Xpress News & Notes
Lightning At Your Fingertips
Darren Karner - TechXpress' Director of Training Services 01/2008
As we progress through the winter months on the central coast and continue to use our heaters to ward off the chill, you may have noticed that the doorknobs have become a bit more unfriendly and more likely to give you a zap of static electricity. While this can be a real attention getter, no permanent damage is usually done, just a little sting. Electronics, especially computers, tend to be less forgiving. Many users dont realize that if not properly discharged, that little zap of static that you get from a doorknob can actually permanently damage your computer and other electronics. A few simple measures can help you prevent costly damage to your computer systems at home and at work.
Dry air from heating units tends to be more common in the winter months and despite any precipitation, static buildup may still be a problem, any time of the year, especially in dry climates. One of the most simple preventative measures to keep your components alive is to be sure to use a good quality, well grounded surge protector or battery backup (UPS). By good quality, I dont mean that surge strip that you see at the hardware store for five dollars. Purchase a good surge protector; the good ones typically offer electronics replacement protection right on their packaging. These typically include outlets to plug in telephone, coax cable, and even LAN cables. Any devices plugged into your PC should also be routed through a surge strip if possible. Second, and easily overlooked, make sure the outlet that the surge protector is plugged into is actually grounded! Just because the outlet has 3 holes does not mean that it has been properly grounded. This is true especially in older buildings, since 30 or 40 years ago the building codes were more lax than today. Without a ground wire your surge suppressor is not as effective as it should be.
Just like real estate, location, location, location can make a big difference in preventing damage to your electronics. Computer CPUs should not be placed on carpeted floors; carpet can generate static electricity as well as lint. If you are in a room that is notorious for static, purchase an anti-static mat for under your chair or feet. Desktop anti-static mats are available too. Probably the simplest preventative measure is to ground yourself. Touch a metal doorknob, doorframe, or desk drawer before touching your electronics NOT your computer case! The zap may be unpleasant, but it is cheaper than replacing a computer or other device that suddenly stops working following a zap. PCs are not the only electronics that may be damaged by static, TVs, DVD players, and stereos, any devices that have circuit boards inside, may be damaged by a little spark. Check to make sure all of your devices are on surge protectors and grounded outlets, and if your surge protector is cheap, or especially if it is cheap and OLD, it is probably time to replace it with a better quality and newer surge protector or UPS. A small investment of $50 or $100 is much better than the $1000s it would cost to replace your plasma TV, computer, and other electronics.
Digitally Noteworthy
Darren Karner - TechXpress' Director of Training Services 01/2008
I often have to laugh to myself when I visit businesses or even the homes of friends and family and see a computer monitor laden with post-it notes, or scraps of paper littering the desks of my co-workers. In the past I too was guilty of such paper clutter, both at home and at work. Being an increasingly avid user of the computer (not quite 24 hours a dayyet) and also in the habit of religiously backing up my personal computer files, I am proud to say that I have reduced my paper consumption to almost nothing other than the absolutely gotta-have-it on paper items.
Digital notes take up little space on your computers hard drive, and zero space on your desk, so if you spend much time at your computer they can be invaluable. Notes may be created in the Notepad program that comes with all versions of windows, but this requires you to actively save and name the notes and then try to recall where you put them. If you use MS Outlook for your email, however, there is an integrated notes feature that is part of the Outlook program. Using Outlook notes is great because once a note is created users may drag the open note onto their desktop and use it while Outlook is minimized. Upon closing the note it is automatically saved in the users personal folders file along with all other Outlook items (email messages, appointments, etc.) Having notes in Outlook makes them searchable, and e-mail-able; and the text may be copied and pasted to other applications as well. Outlook notes may also be dragged onto the desktop once closed and a copy is created that may be opened and edited even if Outlook is not running.
For digital note taking on the next level, Microsoft offers OneNote, which is a more versatile note taking application. OneNote is available in Office 2003, but the 2007 version adds enormous functionality and also comes standard with even the lowest price version of Microsoft Office 2007. OneNote appears as a small purple square with a lower-case n inside it near your computers clock. Not only does OneNote let you type notes, but users can organize the notes into notebooks with sections within the notebook, similar to a multi-subject spiral bound notebook. OneNote also accepts picture files and hyperlinks, as well as letting you draw with the mouse or a stylus if you have a tablet PC. The Tablet PC stylus can also be used to handwrite notes in OneNote. Notes entries can be moved and re-arranged on the fly at any time. If you have handwritten notes that you want to store digitally, they may be scanned and added to OneNote pages with a simple scanner. Digital images that contain text that are added to OneNote may have the text copied using the integrated OCR text recognition capability built in. Other features include the ability to record audio, such as during a meeting or class and even video such as from a webcast.
Ultimately, it is up to the individual users to decide what they are comfortable with and what applications they will use. But the next time that you are in front of your computer and answer the phone or have a multi-million dollar idea, dont reach for a post-it note, try an Outlook or OneNote digital note instead. Even with my slow typing I have found them to be invaluable tools, and unlike my handwriting, I can even read the notes later on!
Free Is Not Synonymous With Good
Darren Karner - TechXpress' Director of Training Services 12/2007
I am continually amazed by the staying power of websites offering free computer scans to fix all of the consumers computer woes. Often in the most innocent looking website users find ads claiming that Your computer might be at risk!, offering a free scan and an invitation to purchase their software to fix your Windows errors. The least detrimental of these offers merely lure the unsuspecting to their website and run a scan which inevitably lists numerous problems when complete. In some cases, a few of these problems may actually exist, but in a shocking number of instances, the problems are imaginary and are simply loaded with technical jargon to frighten you into buying their miracle cure software. At the worst, many of these free scan and free software sites actually install Trojans and other malware onto your machine which can have disastrous consequences to your PC and your identity. In short, dont fall prey to the fear factor that these sites propagate.
Not all free security and maintenance software is malicious or dishonest. Several free security and utility programs exist that can actually enhance your user experience, and are a great way to prevent problems in your PC. One example is AVG security software found at www.grisoft.com. AVG offers free antivirus to home users that automatically updates and keeps abreast of the latest viral threats. Additionally, AVG offers anti-spyware software in a trial version, but must be manually updated. Once the trial has expired, the user has the option to buy, but oddly enough, if you do not buy the software, the trial continues to work! To supplement this security software, ATF Cleaner available at www.atribune.org is a more comprehensive way to remove temporary files that accumulate on your PCs hard drive. These files not only take up space, but viruses and spyware can hide in these files and not permit the traditional temporary file removal from deleting them.
Another simple way to improve security online is in your selection of web browser. Mozilla Firefox form www.firefox.com is a free web browser that may be used instead of or in conjunction with Internet Explorer and other browsers. Firefox is somewhat safer than other browsers in that it does not allow Active X controls from websites. Active X is a feature that allows the website to perform certain functions on your PC, which can be used maliciously to disable security software and other activities. Microsofts Office online website uses Active X to start a new window of an application when you download a template a completely benign activity. Therefore, exclusively using Firefox can limit functionality somewhat, so I use both Firefox and Internet Explorer.
Finally, one utility that is useful and not related to the Internet is JK Defrag available at www.emro.nl. This is a defragmentation program that may be used instead of the defragmenter built in to Windows. This third party defragmenter is a bit faster and more efficient in defragmenting your hard disks, which can be a time consuming and resource consuming process. When it comes to your computer, turning down a free offer is not always a foolish decision. When in doubt, err on the side of caution. If it appears to be too good to be true, it probably is, and will often do more harm than good. If you still feel like blindly taking the plunge, I have this bridge for sale.
