Huge PowerPoint files are often a nightmare to send by email. Fortunately, I know a few ways to reduce their size to manageable limits. [Mac users click here]
1) Use "Insert Picture"
Go to Insert > Picture > From File and select the picture you want to add. Never copy and paste the picture from elsewhere. This will cut as much as 90% off the file size.
2) Use JPEG format instead of BMP
If you encounter a BMP picture file that you need to insert into your presentation, go to Start > Programs > Accessories > Paint. Open the file in question, and select "save as". Click on the "save as type" and select JPEG. This should greatly reduce the file size and result in a smaller PowerPoint file.
3) Compress Pictures
Go to File > Save As > Tools > Compress Pictures, tick "compress pictures" and "delete cropped areas of pictures".
Unless you intend to make high resolution copies of the document, go to "Change Resolution" and select "Web / Screen".
Press OK and save the document. This has a huge effect on the file size if you are using very high resolution photos or illustrations.
4) Turn off "Fast Save"
Under Tools > Options > Save > Save Options, untick "Allow fast saves".
5) Use compressed folders (a.k.a ZIP files)
Right click on the PowerPoint file and select "Send To" > "Compressed (zipped) Folder".
I have seen a 1 megabyte Word document shrink by 70% of its size using this simple tip. This difference is very significant to the around 20% to 30% of the people still using dial-up access.
6) Remove preview picture
Under File > Properties > Summary, untick "Save Preview Picture". This saves a small amount of space.
6) Save in the latest PowerPoint format
If your PowerPoint file is made from an old computer, you can open it up and then save it as "Presentation (*.ppt)" format. This should help reduce the file size significantly when used in conjunction with the tips above.
Thursday, March 29, 2007
Tuesday, March 27, 2007
Compress Word Files (by up to 70%)
If you are going to send many large Word files by email, I have some tips to share with you to cut down on their file size.
1) Use "Insert Picture"
Go to Insert > Picture > From File and select the picture you want to add. Never copy and paste the picture from elsewhere. This will cut as much as 90% off the file size.
2) Use JPEG format instead of BMP
If you encounter a BMP picture file that you need to insert into your presentation, go to Start > Programs > Accessories > Paint. Open the file in question, and select "save as". Click on the "save as type" and select JPEG. This should greatly reduce the file size and result in a smaller PowerPoint file.
3) Compress Pictures
Go to File > Save As > Tools > Compress Pictures, tick "compress pictures" and "delete cropped areas of pictures".
Unless you intend to make high resolution copies of the document, go to "Change Resolution" and select "Web / Screen".
Press OK and save the document. This has a huge effect on the file size if you are using very high resolution photos or illustrations.
4) Turn off "Fast Save"
Under Tools > Options > Save > Save Options, untick "Allow fast saves".
5) Use compressed folders (a.k.a ZIP files)
Right click on the Word file and select "Send To" > "Compressed (zipped) Folder".
I have seen a 1 megabyte Word document shrink by 70% of its size. This difference is very significant to the around 20% to 30% of the people still using dial-up access.
6) Remove preview picture
Under File > Properties > Summary, untick "Save Preview Picture". This saves a small amount of space.
7) Save in Microsoft Word 95 format
If you have only a plain English Word document without any pictures or advanced features, you can reduce the file size by half if you use this advice.
Under the Save As option, select "Word 6.0/95 (*.doc)". You may get a security warning but it is generally safe to save the file.
Warning: This format will create gibberish with non-English documents, will cause any unsupported features to be lost and greatly increase the file size if you have pictures.
It is best to save another copy in Word 95 format, close Word, and then open the document again to see if it has any adverse effects.
1) Use "Insert Picture"
Go to Insert > Picture > From File and select the picture you want to add. Never copy and paste the picture from elsewhere. This will cut as much as 90% off the file size.
2) Use JPEG format instead of BMP
If you encounter a BMP picture file that you need to insert into your presentation, go to Start > Programs > Accessories > Paint. Open the file in question, and select "save as". Click on the "save as type" and select JPEG. This should greatly reduce the file size and result in a smaller PowerPoint file.
