Tech help

Office 365 Tips - Translator Tool | Chilliwack Tech Support Specialists

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Thanks to the wonders of modern technology and the internet, the whole world is only a click away. No matter what language you speak, though, most of the planet speaks a different one! So, Microsoft added a translator tool to their main Office 365 Apps – Word, Excel & PowerPoint. (And it’s crazily easy to use!)

When in your document,

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1.  Go to the Review tab at the top.

2.  Select “Translate” from the top menu

3. Then select the option you need, depending on how much of the document you want to translate! It will automatically detect the language and do the translation.

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If you want more control over which languages you are translating from/to, select the bottom option on the Translate drop-down menu (Set Document Translation Language). Then, to the right, you will see an settings box appear, in which you can change the languages you are translating between. Once you have picked, click translate!

That’s it!

Of course, this is AI-powered, so it may not be perfect grammatically, or may struggle with colloquialisms. (We may never have a complete replacement for human interpreters, when you consider how language is affected by cultural differences and occasional breaks in grammar rules etc) However, it goes a long way to bringing the global market a little bit closer.

Improve Your Work-Flow by Using Virtual Desktops in Windows 10 | Chilliwack & Abbotsford Tech Support

Photo by   energepic.com   from   Pexels

Photo by energepic.com from Pexels

Have you ever had a time when you are working on a project, that required multiple apps/windows to be open on your desktop at once, when you needed to do something else completely different… but this is going to make your desktop even more cluttered and confusing? You really don’t want to shut down all the windows you have open, but you need a clean work-space.

This is where the virtual desktop function, on Windows 10, comes to the rescue. For Mac users, this is not something new, but now PC users can take advantage of having multiple desktops to work on as well… and it’s not hard to use either.

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To start a new desktop, simply press the Windows, Ctrl + D keys, on your computer keyboard. (Control + Up on Macs) Voila! You now have a fresh, clean desktop to start your new project on!

To navigate back and forth between your desktops, simply press the Windows + Tab keys on your keyboard to open up your navigation options. (An alternative is Windows + Ctrl and then the left or right arrows to switch between screens).

You can also see a demo of how it works on our YouTube channel…



Office Tips - Out Of Office Email Reply | Chilliwack & Fraser Valley Tech Support

Spring has sprung, and, as the long winter finally releases its choke-hold, everyone’s attentions start to wander towards vacation-time! We know this to be true, since the most popular question our clients have asked us, this month, is “how do I set up my email to do that Out Of Office reply?”.

So, here are some answers for you. (I say “some” because it completely depends on what version of Outlook you are running)…

Outlook on Microsoft Exchange

If you are part of a bigger organization, chances are that you are on Microsoft Exchange. This means your Out of Office Reply is pretty easy to find!

For Microsoft Office Outlook 2019, Outlook 2016, 2013, 2010 and Outlook for Office 365

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  1. Click the File tab, and then click the Info tab in the menu.

  2. You will see an option saying “Automatic Replies (Out of Office)”

  3. Click that option, and then just pick the appropriate dates/message etc, followed by OK.

  4. Pat yourself on the back and enjoy your time off!

For Microsoft Office Outlook 2007

  1. On the Tools menu, click Out of Office Assistant.

  2. In the Out of Office Assistant dialog box, select the Send Out of Office auto-replies check box.

  3. Fill out the options you want

  4. Click OK.

  5. Pat yourself on the back and enjoy your time off!

For Microsoft Office Outlook 2003

  1. On the Tools menu, click Out of Office Assistant.

  2. In the Out of Office Assistant dialog box, click I am currently Out of the Office.

  3. In the AutoReply only once to each sender with the following text box, type the message that you want to send while you are out of the office, and then click OK.

  4. Pat yourself on the back and enjoy your time off!

  5. When you get back, repeat step 1 and select the “I am currently In the Office” option.

 

Outlook NOT on Microsoft Exchange

Now, that sounds fun and easy… BUT what if you are not on Exchange? Unfortunately, this feature is not available on non-Exchange accounts, such as Outlook.com (formerly Hotmail), POP3, IMAP etc.

There is, however, a work around! You can combine an Outlook email template with Outlook rules to give the same kind-of result as this Out of Office feature. (It does mean that you must leave Outlook running while you are away though.)

