and course designers are able to evaluate how well their own course conforms to best practices for Course Design, Interaction & Collaboration, Assessment and Learner Support.

Consider participating in the 2012 Exemplary Course Program by submitting a course of your own or volunteering to be a reviewer or both!

There are many benefits to participating in the Exemplary Course Program:

• Learn course design best practices to improve the engagement, collaboration, assessment and learner support within your own courses
• Develop a fresh perspective by seeing how other instructors and designers from your discipline or area of interest are developing their courses
• Apply lessons learned from the Exemplary Course Rubric to your own courses or those you are helping to develop
• Receive detailed feedback on your own course development on the best practices you are employing or areas in which it can be improved
• Gain professional development experience and recognition for your accomplishments and participation in the program

This is a valuable learning experience for even the most seasoned instructor or designer.

To learn more about the 2012 Exemplary Course Program:

• Visit the Exemplary Course Program wiki
• View the Award Study Guide
• Learn about how to participate in the 2012 Exemplary Course Program and download the rubric

We encourage you to consider participating in the Exemplary Course Program. If you have questions, please send an email to: ecp@blackboard.com

To stay up-to-date on all things related to the Exemplary Course Program and other Catalyst Awards, you can ‘Like’ them on Facebook!

Tip of the Week: Chart Improvements

Application: Excel 2010

Excel 2010 has enhanced charting features. In older versions of Excel, charts limited the number of data points. Formatting chart elements is easier in 2010-double-click any part of the chart for a dialog box to open. Colors, patterns, fills, and more can be modified.

Inserting a Chart

1. Enter the data to be charted on a worksheet.
2. Select the cells containing data to be charted.
3. On the Insert tab, in the Charts group, choose a chart type by clicking the down arrow by a chart name.
4. The chart will appear on the worksheet. The Chart Tools toolbar will become available if modifications are needed.

For more information about chart formatting options in Excel 2010, see this Microsoft article entitled Change the format of chart elements.

Tip of the Week: Email merge

Application: Word & Outlook 2010

Microsoft Word offers a mail merge wizard with step by step instructions to send emails by mail merge. With e-mail merge, each e-mail message is a separate mailing where each recipient is the sole recipient of each message. Each message can be personalized to address each recipient by name, yet the content of each message is unique. The unique information in each message comes from entries in a data file such as an Excel spreadsheet. This is unlike broadcasting an e-mail message to group of recipients or hiding recipients on the blind carbon copy (bcc) line of the message in each recipient only sees the email addressed to them.

Email merge process

1. Using the mail merge wizard, set up the email message in Word.
2. Connect the email message document to the data list.
3. Determine which recipients in the list will receive the email.
4. Add placeholders or mail merge fields to the email message document.
5. Preview and complete the merge.

For detailed instructions for each of these steps, see the Microsoft Office article Use mail merge to send personalized messages to your e-mail address list.

A Blackboard Tip of the Week: Grading Discussion Boards

Tip: You can grade Blackboard discussion board forums or threads by enabling the grading option when creating or editing a discussion forum.

Here’s how to create a gradable discussion forum:

1. Click on the Course Tools area of the Control Panel then select Discussion Board in the expanded menu.


2. On the Discussion Board page, click on the discussion board in which you would like to create the forum.
• NOTE: By default, Blackboard creates one discussion board per course. More discussion boards are created when groups with discussion boards are created through the Groups tool.


3. Click on the Create Forum button and create the forum as usual but do not click Submit yet.
• NOTE: If the forum already exists, click on the action link next to the forum name and select Edit.


4. Scroll down to the Grade options under section 4, Forum Settings, find the Grade section, and select one of the following:
1. Grade Discussion Forum
• Set the points possible for this forum grade.
• NOTE: Blackboard automatically creates a Grade Center column for this forum.


2. Grade Threads
• Students will not be able to create threads in this forum.
• When you create threads in this forum for students to reply to, you will be given the option to make the thread a graded thread and assign a point value.
• NOTE: Blackboard automatically creates a Grade Center column for each thread enabled for grading.

Here’s how to grade:

1. Access the forum or thread you would like to grade


2. Click on the Grade Forum or Grade Thread button


3. Click on the Grade button in the row of the student whose work you will be grading
• NOTE: On the resulting page, you can filter, sort, and print the student’s posts


4. Click on the Edit Grade button in the right-hand column to enter a grade, feedback to the student, and grading notes that will be visible to you and any other instructors or teaching assistants in the course


5. Click on Save Grade and then select the student whose posts you would like to grade from the Contributors section
• NOTE: This section only lists students who have posted in the forum or thread unless you click on the Show All button. Students with an exclamation mark in a green square have not been graded yet.