3) Compress Pictures
Go to File > Save As > Tools > Compress Pictures, tick "compress pictures" and "delete cropped areas of pictures".
Unless you intend to make high resolution copies of the document, go to "Change Resolution" and select "Web / Screen".
Press OK and save the document. This has a huge effect on the file size if you are using very high resolution photos or illustrations.
4) Turn off "Fast Save"
Under Tools > Options > Save > Save Options, untick "Allow fast saves".
5) Use compressed folders (a.k.a ZIP files)
Right click on the Word file and select "Send To" > "Compressed (zipped) Folder".
I have seen a 1 megabyte Word document shrink by 70% of its size. This difference is very significant to the around 20% to 30% of the people still using dial-up access.
6) Remove preview picture
Under File > Properties > Summary, untick "Save Preview Picture". This saves a small amount of space.
7) Save in Microsoft Word 95 format
If you have only a plain English Word document without any pictures or advanced features, you can reduce the file size by half if you use this advice.
Under the Save As option, select "Word 6.0/95 (*.doc)". You may get a security warning but it is generally safe to save the file.
Warning: This format will create gibberish with non-English documents, will cause any unsupported features to be lost and greatly increase the file size if you have pictures.
It is best to save another copy in Word 95 format, close Word, and then open the document again to see if it has any adverse effects.
Thursday, March 22, 2007
Web Mail Tips
Type Long Web Mails in Word - I know someone who spent a few hours writing a long email, and when she tried to send it she received an error message. Apparently, her Internet connection had timed out. When she clicked on the "back" button, her message was nowhere to be found.
If you like to use web mail, open a new document on your hard drive and write your mail there first. After that, cut and paste your message into your web mail and send it. It will save you much potential frustration.
GMail Web Storage - Got a big Gmail account but not sure how to use it? There is a program that changes Gmail into a disk that allows you to store files as easily as accessing drive G.
Use Unicode (UTF-8) for non-English email - For instance, you can send Chinese characters using Unicode encoding instead of the Big5 or GB2312 encoding. If not, they will appear as gibberish in Yahoo Mail. Most email programs except Eudora support UTF-8.
Backup Yahoo Mail and Hotmail to hard disk - If you want to automatically backup Yahoo Mail or Hotmail onto your hard drive, don't fret. There are free utilities like YPOPs! and Hotmail Popper that will do the "dirty" job for you. No more deleting, forwarding or doing cut and paste on your mails!
Hotmail Offline Viewing from Outlook Express - View your Hotmail from your mail client.
* Go to the left panel in Outlook Express where they show Hotmail.
* Click with the right mouse button on "Inbox" under Hotmail.
* Select Synchronization Settings from the menu.
* Choose "All Messages"
* Do the same for "Sent Items".
If you like to use web mail, open a new document on your hard drive and write your mail there first. After that, cut and paste your message into your web mail and send it. It will save you much potential frustration.
GMail Web Storage - Got a big Gmail account but not sure how to use it? There is a program that changes Gmail into a disk that allows you to store files as easily as accessing drive G.
Use Unicode (UTF-8) for non-English email - For instance, you can send Chinese characters using Unicode encoding instead of the Big5 or GB2312 encoding. If not, they will appear as gibberish in Yahoo Mail. Most email programs except Eudora support UTF-8.
Backup Yahoo Mail and Hotmail to hard disk - If you want to automatically backup Yahoo Mail or Hotmail onto your hard drive, don't fret. There are free utilities like YPOPs! and Hotmail Popper that will do the "dirty" job for you. No more deleting, forwarding or doing cut and paste on your mails!
Hotmail Offline Viewing from Outlook Express - View your Hotmail from your mail client.
* Go to the left panel in Outlook Express where they show Hotmail.
* Click with the right mouse button on "Inbox" under Hotmail.
* Select Synchronization Settings from the menu.
