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Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
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Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
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Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
Tips For The At Web
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Tips For The At Web

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Tips for the Accidental Techie …

Tips for the Accidental Techie
Webinar 11/9/09

Published in: Technology
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  • A lot of people are asking me about XP and Vista and a lot of people confuse Vista and the new version of Office
  • A lot of people are asking me about XP and Vista and a lot of people confuse Vista and the new version of Office
  • Transcript

    • 1. Tips for the Accidental Techie<br />Welcome! <br />Mark Shaw<br />Consulting Manager<br />Presenter<br />mark@mnaonline.org<br />Andy Wolber<br />Executive Director<br />andy@mnaonline.org<br />Adam King<br />Technical Manager<br />adam@mnaonline.org<br />Zakia Beshara<br />Customer Relations Associate<br />zakia@mnaonline.org<br />1<br />Introductions<br /> Name<br /> What Org are you with<br /> What are you here to learn?<br /> For our Webinar today<br /> As your Tech Outreach Tool?<br /> Mute *6 on your phone<br />
    • 2. Great Tool to reach Staff <br />2<br />
    • 3. Slides and Attachment Available from…http://www.slideshare.net/npowermichiganAll slides are Numbered in case you need to follow that wayAttachmenthttp://checkvist.com/checklists/20348-tips-for-the-accidental-techie<br />3<br />
    • 4. On the Menu Today!<br /><ul><li>NP Tech Support & Roles
    • 5. The Basics
    • 6. Maintenance
    • 7. Tips & Tricks
    • 8. Buy or Upgrade
    • 9. Tech Resources & Training</li></ul>4<br />
    • 10. Nonprofit Tech Support<br />And Roles<br />5<br />
    • 11. How Many IT Staff Per 100 Employees?<br />HMO<br />Government<br />For profit<br />Nonprofit<br />Source: U.S. Bureau of Labor Statistics, Mass. Department of Education, 1998.<br />
    • 12. Time Spent on IT Functions<br />That’s 75%!<br />Source: NTEN 2006 Nonprofit IT Staffing Survey Report.<br />
    • 13. IT Service Evolution<br />Chaotic – Reactive – Proactive – Managed – Utility<br />Full Managed Services: <br /><ul><li> Service Level Agreement with fixed monthly cost
    • 14. HW as a Service (Hosting)‏
    • 15. SW as a Service (Hosting)‏</li></ul>Partial Managed Services:<br /><ul><li> Proactive
    • 16. Remote management
    • 17. Allows detailed understanding of client</li></ul>Degree of Virtualization and Efficiency for Client<br />Managed Services are recurring services provided either on site or remotely on a contractual basis.<br />IT as Investment:<br /><ul><li> Scheduled Support
    • 18. Client understands value of IT
    • 19. Somewhat proactive
    • 20. Downtime reduced</li></ul>Break/Fix:<br /><ul><li> Totally reactive
    • 21. Client pays for downtime
    • 22. Low investment/low return</li></ul>Degree of Virtualization and Efficiency<br />Source: NPower DC, slide modified to present generic picture of services.<br />
    • 23. Volunteers available<br />Volunteers!<br />
    • 24. Volunteers are best for:<br />Short term projects<br />Projects that have an easily definable end<br />Projects that aren’t time sensitive<br />Projects that aren’t critical<br />
    • 25. Staff<br />
    • 26. Staff are best for:<br />Simple troubleshooting<br />Triaging issues before escalating externally<br />Projects that require immediate assistance<br />Maintaining critical documentation<br />Direction for others implementing long-term projects<br />
    • 27. Contractors<br />
    • 28. Contractors are best for:<br />Issues that require significant, rarely needed expertise<br />One-time projects<br />Server configuration / upgrade / migration<br />Database development<br />Multi-site integration<br />Phone system setup<br />
    • 29. The Basics<br />15<br />
    • 30. The Basics<br />Data Ownership Issues<br />Make staff aware that the organization owns the data<br /> Including<br /><ul><li>Email
    • 31. Financials
    • 32. Documentation
    • 33. Databases
    • 34. Websites
    • 35. Other</li></ul>16<br />
    • 36. Documentation<br />Ziplock baggies<br />Create a Network Binder<br />Usernames, passwords, licensing, network diagram etc.<br />17<br />The Basics<br />
    • 37. The Basics<br />Network Binder Starting Point<br />www.webjunction.org/do/DisplayContent?id=12489<br />
    • 38. Create an Inventory<br />Why? <br />Insurance<br />Audits<br />Easy to identify hardware needs<br />Inventory Tools<br />Belarc Advisor <br />Download.com<br />Best for small Org’s fewer systems<br />Spiceworks<br />For Larger client/server<br />Not free<br />Includes Helpdesk Trouble Ticket<br />Can be enabled/disabled to help server/network performance issue<br />19<br />The Basics<br />
    • 39. 20<br />
    • 40. Others..<br />Label Managed Devices<br /><ul><li>Printers Fixed IP# on the cover
    • 41. Router IP#, User & Pwd labeled to bottom</li></ul>Velcro or Tape the Driver CD to printers/copiers<br />Keep “key” files close easy to get to<br /><ul><li>Drivers, Ccleaner, Malwarebytes, Adobe9, Java, etc.