Version Aversion
Darren Karner - TechXpress' Director of Training Services 11/2007
Microsofts January release of Office 2007 did not have the initial rush to upgrade that Microsoft had initially hoped for, which has only delayed the inevitable. I have recently been fielding an increasing number of calls regarding files that will not open or will not open properly when created on one PC and then opened on another. Even though older versions of Word, Excel, and PowerPoint were made by the same company that released Office 2007, the default files created by the Office 2007 system are not immediately compatible with older versions of the software. Since more and more new PCs are being purchased and delivered or loaded with the new Office software, an extra step is needed to insure that the older machines in your business or home will be able to use files created by the new application versions.
Typically newer versions of software include new features that are unavailable or do not function in the same way on older versions, and Office 2007 is no different. MS Office 2007, however, takes things one step further. Not only are there new features in Office 2007, but new file formats as well. The tried and true .doc and .xls have been replaced by .docx and .xlsx. This may seem like a minor change, but older versions of Word and Excel (2003 or older) do not even recognize these as Microsoft Office files and will not appear in the Open dialog.
If you happen to be the one with the new version of the software, then you probably have not seen any problems, but everyone else might be having trouble opening files that you have created. Each new version of a software application is typically backwards compatible with previous versions and can open older files with no problem, but old software often cannot understand new files, or features used within those files. To check which version of an application you have, click the Help menu and select About. If you have Office 2007, you will not see a Help menu, so question answered! You will instead see a round button in the upper left of the window with the Office symbol in it.
Regardless of the version of MS Office that you have in use, the compatibility issue may be addressed from either direction. When using the new 2007 version of Office, simply use the Save As command when saving a file and select Word 97-2003 (or Excel, etc.) from the Save as Type drop down list. This will save the file in the old format and will make it usable in the older Office applications. Form the downhill side, if you are the one with the older Office version, Microsoft has an Office Compatibility Pack that may be downloaded and installed for free from their website. Once installed, older versions of the Office applications will be capable of opening and editing files created in the new format. The URL for the compatibility pack is too long and ridiculous, so just go to Microsoft.com, and enter a search for Office Compatibility Pack, and the link should be the first one in the list. Isnt searching wonderful?
Cant Find It? Try Searching
Darren Karner - TechXpress' Director of Training Services 10/2007
I was reminded recently in a Digital Photography class of a topic that has been greatly improved on modern computers: the ability to search for items. On older systems, the need was not as great since hard drive space was very limited as was the ability to create and store many files on your PC. Since storage space is so inexpensive, it is often difficult to remember just where you put a file or worse yet, where the application that you are using has placed the file. Most applications running on a Windows OS will want to default to the My Documents folder, or just Documents in Vista, or a subfolder within this location. However, and consequently back to the digital photography class, many digital cameras come with software that will bury photos transferred from the camera in a deep dark folder that is difficult to find. Regardless of the circumstances of your plight, there is hope: the ability to search.
Windows XP and Vista both have a very powerful integrated search capability. Right inside the Start button there is a place to conduct a search, even if you do not know the name of the file. In XP you only need to know the type of file it isor if not just search for all file types. If you know part of the file name, type it in the first available field and click search. Windows will find any and all files with that snippet of text in their file name, which may turn out to be many. If you have no clue about the file name, you can use a wildcard instead. Just like the joker in a deck of cards, a wildcard represents anything, which again may result in copious results. Wildcards have been around for a LONG time and the most useful is the asterisk (Shift+8). This is where I am vindicated in my preaching to learn file type extensions! If you know that the file you seek is a Word document, use *.doc, for digital photos, *.jpg. This limits the results to only the type of file you seek, regardless of the name. Depending on the speed of your computer and the size of the hard drive, you may be in for a long wait for all of the results to appear, especially if you are searching on a file server. Beyond using the file name, the field in the search command below the file name field lets the user enter text that appears within the file itself. I often use this feature when trying to find a receipt for a client: I just search for their name within the file, rather than guessing the file name and Windows looks in the file text whit be a Word doc, Excel file, or PDF. You may also limit the search by other parameters such as date modified, file size, etc., but if you need the search, you probably dont know these anyway!
Windows Vista takes searching a step farther and acts like an Internet search engine right on your PC. Vista uses Instant Search and indexes your files. What this means is that like a search on Google or Yahoo, the results come back almost instantly. Vista searches not only for files, but within email messages and address books on the PC as well. I recently upgraded my PC at home to one powerful enough to make Vista sing a sweet tune, and I am continually impressed that my mp3s, docs, jpgs, and email messages (the life blood of a computer geek) are only a few keystrokes away. Whatever flaws Vista may have, and for what I do I have not found many yet, the search and other new features more than make up for it.
Not A Know It All, No Problem
Darren Karner - TechXpress' Director of Training Services 09/2007
Computer skills are increasingly a must have in the job market and our everyday lives. Given the increasing power and functionality of modern computers and their applications, it is becoming increasingly difficult to "know it all" when it comes to computing skills. Fortunately, employers are beginning to realize that it is unrealistic to expect employees or prospective employees to know how to perform every task with a software application. I am the first to admit that I don't know everything about an application, but having the confidence and ability to maximize efficiency for the tasks you know how to complete, and search for and find answers, are skills you can focus on to make yourself a more valuable addition to any organization.
Establishing routines is a normal part of human nature, and it is easy to become stuck in the rut of our own comfort zone. Trying new commands to accomplish processes on the computer is a great way to work more efficiently and produce the same or better results in less time. Keyboard shortcuts and alternative methods can help increase efficiency as I mentioned in previous columns, and this time I offer a few methods I use daily in MS Word.
Since I resisted my father’s urging to learn to type properly (he was right again, of course), I have a tendency to hit the Caps Lock key rather than Shift and I don’t usually realize it until I have already typed most of a sentence. Rather than delete the text and re-type it, Word has a built in function to change this text to all lower case or capitalize like a sentence. Shift+F3 at the top of the keyboard cycles the selected text through all caps, all lower case, and proper sentence capitalization. For you skeptics that are still thinking “I still have to move my hands to the mouse to select the text”…not really. The Shift key used in conjunction with the arrows let’s you select text one character at a time, and add in the CTRL key to Shift and the arrows and you can select text a word at a time. The real secret to using keyboard commands to increase efficiency lies in their combined use. After all, one grain of sand does not make a beach, but put a few billion together…. Obviously there are not a few billion keyboard shortcuts for all of the computer applications in existence, but whenever you can combine shortcuts and use the same shortcuts in several applications, the time you save really adds up.
Since Microsoft applications are so prevalent in modern computing, many software publishers create titles that use the same shortcuts and work in conjunction with MS applications such as Word. Coincidentally, Microsoft uses many of the same shortcuts across their applications, such as Word and Outlook. Even on web pages in Internet Explorer and Firefox you will be able to use many of the same shortcuts, effectively shortening the list of different commands to remember. Don’t be shy about trying out the commands in multiple applications, after all, that is why there is an undo command (CTRL+Z).
Excel-erate Your Efficiency
Darren Karner - TechXpress' Director of Training Services 08/2007
Perhaps it is a final confirmation that I am a certifiable computer geek, but I feel compelled to commend my beloved Excel and help some of the non-believers with a few ways to increase their efficiency. When using computers, especially applications like Excel or database software, I find myself continually reminding folks of the non-geek variety that computers revel in consistency. The more consistency you incorporate in your use, the more the computer can do for you. This is easy for someone like me who has a “type A” personality and a touch of OCD, but many a lament have I heard from the more “free spirited” users I have encountered. Excel has some easy to follow steps to increase your consistency and efficiency.
Copying worksheets in their entirety rather than copying and pasting cells is a HUGE step in the right direction. When you have multiple worksheets that need to have identical structure, copy the whole worksheet rather than the cells within the worksheet. This not only copies all of the cell contents, formatting, and formulas, but also includes things that are not obvious and readily apparent. In addition it removes part of the human error factor; cells are not missed in the copy process nor misplaced in the pasting. When the worksheets are absolutely identical, and therefore more consistent, multiple worksheets may be selected using the CTRL and SHIFT keys so that commands can be applied to multiple worksheets simultaneously. When you are working in a workbook file that may have well over 100 worksheets, applying a command set once rather than over 100 times represents a significant decrease in workload, or increase in efficiency.
