Basic PC Maintenance The St. Edward's University workshop "Basic PC Maintenance" addresses best practices for maintaining your (Windows 7) PC at home. This document includes notes and recommendations for the key issues addressed in the workshop, and should be used as a reference when working through your regular maintenence routine. Please see the accompanying handout for the Help Desk's recommended schedule for routine maintenance. Instructors Chris Nichols, Help Desk Analyst Megan Ura, Computer Training Coordinator 512-428-1097 512-448-8554 chriscn@stedwards.edu megang@stedwards.edu Action Center The Windows 7 Action Center (formerly known as Windows Security Center in Windows Vista and Windows XP starting in Service Pack 2), displays security and computer maintenance information that requires your attention. The Action Center displays notifications about your firewall, Windows Updates, and virus and spyware protection. When the Action Center needs your attention, you will see an icon with a flag marked with an "x" in the System Notification Area of your taskbar. Clicking on that icon will display a notification tooltip that shows important messages. Clicking on one of the messages will trigger an action for that specific message to help you resolve the issue. If there are no concerns, the white flag will still appear (without the "x") to give you quick access to the Action Center. For more information, visit http://windows.microsoft.com/en-us/windows7/what-is-action-center Basic PC Maintenance - 1
Backing Up Files Why back up files? Backing up your files is a necessity to guarantee the safety and security of your data. Should something happen to your computer, you know you will have extra copies of your files and can easily restore them to a new computer. Our Recommendation: To ensure the safety of your data always have a local copy on your hard drive, an external copy saved on another device or online service, and an offsite copy. We use the 3-2-1 Rule, meaning that you should have 3 backup copies of anything you want to keep: 2 different storage media and 1 offsite storage site. Backup systems to consider: We recommend you choose at least one method of each type. "Cloud" storage simply refers to accessing and/or backing up your data via the Internet from a particular online service. 1. "Extra Storage" backup locations - these allow you to drag and drop or upload copies of individual folders and files manually from your hard drive to another remote location for future access. Consider using online cloud systems like your EdShare account or Dropbox.com, or external devices like external hard drives, flash drives or data CDs. With these tools, you can use them anytime when you need a file, or only when you need to restore lost files. 2. Restoration/"single file" backup methods - these systems regularly back up your entire computer. These systems can be used to easily restore all of your files to a computer, because they write all backup data to a single restore file. However, this file cannot be opened and viewed like a normal file and must be "restored" to a computer to access ANY file after restoration. Recommended examples include Carbonite (a "cloud"-based system that backs up your system over the Internet) or Seagate (an external hard drive brand). Both Apple and Windows offer their own built-in restore methods as part of the operating system ("Time Machine" and "Windows Backup," respectively); both require an external hard drive to save the restore file on. If there's still room on your external drive, you can store individual folders and files for quick access, as well. No matter what you use, it's critical that 1) you use them, and 2) you have at least one method that you can access outside your home. Whether you store and backup files in the cloud via Dropbox and/or Carbonite, you might also consider saving copies of critical files to an external drive that you leave with a relative, or at work. This way, if something happens to your home, or you can't access your house, there's another location you can go to get those files. Basic PC Maintenance - 2
File Organization and Search Before you start backing up your files, take the time to make sure that your files are organized and stored in the correct locations on your computer. In Windows 7, most of your personal files should be stored in your Libraries. There are four libraries, one for each major type of media: Documents, Music, Pictures and Videos. Please save all of your files in one of these Libraries. By staying organized, it will be easier to maintain a backup regimen. Read the following help article and its "learn how" section to get started: http://windows.microsoft.com/en-us/windows7/products/features/libraries Searching your files: When you are working in any of your Library folders, you will see a search box in the top right of the window. This search tool will allow you to find files across your computer, or any external storage device you have plugged in. This search feature works very simlar to Google, meaning that if your search has multiple words or special characters, you need to place quotation marks around the query. So if I want to find every file that ends in.doc, I need to type in ".doc" with the quotes into the search bar. If I want to find every.doc file that has the word annual in the file name, I would type in ".doc" + annual For tips on searching and accessing files like a pro, visit: http://windows.microsoft.com/en-us/windows7/products/features/windows-search Windows Update Windows Update is a service provided by Microsoft to deliver software updates for the Windows operating system and its installed components, including Internet Explorer. Basic PC Maintenance - 3
