More Computer Hints and Tips

November 17, 2008

Introduction

 

This document covers in a little more detail the topics introduced at the Carefree Computer Club meeting held on 17 Nov 2008.  The principal subjects included:

 

 

USB connectors

 

USB (Universal Serial Bus) 2.0 connectors are those flat plugs (1/2 inch by 1/4 inch) that fit into similar receptacles on your computer.  Plugs of this kind are typically on the connecting wires of printers, scanners and other ‘peripheral’ hardware, such as your mouse.  On the other end of some hardware connecting wires you may find a smaller, square connector, which is known as a USB 1.0 type.  The ‘Bus’ part of the plug title simply means a method of allowing communication between your computer and the attaching hardware.

 

Your computer may have more than one USB ‘slot’ so you can choose whichever one is convenient for your purposes.  If you want to attach lots of peripherals, you may want to use a USB Hub.  This is just a small box with several USB 2.0 input slots and a USB 1.0 output slot, which you connect to the computer with a USB 1.0 to 2.0 cable.  If you use a laptop computer, your desk is considerably tidier if you have only one USB input.

 

Saving data on Flash Drives, SD Memory Chips and External Hard Drives

 

Flash drives come in many shapes and sizes.  Usually small enough to carry in your pocket, the latest versions can contain enormous amounts of data.  8 Gigabytes of storage space is not uncommon these days.  Flash drives plug directly into a USB connector slot.  Here’s how to manage them:

 

1.      Plug in your flash drive.  It may indicate activity by a small flashing LED light.

2.      Right-click on the Start button at the lower, left corner of your screen.

3.      On the menu, click on Explore.

4.      On the left side of the Explorer page you will see the main directories and the drive letters assigned to them (Local Disk (C:) etc.).

5.      Scroll down until you see ‘Removable Disk (whatever letter:)’.  That is your flash drive.

6.      To find out how much empty space you have on the flash drive, right click on its name and choose Properties from the popup menu.  You can fill the empty space with files of all kinds – documents, pictures, music, video etc.

7.      To save a file on the flash drive, navigate to the file (possibly somewhere in the C: drive, in My Documents).

8.      When you find the file you simply click on it to highlight it, then press Ctrl and C together (for a copy) or Ctrl and X together (for a cut).

9.      Then click on the Removable Disk and press Ctrl and V together to paste the file into the flash drive.  If you have created a special folder inside your flash drive, you can paste it into there for neater file management.

10. You may want to move the data from your flash drive back in your computer.  Follow the above procedure but copy or cut your file on the ‘Removable Disk’ and paste it back into a folder on your computer.

11. Do not remove the flash drive until you are sure that all your data is transferred.  If there is a ‘Safely Remove Hardware’ icon in your sys-tray, it is advisable to click on that to stop the flash drive from further activity before removing it.

You can also use an SD Memory Chip on which to store data.  These chips are usually found in digital cameras and you download your pictures by inserting the chip into a small slot in your computer.  Follow the same steps as above for data transfer.

Another popular gadget these days is the External Hard Drive.  This is the same kind of mechanism as the hard drive built into your computer, but it sits in an external case and attaches via a USB connector.  (Now you see how useful a USB Hub can be!)  You can use this for keeping a copy of all your data, or simply a place to dump excess data from your computer into a safe space.  External hard drives can hold an enormous amount of data, probably a lot more than your computer hard drive!

 

Backing Up Your Data

 

All the hardware referred to above can be used to save duplicate copies of your data, or just as a place to keep the only copy of files you need.  An external hard drive is, however, the best place to make a ‘backup’ file of your complete data.  A backup file is not quite the same as a regular file, in that you cannot open it to view its contents.  It works like this: a special program in your computer operating system takes a snapshot of all the files you want backed up, usually the complete My Documents folder.  This ‘image’ is given the file extension ‘.bkf’ and the file name should include the date of the backup.  You save this somewhere outside your computer and, as it is going to be a large file, I would recommend an external hard drive, or a DVD, or a CD.  The whole idea is to have an independent copy of your data in case of a computer crash.  For full details of how to use the backup program on your computer, click on one of these links:

Windows XP users go here.

Windows Vista users go here.

 

System Restore

 

We have covered this topic at previous meetings but it doesn’t hurt to reiterate the process.  System Restore provides Windows XP with an easy way to bring peace back into a troubled world. Every so often, the System Restore program takes a "snapshot" of Windows XP's key internal settings and saves them by date, known as a "Restore Point". When Windows XP is behaving badly on your system, call up System Restore, and tell it to return to a Restore Point when everything was working correctly.

 

Windows XP quickly loads the settings it used on that Restore Point's date, and when Windows XP restarts, it works just as well as it did on that day in the past.

 

If you choose a Restore Point that somehow makes things even worse than they were, head back to System Restore and choose ‘Undo my last restoration’. System Restore promptly discards those settings, restarts, and lets you choose a different Restore Point.

 

Since everything System Restore does is reversible, there's rarely much to lose in giving it a try. Here are some tips for using System Restore to its full potential.