Entering data consistently is another simple way that users can disable some of the automated functionality and user friendliness of Excel and database applications. In Excel, setting formats for cells, such as date formatting, increases the consistency in which the data appears onscreen and in printed format. Data Validation takes this process one step further and lets the file administrator define parameters for what are acceptable values and ranges of values. Validation limits what users may enter and forces the user to fix improper data entries before they are allowed to move to the next cell. Validation can be defined using ranges of values and even creating drop down lists. When using validation, it is wise to incorporate input messages on those cells (also part of the validation command) to help users understand what is expected of them for the selected cell entries.
Excel can be one of the more frustrating applications in the Microsoft Office suite, but if you have encountered problems in the past, persevere and keep trying. Once you learn to wrap your brain around how Excel works and learn to speak its language, a world of possibilities can open up to make your work easier.
No Reverse If You Don't Back-Up
Darren Karner - TechXpress' Director of Training Services 07/2007
Recently I had the chance to venture out of the office for custom individual training in Northern San Luis County; a field trip I often wish I could take advantage of more often. Upon arriving at the training site, I saw the all too familiar scorched earth of a recent brush fire right outside the company’s main office. During the training session it became readily apparent that the small office had no central file server or folder sharing system and so employees had to constantly email files back and forth to each other. That fact led me to pose the question of how often they backed up their files. The answer I received sent a shiver down my spine: “whenever we think about it”. In fact, the last back up had taken place 2 months previously. This is far too long of a time for any business unless their business is so static that their files had been not added to nor changed in that time. Any business that has files that are that static probably has bigger problems to worry about! If that fire had destroyed their office, they would be faced with starting over virtually from scratch.
If you are thinking that this does not pertain to you since you are not a business owner, think again. One of the more common questions I am queried about by personal computer users is how to recover their email address book or accidentally deleted documents or photographs. Regular backup of irreplaceable data is the simple answer. The more we as a society use and rely on computers in our day to day lives, the more critical it is to duplicate the most important contents of our computer hard drives. Photos, documents, and email, as well as financial records, may not be easily replaced unless copies are stored on a disk or in a device that is removable from the original source. It is unnecessary to back up your entire computer or even the same files more than once if they have not been altered since the previous backup. Working out a system or organizing your files in such a way that you do not create unnecessary backups really depends on how you organize your files, but with the capacity of recordable DVD’s and external USB hard drives, having too many copies is better than having none at all, and usually does not occupy extra space in your desk drawer, closet, or fire safe.
Regular backups are an easy way to give you one less thing to worry about, and if you use the computer a significant amount of time for business or pleasure, a reminder in Outlook is an easy way not to forget to create the backup. For home users, even folks like me, once a month is usually sufficient to back up personal data. For businesses, all important files should be stored on a central file server or multiple servers, all of which should be backed up DAILY! The backups should be stored off site or in a fire safe, if the data is truly irreplaceable and important enough to warrant such a measure. That way, in the event of a disaster, reversing that data loss is just a matter of restoring your back-up copy to a replacement computer.
TechXpress Partners with Barbich, Longcrier, Hooper, & King
We are proud to announce the addition of Barbich, Longcrier, Hooper, & King to our list of Computer Training partners! BLHK is not only an outstanding accountancy corporation, but are QuickBooks Certified Pro Advisors and will be developing and presenting QuickBooks Training for TechXpress in our state of the art training facility. Learn business accounting from accounting experts! This is one more way that we are continuing to improve the quality of the Computer Training Services that we offer.
TechXpress Partners with Cuesta College Community Programs
We are proud to announce the formation of a partnership with Cuesta College Community Programs. Last Fall we entered negotiations with Cuesta College Community Programs to make it even easier to enroll in TechXpress Computer Training courses. In addition to signing up for classes by contacting our San luis Obispo office, you can also enroll online, by mail, or by phone through Cuesta College.
Cuesta College Community Programs offers a broad spectrum of classes to help you continue with life-long learning goals and enhance your education. The addition of TechXpress Fast-Track Computer training classes provides a speedy and effective alternative to classes that take up valuable time with multiple meetings or do not conveniently fit into your busy schedule.
SPAM, Email, and You
Darren Karner - TechXpress' Director of Training Services 06/2007
Although email has been around for many years now, there still exist many misconceptions about the way it works and even the options that are available to users. Typically users only use a single email account at home and perhaps an account that is provided to them at their work, and I have encountered a surprising number of individuals that have an email account, but refuse to give the address to anyone for fear of receiving SPAM. SPAM can be minimized in several ways, and even the U.S. Government is trying to get involved. At the time of this writing, the FBI recently arrested one of the world’s top 10 spammers, and some companies are reporting a noticeable drop in the amount of SPAM they are receiving. Chalk one up for the good guys!
Even before this accused criminal was arrested, there were, and still are, many things that users can do to reduce SPAM and also shield themselves from other unwanted email. One easy step is to use a SPAM filter on your computer if you use email client software such as Outlook, Outlook Express, Thunderbird, and the like. Spam Filters from companies such as McAfee and Symantec (Norton) are designed to work in conjunction with email software and the built in Junk Mail filters in Outlook and IncrediMail to name a few. The SPAM filters need to be periodically checked to insure legitimate email has not been blocked by accident. SPAM filters “learn” as you block and unblock email and result in more accurate automatic blocking. NEVER DELETE SPAM, block it by adding the sender to the filter’s blocked list. That enables the filter to function more appropriately in the future.
What many users overlook is the difference between web-based email and the use of client software. If you check your email by entering a web site address, then you have web based email. Whether you use web based or client software based email, your Internet Service Provider most likely has a primary SPAM filter engaged on their Mail Server. This means that potential SPAM is blocked before it ever reaches you. What it also means is that you need to check that SPAM filter, which usually appears as a folder when you log into your ISP’s website and check your email. From here you can rescue any messages blocked by accident and help to train the ISP’s filter to make it work better.
Aside from working with SPAM filters, having more than 1 or 2 email accounts (I have 5, or is it 6?) can give you another method to avoid having to deal with unwanted email, even if it is not SPAM. Most ISP’s allow you to create between 5 and 10 email addresses, and there are many free email services such as Gmail, Yahoo! Mail, and Hotmail that you can use to create additional email accounts. You can then use different email addresses for different purposes and save your main address for friends and family. If you find yourself on a website that requires an email address to access certain area of the site, give them an address that you don’t check very often. That way, if they barrage you with email, it does not clutter your main account. If you suddenly get a bunch of SPAM in that secondary account, then that is an indicator that the site is either not legitimate, or has been compromised – both indicators that you should be cautious about returning!
HELP! from the Program or Cyberspace
Darren Karner - TechXpress' Director of Training Services 05/2007
Being in the unique position that I 1) teach computer classes, and 2) work for a tech company, I often have to re-adjust my perspective to the viewpoint of the average computer user. Even though I am accustomed to showing students how to perform tasks in applications in class, I often try to emphasize the common commands and the resources available to help resolve computer questions more independently.
As computer applications become increasingly complex, it is easier to be intimidated by not knowing how to perform a task. It is easy to lose sight of the fact that as the software evolves, so does support structure available to address questions. I am talking about the Help screens that are a basic part of most commercially published software applications. Typically there is a Help menu near the top of the program window and usually it is the furthest to the left. But what about seeking help in the Windows operating system itself? That is where the universal keyboard shortcut F1 comes in. Most publishers program the F1 key to trigger the help system. For those of you that have a little experience using computer help screen in the past, I must say that while not perfect, they have improved significantly. The search tools have gotten better and many applications now allow you to search by typing a question rather than just entering a keyword or two. Another major improvement, at least in the Microsoft Office 2007 system, is the ability to hover the mouse over a command button in the ribbon and press F1 to look up that particular topic. I would not be surprised if other applications adopted this function in the future as well.
