Technology Q&A

Technology Q&A

Connect two computers to a single screen, keyboard and mouse…Yes, you can sort rows in Excel…Browser saves passwords without a prompt…The power of the Scroll Lock...Prepare for the next-generation computer…Easy way to record error messages…A quick way to capitalize and uncapitalize…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 commands and instructions that users should type into the computer and the names of files.

CONNECTING COMPUTERS
Q. I use two computers in my office—a desktop and a small laptop. When I work on the laptop, I usually plug it into the desktop’s large screen and comfortable keyboard. But the wiring setup is awkward: I have to plug and unplug all those connections each time I move from one computer to the other. Short of setting up a small network, is there another solution?

A. Indeed, there is. It’s not only an easy solution; it’s relatively inexpensive. For about $50 you can buy a device called a KVM switch that links two computers; and for $100 a KVM switch can connect up to four. KVM stands for keyboard, video, mouse.

Here’s how the switch works: You plug your keyboard, video monitor and mouse into the KVM switch and then run cables (which are included) to each computer. There’s no complicated configuration or software to install. Once you connect the plugs, a simple keystroke determines which computer is accessed.

To learn more about them, just type KVM switch into your search engine and you’ll find loads of products and information.

EXCEL
In the September 2003 column I erroneously stated that Excel’s Sort function can sort information only in columns (up and down) not in rows (left and right). I should have known better because I’ve used that row-sorting function many times. I would like to thank the several readers who pointed out the error.

Here are the steps to sort data in rows. Highlight the cells you want to sort, click on Data, Sort and the screen at right appears.

Then click on Options, and the screen below appears.

Click on the Sort left to right box, and you’re in business.

INTERNET PASSWORDS
Q. I spend a lot of time surfing the Web, and each time I’m asked for a password, I have to type it in and Internet Explorer asks me whether I want to save it—and sometimes it doesn’t even ask. Is there a way to automate that feature—to have Explorer save the password automatically and bypass the annoying pop-up question?

A. Explorer not only will save your passwords automatically, it will do it without the pop-up query, but you have to tell it to do this by setting the proper default. Here’s how: While you’re in Explorer, go to Tools, Internet Options and select the Content tab and click on AutoComplete.

Then uncheck the box at Prompt me to save passwords.

HELP FROM SCROLL LOCK
Q. What does the Scroll Lock button on the keyboard do? I’ve looked everywhere in the Help sections and I can’t even find a mention of the button.

A. Although it was useful in the old DOS days, the Scroll Lock key has fallen into disuse—except for Excel, where it performs a very valuable function. For example, say you’re working in Excel and you’re in the middle of writing a formula in cell B2; then you realize you need some information to complete the formula—and that information is in cell IV65536 (which, by the way, is the last cell Excel recognizes)—way at the other end of the worksheet. If you move your cursor to the distant location, you’ll lose what you’re working on in B2. But if you press Scroll Lock, you can move anywhere in the file, using your arrow keys, and your cursor will remain on B2. Now isn’t that neat?

THE NEXT-GENERATION COMPUTER
Q. I’ve been reading about a new, super personal computer—one equipped with a 64-bit processor. Ten years ago my firm was slow in upgrading to the PC and to Windows, and I don’t want to fall behind again. In fact, we’ve been upgrading 25% of our hardware every three years and I’m wondering whether I should consider buying one of these new-fangled computers. And if not now, when?

A. You’re to be congratulated for keeping your firm’s technology current. You raise a critically important question. But before I go into the answer, a little background is necessary.

Most computers today operate on a 32-bit microprocessor chip; back in the 1980s, computers ran on 16-bit chip. Those numbers—16, 32, 64—represent the size of each packet of data (software, information) that flows through the microprocessor. Assuming the packets travel through the processor at about the same speed, then systems that process larger packets obviously get the job done faster than systems that process smaller packets. So the bottom line is: 64-bit chips are better (and considerably more expensive) than 32-bit chips. But—and it’s a big but—unless you run monster databases or very complex scientific formulas, you’re not going to see any appreciable gains with the higher capacity chip. That’s because most word-processing and spreadsheet operations are relatively small potatoes by comparison, and their data flow is too small to be affected by the chip capacity difference. So, for the moment at least, those 64-bit chips mostly will be used in servers—computers that serve large arrays of PCs.

However, even there, the shift to 64-bit chip processors will be slow for this reason: Most of today’s popular software is written in a 32-bit configuration and thus cannot be run on a 64-bit chip, although some brands are being engineered to handle both 32- and 64-bit software. Microsoft reported it plans to introduce a 64-bit version of its Windows XP operating system later this year.

So what should you do? For the moment, I advise doing nothing. Your 32-bit PC is quite adequate for a few more years. In a year or two, when prices for the 64-bit chips come down, all the bugs are worked out and more software for them is available, you can start adding supercomputers to your shopping list.

RECORD THAT ERROR MESSAGE
Q. My tech support people told me that whenever an error message appears on my screen I should write down what it says so they can figure out how to fix the underlying problem. But more often than not, I’m so busy and frustrated by the error that I just don’t have the time—or the patience—to do it. With all these high-tech functions, there must be some easy way to record the error messages without my having to stop and jot it down.

A. There is. Just press Ctrl+C (copy) while the error message is displayed, then open Notepad and press Ctrl+V (paste). The full text of the error message will be pasted into Notepad.

To evoke Notepad, which is a simple word processor installed free on all Windows computers, click on Start, All Programs and Accessories.

CAPITALIZE WORDS
Q. In the December 2003 Technology Q&A, you ran an item on how your computer can alert you when you accidentally click on the Caps Lock key. That was helpful, but what happens if you fail to heed the warning and then type many sentences THAT LOOK LIKE THIS (ALL CAPS)?

A. The easy way to uncapitalize text is to highlight it and press Shift+F3, so sentences THAT LOOK LIKE THIS can be transformed easily.

The shortcut works both ways: If you want to capitalize a block of text, just press Shift+F3; the text will toggle between all caps, no caps and capitalizing only the first letter of each word.

STANLEY ZAROWIN is a freelance writer in Zionsville, Indiana. Mr. Zarowin retired from the JofA in 2003. His e-mail address is zarowin@mindspring.com.

Shortcuts

Word: To select a single word, double-click on it. To highlight a sentence, hold down Ctrl while you click once anywhere in the sentence. To select an entire paragraph, click three times (quickly) inside the paragraph.

Excel: A quick way to get to a remote cell: Press Ctrl+G and this screen at right will pop up.

Then type the cell location under Reference.

Word: A one-key way to highlight: Press F8 twice to highlight the word under the cursor, thrice to highlight the sentence, four times the paragraph and five times for the entire document. Option: Press F8+, (comma) to highlight the sentence; press F8 again to highlight the entire document.

Do you have technology questions for this column? Or, after reading an answer, do you have a better solution? Send them to contributing editor Stanley Zarowin via e-mail at zarowin@mindspring.com.

Because of the volume of mail, we regret we cannot individually answer submitted questions. However, if a reader’s question has broad interest, we 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 operating system or application. I try to test everything in the 2000 and XP editions of Windows and Office. It’s virtually impossible to test them in all editions and it’s equally difficult to find out which editions are incompatible with a function. I apologize for the inconvenience.