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TECHMAIL Help Desk Technical Newsletter , May 2012

Office of Information Services3600 52nd Street Kenosha, WI 53144

P 262.359.6347 / F 262.359.6027

Help Desk 262.359.7700

KUSD WebHelpDesk Beginning next school year, any KUSD staff member will be able to enter a technology-related “ticket” by him or herself using our WebHelpDesk solution. For quick response, the ticket will be routed to the appropriate technician depending on the location of the user and the topic of the ticket. The staff member will receive an email notification when a ticket is opened, updated, and also when a ticket is closed. All tickets are listed in History. The user can also use a keyword search in FAQs for an answer without entering a ticket.

If there is a technology-related issue that is extremely urgent or if you do not have Internet access, you will still be able to contact the Help Desk at 262-359-7700. Information Services is currently piloting the new WebHelpDesk solution at Lakeview Technology Academy. We will provide more information about WebHelpDesk to all users at a later time.

End of School Year Reminder

1. If you are using a wireless device such as a MacBook, an iPad, or a Windows laptop, we encourage you to change your email password right before the end of the school year even though it is not required that you do it at this time. a. After you change your password, shut down the laptop. b. Then plug it directly to the network (with the network cable) and restart it. c. Enter your new password to login.

When you return to work next school year, you are less likely to have an issue reconnecting your device to the KUSD network.

2. If you don’t plan to use your KUSD email during Summer, please prepare the “Out of Office”

message. You can specify the beginning and the ending dates and time the message will go out.

To set up Out of Office: For Outlook Web App: select Options |Set Automatic Replies For Microsoft Outlook, select File | Automatic Replies (Out of Office)

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3. TEACHERS – We encourage all teachers who are using Zangle grade book to save your grade

book offline in case there are questions and/or adjustments after the end of the year.

To save a copy of your gradebook: a. Select Zangle Reports from the main menu. b. Under Gradebook, select Task Summary Spreadsheet. c. For Term, select Current School Year. d. For Period/Class, select <All Classes> e. For Show, select All Students. f. Click the Create Report button. g. Once the report is displayed, click the disk icon to save it. Enter your name and the school year

for the report name (e.g. Nancy Wilson 2012.pdf). h. The report will be saved in PDF format.

4. SECRETARIES – run various reports you are most likely to use next school year such as grid master schedule, perfect attendance report and behavior report,

5. If you are not returning to KUSD next year, fill out the Exit Checklist form which is now available on Advisor, under Templates | Human Resources | General Forms section.

Take Care of an iPad An iPad is a relatively expensive device. It is easily damaged if it isn’t properly handled. Below are some suggestions on how to take care of an iPad

1. iPad screen is made out of glass with a special coating in order to protect it from fingerprints. Don’t drop it on hard surfaces because it will break. Completely turn off the iPad before cleaning it. Clean it with a soft, slightly damp, lint-free cloth. Don’t use windows cleaners, glass cleaners,

alcohol, or any abrasive cleaning supply to clean it. Try to clean the screen after each use so that the smudges don’t wear off the coating.

2. It is best to charge the iPad Battery by connecting it to a power outlet using the included Dock Connector to USB Cable and 10W power adapter. If you connect the iPad to a USB port on a Mac or a pc, iPad may charge slowly while syncing. If the iPad is connected to a pc that is turned off or if it is in the sleep or standby mode, the iPad battery may drain instead of charge.

3. Don’t leave your iPad in the extreme environment (lower than 32 and higher than 95 degrees F).

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Macintosh

4. Keep it out of water or extremely humid locations. 5. To provide an external protection, use a strong case, sleeve, or bag to store or to carry your iPad. 6. Run iPad software updates regularly.

Create New Keychain v.s. Update Keychain Password After changing a network/email password, a Mac wireless user needs to shut down the laptop. Plug it directly to the network. Then turn it on. Login using a new password. If a user see the keychain password message as shown below, the prefered option to select is “Create New Keychain.”. However, if you select “Update Keychain Password”, simply enter your old password. Then enter a new password.

Calibrate the battery

1. Plug in the MagSafe power adapter and fully charge the MacBook or MacBook Pro battery until the light on the MagSafe connector changes to green and the Battery icon in the menu bar indicates that the battery is fully charged.