6. Click on OK to return to the Grade Forum or Thread page

Tip of the Week: Sticky Notes

Application: Windows 7
Sticky notes are a feature of the Windows 7 operating system. Sticky notes can be used as onscreen reminders for various items you need to remember. Sticky notes can be various colors with several formatting options such as bold, italic, and different fonts.  You can have multiple sticky notes on your desktop and delete when no longer needed.
To create a sticky note 1.    Click the Windows start button. 2.    In the search box, type Sticky Notes. 3.    Select Sticky Notes in the search results. 4.    When the new sticky note appears, begin typing.

A Blackboard Tip of the Week: Needs Grading in the Grade Center

Tip: You can use the Grade Center’s Needs Grading tool to access and grade ungraded assignments and tests. You can narrow the listed Needs Grading item to those of a specific category, of a specific assignment or test, of a specific user, and/or by a date range.

Here’s how to narrow the listed items:

1. Click on the Grade Center area of the Control Panel then select Needs Grading in the expanded menu.


2. On the Needs Grading page, click on the yellow Filter button.


3. Use the dropdowns to narrow your selection, and then press Go.

To grade all listed items:

1. Once you have narrowed the listed items to those that you would like to grade, click on the Grade All button.
• NOTE: If you would like grade an individual student or would like to start at some point other than the beginning, you can do so by clicking on a student’s hyperlinked name instead of the Grade All button.


2. Once you have finished grading an item, click on Save and Next to proceed to the next item.

To grade all users anonymously:

1. Click on the action link next to any submission, and select Grade Anonymously.
• NOTE: You can only grade one assignment type at a time using this method.


2. Once you have finished grading an item, click on Save and Next to proceed to the next item.

Tip of the Week: Using Jump Lists

Application: Windows 7
A Jump List is a new feature allowing quick access to the documents or applications you use most frequently. Jump Lists can include recently opened files or folders, websites, and pinned items.  The Start menu contains a jump list recently opened and pinned programs. The Taskbar contains a jump list of open programs and programs or documents that you have pinned.
Adding documents to a Jump List Choose one of the following:    If the program appears on the Start menu Jump List, hover over that program title to see the list of recently used files. To the left of each document, click the pin icon. -or- Click Start, navigate to the program and open. When the program opens, click the File menu to see the list of recently used files. To the left of each document, click the pin icon.
Removing documents from a Jump List Highlight the selected closed document and click the pin icon.

A Blackboard Tip of the Week: Grade Center Smart Views

Tip: In Blackboard 9, you can create different views of your Grade Center which allow you to filter which students you view, the columns you view, or a combination of both which you can then switch to using the Current View dropdown.

Smart Views are useful for sorting groups of students. For example, if you have assigned individual graders specific students, you can create a different Smart View for each grader. If you have combined multiple sections into one Blackboard shell, you can create a Smart View for each section.

Here’s how to create a Grade Center Smart View:

1. Log into your course and ensure Edit Mode is ON.


2. Click on the Evaluation area of the Control Panel then select Grade Center in the expanded menu.


3. On the Grade Center page, click on the Manage button and then select Smart Views from the dropdown menu.


4. On the Smart Views page, click on the Add Smart View button.


5. On the Create Smart View page, enter a name (required) and description (optional) then select a Type of View from one of the following:
• Group (select individual groups)
• Benchmark (select users based on performance criteria)
• Focus (select individual users)
• Investigate (a combination of the first three)


6. Select the criteria you would like to use to limit users.
• NOTE: If you would like to create a view that only limits which columns you view but includes all students, select Benchmark for your view type and then make the criteria “Grade on Total Greater than or Equal to” 0.


7. Use Filter Results to choose which columns you would like to view.


8. Click Submit then OK. Your new Smart View will now be an option on the Current View dropdown located on the light blue filter bar.
• NOTE: If you do not see the Current View dropdown, click on the Filter button on the bottom right of the Grade Center header field.


• NOTE: You can make your commonly-used Smart Views favorites by clicking on the star in the Add as Favorite column so that it is green rather than grey. It will then appear in the Grade Center dropdown of the Control Panel.

