WHERE are the 2003 Word Options in 2007?

I don’t know how many times I have fought with Office 2007, more times than I care to admit and what happened to the times when Microsoft put out those lengthy books to walk you through those new programs you spent your precious money on? You don’t get these manuals any longer, most of the time, you can find a smaller version of the manuals included within the files on the CD, or you can walk through the tours in the actual program itself, but who has time to do that? Gone are the days when you could pull the manual from your bookshelf when you needed to look up a certain resolution to a problem that you were having. Its enough to reduce the most seasoned Microsoft Office user to tears.

My family is included in those tears – well, no, not tears, but I am too polite to repeat the words I have heard coming out of their mouths as they try to navigate Office 2007. This has reinforced my decision to continue working on my book of Office Tutorials.

This one centers around all those functions that used to be so readily available in Word, that are now hidden. Why Microsoft found that useful and productive is beyond me, but there you go.

So where are those options? They are still there, you just have to know where to find them. Honest. With Word open, right click on any blank space at the top of the toolbar, next to the tabs would work and select “Customize Quick Access Toolbar”

Screenshot 1

Screenshot 1

This will open a dialog box for all of your Word Options – for now, we will focus on the commands and how to get those within your viewable reach.

Screenshot2

Screenshot2

Instead of selecting the most popular commands in the drop down box, select all commands for a more complete list of the commands, as the command you want may not be listed among the most popular. For the purpose of this tutorial, it isn’t listed among those popular command.

So, what we need is to place an option to email your word document, not as an attachment, but in the body of the email itself – that option used to be listed right at the top of the toolbar – but it isn’t so you will find it among the  all commands.

Scroll down until you find “Send to Email Recipient” and add that command to your toolbar. Now you can send your word document from Word directly to your mail program like Outlook or Outlook Express. The icon will be listed in the top right end of your toolbar.

This example is just one of the many functions that you can find in Word Options. But at least now you know where to find them.

Pirates in Somalia

You want the real version people? This is what really happened in great detail from a 1955 boat school (US Naval Academy) graduate who is now with the JCS (Joint Chief of Staff) office. I received the following from my husband, former jarhead & USNA grad, who is affiliated with a network of US Naval Academy Alumni…

My response to the following is that all I have to say is GO NAVY! Continue to Protect and Make America Proud!

(This was received from a very high-placed Navy source in the Office of the JCS.  His name is redacted at his request.  I will leave it to the Class powers-that-be to determine to which “forum” this should be placed.  I am certain all of our classmates will find this extremely informative and proud of our NAVY troops asea….as I am.  This story needs to be heard! )
Subject: Re: Real story of Obama and the hostage[#]

Your “Real” story is not exactly the way I heard it, and probably has a few political twists thrown in to stir the pot.  Rather than me trying to correct it, I’ll just tell you what I found out from my contacts at NSWC Norfolk and at SOCOM Tampa.

First though, let me orient you to familiarize you with the “terrain.”

In Africa from Djibouti at the southern end of the Red Sea eastward through the Gulf of Aden to round CapeGuardafui at the easternmost tip of Africa (also known as “The Horn of Africa”) is about a 600 nm transit before you stand out into the Indian Ocean.  That transit is comparable in distance to that from the mouth of theMississippi at New Orleans to the tip of Florida at Key West– except that 600 nm over there is infested with Somalia pirates.

Ships turning southward at the Horn of Africa transit the SLOC (Sea Lane of Commerce) along the east coast of Somalia because of the prevailing southerly currents there.  It’s about 1,500 nm on to Mombassa, which is just south of the equator in Kenya.  Comparably, that’s about the transit distance from Portland Maine down the east coast of the US to Miami, Florida.  In other words, the ocean area being patrolled by our naval forces off the coast of Somalia is comparable to that in the Gulf of Mexico from the Mississippi River east to Miami then up the eastern seaboard to Maine.

Second, let me globally orient you. From our Naval Operating Base in Norfolk, VA, east across the Atlantic to North Africa, thence across the Med to Suez in Egypt, thence southward down the Red Sea to Djibouti at the Gulf of Aden, thence eastward to round Cape Guardafui at the easternmost tip of Africa, and thence southerly some 300 miles down the east cost of Somali out into the high seas of the Indian Ocean to the position of MV ALABAMA is a little more than 7,000 nm, and plus-nine time-zones ahead of EST.

