8/9/2008

USING A USB FLASH DRIVE

A USB flash drive is a virtual drive – it is there when you want it and gone when you no longer need it.  A USB flash drive stores your data on a flash memory chip.  You plug it into a USB port on any computer and the Operating System immediately recognizes it as an additional disk drive and the letter is shown in My Computer.  These virtual drives can store anywhere from 256 MB to as much as 8 GB [or more] of memory and their popularity has made them a great replacement for the floppy disk.

The main thing to remember when using a USB flash drive is the lettering process.  We were all in tune with placing a floppy drive in our computers and always using the “A” drive.  When you plug in a USB flash drive into an appropriate USB slot the Operating System automatically assigns it the next available drive letter.   Windows always uses drive letters to identify each drive.  For example – the main hard drive is identified as C.  The CD/DVD drive is typically a D or E.  However, as you take your flash drive from computer to computer, because of different configurations the letter may change, but keep in mind this does not affect the files stored on your drive. 

 There are various types of USB flash drives presently on the market:

• USB Flash Drives – just a plain drive that affords the opportunity to transfer files from one system to another.
• USB Flash Drives with U-3 Technology – allows file transfers but also has additional software with the unit that may include virus protection and password protection.
• USB Flash Drives with Ready Boost – specifically made for Vista computers to increase the speed of file transfer – also has additional software as does the U3 Drive and will also work with other systems. 
• USB Flash Drives with the ability to carry your computer files with you and use them on another computer system using programs such as MOJO and MIGO which are installed on the Flash Drive.  Your programs can actually be accessed on another computer without the actual program being on that system.  When the USB drive is removed it does not leave traces of the applications and upon installing the USB drive into your system it automatically upgrades it.  

 If you are confused about locating or recognizing your USB drive in XP - My Computer – or Vista – Computer – then by all means give the drive a name for identification.  You can do this for all your drives.    

 To give the USB flash drive identification [name] plug it into an available USB port.  Wait for the drive to cycle and a window will appear on the computer screen asking what you want to do with the drive. [This window gives you options for the drive use – and also the drive letter].  Close that window using the “X” button in the right corner.  In XP – Choose Start – My Computer – in Vista Choose Start – Computer – right click on your USB flash drive and choose Rename.  If you are denied rights to the name or try to use some DOS commands it may refuse to grant the name change.  Log out and log in again and try another name. 

 Please remember not to plug in your USB drive while the computer is booting

since it may interfere with the “boot” process

 Removing the drive from your computer requires some dexterity.  There is also some controversy about the way to remove a drive.  Both of the latest Windows Operating Systems – [Vista & XP] are supposed to allow you to remove a USB flash drive by just unplugging it.  The controversy here is that those companies that make the drives do not agree and have a removal procedure.  Therefore there are two individual procedures that may be used to remove USB flash drives. 

Procedure one – [Standard]. 

1.      Close all open programs on the USB flash drive.

2.      Wait for the light on the drive to stop flashing.

3.      Unplug the flash drive from the USB port or its cable.

·        With this procedure you may get a “nasty” message about unplugging properly.

Procedure two – [Recommended].

1.      Close all open programs on the USB flash drive.

2.      Wait for the light on the drive to stop flashing.

3.      Click on the Safely Remove Hardware [Left] in the Notification Area on the Windows Taskbar – [TSR Area] – which contains a black box with a small green arrow over it]

4.      Choose your USB flash drive letter from the pop-up list [if you are using more than one]. - again click on it [Left].

5.      Unplug the flash drive after Windows prompts you to do so.  If you receive a message that states “The device ‘Generic Volume’ cannot be stopped right now.  Try stopping the device again later” the device should not be removed but try to remove it later.  You may even have to turn off your computer to remove the drive safely. 

 If you have more than one USB flash drive inserted into your computer you might double click the removal icon in the Task Bar and see the dialog boxes below. 

 The screen print on the left shows that this unit has 4 USB dives connected to it.  In order to remove the proper drive – double click on any one of the lines indicating a drive and highlight the letter to be removed as shown on the right screen print.  Then click OK and close the procedure. 

