Newbie Guides Top Tips and Tricks Computer Tips

Useful guides for high power readers looking for general computer tips and tricks.

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General Computing Tips and Tricks

1. Save Your Work It’s been repeated often and for good reason because it saves loads of trouble. When working on your computer save your work every 10 to 15 minutes. (Some programs remind you to save your work as you go along). But simply saving work to your hard drive isn’t enough. Every day after a session, backup all files to a portable storage medium such as a zip, floppy, CD-ROM, or tape.

2. Label Your Disks Label all of your backed-up floppy disks, tapes and other stored information with the name of the file and the date last changed. Writing the contents on the disk’s sleeve isn’t enough, as these are misplaced, lost, or the wrong disk ends up in the wrong container. It saves lots of time, not having to pop in a floppy or CD-ROM and open it to see what’s there.

3. Checking Disks When checking the contents of more than one floppy disk, simply eject one, insert the next, and hit the special function key F5. The file names of the contents of the disk will appear on your screen.

4. Safe Keeping of Technical Manuals Depending on how many bells and whistles you need to be happy in the Information age, you may opt for your computer to be set up with a scanner, printer, a Zip or Jaz drive, and perhaps even a digital camera. This way you can send pictures of the kids across the wire so Aunt Fran can see how much they’ve grown. Whatever you decide to add to the system, keep all of the manuals and software (called drivers) that come with each of the devices in one place. It’s also wise to write down the technical support telephone numbers for each device in a log and keep it by the computer in case you need technical assistance. Nothing is more frustrating than having your system go down, and not having the resources handy to get it back on track immediately.

5. Computer Tune-up If your PC seems sluggish, maybe it needs a tune-up. In the Windows operating system, there are a couple of simple programs you can run to improve performance. One is Disk Cleanup, the other is Disk Defragmenter. First, shut down all programs. Click on the Start button, go to Programs, then Accessories, then to System Tools. First, select Disk Cleanup. A message box will appear asking you what disk you want to clean. Select (C:) drive. Your computer will then locate temporary Internet files and other useless information on your hard drive and ask if you want to delete it. It will also ask you if you want to delete all of the files in the Recycle Bin. Before clicking that button, be sure you do (otherwise, why would they be in the Recycle Bin?). Once you’ve determined that the files are no longer needed, click away and they will be removed. Next, follow the same procedure as outlined before to get back to System Tools and click on Disk Defragmenter. Select (C:) drive. This will reorganise the data on you hard disk allowing for optimal operations. This function can take a bit of time, depending on how long it’s been since the last time the program was run. Get in the habit of tuning up your computer every three to four months – more often if you use it a lot.

6. Check Special Key Functions The mouse has to be one of the most useful computer tools ever invented, but there are times when it isn’t the most convenient way to work. There are many special function keys available that sometimes offer quicker access to commands than the mouse. Trouble is, many of the keys perform different functions depending on the program running. An easy way to find out what keys work in the program you’re using, is to click on File, Edit and Tools in the menu bar. Here a drop down menu will show the special key commands for the most common functions. For example, pressing Ctrl and P together sends a file to the printer, while pressing Ctrl and A selects the entire file. From here you can send it to the clipboard, copy it, paste it, or delete it.

7. Shortcuts Using shortcuts to open programs can save the time of clicking through the Start menu, finding the application you want, and calling it up. Why not place a shortcut on your desktop, and a simple double click (in Windows 98 and 2000, you can set your computer to respond to a single click) will get you up and running. Here’s how you can create a shortcut to most any file or program you want to keep on your desktop. In this example we’ll create a shortcut to MS Works, one of Microsoft’s word processing applications.

1. From the desktop, open My Computer.
2. Assuming the program you want is on the (C:) drive, which it is, select (C:)
3. Here you'll see a group of folders. Again, we’LL assume the program you want is in Program Files (again, it is). Double click Program Files.
4. You’LL see all of the folders and files that make up Works. You are looking for the program icon, (an envelope, pen and calculator). Here’s a hint to finding the right icon, it usually has .EXE (stands for execute) written under it. Right click the icon.
5. You now have a duplicate Works icon. Now, simply reduce your display window (middle button, upper right corner of the screen) and drag the newly created Works icon to your desktop by left clicking on it with your mouse cursor and holding it until its on the desktop.
6. From now on, when you want to open Works, just click the screen icon, and you’re there.

The same procedure can be used to create shortcuts from folders, files and other programs. In fact, anytime you see something you’d like a shortcut to, just right click on it. If “Create Shortcut” is among the options listed in the little menu, just complete step 5. If you ever decide you want to get rid of a shortcut, just drag it to the Recycle Bin. Don’t worry, by doing so you’re only dumping the shortcut, not the program.

8. More Shortcuts Here is another way to create a shortcut to a new file (in Works, for example, a new file would be an untitled, clean writing surface, a database, or spreadsheet). Right click on any unoccupied space on the desktop and place the mouse pointer on New. A menu will appear offering your working applications. Clicking any of these will place a shortcut to a brand new file on your desktop.

9. Arranging Icons Assuming you have some shortcut icons on your desktop, it might be time to arrange them in some sort of logical order. It’s easy to do. Right click on any unoccupied space on the desktop. In the pop up menu you'll see “Arrange icons.” Place the mouse pointer on this command and an extension menu will appear offering you several options. You can arrange your shortcuts by name, type, size, date or auto arrange.

10. Safe Mode On rare occasions, it becomes necessary to run a computer in the Safe Mode, usually due to a hard disk malfunction or other undetermined hardware or software problem. Sometimes Windows will actually tell you that a hardware crash is eminent (a scary feeling by the way). The only way to rescue those files you’ve been meaning to backup is to start your computer in Safe Mode. I realise running the computer in Safe Mode limits your use of devices such as floppy and CD-ROM drives, however, sometimes they will work. You won’t know unless you try.

