|
To
help readers follow the
instructions in this article, we
used two different typefaces: Boldface
type is used to
identify the names of icons,
agendas and URLs. Sans
serif type
shows the names of files and the
names of commands and
instructions that users should
type into the computer.
|
|
STACK
SPREADSHEETS ON THE SCREEN
 We had a
brief power outage and now I can’t keep
multiple Excel files open on my screen. Each time
I open a second file, the first one disappears
from the screen, and when I close that second
file, the first one instantly reappears. Can you
help?
 I don’t
know whether the power outage was the cause of
the problem, but that experience with the brief
blackout should prompt you to install an
uninterruptible power supply (UPS), which is a
powerful battery linked to your computer. In the
event of an outage, the battery is programmed to
kick in immediately, automatically saving and
closing open files and then safely turning off
your computer. It can be set up for a network as
well.
As
for your Excel problem, it’s likely that
somehow a default setting changed. It could have
been caused by the power outage or a misplaced
click in the Options menu. In
any case it’s easy to fix. Click on Tools,
Options and then the View
tab and add a check in the box next to Windows
in Taskbar (see screenshot).
Not
only can you now display several files on your
screen, but their identifying icons will appear
in your desktop’s toolbar as well (see
screenshot).
By
the way, Word has a similar default. If you
suddenly find you can’t display more than
one Word file, click on Tools, Options
and then the View bar and
likewise place a check at Windows in
Taskbar.
PUT YOUR
COMPUTER INTO HIBERNATION
I can’t
get my computer to hibernate. Is there a lullaby
switch I have to engage to put it to sleep?
It’s
not called a lullaby switch, but you need to take
some steps to make hibernation possible.
Hibernation is a useful function; its purpose is
to save electricity without actually turning the
computer off and spare you the start-up delay.
When a computer is in hibernation, all functions
appear to be shut down. However, just before it
nods off, it saves an image of the
computer’s current state—not only
recording which files are open but where you were
working in each file. When you reawaken the
computer, it nearly instantly returns to its
pre-hibernation condition—skipping all those
file-loading steps.
To
activate hibernation, click on Control
Panel, Power Options,
the Hibernate tab and place a
check at Enable hibernation (see
screenshot).
The next
time you click on Shut Down, you’ll get the
Hibernation option. To reawaken the computer,
just press the power button.
You also
have the option to program your computer to go
into hibernation after it sits idle for a period
of time. To schedule that, click on Control
Panel, Display, Screen
Saver, Power and click
on the arrow across from System
hibernates and select an idle time (see
screenshot).
UNCOVER
HIDDEN WORKSHEET TABS
My Excel
files typically contain as many as 24 worksheets.
As a result, many of the identification tabs are
hidden behind the navigation bar at the bottom of
the screen. Is there some way I can view them so
I can get easy access to those hidden worksheets?
Right-click
on any of the navigation arrow buttons and a menu
of all your worksheets will appear (see
screenshot). Then just click on your target tab
and the worksheet will appear.
IDENTIFYING
FILES GRAPHICALLY
Is there a
way to customize file icons in Windows Explorer
to make them easier to identify?
When you
upgrade to Vista, you’ll discover many
graphically oriented features that not only will
make them easier to find, but will give you
visual information about what they contain.
Although XP is quite limited, here are a few
graphic tricks for icons:
Although you can’t convert the icons of
Explorer’s Word or Excel files into actual
graphics, you can force them to show some of
their contents when in the Thumbnails
mode. For example, you can make this generic Word
icon:
 |
look
like this: |
 |
To do that,
type a short identification word or phrase in
very large type on the top of the first page of
the document or the worksheet. Then click on File,
Properties and place a check in
the Save preview picture box
(see screenshot).
The icons of desktop shortcuts are more flexible.
You select a design from a small storehouse of
Windows icons. For example, you can convert this
generic Word icon:
 |
to
this: |
 |
Here’s
how: After creating the shortcut, right-click on
the icon and click on Properties
and then on Change Icon.
That
opens this Change Icon screen.
Move the little slider at the bottom of the
screen and select any icon and click on OK.
File folders (see screenshot) are the most
flexible for incorporating custom icons.
To
create your personal icon, open Explorer,
right-click on the target folder, evoking this
screen:
Then,
click on the Customize tab and
you’ll have the same choice from the Change
Icon screen. Notice also that you can
even customize it with a picture.
Have
fun.
A BETTER WAY
The January column
included an item (page 73) that described a way
to repair Word. After it ran, I realized there is
a faster, easier way to do the job.
So
if any Office application appears in need of
repair, open Control Panel and
click on Add or Remove Programs.
Then cursor down to the Microsoft Office
item, and click on Change. Be
careful not to accidentally click on Remove
(see screenshot).
After
a brief pause, this screen will appear:
Click
on Reinstall or Repair and this
screen will appear:
Click
on Detect and Repair errors in my Office
installation and be sure to place a
check at Restore my Start Menu Shortcuts.
The operation will take several minutes, after
which time your applications will be as good as
new without loss of shortcuts.
USEFUL
GOODS
 A mouse for
the CPA who has (nearly) everything…
First
there was the mouse—a simple one-button
device that guided your cursor. Then a second
button was added, creating right- and left-button
commands. After that the design incorporated a
scroll wheel, which maneuvered the cursor down or
up the page. Now, in the latest mouse technology
advancement, the MX Revolution from Logitech (www.logitech.com) needs just
a flick of the finger on the scroll wheel to
accelerate the cursor from a creep to blazingly
fast. In addition, it can even direct the cursor
to dart either horizontally or vertically.
As
if that’s not enough, the mouse has a second
horizontally mounted scroll wheel on the left
side that can switch the cursor to jump to
another file or Web page on the screen for
further browsing. 
Stanley
Zarowin is a contributing
editor to the magazine. His e-mail address is stanley.joatech@gmail.com.
| Do
you have technology questions for this
column? Or, after reading an answer, do
you have a better solution? Send them to
me via e-mail at stanley.joatech@gmail.com or
via regular mail at the Journal of
Accountancy, 220 Leigh Farm Road,
Durham, NC 27707-8110. Because
of the volume of mail, I regret I cannot
individually answer submitted questions.
However, if a reader’s question has
broad interest, I will answer it in a
forthcoming Technology Q&A column.
On
occasion you may find you cannot
implement a function I describe in this
column. More often than not it’s
because not all functions work in every
Windows operating system or application.
I try to test everything in the 2000 and
XP editions of Windows and Office.
It’s virtually impossible for me to
test them in the earlier editions and
it’s equally difficult to find out
which editions are incompatible with a
function. I apologize for the
inconvenience.
|
|
| HOME | ARCHIVE | CONTACT | ADVERTISE | SUBSCRIBE | AICPA