 While each procedure may be used and are recommended the situation exists that if a USB flash drive is removed without asking Windows for permission to use it files may be damaged or the USB driver may become corrupt and have to be reinstalled – or the drive unit itself – which could be a problem.

One final comment – USB drives work in the receptacles in the back of the computer since they are connected directly to the motherboard.  If you use others in a different position and do not receive the same results they may not be motherboard connected.  If you use a USB hub make sure it has an electrical power unit with it so as not to take power from the mother board.  Any questions can be brought up at our SIG meetings. 

 . 

6/14/2008

HOW WELL IS YOUR COMPUTER RUNNING 

  PERFORMANCE TIPS

 Check on your computer’s performance status.  Remember, the higher the level, the faster and more efficiently your computer will perform.

                  Double click on My Computer – Right click on C: and Left Click Properties.  Take a look at the numbers that identify used space and free space. 

 Giving Your Computer a Nap

Giving your computer a short nap several times a day will inject new energy into your system.  Because you have memory leaks in your computer by mid morning or late afternoon your memory resources could be quite low. 

                  To re-energize your system exit all programs – Click on Start – Shut Down – and then Restart.  You may be amazed at how well your system will now run. 

 Taking Out the Trash

If you empty the trash in your house you need to do the same for your computer.  Once a week clean out the trash in your system to free up hard drive space and further improve your computer performance. 

                  To remove your trash – Double click on Recycle Bin [Icon on your desktop] – Click on File – Click on Empty Recycle Bin.  When you empty the Recycle Bin make sure that all the files and folders are to be removed.  You may have put an icon there for safekeeping. 

Cleaning out E-Mail Boxes

If you send and receive lots of e-mails – all these messages stay stored on your computer and the files that hold them may become quickly bloated.  This may even prevent receiving new e-mails.  Deleting old e-mail messages will shrink your files and increase system efficiencies.

                  To clean out your e-mails – Delete e-mails you have received – delete e-mails you have sent and then empty that trash.  To find out how, go to the instructions for your e-mail program.   Microsoft Outlook is listed – for the others – check with your vendor.

        MSOutlook, Outlook Express – Right Click on the Deleted Items Folder and Click on Empty Deleted Items Folder each time you want to delete your old e-mail.  If you want to be selective about deletions double click the Deleted Items folder – and highlight the necessary items.  If you want to do this on an each time automatic basis - Click Tools – Options – Other Tab.  Check the box next to “Empty Messages from ‘Deleted Items’ folder on exit” Now every time you exit your mail program, your deleted items folder will be cleared.

       Some special rules on Deleting - When deleting from the hard drive – deletion goes directly to the recycle bin.  When deleting from a removal drive such as Floppy or Zip – etc. – it does not go to the recycle bin.  When deleting from Outlook – it does not go to the recycle bin.   When deleting from the StartUp or Start Menu – it does NOT go to the recycle bin.  

Keeping your Temporary Internet Files – Temporary

                  Internet performance can be improved without buying a new system.  Just clear out your Temporary Internet Files – [Disk Cache] – on a regular basis for improved surfing the net.  Clearing out these files will not delete bookmarks, favorites or stock portfolios. 

                To clear your Temporary Internet files in MS Internet Explorer click on Tools – Internet Options – General Tab – go to Temporary Internet Files – Delete Files – click OK. 

                  To clear your Temporary Internet files in Netscape Navigator and Communicator click on Edit – Preferences – Double click on Advanced – Click on Cache – Clear Disk Cache [on the right side of the window.] 

Commands may vary with different versions.  Check your manual.  In addition, if your system has more than one browser on it – clear the Temporary Internet Files in each browser program.  

Cleaning out Temp Files

Temporary files are just what the word implies – temporary.  The computer term is Temp file.  Windows creates temp files to help you run two or more programs at once.  Under normal conditions, these temp files disappear and are deleted when you exit your programs.  However, that does not always happen. 

