When we purchase a new computer, we also tend to purchase office automation software at the same time. This class of software includes word processors, spreadsheet software, database tools, and presentation software. The most common office automation software package is Microsoft Office, which includes: Word, Excel, Access, and PowerPoint.

And like the operating system and security software that is installed on our computer, we must also keep our office software up to date with the latest patches, security fixes, and product enhancements. Often times, this service is included in the price you paid for the original software, and all you need to do is jump on the Internet and download the updates!

 

Updating Microsoft Office

Updaing Microsoft Office has been made more simple with the introduction of the Microsoft Update Service. This service will look for updates for all of your installed Microsoft products, including: the operating system, Office, media players, and web browsers.

You may choose, however, to update Microsoft Office seperately from the rest of your Microsoft products. This can be done by using the following steps. To print these steps with screen shots, see the PDF version at the bottom of this page.

1. Close any open Microsoft Office components (Access, Excel, FrontPage, PowerPoint, Publisher, or Word).
2. Open Internet Explorer and go to the URL: http://office.microsoft.com/en-us/officeupdate/.
3. Look for the box at the top of the page that says: "Office Update." Click the link in that box that says "Check for Updates" to begin the update process.
4. You may need to install an ActiveX control to run this website; monitor the status bar in your Internet Explorer window for prompts.
5. The website will then scan your system to look for any missing patches or updates. It will then take you to a page where you can select any needed updates (or it will tell you that you are up-to-date).
6. Follow the on-screen prompts to install the update(s).
7. Restart your PC once the updates finish installing.
8. Your Microsoft Office products should now be up-to-date!

 

Secure It

While installing the latest patches is the primary way you can protect your computer from being attacked via the office automation software you use at school, the following tips will help provide you with an added level of security as you use the software:

Disable Macros
Macros are a way for you to automate routine tasks in your office software. They can be used in spreadsheets to calculate complicated worksheets; in presentations to control the flow of the slides; or in word processing software to apply formatting. However, macros can also be used as a means to deliver malicious software to your computer. If you do not use macros in your daily computing routine, consider disabling them. Then, just turn them on when you absolutely need to have them!

 

Scan Before Opening Received Files
Another good habit to get into, is to scan your office documents before you open them to work on them. This is an especially good idea if you have received a file via e-mail from someone else or if you have been working on the document at another computer (say a computer lab) and you are now about to work on it on your own personal machine.

 

Password Protect Sensitive Files
Most office automation software comes with built-in security features that will allow you to add passwords to documents. When a password protected document is opened, it will ask for the password. If that password is not entered, the file cannot be opened. In some programs you can also control what can be done to a document through the use of layered passwords. In this case, different passwords are used to open the document, to print it, or to edit it. Unless the correct set of passwords is entered, the reciepient will be limited in what he or she can do with the file. Use caution when using this tool, though, because if you forget the password, it is next to impossible to retreive it!

 

PDF Resources

• How to Update Microsoft Office