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When and How to Use Mail Merge

When and How to Use Mail Merge

It’s 4pm. It’s Friday. You’ve got the weekend on your mind and all you can think about is finishing off your work and hitting Shut Down. But just when you get ready to switch off, you’re asked to get 200 personal mail outs to every employee. Unlike you, the internal post left the building 30 minutes earlier. What are you going to do? Well, how about sending everyone a personal email using Mail Merge?

Using Mail Merge allows you to create one document for every addressee. And by adding placeholders for information that has to be unique to an individual piece of mail, Microsoft Word 2007 is just the program for the job. Sit back and let Word put the care into carefree.

There are some basic elements required in any Mail Merge: the document you need to send; and the details of the addressee the information will be sent to. The main document, for example a letter or an email, could contain information which you are sending to everyone – a blanket letter. The unique information could be the recipient’s address and the name that needs to appear after the greeting script.

Recipient information is usually stored in a central data source. A data source could be your Microsoft Office Outlook contacts’ list, or a Word table, or an Excel worksheet. This information is generally listed in columns and rows. The data source information needs to be structured in a way that makes it possible to link specific information with the placeholders – or points where the unique information has to be inserted – in the main document.

In a mass mailing, the fields you use are called merge fields, and they are the placeholders for the unique information that comes directly from a recipient list.

Now, using Start Merge in the Mailings tab on the Ribbon, you can follow a step-by-step guide through your Mail Merge including how to set up the main document. To connect to the recipient list, in this example, it’s easy to select the information from the specific Contacts’ Folder in your Microsoft Office Outlook program. Mail Merge offers further options such as selecting specific recipients – all of which are also easy to follow.

After arranging the main document, which should include information that will be the same for each letter or email, along with the unique information (personal details such as name and address), you can preview how the merged information will look. Again the wizard will help guide you through each step with prompts and opportunities to edit or amend any of the information and recipient lists. Now, after a final review, you can get ready to print or send your email electronically. If your task is not urgent, you can save the data, including the information the main document is linked to for the mail out, for another time.

To really get to grips with those last minute mail out requests, find out much more about using Microsoft Word 2007 Mail Merge and spend some time on enrolling on a recognised training course.…

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Technology News Articles 

Should You Acquire One of the Toshiba Laptops?

If you do not have a laptop or computer yet, you are probably feeling quite left out, since nearly everyone else seems to own one these days. Trying to figure out which kind of computer to buy can be very difficult, since there are so many kinds, like Sony, Apple, and Toshiba laptops, to name a few. With all of these choices, how do you figure out which one is best for you?
Before you go on a shopping trip to try out the different kinds of computers and laptops, you should set a budget for yourself. This is important because the cost of a computer varies widely between brands, sizes, and capabilities. Do not try any computers that you cannot afford. This will help prevent you from wanting something you cannot afford to buy.
You will notice that there are two main types of computers. These are laptop computers and desktop computers. The desktop computer is not portable and will not be very useful to you if you need to travel. It has been designed to be sit on top of a desk and stay there. A laptop, on the other hand, will be able to go everywhere you go.
Pay attention to the battery life that is listed for the different kinds of laptops. For people who will be using their laptops frequently while outside and away from power sockets, you will need a long battery life. You can also buy additional batteries, so you can change them when one dies.
Different laptops have been designed to handle different kinds of computer applications. These laptops will have different kinds of processors, with some being significantly faster than others. They will also vary in the amount of random access memory they have.
If you are planning to produce music or movies, you will need a very powerful computer. This will cost you more, but it will be well worth your money. Do not be fooled into buying a cheap machine that does not have enough power. Such a machine will be very slow and will not run your applications as quickly as you need them to run.
If you are only going to use a computer for creating documents, playing music or movies, and going online, then you can buy an inexpensive laptop. These applications do not require much power.
Toshiba laptops come in many sizes and with many different kinds of features. Figure out what you will be using your computer for and choose a laptop that can do everything you need it to.…

