Tech Bytes

Carthage ISD Technology Department July 2017

My Documents

I have people in the district tell me all the time that it is just easier to save files to the desktop so they can find them easily when they want them. But, if that computer hard drive fails, you will lose all files left on the desktop. So I want to walk you through the steps to save your files to your Documents folder. Saving to Documents ensures your files are a part of the nightly backup.

For example, if you are typing a document in Microsoft Word, click on File and Save As to save and name the file. Be sure This PC is selected along with the Documents folder. After you click on the Documents folder, the Save As window will open and this is where you can create folders and name your file so it is easy to find when you need it. So you can type a lesson plan for the week of August 21, save it to a folder called August, inside a folder called Lesson Plans 2017.

Let me know if you need any help creating folders or saving files. I promise this is one of the best ways to organize your files.

Google Drive

Google Drive is another place to save your files. But, you don't have to use MS Office to create files there. You can use Google Docs, Sheets, etc., and they will automatically save to your Google Drive. You can also create folders in Google Drive to keep files organized.

There are several advantages to using Google Drive.

1. Google Drive allows you to work on files at home or anywhere you have internet access.

2. Google Drive allows you to share your files with others. This prevents you sending multiple emails with attachments.

3. Google Drive allows you to share files and allows collaboration between others. Multiple people can be editing a file all at the same time.

4. You can also upload files you have in your Documents folder to Google Drive. For example, you can upload a Word document into Google Drive and it will convert it to a Google Doc so you can continue to edit it at home.

There are a lot more options to using Google Drive. Try it out!

How can I edit a PDF?

You can now edit a PDF using Word if you are using the Office 2016 version. Be careful with documents that contain graphics or tables. These types of files may need a lot of editing to make it look good and read the way you need it to. I cannot say it enough...proofread, proofread, proofread, when using this option.

Here are the steps if you want to edit a PDF that is mainly a text file. Go to the file that you have saved and point to it with your mouse. Then right click, choose Open with, and choose Word 2016. Word will open and the following message will appear, "Word will now convert your PDF to an editable Word document. This may take a while. The resulting Word document will be optimized to allow you to edit the text, so it might not look exactly like the original PDF, especially if the original file contained lots of graphics." Then click OK. Wait and the document will open and allow you to proofread and make changes.

It isn't perfect, but it could save you a lot of work retyping documents.

Technology Staff

Annette Johnson--Technology Director

Debby Simpson--Administrative Assistant

Terry Caudle--Systems Administrator

Richard Sullivan--Network Administrator

Mark Baisden--Technology Specialist

Penni Munroe--Technology Specialist

Message from the Director

We plan to offer another Google training in August. I will give more information in the August newsletter. Gradebook training is also going to be offered in August. Be sure to visit with your office staff responsible for gradebook if you are interested, or send me an email.

Please feel free to let me know if there is an area of technology that you would like more training, suggestions, or advice. Don't forget to put in tickets for all your technology needs. Tickets helps us a lot more than emails because they don't get lost or buried. We are here to help.

Have a great July!

Annette Johnson