1. First click Start, then Shut Down.
2. Click Restart, then OK.
3. Immediately press the Ctrl key. If this doesn’t work, try pressing F8 instead of Ctrl. This should bring you to a menu selection with several choices, select Safe Mode. (It is possible your mouse won’t work. Use the up and down arrow keys).

When the computer boots (it might take awhile) you can try to copy files as you would at any other time. When you’re finished working in Safe Mode, you'll need to shut down the computer completely before restarting. If it won’t reboot, call a qualified technician. Unless you know you'll have this book handy, go to Start, select Help, and index. Type “safe mode” without quotes, into the field, click Options, Print. This will allow you to keep printed instructions on hand in the event you need to run your computer in Safe Mode. Keep them with your other valuable computer paperwork.

11. Create A Boot Disk It is possible for various components of an operating system to become damaged. Often a virus is the culprit. In such cases, your computer might not boot. If this happens, you'll need a start-up disk, sometimes called a boot disk, or bootable disk. New computers come with these disks, but we understand everybody didn’t buy their computer new. So let’s make a bootable disk.

1. Insert a blank floppy into the floppy drive.
2. Select Start, Settings, Control Panel.
3. Open Add/Remove Programs.
4. Select Start-up Disk, and click Create Disk.
5. Label appropriately, and store in a safe place.

12. Proper PC Shutdown There has been discussion over the years about the proper way to shut down a computer. Some say it isn’t necessary to ever shut it down under normal conditions. However, there will be times you'll want to turn you computer off. Flipping the off switch while an application is running is not the proper way to shut down a computer (even if you have saved your work). The proper way to shut down a computer is as follows:

1. Save all work and shut down all open applications. If you’re wondering what might still be open, glance down at the Taskbar. Any program still running will be represented by a button naming the program and possibly an icon.
2. Click the Start button and select Shut Down. A message box will appear offering several options. Choose Shut Down to turn the computer off or Restart if you want to reboot immediately.

13. Saving Your Monitor Despite what anyone says, your monitor should not be left on for prolonged periods unless you are using it (yes, even with the screensaver running). Punching the on/off button each time you want to shut down the monitor can put undue wear and tear on the switch. The solution is to set the monitor to shut down on its own. It’s easy. Here’s what you do.

1. Click Start, Settings, Control Panel.
2. Open “Power Settings” by double clicking the icon.
3. Here you'llfind a dialogue box offering several choices. Click the down arrow on the right side of the “Turn off Monitor” field. A drop down menu will appear with many time settings. Select one and click OK. From now on, your monitor will automatically shut down after the time you’ve chosen has elapsed. I’ve set mine at 45 minutes.

14. Email Hotlinks Ever get an email with a live hyperlink in it? Wonder how it got there? In most modern email programs, simply typing a URL in the message field will produce a hot link. But it can be useful to know how to make one the old fashioned way, just in case. In fact, you can use this method to post links to chat and bulletin boards, as well as email. First, find a Website or a page you’d like to send. In your Web browser, go to the address field in the upper portion of your window and click once with the mouse. You’ve selected (highlighted) the URL. Now go to Edit in the menu bar and select Copy. The URL is now saved in the computer’s Clipboard and ready to paste to its destination. Now, go to your email program, bulletin board, or chat room, place the cursor where you want the URL and click (don’t worry, navigating into and out of different programs or other documents won’t disturb the saved URL). Go back to Edit, and click on Paste. The link will appear. You’ve just attached a hyperlink.

15. Installing Software These days installing most software is as easy as putting a CD-ROM into its slot and waiting for the screen to instruct you what to do next. There are a few programs however, that still need you to tell them what to do. If you encounter one, here’s what to do.

1. Click Start, Settings, Control Panel.
2. Select Add/Remove Programs by double clicking the icon.
3. Click the button labelled Install. The computer will instruct you to insert the program’s first disk. After you’ve done that, click Next and follow the onscreen prompts. Most programs will require that you shut down the computer after new software has been installed.

16. Uninstalling Software Sometimes we outgrow things. Other times we simply change our minds. Whichever the case, what do we do with some of the dated or no longer useful software programs stored on the hard disk? Uninstall them. Here’s how it’s done.

1. Click Start, Settings, Control Panel.
2. Select, Add/Remove Programs by double clicking on the icon.
3. A dialogue box will appear with a list of all of the installed software on your computer.
4. Select (highlight) the program you want to delete and press, Add Remove. It’s that simple.

17. System Volume Control Double clicking the small speaker icon in the lower right toolbar lets you set the balance and volume for all the sound in your computer. Here you'll find master balance and volume for Synthesis, Compact Disc Player, and Microphone. You can also use this easy method to set these items on mute.

18. PC Protection Plug your computer as well as the rest of your hardware devices into a good surge protector. They protect your computer from unexpected power surges caused by storms and power company mishaps. For extra protection during an electrical storm, simply unplug the entire surge protector that serves your system. Chances are, it would work just fine if tested, but do you really want to know? It might be wise to do the same thing when going on vacation. Remember to shut down your computer properly before turning it off or unplugging it.

19. Right Clicking There is power in the right mouse button. Take some time exploring Windows by right clicking on everything from the desktop to individual folders and files. A wide range of options is available.

20. More Right Clicking Right click on any file stored in a folder such as My Documents for example. This enables you to print the file, open it, create a shortcut and place it on your desktop, Quickview the file, send it to a floppy or zip disk, add as an attachment to an email, cut, copy, rename or delete the file, or view the file’s properties.

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