Tip #31 - Generating Random Text

100 Computer Tips in 100 Days

Tip #31 - Generating Random Text

OK, I can hear you asking yourself, “why would I want to generate random text?” Just bear with me.  There are many occasions when I need to do this and it’s very cool so I’m sharing it with you.

The programmers at Microsoft often need to generate random text to test software so they built in a secret macro that will produce a specific number of sentences and paragraphs made up of real words, not computer Latin words. Try this out in your Microsoft Word program.

Open a document in Word and type the following then press the enter key (return in Apple world):

=rand(5,7) d

Presto, the code you typed changed to five paragraphs each containing seven sentences. Keep in mind that the five and seven could be any two numbers depending on how much random text you need. So the next time you need to demonstrate something in Word to a colleague and you need some text to use, remember the code. It’s pretty easy if you keep in mind that rand stands for random.

If you would rather have Latin words rather than distracting English words, you can do that too. Type =lorem(5,7) in your document and then press the enter (return) key and it’s replaced with Latin text. Remember the five and seven can be any numbers you choose.

You can use this tip when you’re trying to show coworkers some special word thing and need to have some text to practice on. 

Happy computing!

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Tip #30 - Addressing Emails

100 Computer Tips in 100 Days

Tip #30 - Addressing Emails

When you address an email you have three choices as to where the email addresses go: in the To line, the Cc line or the Bcc line. Each has a specific use. Let’s look at them.

Putting someone’s name in the To field indicates that the message directly affects that person or that something is expected from that person. You can send a message to as many people as your email service allows. If the To field contains five or fewer people it’s nice to start the email addressing them individually. “Hi Pete, Sarah, Susan and Harold,” for example. When you address an email to more than five people this becomes cumbersome so a simple “Hi Team” or “Hi All” will suffice. If your name appears in the To field in an email you receive a response is generally expected.

The Cc field has been around for many years and was used in office correspondence to indicate a carbon copy. Since there is no carbon paper on the internet Cc has become known as courtesy copy. Including someone on the Cc line indicates that you are making them aware of the conversation but not necessarily including them in it. In general, if you are in the Cc field no reply is necessary.

And then we have the Bcc field. Bcc stands for blind courtesy copy. Back when I was working in an office on a typewriter we would remove the completed document from the machine, remove the cover page and the first piece of carbon paper, reinsert the document and type in the Bcc names. That meant that the recipient didn't know that additional people were copied on the document. It can still be used in that way to include additional people when you don’t want the recipients to know that others were copied, but in the email world it has a better use.

When you are sending an email to a distribution list and you don’t want people to see everyone else’s email addresses, you would put all of the names in the Bcc field. This helps protect everyone’s privacy. It’s interesting to note that you can send an email with only names in the Bcc field. In the early days of email it was required that someone’s name appear in the To box, that’s no longer true.  To review:

To          People are required to take action

Cc          People are kept informed of the content, but no actions required from them

Bcc        Receive the message without any of the other recipients knowing

Please share this tip with all of your friends but be sure to use the Bcc field for their email addresses.

Happy computing!

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Tip #29 - Creating a Horizontal Line in Word

100 Computer Tips in 100 Days

Tip #29 - Creating a Horizontal Line in Word

Here’s another easy tip that is specific to Word and Outlook. I have tried it in other programs but haven’t found it works any other Microsoft software in which it works.

If you would like to put a nice horizontal line in your document, all you have to do is type three dashes (----)and press the enter key (return in Apple land). The three dashes will be replaced with a single line that goes from the left margin to the right margin.

You can also create a double line, this time with the equal key. Type three equal signs (===) and press the enter key. Voila! You now have a double line that extends from the left margin to the right.

If this doesn’t work for you then you might have autocorrect turned off, and why would you do that? Because it’s on by default in all Microsoft software, you have turned it off and, therefore, know how to turn it back on. I don’t want to give anyone ideas on turning it off.

Happy computing!

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