Excel 2010 Conditional Formatting

Application: Excel 2010
Conditional formatting is a way of visually analyzing sets of data. Cells can be highlighted by pattern or color for criteria set in the rules.  Criteria can be high or low values, top or bottom numbers in a set, duplicate or single items, cells containing certain information, and even formula based. In Excel 2010, conditional formatting has been improved to include more icon sets, more options for data bars, and formatting across worksheets in a workbook.
Apply Conditional Formatting 1.    Select the data to apply conditional formatting. 2.    On the Home tab, in the Styles group, click the down arrow under Conditional Formatting. 3.    Select from the following: ·      Highlight Cells Rules-after selecting rule type (greater than, less than, = to, etc.) a dialog box will appear so that determining values can be entered. ·      Top/Bottom Rules -after selecting rule type (top 10, top 10%, bottom 10, bottom 10%, etc.) a dialog box will appear so that determining values can be entered. ·      Data Bars-choices include both solid and gradient fill patterns and colors. ·      Color Scales-choices include both two and three color scales. ·      Icon Sets-various types of icon patterns are offered. ·      New Rule-various rule types, format styles, value fields, and color options are available. To manage or clear rules, click the down arrow under Conditional Formatting  and select Manage Rules or Clear Rules.  For more information about conditional formatting in Excel 2010, visit the Microsoft Office article Add, change, find, or clear conditional formats.

Tip of the Week: Live Taskbar Preview

Application: Windows 7
The improved taskbar in Windows 7 allows you to see open items. This feature allows you to quickly switch between windows or documents.  Windows or documents can also be opened or closed from the taskbar.
Using Live Taskbar Preview ·         Hover the mouse over an icon on the taskbar. o   If the item is not open, a description will be shown. Click the icon to open. o   If the item is open, a thumbnail of each window or document will be shown. Click the thumbnail to open. o   To close a window or document, hover the mouse in the upper right corner of the item and click the red X.

Tip of the Week: Using Instant Search

Application: Outlook 2010
Instant Search has been improved in Outlook 2010. It is now possible search by fields such as sender, subject, or even attachments.  Using the Instant Search feature enables the Search toolbar which includes specific tools to search by field, recent search items, and what areas of Outlook to search.
Using Instant Search 1.    From the navigation pane, select the folder to search. 2.    Type search text in the Instant Search box located in the upper right part of the screen. 3.    A list of items containing the search text will appear. To search all folders for the search text, click Try Searching again in All Mail Items.

Sparklines

Application: Excel 2010
Sparklines are small charts that fit into one cell to visually summarize trends alongside data. Sparklines can be shown as a line, column, or win/loss format. When Sparklines are created, the Sparklines tools become available so that colors, placement, and styles can be modified.
Adding Sparklines 1.    In Excel, select an empty cell. 2.    Click the Insert tab. In the Sparklines group, select Line, Column, or Win/Loss. 3.  The Create Sparklines dialog box will appear. In the Data Range field, enter the cells to be used in the Sparkline calculation. In the Location Range field, enter the cell where the Sparkline is to be placed. 4.  Click OK.

Microsoft Office 2010 Tip of the Week

Application: Excel, Outlook, PowerPoint, Word 2010
New in Office 2010 is the Backstage View. The File tab replaces the Office Button. The Backstage view is a place to create, manage, and save files and to set options for the application. Each application will offer specific features in Backstage View to adjust settings.
Backstage options ·     Info tab: for adjusting permissions; viewing document properties (status, categories, last modified and printed dates, etc.), using the document inspector. ·  Save & Send: offers multiple options for sharing and sending documents via email, PDF or as an XPS, or save to SharePoint. ·  Options tab: application specific features to adjust settings.

Bookmarks within a document

Application: Word 2010
When Word documents are lengthy it can be useful to use bookmarks to aid in navigation of the document. For example, if a document contains a table of contents, it can be convenient to make it interactive. Each entry in the table of contents can be bookmarked with the corresponding area of the document. This feature can be used with table of contents, headings, key words, or pictures and images in the document.
Adding a Bookmark 1. Select the information to apply the bookmark. 2. On the Insert tab, select Bookmark. 3. The bookmark dialog box will open. Enter a name for the bookmark (with no spaces). Hyperlinking the Bookmark 1. Select the heading, table of contents entry, keyword, picture or image that will go to the bookmark. 2. Right-click and select Hyperlink. The Insert Hyperlink dialog box will open. In the Link to section, be sure that Place in this Document is selected. 3. Select the bookmark name. 4. Click OK. For more information, see the Microsoft Office article Add or delete bookmarks.

