Installing a network printer

Installing a network printer on your machine can be a rather simple process. To do so, follow the instructions below:

1. Left click Start and select Run.
2. Type \\abbreviatedofficename-server (e.g. \\fd-server or \\pky-server) in the dialogue box and press Enter (this will direct you to the server’s root network folder).
3. Locate the printer you wish to install (e.g. FD-Workroom-620) and double click it.
4. Wait for your machine to connect to the printer.
5. Once your machine has connected, the printer has successfully been installed.

Happy Printing!

*Note* A list of abbreviated office names can be found here

Changing The Ringtone On Your Samsung Phone

Users may prefer to change their ring tone so that it differs from the default or that of their office mates.  The system offers 8 different tones.  To review or change ring tones, follow the instructions below:

1. While on-hook, press TRANSFER and dial 111.
2. Dial 1 through 8 or press UP/DOWN keys to hear each tone.
3. When you hear the tone that you prefer, press TRANSFER to save.

Sharpdesk Software Walkthrough

Optical character recognition (OCR) software is a technological tool that can be used to read and manipulate text from a hard-copy type-written document. In other words, this software can read type-written text from a hard-copy paper document and convert the text to be edited in Microsoft Word. This can be a very convenient resource if one would ever need to edit text in a document of which they only had a hard copy.

Currently, the Prairie Lakes AEA houses the OCR software Sharpdesk on every secretary and staff-desktop computer. Each staff member is encouraged to take advantage of this technological resource; however, there are a few steps one must follow for it to work properly. *Important Note* Sharpdesk reads handwriting and tables as objects and therefore they can not be manipulated as type-written text (i.e. you can’t modify letters from hand-written text or alter any text that is in a table with this software).

To use, follow these simple instructions:
Step One: Locate the physical document you wish to use Sharpdesk with and place it on the scanner tray.
Step Two: Select the Image Send button on the copy machine display screen, click Address Book and navigate to the appropriate user name. The user name will always have OCR at the end of it (e.g. FD-Desktop-LL-OCR).
Step Three: Press the Start button on the copy machine.
Step Four: Go to the machine you sent document to and open the “Shortcut to Sharpdesk Desktop” folder (located on the desktop). Inside of the folder you should see a Word document and an Adobe PDF (it copies the document in both forms). Use the Word document to manipulate the text as necessary.

How to Keep Your Laptop Happy, Part 1: Temperature

Just like you and I, electronic devices do not fair well in extreme weather. It is your responsibility to keep computers as comfortable as possible when navigating the beautiful prairies of Iowa. Here is some information to help you out.

This may read like stereo instructions, but it is a reprint from the Gateway 450ROG User Guide. Environmental parameters can vary from model to model, so you should always know the specific requirements for your device.

Operating temperature 41°F to 95°F (5°C to 35°C)
Storage temperature -4°F to 140°F (-20°C to 60°C)
Operating humidity 20% to 80% relative humidity; no condensation
Storage humidity 10% to 90% relative humidity; no condensation
Operating altitude, maximum 8,000 feet at 59°F (2,438 meters at 15°C)
Storage altitude, maximum 12,000 feet (3,658 m)

Your laptop shouldn’t ever be outside of the storage parameters. It can cause thermal expansion and contraction to separate the components of your laptop, not to mention untold grief. Also, you should never plug any device, cord, etc. into a device that is outside of the operating parameters. Doing so can introduce an electrical charge to a stressed laptop that has condensation or overheated components. Always allow enough time for your laptop to settle to the proper operating temperature and humidity before turning it on.

By Nicholas Schelle

Joining a Polycom Conference

The Polycom conference call feature can be a very convenient and practical way to gain access to video conferences around the world from a remote location. However, there are a few steps one must follow in order to actually get connected to a conference.

First, make sure the Polycom unit is turned on and all connections are properly seated in their corresponding jacks. Next, navigate to the Polycom ‘Place a Call’ screen on your Television (usually, this will require you to press the input button on your TV’s remote control). Following that, check to make sure your unit has obtained a valid IP address. To do so, check the “My IP” field on screen; if you see 0.0.0.0, your unit has not obtained a valid IP address and you’ll need to contact your secretary for further assistance. After that, insert the telephone number or IP address of the conference you wish to join in the address bar and press the Call button on the remote control. You should now be directed to a conferencing system screen. Once you’ve reached the conferencing system screen, press # on your remote control, enter the number of the conference you wish to join, and press # again. Shortly thereafter, you should hear a message that says, “I’ll forward you onto your conference.” Congratulations, you have just successfully joined a Polycom video conference!