Hold that thought, in that, a C-17 transport averaging a little better than 400 kts (SOG) takes the best part of 18 hours to make that trip.  In the evening darkness late Thursday night, a team of Navy SEALs from NSWC (Naval Surface Warfare Center) Norfolk parachuted from such a C-17 into the black waters (no refraction of light) of the Indian Ocean– close-aboard to our 40,000 ton amphibious assault ship, USS BOXER (LHD 4), the flagship of our ESG (Expeditionary Strike Group) in the AOR (Area Of Responsibility, the Gulf of Aden).  They not only parachuted in with all of their “equipment,” they had their own inflatable boats, RHIB’s (Rigid Hull, Inflatable Boats) with them for over-water transport.  They went into BOXER’s landing dock, debarked, and staged for the rescue– Thursday night.

And, let me comment on time-late:  In that the SEAL’s quick response– departing ready-alert in less than 4 hours from Norfolk– supposedly surprised POTUS’s (President of the United States) staff, whereas President Obama was miffed not to get his “cops” there before the Navy.  He reportedly questioned his staff, “Will ‘my’ FBI people get there before the Navy does?”  It took the FBI almost 12 hours to put together a team and get them packed-up– for an “at sea” rescue.  The FBI was trying to tell him that they are not practiced to do this– Navy SEALs are.  But, BHO wanted the FBI there “to help,” that is, carry out the Attorney General’s (his) orders to negotiate the release of Captain Phillips peacefully– because apparently he doesn’t trust GW’s military to carry out his “political guidance.”

The flight of the FBI’s passenger jet took a little less than 14 hours at 500-some knots to get to Djibouti.  BOXER’S helos picked them up and transported them out to the ship.  The Navy SEALs were already there, staged, and ready to act by the time POTUS’s FBI arrived on board later that evening.  Notably, the first request by the OSC (On Scene Commander) that early Friday morning to take them out and save Captain Phillips was denied, to wit:  “No, wait until ‘my’ FBI people get there.”

Third, please consider a candid assessment of ability that finds that the FBI snipers had never practiced shooting from a rolling, pitching, yawing, surging, swaying, heaving platform– and, target– such as a ship and a lifeboat on the high seas.  Navies have been doing since Admiral Nelson who had trained “Marines” to shoot muskets from the ship’s rigging– ironically, he was killed at sea in HMS VICTORY at the Battle of Trafalgar by a French Marine rifleman that shot him from the rigging of the French ship that they were grappling alongside.

Notably, when I was first training at USNA in 1955, the Navy was doing it with a SATU, Small Arms Training Unit, based at our Little Creek amphib base.  Now, Navy SEAL’s, in particular SEAL Team SIX (The “DevGru”) based at NSWC (Naval Surface Warfare Center) at Little Creek do that training now, and hone their skills professionally– daily.  Shooting small arms from a ship is more of an accomplished “Art Form” than it is a practiced skill.  When you are “in the bubble” and “in tune” with the harmonic motion you find, through practice, that you are “able to put three .308 slugs inside the head of a quarter at 100 meters, in day or night– or, behind a camouflaged net or a thin enclosure, such as a superstructure bulkhead.  Yes, we have the monocular scopes that can “see” heat– and, draw a bead on it.  SEALs are absolutely expert at it– with the movie clips to prove it.

Okay, now try to imagine patrolling among the boats fishing everyday out on the Grand Banks off our New England coast, and then responding to a distress call from down around the waters between Florida and theBahamas.  Three points for you to consider here:  (1) Time-Distance-Speed relationships for ships on the high seas, for instance, at a 25-knot SOA (Speed Of Advance) it takes 24 hours to make good 600 nm– BAINBRIDGE did.  (2) Fishermen work on the high seas, and (3) The best place to hide as a “fisherman” pirate is among other fishermen

Early Wednesday morning, 4/8/2009, MV ALABAMA is at sea in the IO about 300 miles off the (east) coast of Somalia en route to Mombassa, Kenya.  Pirates in small boat start harassing her, and threatening her with weapons.  MV ALABAMA’s captain sent out the distress call by radio, and ordered his Engineer to shut down the engines as well as the ship-service electrical generators– in our lingo, “Go dark and cold.”  He informed his crew by radio what was happening, and ordered them to go to an out-of-the-way compartment and lock themselves in it– from the inside.  He would stay in the pilot house to “negotiate” with the pirates.

