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Question:
How can I clean out my Webmail mailbox so I
do not reach the allotted storage quota?
Answer:
Cleaning out your SJC Webmail mailbox is a great
idea and the end of the semester provides a
perfect time for some spring cleaning. See the
page
here for more information on this topic.
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| Question:
Are there easier ways to select text
in Word documents instead of dragging across
the text?
Answer:
Yes. To select just a word, double
click it. To select a sentence, hold down the
Ctrl key and click
anywhere within the sentence. To select a paragraph
triple click it. Or, hold down the
Shift key and use
the arrow keys to select text in the desired
direction.
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Question:
How do I see the course IDs listed with
the course titles in my list of classes in Blackboard?
Answer:
After
you log into Blackboard, you will see the My
Courses module located on the right
side of the screen. Click once on the Pencil
icon located to the right to edit the
My Courses module. If you would like to hide
a course on the My Courses module, uncheck
the Show Course box associated
with that course. For a 1-page printable version
of these directions, click
here.
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| To
download a file (PDF, DOC, PPT, RTF, etc.) you
find on a web page (including those within Blackboard)
simply right click the file link and choose
Save Target As... or Save
Link As... depending on the Internet
browser you are using. Then, save the file to
a folder on your computer or flash drive. |
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Print
Multiple Worksheets
at the Same Time
If you need to print only a few Excel worksheets
within a large workbook, simply hold down the
Ctrl key and left
click each sheet name. Then, use your favorite
method for printing (menu, toolbar button, or
keyboard shortcut). Remember to deselect the
sheets using the same method or left click a
sheet name that was not previously selected.
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Teacher Tube
www.teachertube.com
You've all heard of You Tube.
Did you know there is an educational equivalent
to You Tube called Teacher Tube.
Almost 2,000 videos listed in the Colleges/Universities
category alone.
Turn It In
www.turnitin.com
Turnitin is an online plagiarism prevention
system which allows you to check your
students' work for plagiarism. For the
account id information, please contact
mwilliams@sjcny.edu
25 Word 2007 Demos
office.microsoft.com
Check out these on-demand
Webcasts for Word 2007. |
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Avoiding
Really Bad PowerPoint - Part 2: Ways to Avoid
the Pitfalls |
Using Find & Replace in Word |
Using the Assignment Content Type in Blackboard
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... and much more!
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TIS
Help Desk
In Brooklyn x263
In Long Island x1263
TIS Help Form
or send an e-mail to
techhelp@sjcny.edu
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We
welcome article suggestions & feedback! |
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A
publication from
TECHNOLOGY
AND INFORMATION SERVICES |
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Tech Times
is provided to all staff and faculty as an extension
to the current technology
training workshops offered by the Technology and
Information Services department. In addition, current
and past issues are archived
on the Training web page. We welcome suggestions and
ideas for topics, including your favorite shortcuts
and tips.
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Avoiding
Really Bad PowerPoint :: Why the Problem?
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This
is Part 1 of a 2 part series. This article applies
to all versions of Microsoft PowerPoint. Much
of this article is excerpted from the 2004 report,
"Five ways to reduce PowerPoint overload",
by Cliff Atkinson and Richard E. Mayer.
Microsoft’s statistics indicate that
there are 400 million copies of Microsoft Office
PowerPoint installed and there are 30 million
bullet-point-laden slide presentations done worldwide
each day. It may be surprising that PowerPoint
has been so widely adopted in a short 20 years.
Simply put, that's a lot of PowerPoint and you
can be assured that students have seen their share
of really bad PowerPoint presentations throughout
their educational careers.
Conventional wisdom usually prevails when developing
a presentation. For example, it is common to put
no more than six lines of text on a slide, six
words per line. But that convention is no longer
wise in the light of research that shows that
even that amount of text on a slide can be a recipe
for information overload. The same holds true
for a number of other PowerPoint conventions,
including using meaningless slide titles and shrinking
text and visuals to make them fit on a slide.
Many of these techniques can result in PowerPoint
overload or PowerPointlessness
– a condition in which the mind shuts down
because it is overwhelmed.