Another source for help that is blatantly obvious but often not considered is the Internet. Most software publishers support their products on their websites. Adobe, Intuit, and Microsoft are just a few that include rather elaborate help support systems through their websites. The applications themselves will access the online help files automatically in many cases as long as you have an active Internet connection.
In addition to the help on websites for the companies that publish the software, Search engines such as Google and Yahoo! Put you in touch with other users that have posted help to their own personal or blog websites. Keep in mind that the fact that information is on the Internet does not guarantee its accuracy. However, in my experience, there are more users posting valid information to websites than inaccurate information about applications. Just be wary if you have to provide a credit card number or even an email address; most of the best information from amateurs is offered for free. In addition to the online help offered by amateurs, there are also websites that provide tips on common applications such as Word and Excel, sometime including content that I have not been able to find easily, if at all, in the application help screens. The Internet offers an amazing spectrum of resources right at your fingertips, so don’t miss the forest for the trees!
Security Diligence
Darren Karner - TechXpress' Director of Training Services 04/2007
Internet Security is one of the most popular subjects in home and business computing at any given time and the release of Microsoft’s new Vista operating system has re-re-opened the bottomless can of worms that is Internet/computer security. Vista has better built in defensive systems than its predecessor, Windows XP, but these do not excuse users from their responsibility to help insure that their computers and networks remain secure.
I have recently been reading tech updates and articles regarding the resurgence of a worm/Trojan that is transmitted via email that contains the word “love” in the subject line, called the Storm Worm. This happy little hitch hiker shows up in email with “love” in the subject line, or even proclaiming that it is a warning message with “Worm Alert!” in the subject line. Reading the email itself does not really do anything to the computer, but along with the message is an attached executable file typically in a .zip or .exe format. Once the attachment is opened and run, the worm (Trojan) is installed and searches for other email addresses on the computer in order to replicate itself. At the same time it disables security software such as virus scan and firewall software. This allows others access to your computer and the worm may also send personal information it finds on your computer out over the ‘net to varied locations. Sound scary? It is.
Fortunately, there is a simple way to avoid this worm infecting your computer: do not open the attachment! This is the best way to avoid infection by this form of email transmitted virus. ANY email that you receive with an attached file should be viewed with a token of suspicion, even from people you know. MOST of the time, viruses disguised as other files included as attachments will be caught by virus scan software. This depends on the quality of the software and whether or not is has the most current virus definitions. Insuring that your virus scan software is up to date is critical for maximum protection, which typically involves a subscription to the publisher from which the software was purchased. My personal preference is McAfee Security software, but Norton works very well too. I have also heard good things about PC-cillin, though I have not used it myself.
Regardless of the security software on your computer, one thing can always override it: you. Remember the basic rules of Internet security that are plastered all over the news, but often disregarded. Open email attachments only from people you know, and when in doubt, contact them and ask if they sent you a message with an attachment. If the message was created and carrying a worm/Trojan, chances are they have no knowledge of it being sent. If that is the case, DELETE it. Holding SHIFT while you press delete permanently deletes the message, bypassing the Deleted Items folder. If the message is legitimate, waiting a little bit before you read that funny joke or see those attached pictures should not do any harm.
E-mailing Too Much of a Good Thing
Darren Karner - TechXpress' Director of Training Services 03/2007
Lately I have been bombarded by questions from clients, friends, and family about the nature of different digital picture file formats and the appropriate format and file size to send via email. While there are many factors involved in digital image file type and quality, there are simple guidelines that are fairly easy to adhere to that should help clear up some of the mystery of digital imaging. These guidelines are intended for the average person, not necessarily professional photographers that need to have the immense quality and therefore are able to justify proprietary formats and huge file sizes, not to mention the cameras that cost in the thousands of dollars!
Most amateur-grade digital cameras require few adjustments in order to take good quality pictures in the most universal and decent quality file type: the “.JPG”. Nearly all image file formats compress what the camera sees into an easier to handle format, including file types such as .JPG, .TIF, .PNG, .GIF, etc. Picture files that have the .JP(E)G (Joint Photographic Experts Group) tend to have the best balance of picture quality and economy of file size. Good quality .JPG pictures may lie in the range of 300 kilobytes through 1 megabyte in size. Some of these files may be larger, but then they get more difficult to transmit electronically via email, and the extra file size does not provide much improvement when printed by most home users. Typically the medium to high quality settings on many digital cameras produce JPEG photos that lie with the previously described range. Professional photographers should be working in camera RAW format which uses no real compression, but requires a higher-end camera, special imaging software such as Adobe PhotoShop, and creates rather large picture file sizes.
Regarding the quality of the photographs and the ability to enlarge them, this rule applies: garbage in, garbage out. In short it is better to start with an image that has a little more quality and size than you need and size downward if necessary. Enlarging poor quality images results in pixilation; the tiny squares that comprise the image get larger and become visible. Here's the rub: a larger image is better to use, but more bulky to send via email. Email is a great way to share images with friends and family, but up until the last year or so, the majority of Internet users connected via a slow dial up modem. Now that broadband access is more widespread, the file sizes are less of an issue. I would recommend sending no more than 500-700kb of attachments via email to the average user. This may mean sending multiple emails with only 1 or 2 photos attached. If you know the recipient is savvy and will not panic when the email message takes a little longer than usual to appear, then you can often get away with messages with up to 3-5Mb attached.
Additionally, if you do plan to send large attachments, it is not a bad idea to send an email letting that individual know to expect a large email that may take a minute or two to download. Many users expect email to arrive instantly and cancel the download on messages that have attachments because they assume their system is frozen. With a little practice, users get the hang of it and their expectations become more realistic. Using the advice I provided above, my dad was able to distribute a large number of photos to several relatives via email, albeit in a number of individual messages, so to my cousins: sorry about all the extra email, but better safe than sorry!
Is Vista Worth A Look?
Darren Karner - TechXpress' Director of Training Services 2/2007
Ever since its release, there has been a great deal of speculation and prognostication about the pros and cons of upgrading computers to Microsoft's new operating system, Windows Vista. There is no magic bullet answer that applies in all cases and if the cost is something you cannot justify, then there is no NEED to upgrade, especially if your PC is not powerful enough to utilize the improvements advertised in Vista.
One of the biggest criticisms I have seen repeatedly is the fact that the system requirements released from Microsoft are unrealistic and most computers will need hardware upgrades in order to function smoothly and flawlessly. What most writers and critics are not taking into account is the fact that Vista is intended to perform the best on NEW technology, and be usable on existing systems. After all, why create a fuel injection system for a Model "A" Ford? It can be done, but will never provide the performance of a new car. If your system only barely meets the requirements, then wait until you purchase a new computer that comes with Vista already installed.
Personally, I have found some fault with Microsoft's recommended system requirements since Windows XP arrived. Sure, a computer meeting the minimum requirements can run the system, but only with minimal performance. The same is true for Windows Vista. Even my home PC, which I built less than a year ago, will be getting a minor hardware transplant before I install Vista, not because it won't work, but because I want maximum performance and if I can get it for an extra hundred dollars in hardware, then it is worth it. A $100 upgrade will not do the same for you if your PC is 3-5 years old, but if you need speed and power, it is time to buy a new PC anyway!
Another consideration when contemplating an upgrade to Vista is the compatibility of the software that you currently use on your computer. Not all software publishers support Vista with the current versions of their software; even QuickBooks, one of the most popular business software titles only works with Vista if you use their most recent version, 2007. It just so happens that Microsoft has released a new version of the Office software to coincide with the release of Vista. A mandatory upgrade? Absolutely not! It is unreasonable, however, to expect the same user experience from Office 2003, regardless of the version of Windows that you use. A little investigation can prevent a great deal of frustration.
