Myth:  Migrating to Office 2007 is like every other software upgrade or switchover.
Reality: The application looks radically different and is a complete overhaul of the user interface. There are no menus and no toolbars. Many information workers won’t even be able to open files without training and assistance. In past upgrades, an information worker’s knowledge of how to get to the features in the previous version was 95 percent effective in the new version. For Office 2007, it is zero percent effective.    

 Myth: Information workers will benefit from Windows 7 without training and support
Reality: A learning curve is guaranteed when information workers, or even an internal help desk staff, are faced with tools, applications or operating systems that look differently. A lack of proper training and support will prolong the adoption period. Maximizing the productivity increase — and resultant ROI — from the new tools in Windows 7 requires training in the theory and support in the practice of using the new tool. Read more myths and realities of an Office 2007 and Windows 7 migration and eight service levels needed to prove migration ROI http://www.pchelps.com/html/o2007mythsrealitiesroi.asp

There’s no need to wait in line at the local Blockbuster; you can watch Netflix on demand. You can order your groceries online and have them delivered, print a boarding pass at the airport kiosk (no humans necessary!), and have your dry-cleaning delivered with just a click. Even GPS systems, which were once a luxury in cars, are becoming a standard. Have we lost our sense of direction? No, we like having a faster, more convenient way of getting there.

The workplace is no different. Chances are your office cafeteria has swipe cards, self-service, and grab-and-go options. If you’re in sales or marketing, your company may have invested in a pricey CRM solution to boost your productivity. If you’re in accounting, or any department really, it’s the same: get more done in less time.

“Whichever solution he chooses, he’s right where he started – lost in a sea of #REF!s.”

Time is money, indeed. It’s an old saying, but in the current financial climate, stakeholders, company owners and managers really mean it. So, why then, when it comes to delivering convenient, efficient support for desktop and mobile device applications is it not a priority for IT leaders?

Consider the following example: Employee X just switched positions within a company, and he is now responsible for his division’s quarterly sales reports. When he tries to update the existing spreadsheet with current figures, his formulas return errors. He’s stuck, and he has no idea how to begin to troubleshoot.

He can ask a colleague to help, which will waste the time of two employees. He can scan Excel’s often-useless help menu. Or he can call a help desk tech who spends all day resetting passwords and rebooting servers.

Whichever solution he chooses, he’s right where he started – lost in a sea of #REF!s, and far from a solution that is efficient and convenient. And not only is he stymied, his company is losing money on his diminished productivity.

If he had access to on-demand, expert support for his desktop applications, the same applications he and the rest of his colleagues rely on every day to stay productive, this dilemma would be a minor interruption, with minimal impact on his productivity. (Stephanie Maurer)

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We don’t have a pat answer to that question, but we do have tips to make charting a little easier – whether you’re a recent hire or a veteran IT manager.

Learn to Love the Secondary Axis
At times, you may find that one of your data series varies greatly from the others, making your chart difficult to interpret. Enter the secondary axis. It’s especially useful of one series’ data far exceeds the others.

There’s nothing more unsightly than an Excel chart with data gaps.

Here’s how you create one:

1. Right-click on your data series and choose Format Data Series.
2. Click on the Axis tab (in Excel 2007: Series Options).
3. Change it to Plot Series on Secondary Axis.
4. Format your axis as desired.

Note: Secondary axes can cause plotting issues in column charts due to the way Excel plots data series in those charts. It centers all series together on each category per axis.

To counter this, shift your data over by adding blanks to the chart.

1. Create a series of 0 values to match the series that lies on the secondary axis. You will need the same number of data points as your original data.
2. Select the series using the mouse.
3. Copy the data using Ctrl+C or by clicking on the Edit menu and selecting Copy (Excel 2007: Ctrl+C or click on the Home tab, then Copy).
4. Click on the chart and paste the data using Ctrl+V or by clicking on the Edit menu and selecting Paste (Excel 2007: Ctrl+V or click on the Home tab and select Paste).
5. Your new series should be added to the secondary axis and your visible series should have shifted over. Repeat as necessary.
6. In the legend, click on the entries for the “dummy” sets of data and press the Delete key to remove them from the box. (Steven Mak)

Mind the Gap
There’s nothing more unsightly than an Excel chart with data gaps (well maybe an annual report in Comic Sans, but that’s another post). There are three ways of dealing with this issue, depending on the chart you are using.