Tip of the Week: Quick Steps

Application: Outlook 2010

Outlook 2010 features Quick Steps, a way to perform repetitive processes on email. Several Quick Steps are included as defaults, and you can customize a Quick Step for a specific situation. Quick Steps can be updated or modified as needs change.

Default Quick Steps

• Move to: Moves the selected message to a mail folder you specify and marks the message as read.
• To Manager: Forwards the message to your manager.
• Done: Moves the message to a specified mail folder, marks the message complete, and then marks it as read.
• Reply & Delete: Opens a reply to the selected message, and then deletes the original message.
• Create New: Create your own Quick Step to execute any sequence of commands, name it, and then apply an icon to help you identify it.

How to Create a Quick Step

1. In Mail, on the Home tab, in the Quick Steps group, in the Quick Steps gallery, click Create New.
2. In the Name box, type a name for the new Quick Step.
3. Click the icon button next to the Name box, click an icon, and then click OK.
4. Click the drop down box under Actions. Choose an action for the Quick Step. To add additional actions, click Add Action.
5. To create a keyboard shortcut, in the Shortcut Key box, click the keyboard shortcut to assign.
6. To create a tooltip text, enter the information in the Tooltip text field. The text will appear when the mouse hovers over the quick step.

Beginning of Semester Checklist

Tip: Beginning of semester tasks

1. Enhance course design and menu options
2. Combine multiple course sections into one shell (if applicable)
3. Make the course available

Enhance the course design and menu options:

1. Access your course
2. On the Control Panel, click on Customization and then select Style where you can:
   
   • choose a course menu style
   • manage how the menu is displayed
   • add/change the course banner
3. On the Course Menu, you can:
   
   • re-arrange the order of menu items by clicking on the double-headed arrow to the left of the menu item then dragging and dropping the item to its new position on the Course Menu
   • rename, show/hide, or delete a menu item by clicking on the action link next to the item
   • add a content area, a link to a course tool, a link to a course area, or an external link to the course menu by clicking on the Add (plus) symbol on the Course Menu

Combine multiple course sections into one shell (if applicable):

1. Access the course from which you want to move users
2. On the Control Panel, click on Packages and Utilities and then select Course Copy
3. Select Copy Course Materials into an Existing Course from the Select Copy Options dropdown
4. Click on Browse and, in the pop-up window that appears, select the Destination Course then click on the Submit button in the lower right-hand corner of the pop-up window
   • NOTE: The Destination Course is the course to which the enrollments will be copied
5. Place a checkmark next to Tasks
6. Place a checkmark next to Include Enrollments in the Copy
7. Click Submit
   
   • NOTE: You will receive an email notification when the enrollments copy is complete

Make the course available:

1. Access the course you want to make available
2. On the Control Panel, click on Customization and then select Properties
3. Under Set Availability, select Yes to Make Course Available
4. Click Submit

Document Properties in Microsoft

Application: Word, Excel, PowerPoint 2007 & 2010


Microsoft documents contain properties that can include the document title, author name, subject, and keyword tags. Using keyword tags can make searching for documents quicker and easier. When sharing documents with others, it is important to restrict editing if you do not want document properties changed.


Office 2007 document properties
1. In Word, Excel, or PowerPoint, click the Microsoft Office button.
2. Scroll to Prepare and then click Properties.
3. The Document Information Panel will appear. Update any fields listed.
Optional: Click the down arrow by Document Properties to view or update Advanced Properties.


Office 2010 document properties
1. In Word, Excel, or PowerPoint, click the File tab.
2. Click Info to view the document properties.
3. To update fields, click the field.
Optional: To see advanced properties, click Show All Properties.


Want to know more about document properties? Microsoft has more information for Office 2007 and Office 2010 users. When sharing documents with others, use the document inspector feature to reveal and remove hidden information. The Microsoft website features application specific articles about the document inspector feature.


For faculty, an interesting article from the Chronicle of Higher Education on Keeping Blind Review Blind by Anonymizing Documents.

Tip of the Week: mybrainshark

Web 2.0 Tools mybrainshark
Presentations that integrate both visual and audio can convey a message in ways that are appealing to audiences. Mybrainshark is a Web 2.0 tool that can be used to add audio via microphone or telephone to PowerPoint slides, documents, photos, videos, and creation of podcasts. The final product can be viewed online in a blog, unique URL on the mybrainshark site, email, or social media sites.