If you are concerned that you will need an advanced degree in computer science in order to determine if your PC can handle Vista, fret not, for Microsoft has created a Windows Vista Upgrade Advisor. The Advisor may be downloaded and installed for free from Microsoft.com. (search the site for "Windows Vista Upgrade Advisor", or take the PC to a professional) The advisor creates a description of potential problems you may need to address before an upgrade is advisable. The report may be saved or printed. Upon running the advisor on my PC at work, Vista is not a good idea without some hardware upgrades; for my home PC, Vista is looking better and better.
Microsoft's "New" Internet Explorer
Darren Karner - TechXpress' Director of Training Services 12/2006
Recently you may have been prompted, when running your periodic Windows Updates, to install the new versions of Windows Media Player and Microsoft Internet Explorer. The installation of these new versions of the software require you to go through the Windows Genuine Advantage (WGA), even if you did so previously, and then download and install the applications. Internet Explorer, in particular, has undergone a significant change in appearance and functionality, that Microsoft hopes you will find useful, as many other users already have.
With any evolution of software, we expect significant change and with it improvement in the way we work, but the change may be traumatic for less comfortable users. The new Internet Explorer is radically different in the look and functionality of its interface and has added several new requested features such as tabbed browsing. Tabbed browsing lets users visit several website simultaneously without opening new windows for each; instead the new page can be viewed in a new tab within the same window. Use of tabs in a browser is not a brand new idea…except for Internet Explorer! Firefox and Netscape have used tabbed browsing for some time and due to its popularity, Microsoft has adopted the concept as well.
Another striking difference in the new Internet Explorer is the fact that the File, Edit, and other menus are not in their former location. They are still there and can be viewed by right clicking in the grey area below the address bar and choosing Menu Bar. The traditional menu has been replaced by a set of buttons such as Page and Tools that activate menus that contain most of the traditional commands.
The new Phishing Filter is a security tool to help users browse the Internet with increased safety and avoid becoming a victim of Phishing: the process by which a website fools users into providing personal or financial information for identity theft. When users first use IE7, they are prompted to turn the Phishing filter on or off. The filter, when activated, examines websites you visit and if they contain suspicious elements, a warning is displayed on the address bar. If the filter is off, users can manually check a website by clicking on the Tools button and selecting Phishing Filter: Check This Site.
Internet Explorer 7 also supports multiple home pages and RSS feeds. RSS feeds are becoming increasingly available on websites to provide users with the most up to date information available, such as on news sites. When an RSS feed is available, an orange button lights up between the Home and Print buttons on the new toolbar, including sites such as CNN.com, FoxNews.com, and Weather.com. Clicking the button helps refresh the newest information on hand without all of the distractions of the website design and ads.
Finally, one of the most useful changes, especially as I age, is the ability to zoom in on pages. In the lower right corner is a zoom control to magnify the site the user is viewing.
Look Ma, No Mouse (Well Less, Anyway)
Darren Karner - TechXpress' Director of Training Services 11/2006
At the risk of revealing my age, I can (barely) remember an age of computing that did not involve a mouse. Some people reading this column have far greater bragging rights than that, but since I am a member of the last generation that knows life existed before the PC mouse and the Internet, this concept rather fits the theme of this column. The PC mouse helped revolutionize the way we use computers but, oddly enough, as a computer user's knowledge and experience increases they often find themselves using the mouse less and less. As a matter of speed and convenience, I find myself increasingly looking for way not to take my hands off of the keyboard to go back to the mouse. While the keyboard shortcuts are not a necessity, they often are invaluable, especially if the batteries in your wireless mouse die!
Depending on the type of computing that you do, the standard shortcuts for copy, cut and paste may or may not be useful, but there are other shortcuts that can help you speed through some other common practices. More people every day are using the Internet for business or personal reasons, such as online purchasing. While on the 'net, one occasionally needs to fill in the blanks on a web page to get a desired result. This is generically referred to as filling in fields on a form. Most users go back to the mouse to click in the next field in line; the Tab key will advance you forward to the next field and Tab with the Shift key will move to the previous field. The result is only a savings of a few seconds per move, but those seconds add up quickly.
Another use of the keyboard that is frequently overlooked is the presence of a Windows key nestled between CTRL and ALT on the lower left side of the keyboard. This key is the same as clicking the Start button and can be used in conjunction with the arrow keys on the right to navigate the start menu and Enter to make your selection. For us Right-clickers (which implies nothing about political affiliation) there is even a right-click menu button on most keyboards located to the right of the spacebar between CTRL and ALT. Tapping this key usually has the same result as right clicking on the selected text or object and once again the arrows and the Enter key will let you navigate and select from the menu without using the mouse.
In short there are a great many ways to get the desired end result with or without the use of a mouse. The best way to execute a command on the computer boils down to this: use what works and what you are comfortable with, but don’t be afraid to try new things. After all, you might just free up a little extra time to surf and shop the Internet, or finish your computer chores in record time!
Kilo, Mega, Giga, and You
Darren Karner - TechXpress' Director of Training Services 10/2006
The prefixes that are used are often quite perplexing to the average person not accustomed to thinking in terms of bytes, Hertz, etc. These terms are important to understand when shopping for a new computer or hardware, emailing files, and contemplating the quality of your Internet connection. Since the United States successfully resisted the movement to use the metric system, kilo-, mega-, giga-, and many other terminology used in the computing world can be difficult to comprehend, especially if there is no point of reference.
In terms of computer files, bytes are the increment that files are measured in. Kilo, which in the 1980's was a familiar Miami Vice term, but for a very different reason, means 1000. Therefore 1 kilobyte (kb) = 1000 bytes. Mega equals 1 million, so 1 Megabyte = 1000 kb (1000x1000). Giga means 1 billion or 1000 Megabytes. Without weighing you down with more numbers, a dial up Internet connection runs at a maximum of 56 kb per second, so the time it takes to download an email or file is a combination of its size and the speed of the connection. Broadband connections such as cable and DSL run from 128kb/s upwards of 10Mb/s (note the unit of measure kb vs. Mb). Ultimately, faster is better. Since computer applications are becoming more powerful, they take up more space on the hard drive, and therefore when shopping for a new computer you will see hard drive storage in Gigabyte (Gb) vernacular. Storage has becoming increasingly cheaper in the last year so for a new computer, I would make sure the hard drive is at least 100 Gb or more. This makes it more likely that you will not run out of room as you add more of the new versions of software.
As for computer processor, or chip, speeds, we now measure in Giga-Hertz or billions of Hertz. In this case too, bigger is better. For a desktop computer, 4 GHz or more is pretty darn fast. I recently rebuilt my own home computer and installed a 3.8 GHz processor. Why not a 4.0? The increase in speed was nominal compared to the increase in price. You do not have to have the fastest of the fast to have a good computer; getting quality name brand parts is more important than lowest price. Now there is a choice of single or dual core chips. The price difference is not usually immensely significant, and unless you are a huge multi-tasker like me, a single core will be adequate, but it is well worth the investment to spring for the dual core. It is a matter of being slow and nearly obsolete in 1 month or 1 year. Any new PC I would buy would need to be in the 3-4 GHz range. Memory, or RAM should be 1024 Mb or 1 Gb, otherwise you will soon notice that the computer does not perform like you would expect a new computer to perform.
The rest of the hardware is gravy and should only be enhanced if you plan to use the extra power. A more powerful video card will give better graphics performance. In my humble opinion, there is only one choice: Nvidia GeForce. Still confused? You are not alone; that is why people like me are here, to answer the questions of the computer ages.
