Transcript How Do I…? - Oklahoma State University–Stillwater

How Do I…?
Questions from Cooperative
Conversations
April 21, 2006
Changing E-mail address
Q. Can I change my e-mail address and will it cause
problems?
A. You can change your OEKY e-mail address by going to
okey.okstate.edu and logging in with you existing email address and password. You will see the Personal
Profile page. On the left hand side there is a button
“Change my E-mail Address”. You will have several
addresses to choose from.
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If you are changing your address because your last name
has changed due to marriage or divorce you will have to
change your name through the personnel department.
Once that change has been made in the system your new
last name will be available as an e-mail address
Messages addressed to your old e-mail address will
continue to be delivered to your new address, so changing
your address to help combat SPAM will not be effective,
as you will continue to receive those messages
OKEY
Q:
I’m getting emails from the Okey Systems Administrator
saying that my password is going to expire. What do I do?
A: Okey passwords expire every 120 days – roughly every four
months. It’s important not to ignore the messages from the
Okey Systems Administrator, because if your password
expires you will be unable to get your email, check your
payroll/benefits, and so on.
To change your password, you will need to know the answer
to your secret question, as well as some personal data.
To change your Okey password:
Open Internet Explorer and go to http://okey.okstate.edu
Log in to Okey, using your [email protected]
and your Okey password.
Click on the “Change Password” button on the left.
Enter your new password. It has to contain an uppercase
letter, a lowercase letter and at least one number.
Click the “Save” button.
Logout of Okey by clicking the “Logout” button on the
bottom left.
OKEY
Q: My password’s already expired, or I’ve forgotten what it
is! What do I do?
A: Don’t worry – the process is pretty easy. To change your
password after it’s expired, or if you’ve forgotten it:
Open Internet Explorer and go to
http://okey.okstate.edu
Under the “Log In” and “Clear” buttons, there is a link
that reads “Forgot Your Password? Locked Out?” Click on
it. Enter your [email protected] email
address. Fill out the form. Enter your challenge question
answer, the last four digits of your SSN, and your
birthdate. (If you get a message saying that your
answer to the challenge question didn’t match, contact
your support specialist.)
Enter your new password. It has to contain an
uppercase letter, a lowercase letter and at least one
number. Click the “Save” button.
Logout of Okey by clicking the “Logout” button on the
bottom left.
Note about Netscape
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If you use Netscape to check your e-mail
and you have it set to remember your
password, you’ll have to force Netscape to
“forget” your password before it will ask
you to enter your new password.
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Click Tools/Password Manager/Manage Stored
Passwords
Click the entries that begin with imap:// and
smtp:// and click “remove” button
Note, if smtp:// entry does NOT have your email address (instead has county@sbc...) do
NOT remove it
Outlook Contacts
Q. Following migration, some names have
sporadically been removed from the
address book. Why?
A. We don’t know the answer to “why” but
we do know that occasionally after
someone has been migrated the e-mail
address in your address book may fail to
deliver messages to that address. The
best solution is to add the address back
to your address book from the GAL.
Once this has been done, the problem
should not recur
Outlook Contacts
Q. Should I add e-mail addresses to my
contacts or to the Global Address List
A. You should add addresses to your
personal Contacts, and they will be
available to you via the web. Users do
not have the ability to add entries to the
GAL, instead the GAL is maintained
automatically by the IT Systems
department on campus. Users are added
and removed from the GAL based on
their affiliation (student, employee) with
the University.
Outlook Contacts
Q. Sometimes when I add an address to my
address book it isn’t there when I go back to
look for it.
A. This specific question may need further
investigation on at the user’s station, but in
many cases the Contacts folder isn’t set to be an
Address Book. To do this in Outlook go to your
Contacts view, right click on the folder “Contacts”
and choose “Properties”. Click the tab that says
“Outlook Address Book” and place a check beside
“Show this folder as an e-mail Address Book”
Get a county email address?
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Why? Put on website, in newspaper,
eliminates problems when someone
leaves their position
Why not? Someone has to be
responsible for checking this
address and routing the questions.
How? Email your Technology
Specialist. The email address will
be in the format:
[email protected]
Get a county website?
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Email your Technology
Specialist. Your web address will
be:
countyext.okstate.edu/countyname
You will be allotted space on a web
server in Stillwater, but your office
will need to design develop and
maintain your website.
Your Technology Specialist can offer
training for this.
How do I get on OSU's wireless
network?
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Right click on the icon for your wireless adapter (by
the clock). Click on View Available Wireless
Networks.
Double Click on OSUWIRELESS
It will prompt you with the information that the
network is not secure and ask if you want to
connect anyway.
Click on Connect Anyway.
Open Internet Explorer
and log in with your
email address and
OKEY password.
OSU Wireless
Q. Is it true that there is no wireless
in Ag Hall, that you’re picking it up
from other buildings?
A. Ag Hall does have wireless in some
of the larger classrooms, but you
can also pick up the signal from
other buildings.
Picture File Size using Picture Manager
Q. How do I reduce the size of
pictures for distribution via
web or e-mail?
A. Go to
Start/Programs/Microsoft
Office/Microsoft Office Tools
and choose Microsoft Office
Picture Manager
 Click on the picture in the
Picture Manager and
choose the menu item
“Picture” and then
“Compress”
 Notice that the Estimated
total size in the lower right
hand corner has been
reduced from 1.13 MB to
103 KB!
Picture File Size using Picture Manager
Q. Can the picture be enlarged again once the recipient
receives it?