Highlights of the basic (free) account:
• Insert poll or survey questions
• Tracking data shows who, what, when, and where
• PowerPoint animations transfer
• Can add voice or MP3 files
• When uploading files, can add descriptions, categories, and keyword tags for easier searching
• Presentations can be modified at any time

Dividing Text in Excel

Application: Microsoft Excel 2007 & 2010


Have you ever needed to separate last name and first names in an excel spreadsheet? There are frequently times when spreadsheet data needs to be divided into more granular information in order to better sort, filter, alphabetize, or use in a mail merge independently.
Spreadsheets can be updated with Excel’s Text to Column command that can divide the data into separate columns.


Divide data in one column
*These steps apply to data where a space is used to divide. For data that is divided by commas or other, please see the article listed below.
1. Insert a column(s) where the divided data will be placed.
2. On the Data ribbon, select Text to Columns.
3. The Text to Columns Wizard will appear. In Step 1, select Delimited.
4. Click Next. In Step 2, select Space. Be sure to uncheck all other options.
5. Click Next. In Step 3, select Text.
6. Click Finish.

             

        becomes

For more information about this feature, please visit the Microsoft Office article.

Web 2.0 Tool of the Week: Second Life

Second Life is a 3-D virtual world entirely built and owned by its Residents. Since opening to the public in 2003, it has grown explosively and today is used by universities, businesses and individuals from around the globe.


An Invitation to See Second Life in Action
On April 12-13, TWU will host the Annual Student Creative Arts and Research Symposium. TWU uses Second Life during the symposium to allow students to present a virtual poster from off campus. As in real-life, presenters attend one session of the symposium by logging into Second Life from a computer and having their avatar present during a session. Students present their research to a global audience in addition to the visitors on the TWU campus.
A real-life viewing of Second Life will be available in ACT 225 and is open to the public. Student research will be presented at the following times in world:


Tuesday, April 12
12:00-12:50 p.m.
6-7:20 p.m.


Wednesday April 13
9-10:20 a.m.
12:15-1:00 p.m.
6-7:20 p.m.


In addition to a guided tour in ACT 225, visitors are welcome to try Second Life hands on in ACT 603 or from the convenience of your home. We invite you to join us in this celebration of student research!

Tip of the Week: Adding to My Links

Application: SharePoint
SharePoint has its own bookmarking option to allow for direct navigation to frequently used sites. Both SharePoint and other internet sites can be bookmarked. This list of links or bookmarks can be accessed anywhere through SharePoint.

How to add a link or bookmark in SharePoint
1. Go to Share.twu.edu. (From on campus)
2. Navigate to a specific page. For example, click on Instructional Support Services, then select Denton, then select Training.
3. In the upper right corner of the page, click on My Links.
4. Select Add to My Links.
5. A dialog box appears. Make any optional changes needed such as the name of the link, who can view the links, which group to add the link to or create a new group of links.
6. Click OK.

Tip of the Week: Managing Multiple Schedules

Applications: Outlook & SharePoint
Scheduling a meeting with multiple people or managing multiple schedules for various projects can be challenging. Offices use calendars to schedule meetings, vacations, phone coverage, appointments and more. To manage multiple schedules, there are several technology tools available.

Scheduling MeetingsMicrosoft Outlook calendars offer schedule availability options. Each faculty and staff member can designate times as busy, free, tentative, or out of the office. To schedule a meeting in Outlook:

1. Click on the calendar tab in the navigation pane
2. Select the date for the meeting
3. Right-click to open the dialog box and choose an option such as New Appointment, New All Day Event, New Meeting Request, etc.
4. A new dialog box will open. Select options for title, location, length of meeting, reminders, importance, etc.

When inviting others to a meeting with a meeting request, they are given the option to accept, decline, or mark tentative. The meeting request then keeps track of who has responded and how.

Office Calendars
When working with a group of people, SharePoint calendars can be used. The flexibility of SharePoint allows multiple calendars to be built in any site. A different calendar can be used for each project or person. SharePoint calendars can be connected to Outlook for ease of adding and modifying events. SharePoint also has options to determine levels of access to view, edit, or delete events.

Tip of the Week: Dropbox

Web 2.0 Tools Dropbox

Many people work from multiple locations or computers. Some need to access the same file from any location. Files uploaded to Dropbox can be accessed from different computers (Windows, Mac, and Linux), smartphones, or the Dropbox website.

