Trying to Phone/Fax Internationally?

Professional Assistant Blog

Home About Me Advertise Trying to Phone/Fax Internationally? By The Professional Assistant on Monday, January 07, 2008 Filed Under: Client Service , Productivity D o you have trouble figuring out how to call a client or even a colleague in another country? Do you want to fax some documents to a client, but not sure if the fax number you are dialing will be correct? Then you just enter the phone or fax number in the third section.

Fax 100

Get Rid of Junk Faxes & Telemarketers - For Good!

Professional Assistant Blog

Home About Me Advertise Get Rid of Junk Faxes & Telemarketers - For Good! By The Professional Assistant on Tuesday, September 30, 2008 Filed Under: Productivity D o you receive junk mail, junk faxes and the occasional irritating phone call from telemarketers? I get tons of junk faxes and mail at work each and every day. Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work?

Fax 100

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

Productivity With Shared Files

Professional Assistant Blog

Home About Me Advertise Productivity With Shared Files By The Professional Assistant on Tuesday, April 01, 2008 Filed Under: MS-Word , Organize , Productivity D o you share your files with others in your firm? Do you find that you are being bombarded with updates to the same files time and time again? Imagine that your boss comes to you and asks you to merge several files into one main file ( Microsoft Word document).

Filing 100

7 Reasons to Free Your Business from File Cabinets & 5 Tips to Help You Do It

Tips From T. Marie

One of the most popular excuses many businesses give for needing ‘in office’ personnel is access to files. Some businesses have whole rooms full of metal filing cabinets. Within those metal behemoths are file folders stuffed with paperwork that may or may not be needed in the daily running of the business. I say may not because I’ve worked in offices where at least two-thirds of the file cabinets in the office were never opened. Electronic files are easily accessible.

2016 119

Retrieve Your Files With Ease

Professional Assistant Blog

Home About Me Advertise Retrieve Your Files With Ease By The Professional Assistant on Wednesday, November 05, 2008 Filed Under: MS-Access , MS-Excel , Organize , Productivity D o you have quite a bit of filing to do? Do you feel that you should have some sort of control over these files on how you find them, for future reference? One of my readers asks: I am trying to organize a file room based not on traditional alphabetical filing, but on a retrieval system.

Filing 100

SignMyPad: Save Time and Money By Ditching Your Fax and Scanner

Productivity Bits

Usually this involves a fax machine, scanner, printer, or all 3. Don’t go digging in the attic for the fax machine you haven’t used in years. Obviously, the easiest way to do this is to upload the file directly from your computer or through email. But what happens if you have the physical document instead of a PDF file? When SignMyPad Pro saves a PDF file, the time, date, and GPS location are saved into the meta-data of the file.

Fax 138

7 Steps to Improve Your Filing System

Professional Assistant Blog

Home About Me Advertise 7 Steps to Improve Your Filing System By The Professional Assistant on Thursday, September 27, 2007 Filed Under: Organize , Productivity A re you having trouble with your filing system? Here are 7 simple things you can do to improve your filing system: Try filing your documents into file folders, then put them into hanging file folders. Place your most current files in the front of each file folder, for easier access.

2007 109

Closing Shared Files While Away From Desk

Professional Assistant Blog

Home About Me Advertise Closing Shared Files While Away From Desk By The Professional Assistant on Tuesday, January 29, 2008 Filed Under: Productivity D o you share files on a network within your office? One thing that Ive noticed and I have been a suspect of this as well in the past, is that people tend to leave their shared files open on their computers while they are gone for long periods of time. Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work?

2008 100

Planner Or Tickler (1-31) File? - How to Use Both For Optimal.

Productive & Organized

Work With Stephanie « Cause and Effect - Productivity is an Action, Not a Result @QuietSpacing | Main | Organize Your Ideas and Watch Them Unfold » Planner Or Tickler (1-31) File? - How to Use Both For Optimal Professional & Personal Productivity (guest post by Meggin McIntosh) A question that often comes up in workshops as well as on my blog is this one: How do you suggest people use their calendar (planner) in conjunction with the tickler (1-31) files?

2009 120

Spring cleaning the home office

Ian's Messy Desk

Before starting this year’s spring cleaning, it is important to consider the following tips: Keep, file, shred: Start by sorting through your papers and making three distinct piles: what you keep, what you file (and keep organized for later use) and what you shred. File and organize: Once you’ve decided on what papers you will keep, set up a filing system that will be easy for you to follow. “Go Through Your Files and Purge Them!