The pirates boarded, captured the Captain, and ordered him to start the engines.  He said he would order his Engineer to do so, and he called down to Engine Control on the internal communication system, but got no answer.  The lead pirate ordered two of his four men to go down and find him and get the engines started.

Inside a ship without any lights is like the definition of dark.  The advantage goes to the people who work and live there.  They jumped the two pirates in a dark passageway.  Both pirates lost their weapons, but one managed to scramble and get away.  The other they tied up, put tape over his mouth and a knife at his throat.

Other members of the crew opened the drain cocks on the pirates boat and cast it adrift.  It foundered and sunk.  The scrambling pirate made it back to the pilot house and told of his demise.  The pirates took the Captain at gun point, and told him to launch one of his rescue boats (not a life boat, per se).  As he was lowering the boat for them, the crew appeared with the other pirate to negotiate a trade.  The crew let their hostage go to soon, and the pirates kept the captain.  But, he purposefully had lowered the boat so it would jam.

With the rescue boat jammed, the pirates jumped over to a lifeboat and released it as the captain jumped in the water.  They fired at him, made him stop, and grabbed him out of the water.  Now, as night falls in the vastness of the Indian Ocean, we have the classic “Mexican” standoff, to wit:  A life-boat that is just that, a life-boat adrift without any means of propulsion except oars and paddles; and, a huge (by comparison) Motor Vessel Container Ship adrift with a crew that is not going to leave their captain behind.  The pirates are enclosed under its shelter-covering, holding the captain as their hostage.  The crew is hunkered down in their ship waiting for the “posse” to arrive.

After receiving MV ALABAMA’S distress call, USS BAINBRIDGE (DDG 96) was dispatched by the ESG commander to respond to ALABAMA’s distress call.  At best sustainable speed, she arrived on scene the day after– that is, in the dark of that early Thursday morning.  As BAINBRIDGE quietly and slowly, at darkened-ship without any lights to give her away, arrived on scene, please consider a recorded interview with the Chief Engineer of MV ALABAMA describing BAINBRIDGE’s arrival.  He said it was something else “… to see the Navy slide in there like a greyhound!”  He then said as she slipped in closer he could see the “Stars and Stripes” flying from her masthead.  He got choked up saying it was the “…proudest moment of my life.”

Phew!  Let that sink in.

Earlier in the day, one of the U.S. Navy’s Maritime Patrol Aircraft, a fixed wing P-3C, flew over to recon the scene.  They dropped a buoy with a radio to the pirates so that the Navy’s interpreter could talk with the pirates.  When BAINBRIDGE arrived, the pirates thought the radio to be a beaconing device, and threw it overboard.  They wanted a satellite telephone so that they could call home for help.  Remember now, they are fishermen, not “Rocket Scientists,” in that, they don’t know that we can intercept the phone transmission also.

MV ALABAMA  provided them with a satellite phone.  They called home back to “somebody” in Eyl, Somalia (so that we now know where you live) to come out and get them.  The “somebody” in Eyl said they would be out right away with other hostages, like 54 of them from other countries, and that they would be coming out in two of their pirated ships.  Right– and, the tooth fairy will let you have sex with her.  Yeah, in paradise.  The “somebody” in Eyl just chalked up four more expendables as overhead for “the cost of operation.”  Next page.

Anyway, ESG will continue to “watch” Eyl for any ships standing out.

The Navy SEAL team, SEAL TEAM SIX, from NSWC briefed the OSC (Commander Castellano, CO BAINBRIDGE) on how they could rescue the captain from the life boat with swimmers– “Combat Swimmers,” per se.  That plan was denied by POTUS because it put the captain in danger– and, involved killing the pirates.

