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Computer Corner
IT Tips

• Troubleshooting Basics
• Electronic Mail Viruses
• Backup Tips and Procedures
• Winzip
• Promoting a Safe and Comfortable Work Environment
• Finding a file in Windows

Troubleshooting Basics

In today's modern offices, where computers are used for everything, it's easy to get baffled by technology. Some people's reaction is to panic at the first sign of trouble, but by following a few simple steps, you'll have an idea what has gone wrong, and maybe even how to prevent it in the future.

Check the Physical Layer

This name comes from the world of computer networks, where there are seven components, called layers, that allow the network to communicate. The physical layer is the most basic.

When something doesn't seem to be working, there are three easy steps you can follow, and chances are pretty good that one of these will fix the problem.

1. It may seem simple, but check to see if the equipment in question is plugged in. You never know what may have happened since you last tried to use it. Maybe a member of the cleaning staff came through and needed a place to plug in the vacuum. Also be sure that if the machine needs to be plugged in to more than one spot, that all the needed cords are in place. The equipment on your network, for example printers, usually need a power cord that plugs them into the wall, but also may require a cord that allows it to communicate with the network.
2. Next thing to check is equally simple. Make sure the equipment is turned on. Nothing is more frustrating than getting worked up over a problem with a simple solution, so get this one out of the way early.
3. Last but not least, the solution that fixes more problems than most people would ever dream. Turn it off, and turn it back on again. In fact, with computer equipment you can make this even more effective by waiting for one minute before turning the machine back on. This extra time allows for all of the electrical charge to drain out of the circuits.

An ounce of prevention...

The reality of the systems we use is that sometimes they make mistakes too.

The most common manifestation of a mistake made by the computer is that the machine either " freezes " or displays a " blue screen. "

When this happens, it may only affect one application you have running, or it may render your entire computer unusable. If only one program is affected, close it. Then save everything you have open in any other applications, and reboot your computer. If the entire computer is affected, you have no choice but to shut down and restart.

This may be more than just an inconvenience. You may end up losing work. Unfortunately, there's not much you can do. If the computer stops responding, anything you had in front of you that isn't saved, is gone. There is no way to retrieve it. The best solution to this is to save as frequently as is reasonably possible.

In the Microsoft Office suite of programs, it is possible to have your computer save automatically to a temporary file, so that the next time you open that program, it will ask you if you want to recover from the last autosave.

In Word, for example, you can set this by clicking on the " Tools " menu, and selecting " Options. " In the dialogue box that opens, choose the "Save" tab at the top. Make sure the choice " Save Autorecovery Info Every... " is checked, and enter a number. The default time is ten minutes, and that's a good setting. That means that if the computer freezes, you can automatically recover everything except what you did in the last ten minutes, but it isn't saving so often that it will slow your computer down.

Be aware that the next time you open Word, it will ask you if you want to recover that information. If you say no, there is no way to bring it back at another time. You only get one chance.

While the autosave feature is nice to have, it's no replacement for taking the time to save your work manually. Even if your document isn't looking exactly the way you want it to, you can always go back and edit later. And that's a lot better than having to start over again from scratch.

Electronic mail viruses

Electronic mail viruses are an ever-present danger to PC’s and computer servers all over the world. These viruses tend to send themselves as an executable to recipients found in the Windows Address Book and addresses found in cached files.

When dealing with the advent of computer viruses nothing beats common sense and the resolve to stand guard over ones environment. DO NOT open attachments if you don’t know where they came from or what the nature is. One good tip is to hit the NO button when Outlook gives you the pop-up box ‘Do you want to view your mail now’. This would not stop an executable if clicked, but what it does do is allow the user to take a second to see where the message came from and what if anything is attached. As busy and time constrained as people are today, often one could operate on auto pilot and not pay attention to what they clicked on until it’s too late.

Things to look for are certain extensions (file.xxx) that have the potential of being very dangerous in the computer world.

.exe refers to an executable or program file. Unless you know who, what, when … leave these alone and report them to your Network administrator.

.vbs refers to a Visual Basic Script from the Microsoft environment and has the potential to harbour malicious program code. Again unless you are receiving this in a programming capacity from a trusted colleague, leave these alone.