Opening Microsoft Office 2007 Files in Microsoft Office XP

Professional Assistant Blog

Home About Me Advertise Opening Microsoft Office 2007 Files in Microsoft Office XP By The Professional Assistant on Wednesday, January 09, 2008 Filed Under: Client Service , MS-Access , MS-Excel , MS-Outlook , MS-PowerPoint , MS-Word , Productivity I recently had a vendor send us an Excel spreadsheet that he created in Microsoft Word 2007 format. I remember in the past that you can always downgrade files. You can now go ahead and open any file in this format.

2007 100

Copying Tables, Pictures or Text in PDF Files to Other Sources

Professional Assistant Blog

Home About Me Advertise Copying Tables, Pictures or Text in PDF Files to Other Sources By The Professional Assistant on Thursday, January 17, 2008 Filed Under: MS-Excel , MS-PowerPoint , MS-Word , Productivity D id your boss just ask you to copy a table, picture or text to another source of software, such as Microsoft Excel or Word ? If you want to copy text from a PDF file into another source, click on the following icon shown below. Just dont forget to save your files.

2008 100

Miscommunication, Misfiled, and Misplaced = Misrepresentation

The Office Professionals Place

Sunday, August 22, 2010 Miscommunication, Misfiled, and Misplaced = Misrepresentation A work day consists of filing, answering phones, greeting visitors, and a host of communication efforts with coworkers, supervisors, and customers, plus other duties and responsibilities that can get overwhelming. How many piles of paper do you have on your desk that needs to be filed away? • Paper Documents Use the color coded system for filing (ie.

2010 135

Tax Tip for the Office Professional

The Office Professionals Place

This is the time of year that most people stress over because we are waiting for documents like W2’s, mortgage statements, 1099’s, and other information in order to file taxes. Log Files As with most other websites, we collect and use the data contained in log files. Look into purchasing an all-in-one fax, printer, and copier.

2010 100

Overworked? Unload Your Workload to a Freelancer!

Professional Assistant Blog

By The Professional Assistant on Tuesday, September 23, 2008 Filed Under: Prioritize , Productivity D o you need extra help with your workload ? Do you feel overwhelmed by the number of tasks that keep getting piled on your desk like a never ending mountain of files? Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work? Home About Me Advertise Overworked? Unload Your Workload to a Freelancer!

2008 100

Resizing Pictures in Microsoft Word

Professional Assistant Blog

Home About Me Advertise Resizing Pictures in Microsoft Word By The Professional Assistant on Tuesday, February 12, 2008 Filed Under: MS-Word Y our boss comes up to you and asks you to take a look at an e-mail that he/she just sent you. You notice that there is a picture within the file and your boss asks you to resize it. I didnt mean that the picture size and he file size itself would change. How can you change the actual file size, though?

The New Kid on the Block: Establishing Good Working Relationships

Laughing all the Way to Work

In one interview, the person interviewing me said he needed his filing done on a daily basis as many people were using the files and it was important to have all the information up to date. This was mentioned a few times in the interview so I knew it was important and when I got the job I made sure to do my filing every day. Acquaint yourself with your boss's files. Files may need to be cleaned up and put in proper order and new file folders made.

2008 100

3 Easy Tips for Keeping Your Client Information Organized

Office Organization Success

For most business owners there will be a physical client file that you’ll need to create. One of the simplest ways of creating this file is by using a manila file folder in which you simply drop your paperwork into. This file will contain things like the agreement form from your client, assessment forms, or details of any projects that you’ll be working on.

2014 208

4 Simple Steps to Securely Send Credit Card Information

Office Organization Success

Ask your VA/service provider if she has a Credit Card Authorization form that she can send to you, and you fax back to her. Put your CC info in a Word document, and send to her via a secure file transfer service like Send This File or Dropbox. Many business owners find themselves in a situation where they are asked to send their credit card information in order to finalize a business transaction.

E-mail Etiquette

Laughing all the Way to Work

Your company may have a strict policy on what they want you to include in the signature line and what it should look like, but generally you would include your name, title, company name and address, telephone and fax number. To set an email signature file: 1) From the Tools Menu, choose Options 2) Select Mail Format 3) Select Signatures 4) Select New and follow the instructions to add your email signature. Tip for filing emails: If it is necessary to file a hard copy of the email.

2007 100

Why Your Business Should Embrace the Cloud

Eco-Office Gals

Beyond that expense you’ll also save money on not buying printers, copiers, fax machines (and fax lines) and a boatload of toner. It’s important to note, though, that when your office does go paperless you will have to find someplace to store your files. These servers are easier to secure and company owners can control access to which employees can access certain files. Cloud computing allows you to access your files no matter where or what technology you are using.

