More spelling and grammar information from Word

I doubt many people do not make use the spellchecking facility in MS Word. Most people probably run a grammar check too. Nevertheless, few people will use Word's readability statistics report.

To switch this report on, open the 'Tools' menu in Word and click on 'Options', select the 'Spelling & Grammar' tab, tick the 'Show Readability Statistics' box, and click 'OK'.


Now, when you click on the 'Spelling and Grammar' button (shown left), Word will go through any errors it finds in the selected text, or the whole text if none is selected, and then it will show you the 'Readability Statistics' report.


This report is particularly useful to anyone who wishes to make their writing more legible. The report not only contains general information about the number of words, characters and sentences etc, but also the average number of sentences per paragraph, words per sentence and the like.

The bottom section includes three very useful measures. The first gives a percentage of the number of passive sentences in the selected text. As you may know, the active voice makes a text more readable, so it is best to avoid the passive voice when possible. There is a good tutorial about the difference between the voices here.

The second and third measures, the Flesch reading ease and the Flesch-Kincaid grade level, show how difficult a text is to comprehend according to mathematical equations. More details on these equations and an explanation of the scales are available here.

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The 2nd Carnival of Computer Help and Advice

Firstly, let me thank everyone who submitted an article for inclusion on this carnival. I received forty-eight submissions and I am sorry that I could not include them all.

Getting us started this month, Ashutosh Mishra presents an article containing fourteen tips for making Windows run faster in Speed Up Your Computer at PC TON!C. In a similar vein Jose DeJesus MD gives advice for Tuning up Windows on his Physician Entrepreneur blog. Jose also identifies a common problem and a software solution for it in his article, Renaming All those Files Your Camera Makes.

While we are on the subject of software, "Here's a very useful free pdf download for you" says Andrew Edgington of Learn Photoshop Now with reference to Getting Started With Photoshop - Volume 1 and Volume 2. Nesher at Freeware Reviews wrote two excellent freeware round-up articles: the first a list of 18 Free Password Managers, the second 17 Free Utilities for PDF Files Reading. For the network analysts out there, Nim at dixlinx presents a review article of Wireshark - network protocol analyzer (packet sniffer) , which includes a useful video tutorial of the software in action. In the last software based article for this carnival, Steven Stoddard of Steve's Tech Guide tells you how to Secure Your Computer and Network With Free Software.

Steve's guide may be of use for those who answer 'yes' to jsanderz' question, Could Your Computer be Infected With a Virus? that was posed at Information Addicts. Similarly Aa'ed Alqarta offers the first part of an article advising on how to Analyze Malware-infections on your own – Part I at Extreme Security -- Do It Securely or Not at all!. The Emperor at The Tech Empire presents a way of getting past a problem that can result from a viral infection in his article Can't get to the Control Panel, Task Manager, or Registry Editor?.

Even without viral infections and malware wreaking havoc we can cause problems on our own computers. Accidentally deleting files is one such mistake, thankfully andyar85 at PC issues - DIY offers help in his article Retrieve deleted information from hard-drives. In his article HDD cloning/image backup, Andy also offers advice on (in his own words) "the best way to reinstall/install an operating system is to use the old one you are still running. Try these methods, you won't regret it." Prash also looks at operating systems in an article on his blog in an article in which he pits ubuntu vs windows.

Two 'look and feel' tips to round off this edition of the carnival, Shaswata Mukherjee shows us what to do if we Want to change windows to your name at Cool Computers Tricks and Tips, and James Lewitzke presents 5 Ways to Enhance Your Web Browsing Experience at Lightning Shock. James tells us "these tips are what I use to have a great online experience."

On that note, I hope this issue of the Carnival of Computer Help and Advice was also a great online experience. More next month.

p.s. If you would like to host the next carnival leave a comment on this post or use the contact form over at our Blog Carnival page. Cheers, K.

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Windows Folder Options Explained (Part 4)

Continued from part 3...

File Types
This tab contains a list of all the file types that Windows knows about and which programs are configured to open them if you double-click on their icons.


As the image shows, if a .doc document is double-clicked on it will open in MS Word. You can change the program that is associated with a file type by selecting its entry and pressing the 'Change...' button.

Occasionally you might want to delete file types from the list, if you do not use files of a certain type any more. Highlight the entry for the file type and press the 'Delete' button. This will reduce the size of the Registry (a file that contains most of the settings for Windows and other applications), but not by enough to have a significant impact on performance. So, the chances are that you will probably want to leave this list alone.

There is an option to create a new file type for the list, using the 'New' button, but frankly, you are better off just double clicking on a file of the new type and selecting a program to associate it with in the normal way.

Finally there is an 'Advanced' button, which is used to change the way that Windows creates, opens, and prints files of the selected type. It would be best to leave these settings alone unless you know what you are doing, and an explanation of these settings is beyond the scope of this series of articles.