Let us say that you had a set of data for a month, but one of the data points was missing due to an empty cell in the source data. To fix this issue in a two-dimensional line chart, you have the following options: plot the data point as a zero, so that the line dips down to zero but has no gap; continue the line if the gap falls between two data points by connecting points on both sides; or do nothing and leave the gap as is. Here’s how it’s done:

Excel 2000, 2002, 2003:

1. Select the chart by left-clicking on it.
2. Click on the Tools menu and select Options.
3. Click on the Chart tab.
4. Select one of the “Plot empty cells as” options that are described above. For three-dimensional graphs, the second option will not be available.

Excel 2007:

1. Select the chart by left-clicking on it. Excel will add three Chart Tools tabs to the Ribbon: Design, Layout and Format.
2. Choose the Design tab.
3. Click on the Select Data button on the Design tab in the Data group.
4. Click on the Hidden and Empty Cells button at the bottom left of the dialog box. In this dialog, you can select from the three options described above. For three-dimensional graphs, the second option will not be available.

Then there’s the case of hidden rows, which can be troublesome. If a data series you expect to see is not showing on the graph, the row or column may be hidden, or the data may be filtered. To fix this, go to the Chart tab of the Options menu (Excel 2007: in the Hidden and Empty Cells dialog).

In Excel 2000, 2002, 2003: Check the “Plot visible cells only” checkbox if you do not wish to have hidden rows or columns plotted on the chart.

In Excel 2007: Check the “Show data in hidden rows and columns” checkbox to plot hidden rows and columns on the chart. (Jorg Freiberg)

Go Green: Recycle Your Charts

If you’ve made a standout diagram in the past, one that you lovingly tweaked and polished till you had it just right, your efforts were not for naught. Instead of recreating a stellar chart each time, just reuse it by simply changing the source data.

In Excel 2000, 2002, or 2003:

1. Select your chart.
2. On the Chart menu, select Source Data.
3. In the Data Range dialog box, either manually update your cell references or click the Collapse Dialog Box button on the far right.
4. If you clicked the button, use your mouse to select the cells you want to include in the chart, and then press the Enter key on your keyboard.
5. Click OK.

Your chart should reflect the data you selected.

In Excel 2007:

1. Select your chart.
2. On the Chart Tools contextual tab at the top of Excel, select the Design tab.
3. Click the Select Data button.
4. In the Chart data range dialog box, either manually update your cell references or click the Collapse Dialog Box button on the far right.
5. If you clicked the button, use your mouse to select the cells you want to include in the chart, and then press the Enter key on your keyboard.
6. Click OK.

Your chart should now reflect the data you selected. (Michelle Fiske)

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Windows 7 is upon us. New operating system, new Office suite. Let the games begin.

According to a leading industry source, about 50 percent of enterprise-sized IT infrastructures are running mixed Microsoft Office end-user environments. That’s a whole lot of wasted investment.

Then there are companies who waited for that whole Vista debacle to blow over. They kept XP and Office 2003, with the aim of upgrading when Windows 7 was released.

Windows 7 is upon us. New operating system, new Office suite. Let the games begin.

We have compiled a list of the most common Office 2007 user questions and issues, and it was recently published by IT World. You can read it here. Take notes, and happy migrating.

PC Helps also recently published a white paper on the subject, titled “The Myths and Realities of an Office 2007 and Windows 7 Migration.” Download it for free http://www.pchelps.com/html/o2007mythsrealitiesroi.asp

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Eighty-four percent said their switchovers “went off without meaningful hiccups.”

For the survey, which was conducted at the end of last year, more than 550 early adopters were asked about their upgrade processes. Of them, 84 percent said their switchovers “went off without meaningful hiccups.” (Of the users surveyed, 46 percent upgraded from Vista and 32 percent from XP.)

This is significant, writes Technologizer founder Harry McCracken, considering the fact that when XP was rolled out, a PC World study found that more than half of those who upgraded reported installation difficulties.

And then there’s the issue of the actual product and its usability. Windows 7 fares OK there as well. According to the survey, 79 percent of those who upgraded from Vista reported that they are “extremely satisfied” with 7; 61 percent of XP users feel the same.

It’s not all good news, however. Users are having problems with two main issues in Windows 7: missing drivers and application incompatibility – both of which were expected.

Although this is a very early gauge, and, in the words of the survey author, “not a representative, projectable, normalized sampling of all Windows 7 users,” it still gives you some sense of what to expect.

After all, you will face a migration eventually. The more information you have, the better.

Below is an excerpt from an earlier PC Helps Online post, which offers tips from a user’s standpoint, and from IHD’s:

For the Windows 7 User:

What changes will potentially throw off users?