* Choose "All Messages"
* Do the same for "Sent Items".
Monday, March 19, 2007
7 steps to improve your computer security
I never failed to be amazed at how poor most people's computer security is. A computer should have a few layers of defenses:
1) Good passwords - Choose long, memorable and not easily guessed passwords. Even better, add numbers and punctuation to them. For example, 23WhatTheHeck!
Use at least 3 passwords, one for unsecured sites like mailing lists, one for medium security sites like web mail and the other one for high security sites like online banking. Keep them secret.
2) Install Antivirus Protection - A good antivirus software like Norton Antivirus or McAfee VirusScan is a must. If you do not have this protection and you frequently download or share files (like in P2P), then it is very likely that your computer will be infected within weeks.
Your antivirus protection is ineffective if you never update the antivirus definitions because hundreds of new viruses appear every day. If your software does not do so automatically, then you will have to remind yourself to do so, especially just before you download anything from the Internet.
3) Use a Good Firewall - Firewalls that are not annoying don't work very well because they are like dogs that don't bark. I recommend the free Sunbelt Personal Firewall, which has the option to ask you what to do whenever each software executes or establishes a connection to the Internet.
The Blackice Intrusion Detection System is more secure than most firewalls. It is easy and simple enough for most people to use.
4) Use a Router - You can also opt to improve your protection using a router instead of connecting their computer directly to the Internet.
However, this protection is not foolproof, especially if you enable DMZ to get your special chat or P2P program to work.
In addition, if you get a wireless router but never configure security for it, then it is like having your windows and doors wide open for everyone to tap into your network.
Even wireless encryption is not supposed to provide security, just privacy against accidental eavesdropping. The situation is improving though, but old WEP64 and WEP128 networks are still easily cracked with powerful computers and special software.
5) Install Anti-Spyware - This is fast becoming important because it seems like half of all websites have one of those annoying spyware programs that make your computer very slow and prone to crashes. Installing something like the free Spybot Search & Destroy and updating it often is a must.
6) Keep your work computer for your own use only - There are many businesspeople who work on their secret business proposals, and then happily let their kids play games on the computer.
It is useless to take all the security measures only to have a teenager ruin it because they wanted to download free cool games and cute chatting programs. Many of these are wolves in sheep's clothing, including spyware and Trojan horses. Once inside your computer, they may "call home" and let their master access your data effortlessly.
It is common for these youngsters to disable your security if it gets in the way of their fun. Watch out when your antivirus or anti-spyware raises alarms or refuses to let a dangerous application run.
The same warning goes for sharing your computer with other people.
7) Update your software - Use automated updating software or services like Windows Update. - Most people never bother to update. As a result they always get problems with worms and hackers.
Even though Windows XP has an auto update feature, Microsoft does not show you everything. You must select the custom option at the above website to see everything.
1) Good passwords - Choose long, memorable and not easily guessed passwords. Even better, add numbers and punctuation to them. For example, 23WhatTheHeck!
Use at least 3 passwords, one for unsecured sites like mailing lists, one for medium security sites like web mail and the other one for high security sites like online banking. Keep them secret.
2) Install Antivirus Protection - A good antivirus software like Norton Antivirus or McAfee VirusScan is a must. If you do not have this protection and you frequently download or share files (like in P2P), then it is very likely that your computer will be infected within weeks.
Your antivirus protection is ineffective if you never update the antivirus definitions because hundreds of new viruses appear every day. If your software does not do so automatically, then you will have to remind yourself to do so, especially just before you download anything from the Internet.
3) Use a Good Firewall - Firewalls that are not annoying don't work very well because they are like dogs that don't bark. I recommend the free Sunbelt Personal Firewall, which has the option to ask you what to do whenever each software executes or establishes a connection to the Internet.
The Blackice Intrusion Detection System is more secure than most firewalls. It is easy and simple enough for most people to use.
4) Use a Router - You can also opt to improve your protection using a router instead of connecting their computer directly to the Internet.
