How Formulas Help Excel do the Calculations for You

To see this process in action, watch the video that accompanies this post.

Microsoft Excel is a spreadsheet program that can be used to process simple computations as well as advanced functions. Most people can use Excel for basic calculations like:

• Sum - adds the numbers in the cells in a selected range
• Average - finds the average of the numbers in cells in a selected range
• Count - counts the number of cells in a selected range with numbers in them
• Countif - counts the number of cells in a selected range that meet the criteria you set

There are hundreds of formulas in Excel, but creating simple functions to start with does not take long and is fairly simple. To show how versatile some simple formulas are, consider how they can be used to track:

• Attendance and absences for a group
• Average spending or income
• Supplies for a business or event
• Inventory for insurance or a business

These are a few examples of how Excel formulas can be useful by automatically processing repetitive calculations. 

The Best App for Merging and Modifying Files

To see this process in action, watch the video that accompanies this post.

When working with larger files there can be a need to modify the order of pages, add signatures, or scan and add in additional documents for reference. During this process, you may run into issues like:

• Multiple file uploads not being allowed.
• A long document that requires a signature or signatures on only a few pages. In this case, printing the entire document and scanning it all back in together can be wasteful. 
• Scanning a document that is larger than the automatic document feeder of the scanner and breaks the files into multiple files.

An example most of us have run into is needing to sign a large document and send it back to someone else. You can print and mail the document, but it is far faster to email or fax it back. The best answer is to use Acrobat to print only the signature page, merge this single page into the original document and replace the blank signature page. Then the file can be emailed or faxed and the process does not have any waste.

For situations where you need to merge and modify files, the best application is Adobe Acrobat.

The Best App for Merging and Modifying Files

Adobe Acrobat has one-click tools that make it easy to insert additional documents into a single document, remove unnecessary pages, and reorder pages. These tools are especially important when working with very large documents, documents with pages that need to be signed, documents where only certain pages are updated, and when scanning in multiple documents. 

Merging documents

How to Take Square Payments Without Creating User Logins

To see this process in action, watch the video that accompanies this post.

As a payment processing service for small businesses, Square is easy to set up and easy to use. There are many benefits to using Square over accepting credit card payments directly, including:

• Transparent service fees for all types of payments collected
• Managing PCI compliance
• Zero monthly and minimum fees, which is especially helpful for new businesses or those who do not need to use the service every month
• An online presence for the items or services you sell

Another great feature is the ability to send invitations to people to connect additional devices using the Square application. By using an invitation from you, that device can accept payments on behalf of your organization. Additionally, this is done without making them an employee, or creating additional user accounts or credentials. This feature is a secure way for any business, non-profit, or other organization to host events, have remote workers, interns or volunteers, collect funds on behalf of their business. Most importantly is it accomplished all without providing unnecessary account access.

How to Take Square Payments Without Creating User Logins

Another great benefit of inviting a device to accept payments on behalf of your account is that it can be done at no additional cost to you and the setup can be accomplished within a few minutes. Below are instructions for sending an invitation to someone with a device, as well as how to accept that invitation on a device.

How to be More Efficient by Managing Quick Access Links

To see this process in action, watch the video that accompanies this post.

Increasing efficiency often feels like a goal that is difficult to obtain. How can we measure efficiency to verify there has been an increase ? How can we consistently increase it without wearing ourselves down? Luckily there are settings in Windows that can be set to best meet our specific needs. For example, modifying the links in the Quick access section in File Explorer can be accomplished within minutes and greatly increase efficiency. 

The Quick access section in File Explorer houses links that reference files, folders, shared drives, or Windows locations like the Desktop or Downloads folders. Quick access links appear in the top left section of every File Explorer window which makes it a great place to link frequently used files and folders. Typically, the longer you have a computer the deeper folders get created. Folders are often organized by year or topic with sub-folders created inside. Creating links in the Quick access section to commonly used, but deep sub-folders, can be a huge time saver.