Some versions of Windows will have a fourth tab in the Folder Options dialog box, called 'Offline Files'. This will not be covered within this series of articles as this would require me dealing with the larger issue of folder synchronisation. Something that I may return to in the future.

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Windows Folder Options Explained (Part 3)

Continued from part 2...

View Settings continued


Hide protected operating system files (Recommended)
This option is selected by default, to protect users from themselves, as is explained in the warning message that appears if you try to switch it off.


If you click 'Yes' on this dialog box you will be able to see these special system files. The image below shows various system files that are required by Windows to run, such as 'pagefile' which is the swap file which Windows users to manage memory. As the setting suggests, most users will want to leave this option selected.



Launch folder windows in a separate process
This setting, if selected, changes the way that Windows runs different instances of Explorer by running them in separate processes, so if one crashes the others should continue running. You may want to select this but according to user experience it seems to make little difference.


Managing pairs of Web pages and folders
This setting is made available when MS Office XP or 2003 is installed. It effects the way that web pages are saved by Internet Explorer: the default option - 'Show both parts and manage them individually' - saves the web page along with all the files it needs to operate in a folder and these can be manipulated like any other files; however, the other options 'Show and manage the pair as a single file' and 'Show both parts and manage as a single file' link the file and folder in such a way that if one is moved or deleted the other will be treated the same. The last of these options hides the folder which contains the associated files. This is a rather confusing option and is probably best left well alone.


Remember each folder's view settings
This setting is pretty self explanatory. If selected it will mean that each folder will retain whichever display options were applied the last time you accessed it in Explorer.


Restore previous folder windows at logon
If selected, this option will mean that Windows will open all the Explorer windows that you had open when you shut down or logged off your computer previously. Handy if you have to reboot a lot.


Show Control Panel in My Computer
Another self explanatory option. If selected the 'Control Panel' icon will be visible when you view 'My Computer' in Explorer.


Show encrypted or compressed NTFS files in color
NTFS is one of the file systems available in the various versions of Windows and is more feature-rich than the more common file system: FAT32. It includes the facility to compress files (like in zip files) in order to save hard drive space and the ability for the user to encrypt files so that other users will only see gibberish if they open them. If this option is selected the details about compressed files will be blue and those for encrypted files will be green.



Show pop-up description for folders and desktop items
If this option is turned off then the yellow pop-up descriptions that appear when the mouse pointer hovers over a file or folder, as shown below, will no longer appear.



Use simple file sharing (Recommended)
If you wish to have more control over the way that you share files and folders with other users on your network you can switch this option off. For the vast majority of users is inadvisable to change this option. If you have the need for different users to able to access different files you can use this option.

The last part of this series will explain the File Types tab.

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Windows Folder Options Explained (Part 2)

Continued from part 1....

View Settings
The 'View' tab has two sections. In the first section, 'Folder Views' you can either set Explorer to show all folders according to the current settings using the 'Apply to All Folders' button; or, by clicking the 'Reset All Folders' button, Explorer can be set to display folders as they were when Windows was first installed - this excludes any changes made to the toolbars.


The second section has a number of 'Advanced settings' to change the look and the behaviour of Explorer.


Automatically search for network folders and printer
If this setting is selected Explorer will hunt round the local network for any shared folders or printers. The effects of this setting will be negligible for home users or anyone who is not on a large local area network within a company or other organisation.


Display the size information in folder tips
If this setting is ticked, Explorer will show the size of the contents of a folder if you hover the mouse over it. As shown in this picture:



Display simple folder view in Explorer's Folders list
This setting affects the way that the folder view appears. You can show the folder view by clicking on the 'Folders' button on the toolbar.

The normal folder view looks like this:


The simple folder view looks like this (note that the dotted lines are not visible):

With the simple folders view option is selected when you select a folder in the list Explorer will automatically expand a list of all the sub-folders it contains and will collapse any other lists. If the normal view is selected any explanded lists will be left open when another folder is clicked.


Display the contents of system folders
A number of folders on Windows are classified as system folders, like the 'Windows' folder and the top level of the system drive (usually the 'C' drive). By default the content of these folders is hidden, and if you open them in explorer you will see the following:

If you click on 'Show the contents of this folder' you will then be able to see its contents, or alternatively if you select the 'Display the contents of system folders' option then the content of all system folders will be viewable.

Display the full path in the address bar
This setting shows the name of the current selected folder and the names of all the folders it is contained within in the address, like so:


From this we can see that the 'admin' folder is contained within the 'Documents and Settings' folder on the 'C' drive.

Ordinarily the address bar would only read 'admin'.


Display the full path in the title bar
This is much the same as the last setting, except that the full path can be shown in the title bar, as follows:



Do not cache thumbnails
You can change between various views within Explorer by using this drop down menu.