The FBI negotiators arrived on scene, and talked the pirates into sending their wounded man over for treatment Saturday morning.  Later that afternoon, the SEAL’s sent over their RHIB with food and water to recon the life boat but the pirates shot at it.  They could have taken them out then (from being fired upon) but were denied again being told that the captain was not in “imminent danger.”  The FBI negotiators calmed the situation by informing the pirates of threatening weather as they could see storm clouds closing from the horizon, and offered to tow the life boat.  The pirates agreed, and BAINBRIDGE took them under tow in their wake at 30 meters– exactly 30 meters, which is exactly the distance the SEALs practice their shooting skills.

With the lifeboat under tow, riding comfortably bow-down on BAINBRIDGE’s wake-wave (”rooster tail”), had a 17-second period of harmonic motion, and at the end of every half-period (8.5 seconds) was steady on.  The light-enhanced (infra-red heat) monocular scopes on the SEAL’s .308 caliber Mark 11 Mod 0 H&K suppressor-fitted sniper rifles easily imaged their target very clearly.  Pirates in a life boat at 30-meters could be compared to fish in a barrel.  All that was necessary was to take out the plexiglass window so that it would not deflect the trajectory of the high velocity .308 round.  So, a sniper (one of four) with a wad-cutter round (a flaxen sabot) would take out the window a split second before the kill-shot– no change in sight-picture, just the window blowing out, clean.

Now, here’s the part BHO’s “whiz kids” knew as well as the Navy hierarchy, including CO BAINBRIDGE and CO SEAL TEAM SIX.  It’s the law in Article 19 of Appendix L in the “Convention of the High Seas” that the Commanding Officer of a US Ship on the high seas is obligated to respond to distress signals from any flagged ship (US or otherwise), and protect the life and property thereof when deemed to be in IMMINENT DANGER.  So, in the final analysis, it would be Captain Castellano call as to “Imminent Danger,” and that he alone was obligated (duty bound) to act accordingly.

Got the picture?

After medically attending to the wounded pirated, and feeding him, come first light (from the east) on Easter Sunday morning and the pirates saw they were being towed further out to sea (instead of westward toward land), the wounded pirate demanded to be returned to the lifeboat.  There would BE NO more negotiations– and, the four Navy SEAL snipers “in the bubble” went “Unlock.”  The pirate holding Captain Philips raised the gun to his head, and IMMINENT DANGER was so observed and noted in the Log as CO BAINBRIDGE gave the classic order: WEAPONS RELEASED!   I can hear the echo in my earpiece now, “On my count (from 8.5 seconds), 3, 2, 1, !”  POP, BANG!  Out went the window, followed by three simultaneous shots.  The scoreboard flashed: “GAME OVER, GAME OVER– NAVY 3, PIRATES 0!”

I hope you found the above informative as best I know it– and, please excuse me in that after more than 50 years the Navy is still in me.  I submit that AMERICA is going to make a comeback, and more than likely it’ll be on the back of our cherished youth serving with honor in Our military.  So, let’s

Look Up, Get Up– and, Never Give Up!

God Bless Our Troops, and
GOD SAVE AMERICA!

Does the New Office 2007 Have You Confused?

It does many people. Thankfully, Microsoft expected this and created several guides to help you find your way around the new environments.

For Word, you can download the guide here. This visual, interactive reference guide helps you find your favorite Microsoft Office Word 2003 commands in the new 2007 interface.

For Excel, you can download the guide here. If you are wondering where your favorite Excel 2003 commands are located in the new Excel 2007 interface, or just want to explore the rich, new design with a little guidance they’ve developed a visual, interactive reference guide to help you quickly learn where things are.

More to be updated soon.

Need a Great Admin?

Susan Mortensen

Qualifications Profile

Motivated and personable professional Administrative Assistant with 10 years experience of providing consistent support with the ability to make decisions independently and work well as part of a team.

· Administrative: Provide exceptional administrative support to peers and senior management. Successful management of streamlining office processes to increase efficiency and improve service. Accustomed to handling sensitive, confidential records. Demonstrated history of producing accurate timely documentation meeting stringent guidelines.

· Customer Relations: Serve as a point of contact for customers, vendors, partners and staff. Promptly respond to inquiries via telephone and email. Possess a solid ability to be motivated under pressure. Poised and competent with demonstrated ability to easily transcend cultural differences. Diplomatic and tactful personality. Thrive in deadline-driven environments. Excellent team-building skills.