However, this protection is not foolproof, especially if you enable DMZ to get your special chat or P2P program to work.
In addition, if you get a wireless router but never configure security for it, then it is like having your windows and doors wide open for everyone to tap into your network.
Even wireless encryption is not supposed to provide security, just privacy against accidental eavesdropping. The situation is improving though, but old WEP64 and WEP128 networks are still easily cracked with powerful computers and special software.
5) Install Anti-Spyware - This is fast becoming important because it seems like half of all websites have one of those annoying spyware programs that make your computer very slow and prone to crashes. Installing something like the free Spybot Search & Destroy and updating it often is a must.
6) Keep your work computer for your own use only - There are many businesspeople who work on their secret business proposals, and then happily let their kids play games on the computer.
It is useless to take all the security measures only to have a teenager ruin it because they wanted to download free cool games and cute chatting programs. Many of these are wolves in sheep's clothing, including spyware and Trojan horses. Once inside your computer, they may "call home" and let their master access your data effortlessly.
It is common for these youngsters to disable your security if it gets in the way of their fun. Watch out when your antivirus or anti-spyware raises alarms or refuses to let a dangerous application run.
The same warning goes for sharing your computer with other people.
7) Update your software - Use automated updating software or services like Windows Update. - Most people never bother to update. As a result they always get problems with worms and hackers.
Even though Windows XP has an auto update feature, Microsoft does not show you everything. You must select the custom option at the above website to see everything.
Sunday, March 18, 2007
Never open your documents from removable media
“Removable media” inclues floppy disks, CD-ROMs, Zip or Jaz disks and USB thumb drives, because they are not permanently attached to the computer. Accidents often happen when using such media. Network servers are also removable media, which some of us will find out the hard way when the server crashes or the network goes offline.
If you have files stored on removable media, use Windows Explorer to copy them to your hard drive, and then open and work on it from there. After you finished working, save the file and then copy it to the removable media.
Floppy Disk - I once had a classmate who made a last minute edit to her document from a floppy disk, without my knowledge. Unfortunately, when I tried to open it to present it to the class, Microsoft Word claimed that it was corrupted. She did not have any backup copies.
The reason why this happens is because Word, PowerPoint and many other programs create temporary files when you work on your document. If you open from a floppy disk, there may not be enough room for both the original and temporary file.
If you are lucky, you will receive an error while trying to save the file, and you can choose to save it elsewhere. If not, the program may crash or the file may appear to save normally, and the next time you try to open the file, whoops...
Zip & Jaz disks - The same warnings apply to other large removable media.
CDs & DVDs - There are some programs that allow you to create a “Direct CD” drive, which allows your CD drive to appear like a diskette. Again, it is dangerous to open a document to edit directly from the CD, especially large files like Powerpoint presentations. If you ignore this advise, you may find that you can no longer open the PowerPoint file later.
Instead, use a CD burning software like Nero or Microsoft Windows XP's CD burning feature to save the file to your CD. Your peace of mind is worth the time and effort.
USB Thumb Drives - There are some users who have a disturbing habit of leaving their thumb drives plugged into the computer all the time. They then edit their documents from the drive. This not only greatly reduces the lifespan of their drive, but also exposes the data to corruption.
With this practice, it is easy to lose your data if you remove the thumb drive from the computer while the file is still open.
To be safe, it is best to use the “safely remove hardware” utility icon (which appears at the bottom right corner of the screen when you plug in your thumb drive).
Network Servers - It is very convenient to work from the corporate server or shared drive, but also dangerous. If the network or server goes down, you may lose your work. Always copy your file to your hard drive, work on it from there, and then copy it back to the server when you are done.
If you have files stored on removable media, use Windows Explorer to copy them to your hard drive, and then open and work on it from there. After you finished working, save the file and then copy it to the removable media.
Floppy Disk - I once had a classmate who made a last minute edit to her document from a floppy disk, without my knowledge. Unfortunately, when I tried to open it to present it to the class, Microsoft Word claimed that it was corrupted. She did not have any backup copies.