2. Allow the battery to rest in the fully charged state for two hours or longer. You may use your computer during this time as long as the power adapter is plugged in.

3. Disconnect the power adapter with the computer on and start using it with battery power. When the battery’s charge gets low, you’ll see the low battery warning dialog on the screen.

4. Continue to keep your computer turned on until it goes to sleep. Save your work and close all applications when the battery’s charge gets low and before the computer goes to sleep.

5. Turn off the computer or allow it to sleep for five hours or longer. 6. Reconnect the power adapter and leave it connected until the battery is fully charged. You may use

your computer during this time. 7. Repeat the calibration process every two months or so to keep the battery fully functioning. If you

use your MacBook or MacBook Pro infrequently, it’s best to recalibrate the battery at least once a month.

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Windows 7

Microsoft Office

Add an item to Favorites for easy access

is always on the top of the folder list in Windows Explorer . Therefore it is the most visible folder. If you frequently access a folder that is nested inside many layers of other folders, add this folder to Favorite. In the example below, I added the HelpDesk folder which is located inside a network share drive to Favorites so I can access it easily. To add a folder to Favorites:

1. Click once on the folder you want to add to Favorites but don’t open it. 2. Right-click on Favorites to open the contextual menu options. 3. Left-click on Add current location to Favorites.

Word 2010/Word 2011 Turn off the automatic numbered lists. If you are annoyed by the automatic numbered lists feature in Word, you can turn it off temporary by clicking

on the numbering icon on the toolbar. However if you would like to disable this feature, follow the steps below. For Word 2010 (Windows), click File | Options |Proofing | AutoCorrect Options. Then click the tab AutoFormat As You Type and uncheck the box in front of Automatic Numbered Lists.

In Word 2011 (Macintosh), select Word | Preferences | AutoFormat. Then click the tab AutoFormat as You Type. Uncheck the box in front of Automatic numbered lists.

Right align numbered list By default, the numbered list align to the left. For some users, this doesn’t look right.

To change the numbered list alignment to the right, first select the numbered list. On the toolbar, click the

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pull-down menu to the right of number list . If there is no selection for align right in the gallery, click Define New Number Format. Under Alignment (in Windows) or under Number Position (on a Mac), select Right.

Excel 2010 Copy visible cells only If you don’t want to copy any hidden rows or columns to a new spreadsheet or to a new worksheet, do the following

1. Select the cells you want to copy 2. On the Home tab, in the Editing group, click Find & Select. Then click Go To Special. 3. Under Select, click Visible cells only. Then click OK 4. On the Home tab, in the Clipboard group, click Copy. 5. Go to the target where you want to paste. Then paste it.

E-mail one worksheet only There are 2 methods to email only one worksheet of a multiple-sheet workbook. Method 1: Copy the worksheet and paste it to a new file. Then email the file as an attachment. Method 2; Email the worksheet as the message body. Here is how to do it:

1. Go to Quick Access Toolbar (QAT) and select Customize Quick Access Toolbar | More Commands | All Commands

2. Select Send to Mail Recipient and click Add to add it to the QAT. 3. Go to the worksheet you want to email. Click the new command Send to Mail Recipient on the

QAT. Then select Send the current sheet as the message body.

PowerPoint 2010 Embed a YouTube Video

1. Open BOTH the PowerPoint file and the YouTube Video. 2. In PowerPoint, go to the spot where you want to insert the YouTube Video. 3. In YouTube, go to the Video you want to embed in the presentation. Then click Share |Embed. 4. Select an option below the code box. In this example, select “Use old embed code”. The embed

codes in the box will change according to your selection. Copy the embedded code. 5. Switch to PowerPoint. Click Insert | Video | Video from Web Site….(NOTE: this option is currently

NOT available in Mac PowerPoint 2011) 6. In the “Insert Video from Web Site” window, paste the embed codes from Step 4. Then click

Insert.

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You will see a black box that represents the Video. The black box will turn to a movie when you actually run the presentation. To preview this particular slide, click Preview or press Shift+F

Have a Great Summer!!

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