(mouse
over for image)
A recent online survey conducted by Dave Paradi
of "Think
Outside the Slide" asked respondents
to select the top three annoying elements from
a list of elements and then asked for extra items
in a free-form question. The top things that audiences
find annoying about bad PowerPoint presentations,
with the percentage of people citing this element
are as follows.
• The speaker read the slides to us - 60.4%
• Text so small I couldn't read it - 50.9%
• Full sentences instead of bullet points
- 47.8%
• Slides hard to see because of color choice
- 37.1%
• Moving/flying text or graphics - 24.5%
• Annoying use of sounds - 22.0%
• Overly complex diagrams or charts - 22.0%
It is clear from the responses that the most annoying
aspect of bad PowerPoint slides is the text, not
the graphics or multimedia. It is important that
a presenter focus on getting short, relevant and
readable text on the slides and add to each point
with what they say. Simply reading the slides
that are jammed with text to the audience is an
insult to the audience and the results indicate
that by doing this, presenters are severely damaging
the message they are trying to deliver.
Why the Problem?
Most PowerPoint presentations look a particular
way because PowerPoint (as a tool) has features
that make particular tasks easy. PowerPoint makes
it easy to use templates, so we use templates.
PowerPoint makes it easy to use bulleted lists,
so we use bulleted lists. PowerPoint makes it
easy to paste many items on a screen, so we paste
them onto the screen. By using these features,
we are making specific assumptions about the way
people learn.
Unfortunately, many PowerPoint features and techniques
contradict current research in cognitive science.
We can no longer expect our audiences to adapt
to our PowerPoint features. Instead, we have to
change our own thinking to conform to a more relevant
principle: The design of PowerPoint presentations
should be compatible with how people learn.
"Stuff" to Avoid
Too many presenters have used PowerPoint slides
as a substitute for themselves and think that
the slides are the presentation instead of the
slides supporting the presentation that they must
deliver.
Many presentations take a linear progression through
the deck. Whereas with handouts, readers could
browse and relate items at their leisure. Every
slide show made usually ends up looking like everybody
elses due to the provided templates for slide
shows, the focus on bulleted list, and this linear
approach. Allow yourself the ability to move through
the deck based on the current audience.
Amazing as it seems, we still see far too many
paragraphs on slides. Many times they are disguised
as long sentences in a small font with a bullet
in front of them, but in reality they are paragraphs,
with no key point identifiable.
In a presentation, you are asking your audience
to listen to your (probably complex) sentences
and judge whether what you’re saying makes
sense. At the same time, you’re asking them
to look at a slide, a much more visual task. Don’t
divide your listeners’ minds by making them
attend first to you, and the slide, both at the
same time, or back and forth constantly. What
a headache!
The transition between slides is important. This
does not refer to PowerPoint’s special effects,
but how the argument continues from slide to slide.
Does the message on the next slide follow logically
from the current slide? If it doesn’t, either
you need an internal summary or you can talk about
the subject of the next slide before you even
show it. Don’t be one of those confused
presenters who brings up the next slide and then
tries to work out why it was included.
Look for Part 2 of this article, "Ways
to Avoid the Pitfalls", in the next issue
of Tech Times.
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Copying
and Moving Content in Blackboard Courses |
Imagine you just added all your course items into
your Blackboard course, Word documents, PowerPoint
documents, and now you realize that you've put
them all into the wrong content areas. Blackboard
easily allows you to individually copy/move any
items contained in the Content Areas of the course
including:
• Text-only items
• Text items with attachments
• Files
• Folders
Note: It is not possible to individually
copy Staff Information, Assessments
(tests, surveys and assignments) or Question
Pools.
To copy or move an item:
1. Enter the Control Panel for
the course which contains the item you wish to
copy or move.
2. Select the content area which
contains the item(s) to copy or move, e.g. Course
Materials
(mouse over for image).
3. Select the Copy button located
to the right of the item you would like to copy
or move. The Copy or Move Item screen
will appear
(mouse over for image).
4. Use the Destination Course
drop-down menu to select the course you would
like to copy or move the item to.
5. Within the Destination Folder section
select Browse to open the Course
Map screen of the course you are copying
or moving the item into (mouse
over for image).