 

First… you need to create your message template.

  1. In Outlook, create a new email message.

  2. Enter a subject and message body for your out-of-office template.

  3. Create a template for your out of office replies.

  4. Select File > Save As.

  5. Give your template a name and in the Save as type drop-down, select Outlook Template (*.oft).

  6. You can change the location for your template, but you can also pick the default location, which is usually c:\users\username\appdata\roaming\microsoft\templates. Click Save.

  7. You can create a new template every time you're out of the office or reuse an existing template. Now you're ready to use that template to create your Out of Office rule.

 

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Next, you create an out-of-office rule

  1. Go to File > Click Manage Rules & Alerts.

  2. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.

  3. Create a new rule.

  4. Under Start from a blank rule, click Apply rule on messages I receive and click Next.

  5. To reply to every email message you receive, leave the Step 1 and Step 2 boxes unchanged and click Next again. Select Yes when Outlook asks you if you want to apply this rule to all messages.

  6. Under What do you want to do with the message, in Step 1: Select action(s), select reply using a specific template.

  7. Under Step 2: Edit the rule description, click the underlined text for a specific template.

  8. In the Look In box at the top of the Select a Reply Template box, select User Templates in File System.

  9. Select the template you created above, and then select Open and Next.

  10. You can add any necessary exceptions, then select Next.

  11. Give your rule a name, e.g. Out of Office.

  12. By default, Turn on this rule is checked. If you're ready to turn on your out of office reply now, select Finish. Otherwise, uncheck this box. (You can turn the rule on at a later date… but don’t forget!)

  13. Pat yourself on the back and enjoy your time off


So… that should cover you. Enjoy your vacation, and send us a postcard!

Photo by  Simon Migaj  on  Unsplash

Photo by Simon Migaj on Unsplash

When Your Email Feels Like Snail-mail... | Chilliwack & Abbotsford IT Support

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Most of us have had “that” moment . You know the one. That moment when someone says to you “yeh, I’ll email it straight over to you”, and then you sit there … and wait… and a couple of minutes pass…which feel like an ETERNITY… and nothing pops up in your inbox. In those dreadfully, long, painful 2 minutes (well… it usually starts after a mere 20 seconds of waiting), a million thoughts pass through your head…

"Is there something wrong with my computer?"

“Did they actually send it?”

“Could it be a problem with my router?”

“Maybe I have a virus!!?!”

"Has the zombie apocalypse started and no-one has told me??!!!" 

Well, before you run off to bug your IT department with a frantic request to test your internet speed and perform a full computer diagnostic scan with a tracking program sent off to find where your rogue email has been intercepted (because… you know… you saw it on that movie once, so you think  they can do that!), first consider this. Whilst we do live in this high-tech world of faster communication, and most emails arrive at super speed without you thinking about it, there could be a heap of reasons as to why your one important email may be delayed.

In most cases, it is simply down to the route that your email has taken to get to you. Your email has had to travel a complicated journey. It has to leave the sender’s computer and email server, and then take a route that makes it pass through several other servers on the way. Each server receives the email, and then passes it onto the next. Who knows what else these servers are also trying to pass on at the same time as your email! Some work faster than others. Some are busier than others. And your email is competing for delivery space with millions of others, including the vast quantities of Nigerian princes trying to offer their wealth to those unsuspecting, lonely victims. (Yes… I am talking about those phishing schemes, not real actual Nigerian princes!)

In truth, email is one of the original, and therefore oldest, services used on the internet. When email was designed, we didn’t keep our computers connected to the internet 24/7. So, it is pretty resilient. If it hits a legitimate blockage, like a full mailbox, it’ll typically keep trying or just bounce it back to the sender.

However, if you REALLY have been a patient person, and your expected email has definitely not shown signs of arriving after a sensible amount of waiting time (actual, real, measured time and not the mysterious void of slowed-down time you can experience while waiting for a kettle to boil, when you are desperate for a coffee on a Monday morning!), we advise that you...

  1. Check your junk folder. The simplest term or word can make a filter think it is spam, and redirect it.

  2. Ask the sender to try again, checking the email address (a VERY common error, and it only takes 1 wrong character to mess up completely!)

  3. Check your internet connection.

  4. Try using a different provider/browser or an instant messaging service instead.