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
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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

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

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

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.

Stephanie LH Calahan

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 136

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

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!

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

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?

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

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

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

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.

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

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

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

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

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

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

Simple Things You Can Do to Go Green in Your Business

Stephanie LH Calahan

  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 168

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

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 155

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

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?

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

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?

How to Copy Tables from Word to Powerpoint

Professional Assistant Blog

Home About Me Advertise How to Copy Tables from Word to Powerpoint By The Professional Assistant on Thursday, August 30, 2007 Filed Under: MS-Excel , MS-PowerPoint , MS-Word P eople often ask me, "How do you copy a table from Word into Powerpoint?" Open Powerpoint and click on File, then select New, then Blank Presentation. Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work?

2007 118

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

Make No Mistakes With Meeting Request Attachments in Outlook 2007

Professional Assistant Blog

Home About Me Advertise Make No Mistakes With Meeting Request Attachments in Outlook 2007 By The Professional Assistant on Friday, November 20, 2009 Filed Under: Meetings , MS-Outlook Y ou sent a meeting request to a bunch of people. You can also write a short note and attach any other files that you need to, to advise your meeting attendees of the changes. Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work?

2007 122

Windows 7: Will It Be Like XP or Vista?

Professional Assistant Blog

By The Professional Assistant on Thursday, July 16, 2009 Filed Under: Productivity A re you a big fan of Windows XP? Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work? Home About Me Advertise Windows 7: Will It Be Like XP or Vista? Did you feel that Windows Vista was a big flop? Well, look no further, since Windows 7 will be coming out very shortly. I am truly hoping that this new platform will be much smoother than Windows Vista.

2009 100

Co-Workers Annoying You?

Professional Assistant Blog

By The Professional Assistant on Monday, December 31, 2007 Filed Under: Meetings , Office Gossip , Productivity A re your co-workers annoying you at work by talking to loudly? Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work? Home About Me Advertise Co-Workers Annoying You? Do you wish you could take a fog horn and toot it around, just so that they would quiet down? I also work in an environment where it gets a little too loud at times.

2007 122

Need to Change Excel Details from Vertical to Horizontal or Vice.

Professional Assistant Blog

By The Professional Assistant on Wednesday, July 07, 2010 Filed Under: MS-Excel , Productivity Y our boss calls you over to their office and asks that you send her a list of something that you’ve created in Microsoft Excel. Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work? Home About Me Advertise Need to Change Excel Details from Vertical to Horizontal or Vice Versa?

2010 122

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 65

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

Cover Your Tracks: E-mail Archiving

Professional Assistant Blog

Home About Me Advertise Cover Your Tracks: E-mail Archiving By The Professional Assistant on Friday, September 05, 2008 Filed Under: MS-Outlook , Organize , Productivity , System Security D o you back up your e-mails in Microsoft Outlook ? It even happened to me a few times, where people would create files themselves, then send it around to others to review and make changes, but never save it on the network drive. Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work?

2008 100

Copying Pictures To and From Microsoft Word

Professional Assistant Blog

Home About Me Advertise Copying Pictures To and From Microsoft Word By The Professional Assistant on Monday, January 28, 2008 Filed Under: MS-Word , Productivity H ave you ever wondered how to copy pictures from and to Microsoft Word ? Click Insert, Picture, From File. Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work?