2013 149

5 Things Every Office Should be Replacing with Online Technology

Tips From T. Marie

Fax Machine- At this point, everyone should be capable of sending attachments via email. for those few technophobes that refuse to be dragged into the 21 st century and insist on faxing you, all you need is Nextiva , up to 500 pages a month for just $4.95. Filing Cabinets- Electronic documents are much easier to deal with than traditional paper documents, take up less room and are easier to secure.

2016 101

The Use of Paperwork in Business and the Importance of Recycling

Eco-Office Gals

Companies, businesses and industries with lots of customers have to implement several filing systems. The patient would have to wait for an undefined amount of time until hospital personnel look through thousands of files. What if a major corporation is in the middle of a multi-billion pound deal and the CEO has tons of paperwork in his or her office and the most important file needed to make the transaction is lost? It should copy, scan, print and fax without any problems.

2012 126

Spring Clean Your Business

Step It Up VA Coaching

You likely know by now what isn’t working – your files are a mess, the furniture arrangement is awkward, you can’t see your surfaces any more, and you either don’t quite know where to put things, or where to find things… Make the spring season the time for a fresh start and uncover the office you’ve been longing for. A good place to start is to streamline your files and documents. Clean out your file cabinet. by Donna Toothaker.

2011 148

13 Ways You Should be Using Your Smartphone for Business

Tips From T. Marie

Yet another reason to ditch the file cabinet and move your files to the cloud; file access on your smartphone. Scan and Fax Email. Admit it, you don’t go anywhere without your smartphone. It’s ok, the rest of us don’t either. That reason alone is incentive enough to examine just how useful your smartphone is to your business.

2018 120

3 Steps Toward a Paperless Office

Productivity Bits

Always back up your files electronically. Normally, folks in an office would back up their essential files by photocopying it and filing it away in an aptly named folder, then placing it into a filing cabinet for archival purposes. To save on paper, some people develop a filing system through the computer, similar to the old ways, by using an office suite or another program to store documents in folders. Copyright © 2011 Marlon Ribunal.

2010 154

Cost Effective Ways to Greenify Your Business

Eco-Office Gals

You can communicate via email; you can use things like Google Docs, Adobe and e-Signature to send documents and contracts; even faxes can be sent and received online thanks to companies like FaxZero and MyFax. Whether it’s appliances, electronics, fax or mailing machines, Energy Star is a label that you should look for when purchasing things for your office. Greenify. In the eco-friendly world, it’s a word that is becoming more and more popular with every passing day.

2012 142

Simple Things You Can Do to Go Green in Your Business

Productive & Organized

  Start with something like electronic faxes.    We use a service that allows a person to fax to a phone number, but rather than a physical fax coming out on our end, it lands in our email in-boxes.    Most of the time we look at the fax and file it electronically, or delete it.  Reduce -- Reuse -- Recycle.    We have heard those words for quite some time now. 

2011 152

3 Easy Tips for Keeping Your Client Information Organized

Office Organization Success

For most business owners there will be a physical client file that you’ll need to create. One of the simplest ways of creating this file is by using a manila file folder in which you simply drop your paperwork into. This file will contain things like the agreement form from your client, assessment forms, or details of any projects that you’ll be working on.

2010 152

Pandora's Office May Have Been Worse than Her Box

The Office Professionals Place

File According to Sara Caputo, OfficeArrow’s Productivity Guru, 80% of what is filed is never looked at again. If possible, “Go Green,&# eliminate the paper clutter and file documents electronically. If you are reverting to electronic filing, be sure to have a backup just in case your computer crashes. Make time, at least weekly, to file papers away. Determine if something needs to be shredded, filed, or distributed to someone else.

2009 100

Join the “Worklife Line” Chat – Beginning Monday, July 19, 7 pm CST

The Office Professionals Place

Log Files As with most other websites, we collect and use the data contained in log files. The information in the log files include your IP (internet protocol) address, your ISP (internet service provider, such as AOL or Shaw Cable), the browser you used to visit our site (such as Internet Explorer or Firefox), the time you visited our site and which pages you visited throughout our site. Look into purchasing an all-in-one fax, printer, and copier.

2010 147

New job, new culture, new language

Laughing all the Way to Work

I also included instructions on how to use some of the equipment that I needed to use such as the telephone, photocopier and fax. Gone fishing Next, I started searching through hardcopy files at my desk and electronic ones on the server. I file everything by date (YYYY/MM/DD) and everything files chronologically so very easy to find and everything relates to the date of the meeting. Starting a new job is more than just changing where you work.