· Technical Skills: Advanced experience in Microsoft Office Suite with superior skills in Office 2007. Talent for quickly mastering technology in all platforms. Extensive computer experience including graphic & desktop publishing programs with the ability to manipulate and multi-task through several online environments, including blogging software, FTP software, Dreamweaver and several other related programs.

· Key Strengths: Excel at developing strong relationships with peers, senior management, clients and vendors. Highly organized and conscientious; entrusted with highly sensitive & confidential materials. Adapts at new and evolving environments.


Professional Experience

The Knot & Bauble Shoppe – St. Paul, Minnesota 2006 to Present

Owner

Independent small business providing a variety of hand crafted items through multiple venues. Handle all aspects of business, including customer service, sales, purchasing, accounting, marketing and development with network administration, website development and maintenance.

· Expanded product base in late 2007 to include distant & local artisan product lines, which has doubled sales in the past year.

· Increased designer base to ten designers.

· Promote sales through quarterly newsletters, manage company website.

· Successfully contract custom orders, arrange in-home parties for clients.

· Supervised over 10 craft fair projects.

Associated Clinic of Psychology – Minneapolis, Minnesota January 2006 – March 2006

Assistant Office Manager

Supported Owner, Office Manager, Physicians and Clinicians, and company-wide support. Prepare presentations for statewide classes and seminars in the medical field for informational and continuing education purposes.

· Credentialing, licensing renewals of the Physicians and Clinicians through multiple insurance companies; including developing working relationships with credentialing specialists of the insurance companies.

· Planned and attended bi-monthly manager meetings and monthly staff meetings for project coordination, planning and development.

· Prepare agendas prior to both meetings and kept minutes for documentation purposes.

· Assist with the organization, planning, and layout of marketing publications.

· Generated reports for office trends including appointment setting, surveys of new patients, and other reports. The information was not only patient sensitive, but also time sensitive.

· Network maintenance, email administration, website maintenance.

Dakota Communities, Inc. – Eagan, Minnesota September 2002 – May 2005

Assistant Office Manager/Administrative Assistant

Supported Company President/CEO, Director of Marketing and Events, Company Executives and company-wide clerical support. Prepare executive level presentations; maintained and updated calendars.

· Supported the organization, planning and follow-up of several annual fund-raising events.

· Participated in meetings for planning and development, assisting with coordination of volunteers, and help with volunteer staff scheduling for events as well as inside clerical projects.

· Organized, planned, designed and produced annual newsletters, marketing publications, event books, fliers, brochures with use of desktop publishing and in-house printing press.

· Development and maintenance of company manual system

· Maintained office efficiency, organization and update of company manual system.

· Website development and maintenance.

George C. Brandt, Inc. – Roseville, Minnesota September 2000 – September 2002

Executive Secretary/Website Administrator

Supported the Chief Executive Officer and administrative support to the Sales staff with professionalism, and integrity of sensitive materials.

· Multi-line phone system

· Database Management

· Data Entry

· Website development and maintenance.

Becton Dickinson Vaccutainer Systems – Broken Bow, Nebraska August 1988 – August 1998

ICU/IC – Inventory Control Utility/Issue Clerk

Performed roles in increasing responsibilities. Provided supplies to manufacturing floor for current and upcoming orders, inventory control on all items issued and returned to warehouse. Data entry, general filing of invoice slips and receipts and paperwork for reporting purposes.

Professional Education

Certification – 2004

Bloomington, MN

Continuing Education Advanced Excel Course


Certification – 2004 Science Museum of Minnesota

St. Paul, MN – 3 Separate courses.

Queries, Forms & Reports – Database Programmer/Management


Certification – 2000 New Horizons Computer Training

Minneapolis, MN

Front Page 2000


AS Degree – 2000 Mid-Plains Community College

North Platte, NE

Computer Information Specialist


Download my resume here.

Use Word Spell Checker to Save from Embarrasing Spelling Errors

Word’s spell checker can help you cut down on spelling errors, but what if you type the word right, and it should be write? Until Word 2007, the spell checker would have ignored the error.