    • 42. Tech Flash Drive
    • 43. Tech Server or NAS share</li></ul>Carry an Info txt File (secure it!)<br /><ul><li>Accounts
    • 44. URL’s user/pwd
    • 45. Support Phone numbers
    • 46. Contact Names</li></ul>21<br />The Basics<br />
    • 47. Use a single Data Repository for Staff<br />Easy to backup, recover, find, etc<br /><ul><li>Redirected My Documents (to server)
    • 48. NAS or Server Drive Share
    • 49. Helps to define data ownership</li></ul>22<br />The Basics<br />
    • 50. Maintenance<br />23<br />
    • 51. New or Rebuilt System Setup<br />Define your Setup “Boilerplate”<br /><ul><li>Uninstall unwanted Apps
    • 52. XP or Win7 – Patched and updated
    • 53. Latest hardware drivers etc.
    • 54. Office 2007 – Patched and Updated
    • 55. Antivirus – Updated
    • 56. Setup Microsoft Update
    • 57. Install/update Java, Adobe Reader, Adobe Flash, pdf creator
    • 58. Org specific Apps (Database shortcut etc)
    • 59. Setup the Users profile, email account
    • 60. Here’s your chance to standardize the desktop!
    • 61. Install Printers and other peripherals
    • 62. Add your tools: Ccleaner, Managed Care, Remote Access, etc.
    • 63. Defrag Disk, Run Ccleaner</li></ul>24<br />Maintenance<br />
    • 64. Maintenance<br />PC Decrapifier<br />Identifies and Removes “Bloatware”<br />
    • 65. Setup Clients for “Microsoft Update”<br />Combines Microsoft Product Updates<br />Can be Automated<br />26<br />Maintenance<br />
    • 66. Updates and Service Patches<br />Check Your Service Pack<br />Rgtclk My Computer<br />Properties<br />General Tab<br />System<br />XP Service Pack 3 + Updates<br />VISTA Service Pack 1 + Updates<br />Win7 Just a few now<br />Service Packs and Updates<br />First Update?: Repeat until there are no more<br />27<br />Maintenance<br />
    • 67. Maintenance<br />Caution Staff for “Gotchya’s”<br />“Gotchya”<br />28<br />
    • 68. Maintenance<br />Printers<br />Get rid of your Inkjets<br />Troubleshooting Printer Problems<br />Look for the obvious<br />Ck Cabling <br />Network switches for Workgroup units<br />Correct Printer Selected? Driver? Port?<br />For jams remove toner(s) and trays and carefully remove paper pieces<br />Frequent Jamming?<br />Printer Maintenance Kit<br />Give new Life to Printers<br />Easy to install (pickup roller, transfer roller, takeup pad, etc.)<br />Google “HP Printer Maintenance Kit” etc.<br />Label Jams / Black Streaks / Marks<br />Replace toner cartridge<br />Clean with ONLY Alcohol and Qtip swabs<br />Small Shop Vac to clean up toner deposits<br />
    • 69. Backups<br />Good<br />USB Flash Drives<br />Full or Mini USB Hard Drives<br />NAS Network Drive<br />Server Share<br />DLT Tapes?<br />Not so Good<br />Zip drives<br />CD/DVD burning<br />Chips (SD, Compaq..)<br />4mm or 8mm Tape<br />30<br />Maintenance<br />
    • 70. Antivirus<br />Inexpensive from Techsoup.org<br />Corporate Versions (for server networks)<br /> Symantec Corporate<br /> Symantec End Point<br />Client only Versions<br /> Norton Antivirus 2010<br />31<br />Maintenance<br />
    • 71. Maintenance<br />http://j.mp/MicrosoftSecurity<br />
    • 72. Maintenance<br />
    • 73. Spyware / Malware <br />New Antivirus handles Spyware<br />Removal Applications<br />Adaware or Spybot<br /> (Downloads.com) <br />Malwarebytes.com<br />34<br />Maintenance<br />