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Tech News

The History of the Two Way Radio

Radios are one of the means of communication that are used widely and popularly. One of the best things about a radio is that it can be easily carried from one place to another. Radios are of various types. A broadcast radio is the one that only receives content and cannot transmit it back. A two way radio is the one which can receive as well as send content or signals. It is the most popular type of radio used these days.
A two way radio is available in many different configurations. A few of the popular configurations include the hand held portable configuration, mobile configuration and the stationary base configuration. The hand held portable configuration can be carried from one place to another and are easy to use. It is also called a walkie talkie. The mobile configuration is the one in which signals can be received and transmitted at the same time. The mobile configuration is very easy to use and can be conveniently carried from one place to another. The stationary base configuration is the one which cannot be carried around but is very easy and convenient to use.
The use of this type of a radio can be traced back to the use of transmitters and receivers that were used to exchange messages wirelessly. The first two way radio was developed in Australia in the year 1923. The Victorian Police were the first ones to use this type of a radio for wireless communication in cars. This made it very convenient to communicate. Later with the development in radio technology, most vehicles were installed with two way communication radios. These transceivers were very popularly used in World War II.
A two way radio operates at different frequencies. In addition, the frequency for each country is different. There are several factors that determine the frequencies at which two way radios operate. These include licensing conditions set by the government in each county, the licensing regulations, availability of radio frequencies, the type of area in which radio signals have to travel, interference and noise levels that are present during transmission and reception of signals etc. The type of area affects the frequencies at which radios operate. Radio signals cannot easily travel across certain areas like forests and rural areas. So whenever, a frequency has to be set for these types of radios, it has to be ensured that the area is taken into consideration. Frequencies also have to follow the regulations that have been set so that they do not interfere with other frequencies.
Each frequency is known by a channel number mainly because it is easier to remember a channel number than remembering a frequency in hertz. Most radio service providers use channel numbers instead of frequencies and even the users find it more convenient. Also all radio signals have to follow a communication protocol. This is important so that radio stations can cooperate with each other for providing radio signals. This also ensures that one radio station does not interfere with another station.…

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Latest Technology

Ever Wondered What to Do With Your Old Phone? How About Recycling It?

Every year a new electronic comes out better than the previous release. Mobile phones are a hot commodity right now and every one, of course wants to keep up with the latest trends. That can be pretty costly to do when each new phone starts at about three hundred pounds. Before you know it you will have a chest drawer filled with used phones that are just taking up space. Got an old phone? see how much you can get for it.
There are many ways that you can keep up with the latest phones, without the risk of wasting your money. There is always the option of giving it to a friend but in most cases, your friend already has an updated phone or just may not be interested in that particular phone. Many phones are used for different mobile operators, so it wont be as easy just to give it away if someone is using a different carrier.
Selling your phone online is an option when you are trying to get rid of your phone. You can try places like eBay to auction your phone. These may be a long process as many people can be stubborn and do not want to pay what you would like. Although if you are willing to stick it out then it really can not hurt to try.
One of the most popular ways that many people are turning to, is to recycle your phone. The thought of recycling your phone may sound a bit weird, but it is not what you think. There are several companies that will pay you for your old phone. Even if your screen is messed up, you can get something for your phone. The companies make repairs to the phone and will resale it to someone else. This way you do not have to put in as much work as an auction would take. The company of your choice will do the work, all you have to do is turn in the phone. They will make sure you are compensated well for your old phone.
Which ever option you decide, you really can not go wrong. This is also a very green thing to do, many times people dispose of their electronics in a way that is not ideal for the environment. You would be doing a great thing for yourself and the planet. You may also start to set a trend with your friends. They may be interested in doing the same.…

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General Article

Windows XP Freezing – What to Do About It

Windows XP Freezing – What to Do About It

One of the most annoying problems is that Windows Xp freezes from time to time. Sure you can pay a computer repair guy or women and the problem will be fixed. The downside of this is that you don’t know what’s going on; and the next time you just pay him again for the same problem. Let me show you how to stop windows XP from freezing in a few steps.

Errors in Windows Registry The most common reason of pc freezes is that there are errors in the Microsoft Windows Registry. It is not recommended to try to fix it on your own. Working on and with the registry requires at least that you are a computer surgeon. Ironically enough window Xp registry errors are the most common windows does not come with an internal tool to fix these problems. There are a lot of registry cleaners to choose from, some excellent and some poor. Keep in mind that the windows registry is growing and growing. I bet your computer works slower since you have bought it? Keep in mind that a registry tool can do the same thing as a repair specialist but it is cheaper and you can use the software over and over again.

Windows updates Installing windows updates is not a guarantee that your computer will stop freezing but it is certainly an improvement. Normally security updates are delivered on the second Tuesday of each month.

Running to many programmes at once Often times programmes can use a lot of RAM and overload our system’s resources. You can run fewer programmes at a time or even better you can increase your Random access memory.

In order to fully get rid of a freezing computer you need to remove all spyware, adware, malware, trojan horses and viruses as well. Also check hardware errors or conflicts with the driver as well.…

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General Article

Why Do We Call Software Software?