How to be More Efficient by Managing Quick Access Links

Modifying the settings for the Quick access section

To remove a link listed in the Quick access section:

• Open File Explorer.
• Right-click on the link to remove.
• In the popup menu, select "Remove from Quick access".
  

Seamlessly Replace a Computer by Copying These 3 Folders

The reason people often hang on to computers until they are outdated or fail is typically because moving to a new computer is tedious! There are a variety of personalized settings that need to be configured, each of which take time. Some examples of these settings are:

• Power modes
• Desktop backgrounds
• Web browser favorites
• Keyboard shortcuts
• Screen resolution

There is also the task of installing proprietary software and configuring applications. In other words, it can be a lot of work moving to a new computer or laptop. All of these tasks are reasons why we avoid replacing a device for as long as we can.

Even considering all the work it takes, it is ALWAYS better to move to a new device before the existing one fails. This ensures a more seamless process, that data is not lost, and that application configurations can be compared so they are set up exactly the same. When replacing a computer, it is important to know the 3 folders that are most important to copy to the new device.

Seamlessly Replace a Computer by Copying These 3 Folders

Documents

3 Things you Should do to Every New Computer

Purchasing a new computer is an exciting process. New devices boot faster, the screen resolution is better and applications respond so quickly compared to older systems. While it can be easy to get carried away with using a new device, there are a few things you should do first. Installing new software and setting preferences is important, but you will be better off if you first do these three things to a new computer.

3 Things you Should do to Every New Computer

Document the serial number, service tag, etc.

Before logging into the new computer document any of the following numbers as applicable:

• Serial number
• Model number
• Service tag
• Product number

Each manufacturer uses different language for similar sets of unique numbers. They are typically located on the back of a computer tower, on the bottom of a laptop or under the laptop battery. These numbers will be important if you need warranty work or if you need to download the original drivers again whether the driver was corrupted or the drive crashed and needed to be rebuilt.

How to Move iTunes Music & Playlists to a New Computer

When replacing a computer or laptop with iTunes music and playlists, the easiest way to move the music and playlists is to copy the iTunes folder from one device to another. Syncing an iPhone with the music and playlists does not necessarily copy it to the new device. Even if both are selected for syncing, this does not guarantee they will be transferred between devices simply by syncing the phone to the new device.

Below are steps for the best way to move iTunes music and playlists to a new computer while ensuring all of the information is effectively moved.

How to Move iTunes Music & Playlists to a New Computer

Before you retire an older device, and certainly before it breaks if it is experiencing issues, be sure to follow the steps below to efficiently and comprehensively move iTunes music and playlists to a new device.

Copy* Music & Playlists off the old device

To copy music and playlists from iTunes:

4 Ways to Ensure you Never Waste Printer Toner Again

Eventually the printer you are currently using will stop functioning at some point. Replacing hardware components is often not worth the cost considering the usage on the remaining components. One of the most frustrating aspects of having a printer die is wasting the remaining toner or inkjet cartridges that were purchased without knowing the printer was going to fail.

Instead of wasting the remaining toner, which is both costly and wasteful, use the following tips to ensure you never waste printer toner again.

4 Ways to Ensure you Never Waste Printer Toner Again

1 - Do not buy extra toner

For those of us who prefer to be prepared rather than surprised by issues that usually come at a most inconvenient time, it can be extremely tempting to keep backup toner replacements. There are many reasons for keeping an extra toner onsite including:

Bypassing the Recycle Bin, A Better Way to Delete Files

There are plenty of instances when the recycle bin on a device saves an important file and makes your day. Sometimes a file is deleted, whether intentionally or accidentally, and when we realize we still need it, we are relieved to find it still available to us. There are also situations when we are positive we will never need a file again. Some examples  are: 

• The file was downloaded as a reference that it is no longer needed
• The wrong file was downloaded
• A new version of the file has been created with a new name
• A new version of the file has been created and the old one is no longer appropriate to use (for instance annual government forms)
• Other various reasons

Whatever the reason, if you are confident you no longer need a document, bypassing the recycle bin when deleting it is a much better way to remove those files.