    • 74. Maintenance<br />Vulnerability Scanhttp://secunia.com/vulnerability_scanning/online/<br />
    • 75. 36<br />Maintenance<br />Security Issues<br />Auto logoff<br />Setup: Enable the screen saver, and set a password for it. Right click the desktop, choose properties, then screen saver. Enable it with the flavor of your choice, then click in the password box. Choose a time value in minutes for the screensaver to kick in, and you&amp;apos;re done. <br />Strong passwords<br /><ul><li>6 to 8 characters
    • 76. Number or Symbol
    • 77. Case change (cap/nocap)</li></ul>No WEP for wireless<br />User Breeches<br />Use a “Double NAT” to secure open “pubic” wireless<br />Internal LAN<br />WAP is secure<br />192.168.0.###<br />Public<br />WAP is open<br />192.168.1.###<br />Network wire<br />
    • 78. Maintenance<br />System Cleanup<br />CCleaner.com<br />Download &amp; Install<br />ONE<br />Cleaner Tab<br />Analyze<br />Run Cleaner<br />37<br />
    • 79. TWO<br />Registry Tab<br />Scan for Issues<br />Fix Selected issues<br />38<br />Maintenance<br />
    • 80. Disk Defrag<br />XP in System Tools<br />Run 4 or 5 passes<br />Auslogics Disk Defrag a must for VISTA<br />SSD Drives DO NOT need Disk Defrag<br />Win7 is improved! <br />Runs repeated passes until optimized! <br />39<br />Maintenance<br />www.auslogics.com/disk-defrag<br />
    • 81. Maintenance<br />Encourage.. “Email Maintenance”<br />Review and delete items in “Junk Email” folder<br />Empty deleted mail<br />Use the “File -&amp;gt; Archive” function to move old information to an archive file<br />Compress your Outlook file (varies by program and account)<br />
    • 82. Troubleshooting Tips<br /><ul><li>Check the obvious FIRST</li></ul> Cables, power cords, network devices, are other systems OK?, etc..<br /><ul><li>Wait !! Don’t Change the settings</li></ul> If it worked before it’s not probable it was changed “magically”<br /><ul><li>Know your “Technical limits”</li></ul>Make the Call.. Tech Support is standing by!<br /><ul><li>Tech Support calls
    • 83. Be specific and clear
    • 84. Be prepared
    • 85. Serial Numbers, Make and Model, Account Info, Service Tag, Express Service Code, … all before you pick up the phone!</li></ul>41<br />Maintenance<br />
    • 86. Maintenance<br />Safe Mode<br /><ul><li>Loads bare-bones Windows
    • 87. Safe Mode
    • 88. Safe Mode with Network
    • 89. If error does not occur in Safe Mode, probably an error with a recently installed program
    • 90. Uninstall recent programs, run virus scan, run spyware scan…. Cross Fingers!</li></li></ul><li>Maintenance<br />System Restore <br /><ul><li>Restores Windows to a point in the past before problems occurred
    • 91. Will not lose files or emails
    • 92. Can help with bad spyware and virus infections
    • 93. Start  All Programs  Accessories  System Tools  System Restore</li></li></ul><li>Maintenance<br />Cleaning a system<br />Uninstall unused programs<br />Uninstall toolbars<br />Install all Microsoft updates<br />Update anti-virus &amp; run a full sys scan in Safe Mode<br />Run a scan using housecall.trendmicro.com<br />Update Spyware Malware and scan in Safe Mode<br />Turn on system firewall<br />Install CCleaner (cleaner and Registry tabs)<br />Remove undesired start-up items<br />Ck Startup Group<br />Review Startup in CCleaner<br />Defrag the drive<br />Minor optimizations: Turn sounds off, Modify boot time, Optimize visuals for best performance, Make desktop single color<br />