Some more safe extensions refer to those files that present information and not something to act on your system. Such extensions as .pdf and .doc (unless a macro program) are made for viewing and therefore are not generally dangerous. Microsoft Office Suite files (.doc, .xls etc.) will warn a user that macros are present and whether to disable them. If you are not sure it is best to disable macros before viewing by clicking NO.

Backup Tips and Procedures

Working with computers can quickly turn into a frustrating venture due to lost files, network problems and computer crashes. To ensure a trouble free experience, here are some suggested tips and procedures.

• Ensure that you backup your material on a regular basis. Depending on the sensitivity of the material you are working on, it could be every 3 to 5 minutes. Almost all Office 2000 programs have a default backup procedure. If you are not sure on how to use it, check the Help section in the program.
• Save your material in more then one location. This allows you to access at least one copy of the material if another disappears or becomes corrupt. Our suggested backup location is your A:\ drive (floppy drive or LS-120 drive)
• Create meaningful folders to save your information. This makes it easier to find and easier to organise your files. There are two ways to create a new folder within Windows Explorer.
  • Select the area you wish to create the folder and click on ‘File’, ‘New’ and then ‘Folder’. This will create a new folder, which you can then name appropriately, or
  • Select the area you wish to create a folder and right click on your mouse button. Again, click 'New' and then 'Folder' and name appropriately.

WinZip

Find out more about file compression and how to compress files easily from your desktop.

WinZip is a popular file compression utility that you can use from your desktop. When sending files through e-mail, compress them first to reduce the size of your e-mail message and save on network bandwidth. When archiving files for your records, compress them first to save disk space and make searching more efficient.

To access WinZip, click the icon in Start / Programs / WinZip.

How to use WinZip

1. To compress any file, right click on the file you wish to compress in Windows Explorer and click on Add to Zip. Alternately, you may wish to open WinZip from the Start/ Programs/ WinZip menu, from which you may add and/or open an already archived file. You can also drag and drop a file into WinZip.
2. a) When WinZip opens from the Start/ Programs/ WinZip menu, you will need to create a new archive before you can add a file to it. You will press the New button (Figure 1) which will prompt you for the archive location and to which you will specify one. Once selected, you will return to the WinZip main window which will then have an Add button. You will then be able to add a file by choosing the file you wish to compress. In the example below, a new archive called Software is made. Once the archive is created, the Add button is now available to add a file for compression.
   
   b) When you are compressing a file utilizing a right click on the file, WinZip will a) open and automatically and b) prompt you to add the selected file to an archive. WinZip will provide a default location to compress the files or you can specify the location you wish the file to be saved. Press the Add button. Other options are available once a specific file has been selected.
3. Once a file has been compressed, WinZip will automatically include the file in its archive(see example below), which you may organize accordingly.
4. To open a file which has been zipped, you must extract (decompress) it to a specified location. You can extract a file by pressing Extract from the WinZip program or alternately, right click on the file and extract to a specific location. You may select the location you wish to extract to and then press Extract. You may then open the file as required.
5. You may view or open your zipped document(s) by looking in the directory you saved your compressed file to. As well, any extracted documents.
6. You may organize your archived files by placing them in specific Favorite folders. Organizing your archived files will provide an efficient means of retrieving these files for future reference. WinZip will search for zipped files in a specified directory and add them to your favorites (see figure below). You may broaden or quicken your search, depending on your requirements. Once a file has been located it will automatically be included in your WinZip favourites folder so that you may arrange the located files accordingly.
7. WinZip is also equipped with a wizard which will automatically search for zipped folders on your computer. In the WinZip program, press the Wizard button. You may wish to have WinZip perform this task for you so that you may locate all your compressed files.

Promoting a Safe and Comfortable Work Environment

Many factors need to be considered when creating a comfortable workspace: proper placement / adjustment of furniture, equipment, adequate lighting, and other environmental considerations.