*Note* A list of all polycom addresses can be found here

Microsoft Discounts for AEA Staff

The Iowa Educators Consortium (IEC) offers selected Microsoft software titles for purchase by Iowa AEA staff, K-12 faculty, staff and students at substantial discounts of over 75 percent off retail prices. In order to be eligible to purchase the discounted software you must register and provide proof of enrollment or employment in a K-12 school or AEA within the state of Iowa.

The registration process uses e-mail domains to establish affiliation with an AEA or school. If a staff member registers with an agency-provided e-mail address, they are automatically verified. Once proof of employment has been established, orders can be placed online using a credit card. Orders will be shipped directly to the purchaser.

For additional information and instructions, go to the IEC website which is listed in the Recommend Links are of this blog. Click on the “Teacher and Student Buys” link found on the left side of the page. Choose Microsoft from the pop-up menu. To register, click on the sign-in link found in the upper right corner of the page and follow directions found in the “not registered” section to create an account.

Tips for Preventing Spam

Users often report that they are receiving junk mail when accessing their email accounts.  Unfortunately, spam is an evil that computer users have to deal with.  The AEA runs a number of spam tests on incoming mail.  In fact, on a daily basis, an average of 85% – 90% of all incoming mail traffic is tagged as spam and removed from the system prior to being delivered to staff mailboxes.  Consider the fact that the agency receives an average of 32,000 messages in a 24 hour period, and you will see that a great deal of spam is deleted without being delivered to the end user.

Regardless of the efforts to remove spam, it will never completely be eliminated.  Spammers are always looking for creative methods of bypassing filters and spam tests so that they can deliver junk mail to your computer.  While our spam filters are continually updated, please understand that we will never be able to completely prevent spam from your account.  We can only lessen the amount that you actually receive.

You can help to curb spam on your own by following some very simple guidelines:

• Do not respond directly to spam or click on any links within the message.  This also allows the spammer to know your account is active and will result in additional spam. Even clicking on something as simple as “unsubscribe” or “remove” in the body of the spam message confirms you as a target for future spamming.

• Be in the habit of deleting messages that you are unsure of.  It is often very easy to spot spam by the content of the subject line or by the name of the sender. If you do not know the sender of an unsolicited email message, simply delete it.

• Avoid using the preview functionality of your email client software.  Spammers often use advertising techniques that can track when a message is viewed, even if you don’t click on the message or reply. Using the preview function essentially opens an email to let spammers know you are a valid recipient.  Since spam could also contain a virus, opening such a message via the preview functionality could harm your computer.  While all AEA computers feature anti-virus software, you still need to be conscious of anything that might cause damage to your computer, email and files.

• Do not purchase personal items online using your AEA email account or otherwise provide your email address to an online retailer .  Often times, lists of addresses are sold to or obtained by spammers, thus putting you at risk for more spam.

• Limit access to non-work related web sites.  Do not forward chain letters or petitions.  Do not provide your email address to non-work related web sites, newsgroup lists or other public forums. Personal email addresses should be used to access non-work related sites.

AEA Manager – Editing Declined Expense Forms

If an expense form is submitted with errors, it will be declined by the approver. Once it has been declined, it must be withdrawn prior to being edited and resubmitted for approval. If your expense form has been declined within the AEA Manager and it cannot be edited, please contact your office secretary to have them withdraw the form so that you can make the necessary changes and submit the form for approval.

Software and Hardware Requests

The computer assigned to you by Prairie Lakes AEA has been equipped with software that provides essential tools for work related use. This software includes Microsoft Office, FileMaker Pro, Adobe Acrobat, Photoshop Elements, Internet Explorer, Outlook Express and SOPHOS Antivirus. The agency is aware that staff may require additional applications to do their work. Some of these additional applications may already be owned by the agency. Requests for applications will be reviewed by the agency Hardware and Software Committee for approval prior to purchase or installation. This Committee will review each request to ensure that the application in question aligns with agency goals and practices. This Committee will also review the software to ensure there are no known conflicts with the computer operating system or other agency issued software.

If you require additional computer software or hardware to assist you in performing your job duties, please fill out all sections of the Software or Hardware Request form and return it to Mike Schmidt at the Fort Dodge office. Request forms are available in the Documents Library of the AEA Manager or in the Recommended Links box within this blog.