    • 94. Bad Virus or Just “Messed Up”<br />Destructive Rebuild<br />Should be “hardware worthy” New?<br />Great time to add more RAM, blowout dust, etc<br />About 3 to 4 hrs for rebuild, updates and data migration.<br />1st! Backup Data, Email files, Favorites<br />Remove HD<br />Access as 2ndary on another system<br />Place HD in an External USB HD Case<br />Reload OS<br />Save the Diagnostic Partition<br />Delete (L) the Data Partition and reformat/install<br />Reload drivers from Mfg website and build to Boilerplate<br />45<br />Maintenance<br />
    • 95. Maintenance<br />Free Disk Imaging<br />http://tinyurl.com/25gnnx<br />
    • 96. Maintenance<br />Computer Lab?http://tinyurl.com/ytknan<br />
    • 97. Maintenance<br /><ul><li>Schedule Maintenance Tasks
    • 98. Define what you expect Users to do</li></ul>Weekly<br />Check backup<br />Check anti-virus<br />Check anti-spyware software<br />Ccleaner “Cleaner Tab”<br />Browser Clean<br />Monthly<br /><ul><li>Manual check for Microsoft updates
    • 99. Manual update security software:
    • 100. Anti-virus
    • 101. Anti-spyware
    • 102. Run a full system scan:
    • 103. Anti-virus
    • 104. Spyware Malware
    • 105. Defragment disk</li></ul>Yearly<br /><ul><li>Cleankeyboard & mouse
    • 106. Check all software updates and versions
    • 107. Optional: image your system
    • 108. Optional: reformat and clean reinstall
    • 109. Archive email every 6 to 12 months</li></li></ul><li>Tips and Tricks<br />49<br />
    • 110. Tips and Tricks<br />Office 2003 Compatibility Pack<br />50<br />.doc <br />.ppt<br />.xls<br />.docx<br />.pptx<br />.xlsx<br />http://office.microsoft.com/en-us/products/ha101686761033.aspx?WT.mc_id=42<br />
    • 111. Migrate Server Apps to the “Cloud”<br /><ul><li>Exchange, Database, Financials,
    • 112. Cost effective over Internal Server & App
    • 113. Advantages of Cloud Apps</li></ul>Work from ANY computer anywhere<br />No backups, no server, no maintenance<br />No client installations<br />Secure<br /><ul><li>More about Cloud Apps</li></ul> Still needs to be “managed”<br /> Might want to bump your bandwidth up<br />51<br />Tips and Tricks<br />
    • 114. Server Alternatives<br />Simplify local file sharing and backups<br />52<br />Tips and Tricks<br />$150 to $700<br />Easy setup and maintenance<br />Reliable, secure<br />Microsoft Home Server<br /><ul><li>10 user limit
    • 115. Excellent Backup and Restore
    • 116. Reliable
    • 117. Up to 4 Tb</li></ul>Network Storage Device (NAS)<br /><ul><li>Unlimited Users
    • 118. Good Backup & File Sharing
    • 119. Reliable
    • 120. Size based on model & HD’s</li></li></ul><li>Tips and Tricks<br />Xobni.com<br />Outlook Search Tool<br />
    • 121. Tips and Tricks<br />LogMeIn.com<br />Free access to your computer at the office<br />Work on files, email, etc.<br />
    • 122. Tips and Tricks<br />Zolved<br />Free remote access<br />Two sides 1) Support Person 2) User in need<br />
    • 123. Tips and Tricks<br />http://j.mp<br />Allows you to shorten, share, and track links<br />
