Ask Alicia

Along with questions, I will also post about my favorite software programs, ebooks, or newest technology. Today I am going to tell you about an electronic filing program to help organize your business.

Many business professionals are now keeping electronic files instead of paper and have no way of organizing them. I know I am personally not a fan of paper; but I am a fan of organization. Scansoft Paperport came to my rescue with a program that is inexpensive and unique.

Paperport allows you to easily organize, find, and share your documents. The program allows you to color code all of your files just like you would with your hanging filing system. With Paperport, you can e-mail multiple files using their built-in toolbar and a few clicks. Another great feature you will receive is a PDF printer that allows you to create PDF files by selecting the Paperport printer. How easy, right? If a client sends me an important e-mail that I would usually print for their file, I now instead send it to the Paperport printer.

My favorite Paperport feature is the forms tool. This tool allows you to complete forms that are electronic or paper. For example if you have a paper document that needs typed out and you only have a paper copy, what would you do? With Paperport you can scan it in, run it through the wizard, and presto! - you have an interactive form. You can type on the document, add post-in notes, and even highlight certain areas. When you print, everything looks professional and clean.

I use Paperport everyday; it is the first program I open in the morning. If you were not lucky enough to receive Paperport free with your scanner, you can buy and download it today for $99. (Depending on the website).

To check out more about Paperport and the special functions it comes with visit http://www.nuance.com/paperport/.

Have a question or suggestion for “Ask Alicia”? Email it to me at blog@mmrsolutions.com.

Have a Fantabulous Day! Alicia

Alicia Rittenhouse, Virtual Assistant

MMR Business Solutions – http://www.mmrsolutions.com

Dear Ask Alicia,

I just received a .docx file and cannot open it. I am not familiar with this type of file. Can you help me?

Frustrated VA, Ohio

Thank you for your question and yes, I can help you. This type of file is actually a Word document. Microsoft released their newest version of Office with some new file extensions. You now know a .docx is a Word 2007 XML Document but some others are .xlsx (Excel 2007 XML Workbook), .pptx (PowerPoint 2007 XML Presentation). You can view a complete list from Wikipedia.

If you receive a file from a 2007 user and your computer starts to scream at you, telling you that you cannot open this file. Fear Not! - Microsoft has created a “fix” to this problem for their Office 97-2003 Users.

Please follow this link to download Microsoft Office Compatibility Pack.

I welcome any questions; especially the ones that make you say Argh! I love a challenge and if I do not already know the answer, I will work to find it for you.

You can e-mail me your questions here – blog@mmrsolutions.com. I look forward to hearing from you and helping you out.

Alicia Rittenhouse, Virtual Assistant

MMR Business Solutions – http://www.mmrsolutions.com

Appreciation is the topic of my first post, why I feel it and how my business and work ethics have earned it.

Being at such a young age and having my own business is a career goal many dream about and I feel very lucky to have achieved that dream and have my own business and work from home. I owe that achievement to AssistU and their 20-week VTP program. With the skills I learned from AssistU I was able to start MMR Solutions two years ago and it was the best decision I could have made. They provide you with all the necessary tools to start, utilize, and integrate into your own successful practice. Another valuable lesson that AssistU taught me was to only surround myself with those who would make a positive impact on my life. This week I found out just how important that message would be.

My positive reception started when I joined FaceBook a little less than a month ago after editing one of my client’s tele-seminars. Donna Payne from The Web Coach was Cathy Goodwin’s guest speaker and Donna talked very highly of FaceBook. So I joined. I immediately introduced myself to Donna Payne and Kym Lamb from The Web Coach. They already knew who I was because Cathy had raved to them about what a wonderful Virtual Assistant I am. How nice! Cathy also left me a wonderful comment on my FaceBook “Wall”. She talks about how much I help her, but honestly the pleasure has been all mine because I have learned so much from being her Virtual Assistant!

More regard came last Friday when I received an e-mail from another one of my client’s. Jenn and Heidi were giving me Kudos on their Blog, Boutique Bargains Blog.

You can read it here - http://boutiquebargains.com/blog/kudos-to-our-va/

On this particular occasion when working with Boutique Bargains we had scheduled a recording of an interview for their website. There was one little oversight – no way to get all three of us on one line AND record the call at the same time. I suggested Free Conference Call, and it was just what we needed! Minutes later we were on the same line and recording the call. I learned about Free Conference Call from AssistU, another great tool that the VTP introduced me to.

When I had helped them out that day, to me I just felt like I was doing my duties as their Virtual Assistant but to them my assistance was much more than that and it shows by what they expressed in their blog. I was extremely touched by their post as Heidi and Jenn have already written an incredible testimonial for me so this was the cherry on my sundae.

Yesterday while I was working away, my doorbell rang. To my surprise there was a pretty woman from the Sidney Flower Shop and she had a bouquet for me. Who was sending me flowers…

I carefully took off the tissue paper that protected the flowers and there underneath the paper was the brightest, most colorful bouquet of beautiful lilies. All in my favorite colors hot pink, yellow and orange, and the person that sent them knows that these colors just suit me somehow. And there they were all together in a hot pink vase with a striped bow. As I opened the card, I read the thoughtful notes from one of my closest friends and fellow Virtual Assistant, Gretchen Christy of GC Virtual Support. I am her “Go to Gal” for computer questions and I am always here to answer them because I love helping others out, passing on the knowledge and experience I have acquired being a Virtual Assistant.

Over the past week I realized that I have truly achieved a great milestone in surrounding myself with great friends and great clients. I absolutely adore everyone that I work with and I am proud of the service I provide for my clients. I am also greatly appreciative what they do for me, give me the opportunity to grow as a Virtual Assistant and pass on the experiences to fellow Virtual Assistants who are not only professionals but people I am proud to call my friends. The gratitude and appreciation I feel is the ultimate reward, as I worked hard for it, and it’s great to feel the pay off in so many ways!

I encourage you to sign up to receive updates and send your technical questions to me. I will answer them with instructions that “make sense”. You can e-mail me your questions here – blog@mmrsolutions.com. I look forward to hearing from you and helping you out.

Alicia Rittenhouse, Virtual Assistant

MMR Business Solutions – http://www.mmrsolutions.com