Technology Update

Important: Get Microsoft Office 2008 Now
The Agency has decided to upgrade all eligible computers to the latest version of Microsoft Office. So beginning this week, if you don’t already have Microsoft Office 2008 installed on your computer, it will be available for you to install at your convenience.

How do I know if I need to install Microsoft Office 2008?
If the Apple menu in the upper left hand corner of your computer is black, you should already have Microsoft Office 2008. If the Apple menu is blue, then you probably need to upgrade. To be sure, launch Microsoft Word and go to the Word menu and choose About Word. If the version is 11.5.x then you need to install Microsoft Office 2008. If the version is 12.1.x then you already have Microsoft Office 2008.

Now that I know I need the upgrade, how do I go about getting it? Everything you need to install the software is available from the regional secretary in your assigned office. That’s true for work-at-home staff as well. The secretary has the necessary installers on a USB flash drive as well as printed instructions. You can find the written instructions by clicking here as well. A video was produced that will also walk you step-by-step through the installation of the software. You can pause and rewind the video if you miss something. You can watch the installation video by clicking here. The install instructions and the video are also available on the USB flash drive containing the installers. So, next time you are in your branch office, you can check out the USB flash drive and instructions and install the software on your computer. It will take about 12 minutes to complete the installation.

When can I install the new software and when do I need to have it installed?
The software will be available starting the week of April 13, and the Technology Department would like everyone to have the software installed no later than May 29. If after watching the video and reading the instructions you aren’t comfortable installing the software, please contact one of the Technology Support Specialists for assistance with installing the software.

Now that I have the new software, does it work differently than the older version and will I have problems sharing documents with LEA staff?
While the new version looks a little different, it works very much like Office 2004. One feature that isn’t quite the same is charting in Excel 2008. Sara Moses, Assessment Consultant, was kind enough to put together an overview of creating charts in Office 2008 that you can download by clicking here. Also, you can go to Atomic Learning and view some of their content. Click here to view the Microsoft Office 2008 content available on Atomic Learning. If you share files with LEA staff, you may need to save the files in the older Office 97-2004 file format. If after upgrading to the new version, you have LEA staff notify you of difficulties opening your documents, then you will want to save them as the older version and resend the documents to them.

How do I save Microsoft Office 2008 files in the older Office 97-2004 format?
To save a Word document in the older version, do the following:
1. Open the document that you need to save in the older format.
2. Go to the File menu and choose Save As from the menu.
3. Change the Format drop down menu from Word Document (.docx) to Word 97-2004 Document (.doc) then choose where to save it, a name for the document and click the Save button.

To save an Excel document in the older version, do the following:
1. Open the document that you need to save in the older format.
2. Go to the File menu and choose Save As from the menu.
3. Change the Format drop down menu from Excel Workbook (.xlsx) to Excel 97-2004 Workbook (.xls) then choose where to save it, a name for the document and click the Save button.

To save a PowerPoint document in the older version, do the following:
1. Open the document that you need to save in the older format.
2. Go to the File menu and choose Save As from the menu.
3. Change the Format drop down menu from PowerPoint Presentation (.pptx) to PowerPoint 97-2004 Presentation (.ppt) then choose where to save it, a name for the document and click the Save button.

If you share files frequently with LEA staff and don’t want to go through the above steps every time, you can change your default save settings. Keep in mind, doing this can prevent you from using some of the new features of Office 2008. So you should think twice about changing the default settings. With that in mind, if you still want to change your default save settings, do the following.

To change the default save setting in Word, do the following:
1. Go to the Word menu and choose Preferences.
2. Click the Save icon.
3. Change the Save Word file as drop down to Word 97-2004 Document (.doc).
4. Click the OK button to save the setting change.

To change the default save setting in Excel, do the following:
1. Go to the Excel menu and choose Preferences.
2. Click the Compatibility icon.
3. Change the Save files in this format drop down to Excel 97-2004 Workbook (.xls).
4. Click the OK button to save the setting change.

To change the default save setting in PowerPoint, do the following:
1. Go to the PowerPoint menu and choose Preferences.
2. Click the Save icon.
3. Change the Save PowerPoint files as drop down to PowerPoint 97-2004 Presentation (.ppt).
4. Click the OK button to save the setting change.

Returning Equipment Early or Canceling an Equipment Reservation
What do you do if you have a piece of equipment reserved for multiple days, but would like to cancel the reservation or return it before the reservation ends? For example, if you have an LCD projector checked out for three days, but find that you only need it for two days or don't need it after all?

Both things can be accomplished on the same screen. When you select "List My Reservations..." under the Equipment Menu, there are two buttons to note at the bottom of the screen. One is named "Check In" and the other "Delete." Highlight the reservation you wish to change or delete. Use the "Check In" button if you already have the piece of equipment and you want to return it early. This will change the reservation end date and time to the current date and time. If your reservation hasn't started yet, and you wish to delete the reservation, use the "Delete" button. This will remove the reservation from the database and the screen. By using these features in Resource Scheduler and by returning the equipment, you free up equipment that others may be waiting for.

Heartland Web Site Redesign Project
The Heartland Web Development Committee is preparing for the launch of a completely new agency Web site. The committee has been charged with building a site that will be visually appealing, user friendly and mission focused. The tentative date for the new site launch is August 3, 2009. The new site will include content areas specific to parents, teachers and administrators and will feature content that is maintained and updated frequently.

Additional supports for staff members who are responsible for keeping content up-to-date include the addition of workflows, reminders and content expiration to the content management system (CMS). Workflows will provide a process of review for all content, ensuring that content posted to the site meets Heartland's mission, vision and values. Workflow will also assist in maintaining high editorial standards for content and conformity with agency Web guidelines and Online Style Guide.

E-mails will be sent at regular intervals reminding authors to refresh their content and keep the offerings available from Heartland's Web site current and relevant. Content that is not refreshed will be unpublished from the site after a designated period of time. The reminders will function similarly to SSLog by notifying staff on the first message, notifying staff and supervisor on the second message and retiring content on the third communication. This will help Heartland maintain a relevant content base for the site. New templates will be implemented prior to the launch date. A preview image of the front page new site may be viewed by clicking here.

The Web Development Committee welcomes staff comments and feedback about the new site design and the processes that will be implemented. Committee members are Brenda Gustafson and Arletta Dawson (co-chairs), Evan Abbey, Joshua Burke, Courtney Croatt, Lynn McCartney, Sol Rajch and Julie Sypersma. In preparation for the new site launch, committee members will be visiting with each program area workgroup to provide information on policies and guidelines for the new Web site and to offer assistance in preparing for the transition. If your program has content on the current site, please review your existing content and remove pages and artifacts such as documents, PDFs PowerPoints and graphics that are out of date. This will assist us in the review and will facilitate a smooth transition into the new structure.

All staff members who will have responsibility for Web site content should plan on attending at least the basic level of CMS training available every Wednesday in the computer lab. You may sign up for a class via the Universal Registration system. The CMS has recently been upgraded and has a host of new features to assist you with your page development. Even if you have prior experience with the CMS, we recommend that you attend the basic training to familiarize yourself with the new technology.

The Web Committee has been working hard to ensure that the transition to the new site will be as smooth as possible. Ultimately our goal to is to provide our staff, clients and community with a Web site that is visually appealing, user friendly and brimming with timely information and useful resources. Be on the lookout for future updates and please feel free to contact any Web Development Committee member if you have questions or suggestions.