Why Do We Call Software “Software”?

The word “software” has actually been in use for decades before the invention of the computer – it was actually coined in 1851 in the cotton and wool mills of North West England to describe clothing and cloth which had a superior finish – it was quite literally soft wear.

The modern source of the term, “software”, dates back to 1960 and was used to describe the programs which were run on a computer, itself termed “hardware”.

Hardware was a term borrowed from the tools, plant and machinery vendors who referred to their goods as “hardware”, as in the hardware store – a popular term used widely in society those perhaps less today. In the pre-computer era, hardware was more likely to be used to refer to a hammer or circular saw than an electronic gadget.

The first use of hardware as it applies to computers and peripherals is thought to have originated from the NASA rocket development teams who designed, built and tested the rockets and systems which would one day take men to the moon. Software was used a natural distinguishing term to separate the essential differences between the tangible, physical electronics and the programs and applications designed to operate upon them.

The term “software engineer” was instituted at NASA as well, and this designation spread throughout the military and scientific community in North America and from there to the rest of the world. The term software was also used to impose a feeling of inferiority upon programmers – it was not a badge of honor or respect when it was initially used. At this time in the fast but very new development of the computer, the hardware was considered to be much more important and far more valuable than the programs which would run on them.

Companies such as IBM built themselves into huge conglomerates based solely on the value they saw in the hardware they were manufacturing. It took a visionary geek, who had dropped out of Harvard. to see the error in this way of thinking, and he along with some of his close friends managed the deal of the millennium – his name is Bill Gates.

Microsoft was founded as a software house and the big break for the company came when IBM negotiated to use Microsoft’s Disk Operating System (DOS) on its machines. During the meeting which sealed the deal, Gates asked if his company could retain ownership of the software, and IBM readily agreed – they saw no value in it, indeed, at this time you couldn’t even obtain a patent for software of any description (the US Supreme Court did not rule that software could be patented until 1981).

Microsoft went on to market DOS worldwide, including to IBM clone manufacturers who undercut “Big Blue” with cheaper, but equally well performing machines. Possessing ownership of the operating system gave Microsoft a worldwide advantage over any other software application developer because to run well on a machine powered by DOS; if the application software would not run well with DOS, it didn’t sell.

Today, Microsoft is larger than IBM – software has triumphed over hardware.…

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What Does Hosted Exchange Mean to Small Businesses?

What Does Hosted Exchange Mean to Small Businesses?

Once again, I heard a colleague complaining about having issues accessing his e-mail while he was doing extra work from home. He couldn’t call his IT person as it was late in the night and most of the input he required was in his Outlook software – on his faulty computer. Have you ever encountered such issue?

As a business decision maker in a small business, you want your employees to have the necessary IT tools to allow them to perform well. My advice to this unlucky colleague was to ask for his company to move to Hosted Exchange 2010 – with a Hosted solution, he would have been able to finish his project that night simply by using another computer.

Challenges a business owner may face when using an in-house Exchange solution

From the small business owner’s point of view, installing and managing his own exchange server can be expensive: he has to hire an IT person (or assign the IT-related task to someone else, thereby lowering the quality of service that will be provided) and then he has to budget for acquiring software licenses as well as buying high-end servers. As if that wasn’t enough, after approximately three years he’ll have to upgrade everything and reinvest again. Moreover, as technology is evolving, users (the sales team for example) would require access to their collaboration tools from other devices such as their smartphones or other computers. While that would help attaining best sales results, the small business owner would have to hire a specialized service provider for implementing that feature, this means additional cost to bear.

What does Hosted Exchange mean to you?

What if, as a small business owner, you could find a solution where all the techie things would be done for you, while keeping your budget requirements low and foreseeable? As a bonus, you can even get your employees to access your collaboration tools from anywhere and everywhere and from any device – forget about that failing computer that prevented you from finishing a late-night catch-up project. Wouldn’t it make your business efficiency higher? You can have a Hosted Exchange 2010 solution that deploys all the features that you need without the technical headache. Do you remember that project that my colleague couldn’t finish late at night? With a Hosted Exchange solution, my colleague could have used another computer, resumed his work and if it was an issue with his mailbox, he could have called an excellent support team to get the problem fixed asap. He’d be back on track in a matter of time. Finally, your employees can have secure access to the Exchange’s collaboration tools even when they are traveling, or visiting clients – they can even do it from any device: their laptop, a smartphone or a tablet- all with no additional cost.…