Feel Free to Feed the RSS
Darren Karner - TechXpress' Director of Training Services 9/2006
If you are like me, the fact that I spend more and more time in front of the computer has seriously shifted the sources I use to stay up to date with world and local events. Although I do still peruse local newspapers, I find it increasingly more convenient to receive what are often up to the minute news and other informational updates from the Internet. Having a fast broadband Internet connection certainly facilitates this convenience, but it also affords us the ability to get news and information from several sources, which helps insure the accuracy of the information.
Upon visiting news websites (including local news sites), you may have noticed links that will let you subscribe to the site's RSS feed. This is usually accompanied by a button that has XML on it. RSS has been described as either "Rich Site Summary" or "Really Simple Syndication." XML stands for Extensible Markup Language, which provides a more universal data stream that can be used by many software applications. RSS feeds, are a quick and easy way to receive up to date information from sites of your choice, including news, blogs, etc., without having to subscribe via email. As many of us have already found out, when you share your email address you potentially expose yourself to spammers; RSS feeds often let you get the same information with less risk.
Step one is to find an RSS Feed Reader that you can use and that you like. There are several of them available to use for free, and not all require the installation of software on your computer. Yahoo! lets you add RSS feeds to your "My Yahoo" page and Google has an RSS Reader that you can use online via the Google website. Several RSS readers can be found and obtained from www.Download.com. Mozilla's FireFox Web browser has an integrated RSS reader. These are typically independently developed and must be installed to your system. The next step is subscribing to content that you are interested in. Many of the major news sites such as ABC, CNN, and Fox News have RSS feeds available.
If you have taken the next step and graduated to using your cell phone or other portable data device in conjunction with email and the Internet, RSS feeds are available for many of these gadgets as well. That is the nature of RSS feeds that use XML; the data is less device and application dependant and therefore more universally accessible. Additionally, since RSS feeds are less heavily formatted, they take less bandwidth and transfer faster that other file types, like email messages. This certainly has bearing if you are paying per kilobyte for Internet access from a personal data device.
Windows' Hunt for the Computer Pirates of the Caribbean
Darren Karner - TechXpress' Director of Training Services 7/2006
This is not the latest effort by Hollywood to separate you from your entertainment dollar, but an effort by computer software giant Microsoft to curb the use of illegal copies of the Windows Operating system. If you regularly update Windows on your PC, you may have already been accused of using an illegal copy of Windows yourself, even if you know for a fact that you have a licensed copy. This is not overly common, but has happened enough times that customers are complaining.
As part of the update system in Windows XP, Microsoft recently included the Windows Genuine Advantage (WGA) tool to detect illegal copies of Windows XP on individual's computers. Since then a storm of controversy has formed and 2 lawsuits against Microsoft have been filed. So what is all the hubbub about? The claims are that Microsoft did not disclose the true intent of the WGA software update and that it is a violation of personal privacy to check a serial number on a computer.
To address the non-disclosure of what the WGA does, unlike other Windows updates, the WGA installer requires an agreement to terms when it is downloaded and installed. This agreement, which no one ever reads, myself included, stated that the Windows serial number would be checked to see if it appeared on a list of known unlicensed copies. Unfortunately there have been legitimate copies that were tagged as being unlicensed as well. If you clicked "I agree" and installed the update, then it is hard to justify a complaint.
If you have a licensed (purchased) copy of Windows that you are using and updating, then part of using it is agreeing to the terms of use and updates. A licensed copy may trigger an incorrect response that shows the copy as illegal, but if you have a receipt, credit card bill, cancelled check, etc., then Microsoft should not be unreasonable. Before you blow your top and take it personally, contact Microsoft via phone or e-mail and see if there is an easy way to resolve the problem. Windows will continue to work and you can still download critical security updates to protect your system, just not the bells and whistles that most people are not aware of or use anyways.
Ultimately, this whole issue is much ado about nothing, especially if you are using a licensed copy of Windows. All software manufacturers try to protect their products, but Microsoft, whatever your opinion of them, is justified in its effort to curb piracy. After all, you would not want someone to steal your car and then ask you to pay for its maintenance! A Pirated copy of Windows certainly does not make you Blackbeard or even Jack Sparrow, but the curse of no updates and annoying messages will continue to haunt you! Besides, using unlicensed software is illegal and a Windows license is only around $150 from Microsoft and can keep your computer from having to walk the plank!
Relieve Office Pain with the Office Task Pane
Darren Karner - TechXpress' Director of Training Services 6/2006
Back in 2000, Microsoft added the new feature of the Task Pane to its Office software, and immediately millions of users had one more thing to close and get off of the screen before getting down to business. Like so many others, immediately closed the Task Pane, the little box on the right side of the screen that opens by default when you start one of the applications in Office 2000, Office XP (2002), or Office 2003. I have since learned to embrace the Task Pane for its original intent: to help with the composition of files and documents. The Task Pane is also a useful tool in Windows XP, but appears on the left instead of the right (variety is the spice of life).
In Windows XP, double-clicking on the My Computer icon, or opening any other Windows Explorer window produces the files and folders contained within and the Task Pane on the left which provides shortcuts to common tasks to manipulate the items in that location. This list is dynamic and will shift depending on the type of file or object that is selected on the right. These shortcuts are designed to make it easier to manipulate the contents of the computer and Microsoft stayed consistent and also added the Task Pane to their Office software starting with the 2000 version.
In Office applications such as Word and Excel, the Task Pane appears on the right instead of the left and can be manually manipulated in addition to automatically appearing when necessary. When you first open Word, for example, the Task Pane has the words "Getting Started" at the top. This is not just a label, but a menu button that you can click to view and choose the different features that are accessed in the Task Pane. Some of the features are fairly self-explanatory, but I have a few favorites to which I love to introduce users.
For those of you that do a great deal of Copying and Pasting, you can access and view the Windows Clipboard that allows you to Copy and Cut and store up to 24 items from multiple applications to later paste one or more times rather than copying the same item over and over. The Clipboard can be turned on in the Edit menu or by holding CTRL and tapping C twice.
Another of my favorites is the Research feature, which lets you look up words and phrases on the Internet right from the application you are working from. This feature provides spelling assistance, definitions, synonyms, translations, and encyclopedia information, without having to open other applications or leaving your document. When you see the red squiggly line that indicates a misspelling, you can look up the word in several ways. If you hold the ALT key and click the word, right-click and choose "Look Up", or just copy and paste the word into the Research Pane, you can find the information you are looking for.
The bottom line: don't be so hasty to get the Task Pane off of the screen. Many of the features that are there to help you actually do, once you explore their workings and get past the fear of the unknown.
To VOIP, or to IM Instead
Darren Karner - TechXpress' Director of Training Services 5/2006
VOIP (say the letters, don't try to pronounce it as a word) is supposed to be the next big thing in telecommunications. It stands for Voice Over Internet Protocol, which is a fancy way of saying: talking to people using your Internet connection rather than your phone service. The concept makes good sense with the proliferation of high-speed broadband Internet. After all, computers require a much cleaner, high quality signal for accurate data transmission, so the wires and fiber optic cable that the Internet uses is of better quality than the ancient telephone lines that we grew up with. The advantage lies in simplicity: why have two connections, services, and bills to pay when one connection can fulfill all of your needs?
The truth is that a form of VOIP already exists and is free to anyone with an Internet connection. Many instant messenger programs such as ICQ and Yahoo messenger either have or are developing the ability to chat, not only by typing, but talk via the Internet, long or short distance for free. I spent 30 minutes trying out this feature talking to a friend of mine in Las Vegas via ICQ paging. All you need is a microphone and speakers and the software which you can download for free. The process works more like a 2-way radio than telephone, which is less than perfect, but I know that I wasn’t charged any long distance fees for that conversation. Microsoft Instant Messenger which comes with Windows is moving toward the same ability to transmit not only voice but video so you can talk face to face via the Internet. ICQ and Microsoft are not the only ones getting in on the act. AOL, Yahoo, and Google are all working on or already offering a similar service. They are even going so far as developing technology that will allow PC to phone capability. Most of these will be free to download and use, if not immediately, then shortly after their release.