                  To delete your temp files – exit all programs  – Click on Start – Find or Search – Click on Files or Folders – Type in *.TMP in the Named: box – Select your “C” drive [or any hard drive you need to search] check – include subfolders – click on Find Now or Search Now.  To check, go to your list of files [the “Name” column] and look at the file extension – which is the last three letters.  Each should end with the extension .tmp or .TMP.  Do NOT delete any file that does not end in these three letters.  Next – click on Edit – Select all – Hit the Delete Key.  After deleting your temp files – restart your computer and empty your Recycle Bin.  

                 Another area to check for TEMP files is to go to the directory – C:\Windows\Temp.  Open the Temp folder here – highlight all of the files in the directory and delete. 

                 An additional way to accomplish the cleaning of Temp files along with other unnecessary files – Internet – etc. [does not apply to Win95] is to click on Start – Programs – Accessories – System Tools – Disk Cleanup – Select Drive – and Select Applications to Delete.   In this area you will have a choice of files to delete.  Simply check your choices and click on OK.   

Maintenance Procedures for Windows 2000 and Windows XP 

This procedure was changed for Windows 2000 and Windows XP.  First and foremost – Scan Disk was changed to Check Now.  Check Now is strictly Hard Drive Maintenance.  In order to perform all of the major functions of maintenance in Windows 2000 and Win XP go to My Computer – Right Click on the Drive [C] the drive you will perform the maintenance on – Click Properties – and do the Disk Cleanup [delete all files in this area] Then click on Tools – Check Now – Check the Disk Options and Start.  When the computer prompts – reboot the system and allow the Check Now to perform its functions.

Next – in the same area click on Defragment Now and begin the process.  Defragment Now is strictly Software Maintenance.  When the scan is finished you will be notified.  Reboot your system.  

File Deleting Can Also Improve Performance

In order to create a clean environment in your system, delete the files and folders that you do not need.  Not only will it make it easier to find other files, but will make your system run better.  A file is any letter or document you create.  A folder is where you place those files – usually a yellow icon that looks like a folder. 

                 To delete a file – Exit all programs – Double Click on My Computer – Double Click to open the drive where the file is located – Double Click to open the folder where the file is located – Click on the file you want to delete – Hit Delete key – and the file is gone – to the recycle bin. 

                 If the file you want to delete is in use you will get a message – “ACCESS DENIED” and before it can be deleted it must be closed. 

                  To delete a Folder – Follow the same steps for deleting a file, but do not open the folder.  Just highlight the folder and Hit Delete key and the folder is gone.  Be careful if you have files in that folder that you may want or need – move them to another location before deleting the folder. 

                Accidental deletions are very simple to rectify.  To Restore your “Accidentally Deleted” File – return to the desktop – Double Click on the Recycle Bin – Click on the file you want to restore [this means highlight the file] Click on File – Restore and the file is returned to the place it came from.  Folder restores are handled in exactly the same way.

Selecting the Files You Want to Delete – the Easy Way

                  To delete selected files from a particular folder – Open the folder – Maximize the size of the Window [always use your full screen] Hold down Control key and Click on each file you want to delete [not necessarily in any particular order] Release Control Key – Hit Delete key – and your selected files will be deleted.

                  To delete a group of files [or list – all in a row] in a particular folder – Open Folder – Hold down Shift key and click on the first file in the group.  While you are holding down the Shift key – Click on the last file in the group.  Release the Shift key – Hit Delete key and the group will be deleted.

Any time that these functions are performed empty the Recycle bin and do another DeFrag.  This will improve the performance of your system.

Moving Files to Floppy or Zip

Moving files to a Floppy Disk or a Zip Disk in case your hard drive needs space is sometimes desirable.  You may then access these files from the Floppy - CD or Zip – keeping in mind that accessing information on a removable drive is somewhat slower.  Make sure that the information you want to move is small enough to fit on a Floppy – otherwise use a Zip Disk or a CDROM. 

                  To move a file – insert the proper Floppy or Zip disk into its drive.  Double Click on My Computer – Double Click on the C: drive or the hard drive you are using – Click on the file or folder you want to move- Click on Edit – Cut [preparation for the move] – Close the C: window – Click on the drive letter for your Floppy or Zip drive – Click on Edit – Paste.  Right clicking on the file or folder and using the Send To command is also desirable and useful.    

