Author: Calvin Sun
Technology is a two-edged sword. It can certainly make life easier. But
it can also create headaches and frustration for the unwary user. Here’s
a list of some basic tech do’s and don’ts you can share with them.
1: Saving a file directly to an external driveThose external USB drives
or flash memory sticks provide convenient extra storage. However, you
should avoid saving an application file, such as a Word document or
PowerPoint presentation, directly to such a drive. Save the file to your
internal drive and then copy it to the external one. If you save the
file directly to the external drive, it may become corrupted during the
save, especially if you accidentally break the USB connection. In that
case, you’ll get the dreaded “[name of application] cannot open the
file” message when you next try to use that file.
2: Working directly on an attached e-mail fileYour boss or co-worker has
sent you an e-mail with an attached document you’re supposed to revise.
So you click on the attachment, spend hours on revisions, then save the
file and forward the message, with the attachment, back to the original
sender. Don’t be surprised if you get a call asking why that file is
still in its original form.
Yes, you can make those revisions to the attachment. You can save them
and then close the file. You can even click on the original message
attachment again, and see that your changes are there. However, if you
send that message to someone else, chances are that your changes will be
ignored, and all the recipient will see is the file as you first
received it. Therefore, to be safe, first save that attachment to a
non-temporary folder on your hard disk before working on it. Then,
upload this revised file when are ready to return it to the sender.
3: Sending recipients a file in an incompatible formatHave you just
installed Word 2007? Be careful if you’re sending your .docx files to
others. If those users haven’t upgraded and they haven’t installed have
the Office Compatibility Pack, they may not be able to work with your
files. Check to make sure that recipients have at least the same version
of software as yours, if not later. Otherwise, you may want to save your
file in an earlier format, if possible. Better yet, if your recipients
are only viewing and not changing the file, consider sending your file
as a PDF. You can download and install Microsoft’s Save as PDF or XPS
add-on for Office 2007 or look for a standalone product such as this
free PDF creator.
4: Sending a file created in an obscure applicationThe same principle
applies if you’re using some uncommon application that only you have.
Sending someone a data file from your application in native format will
probably do them no good. If it’s not practical for them to install that
application, consider sending the file as a PDF. Alternatively, if that
application has one, send recipients a viewer for the application. Such
a version generally is free and will allow recipients to view a file but
probably not to change it.
5: Relying unnecessarily on batteriesWith respect to using power
outlets, remember the same principle applies as with fueling your car or
using the restroom: A wise person does so when he or she can, a foolish
person does so when he or she must. Are you waiting for your flight at
the airport gate area? Are you next to an available live outlet? Even
though your laptop battery might be at 100%, take a second and plug your
laptop into that outlet and run with electricity. You might later find
that your airplane has no outlets or that you lack an adapter that lets
you use it. If you run on batteries in the waiting area, you will have
deprived yourself of battery power you later might need.
6: Losing that smartphoneDo you have an iPhone or similar product? If
so, and you’re like most owners, your whole life is now stored on it. If
you lose that phone, you may also lose sensitive information, such as
credit card and bank account numbers. Consider password-protecting that
phone. In addition, if you do have an iPhone, you may want to get a
program such as MobileMe. (Currently, you’ll get a $30 discount if you
purchase it when you purchase your iPhone.) This program will let you
remotely erase the contents of your phone. In addition, if your phone is
merely misplaced (say, in your home), MobileMe allows you to unsilence
it and activate its ringer.
7: Ambiguity regarding email addressesHave you ever been told, “I sent
you an email already,” but you see no such message? It could have
happened because you (like many people) have multiple email addresses:
your address for work and several for personal use. Be sure you
ascertain which account the other person has sent the email to. And if
you tell someone you sent that person an email, be specific as to which
address you used.
8: Dead batteries
The presentation is about to start. You pull out your laser pointer,
press the button — and nothing happens. If you’re traveling with
battery-operated equipment, be aware that it might accidentally be
turned on, thus draining the batteries. Consider this trick I was taught
long ago as a Boy Scout: Reverse each battery, so that the positive
terminal battery is touching the negative connection of the device and
vice versa. Of course, remember to re-reverse it before you need to use
it.
9: Entering a bad linkDon’t rely on your memory or on manual typing of a
URL when sending email or composing a document. One wrong letter or a
wrong domain type may cause the recipient or reader embarrassment,
irritation, or wasted time. Navigate to that Web site first yourself and
confirm that it’s the one you want. Then, copy the Web address and paste
it into your document or email. Alternately, if you do insist on typing
the URL manually yourself, test it to make sure it goes where you are
expecting it to go.
10: CatsCats are wonderfully cute but curious creatures. If you have or
are about to get one, be aware that they may find your keyboard a warm
and comfortable place to nap. If they’re heavy enough, and stay long
enough, they may end up disabling the keyboard. Shutting down and
restarting the computer may solve the issue, but the best approach is to
keep them away in the first place. If you have to leave your computer,
shut it down or put it in standby, then shut the lid. Most of all, you
do not want that cat to have an accident while lying on your keyboard.
In addition, keep cats away from your power cord, or rely only on
battery power when they’re around (but see the earlier point regarding
electric power). Your cat will start playing with the power cord or get
tangled in it. And if frightened, the cat will lunge away, possibly
getting hurt and/or ripping and thus destroying your cord while creating
a Fourth of July display. (And yes, this has happened to me.)
Calvin Sun consults with clients to address and resolve organizational
issues and writes and speaks on this topic. His Web site is
http://www.calvinsun.com. You can also find him on Twitter. Read his
full bio and profile.
Categories: F.Y.I.'s
