Shrink Your Excel File

Most of the time,  Excel sheets know how many rows and columns you are using and they ignore the other gazillion. When you scroll to the bottom of the scroll bar, it should be at the bottom of your data.

However, many times I've had an Excel sheet that thought it had more rows and columns than it did. This means that it is hard to scroll to the bottom of your data, since Excel thinks the bottom of the sheet is several screens below where it is. Also, this means that when you insert a row or column, Excel takes a long time thinking about how to move a jillion rows or columns to make room. Also, the file size can get way bigger than it should be.

Today all this made my computer (bought in February) lock up for the first time ever. I had been waiting way too long to move rows around and now the computer had to be restarted and I lost some work. I was not pleased.

I have often tried highlighting the extra rows or columns and deleting them, but this did not seem to have an effect. Today I learned the trick.

  • Click Ctrl-End to see where Excel thinks the sheet ends.
  • Highlight the extra rows, right click, and choose Delete.
  • Repeat for the extra columns.
  • Nothing seems to have happened.
  • Now for the trick: save and close the file.
  • Open the file again and hit Ctrl-End. Excel has magically figured out where the end is, and the file is smaller, and it calculates more quickly, and we all do the dance of joy.
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Resizing Images for the Web

How do you get images just the right size for your web pages? I recommend using WebResizer.com, but that's just one of the free online tools available.

Before you use WebResizer

  • Determine the optimal size for your site. It looks nice if you have a standard size. Here are some sizes that work in the templates my clients are using (width x height in pixels).
    • Grace Presbyterian Church
      • Homepage rotator images – 420 x 240
      • Header images on the inside pages – 546 x 136, though the height can vary
      • Preschool classroom photos – 200×133 pixels
    • ECHO
      • Header rotator images – 165 x 124
    • SCA
      • Ad rotator – 175 x 125
      • Header rotator – 650 x 250
      • Standard size for post images – 250 width
  • Get the image onto your computer in a folder you can locate. This may mean copying from a CD or downloading from somewhere on the internet. Use the biggest, closest to original image you have, as long as it is less than 5MB.
  • If you need to remove red eye, use another program. In Microsoft Office Picture Manager, click Edit in the toolbar and choose Resize in the panel that pops up to the right. You can also use a free download such as Picasa.

To get to know WebResizer, there is a great tutorial on YouTube. Here are the step-by-step instructions.

  • Go to http://www.webresizer.com/resizer/.
  • Click "Choose File" and find the image on your computer.
  • Click "Upload Image."
  • If you need to crop the image
    • Adjust the size to be big enough that your cropped image will be the exact right size. For example, if you want the final image to be 250 pixels wide, resize to 500 before cropping. Enter that larger width in the "New Size" box and click "Apply Changes."
    • Now click "Crop Image."
    • Enter the final dimensions in the boxes that pop up.
      • If that gives you a box that is the wrong size for the image, you may need to do this in multiple steps. Start by cropping to the width you want (by dragging the box handles) but keeping the full height. Then change the width to the correct dimension and crop again for the height.
    • Click "Apply Changes."
  • If you don't need to crop
    • Enter the final width in pixels in the "New Size" box and click "Apply Changes."
    • Confirm that the height is correct. You may still need to crop.
  • If anything goes wrong, click the "Start Over" button!
  • Now you can look at the other features if you like.
    • The Sharpen feature can be great for fuzzy pics.
    • You may want to adjust the Image Quality if your image is still relatively large. Right under the image, it shows the file size of the optimized image. This affects how long it takes for your page to load.
  • When you're satisfied, click "Download This Image."

Now go to your website and insert your image. For WordPress sites, you will usually go to the page or post where you want the image to appear and click the Upload Media button.

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Intro to WordPress for Webmasters

WordPress.orgThis post is for webmasters who are looking for a good website system (CMS) for a small organization.

WordPress is a great, free system that started out as blogging software but has been extended to fit many different types of websites. I recommend WordPress and Joomla. Both are open-source. Both are programmed in PHP (not that you need to know what that means). Both have vibrant communities of users. To choose, look at your departments or the sections of your website. In a church, this might be music, mission activities, youth group, etc. For each of these, will you need a page or two or will you need a mini-site? For a page or two, choose WordPress. For a series of mini-sites, choose Joomla. Joomla is more difficult to get started but makes it easier to manage a larger site.

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CMS: Websites the Modern Way

This article is for non-technical people who create and edit content for websites.

In the olden days, you sent new content and edits to the website administrator in an email and that person took care of it. Sooner or later. For many non-profit organizations the website administrator was a volunteer who kept the site in his or her basement and staff had no access.

The beauty of a Content Management System (CMS) is that now you and all the staff and volunteers of your organization can all edit your own content. The labor is better divided between content experts, designers, and developers, and there are fewer possibilities for mistakes.

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Back Up Your Stuff – It’s Easy

Conclusions

Sugar Sync is best for backupUse SugarSync to back up your files. You get 5 GB of space free and you can sync between computers/devices and share with others. If you use the link above, you get 5.5 GB and I get an extra 0.5 GB, too.

This is as far as most people need to read. The rest is for special situations and background.

Small businesses and non-profits can also benefit from SugarSync. Create a work account and share your folders with coworkers. They can either just view the shared folders online or sync to their own computers. You can enable them to edit, add, and delete files or just to view. Each folder only counts toward one user's 5-GB limit.

For large numbers of pictures, use Google's Picasa Web Albums. You can download Picasa to run on your computer or just use the online version. Google gives you 1 GB of free space, but doesn't count pictures and videos under certain sizes. Plus, you can purchase 20 GB more space for $5 per year. That's PER YEAR, not per month. That's cheap enough even for me. Be sure to set Picasa to sync your photos at their full original sizes. NOTE: as of 7/3/2011 Picasa is in flux. Those who sign up for Google+ will find privacy policies changing to something more like Facebook. You've been warned.

You can now download your Facebook activity directly on Facebook. To back up your Facebook and Twitter activity automatically, use Backupify. It's still a bit primitive, but by the time you want the data it may not be so primitive anymore. You get 2 GB of storage for free.

If you have a WordPress website, I recommend the WordPress Backup to Dropbox plugin. Dropbox gives you 2 GB free, or 2.25 if you use this referral link. It backs up the database and files automatically for free. What more do you want?

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What Is a Favicon?

If you have your own website and domain name, you should have a favicon.

Look up at the tab of your browser where you are viewing this site. You should see a little orange fish. Small Fish Services favicon Cute, huh? The custom favicon (favorite + icon) adds a professional touch to any site. Users see the favicon in their browser windows and if they favorite/bookmark the site. You can create a separate icon to use if a user clips your site on an iPhone. They are relatively easy to make. In fact, the hardest part is probably uploading to your website.

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