Deleting Programs to Lighten the Hard Drive Load

Deleting a program that you no longer want or need involves some procedures.  It is not good practice to just highlight the program icon from the Desktop or Programs folder and use the delete key.  There are several procedures that should be followed and outlined here.

                  To delete a program, begin by exiting all programs – restart your computer to refresh any memory loss during normal operations. 

                 Use the programs own uninstall utility by Clicking on Start – Programs – Click on the appropriate program to be uninstalled [highlight it] - Click on the Uninstall Icon [if the program makes it readily available]. 

                 The next area involves the Windows’ Add/Remove Program.  Click on Start – Settings – Control Panel – Double Click on Add/Remove Programs – Click On the appropriate program [highlight it] – Click on Add/Remove [to remove the program] - If there are cleanup instructions that sometimes follow – do that also. 

                  The last area is the purchase of an uninstall utility such as Norton Clean Sweep or Uninstaller by McAfee­ – two programs that do a pretty good job.  If these programs are used follow the installation instructions carefully in order that your programs will be properly monitored. 

Once any of the above procedures have been completed do your system a favor by emptying the Recycle Bin and completing the DeFrag operation. 

Removing Unnecessary StartUp Icons

When the computer boots certain programs start automatically.  Many of these commands are not needed in your StartUp folder – and you can eliminate them without missing a beat.  You can store them on your computer and not have them active in case you need them in the future – and then you return them to the StartUp folder.  By eliminating StartUp icons that are not needed your unit will gain valuable memory and become more stable in its operation.  Follow the procedures listed.

                  Identify the Programs in your StartUp Folder.  Click on Start – Programs –   StartUp.  Next – with the Left Mouse button drag the unnecessary startup icons to the desktop – removing them from StartUp. Next, Right Click on the Desktop – click on New and New Folder and name the folder Old Startups.  With the Left Mouse Button drag each Icon into the folder.  Now – Right Click on the Folder – and use the Send To command to send the entire folder to the My Documents folder.  Here – they will be stored – to be used as needed.  If they need to be restored – Right Click on the shortcut and Send To the Desktop – then drag it to the menu area where it would again be placed.       

Common Sense will tell you which StartUp programs to move.  Basically it is programs and reminders that you never use – or programs that you regularly access by clicking on a desktop icon or going through the Start/Programs area.  Icons that pertain to Antivirus protection should not be move. 

To return any icon that is needed simply reverse the procedure.  If you are unsure of a StartUp Icon and its use – move it to the Old StartUps folder and if your unit gives you a message that it is needed in the operation of your system – simply return it. 

Removing Excess and Unnecessary Fonts

You may have too many fonts installed in your system.  Windows normally accommodates a maximum of 250 fonts in your system.  Anything more could cause stability problems.  However, there are certain fonts that are required in the operating system and should NOT be deleted.  These are as follows:

 All fonts beginning with the name ‘Arial’

All fonts beginning with the name ‘Courier’

The fonts – ‘Marlett’ – ‘Modern’ and ‘MS Line Draw’

The font ‘MS Sans Serif 8, 10, 12, 14, 18, 24

The fonts ‘Small Fonts’ and ‘Symbol’

The font ‘Symbol 8, 10, 12, 14, 18, 24’

The fonts – ALL – beginning with the name ‘Times New Roman’

The fonts ‘Webdings’ and ‘Wingdings’

 To delete all unnecessary fonts – do the following –

1.      Click Start – Control Panel – and Double Click the Fonts Folder.

2.      Click on View in the Menu bar – Status – then check the number of Fonts at the bottom of the Fonts Folder.

3.      If you are going to delete fonts – Minimize the Fonts Folder

4.      Right Click Start – Explore and open Windows Explorer.

5.      Highlight the “C” Drive in Windows Explorer.

6.      Click on File – New – Folder and name it Fonts

7.      Restore Explorer – and drag the right side of Explorer to insure that the Right Pane is visible.

8.      Make sure the Fonts Folder in Explorer is highlighted.

9.      Restore the Fonts Folder from the Task Bar.

10.  Right Click on the Time and Click on Tile Vertically. [2 Applications now open].

11.  Left Mouse Drag the selected font from the Fonts Folder to the Right Pane in Explorer and drop.

 The Fonts folder in the “C” Drive can now be transferred to another type of storage; however, since the procedure to restore fonts will now require the reverse action, it is recommended that they remain in the Fonts folder.

