1.      Create a directory to store the pictures

a.      In Windows Explorer, create a resident pictures directory or directories (by wing, alphabetically, year)

i                      Click on the Directory that the new directory will be located in (Suggested: Traycare)

ii                    In the Windows Explorer menu, click on File | New | Folder

iii                  Type in the name of the new directory (Suggested: ResPics)

iv                   Use the same procedure to create sub-directories under ResPics as desired

2.    Download the pictures from the camera to the using the camera software and procedures. JPG pictures work best. It is recommended that you rename each of the pictures (Suggested: Residents name abbreviated to 8-12 characters, with no spaces) for easy identification

3.    Trim and resize the pictures to approximately 1.25” square using the camera software, your favorite graphics software, or MSPaint.

a.      MS Paint procedure

i                      Click on: Start | Accessories | Paint

ii                    If the picture needs to be trimmed (to eliminate excess background and to get the picture about square)

·        Click on the dotted rectangular box (the mouseover message will read: “Selects a rectangular part of the picture to move, copy or edit”) on the Paint Toolbox (if the Toolbox is not showing, click on View | Toolbox to activate it)

·        Click on the spot which will be the upper left hand corner of the trimmed picture

·        Holding the left mouse button down, drag the mouse to the lower right hand corner

·        Click in Edit | Copy

·        Click on File | New, do not save the current picture

·        Click on Edit | Paste (If Paste causes your computer to lock up, use Paste Special, and save as an independent bitmap)

·        Save with a new file name (Suggested: Residents name abbreviated, followed by “sm” (for small), with no spaces)

iii                  Resize the picture

·        Click on Image | Attributes and see what the size of the picture is in inches

·        Click on Image | Stretch and resize the pictures as necessary using %. E.g.: If the picture is 5 in by 5 in, enter 25% for the vertical and horizontal Stretch

·        Save the picture and close paint

4.      Insert a Resident Picture

a.      Windows XP procedure

i                      In TRAYCARE, open a Traycard that does not yet have a picture

ii                    Click on the Edit Record button so that you can make changes to the record

iii                  Click on the empty picture field (a black rectangle with side and corner markers should appear)

iv                   Leaving TRAYCARE open, open Windows Explorer and navigate to the correct resident picture directory

v                     Click on the resident’s picture file

vi                   “Drag and drop” (hold the left mouse button down while moving the cursor, let up on the mouse button to drop)

vii                 Or

·        Click on Edit | Copy (or Ctrl-C)

·        Switch back to TRAYCARE

·        With the empty picture field still selected, Click on Edit | Paste (or Ctrl-V)

·        Click on Save Record

b.      Alternative Procedure. If you try the Windows XP procedure and it does not work on your computer, use this procedure in lieu of steps iv-vii above

i                      In your camera software or MSPaint, open the desired picture

ii                    Copy the entire picture (in MSPaint, Edit | Select All, Edit | Copy)

iii                  Switch back to TRAYCARE

iv                   With the empty picture field still selected, Click on Edit | Paste (or Ctrl-V)

v                     Click on Save Record