Desk Maintenance

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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
  • You are able to do more and more on your phone…not computer needed
  • Desk Maintenance

    1. 1. Mark Shaw mark@npowermichigan.org
    2. 2. Slides Available from… http://www.slideshare.net/npowermichigan
    3. 3. NPower Mission To inspire and empower nonprofits to use technology to better serve their communities.
    4. 4. • Tech Assessments • Tech Workshops • Project Work • Managed Care – Monitoring and Help desk with remote support
    5. 5.  Current Trends  Best Practices  Maintenance  Basic Troubleshooting  A Review
    6. 6. Computing Trends
    7. 7. Computing Trends Operating System XP Vista Windows 7 Office Suite 2003 2007
    8. 8. 89% 4% 49% 19% Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.
    9. 9. Computing Trends Portable Computers $$$ $
    10. 10. Computing Trends Mobile Devices (for communication, organization, productivity)
    11. 11. Computing Trends • “Cloud Computing” – Applications via Web browser – Rent vs. Buy – Hosted vs. Host Your Own – Work from ANY computer
    12. 12. Computing Trends • “Cloud Computing”
    13. 13. Best Practices
    14. 14. Documentation Ziplock baggies Create a Network Binder • Usernames, passwords, licensing, network diagram etc. Put all that.. in one secure place
    15. 15. Create an Inventory Why? • Insurance • Audits • Easy to identify upgrades Inventory Tools • Belarc Advisor Download.com (search for: “advisor”) • TechAtlas.org Online secure inventory tool • Spiceworks Keep it up-to-date
    16. 16. Keep your files in My Documents • Easy to backup • Easy to find files
    17. 17. What do I Backup ? Email Users have to Backup… • POP3 or IMAP Email Files Email Users do not have to backup… • Exchange or Hosted Exchange • Web only email (hotmail, gmail, yahoo)
    18. 18. What do I Backup ? My Documents C:documents&settingsuserfavorites Favorites C:documents&settingsuserfavorites Other • Quickbooks or Financials • Find out what directory your application stores data in and include it in the backup
    19. 19. Backup Outlook Email 1. Exit all programs.. 2. Copy everything in.. C:documents and settingsusernamelocal settingsapplication dataMicrosoftoutlook 3. Paste to your backup • Make it easy.. Create a shortcut on your desktop to the directory in #2. Name it “Email Files to Backup” Then just open it to copy your email files
    20. 20. Email Best Practices • Email is not a good file storage system • Organize but don’t “over organize” • Clean and Archive at least once a year • Empty “Deleted Items” & “Junk Mail” • Keep AntiVirus up to date! • Backup email!!!
    21. 21. Email Searches Xobni – Excellent search tool for Outlook
    22. 22. Backup Solutions… Best • USB Flash Drives • Full or Mini USB Hard Drives • NAS Network Drive • Server Share Not so good • Zip drives • External CD/DVD • Chips (SD, Compaq..)
    23. 23. About Connectors Standard Mini USB1 and USB2 • Same connector • USB1 is slow! Firewire • IEEE 1394
    24. 24. Avoid “Bloatware” • Buy “Business grade” systems Dell Optiplex or Vostro Don’t come bloated with trial software • Cleanup “Consumer grade” systems Uninstall .. (Add/Remove programs or “Decrapifier” ) • Games • Google Desktop and Toolbar • AOL • MS Works • Norton Internet Security (30 day trial) • MS Office Trial (30 day) • If you’re not sure… leave it!!
    25. 25. Maintenance
    26. 26. System Simplicity Install ONLY what you’ll use  Maximum Performance  Fewer errors and lockouts  Increased “life cycle”
    27. 27. For Installs and Updates Stay Sharp! Never Assume!
    28. 28. Clean it up! • Canned Air or Small Compressor 1. Open case and blow out dust inside 2. Blow out keyboard • Sticky Mouse? 1. Remove Ball 2. Thoroughly Clean rollers, ball and reassemble Buy an Optical mouse!
    29. 29. Updates and Service Patches Status Check Rgt clk My Computer Properties General Tab System definition Microsoft XP Service Patch 3 Microsoft VISTA Service Patch 1 Updates - Yellow Shield in System Tray – Shows when Updates are available – Run Updates ASAP – Begin by closing all applications
    30. 30. Don’t Wait for the shield! Manual Update… 1. Close all applications 2. Select Start, “Windows Update” 3. Safe to do the “installs” that are requested 4. Select “Microsoft Update” and/or Express and follow the instructions. 5. Repeat (2-4) until “your system is up to date” Hint: Be Patient ! Updates may take time.
    31. 31. Office Updates are included under “Microsoft Update”
    32. 32. Antivirus A Must Have Inexpensive from Techsoup.org Corporate Versions (for server networks) Symantec Corporate Symantec End Point Others Client only Versions Norton Antivirus 2009 Others
