Alabama PEPE Program
|
Alabama PEPE Program |
|
|
|
|
|
|
Some of you have indicated problems with downloading or saving Microsoft
Excel and Word files. Although these files can be opened directly in your
browser, we recommend that you save the files to your computer first by right
mouse clicking on the file name and saving the file to a directory on your
computer or choosing the
“save” option rather than the “open” option if that option appears (e.g., in
Windows XP). Below are some answers to questions we have received.
If you still are having problems after reviewing the questions and answers,
please
Microsoft’s knowledge base has indicated that this may occur if you open Office documents in Internet Explorer and you do not have the latest service release patches installed. They suggest installing the latest patches as one solution. This problem may also occur as a result of the security authentications set on the various Internet servers and your security settings in your browser. Either set the PEPE website as a trusted source in your security settings or set your security level to a lower level (not recommended as a permanent setting.) The best solution is to right mouse-click on the filename on the web page and save the file to your PC rather than opening the file in your browser if you wish to save the file for future reference. (In Office and Windows XP, choose “save” if that option appears when you mouse click on the file.)
This problem sometimes occurs if you open a Word or Excel file on the web page in various versions of Internet Explorer (or an Excel file using Windows XP) and then try to save the file. Choosing “cancel” will allow you to continue, but without saving your work. The following steps will allow you to save the file
to your PC without losing data: Microsoft has indicated that choosing the “save as” and then “cancel” sequence several times may eventually bring up the dialogue box for saving to your PC. Otherwise, choose “cancel” and copy your data into a temporary spreadsheet or document for transferring to a file that you have downloaded (click here for how to do this).
If you wish just to view the file and not refer to it a lot or enter data, you could mouse click on the file name link and view it in your web browser. However, if you have a slow connection (e.g., dial-up access rather than broadband), the files may take a few seconds to appear and viewing may be slow. If you refer to the file a lot (e.g., read through or print a manual, enter data in Excel, view offline or print a PowerPoint), you will want to download the file. Some of the files are large in size (especially the downloadable PowerPoint files) and will take several seconds to download using a dial-up modem. Once downloaded to your desktop PC and accessed from your computer, the access and viewing speed will be what you would normally expect from your computer. (Note: the PowerPoint presentations that are indicated as optimized for viewing directly on the web should work fairly fast on a dial-up connection and are intended for viewing on the web. If you wish to view these presentations off-line, then you will need to download the PowerPoint files that are indicated for downloading).
To download and save a file from a web page: 1) right mouse-click on the file name shown as a link (a link is displayed as blue, underlined text on the web page). Do not left mouse-click, as this will open the file and display the document in your browser. 2) when a dialogue box appears, choose “save target as” in Internet Explorer or in Netscape choose the “save as” or “save link as” option. 3) a box will now appear for you to indicate where you want to save the file on your desktop computer (location selection is made in the top part of the box) and for you to indicate the file name to give it (toward the bottom of the box). We suggest that you use the file name listed. If the 3-letter file extension shows (you must have that option turned on in your computer for it to show), Microsoft Word files will appear as “.doc”, Microsoft Excel as “.xls”, PowerPoint as “.ppt”, and Adobe Acrobat as “.pdf”. 4) After downloading the files you need, you can now exit the website and open the downloaded files directly from the locations you saved them to on your PC. Open a file as you normally do by either mouse clicking on the filename or opening the software program (e.g. Word for “.doc” files, Acrobat Reader for “.pdf” files, Excel for “.xls” files) and then opening the file through the “File-Open” menu on the top toolbar of the software program.
After opening the downloaded Excel file, it is recommended that you save the file with the name that identifies what was keyed or will be keyed (e.g., name of the individual being evaluated – such as “jsmithsurvey0203” if you are keying in survey data for John Smith for the 2002-03 school year). To save the file, choose “save as” under the File menu choice in the top toolbar of the Excel Program and type in the location and filename you prefer. (Note: Do not choose “save” at this time, as it will replace the file you downloaded. You will want to keep the downloaded file as your template.). You should now have two files on your computer – the one with the downloaded file name and the one you just named for the person being evaluated. If you wish to key in data for another individual, open the file with the downloaded file name and choose “save as” to save the file indicating the new individual’s data. Once you have a file opened for an individual, you can now save the data you have keyed by choosing the “save” option in the “File” menu or clicking on the diskette icon in the toolbar. You could also choose “save as” and click “OK” if the appropriate filename appears.
1) If a password dialog box appears, click cancel. Do not close out your browser and do not back space in your browser. 2) Click on "File" in the top toolbar and select "Work Offline" (you will not be able to access the Internet while working offline) 3) Next, choose "Save As" from the menu in the "File" toolbar 4) Save the file to a directory on your computer using any filename (note the file name and directory to which you saved the file). 5) Click on "File" in the top toolbar and select "Work Offline" to uncheck the selection and be able to access the Internet. As an alternative: 2) Open a new, blank Excel spreadsheet on your desktop computer. You will now have two Excel sessions opened, the one in your browser with the data entered and the one on your PC showing blank spreadsheets. 3) For the particular data-entry tab in the Excel browser session, highlight all the data you keyed from the browser Excel session and then choose “copy” from the “Edit” menu in the Excel toolbar (make sure it is menu shown from the browser Excel session). 4) Switch windows to the blank Excel spreadsheet you have opened and after placing your cursor in Cell A1, choose “paste” form the “Edit” menu in the Excel toolbar (make sure it is the “edit” menu on the Excel session on your PC). The data should now show in the spreadsheet. 5) If you keyed data in other data entry tabs, repeat steps 3 and 4, but paste in an empty spreadsheet (you can select sheet 2 at the bottom of the Excel workbook opened on your desktop). 6) Close out the Excel session in your browser and download the appropriate Excel file to your PC (see downloading instructions).7) Open the downloaded file on your desktop PC. You should now have two Excel sessions opened, the one with the pasted data in a spreadsheet and the session with the survey analysis workbook. 8) Highlight the data from the pasted data spreadsheet and then “copy” this data using the “Edit” menu. 9) Switch to the survey analysis program, place your cursor under the first respondent for the appropriate survey group and “paste” the data into the template. Repeat this process for each survey group, if needed. 10) Save the newly pasted file using the “save as” option under the “File” menu (see how to save Excel data).
|
Copyright © 2001-2007 Alabama Department of Education
This page was updated on 02/21/2007