If thumbnail view is selected Explorer will display a small version of any images that the folder contains, as shown in the next image. If there are a lot of images in the folder, it may take Explorer a while to show them all, if this setting is selected. If it is not selected Explorer will create a small file in the folder which will contain the thumbnail information, meaning it only needs to read this file rather than make new thumbnails from all of the images in the folder.

If you are running low on hard drive space you may wish to recover the space taken by these files.


Hidden files and folder
Some files and folders are hidden from view by default and some can be hidden by choice. This setting can be used to make these files and folders visible. If 'Show hidden files and folders' is selected then all hidden files will be displayed as faded items, as shown here:

There are several hidden folders shown above including 'Application Data' and 'Local Settings', and a couple of hidden files, such as ntuser.dat.


Hide extensions for known file types
This option is selected by default, and as such all files will be displayed as follows:

I prefer to have Explorer show me the whole filename including the extension, which is the short code, usually three letters, at the end of the filename that lets Windows know what application to open it in.

If Windows has not been told what program to use when a file with a certain extension is double-clicked, it will show the extension anyway.

I will explain the remaining settings on the 'View' page in the next part of this series of articles.

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Windows Folder Options Explained (Part 1)

In the 'Tools' menu of any Explorer window there is a 'Folder Options' item. This opens a dialog box that enables us to change the behaviour and the look of Explorer windows. This series of articles explore these various settings. The first part will deal with the 'General' tab.

Note: This article refers to Windows Explorer, the in-built file manager program, not to Internet Explorer, the web browser.

General Settings
The 'General' page has three settings, and a 'Restore Defaults' button that you can press to return to Windows' original settings.


Tasks
The first setting, 'Tasks', can be used to either show or hide the left hand pane in Explorer windows. The default setting - 'Show common tasks in folders' -will make Explorer windows look like this:


Selecting 'Use Windows classic folders' will make the windows look like this:


Browse folders
This setting can be used to change the way that Explorer responds to a double-click on a folder. If you have 'Open each folder in the same window' set, when you double click on a folder icon the current Explorer window will show the contents of that folder. This is the default setting for more recent versions of Windows; older versions defaulted to the other setting - 'Open each folder in its own window'. If this is selected then a double click on a folder will result in a new window opening up showing the contents of that folder. All fairly self explanatory.

Click items as follows
You can change the way that Windows responds to clicks on icons with this setting. The default is 'Double-click to open an item (single-click to select)'; however, you can make Windows behave like a web browser, that is, it will open a file when you click on it once. To do this select 'Single-click to open an item (point to select)'. This has two sub-settings, which change the way that the icons appear. They will look like the following image all the time if the 'Underline icon titles consistent with my browser' option is elected, or only when you hover the mouse pointer over them if the 'Underline icon titles only when I point at them' option is selected.

I recommend that you leave this setting as default.

The next article will look at the first collection of the settings on the 'View' tab.

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Freeware round-up

To celebrate six months of Bloody Computer! I have decided to list all the freeware software mentioned here blog so far (partly to prompt me to update the 'Quality Freeware' list in the left-hand column - now renamed 'Recommended Freeware') So, without further ado, here is the list...

Audacity: audio file editor.

AVG anti-virus free edition: anti-virus software.

Beneton Movie GIF: An application to create animated GIFs from a series of images, like a flickbook.

CamStudio: record what you see on your screen.

CCleaner: removes many non-essential files that Windows and other programs leave on your hard-drive.

dBpoweramp: convert audio files from one type to another.

dscaler: view television on your PC, if you have the appropriate hardware.

Foxit Reader: a fully featured PDF reader and a much slimmer alternative to Adobe Acrobat.

FreeUndelete: a user-friendly program to recover deleted files.

The GIMP: a fully featured image editor developed for linux but available for Windows

IcoFX: an icon creator and editor.

IrfanView: an image viewer with few editing features, and including a batch process feature, with which you can change the format of many files in one go.

mp3gain: balance the volume levels of a selection of mp3 files.

Paint.net: a friendly and intuitive image manipulation tool with many of the features found in commercial image editing packages.

PC Inspector's File Recovery: a powerful application for resurrecting deleted or lost files, and faulty drives.

Picard: provides an interface to search the MusicBrainz database and use the information to rename and set tag information on audio files.

Real Alternative: enables you to play RealMedia files without installing RealPlayer.

Spyware Terminator: protect your PC from spyware and other malware.

Startup Control Panel: provides a means to manage which programs run automatically when Windows starts.

TreeSize: a program that provides a graphical representation of how much hard-drive space each folder is using.

VideoLAN VLC media player: multimedia player (plays most video types without need to install extra codecs).

Virtual Dub: video editing and conversion software.

Winamp: a popular mp3 player developing a large user community.

If you wish to see the posts associated with these applications including tutorials for some of them click here.

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