A more secure OS: Updates are the best way to prevent or repair known problems, and they can enhance the security of your computer. For Windows, the easiest way to install updates is to turn on automatic updating. Windows will install new updates as they become available, usually on the second Tuesday of the month. A "patch" is a software fix for a known security issue that is deliverered via Windows Updates. Our Recommendation: Turn on automatic updates to run at a convenient time for you. On your personal computer, you should set up your computer to download and install updates automatically. 3:00am is the default scheduled time for your system to check for updates to download and install. However, this only works if your system is set to update automatically, and your computer is turned on and connected to the internet at that time. These settings can be changed through the Control Panel (see the section "System and Security"). For campus and faculty/staff computers, updates are downloaded and installed for you by St. Edward's system administrators. For more FAQs, visit: http://windows.microsoft.com/en-us/windows/help/windows-update http://windows.microsoft.com/en-us/windows7/updates-frequently-asked-questions Control Panel The Control Panel offers access to several areas where you can manage and peronalize your Windows 7. The next two sections of this document discuss the "System and Security" and the "Programs" areas. If you prefer, click the View by drop-down menu to see the Control Panel organized by individual icons rather than grouped categories. Basic PC Maintenance - 4
System and Security Windows Firewall: A firewall is a software program that monitors incoming and outgoing traffic on your computer. The firewall determines if the traffic is allowed depending on predefined rules. Exceptions can be made that tell the firewall some software is allowed to go onto the Internet, such as CARS or PC Anywhere. We recommend that you should turn your Windows Firewall on for your personal computer. If you are on an SEU-owned computer, you may see different firewall settings because of an enterprise firewall system IT uses. System: learning more about what is installed on your computer "View amout of RAM and processor speed": In this area, you can see at a glance what version of Windows your machine is running, including any service packs. You will also see information about you processor, RAM, and system type. If someone asks which service pack is installed, or how much RAM you have, this is where you can check your "specs" ("specifications"). "Check the Windows Experience Index": The "Windows Experience Index" is a way to rate how well all components of your computer work together, including your CPU, HDD, and RAM etc. One or more less-than-optimal components can cause the score to drop, but should not be a concern for average users. Windows Update: The Control Panel is another way to access your updates. "Turn automatic updating on or off": Click here and choose "Install updates automatically (recommended)" from the drop-down menu under "Important Updates." Where it says "Install New Updates," choose a time that your computer is often on, but you are not actively using it, such as Basic PC Maintenance - 5
during a coffee break or lunch, then click the OK button. You can use your computer while updates download and install, but depending on the nature of the updates, they may take longer if you are slowing down your system by running other demanding programs or games. "Check for Updates": Click here if you want to check for updates manually. Windows 7 will check for any missing updates and prompt you to download and install them if any are missing. Administrative Tools: "Free up disc space" a.k.a. Disk Cleanup: scans and removes files from hard drive Feel free to use this tool, but don't rely on it to free up large amounts of space. Your hard drive should only be filled to 80% max, so if you are running out of space, you need to clear off more files. Consider uninstalling unnecessary software or storing unused, archived files to an external/cloud storage location (see the section on "Backing Up Files"). "Defragment your hard drive": Defragging is a process that takes all fragmented files and creates a contagious space at the beginning of a hard drive and leaving empty space at the end. This is done to improve computing speed, but with the speed and ability of computers today this process is not needed and is not recommended. The nominal amount of computing speed this process once provided is no longer relevant. Please note: defragging a solid state drive i.e. a