2015 122

Digital Detox

The Office Professionals Place

If my files were lost, how could I do my job effectively? Backup electronic files. Most businesses have an IT department that may take care ensuring that your files can be accessible if your computer crashed. But what if the IT department couldn’t access those files either? My suggestion would be to backup your documents, electronic files, spreadsheets, etc. on a thumb drive that has sufficient memory; some people burn CDs of their files.

2010 100

Does Your Office Design Affect Your Productivity?

Productivity Bits

Servers, printers, fax machines, and filing cabinets all have their proper place. If you’re reexamining your current office space, you’ve probably got some ideas about how you want things to flow. You might have what you believe to be the perfect design plan all laid out, but in reality, you could be sacrificing functionality for looks. A lot of things you take for granted have a larger impact than you may expect, and that impact may be contrary to your intentions.

2016 100

5 Reasons To Migrate To A Paperless Office

Small Business CEO

Have you ever waded through stacks of files only to discover what you’re looking for is in another filing cabinet? With a filing cabinet, you’ve got a simple lock and key. With digital files, strong file encryption and password protection can ensure that your clients’ information is safe. Your Files Are Now Available Everywhere. Let’s say you regularly receive fax communications.

2013 63

How to Deal with Inconsiderate Co-Workers

Professional Assistant Blog

Home About Me Advertise How to Deal with Inconsiderate Co-Workers By The Professional Assistant on Wednesday, November 25, 2009 Filed Under: Office Gossip , Productivity D o you find that some of your co-workers can be extremely annoying, rude or just plain inconsiderate? Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work?

2009 152

9 Steps to Quickly Increase Team Productivity

Office Dynamics

Have your assistant place your hard copy mail in assorted color files to speed your reading and determine priority items. An example is a red file for urgent mail and faxes, yellow for interoffice reports, green for general mail, blue for junk mail, etc. Do you touch base with your assistant every morning (face-to-face or by telephone) to discuss the day’s priorities, appointments, meeting preparation, department issues, phone calls, and project updates.

2009 109

Increasing Microsoft Excel 2007's Formula Bar Size

Professional Assistant Blog

Home About Me Advertise Increasing Microsoft Excel 2007s Formula Bar Size By The Professional Assistant on Wednesday, November 18, 2009 Filed Under: MS-Excel , Productivity D o you find that trying to either write or fix formulas in Microsoft Excel can be a pain? Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work?

Best Business Technology for Small Businesses & Their Owners (28 ideas from them to you!)

Productive & Organized

OneNote: My Filing Cabinet In The Clouds. create notebooks and files just like I would with paper, but now it is all organized on my computer. Since I work at home (and because we're full-time RVers, always on the road), I need to be able to fax/copy/convert from anywhere. My scanner serves all these purposes -- scan a document in and you can then e-fax it over the internet, print out a copy, edit it directly through OCR software, save it as a PDF and toss the paper.

2011 201

How to Organize Your Desk

Office Dynamics

There is more stuff on office desks: computers, printers, faxes and other new technologies. Love the “round file!” · What can be stored in file boxes? Organizational Skills - Clean Up Your Stuff! Messy desks are no longer just an office eyesore. Unkempt work spaces are becoming a productivity issue as offices become more cramped and cubicles replace private offices.

2013 138

Self Defense for Admins

The Office Professionals Place

Organization Skills Filing correspondence, organizing a meeting, keeping your bosses calendar, and maintaining your office area are viable skills that all office professionals need to master. Need a filing system? OfficeArrow.com has a great article discussing the "43 folder filing system." Log Files As with most other websites, we collect and use the data contained in log files. Look into purchasing an all-in-one fax, printer, and copier.

2009 125

Overlapping Calendars In Microsoft Outlook? Really?

Professional Assistant Blog

By The Professional Assistant on Tuesday, June 08, 2010 Filed Under: Meetings , MS-Outlook , Productivity D o you have trouble trying to book several managers’ meetings, yet you have access to their calendars in Microsoft Outlook 2007? Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work? Home About Me Advertise Overlapping Calendars In Microsoft Outlook? Really?

9 Steps to Quickly Increase Team Productivity

Office Dynamics

Have your assistant place your hard copy mail in assorted color files to speed your reading and determine priority items. An example is a red file for urgent mail and faxes, yellow for interoffice reports, green for general mail, blue for junk mail, etc. Do you touch base with your assistant every morning (face-to-face or by telephone) to discuss the day’s priorities, appointments, meeting preparation, department issues, phone calls, and project updates.

2009 100