Using the Save Feature for Prevent File Loss

Never work longer than five minutes without saving the information to the Hard Drive.  Computer crashes occur when memory is stretched – and information is then lost.  One should always save the document on a regular basis - or when leaving the computer.  If you are working in a word processor such as Word or Word Perfect use the “Auto Save” feature – which is built-in protection against the accidental loss of any data.  You have the option of turning them on and setting them to individual specifications.

                  The “Auto Save” procedure is activated in Microsoft Word as follows.  Click on Tools – Options – Save Tab – Check the Box next to “Save Auto Recover Info every: _____Minutes” [it may be already checked].  Click on OK – and it will save automatically.

                  The same feature is activated in Word Perfect – [version 8 or above] – Click on Edit – Preferences – Double Click on Files – Check the Box next to “Timed document backup every _____minutes” – Click on Apply – OK and program will automatically save. 

The lower the number in the minutes box the more frequently your document will be saved – however, it’s very easy to click the SAVE icon often while you are working. 

Backing up Key Files

Backup key files and data every time you change or update them.  The backup procedures and types are many and some are listed.  However, individual preferences will dictate different backup procedures.

       Many software programs like Quicken, QuickBooks, Microsoft Money - and others have build in backup routines that will prompt you to backup your information on Floppy – CD - or Zip disks.  These are great to use and will afford you the utmost protection for those programs.

       There are many types of backups that can be done.  To mention a few – Floppy Disks [usually not recommended because of size limitations] Zip Disks [100 Mg. or 250 Mg.] Jaz Disks [1 – Gig] CD-ROM’s [650 Mg.] – Tape Drives [all sizes] – and Ghost [my favorite] using a second hard drive and an application called Ghost.  All will do a formidable job – and it remains an individual preference.  The trick to keeping your data is to discipline one’s self to do it regularly.

Anti-Virus Software

Viruses are self-replicating programs that can damage your system – steal your data – or commit other forms of damage.  Just because you have a Norton or McAfee [the leading programs] does not mean you are protected.  Anti-virus programs are like flue shots for your computer and have to be updated regularly.  Having an updated virus program is imperative – but remember it will only protect you from any known virus active at the time your program was created or updated.  Remember, Melissa – Love Bug and others that came along and many programs were not updated and wiped out many files and documents. 

                  To update your virus program – Restart your computer.  This will increase your chances for a non-interrupted Automatic Update.

                  After you have restarted your computer – Click on Start – Programs and find your Norton – McAfee – or whatever the anti-virus program you have.  [If your virus program does not have automatic updates available – get rid of it and get another.

       For Norton Anti-Virus – Click on Live Update – Norton Anti-Virus – and follow the on-screen instructions. 

         For McAfee Anti-Virus – Click on McAfee Virus Scan Central Update Button and again follow the on-screen instructions.  

Run your Virus Scan Regularly

Scan your entire system at least once a week.   It’s an easy process and takes little time.

                  To Virus Scan Your System – Click on Start – Programs and look for your anti-virus program. 

       For Norton Anti-Virus – Click on Norton Anti-Virus in the pop up list and click on Scan Now.

       For McAfee Virus Scan – Click on McAfee Virus Scan Central – Scan or Scan Now. 

In addition, it is suggested that you scan all CD’s – Floppy Disks – Zip or Jaz Disks that are foreign to you and before you use them on your system. 

 Firewalls

There are two types of firewalls – Hardware and Software – and while they both do good jobs – a single application will not totally protect your system.  Facts support the theory that both a software and hardware firewall will offer the PC the intrusion protection it really needs.

