Just try it. Give this podcast from Headspace about the healthy use of technology 15 minutes of your time. Pause to reflect on the way you use technology, and the extent to which switching between one window and another, between email and document, text message and Facebook, music and video, might be knocking up toxic cerebral froth.

You’ll know from my anti-multi-tasking rants that I don’t have a lot of time for the idea that ‘multi-tasking’ is a good thing. Although this podcast doesn’t use the term ‘multi-tasking’, it does refer to the documented negative effects of overstimulating your brain by constant task-switching on digital technology. It’s an important message, because it’s not just kids that try to do ten things at once with technology, it’s all of us who have the means. We need, I believe, to stop buying into the idea that we have endless processing power. I might just sign up to Headspace and give myself a break.

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Use  conventional tools if they’re better suited to the job at hand. Notebooks (real notebooks, not the electronic kind) are cheap, robust, durable, don’t need electricity, don’t require any special skills, offer  fast random access, and boot up immediately.  They are less distracting in a hundred ways than a computer, and much quicker to use. They’re light and portable, and can be tilted, folded, bent, torn, listened to, stroked and smelled.

A notebook hides nothing away in files, folders and applications. If it’s in there, you’ll find it. Handwritten notes bear the indelible marks of the day when you made them – the colour, weight and angle of the pen, the speed of your writing, minute irregularities of line and shape. A coffee or red wine stain may remind  you  where you were when you made it. These things are erased or never inscribed by a computer.

Many brilliant people I have met from fields as diverse as management, retail, choreography, design, writing, academia and  computer programming use notebooks for  the big stuff – planning, thinking, sketching, dealing with people. By contrast, I’ve watched hours of working life go by where technology has provided the appearance of serious activity but achieved nothing.

My personal favourites, for design and paper quality, are the B5 notebooks from Muji that come in packs of 5 for £4. What’s yours?

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A real template in Word is a thing of beauty and magic that can be used to save you a lot of time and make your computer do what it does best:  quickly and painlessly automate repetitive tasks.  I say real templates, because a lot of people use the word ‘template’ to mean nothing more than a Word document that just provides an example of what a document should look like. A real template ends in the file extension .dot, and when you click on it, will automatically create a new blank document based on the template.  so if someone says ‘I’m attaching a template’ and the file ends in .doc, it’s not a template. Here’s how to do it properly:

1. Think of a document type that has that you use a lot, like a letter or invoice
2. Start a new document in Word.
3. Spend time creating all the fancy elements that are particular to you such as
   - Your name and address and other contact details
   - An automated field for today’s date (see instructions below)
   - Page numbers, footers, headers
   - A scan of your signature, with your name and title underneath it
   - Bank details (if it’s an invoice)
4.  Now go to the file menu, and select ‘Save As’
5. From the dialog box that appears, look down to the ‘Format’ field, and change the Format to one of the Template (.dot) options.  Choose Word 97-2004 Template if you’re sending it to someone else (just to be safe), Word Template (.dotx) if it’s only you that’s going to be using it.
   
6. Give the template a memorable and useful name, and press OK to save the document (which is now not strictly a document anymore, but a template)

To use the template (these instructions are for Word for Mac 2008 – in Word for Windows, you go to File>New and then select ‘from template’ ).

1. Go to the File>Project Gallery

2. From the menu that appears, select ‘My Templates’ and the template you created will be there.

3. Click on the template. A new blank document will be created with all the features that you specified. If you inserted an automatic date field, today’s date will be inserted (see instructions below).

4. Save this new document as something meaningful on your computer.

NOTES

How to insert the date automatically every time you create a new document based on a template

1. Go to the Insert menu, and select Insert>Field 

2. Select ‘Date and Time’ and use the ‘Create Date’ option

3. Press’ Options’ and select the format that the date should have, and remember to press ‘Add to field’ and ‘OK’ afterwards

• Templates can be very complex things: for example, I’ve got one that I use for creating units in module study guides that have to have a cover page with the company logo on, page numbering, particular heading and text styles, and so on. Clicking on ‘Template’ creates a whole new document with a cover page including all the graphics.
• Used in conjunction with forms (see earlier post on forms), templates can be doubly powerful: you could for example create an invoice template with form  fields for all the variable data like the name of the job and the unit price and so on.
• Another way to use templates is to drag a shortcut to the template to your desktop. That way, you click on the template shortcut and kerplang! Word starts up automatically with a shiny new document ready for you to type into. To do this, you need to know where the template it stored (see below).
• If you need to edit the template, you need to know where templates are stored on your computer. Once you know, you then select File>Open and locate the template in question to edit it
• To find out where your computer stores templates, on a Mac go to Preferences pane in Word and select File locations. (it’s under Tools>Options on a PC) Make a note of where the  ’templates’ are stored. You can press ‘modify’ to put them somewhere else. Frankly, I wouldn’t though. 

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Sometimes you want to share something on Facebook that you know might offend a person in your network because of their particular views or life circumstances. You can chose to hide your posts from that person or several people at once. You can do it before you post something, or retrospectively:

1. At the end of your post, click on the ‘Friends’ sign, and select ‘custom’

2. Underneath ‘Hide this from’ start typing the name of the person that you want to hide the post from. Their name will appear – select it.

From now on, anything you post will be hidden from this person or list of people (if you added more than one) until you revoke it, but they will not know that you’ve done it.

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This is the problem: you need to insert a large table in landscape format into a document that is portrait the rest of the time. You don’t want to make the whole document landscape for the sake of one page. This is how you do it. Although the instructions here are for Word for Mac 2008, the over-riding principle is the same in any version of Word – create a section break, then apply the ‘landscape’ instruction to that section only.

1.  At the point where you want to create the landscape page, go to Insert>Break>Section Break (Next page)

2. Now go to File>Page setup and change the page orientation to landscape, and if you’re using a Mac, after you’ve done that, change the settings to ‘Microsoft Word’ as shown below.

3.  From the menu that appears, select the option to apply the changes to ‘this section’ 

5. Make your table or whatever it is on this page.

• If  you know that this is going to be the only landscape page in the whole document, you can select ‘from this point forward’ when you change the orientation back to portrait in (6) above
• Even though they’re invisible in print-layout view, Section Breaks can be deleted. If you’re not careful, you can backspace over the section break and put your landscape page back into portrait, or vice versa. If this happens, scream and press ‘Undo’ (CTRL+Z or ⌘Z)
• To avoid deleting section breaks accidentally, put the document temporarily in to outline view (View>Outline). This will allow you to see where the section breaks are. Once you’ve finished, go back to View>Print layout)

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