So what does this all mean for us, the average consumer and aspiring tech geek? Try the free services that are already available and for the ones that are not, wait a bit. Let the big boys fight each other and drive the price down. Like most technology, if you don't jump for the latest and newest thing out, you can get the same service shortly afterward for a better price. The bottom line: this is one use for the Internet connection that you are already paying for, so take advantage of it!
E-mail Authenticity
Darren Karner - TechXpress' Director of Training Services 4/2006
Recently my ISP was purchased, traded, or transformed into a new company and therefore my domain name for my e-mail (the @blah.com) changed. Naturally, my first response was less than favorable since now all of my friends and acquaintances would have to update their address books…what a hassle! Then I realized that I had just been delivered from all of the SPAM that I had been receiving daily. I was actually given a fresh start, like being in the e-mail witness protection program!
Of course, it's only a matter of time before I am once again found by the "SPAM Mafia" and hammered and harassed daily, and eventually I will begin receiving junk mail, even from myself. Perhaps you too have received messages from yourself that you did not send. E-mail server names and accounts can be used to forge e-mail, usually SPAM, so I thought a rundown to double check the origin of e-mail would be good to throw out there.
A careful examination of the mail headers, the part that shows the subject and return address, can reveal details and help confirm if e-mail is valid, or a forgery. The Headers for the messages contain a reverse path of the delivery route for the message and is accessed often by right-clicking on the header and choosing Options or Preferences. In the Internet Headers section, look for inconsistencies.
Displaying e-mail headers in Microsoft Outlook is done by right-clicking a message header, choose Options, and scroll through the Internet Headers section that's located at the bottom of the Options dialog box. For Outlook Express, right-click the e-mail, select Properties, and choose the Details tab. If you use a different e-mail program, the Help file should provide adequate instructions, just search for "Internet Headers". The "Return-Path" displays the address of the sender, the "Received" lines show the names of the servers that handled the message. An obvious example would be that if the sender's address is an AOL.com account and "Received" indicates it was sent from another server like Yahoo or Hotmail. Why would AOL send messages with another ISP's server? They wouldn't.
You don't need to check every message in this way, just the ones you are suspicious of. If you are not sure, checking the Internet Headers section does not endanger your computer, as long as you don’t open the message or any attachments on it. Use spam blocking software such as McAfee SpamKiller and/or the built-in blockers in Outlook and Outlook Express and other mail software like IncrediMail. Bottom line: use common sense, if it looks questionable, don’t open it!
Winter Weather Woes
Darren Karner - TechXpress' Director of Training Services 3/2006
Winter on the Central Coast brings one of the few times of the year that can significantly threaten the flow of electricity to our homes and offices, and consequently to our computers. Within the last few months there have been a couple of power outages that even affected our office in SLO. Fortunately, especially for a tech company, power was quickly restored in each case, so the business of doing business could resume. One of the notable differences with these power losses compared to others I have experienced is the simple fact that no one in the office lost any of their work. Sound too good to be true? The answer is simple: all of our computers are plugged into UPS's (no not the guys in brown) also known as battery backups.
I will admit that I have not always been so fortunate. Many people who regularly use computers have experienced occasions where they have lost their work due to power outages and I am no exception. It was especially painful because the auto-save feature was relatively new at the time and had not been activated on my computer. The foolishness of youth!
Battery Backups are an easy way to prevent losing your work when interrupted by a power outage. The device looks much like an overgrown surge protector and is in fact that and more. In addition to having several surge protected outlets, usually two or more of those outlets are linked to rechargeable batteries that hold enough of a charge to buy you 10-15 minutes to save your work and shut down your computer properly to prevent problems. Windows XP and most other versions also have power settings that can be set to automatically save open documents and shut down the computer in the event of a power loss. Battery backups often have a USB port that allows your computer to "talk" to the backup, so when the power goes out and you aren't around to address the problem, you don't return to find an unpleasant surprise on your desk!
So what's the buy-in for one of these miraculous little boxes? Do I have to fork out serious buck for this kind of protection? You can purchase a battery backup for well under $100 form most office supply and electronics stores that will buy you that extra time and protection. We recommend a UPS for every computer in every business and for the home user as well. Not only does the device protect you from losing your work, but also prevents damage to your equipment due to a power spike once the power is restored. The Battery Backups we recommend and use offer $25,000 worth of equipment protection in case the device malfunctions and your electronics are damaged. If you live in a rural area, like I do, that experiences fluctuations in the normal flow of electricity, a UPS can also act to "condition" the power flow to your computer to help prevent damage to the delicate circuits, and your delicate nerves!
Settling For Software
Darren Karner - TechXpress' Director of Training Services 2/2006
Should I upgrade to the new version of Microsoft Office? This is a question asked of me on a regular basis by friends and clients, not just for MS Office, but all kinds of applications. The answer is seldom a simple yes or no without a little extra information. This question really boils down to a matter of need; does the version you are using have bugs, and does it perform all of the tasks that you need? Most users use only a small percentage of the capability of the software they currently have and many bugs that are discovered can be fixed with a simple update from the manufacturer’s website. Upon recommending this to friends and clients, I am usually then asked: how is an update different than an upgrade?
Updates are bits of software, sometimes referred to as "patches" that are generated by software manufacturers to repair glitches and bugs that are a normal part of any software development process. These updates are free to download and install from most manufacturers' web sites. Why are they free? Because these updates typically do not add additional features, merely fix problems with the applications' existing features. Updates improve help an item that you have already purchased function properly.
Upgrades are new versions of software that typically have new features or a newer and easier to use interface. An upgrade typically replaces all or part of an application as it is installed on your system and often includes a new GUI (gooey-graphical user interface) and/or contains features unavailable in older software versions no matter how many updates are installed.
The most important updates to download and install on a regular basis are Operating System updates, often called service packs. Whether you use Windows or Macintosh for your operating system, it is important to keep your system up to date. These service packs and updates fix bugs that can make the system unstable, and security issues that make it safer to connect to the internet and perform the routine tasks that computers are intended for. Most users should have their systems set to automatically update their operating system and Internet Security software. If not, you are asking for frustration and trouble.
So, when should you buy the latest version of software? When the need arises is the best answer. If you are in a business environment and have several people accessing the same files, different application versions can cause some features to function improperly or not at all, from one computer to another. In any business, the easiest way to avoid software conflicts is to have all of the computers running the same operating system and application versions. At home, if the software version that you have does what you need it to, then it is probably unnecessary to upgrade, but you should still get any available updates. Of course, if you have a version of software that is more than 5 years old, the need to upgrade might be a foregone conclusion.
Digital Camera Blues
Darren Karner - TechXpress' Director of Training Services 9/2005
As electronic devices get smaller and smaller it seems that the user manuals get bigger and thicker. When I purchased my most recent digital camera, I was stunned to find that the manual was nearly as thick as a textbook! Fortunately I had purchased the same brand of camera as the one I was replacing so many of the features and controls were similar if not the same. Still, I did have some studying to do if I wanted to use the camera's full capability.
Honestly, I have yet to read the entire manual and I do not use all of the camera's features, but I have learned to make it do what I need it to. Too many people let their cameras sit in the box for months because they're afraid to "mess something up". Digital cameras are not that different from conventional cameras in their basic function, but they do open up a world of options of what to do with the photos once they are taken.