A. No. Once the data is lost, it cannot be recovered
Q. Should you make a backup of your picture first?
A. Yes! Any changes you make to the pictures should be
made on copies. Keep your original in a separate
folder that you do not make changes to. – note: you
are prompted to save your changed pictures when you
exit Picture Manager
Q. Can you compress more than one picture at a time?
A. Yes. Use the CTRL key as you click on pictures in the
Picture Manager window to select more than one
picture.
Mail Merge
Q. How do I get mail merge to put multiple
records on a page, instead of one record
per page?
A. Use a table, choose your data source and
add the data in the format you want it in
to the first cell, then Insert/Field and
choose “Next” from the list of available
fields for each of the following cells in
your table.
Formulas in Word
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Can you insert a formula in Word
like you can Excel?
Yes, you can use limited formulas in
Word by using the Insert/Field
command. There is a button there
that allows you to insert a formula.
Picture File Size
Q. My PowerPoint presentation has many pictures
and, now, my presentation is very large! In fact, I
can’t send it to my colleague as an email
attachment because it’s too big! How do I reduce
the size of the presentation?
A. You need to compress the pictures in your
presentation.
To do this:
a.
b.
c.
d.
e.
Click on the picture you want to compress.
Click on the “Compress Pictures” icon in the
Pictures toolbar.
Choose the appropriate destination of your
presentation – probably “web/screen” will be
sufficient.
Save your presentation with a new name so that
your original presentation is left intact.
See http://www.somacon.com/p133.php for more
details or further explanation.
Outlook Folders
Q. How do you add folders in Outlook?
A. To add a subfolder, right click the folder
you’d like to make it a subfolder of, then
choose “New Folder” You’ll be presented
with a window in which to give your
folder a name.
Q. Can you move folders or subfolders?
A. Yes, simply “drag and drop” your folder
from it’s original location to it’s new
location
Cooperative Conversations
Q. How long do these sessions stay
up on the website? I’d like to
download them or re-watch them
later.
A. They will be available on the
website for 3 months.
Spyware
Q:How do I protect my computer against spyware?
A:The keys are making sure that your antispyware
software is up to date, being careful about your
browsing habits, and not installing unsafe
software, such as search bars or screensavers.
Make sure you have antispyware software
installed. You should have both Spybot and
Windows Defender showing if you click on the
“Start” menu and choose “Programs.” (Windows
Defender used to be called “Microsoft Antispyware
Beta”, so you may see that instead of “Windows
Defender.”
Windows Defender and Spybot
If you don’t have these, download them. Spybot is available from
http://www.safer-networking.org, and Defender from
http://www.microsoft.com/athome/security/spyware/software/defa
ult.mspx
After installing, make sure both applications are up to date. In
Spybot, click the “Search for Updates” button. In the results pane,
check any of the results that contain the words “detection” or
“Immunization” and click the “Download updates” button. If the
downloads fail, choose a different download server by clicking the
drop-down menu between the “Search for Updates” and the
“Download Updates” buttons. In Defender, click the “Tools” menu
and then “General Settings”. Make sure that it is set to run daily
and that it is also set to check for updates before scanning.
In Spybot, once you’ve downloaded the definitions, click the
“Immunize” button on the left. If it tells you that you need to
immunize, then click the green plus sign above the shield. You
should update Spybot and run the immunizer at least once per
week – set an appointment on your calendar to remind you.
Be careful about downloading screensavers or search bars – most
of these are laden with spyware. Jane Fenton has some good
suggestions on alternatives to these at
http://www.dasnr.okstate.edu/support/jane.htm.
Write a CD
Q. How do I write to or create a CD?
A. There are a few pre-requisites before
you can create a CD:
a.
b.
You must make sure you have a CD writer
on your computer. Look for the CD-RW
label on the front of your compact disc.
You must have a CD-R or CD-RW – which
can be purchased at Wal-Mart, Staples, etc.
Note that you can only use a CD-R ONCE
while a CD-RW can be used over and over.
Write a CD
a.
Once you have met these pre-requisites, you’ll
follow these basic instructions:
Insert the CD-R or CD-RW into the CD case on your
computer.
Think of the CD-R/W as another floppy disk or hard
drive that can be used for storing information,
including data, music, videos, etc. Drag and drop
files onto this additional drive similar to if you were
copying or moving files between folders on your
computer. When you’ve finished copying files to the
CD-R/W, choose “write these files” from the list of
actions.
Additional resources available include:
http://en.wikipedia.org/wiki/CD-R and
http://www.itsu.vt.edu/Workshops/CDBurning/HTML
/cdrrw.htm
General Tips
Q: What are some essential tips to keeping my computer in
working condition?
A. Our computer is a critical piece to our working environment.
There are a few things we can do to help keep the computer
in good condition:
a.
b.
c.
d.
Security. Make sure your computer is protected by a good
password. You may consider locking your workstation with a
password whenever you are away from your desk for a long time.
Virus Protection. Make sure your computer is protected by viruses
by using a virus-scanning software. Additionally, this virus
scanner should update – automatically – daily.
Spyware. Guard against installing software which you do NOT
need or is of questionable origin. Not only can this open your
machine up to unauthorized users, but it can become polluted
with programs that cause your computer to be very slow.
Backup. It is important to have a regular backup procedure for
your most important documents. In the event you lose your hard
drive (C:) because of some sort of hardware failure, you must
have a procedure that allows you to retrieve important
information.
Use AutoText…
In Word, type the text you wish to
use as AutoText
 Click Insert/AutoText/New
 A box pops up asking for the name
of your AutoText Entry, type a
name
 Example: disclaimer
 Note: Maximum 255 characters!
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