Hardware Firewalls

Hardware firewalls are generally sold to consumers in the form of routers – which is a peripheral  that connects to a computer and performs three jobs – 1) -  act as a hardware based firewall 2) -  lets you share your internet connection ) 3 -  helps two or more computers share files and printers.  Even with one computer one will receive a huge benefit from the firewall provided by a router.   This type of unit is designed for broadband internet and not dial-ups.  While your internet connection may have built in service it is best to provide your own reliable protection. 

Software Firewalls

This type of protection is software orientated.  If one has SP2 for Windows XP installed – this is provided by that service pack – although the consensus is that third party firewalls provide a more secure level of protection than the one provided with XP.  There are a number of free firewalls that may be downloaded over the Internet.

 Cookies

In the past cookies were deemed bad – but now they can have both a good and bad effect on your computer system.  Cookies are a way for a web site to keep track of your preferences so that they can offer you related details and specials as well as store your personal information – thereby relieving one of the responsibilities of re-entering this information each time you visit the web site.   If you want more control over cookies check out going to Control Panel – Internet Connection and clicking on the Privacy tab.  Here you will find a number of ways to protect your system against Cookies.  Don’t be surprised that if you search your web site for a brand of shoes that following your search many other shoe ads appear on your system.  Or, for example, if you are looking for mortgage rates for a house – which may indicate one is moving – that you will be flooded with moving information and other related areas.  It’s all tied together.

 Spyware and Adware

Both of the above software applications are needed to protect from spyware and adware.   Each one offers great protection in the field it is intended to.   Browse your web site or ask for the best of the day applications as these change as time goes on. 

 Additional Tips on PC Protection     

This real will produce some controversy.  There are those that insist that all Windows Updates for Windows XP be loaded and installed.  Frankly, I do not agree.  I subscribe more to the theory that if it AIN’T broke don’t fix it.  However, if one wants to install these updates I would recommend that you leave a way out of you test them to insure that they will work properly.  Back up your system thoroughly and have the ability to overwrite the update with a restore from your backup if needed. 

Protection by Making an Emergency Boot Disk

When you turn on your computer [nothing guarantees that when you power it down it will work again] you may get a message like:  Non System Disk Error – or – Invalid System Disk.  This simply means among other things, that your computer is unable to ‘Boot Up” or get going by itself.  Your hard drive has either - become damaged – due to normal wear, of course – a virus has struck or an electrical surge has fried some part of the unit. 

If you are prepared with an Emergency Boot Disk – you probably won’t be able to use it, but it will help the Tech Support individual or a friend diagnose the problem and maybe get the system running again. 

                  To Create an Emergency Boot Disk in Win XP – Click on My Computer – Right Click on the Floppy “A” Icon – Click on Format –insert your Floppy Disk – and Click on Create Disk.  While the disk should be formatted it is really not necessary – since this is one of two areas in the computer system that will format the disk before writing to it.  Write protect the Floppy Disk. 

Recording Error Messages

Error messages that appear on screen should be printed out for the technician to review.  Many of these are addresses in your computer as to where the message occurred and will help the tech in the repair process. 

                  To Screen Print simply hold down the Print Screen Key on the top row of keys of your computer for just a second.  Next – with the error message on screen – if possible – Click on Start – Programs – Accessories – and open WordPad – click on the Paste icon – and Print the message for Tech Support.

  Next – using the Warm Boot Command – [Ctrl-Alt-Delete] – hold down the first two keys and the Delete key last – you should see a listing of all programs that are actively running.  The program you were running should appear.  Click on End Task – you may have to do it a second time.  Once the program is closed – reboot your machine. 

                 If you cannot close an Error Message use the Restart Button located on the front of your PC Unit. 

                  If this does not work – its time to turn off the computer with the on and off switch by pushing it in and holding for 5-10 seconds until the system turns off. . 

                  Finally – if turning off your system does not work [and there times you have to go all the way] you may have to reach behind your PC and turn off and on the Black Toggle Switch next to your Power Cord.  Leave the switch off for at least 10 seconds before you try to reboot.

By having the printouts of the error message and being able to tell Tech Support where you were and what you were doing at the time of the error – you may be helpful in solving the problem.  The more details you have – the better. 

HAPPY COMPUTING