For those of us who consistently type to for too, there for their, or site for sight, Word 2007 has a new feature that not only checks for the correct spelling but also for the correct context. Follow these steps to activate the contextual spell checker:

1. Click the Office Button.

2. Click the Word Options button.

3. Click Proofing.

4. In the When Correcting Spelling And Grammar In Word section, select the Use Contextual Spelling check box.

5. Click OK.

If you type Now is the time for all good people to come to the aid of there country, Word will underline there in blue. You can then right-click the word to select the correct spelling: their.

10 common e-mail habits that waste time and cause problems

1. Vague or nonexistent subject line

Professor Woodward, who taught me contracts last year at Temple University Beasley School of Law, gave me one of the most useful pieces of advice I have ever received. “When arguing a case,” he often said, “make it easy for the judge to rule in your favor.”
Apply that same principle to e-mail. That is, make it easy for recipients to know what your message is about. If you’re like most people, you have an in-basket that summarizes your incoming messages, probably by date, sender, and subject. Don’t you love it when you can get the information you need simply from the subject line? The sender has made it easy for you and has saved you time.

On the other hand, how often have you received an e-mail without a subject or one that’s labeled, for example, “Phone number you requested.” Why couldn’t the sender have said, right in the subject line, “The phone number is xxx-xxx-xxxx”?

When sending an e-mail that concerns a particular person, give details in the subject line, along with the name. For example, if Joe Brown has been promoted, make your subject line “Joe Brown has been promoted.” Do not use only the name as the subject. If you send out an e-mail with just the subject “Joe Brown,” recipients may mistakenly believe that Mr. Brown has passed on.

In the event you do need to transmit such sad news, be explicit. For example, say “Joe Brown RIP” or “Passing of Joe Brown” or “Joe Brown [year of birth] – [year of death].”

2. Changing the topic without changing the subject

Have you ever read an advertisement for an item that’s on sale, then gone to the store only to discover that that item is sold out? By law, the store has to give you a rain check, because of abuses in the past. In the old days, the store would simply try to sell you something else instead, a practice known as “bait and switch.”

E-mail users employ bait and switch all too often, usually out of laziness. For example, you send a note to a co-worker about subject 1. That co-worker later needs to send a note to you on subject 2. However, instead of creating a new note and labeling it “subject 2,” he or she simply replies to you, discusses subject 2, but keeps the subject line as “subject 1.” Annoying, isn’t it? When you send e-mail, make sure the subject line matches the actual subject. If you’re going to send a note via a reply, change the subject line to match the actual subject.

A few months ago, during a period of really cold weather, a neighbor sent an e-mail to all the residents of our development regarding a minor matter, such as a neighborhood telephone directory, and titled it “neighborhood directory.” A half hour later, I received a reply-to-all message from another neighbor with the subject “Re: neighborhood directory.” When I accidentally clicked on that message, I read that the sender’s heater had broken and that he was asking to borrow blankets and kerosene heaters. He did get what he needed and did later get his heater fixed. However, had he given his note a better subject heading, he might have had a faster response.

3. Including multiple subjects in one note

Covering multiple topics in one note involves less sending and hence less e-mail traffic and volume. However, your recipient might overlook one or more of those topics. It’s better to keep to one topic per message.

4. Sending before thinking
When you were small, your mother probably told you to count to three before responding to someone (mine told me to count to 10). Why did she say that? She knew that answering before thinking can lead to problems.

Make sure you really mean to say what you’ve written. People can interpret your words differently from what you meant. A statement made in jest to someone via e-mail may have a greater chance of being misinterpreted than one made in person. Also, be careful about reacting and replying too quickly to an e-mail that upsets you. As Proverbs 12:16 says, “A fool shows his annoyance at once, but a prudent man overlooks an insult.”
I’ll talk more about it in a future article, but legal implications offer another reason to think before sending. E-mail can be subject to “discovery” by attorneys for a party that might be suing your employer. That is, the things you write in your e-mail could end up in the hands of those attorneys and could be used as evidence against your company in a trial. So before you send an e-mail, imagine that you’re on a witness stand having to explain it.

5. Inadvertent replying to all

Before hitting Reply To All, make sure you really need to do so. Does everyone need to see your response? Does your response benefit everyone else? Or are you sending merely a private response or addressing a personal issue with the sender? In these situations, it’s better just to do a simple Reply. Otherwise, your private disagreement becomes public (and embarrassing) knowledge.