Visit our YouTube channel for the video that matches this post.

Bypassing the Recycle Bin, A Better Way to Delete Files

How to Get Remote Desktop working on Windows Server 2016

Using remote desktop is an easy way to connect to servers on a network. Once connected to a server, user accounts can be created, passwords can be reset, updates can be installed and software can be managed. In other words, almost everything you can do when physically logged into a device can be done using remote desktop. The benefit of using remote desktop is the ability to accomplish the same tasks more quickly. The further away a physical server is, the more time that is saved.

Unfortunately, a recent update to Windows Servers running the 2016 operating system can cause the server to stop responding to remote desktop connections. This post covers how to get remote desktop working on Windows Server 2016 when an update causes it to fail.

How to Get Remote Desktop working on Windows Server 2016

If remote desktop fails to connect after running important Windows updates, the steps below will fix this issue. The failure caused is unique because the server will still respond and ask for credentials, but after being entered the window disappears. The connection window remains but the desktop for the server is never presented. 

Helpful Technology Information Throughout the Holidays

Whether you love or hate technology, or fall somewhere in between these extremes, technology is ingrained in our daily lives. In some ways technology makes our lives easier, more efficient and we are more connected. In other ways it is easier for people to take advantage of the fact that we are always online and that information can be procured from a distance. 

Since this is often a very busy time of year for people, we cultivated a list of timely posts published over the last year. These posts have helpful information about protecting devices, data, purchasing new devices, and much more!

Helpful Technology Information Throughout the Holidays

Ensuring all Important Files get Moved to a New Device

Replacing an older computer or laptop with a new one is an exciting process! With new features, faster response times, upgraded programs and applications, there is so much potential. The only drawback can be configuring the new device to feel like your old one and ensuring all of your important files are successfully transferred. Program files are often stored in places other than you might think of or expect. Files outside of the Documents folder can be more difficult to locate.

Below are examples of programs commonly storing files outside the Documents folder as well as where they are likely to be.

Ensuring all Important Files get Moved to a New Device

Copying an entire user folder can be time consuming, can waste storage and often includes far more data than you need. NOTE: Different operating systems and versions of applications can store files differently. These examples list where files are typically stored, but your results may vary.

QuickBooks

QuickBooks typically stores company database files in the Public folder, rather than a user folder. The Public folder is located inside the main Users folder on the local drive. This is a generic location that lives outside of any specific user's folder.

Allowing Specific Users to Bypass Do Not Disturb Settings

If you use your smart phone for most of your communication, whether that be via messages, calls, emails, or something else altogether, you probably never turn your phone off. A quick reboot when it is necessary is often the only time it is off. The downside to always having your phone on is receiving notifications 24 hours a day. From disturbing sleep to interrupting meetings or your most focused work, constant notifications can become one of your worst distractions.

Using the Do Not Disturb feature is a great way to get some quiet time. However, it is important to understand how this feature works to ensure important communication can still be accomplished.

Allowing Specific Users to Bypass Do Not Disturb Settings

The purpose of the Do Not Disturb setting is to silence incoming notifications so they are not interruptive. The helpfulness of the Do Not Disturb feature can be overshadowed if those people you would always want to hear from cannot reach you. This is why it is important to understand how the Do Not Disturb feature works to properly modify its settings.

Using Filters in Excel to Quickly Sort Data

Excel spreadsheets are effective for tracking information, performing mathematical calculations, charting data, providing learning tools by way of conditional formatting and more. Spreadsheets also provide features that allow the data within them to easily be navigated and searched. These tools are the sort and filter features.

Sorting data groups like data together. For instance, you could sort by zip code to find out how many letters were being mailed within a certain city. Filters narrow the amount of data by displaying only those items that meet the criteria of the filter. Filters are an effective way to view data because they display results instantly without actually changing the data. Filters simply manipulate what data is being displayed and once turned off, all data will be displayed.

