Tag Archives: Learning & Development

Add “Find a Contact” to your Outlook Quick Access Toolbar

When you’re in Outlook and need to look up a Contact, here is another option that saves a click or two.
Add “Find a Contact” to your Outlook Quick Access Toolbar, to enable you to look up someone’s details without having to go into Contacts and search.

Find _a_Contact_image

The Quick Access Toolbar is located just above or below the File menu in the top left corner of the Outlook window (and every other Microsoft Office program). You can add command buttons to it or remove them from it at any time.

1. Click the drop-down arrow at the end of the Quick Access Toolbar, and select Find a Contact  to add it to the Quick Access Toolbar.

– a field is added to the Quick Access Toolbar, containing the prompt Search People.

2. Click the search text Search People  and type the name of the person you wish to look up.
– Staff with that name display.

3. Click the name of the person you are searching for.
– a Contact card displays showing all their Contact details.

  • Note: you can click the details shown in blue on the contact card to contact them directly from there, eg, click their email address to create a new email message addressed to them; or click their phone number to call them.

Thanks go to Karen Mather for this one.

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Learning and Development

Don’t type that text – dictate!

Do you know you can dictate your messages on your iPhone or iPad? Yes, you can speak into the device, and it will convert your words to written text.

Wait – if you don’t bother with text messages, hear me out here: this tool is useful in many ways beyond text messages.

For example, I might dictate my text into an email on my iPhone or iPad instead of typing it. Or dictate a text note to myself.  Or dictate some text which I will then cut and paste into another program or app that doesn’t offer the ability to dictate. Think laterally here.

Many current Smartphones and tablets allow this, so check out yours and give it a go. If you’re an Android or Windows phone user, please let us know in the Comments how you set this up on your device.

You might need a bit of practise but you’ll get there pretty fast. There are some tips after the following steps, so read on.

On your iPhone or iPad, open a new text message or email.

1. Tap into the message area.

2. Tap the small microphone button beside the space bar at the bottom of your keypad display.

3. Speak your message into the iPhone or iPad as if you were talking to the base of the phone (not as if you are talking to a person). Hold it like a piece of toast you are about to bite!

4. When you are finished, tap the Done button at the base of the display. The text you dictated will appear in the message area.

5. Correct any errors manually by tapping into the text and making corrections using your fingers.

6. Once you’re satisfied with the message, tap Send.

Some helpful tips

If it doesn’t seem to work:
If your Smartphone – either iPhone or most of the Android alternatives – shows a microphone button but doesn’t seem to convert speech to text in the way I’ve just described, your dictation may need to be switched on.
To do this, go to  Settings > General > Siri, and then switch Siri on. Even if you don’t want to use Siri’s personal assistant features, you will need to switch Siri on for speech recognition to work.
Sadly, iPhone 4 models and older don’t have this feature.

Which functions does it work with?
Anything that gives you a keypad to type with – email, text, notes, and websites (although successfully dictating website addresses  might be a challenge).

Getting the best results:

         1. Speak your punctuation.
For example:

‘Hi bill comma new line looking forward to catching up tonight at 7 full stop new paragraph cheers comma martin’ will look as follows:

Hi Bill,
Looking forward to catching up tonight at 7.

Cheers, Martin

2. Noisy environments usually still work if you position the base of the phone, where the microphone is placed, close to your mouth.

3. Always proof-read the results – it’s pretty good but a few words usually need correction.

4. Do small bites of speech – no longer than 30 seconds. Press ‘Done’ each time you pause. Speak any longer and it gets indigestion.

5. It usually won’t work unless you’ve got internet connection – the words are going to a server for translation. Also, if your connection is very slow it might not work.

Credit goes to this Robyn Pearce for reminding me that this tip is definitely worth sharing! Robyn has lots of time management tips, so check out her writing too.
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Learning and Development

Resize a window to extend across both your monitors

Last week we looked at resizing a window to fit half your computer monitor. This week we’ll go big.
Many of us have two computer monitors on our desk these days. So, what if you’d like to view one programme window across both monitors? For example, you might be viewing a really wide Excel spreadsheet and appreciate making it two screens wide. 
So today we’ll resize a programme window to stretch across both your computer monitors. This is worth mentioning because not everyone realises you can do this, and at the right time it’s a life saver!

1. Drag the programme window onto the left monitor, and carefully position it so that the top left corner of the programme window sits in the top left corner of your left monitor.

2. Position your mouse over the edge of the bottom right corner of the programme window. (Your mouse will become a double ended arrow when it is in the correct position.)

3. Click and drag the edge of the bottom right corner of the programme window to the right, stretching all the way across both monitors, into the bottom right corner of the right monitor.

4. Release the mouse in the bottom right corner of the right monitor.

The programme window now extends across both your monitors!

Reverse the process to return the programme window to its previous size.

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Learning and Development

UC Community Engagement Hub Monthly Update for September and Upcoming Events

The UC Community Engagement Hub Monthly Update for September and a list of Upcoming Events for October-December is now available.

Please suggest to UC Pasifika students whom you know that we are accepting applications until 15 October for an academic community engagement experience that includes an all expenses trip to Vanuatu in February, courtesy of the US Embassy in New Zealand.

 

Resize a program window to fit half your screen

This is a fantastic Windows 7 feature that quickly resizes a window to fit half your computer screen.
Display two windows side by side in this way to compare their contents or to drag text, objects and files from one window to the other.

1. Click the top bar of a window and attempt to drag it off one side of your screen. Keep dragging until your mouse pointer hits the edge of the screen (drag it as if you’re trying to drag it off the screen).
Then release your mouse.
– The window “snaps” to the side of the screen.

2. Click the top bar of another window and attempt to drag it off the other side of the screen. Again, keep dragging until your mouse pointer hits the edge of the screen.
– The window “snaps” to the side of the screen.

A few helpful tips here:
– Drag a window away from the screen edge to return it to its previous size.
– You can have 4 windows side by side if you have two screens (but you have to use the keyboard shortcut for this setup – see below).
– The keyboard shortcut for this is Windows/Start key + left or right arrow key.

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Learning and Development