Keyboard and Pointer Device Do’s and Don’ts

• Try to place your keyboard and the pointer device (mouse) so that your arms and hands are in a relaxed, comfortable, and natural position.
• Try to avoid reaching up, away, or to the side for the input device.
• Position the mouse as if it was an extension of the keyboard on the left or right side.
• Use your whole arm and shoulder to move the mouse, not just your wrist.
• Don’t rest or anchor your wrist while using your pointing device.
• Keep your wrist, arm, and shoulder free to move.
• Observe your typing style and notice how you use your fingers and hands.
• Avoid keeping any unnecessary tension in your thumbs and fingers.
• Use the minimum amount of force needed to depress the keys.

Furniture and Posture

• Arranging your Office area is one of the most important things you can do to make your workspace comfortable. Adjust the height of your chair and desk so that your body is comfortably aligned.
• Stay relaxed and sit relatively upright, do not force yourself into an unnatural position. Let your chair support you. Have your knees slightly lower than your hips.
• Support your lower back with your chair’s backrest.
• Place the items that you use regularly within easy reach. Avoid reaching and stretching.
• Don’t sit in one position for too long. Perform other job-related duties as a break such as filing or phone calls. Frequent short breaks are probably better than a few long ones.
• Stand up and stretch during your workday.

Eye Comfort

Working at your computer for long periods can be a visually demanding task and may cause your eyes to become irritated and fatigued. You should give special attention to vision care. Give your eyes frequent breaks. Periodically look away from the monitor and focus at a distant point. This may also be a good time to stretch, breathe deeply and relax.

Keep your display screen and your glasses or contact lenses clean.

You will reduce eye strain and muscle fatigue in your neck, shoulders, and upper back by properly positioning your monitor and adjusting its angle. With the monitor directly in front of you stretch your arm toward the monitor and notice the location of your knuckles. Place your monitor near that location. Your monitor position should allow your head to be balanced comfortably over your shoulders. You may find it more comfortable to position the monitor so that your eyes are looking slightly downward when viewing the middle of the screen. Tilt the monitor so that it faces your eyes. To check for correct monitor tilt, have someone hold a small mirror in the center of the viewing area. When sitting in your normal posture, you should be able to see your eyes in the mirror.

If you wear bifocals or trifocals, it’s especially important to adjust the monitor height. Do not tilt your head back to view the screen through the lower portion of your glasses. Instead try lowering your monitor. Take the time to eliminate glare and reflections.

Health Information

Medical attention on occupational injuries has identified normal workday activities as a potential cause of a wide range of problems, commonly known as Repetitive Stress Injuries (RSI).

It is now recognized that any repetitive motion may contribute to these health problems. The most common cause of this disorder is repeated, forceful actions, usually in an awkward position or posture. These repetitive actions may cause tendons, ligaments, and other soft body parts to become irritated and inflamed.

By paying attention to such things as the way you perform your work and use your computer, you can identify the behaviors that may be putting you at risk. Avoid the risks and happy computing!

Finding a file in Windows

To find a file:

1. Click Tools on the Windows Explorer menu bar, point to Find, then click Files or Folders. The Find: All Files widow opens.
2. If necessary, maximize the Find: All Files window. Next, you want to select the location to search.
3. Click the Look In list arrow, then click My Computer. Your selection appears in the Look in list box. By selecting My Computer, you are instructing Windows 2000 to check all components within your computer system, including all floppy and CD-ROM drives. To specify the file's name, you enter it in the Named list box.
4. Click the Named list box, then type (ex.) LoanCalc.xls in the list box. Attn: You can use mixed case, uppercase, or lowercase when specifying a folder or file name.
5. If it is not already selected, click the Include subfolders check box to select it. In most cases, you want Windows to search all subfolders.
6. Click the Find Now button. Windows expands the Find: All Files window, and in the Files Found area, Windows lists one file that has the name you specified. In the status bar at the bottom of the window, Windows reports the number of files found. The latter information is useful when you search for and find a large number of files that meet the conditions you specify.
7. In the Files Found area, right-click the LoanCalc.xls icon, click Quick View, then, if necessary, maximize the Quick View window.
8. Click the Close button X to close Quick View window, click X to close the Find: All Files named LoanCalc.xls window, then click X to close Windows Explorer.