Herding Cats: Managing with Electronic Documents

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Herding Cats Managing with Electronic Documents
Part 3 Printing Tips and Tricks

• How a better organized computer and email in-box
  can help you save time, money and paper

Presented by Dena Gazin, PaperCuts Coordinator,
Seattle Public Utilities
September, 2006
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Agenda

• Word
• Excel
• PowerPoint
• Internet
• HyperSnap
• Printing Best Practices

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Printing Tips Word

• Always preview before printing
• File ? Print Preview
• Shrink to fit
• File ? Page Set up
• Adjust margins
• Change orientation
• Modify header footer height
• Header Footer
• Adding file path at bottom of work documents for
  easier finding
  
• Only print the pages you need!

Double Click here
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Printing Tips Excel

• Always preview before printing
• Whenever possible print double sided (duplex)
• File ? Page Set up
• Orientation
• Can adjust size/scale
• Margins
• Header/Footer
• Sheet
• File ? Print Preview
• Print Preview Toolbar
• Print Setup
• Page Break Preview
• Only print the pages you need!

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Printing Tips - PowerPoint

• Print double-sided
• Show multiple slides on one piece of paper
• File ?Print
• Switch from Slides to Handout
• File ? Print Preview
• Printing black white
• File ? Print
• Switch from Color to grayscale
• File ? Print Preview ? Options
• Print in Outline view (removes images)
• What about margins?
• A word on file size and images

• Print double-sided

• Print double-sided
• Show multiple slides on one piece of paper
• File ?Print
• Switch from Slides to Handout

• Print double-sided
• Show multiple slides on one piece of paper
• File ?Print
• Switch from Slides to Handout
• File ? Print Preview

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Printing Tips - Internet

• Always ask yourself Do I really need to print
  this? Why not save instead? Or just take a snap
  shot of the section you want?
  
• Be mindful of disclaimer footers (they tend to
  spill over into additional pages)
  
• When given the option, use the Print or Print
  friendly button to adjust layout to remove
  sidebars
  
• Use Print Preview
• Use Page Set up (adjust margins, headers and
  footers)
  
• Use HyperSnap to save/print only a portion of
  the page (next slide)
  

• Always ask yourself Do I really need to print
  this? Why not save instead? Or just take a snap
  shot of the section you want?

• Always ask yourself Do I really need to print
  this? Why not save instead? Or just take a snap
  shot of the section you want?
  
• Be mindful of disclaimer footers (they tend to
  spill over into additional pages)
  

• When given the option, use the Print or Print
  friendly button to adjust layout to remove
  sidebars
  

• Use Print Preview!

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Printing Tips Using HyperSnap

• HyperSnap is screen capture program available to
  all City employees
  
• Hypersnap usually is located in a network
  application area
  
• Ask you IT dept if you cannot locate
• To use HyperSnap
• Open HyperSnap program
• The following screen will appear
• Click on Capture Region button (Shortcut CTRL
  SHIFT R)
  
• Your cursor turns into a crosshairs tool.
  Holding down the right mouse button, you can drag
  the cross around to highlight the image you need
  
• Release the right mouse button once you have
  selected the area you would like, and then click
  on right mouse button a second time.
  
• Image is now captured and appears in HyperSnap as
  a .jpg
  

Print, Save or email as you see fit!
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Emails and Printing

• 11,000 approximate number of City of Seattle
  employees (regular, part-time and temp)
  
• If everyone prints just one email a day
• 11,000 sheets x 5 55,000 sheets a week
• 55,000 x 52 weeks 2,860,000 sheets a year
• Thats 5720 reams. This is more paper than the
  Legislative Dept., Personnel, and the Dept. of
  Neighborhoods combined.
  
• Bottom-line If everyone can print one less page
  per day, the City will save nearly 3 million
  sheets thats more than 1.5 Space Needles! (953
  ft. to be exact)

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Printing Best Practices

• Ask yourself if you really need it. Can you just
  keep/make an electronic copy?
  
• Ask colleagues to email or post on website
• Adjust margins and fonts to reduce the number of
  pages in your documents
  
• Proofread and preview documents before you send
  to printer
  
• Before making several copies of one document, do
  a one-copy test run
  
• Print on both sides (duplex)

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Cat Herding

• Just like it is possible to herd cats, it is
  also possible to manage electronic information!

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Thank you!

• Questions?
• Useful City of Seattle Websites
• http//www.seattle.gov/papercuts/
• http//inweb/clerk/RecordsManagement/
• http//inweb/technology/employee_services/elearnin
  g.htm
  
• http//inweb/personnel/training/materials.asp
• http//sclweb/training/ City Light
• http//dpdwinw113/dpdweb/HR/Home/index.htm DPD
• http//spuweb/HRTraining/default.htm SPU
• http//inweb/sdot/hr/training.htm SDOT

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