How to Create Automatically Recurring Invoices with Square

One of the biggest challenges every person faces, whether they run a business, work for someone else, or are a student, is managing time. Time is something that runs our lives that we cannot negotiate with. We cannot argue to get more time, pay for more time or get time back. The best we can do is work more efficiently so we can use the time we saved to do other things.

One of the best ways to save time is to automate recurring tasks. Anything that we do regularly and can automate will save time for other things. For instance, using auto-bill pay with your bank, or creating automatically recurring invoices with Square.

How to Create Automatically Recurring Invoices with Square

Square payment processing makes it easy to create recurring invoices that bill automatically based on the schedule you set. To create recurring invoicing in Square, follow the steps below.

• Log into your Square account.
• Click "Invoices" from the side panel menu.
  

How to Recover Notes from Disconnected Email Accounts

Connecting email accounts to our smartphones saves time and makes accessing and replying to emails quick and easy. Many email accounts also support a notes feature which offers a convenient way to save thoughts or ideas for later. Notes created on a phone can be stored locally or synced with specific email accounts.

Occasionally email accounts can get disconnected on our smartphones even when the password has not been changed. If the account is truly locked out, new email will not be delivered and notes attached to that account will stop syncing. Rebooting and re-entering the email password will not fix an account in this state. The only way to fix the issue is to remove the email account and add it back.

How to Capture the Screen Using Screenshots

From websites that block the ability to print, to procedural documents, to simply not having a printer handy, the ability to take screenshots can be extremely effective. A great example of how this becomes helpful is when placing online orders. Some websites send confirmation emails instantly. Others come hours or days later. Inconsistencies like this can leave you wondering if you will get a confirmation at all. Most of the time this is not necessary, but if you need it for your records or need to follow up with an issue later, it is better to have the information.

On another note, printing can be costly and inconvenient. Also, if you are a mobile worker or on vacation, a printer might not be available the moment you need it. This is when knowing how to capture screenshots becomes a valuable tool.

How to Capture the Screen Using Screenshots

Capturing the screen by taking screenshots can be accomplished in two main ways using built-in keyboard shortcuts. 

Capturing the entire screen 

4 Reasons Why you Should Utilize Mapped Network Drives

Mapped network drives have been a useful tool for businesses and groups for years. A mapped network drive is a pointer using a letter drive in Windows Explorer that points to a physical location other than the local computer. These drives can be found in Windows Explorer under the heading "Network Location" located below hard disk drives and devices with removable storage.

Testing the Continuity of your Business - IT Questionnaire

Running a business is time consuming and demands are endless. From tracking sales to making products to customer outreach to payroll, there is a lot to do! Like anything that keeps us overwhelmingly busy, items are often overlooked as our focus shifts to "getting things done". 

While productivity is important, there is a downside to getting things done. Neglecting things because they are still working can be a big mistake. Technology is an area often overlooked while it is running properly although it can fail quickly from a lack of proper planning. Like any machine, a network infrastructure needs upkeep and maintenance. Testing the continuity of a business's technology systems and making adjustments helps prevent downtime that can cause disastrous expenses as in this recent event with British Airways.

Testing the Continuity of your Business - IT Questionnaire

There are many parts to a network infrastructure and there can be many other items to consider based on how large your business is. This list does not cover every possible unknown, but instead covers the most commonly forgotten items that can have the greatest impact on your network. If applicable, run tests to see if vulnerabilities exist or if your network can handle these issues.

Power Surges / Outages

What to Do When Documents or Email Go Missing

If you have ever had a document or email go missing, you know the moment can feel paralyzing. Realizing files are missing can cause a moment of panic which makes it easy to forget some of the ways the files might be able to be recovered. However, whether it is a document or an email that appears to be missing, there are steps you can take to try and recover the lost information.

After finding documents or emails missing that you did not specifically delete, trying the steps below may help you recover them.

What to Do When Documents or Email Go Missing

Documents

• Recycle Bin - it sounds silly, but perhaps the document was accidentally deleted and is sitting in the recycle bin. For instance, if you right-click on a file, Delete is listed next to "Rename" and "Create shortcut" in the pop-up menu. Either of these are easy to select by accident.