How Do I…?

1. How Do I…? Questions from Cooperative Conversations April 21, 2006

2. 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 e-mail 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. • 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

3. 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.eduLog in to Okey, using your firstname.lastname@okstate.edu 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.

4. 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.eduUnder the “Log In” and “Clear” buttons, there is a link that reads “Forgot Your Password? Locked Out?” Click on it. Enter your firstname.lastname@okstate.edu 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.

5. Note about Netscape • 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. • 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 e-mail address (instead has county@sbc...) do NOT remove it

6. 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

7. 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.

8. 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”

9. Get a county email address? • 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: countyname.oces@okstate.edu

10. Get a county website? • 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.

11. How do I get on OSU's wireless network? • 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.

12. 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.

13. 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!

14. 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.

15. 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.

16. Formulas in Word • 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.

17. 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: • 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.

18. 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

19. 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.

20. 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.”

21. 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/default.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.

22. 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: • 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.

23. Write a CD • 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

24. 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: • 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.

25. 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!