The reason why this happens is because Word, PowerPoint and many other programs create temporary files when you work on your document. If you open from a floppy disk, there may not be enough room for both the original and temporary file.
If you are lucky, you will receive an error while trying to save the file, and you can choose to save it elsewhere. If not, the program may crash or the file may appear to save normally, and the next time you try to open the file, whoops...
Zip & Jaz disks - The same warnings apply to other large removable media.
CDs & DVDs - There are some programs that allow you to create a “Direct CD” drive, which allows your CD drive to appear like a diskette. Again, it is dangerous to open a document to edit directly from the CD, especially large files like Powerpoint presentations. If you ignore this advise, you may find that you can no longer open the PowerPoint file later.
Instead, use a CD burning software like Nero or Microsoft Windows XP's CD burning feature to save the file to your CD. Your peace of mind is worth the time and effort.
USB Thumb Drives - There are some users who have a disturbing habit of leaving their thumb drives plugged into the computer all the time. They then edit their documents from the drive. This not only greatly reduces the lifespan of their drive, but also exposes the data to corruption.
With this practice, it is easy to lose your data if you remove the thumb drive from the computer while the file is still open.
To be safe, it is best to use the “safely remove hardware” utility icon (which appears at the bottom right corner of the screen when you plug in your thumb drive).
Network Servers - It is very convenient to work from the corporate server or shared drive, but also dangerous. If the network or server goes down, you may lose your work. Always copy your file to your hard drive, work on it from there, and then copy it back to the server when you are done.
Saturday, March 10, 2007
Hard Disk Backup Tips
1) You can use the same casing for multiple portable hard disks, if you don't mind taking them in and out. That would save quite some money, especially if you are backing up data to many 3.5" drives.
2) You can copy data from one hard disk to another, even ensuring that you make the exact copy of Windows and everything. The process is called cloning. Those in the know always do this so that every time they get a different computer they don't have to reinstall everything.
Symantec Ghost is a popular program. There are also freeware cloning programs and a tutorial available here.
3) For the more expert among you, try this wonderful program to guard against corruption of your cloning image files.
2) You can copy data from one hard disk to another, even ensuring that you make the exact copy of Windows and everything. The process is called cloning. Those in the know always do this so that every time they get a different computer they don't have to reinstall everything.
Symantec Ghost is a popular program. There are also freeware cloning programs and a tutorial available here.
3) For the more expert among you, try this wonderful program to guard against corruption of your cloning image files.
Tuesday, March 6, 2007
The trouble with Outlook
If you are using Outlook Express, I advise switching to Microsoft Outlook or another mail client. Still, Outlook has its own problems too.
If you store more than 2GB of mail in Outlook, it will stop working as a result. Fortunately, there is a way to get back most of the data.
Just to be safe, it is best to delete unnecessary mail, and empty the recycle bin in your mailbox. Here are some ways to improve your Outlook reliability.
If you store more than 2GB of mail in Outlook, it will stop working as a result. Fortunately, there is a way to get back most of the data.
Just to be safe, it is best to delete unnecessary mail, and empty the recycle bin in your mailbox. Here are some ways to improve your Outlook reliability.
Monday, March 5, 2007
The trouble with Outlook Express
Microsoft Outlook Express is one of the more problematic clients. I call it "Look Out Express" because of its irritating tendencies to frustrate users.
For instance, it likes to take a long time to compact folders. While its compacting, users often think it has crashed. If they force it to close, then goodbye data.
Another especially evil trick is that it will stop working for no reason and require reinstalls. However, Windows XP will not allow reinstalls because it claims that you "have a newer version of Internet Explorer".
During these times, you just have to do this, or call someone in the know.
For instance, it likes to take a long time to compact folders. While its compacting, users often think it has crashed. If they force it to close, then goodbye data.
Another especially evil trick is that it will stop working for no reason and require reinstalls. However, Windows XP will not allow reinstalls because it claims that you "have a newer version of Internet Explorer".
