How To Archives - Page 9 of 9

Top Ten Ways to Keep Your System Running Smoothly

Question: I want to be proactive and keep my system running its best. What should I be doing?

Answer: Here are our “Top Ten Ways to Keep Your System Running Smoothly”

Install High-Priority Updates for Microsoft Windows and Microsoft Office as they become available.
Use Antivirus and Firewall software – run a full virus scan weekly.
Use a Spam filter for incoming email
Do not open email or email attachments unless you are sure who they are from.
Do not download, or install Pop-Up blockers.
Don’t download or install “free” programs unless they are from a known, reliable source.
Defragment your hard disk drive once every month or two.
Be Diligent – Keep all components up to date!!
Back up your data regularly & make sure you are backing up all important files.
Have a regular computer tune up by Home Technology Solutions of Marin.

Email Techniques: Using “bcc:” Instead of “cc:”

Question: I want to send an email to several people but I have security concerns and do not want to share everyone’s email address. Can I do this?

Answer: Yes. Your email security concerns are quite valid and there is a simple solution to this. Most email programs allow you to include recipients as either a carbon copy, “cc:” or as a blind carbon copy or “bcc:”

The difference between the two is that recipients see all addresses that are listed as the “cc:” recipients but they do NOT see who is included on the “bcc:” list. So rather than including everyone in the “To” field or in the “cc:” field you can just put your own email address in the “To” field and then include all the recipients as blind carbon copy or “bcc:” entries.

Everyone will then get the email but will not be able to see who else received the message. And if they do a “Reply All” the reply will only go to you. Much better email and computer security all the way around.

Computer Performance and File Fragmentation

By MikeM

Question: I have a computer that is about two and a half years old and seems to be getting a lot slower, especially when I open programs and load files. Is there something I can do to restore my system’s performance for these functions?

Answer: There are many factors that can impact a computer’s performance (viruses, spyware, hardware malfunctions, not enough RAM, etc.). However on older systems or systems with a lot of files and data on them another factor can be file fragmentation. By nature Windows does not write files in a neat, efficient manner on the hard disk drive. Over time as more files are added, deleted, and modified the fragmentation can become significant.

Fragmentation impacts performance

Fragmentation impacts performance because the hard disk drive has to search a greater area to find all the different fragments of a specific file (program files, data files, Windows files). This leads to longer times reading and loading files and potentially in saving and writing files also.

The Windows defragmentation utility – known to veteran PC users as Defrag – can assist in unscrambling all the file fragments. You can access the Disk Defragmenter by clicking on Start, then click on All Programs, click on Accessories, click on System Tools, then select Disk Defragmenter from the drop down list that appears.

Time Requirement for Defragmentation

The time required for defragmentation can vary based on the CPU speed of the system, the speed of the hard disk drive, the amount of system memory (RAM), and the amount of data on the drive (and sometimes on the phase of the moon). Times can range from 30 minutes to three or four hours on older systems. Be sure to close all applications prior to running a defrag.

Screen Capture Utility Software

By MikeM

If you spend much time using a computer it’s only a matter a time before you have a need to capture an image of a part of a web page or a PDF file or another type of document. Or perhaps you will want to capture an entire scrolling web page. A perfect situation for screen capture utility software and a number of free and paid for options are available.

One option is to download one of the free screen capture programs such as ScreenHunter published by Wisdom-Soft. It’s a small program and very easy to use. It allows the user to define what are of the screen or web page they want to capture and then store the image in a .jpg file. They also offer a couple different paid for versions that provide higher levels of functionality including capturing web pages that scroll over more than one screen.

Screen Capture Options In Windows Vista and Windows 7

With Windows Vista and Windows 7 Microsoft has included a basic utility for capturing all or part of a web page of document on the screen. However limitations exist with these tools. Many time capturing only what is on the screen is not enough. Many web pages scroll over multiple screens and piecing together multiple screen shot .jpg files is arduous and does not always look very good.

Enter a screen capture program called SnagIt published by TechSmith. SnagIt is a full-featured screen capture product that provides an even wider range of capturing functionality, including capturing scrolling web pages and sections of documents that run over more than a single page. Plus it provides a wide range of tools fo annotating captured images. SnagIt is available as a free trial version, but you need to pay for it after 30 days to continue using it. You can also find the trial/free versions of screen capture utilities at download.com, a web site run by Cnet. A number of screen capturing options to match your needs and your budget.