    33. 33. Antivirus Look at your System Tray! Bottom Right Antivirus should be there Open Antivirus and Check.. 1. Subscription Date 2. Virus Definition Date Antivirus Hints.. – Enable Automatic Updates (not for Corp version) – Run a manual “live update” occasionally – Run Antivirus Full System Scan occasionally
    34. 34. Browser Cleanup Internet Explorer 6 Tools, Internet Options » Delete files (check box) » Delete Cookies » Clear History Internet Explorer 7 or 8 Tools, Internet Options » Delete » Delete All (check box)
    35. 35. Spyware / Malware New Antivirus versions take care of this Removal Applications Adaware Spybot Procedure • Install • Update the definitions • Run the search (takes time) • Delete items it finds
    36. 36. Disk Defrag Procedure 1. Start, Programs, Accessories, System Tools, Disk Defragmenter 2. Select C: drive and Defrag 3. Takes time 4. For Best results, Run 4 or 5 in a row 5. For VISTA.. download Auslogics Disk Defrag
    37. 37. System Cleanup CCleaner.com Download & Install ONE Cleaner Tab 1) Analyze 2) Run Cleaner
    38. 38. TWO Registry Tab 1) Scan for Issues 2) Fix Selected issues
    39. 39. Troubleshooting
    40. 40. Troubleshooting Guide Check the “simple” things FIRST Connections cables, power cords, network devices, are other systems OK?, etc.. Wait !! Don’t Change the settings If it worked before chances are it was not because a setting was “magically” changed • Know when to Stop and get Help! • Be specific with Tech Support calls • Prepare for a call.. before you pick up the phone!
    41. 41. Hardware Reality Check Replace if… • PII (P2) or PIII (P3) Systems • Older than 5 years • Window98 or Windows 2000 • Less than1Gb RAM • Less than 40Gb Hard Drive
    42. 42. Best Fix for Poor Performance Destructive Rebuild • For really bad problems (viruses) • Should be “hardware worthy” P4 better • Great time to add more RAM, etc.. • Takes 3 to 4 hours for rebuild, updates and data migration. • Backup Your Data 1st!
    43. 43. Replace with New • $850 for a 3-5yr desktop • $1500 for a 3-5yr laptop • XP VISTA and Window 7 – Processor (Intel Core2 or AMD FX or X2) – RAM 2Gb or more – CD / DVD burner – Warrantees » Desktops – Optional? » Laptops – A Must Have (2 to 3 accidental ) – Techsoup.org for Office etc.
    44. 44. Let’s Review
    45. 45. Weekly • Backup Email • Backup Data • Updates – Yellow Shield or Manual • Check Virus Software • Is it running in the system tray? • Is it Up-to-date? • Clean the Browser
    46. 46. Monthly • CCleaner • Full System Virus Scan • Manual Virus Live Update • Manual Microsoft Update • Spyware Scan • Defrag C: Disk Drive
    47. 47. Twice a Year • Clean and/or Archive Email • Open Case to blow out dust • Clean Mouse • Clean Keyboard
    48. 48. Step 1 Create a “bucket” File, New, Outlook Data File
    49. 49. Step 2 Select Outlook Data File Type Office Outlook Personal Folders File
    50. 50. Step 3 Name the “Bucket” Example: “ArchMail-01-07thru12-07”
    51. 51. Step 4 Password Protect? Suggest NOT to Password Protect and select OK here
    52. 52. Step 5 Open Personal Folders Your named “bucket” (ArchMail-01-07thru12-07) is seen under Mail Folders (left) as “Personal Folders”
    53. 53. Step 6 Create Folders to Store Email in your “bucket” For each New Folder, Right clk “Personal Folders” and select “New Folder” Example “bucket” folders setup here are: •Clients •Inbox •Staff •Sent •Deleted and Search are defaults
    54. 54. Step 7 Sort and Move Email into the “bucket” folders you created 1) Sort by date (Received) 2) Select the range of emails (use Shift and/or Ctrl keys to select) 3)Drag and drop into “bucket” folders
    55. 55. Step 8 Close the Personal Folders “bucket” 1) After you moved all the email into the “bucket” folders 2) Right Clk Personal Folders and select “Close Personal Folders”
    56. 56. The “bucket” file… In this example: “ArchMail-01-07thru12-07” (or the “Personal Folder” you archived email into..) 1) Is stored in C:Documents and SettingsUsernameLocal SettingsApplication DataMicrosoftOutlook 2) Can be Re-Opened in Outlook 3) Needs to be backed up
    57. 57. To Open a Bucket File… Step 1 Open Outlook Data File (“bucket”) Select File, Open, Outlook Data File
    58. 58. Step 2 Select the “bucket” file you wish to open.. 1) Select the File 2) Select OK
    59. 59. Step 3 Your “bucket” file is seen as “Personal Folders” 1) Open up it’s folders 2) All the email you stored for this “bucket” date range is now available to.. Search, read, copy, print, etc..
    60. 60. Step 4 Close Personal Folders “bucket” 1) After you located your email.. 2) Right Clk Personal Folders and select “Close Personal Folders”
    61. 61. Tips • Work with one Personnel Folder at a time • Create a “Email Files to Backup” shortcut • Makes email backups easy • Put the date in your Archive file names EmailArch-01thru06-2009.pst

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