 

To locate System Restore, click your Start menu. Point to All Programs, then Accessories, then System Tools and, finally, click on System Restore. (You'll also find System Restore hidden in the Control Panel under Performance and Maintenance.)

 

Making your own Restore Points

 

System Restore normally takes a snapshot of your computer's settings on a daily basis. It usually takes another automatic snapshot when you install a new computer part or new program - just in case the newcomer causes problems. But Windows XP simply slaps the date onto these System Restore points. How can you remember which Restore Point to use? For better control over your Restore Points, feel free to create your own Restore Points when everything's running smoothly. Just call up System Restore and choose Create a restore point.  Windows will ask you to describe your new Restore Point. The description is just something to help you remember why you made the Restore Point. Type something like, "Created just before installing the Chess game." That way, if the Chess game messes up your computer, you know which Restore Point will bring the computer back to sanity. (The Restore Points that Windows XP creates automatically have the boring, non-descript name "System Checkpoint.")

 

You don't need to include the date in your description, as Windows automatically gives each one a date stamp. But when you create your own Restore Point with a descriptive name, you'll know immediately which one to try first if things go bad.

 

Understanding what System Restore does and doesn't do

 

System Restore won't delete any of your letters, e-mails, or other data files, thank goodness. The files you created yesterday will still be there, even if you use a Restore Point from last month.

 

Since System Restore only deals with Windows XP's settings, it only helps with Windows XP itself. It can't help you locate deleted e-mails or recover deleted files that are no longer in the Recycle Bin.

 

Using System Restore to "go back in time" won't disinfect your computer of a newly acquired virus, unfortunately.

 

If you use a Restore Point from two weeks ago, then any programs installed since then might not work. Programs often alter Windows XP's settings as a way of introducing themselves to your computer. When Windows XP "wakes up" with settings from two weeks ago, it won't remember that those programs have been installed. You'll probably have to reinstall them.

 

System Restore Tips

 

When you find yourself humming a happy tune while computing, don't hesitate to create a Restore Point. Just think how happy you'll be down the road if you can return your sick computer to that happy state. Make it a habit to create your own Restore Points before you do anything that will change your computer's settings, such as installing a new computer part, like a scanner, or adding new software. The important thing is to create the Restore Point before you make the changes. That gives Windows XP something to return to if the changes mess things up.

 

When Windows XP is first installed onto your computer, it reserves about 12 percent of your available disk space for System Restore to use. That's usually enough to extend about one month into the past. This may vary, depending on the size of your hard disk and how much computing you do.
Note:  To view or change the System Restore settings, right-click on Start, then click Explore. Right click on My Computer in the next window, choose Properties, and click the System Restore tab. The "status" area should say, "monitoring", meaning System Restore is up and running.

 

If your anti-virus program just disinfected your computer of a nasty virus, then quickly use System Restore to create a Restore Point called "Disinfected Computer." Then, never use any Restore Points dated earlier than your newly created "Disinfected Computer" Restore Point. Those older Restore Points might return your computer back to a time when it was infected. Also, if your anti-virus program discovers an infected Restore Point, you'll need to delete that Restore Point manually; the anti-virus program usually can't do it.

 

Removing unused icons from your desktop

 

In an ideal office environment, your desktop should contain only those documents and folders that you need to address today.  Many of us, however, keep all kinds of paper bills, reminders and other clutter on our desks and this makes the work area inefficient.  The same thing applies to our computers, where we have a virtual desktop that is often cluttered with unused icons.  You can clean this up very easily and you will be surprised at the result!  Sadly, you cannot do this if you have Windows Vista but here’s how to do it on Windows XP:

 

·         Right-click on your computer desktop screen

·         From the popup menu, choose Arrange Icons By > Run Desktop Cleanup Wizard

·         The Wizard will suggest the icons which you do not use and list them with check marks

·         If you feel that you would rather keep some of the suggested icons on your desktop, remove the check mark

·         Complete the wizard and it will place all the listed icons into a folder called Unused Desktop Icons

·         If you ever need a shortcut to a program and you know it is in this folder, simply double-click on the folder to list the ‘Unused” icons.

 

If you need to tidily arrange the remaining icons on the desktop:

 

·         Right-click on the desktop

·         From the popup menu, choose Arrange Icons By >Type

·         The icons are displayed in a group at the left of your screen.

 

Keep the following tips in mind when you save icons on your desktop:

 

·         Do not save website address links – they should be stored in your browser ‘Favorites’ or ‘Bookmarks’

·         Do not keep shortcuts to programs you use infrequently.  This is unnecessary duplication and you can open them by going to Start > All Programs

·         Do not keep executable files that you download to your desktop.  Once those files have been used to install a program, they are no longer of any use to you.  Dump them into your recycle bin, or save them somewhere in My Documents.

 

Here’s a link to a website that addresses this topic:

 

Desktop Cleanup Facility (XP users only)

 

 

If you need help, don’t be afraid to call me at 875-2801, or Bill Roach at 324-7787.  That’s all this time.  Safe computing!

 

Dave Clark