Be aware that if you receive a message because you’re part of certain message groups (e.g., a Yahoo group), your reply might go to everyone in the group even if you just hit Reply.

6. Omitting the context of a reply

As long as it’s not overdone, including the text of the original message in your reply can help the original sender understand your response. If all you send back, however, is a “Yes” or “That’s right,” it may be difficult for the sender to understand your answer. For that reason, it’s best to indicate the context of your answer by including the original question.

7. Shooting the messenger

Though the practice of shooting the messenger occurs more on message boards than in e-mail, it still deserves mention. Here’s what I mean by shooting the messenger:
Person A posts a message or sends an e-mail that quotes person B
Person C
• Receives the message
• Takes extreme exception to the quotation by person B
• In responding to A, attacks A rather than B

If you’re person C (the recipient), make sure you make the proper distinction when you reply. Just because A posted the comment by B doesn’t mean that A agrees with B. When you reply, address your comments to A. When talking about B, mention B explicitly and do so in the third (rather than the second) person.

Right:
To: A
From: C
Thanks for that note. Yes, I think B is really wrong on that statement.
Wrong:
To: A
From: C
What a ridiculous statement. It’s totally wrong.

9. Misaddressed recipients

A woman and former classmate told me about an incident involving her law school days and then-boyfriend. During a summer job between two of her years in school, she met another young man. One day she wrote a letter to a girlfriend, talking about this new boyfriend. She also wrote a letter to her old boyfriend. You guessed it: A few days later, the girlfriend called and said, “You know, you sent me a letter addressed to Wayne [the old boyfriend].”

Be careful when addressing e-mail, particularly if your software has a “predictive fill-in” feature (as Outlook Express does). As you’re typing in a recipient name, the software will complete the entry for you. If it’s wrong, and you hit Send without noticing, you will have misaddressed your note. I have, in my address book, an entry for Joy Fellowship. It’s a church youth group with whom I have been involved as a leader and to which my daughters belong. I also have an entry for their piano teacher, Joy Kiszely. When I address a note to her, I have to be careful. Because of alphabetization, Joy Fellowship appears before Joy Kiszely does. I haven’t erred yet, but it’s a real possibility.

10. Displaying addresses of recipients who are strangers to each other

Were you ever the recipient of an e-mail that had a gazillion other recipients as well? The message header, which had all of those recipient addresses, probably took up half your screen. Besides annoying you, the sender might have compromised your privacy by revealing your e-mail address to all the other recipients.

Don’t make the same mistake. If you’re POSITIVE that each of your recipients already knows (or could find out anyway) the address of every other recipient (e.g., they’re all in your company), and if the number of recipients is fairly small, go ahead and list them. Otherwise, address the note to yourself and put the recipient addresses in your blind carbon copy (bcc) field. Your recipients will not see who received your note, thus saving space and protecting the privacy of each recipient.

11. Replying vs. forwarding

Didn’t you hate it when you were young and your parents talked about you to their friends while you were present? They’d refer to you in the third person, as if you weren’t even there.

I thought about that situation last week after talking to a prospective client with whom I had spoken a few months earlier. I sent him an e-mail with links to my TechRepublic articles and blogs. Later that day, I received a reply from him. However, when I opened it, here’s what I read:

John,
Despite his claim, I don’t remember talking with Calvin before. It may have happened but wasn’t memorable. When you have time, could you read his article and let me know if it is worth doing anything else with it? Thanks.

Of course, the prospective client meant to forward my note to John (presumably a subordinate). Instead, he hit Reply, sending his note right back to me, not to his subordinate. Be careful that you don’t do the same thing. If you’re writing about person B but sending the note to person C, make sure you do forward (or send) your note to C and that you don’t inadvertently reply to B.

By the way, after getting this note, I replied back to the person, asking whether the note had been meant for someone else and offering to figure out who “John” was and to send him the note directly. The person replied again, apologizing and admitting that he was poor at multi-tasking.

Calvin Sun works with organizations in the areas of customer service, communications, and leadership. In addition to writing this column, he contributes to TechRepublic’s Help Desk Blog. You can contact him at csun@calvinsun.com.