6. Select the folder into which you would like
to copy or move the item. The course map will
close and the folder you selected will appear
in the Destination Folder field.
7. If moving an item, you have the choice whether
to delete the file from its original location
once copied. To do this, select the Yes
radio button next to Remove item after copy.
8. Finally, select Submit to
complete the copy process.
You will receive a Copy Complete
screen to confirm that the copy has been successful.
Select OK to return to the content
area from which you were copying items. |
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 Alternate
Row Shading in Excel Using
Conditional Formatting |
This
article applies to all versions of Excel
Do you often work with large lists of data in
Excel that are hard to read on screen and when
printed? One way to make large lists in Excel
readable is to automatically apply cell shading
to every other row in a selected range (mouse
over for image). Excel's Conditional
Formatting feature, in combination with
a short formula, makes this a simple task.
In Excel 2000-2003, follow these steps:
1. Select the range of cells that you want to
format.
2. Click the Format menu and
then choose Conditional Formatting.
3. In the Conditional Formatting dialog
box, select Formula Is from the
first drop-down list, and enter this formula:
=MOD(ROW(),2)=0
(mouse
over for image)
4. Click the Format button, select
the Patterns tab, and specify a color
for the shaded rows.
5. Click OK twice to return to your worksheet.
In Excel 2007, follow these steps:
1. Select the range of cells that you want to
format.
2. On the Home tab, in the Styles
group, click Conditional Formatting
and choose the New Rule option.
3. From the Rule Type list, choose "Use
a formula to determine which cells to format".
4. In the Edit the Rule Description field,
enter in this formula: =MOD(ROW(),2)=0
5. Click the Format button, select
the Fill tab, and specify a color for
the shaded rows.
6. Click OK twice to return to your worksheet.
The best part is that the row shading is dynamic.
You'll find that the row shading persists even
if you insert or delete rows within the original
range. Applying this simple formatting eliminates
multiple manual steps for alternating row shading
and creates great looking printed sheets. |
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|
 Creating
and Formatting Tables in
Word 2000 Documents |
| This
article applies specifically to Word 2000
Tables are a great way to organize columns of
information. Tables allow you to enter data,
format the area around the data, and even allow
you to make calculations on that data. Using
tables in a document can replace the need for
custom tabs, columns, and even paragraph formats
such as left and right indents. Tables give
a document structure, whether used for a short
multi-column list beside standard paragraph
text or for an entire document's layout, such
as in a newsletter.
Word tables may contain text, numbers, and images.
A wide variety of formatting may be applied
to tables. For example, you can add shading,
remove borders, merge or split table cells,
and much more.
How to Create a Table
You may create a table with the desired number
of rows and columns using the table button method
or via a menu option in Word. Both methods are
listed below.
Table button method:
1. Click in the location where you want to insert
the table.
2. Click the Insert Table
button (mouse
over for image).
3. Click and drag the mouse down and across
the drop-down table grid to select the desired
number of rows and columns for the table.
Menu command method:
1. Click in the location where you want to insert
the table.
2. Click Table menu and select
Insert, then Table.
3. Enter the desired number of rows and columns.
NOTE: You can always add or delete rows or columns
if needed.
4. Click OK
Insert/Delete New Rows and Columns
To quickly insert new rows at the end of a table
by tabbing, click in the rightmost cell of the
last row of the table and press the Tab
key. New rows take on any formatting applied
to the existing last row. To use Word's menu
options to add/remove rows and columns, follow
these steps:
1. Click in the location where you want to add/remove
rows or columns.
2. Click the Table menu, select
Insert (mouse
over for image) and then Columns to the
left/right or Rows above/below. Or, to delete
choose Delete (mouse
over for image) and then select either rows
or columns.
Add/Remove Borders
To add a border to the whole table:
1. Click anywhere in the table.
2. Click the Table menu and
select Table Properties.
3. Click the (mouse
over for image) Borders and Shading
button on the bottom of the dialog box.
4. Select the type of border.
5. Select the option Table under the
Apply to box.
6. Click OK
To add borders to specific cells:
1. Select the cell or cells, including the end-of-cell
mark.
2. Click Table menu and select
Table Properties
3. Click the Borders and Shading
Button on the bottom right of the dialog box.