1. With the elimination of the Quick Launch toolbar, users will have to pin items to the Start Menu or the taskbar.
2. The taskbar will include icons only (no text), which may confuse some users.
3. Not being able to turn off taskbar windows previews may confuse or even irritate.
4. Some auxiliary apps such as Windows Movie Maker and Windows Mail are removed or replaced.
5. People who used the Vista Sidebar and gadgets in it may miss it.

What new features will increase users’ productivity?

1. With Federated Search, Windows Explorer can be used to simultaneously search different types of resources such as local drives, network drives and SharePoint sites.
2. Easier use of projectors with the Windows Mobility Center.
3. A significantly improved backup utility allows greater flexibility and granularity in a user-friendly interface.
4. Taskbar changes and Aero Peek make working with and switching among multiple windows easier and more efficient.
5. The addition of Windows key combinations to launch frequently used applications and to control the placement of windows.
6. Jump Lists offer quicker access to frequently used program features and content (files, URLs).

For the Help Desk:

What will break when 7 is rolled out (compatibility issues, legacy system issues, security issues, etc)?

1. Mostly what you would expect to break in an OS migration.
2. Some compatibility issues with older hardware and software have been found, but fewer than with migration to Windows Vista. Legacy items that touch on security or network connectivity lead the list as expected.
3. Sleep mode in laptops has been a problem in betas and release candidates.

What capabilities will be helpful to the IHD/system admins?

1. Loads faster! Loads faster! Loads faster!
2. The Problem Steps Recorder can automatically create a history of a problem complete with screen shots.
3. The Action Center combines functions of several interfaces related to security, troubleshooting and recovery.
4. Built-in management of biometric devices.
5. The utility for creating System Repair Disks is simplified and improved.
6. The second generation of PowerShell makes automating administrative tasks easier and more powerful.
7. Easily running applications with Elevated Rights without restarting them.
8. Ability to burn .ISO images to disk.
9. Installation from USB memory devices.

Download a free Windows 7 Migration Kit.

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Who knew a gadget could have such power? Here are seven tips to make you even happier and more productive with your iPhone.

1. Easy punctuation. Period.
Inserting a period from the symbols box can become tedious. You want to send messages with proper punctuation, but deadlines get in the way. Here’s a quicker way: Double-tap the spacebar. Problem solved. Reputation saved.

2. Spring clean your screen.
Like corner offices, iPhone screens sometimes need rearranging. To do so, tap and hold one of the app icons, and when they begin to shake, drag them to rearrange. So quick, so easy.

Like corner offices, iPhone screens sometimes need rearranging.

3. Copy Web images in a snap.
Do you often come across images in your Web travels that you’d like to save for later use? Try this shortcut: Press and hold your finger on the photo and you’ll be prompted to “Save Image.” Now it’s in your Camera Roll.

4. Speed dial, Apple-style.
Nothing wastes time like wading through scads of contacts to find your intended text message recipient. Create favorites, already. Open up your contacts, select the contact you wish to tag, and tap the “Add Favorites” button at the bottom. Fewer steps, increased productivity.

5. Stay productive, even while flying.
Although every airline requires you to turn off your phone while in flight, there’s no restriction on using your iPhone to watch videos and listen to books and music – provided your phone is set to Airplane Mode. To do so, go to Settings and toggle on Airplane Mode. This will disable all incoming wireless calls and data connectivity. Make sure you turn off the device completely, however, during takeoff and landing.

6. Traveling across time zones + calendar appointments ≠ scheduling mayhem.
Sometimes technology’s intuitive functionality can get the better of you, especially when traveling across time zones. Case in point: the Time Zone Support feature, which shows event dates and times in the zone you selected for your calendar. For example, if you scheduled a 10 a.m. conference call while at the home office in Philadelphia, and you are currently visiting Los Angeles, your meeting will still show up as scheduled for 10 a.m. Turning off the Time Zone Support feature can make your schedule a little clearer by automatically adjusting your calendar to the time zone you are in. To do so, go to Settings | Mail | Contacts | Calendar and toggle off Time Zone Support.

7. Scrolling, scrolling, scrolling.
Mobile devices are practical, yes, but not when it comes to screen size. Scrolling, in particular, can become tiresome on an iPhone, or any smartphone for that matter. Whichever screen you are on – your contacts, a Web site – you can quickly return to the top by tapping the status bar (at the very top of every iPhone screen). Efficiency is grand.

Got any can’t-live-without iPhone tricks or tips? Send them my way.

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When half your knowledge workers are using one version and the rest another, that’s a whole lot of lost functionality — and wasted time.