A Different Type of Password Protection

Via a Tech report from TechRepublic, it seems that there is a new type of password technology in the making…its called “Passface”.

According to the IT News Digest, Passfaces, a security firm, is laying bets on using the human brain’s innate ability to remember faces as the crux for replacing text-based passwords. The technology lets users choose three face pictures as their password, and the authentication mechanism (BCS) consists of selecting the pictures from an array of seven to nine pictures.

The company claims:

that it’s far easier for humans to recollect faces than passwords. “We know a familiar face within 20 milliseconds,” claims Shaun Frome, managing director of ACAL, the UK distributor for Passfaces.

Evidently the array of pictures (Pocket-lint.co.uk) that are displayed to the user are jumbled around every time they are displayed, making the automation of hacking tougher. Want to try the technology at Passfaces? Just on over to their site.

But is it really new to the world of technology?

There was a similar technology (Help Net Security) at the Web 2.0 Expo at San Francisco by a company Vidoop. Users had to select a sequence of categories such as cars, airplanes, and keys, and then they would be shown pictures of items from these categories mixed with other unrelated pictures. The user had to use the access codes obtained beside the images of their categories for authentication.

These visual password models claim to be able to put a halt to automated password cracking, which plagues text-based passwords. On top of which, there are added advantages of not having to remember lengthy passwords. The Web community is (by and large) used to the concept of text-based passwords, but I don’t know…I think I’ll stick with what I have, its worked for 10 years so far…knock on wood that I don’t have to recall a face to jump in to my domains, or we might all be in trouble.

Prevent Outlook from adding the country field in Word

I found a great new site for tips and tricks I thought that I would share.

According to Tech Republic this is a great way to Prevent Outlook from adding the country field in Word

by Mary Ann Richardson | Jun 19, 2007

Takeaway: Writing letters in Word should be a breeze; however, Outlook may throw a snag in the process. Mary Ann Richardson walks you through the steps of how to block Outlook from automatically adding the country field to your letters.

When you write letters in Word, Outlook automatically inserts the country that matches your PC’s regional settings in the Country/Region field for that record (unless you include a country in the address). Consequently, when you click the Insert Address button in the Envelopes And Labels dialog box and choose Outlook as your Address Book, Word automatically inserts the full address, including whatever is in the Country/Region field. For example, if you are located in the United States, Word will insert United States of America. To prevent Word from automatically entering a country in your letters, follow these steps:
Open Outlook.
Open Outlook’s Contacts folder.
Go to View | Arrange By | Current View | By Location.
Scroll down until you see the first record with United States of America in the Country/Region column.
Delete United States of America from the Country/Region cell of that record.
Select all remaining records with United States of America in the Country/Region column.
Click the Country/Region cell of one of the selected records and drag it to the empty Country/Region cell created in step 5.

Now when you insert an address using Word’s Insert Address button, no country name will appear for the records where the field is blank. When adding new records to your Outlook address book, be sure to delete the country name by clearing the contents of the Country/Region field in the Check Address dialog box for that record.

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BoxTrapper – Spam

SpamAssassin is an automated mail filter that uses a wide range of heuristic algorithms on email headers and message bodies to identify “SPAM” (unsolicited email). SpamAssassin is designed to identify and mark emails that score beyond your threshold value. An email’s SpamAssassin score is the sum of values given to certain known spam characteristics.

Due to the continued request on how to keep your inbox clean of the spam that occurs for whatever reason, I had originally thought to place the whole domain on the Spam Assassin feature, and I realized the depth of this action would mean that I would need to go into the domain on a weekly basis to go through all the email and make sure that no true emails were being trapped and then dump the spam folder after sending the email on or deleting it.

I don’t want the headache of this, so instead I would like to offer another choice to help you maintain your spam. The option is called the BoxTrapper. BoxTrapper protects your inbox from spam by forcing all people not on your white list to reply to a verifcation email before they can send mail to you. Seeing how you have yet to create a whitelist, this would pertain to all emails for a period of time.

If you would like more information on this option to help clear out your spam, or if you would like this feature enabled, please contact me and I will send you more information or set up your email account with the BoxTrapper enabled.


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