Digital cameras actually make photography easier in many ways using settings that compensate for lighting conditions and various other factors that can produce poor photographs. Many of these features are automatic! One of my favorite features with digital cameras is the ability to see the photo right after you take it. No more waiting for processing time and a trip to the drug store or processing center to see how the photo came out. Nearly all digital cameras allow you to preview the pictures so you know if another snapshot is needed to capture an image. Poor quality, or accidentally clicked photos can be deleted from the camera to make room in the camera's memory for another photo.
Once the photos are transferred to the computer, you can touch them up and correct problems like red-eye with various software applications such as Adobe PhotoShop Elements. Adjusting the picture after it is taken makes it easier to end up with good looking pictures even if you aren't the best photographer, a real life-saver for me!
One more advantage of the digital photos is the ability to save and print many pictures of various sizes right from the computer. Once saved on the computer or CD, printed copies can be easily replaced. Advances in photographic paper and printer ink technology help you produce pictures at home that have a professional look. New inks are fade-resistant for up to 100 years, which cannot be said for those old traditional photos. Better still, computers allow you to touch-up and preserve old photos that until recently were irreplaceable or expensive to reproduce. Though it can be intimidating to see the thick book that comes with a digital camera, the benefits of digital photography more than justify the effort to overcome that fear.
New Year's Resolution: (Nearly) Invasion Free Internet!
Darren Karner - TechXpress' Director of Training Services 1/2006
Along with the beginning of the New Year come all of the promises that we make to ourselves to get in shape, better manage our finances, or perform various other acts of contrition to compensate for our mistakes in the past. Although we may not fulfill all of our long-term oaths for self-improvement, setting a few short-term goals can provide us some more easily attained successes.
One area that can be relatively simple to significantly improve is Internet Security. Although it is hard to believe, there are still individuals that surf the Internet daily without even basic Anti-virus software. For the extremely infrequent user, this may be a relatively safe practice, but if you spend more than a few hours a month online then you can be playing with fire. Even if you are using Anti-virus software, it is very important to make sure that the software is updating regularly because the little monsters that create viruses and worms are DEFINITELY adapting the garbage that they create to defeat Anti-virus software.
In addition to Anti-virus security, we now face the threat of invasion by Ad-ware and Spy-ware. These two gems might not crash your computer directly, but can open doors for invasion and information theft, increase annoying pop-ups, increase spam, and have other irritating and potentially dangerous effects. Fortunately, there are programs out there to find and remove these insidious tailings of the computing world. One such program that works quite well and is free to download and use is Spybot. This little program allows you to download updates and even has a feature to "Immunize" your system to help prevent future infestations.
Spam in the grocery store is in no way as threatening or obnoxious as the e-mail variety. Now we not only have to deal with junk mail delivered by the postal service, but massive amounts delivered electronically. Once more, there are spam killer programs to help reduce the amount of unwanted junk that gets through.
Firewalls work to prevent outsiders from accessing your computer from the Internet. Software firewalls such as those from McAfee and Norton (Symantec) work very well, but can be defeated, although not easily. If you are working on a network that has a router, even a wireless router, you have an extra layer of security; most routers have a built-in hardware firewall that software cannot easily deactivate. All of these precautions help to make the Internet a much safer place for your computer to interact and explore, but no hardware and software solution is perfect; Internet Security still involves knowledge, diligence, and common sense, and is an integral part of Internet Basics.
Command Variation
Darren Karner - TechXpress' Director of Training Services 8/2005
Many computer users only know one or maybe two ways to enter commands in an application. This is fine for the average user who is not working under a deadline. For those of us who rely on computers for business, time is money, and increasing efficiency can save both.
Even for the occasional user, unnecessary extra time on the computer can lead to frustration and make the use of a computer overly tiring. While it is not necessary to learn every single different way to execute every function in an application, being aware of the alternative input methods is a valuable time saving technique.
For example, moving a file can be accomplished in several ways: after selecting the file, you can use the Edit menu and select Cut, then Paste it into the desired folder. You can also use the toolbar button with the Scissors on it to Cut, and then Paste with the paste toolbar button. There are also keyboard shortcuts which appear next to the command in the menu system: Cut = Ctrl+X, and Paste = Ctrl+V. In addition, you could also access certain commands by Right-Clicking on a file and selecting the command from the little menu that pops up. Many users like to stick to using the mouse because it limits the amount of keyboarding that you must do, but even the mouse sometimes has multiple ways to do the same thing. When moving a file, you can Left-Click and drag the file to its new location, or you can Right-Click and drag to the new location. The difference is that when you Right-Click and drag, you get a small menu that gives you the choice of moving, copying, or creating a shortcut to the file.
Many of these commands and keyboard shortcuts transfer across to other Microsoft Applications, such as Office Programs like Word and Outlook, but many software manufacturers use the same or similar commands for maximum compatibility with Windows. Try opening different applications and clicking the menus to see what keyboard shortcuts are listed next to the menu choices and you might be surprised at what you discover.
Time can be saved using different commands at different times while using an application such a Microsoft Word. If you have both hands on the keyboard already, using one or more keyboard commands is a lot faster than moving your hand to the mouse, wiggling it to find the pointer, then moving to the menu or toolbar button, then resuming typing. You may only save a minute each time, but those minutes add up.
Ultimately you should use command methods that you are comfortable with, but don't be afraid to try new command techniques to see if they will work better for you. And remember, if you make a mistake, that's why there is an Undo button!
New Year's Resolution: Reduce Computer Frustration!
Darren Karner - TechXpress' Director of Training Services 12/2005
With the speed that technology moves, it's easy to fall into a rut and only learn one way (usually the hard way) to use computer applications. This leads to increased stress and frustration at work. Make a move in the positive direction and take some time to learn a little more about the applications you use every day. We offer a Fast-Track alternative to inconvenient, multi-session classes. Try one of our training classes and begin to learn how easy it can be!
In addition to helping out in the business world, training in computer applications can make schoolwork easier. Give your kids a leg up and help them learn shortcuts that can take some of the pain out of assignments!
Gadgets and Deals
Darren Karner - TechXpress' Director of Training Services 12/2005
As with every holiday season, the rush to purchase the latest and greatest in electronics is in full swing. One of the most sought after gadgets is the new Microsoft Xbox 360, the pursuit of which has been extensively chronicled in the news lately. Conspiracy theories aside, the supply of these machines certainly isn't keeping up with demand, and therefore it might be necessary to take aim at an alternative gift this holiday season. Besides, the price usually drops a bit once the supply curve catches up, so I'd wait until after January 1st to even pursue that item.
Mp3 players are still hot this year, especially the iPod Nano. What, you may wonder is the difference between the last iPod release and this one? The main differences are in the size of the device (smaller) and its capacity (larger). Additionally, there is a video version so that television episodes can be purchased and downloaded and then viewed on the tiny video screen on the player. Either way, the price starts at a couple of hundred dollars.
Plasma and flat screen televisions have come down somewhat in price and promise to be popular as well as the latest in cell phones such as Motorola's Razr design and the new models of Blackberries. All of these choices certainly will make for a holiday season full of flashing lights and images, and music to fill our headphones while others try to call us on our phones!
Whatever your choices for gifts this season, getting the best price is always a challenge. Online purchasing and deal-finding search engines can help quell some of the holiday spending anxiety. A few of my favorite deal finders are www.pricewatch.com, www.pricegrabber.com, and www.froogle.com. Of course, the advantage of buying locally is that you don't have to worry about the item arriving in time for the holidays and you help support the local economy.
As an alternative to a brand new, high dollar device, such as a new computer, why not save a few bucks and have an existing desktop or laptop upgraded? Upgrading the memory (RAM) in a computer allows it to perform more tasks simultaneously and more fluidly. This can dramatically increase the performance of a system without a hefty price tag. Another option for a unique gift idea would be giving a gift certificate for Computer Training Classes. That way your friends and loved ones can become more comfortable with the computer and other new-fangled technologies so they don't have to find an adolescent to show them how they work! |
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