4. Select the type of border you desire.
5. Select the option Cell under the
(mouse
over for image) Apply to box.
6. Click OK
To
remove a border, use the steps listed above
with one exception. In step 4, choose "None"
as the border type.
Set a Table to a Page's Width
Though your table is generally around the same
width as the page margins when you first insert
it, chances are that as you add columns, change
widths, and insert text, the size of the table
changes. If you’d like to return the table
to its original full-page width, you can try
grabbing the right edge of the table with your
mouse and look at the margin to line it up.
But, besides lacking in precision, this process
expands the right-hand column while leaving
the other columns at the same width. You’ll
find that it’s easier and more precise
to use the Table Properties dialog box.
1. Click anywhere in the table, select the Table
menu, then Table Properties.
2. Click on the Table tab and under
Size, select the Preferred
Width check box.
3. In the Measure In drop down box,
select Percent, and change
the value in the Preferred Width field
to 100%.
4. Click the OK button.
You’ll notice that this trick maintains
the proportions of your columns while expanding
your table to fill the width of the page. If
you set 100% width on an indented table, the
table is pushed into the right margin. For example,
if your table is indented by 0.5", it will
extend 0.5" into the right margin.
To learn more about working with tables in Word,
contact one of the
TIS Technology Trainers and ask for a 1-on-1
session on this topic. |
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 Using
SmartArt in Office 2007 |
This
article applies specifically to Word, Excel and
PowerPoint 2007
One of the best new features of Office 2007 are
SmartArt graphics. A SmartArt
graphic is a visual representation of information
and ideas. You can create SmartArt graphics by
choosing from among many different layouts to
quickly, easily, and effectively communicate your
text based message in a more memorable graphical
format. If
you have not seen a SmartArt graphic, mouse over
here for a sample image.
To add a SmartArt graphic to a Word document,
an Excel spreadsheet or a PowerPoint slide, follow
these steps:
1. Move to a location in the file where you want
to add a SmartArt graphic.
2. On the Insert tab, in the Illustrations
group, click SmartArt. The Choose
a SmartArt Graphic dialog box appears.
3. From the category list, select All
or select a category of SmartArt
from the list on the left side.
4. From the gallery on the right side, select
a SmartArt graphic (see the related section
below for more information about choosing a layout).
5. Click the OK button and the
graphic appears in your file inside the SmartArt
canvas.
Layout Options
When you create a SmartArt graphic, you are prompted
to choose a type such as Process, Hierarchy, Cycle,
or Relationship. Each of the seven types contains
several different layouts. For example, the Cycle
type contains 14 different cyclical layouts.
When you choose a layout for your SmartArt graphic,
ask yourself what you want to convey and whether
you want your information to appear a certain
way. Read the descriptions of each layout before
choosing one. Keep in mind that you can quickly
and easily switch layouts after the SmartArt object
is created until you find the one that best illustrates
your message. Experiment with different types
and layouts by using the table and Figure 25 on
the following page as a starting point.
Adding and Editing Text
When you create a SmartArt graphic, the SmartArt
graphic and its attached Text pane
are populated with placeholder text that you can
replace with your information. At the top of the
Text pane, you can edit the text that will appear
in your SmartArt graphic. At the bottom of the
Text pane, you can view additional information
about the SmartArt graphic (mouse
over for image).
The Text pane appears to the left of a SmartArt
graphic. It works like an outline that maps information
directly to your SmartArt graphic. As you add
and edit content in the Text pane, the SmartArt
graphic is automatically updated to reflect the
changes. There are two ways to view the Text pane:
• Click the flyout handle to the left of
the SmartArt (mouse
over for image). – OR –
• Click the Design tab under SmartArt
Tools and click the Text Pane
option found in the Create Graphic group.
To add text to a SmartArt graphic using the
Text pane, follow these steps:
1. Click the SmartArt graphic to select it.
2. Display the Text pane.
3. Click inside one of the text box areas of the
pane and use the following keys to add and remove
entries:
a. To create a new line of bulleted text in the
Text pane, press Enter.
b. To indent a line in the Text pane, press Tab
to indent or Shift+Tab to negatively indent from
within the Text pane.
c. Use the Backspace and Delete keys to remove
lines of text.
d. Any of these manipulations updates the mapping
between the bullets in the Text pane and the shapes
in the layout for the SmartArt graphic.