    • 124. Tips and Tricks<br />Pdf File Creation<br />Generate from a “pdf printer”<br />Generate from a “Save as”<br /><ul><li>PDF Creator - http://sourceforge.net/projects/pdfcreator/
    • 125. PDF 995 – http://www.pdf995.com
    • 126. SaveAsPDF for Office 2007 -- http://tinyurl.com/6lpoyd
    • 127. All Free!</li></ul>Adobe Acrobat 9 - $299 retail<br />
    • 128. Buy or Upgrade<br />58<br />
    • 129. Buy or Upgrade<br />Hardware Reality Check<br />3 to 5 years Old ?<br />Match RAM to OS<br /> If needed usually worth a Rebuild<br /> Not worth extensive upgrades<br />Older than 5 years ?<br />Replace<br /> Issue with your “Boiler Plate”<br />59<br />
    • 130. Upgrade<br />Memory<br />System is 3 to 5 years old<br />98% of the time..Only HW upgrade worth doing<br /> “Bang for Buck”<br />OS Guideline<br /> XP = 1-2Gb <br /> Vista Win7 = 3-4Gb<br />USE A MEMORY CONFIGURATION TOOL!!!<br />Example: Crucial.com, newegg.com, etc..<br />
    • 131. Buy<br />Buy “Business Grade” <br />“Consumer Grade” too much “Bloatware”<br />Home and Home Office<br />Small &amp; Medium Business<br />Enterprise<br />Dell Examples<br /><ul><li>Dell Vostro
    • 132. Dell Optiplex</li></li></ul><li>Buy<br />Processor Components<br />Performance variables between Series Models<br />Number of Cores (Single, Duo, Quad..)<br />Cache (2Mb, 6Mb, 12Mb)<br />Speed (2.3Ghz)<br />FSB (1333 mhz, 1066 mhz)<br />Today Intel is king<br />Good Core2 or Centrino<br />Better Quad Core<br />Best Core i7 and Extreme Versions<br />Which is a better?<br />
    • 133. Buy<br />?<br />Intel Integrated X4500Hd NvidiaGforce 9800 512mb<br />
    • 134. Network Upgrades<br />Upgrade to Gigabit Switch<br />“Quick Win” for network performance<br /> Great for Server / NAS and Clients less than 3yrs<br />Cabling<br />Cat5 Up to 100bt (250ft)<br /> Cat5e Up to 1000bt (200ft)<br /> Cat6 Better for Gb<br />Firewall as a bottleneck?<br />Newer Units can “Open up” available bandwidth<br />
    • 135. Network Upgrades<br />Content Filtering<br />As a..<br />Firewall Subscription<br />Hosted Service<br /> www.opendns.com<br />
    • 136. Tech Resources<br />Training<br />66<br />
    • 137. Tech Resources<br />Searching<br />
    • 138. Tips and Tricks<br />Search by:<br />Hardware make / model number<br />Error number<br />Program name / version number<br />Error description<br />Operating system version<br />Key phrase<br />
    • 139. Tech Resources<br />http://NPTechguide.pbwiki.com/<br />
    • 140. Tech Resources<br />
    • 141. Tech Resources<br />
    • 142. Tech Resources<br />By Sue Bennett<br />
    • 143. Tech Resources<br />TechSoup.org Software AND NPO Information<br /><ul><li>Microsoft Office 2007 Professional - $20
    • 144. PeachTree Premium Accounting 2009 - $65
    • 145. Quickbooks Premier 2008 - $45</li></li></ul><li>Online Training<br />Office.Microsoft.com<br />Free training and demos for Office 2003 &amp; 2007<br />
    • 146. Online Training<br />HP.com/go/learningcenter<br />Basic computer, email, Office suite training<br />
    • 147. Online Training<br />Nonprofit Technology Webinars and Info Source<br /><ul><li>Choosing a database
    • 148. Blogging
    • 149. Web Redesign
    • 150. Online Donations
    • 151. Social Media</li></ul>NTEN.org<br />Idealware.org<br />

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