What are the advantages?
• As files are saved in a Dropbox folder, the file is updated from every access point (multiple computers, smartphone)
• Entire folders or individual files can be shared with others
• Files are backed up on the Dropbox server
• Basic account is free with up to 2GB
• File history is kept for 30 days so earlier versions can be restored
• Unlimited undo option
• Files of any type can be stored
• Encryption for both storage and transfer of files
• When using Dropbox to collaborate with others, everyone can see changes when file is saved

Tip of the Week: Using My Site in SharePoint

Application: SharePoint

Each TWU faculty and staff has a My Site space in SharePoint. This is an internal website that can be used to store documents, keep a calendar, project tasks and more. SharePoint is available from on or off campus, making it a flexible way to store and manage information. There are two parts of My Site: My Home and My Profile.

Using My Home in SharePoint
• Personal place to store documents, calendars, surveys, tasks, and lists
• Permissions can be set by item to determine who can view or edit
• Many items can be linked to your Outlook account to view and edit through Outlook

Using My Profile in SharePoint
• Professional public profile page
• Fields to offer information about professional affiliations, skills, contact info, reporting hierarchy
• Option to display a picture

Tip of the Week: Public Folders

Applications: Microsoft Outlook

Public folders are special Outlook accounts that allow a group of people to share email. Public folders can have subfolders as well, for various departmental or project needs.

How are TWU offices using Public Folders?
Departmental email point of contact
Many TWU departments have email enabled public folders so that their department has a generic department point of contact, such as departmentname@twu.edu. These account names can be used in department literature so that several departmental people can process incoming requests.
Departmental central voicemail & fax
Many TWU departments use a public folder for their main line voicemail messages as well as faxes. This can be a time and cost savings to the department.

Tip of the Week: Charts & Tables

Web 2.0 Tools Chartle and Tabelizer

Charts and tables are ways to show data. Many tools are available to create charts and tables for uses in reports, websites, or shared through email and online sources. Several Web 2.0 tools are available to create charts or tables and give HTML code for using the charts on websites.
What are the differences?
• Chartle allows many types of charts to be created, color coded, and shared. Charts can be featured in the Chartle gallery, emailed, or shared on social networking sites such as Facebook or Twitter, among others. With each chart, the HTML code is offered to embed the chart in a website.

• Tabelizer creates a HTML table from spreadsheet data. After the information is entered into the program, options are available to adjust the font size and style as well as the header color. The final product appears on the screen along with the HTML code for use in websites.

Tip of the Week: Speech

Web 2.0 Tools Fotobabble and iSpeech

Using speech as a special sound effect can enhance presentations, blogs, and photographs. Several Web 2.0 tools are available to add speech to photographs and to covert text to speech.

What are the differences?
• Fotobabble allows speech to be added to any photograph. Upload a photograph to the website and use a standard microphone to add audio to the photograph. This can be shared on social networking sites such as Facebook or Twitter, among others, or emailed. Also, a URL is automatically generated for each photograph and can be used on a website or blog.
• iSpeech gives the option to cut and paste text or upload pdf, ppt, htm, xls, doc, blog, rss, txt, or rtf files and have the information converted to speech. Other options include to download it, podcast it or even embed it as an object on any webpage that supports html including: MySpace, Blogger, EBay, etc.

Tip of the Week: Document Location Command

Application: Microsoft Office 2007 Word, Excel, PowerPoint; Microsoft Office 2010 Word, Excel, PowerPoint

When working with Office files, it is important to know the location of the saved document. Files can be saved on a local computer, a storage device, a shared drive, or SharePoint. Microsoft Office has a Document Location command that can be added to the Quick Access Toolbar so that the save location is always visible.

How to add the Document Location command in Office 2007
1. In Word, Excel, or PowerPoint, go to the Office button.
2. Click on Word Options, Excel Options or PowerPoint Options.
3. Select Customize.
4. In the drop down box Choose Commands from, select All Commands.
5. Scroll down to find Document Location, then click Add.
6. Click OK.

How to add the Document Location command in Office 2010
1. In Word, Excel, or PowerPoint go to the File tab.
2. Go to Options.
3. Select Quick Access Toolbar.
4. In the drop down box Choose Commands from, select All Commands.
5. Scroll down to find Document Location, then click Add.
6. Click OK.