During these times, you just have to do this, or call someone in the know.
Friday, March 2, 2007
Recover your data
Perhaps it is too late for you to take preventative measures because your computer problem has occurred. Here are 3 ways to do data recovery:
- Get a professional to do it
- Low level hardware recovery (e.g. Spinrite 6)
- General recovery (e.g. Easy Recovery Pro, Recover My Files)
Generally, it is useful to get general recovery software. There are also free alternatives like Free Undelete, PC Inspector Smart Recovery and PC Inspector File Recovery
I have personally done a few cases of data recovery for people. Most of the cases are successful only because the damage is minor. The serious cases are for professionals to handle, and they charge a lot.
- Get a professional to do it
- Low level hardware recovery (e.g. Spinrite 6)
- General recovery (e.g. Easy Recovery Pro, Recover My Files)
Generally, it is useful to get general recovery software. There are also free alternatives like Free Undelete, PC Inspector Smart Recovery and PC Inspector File Recovery
I have personally done a few cases of data recovery for people. Most of the cases are successful only because the damage is minor. The serious cases are for professionals to handle, and they charge a lot.
Thursday, March 1, 2007
Prevent Data Loss - My Strategy
Backup data - I aim to keep at least 3 backups of my data. I use thumb drives, portable hard disks and other computers. For longer term data, I use CDs and DVDs. Because it is very troublesome to manually synchronize the data, I use a freeware program called Syncback.
I recommend that every time you work on a document, ZIP a second copy and save both copies onto a thumb drive.
If you have Windows XP Pro, you can use Automated System Recovery to backup your computer. You can also backup your Outlook Express mail.
Do maintenance - I run chkdsk and defragment my hard disk every time the computer will be left idle for a while. I also check my camera's SD card, thumbdrive and portable hard disks. They are all capable of becoming corrupted.
Use sturdy hardware - Buy notebooks that are certified military grade, like the Durabook. If you drop or spill something on it, it will still work. Buy shock protected portable hard drives and waterproof thumbdrives.
Monitor your hard drives - Watch out for hard drive failures because they happen. Many times, people hear their hard disk clicking but they ignore it and lose all their data as a result.
Separate hard disk data - Avoid a hard disk with only Drive C. On a new computer, I will always make a Drive D to install programs and a Drive E to store my documents. We can do this through partitioning or by adding new hard drives. This way, if a virus strikes or some severe file corruption occurs, some of my files are still safe and sound.
Use NTFS - Some notebook computers (notably Acer notebooks) come with FAT32 file systems. These are less reliable than NTFS. Windows provides a utility to convert such file systems to NTFS.
Switch off WriteBehindCache - For those more technically inclined, here is another way to prevent data corruption.
I recommend that every time you work on a document, ZIP a second copy and save both copies onto a thumb drive.
If you have Windows XP Pro, you can use Automated System Recovery to backup your computer. You can also backup your Outlook Express mail.
Do maintenance - I run chkdsk and defragment my hard disk every time the computer will be left idle for a while. I also check my camera's SD card, thumbdrive and portable hard disks. They are all capable of becoming corrupted.
Use sturdy hardware - Buy notebooks that are certified military grade, like the Durabook. If you drop or spill something on it, it will still work. Buy shock protected portable hard drives and waterproof thumbdrives.
Monitor your hard drives - Watch out for hard drive failures because they happen. Many times, people hear their hard disk clicking but they ignore it and lose all their data as a result.
Separate hard disk data - Avoid a hard disk with only Drive C. On a new computer, I will always make a Drive D to install programs and a Drive E to store my documents. We can do this through partitioning or by adding new hard drives. This way, if a virus strikes or some severe file corruption occurs, some of my files are still safe and sound.
Use NTFS - Some notebook computers (notably Acer notebooks) come with FAT32 file systems. These are less reliable than NTFS. Windows provides a utility to convert such file systems to NTFS.
Switch off WriteBehindCache - For those more technically inclined, here is another way to prevent data corruption.
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