How Not to Hate Your Computer: Create an Efficient Office Tool
Stanley Zarowin · Journal of accountancy online/Journal of accountancy · 2006
EXECUTIVE SUMMARY * Always keep your computer upgraded with the latest software. Sometime this year Microsoft is scheduled to introduce its next operating system, Vista. Consider waiting six months or so for the worst of the bugs to be worked out, and buy a new computer with Vista already installed. * Be sure to connect your computers to battery backups so you don't lose data if an electric blackout threatens to crash your computer. Be sure the product you buy has enough battery reserve to protect all your machines. * Consider using two flat screens to get a larger view of spreadsheets. It will make your work go faster and easier. * When your computer suddenly slows down or things go awry, do a reboot, Often that repairs the problem easily. * Downloading Google Desktop Search engine lets you type in keywords to swiftly locate files and e-mails on your computer. * Check that the cables and electric cords on your computer are securely plugged in. It's one of the most frequent reasons for malfunctions. ********** You don't have to invest a fortune or be a high-tech CPA to transform your computer into a most efficient office tool. On the following pages I will share with you not dazzling cutting-edge technology, but practical, economical, low-tech steps I've taken to bring my machine to peak efficiency. WINDOWS BRAINS Let's start with the operating system (OS). If you don't use the latest edition--Windows' XP Pro edition--you're working under a severe handicap. I've talked with CPAs who are proud they still use Windows 98; while that's a quaint choice, it's a miracle so many Windows applications actually still clunk along on it. If you want your computer to run efficiently, you must keep its software current. Think of it as a wise investment. Sometime this year Microsoft plans to introduce its next OS iteration, Vista. I'll wait six months or so after the unveiling, so the worst of the bugs probably will be worked out, and I'll have it loaded on my new computer. That's right, I said I'll have it loaded on my new computer. Even though my present machine is only three years old and works fine, I'll pass it to my grandchildren and have the manufacturer of my new machine load the new software. If I'm so tech-smart, why don't I load the operating system myself?. Although loading a new operating system on an old computer sometimes works fine, it never works as well as when the computer manufacturer makes all the subtle but crucial adjustments that fine-tune the software to the new hardware. Microsoft has thoroughly rewritten Vista's Office applications. While they are designed to be fully backward-compatible to XP Office and even older Windows applications, I've had occasional unpleasant experiences in the past with software that claims to be backward-compatible. While it generally handles old files without flaws, it sometimes loses critical formatting and additions such as Track Changes and comments. Especially vulnerable are digital photos. Once I receive the new machine, I will invest a few hours opening all of my Word, Excel, Access, PowerPoint and Publisher files, and then I'll re-save them in Vista's new format and do new backups. Compulsive? I guess so, but those old files and my family photos are worth the effort. Since you've probably downloaded a bunch of applications from the Internet over the years and stored them all on your hard drive, I suggest you decide which you want to keep and burn them onto high-capacity CDs so you will have a backup and can easily install them on the new computer. DUMP WINDOWS? Why, you may ask, don't I just dump Windows and install the latest free edition of the Linux operating system and all its equally free applications? The short answer is: I respect those pioneers who use Linux. It surely is outstanding software. Like other Windows users, I've often grumbled about Bill Gates' products, but despite their faults, they remain incredibly powerful and easy-to-use software. …