The recession and Office 2007’s immense learning curve are partly to blame, but, ultimately, it’s you, the IT leader, who must take responsibility for diminished return on investment. There’s still time to finish your migration; here are six reasons why you should:

1. ROI: You purchased X number of licenses and only have migrated half. You do the math: You purchased the upgrade for a reason — to take advantage of new and easier to find productivity features.

2. The dreaded Office 2007 learning curve: As evident in the hundreds of expletive-laced Tweets about Office 2007, the new user interface is a downright shock to many knowledge workers. Where’s the file menu? How do you save a document? What is this Ribbon? If you finish your migration, you will not have to face these questions again when you decide to upgrade to the next version (which also has a Ribbon interface).

3. New features: As stated in Reason No. 1, you purchased the upgrade for a reason — to increase worker productivity from the new and improved features (for example, Excel 2007 includes new formulas such as IFERROR, and more columns and rows).

4. The Ribbon is here to stay: Despite the existence of third-party add-ins that make 2007 look and act like 2003, installing them is counterproductive. The beta version of Office 2010 includes the Ribbon interface, and I suspect future versions will too. Embrace it.

5. Document compatibility: When you save 2007 documents in earlier formats, they lose some functionality. When half your knowledge workers are using one version and the rest another, that’s a whole lot of lost functionality — and wasted time.

6. User frustration: See Reasons 2-5.

Time to finish what you started.♦

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For Outlook 

2007’s Improved Out of Office Assistant

The Out of Office Assistant has changed significantly in Outlook 2007. If you click on the tools menu and select Out of Office Assistant, you will see a dialog box that is somewhat different from previous versions. Now, when you select the option to “Send Out of Office Replies,” you can click the check box that says “Only send during this time range.” Checking this box activates boxes to set the start and end dates and specify times during which you need replies sent. Kind of handy.

Four ways to keep on top of your e-mail while you’re on vacation.

Another change to this feature is two tabs, one for handling replies to be sent “Inside My Organization” and the other for handling replies to be sent “Outside My Organization.” In earlier versions of Outlook, replies were not sent to external contacts at all.

In order to enable the “Outside My Organization” reply, click on the tab and enable “auto-reply to people outside my organization” by placing a check in the box. Once you enable this option, you can select a radio button indicating whether the reply should be sent to “my contacts only” or “anyone outside my organization.” Handy, indeed. (Melissa Adams)

Autoreply with Custom Subject Line
Sometimes you need to mix it up and modify the autoreply subject. Follow these steps:

1. In the Out of Office Assistant dialog, click the Add Rule button.
2. For the reply to go to “all messages that arrive,” leave all the criteria fields blank.
3. Check the “Reply with” box and click Template.
4. Specify the subject AND the body of the message in the email form that opens. Leave the other fields blank, save and close the form.

Note: Be sure to remove the text from the “Autoreply only once…” box where you would normally specify your Out of Office message. If you don’t, senders will get both the custom subject response and the standard response. (Brian Choplick)

For the BlackBerry

Filter Incoming Mail
Say, for example, you receive a daily report that you will not read or deal with on your phone and would prefer to just handle it back at the office. Can you create a filter for that?
Of course you can. Here’s how:

1. Click on the Messages icon to open your messages, then click the trackwheel or Menu button and select Options.
2. Select Email Filters.
3. Click your trackwheel or Menu button, select New and then type a filter name.
4. You have several fields you can filter on: From; Sent To; Subject; Message; Sent directly to me; CC to me; BCC to me; Importance; Sensitivity. You can choose more than one option here. For example, to take care of your daily report problem, create the following filter:From: coworker@domain.com
   Subject: Daily Report
   Action: Do not forwardThis will affect any emails from colleagues with “daily report” in the subject.
5. Click your trackwheel or Menu button and save the filter. By default, it is enabled and will function immediately with any new incoming messages.

If you want to temporarily allow filtered messages, simply click on the filter name to uncheck in the filter list. Take note, however, that filtering works only if your BlackBerry is activated on a BlackBerry Enterprise Server; to access filters with BlackBerry Internet Service you must check with your wireless carrier.

High-Priority E-Mail Notifications
You want to make sure you know when high-priority e-mails come in, and the standard notification doesn’t quite command your attention. To set up special notices, start at the home screen, go to Profiles, then Advanced. Here you can create a new profile or modify your current one. Set the desired notification for Level 1 Messages and save. Note: High-priority message notices will work even if you have disabled those for other types of messages. (Nkoli Ukpabi)

Have any tips for handling e-mail while you’re away? Send them my way: jen.darr@pchelps.com.

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