4. To close the text pane, click the X in the
upper right corner of the pane.
Format Options
You can change many of the design features used
in a SmartArt graphic by choosing from different
colors, outlines, 3-D effects, shape fills, or
types and layouts of SmartArt. When you click
a SmartArt graphic, two contextual tabs appear
under SmartArt Tools on the Ribbon: Design
and Format. Both of these tabs
hold dozens of features and settings you can adjust
to change the appearance of your SmartArt graphic
(mouse
over for image). For example, there are groups
within the tabs related to Layouts, Styles,
Shapes and Shape Styles, WordArt
Styles, and Positioning (arrange
and size). Use
the many options found in these tabs to change
the format of the SmartArt graphic.
Convert Bullet Lists in PowerPoint 2007
SmartArt is useful in PowerPoint 2007 presentations
because these often contain slides with bulleted
lists. You can quickly convert existing slide
text and bulleted lists to SmartArt graphics.
A variety of research indicates that people learn
better from words and pictures rather than just
words alone.
To convert existing bullet lists to SmartArt,
follow these steps:
1. Click the placeholder that contains the bulleted
text on the slide that you want to convert.
2. On the Home tab, in the Paragraph
group, click Convert to SmartArt Graphic
(mouse
over for image).
3. In the gallery, click the layout for the SmartArt
graphic that you want. The gallery contains layouts
for SmartArt graphics that work best with bulleted
lists. To view the entire set of layouts, click
More SmartArt Graphics.
4. Click the OK button to convert the list to
a graphic.
5. Follow the steps listed in previous section
to change the appearance of the graphic.
Note: Choose the new SmartArt
layout carefully since some text may be removed
if the new layout holds a limited number of shapes.
There are so many options for using the new SmartArt
graphics in your Office 2007 files. For some personal
training, feel free to sign up for our PowerPoint
2007 Intermediate workshop which covers this new
tool as used in presentations. Scheduled sessions
are listed here
or contact us
for a 1-on-1 session. To view an animated demo
regarding use of SmartArt, straight from Microsoft,
click
here. |
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Blackboard
Requests for Summer and Fall 2008
(Requests for Supplement Courses Only)
For faculty using Blackboard as a supplement,
it is time to send in your Blackboard Course Requests
for the Summer and Fall 2008 semester. Please
DO NOT send in requests for FULL
ONLINE courses.
*** Summer 08 requests are due no later than April
28, 2008. ***
*** Fall 08 requests are due no later than August
13, 2008. ***
Request forms are located at: http://tis.sjcny.edu/training/BB/faculty/index.html#bbcrf
New Course Request: Use this
form to request a Blackboard course shell for
a new supplement course.
Course Copy Request: Use this
form to copy an existing Blackboard supplemented
course. (All content will be copied)
You may request up to 3 supplement
courses on one form. Make sure to include complete
course information including division and section
information. If you are combining sections into
one course shell, please list sections together.
To complete the form, save the form to your computer.
Use your tab key to move around the form and complete
the requested information. When you are done,
save the form with your name as the file name.
Email the completed form to Maureen Williams at:
mwilliams@sjcny.edu
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Technology
Help Desk
Having
computer problems? Phone not working? Printer
making you sad? Smart classroom not so smart?
The
Technology & Information Services Department
has one central contact for all your computer,
printer, Smart Classroom and telephone technical
issues or for any hardware/software installation
questions.
If
you are having any type of technical issue please
call:
In Brooklyn, dial x263
In Long Island, dial x1263
Please
leave a message. Your call will be recorded
and a TIS staff member will be dispatched to
your office or location. This central dispatch
will allow for a faster response to your technical
problems.
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Copyright
© 2008 St. Joseph's College, New York
Microsoft product screen shots, logos and images
used with permission from Microsoft Corporation.
Firefox product screen shots, logos
and images used with permission from Mozilla Foundation.
Webmail screen shots are reprinted with permission
from Stalker Software Inc.
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