USB flash drive could destroy the file system. Programs > Uninstall a program About Software Programs: Learning what a program is and where it is helps to understand your computer better. An icon that opens your favorite program and an.exe file are very different. An icon can be deleted or moved, but the.exe is a crucial part of the success in running software. On a Windows computer, programs are located in C:/Program Files; you can see all of your installed software programs by going to your Computer icon, selecting "Local Disk (C:)" from the left column, then opening the "Program Files" folder. Be careful - moving or deleting any of these files will likely cause that program to behave incorrectly or stop working entirely. Uninstalling a Program: Go to the Control Panel and click "Uninstall a Program," under the Programs heading. Click once the program, then click the "Uninstall" button above the list of programs. This method is more preferable than removing the program out of the Program Files folder; it is best to let the software Basic PC Maintenance - 6
correctly uninstall itself than to delete files on your own. What's a "driver"? A driver acts like a translator between a device and the program that uses it. For example, multi-function printers often require drivers for all of the printer features to work properly. Drivers allow the scanning software to talk to the scanner, control paper feeders, and the software that stops and pauses the print jobs. Nowadays, most devices/perhipherals that plug into your computer install their own drivers. If your system alerts you that drivers are missing, consult the manual for the device or check the manufacturer's website - you can often install drivers from their site easily. Error-checking - the new "Scan Disk"/"Check Disk" Error-checking, formerly known as Check Disk/Scan Disk, is the utility that scans the hard drive for errors and attempts to correct them if found. These errors and performance issues are related to the file system and do not look at things the user would see on a day-to-day basis. Visit the Windows help site for instructions: http://windows.microsoft.com/en-us/windows7/check-a-drive-for-errors Our Recommendation: Use Error-checking in the case of an emergency, such as when your computer starts crashing on you frequently. This is not a tool for regular maintenance use. You may also find that Third-party programs may produce better results; we like CCleaner, from http://www.piriform.com/ccleaner Basic PC Maintenance - 7
Antivirus Viruses are malicious programs that replicates itself and sends itself to other computers. They embed themselves into programs and even the operating system itself, destroying files. Worms self-replicate and spread to other computers via networks (not file to file like viruses), infecting and taking over whole systems of computers. Trojan horse is a malicious software that piggy backs on to your computer through a legitimate program, but then steals information or harms your system once it gets in. Most viruses,trojans, and worms are now referred to today as "malware," which can be a wide variety of different software instances but the common factor is they all have malicious intent. Quarantine is used to isolate a file that a virus scanner sees as malicious. This gives you a chance to view the file and decide if the file is harmful or legitimate. Visit our Symantec Antivirus support page for instructions on how to download, install and update your Symantec antivirus: http://think.stedwards.edu/computerhelp/antivirussoftware We also recommend reading through the rest of our site s Computer and Information Security section at http://think.stedwards.edu/computerhelp/computerandinformationsecurity Windows Resources Windows Tutorials: http://windows.microsoft.com/en-us/windows7/help (official Microsoft site) http://www.top-windows-tutorials.com http://www.howtogeek.com These websites have a large collection of video tutorials and articles that discuss PC care and related topics. Check out their Windows 7, Microsoft Office and Malware/Security categories. For the aspiring power user: http://gizmodo.com/5523272/19-tips-every-windows-7-user-needs-to-know Basic PC Maintenance - 8
Web Shows for Windows Users: http://twit.tv/show/windows-weekly Windows Weekly is a web show about all things Microsoft and PC, usually focusing on news and current events in the industry. If you really get into it, we also recommend checking out the rest of shows across the TWiT network, including the flagship show, This Week in Tech. http://www.youtube.com/user/lockergnome Chris Pirillo makes videos covering a variety of personal computing topics. Each video is only a few minutes in length. He also blogs at http://www.lockergnome.com http://www.youtube.com/user/win7tips Veronica Belmont s YouTube channel dedicated to Windows 7 and the best tips I've come across for this great OS. Maintain your Security Online, too. https://www.grc.com/haystack.htm Use this website when you need help choosing a secure password. Remember, a secure password will have at least six characters, a special character, and an uppercase letter. http://www.mozilla.org/en-us/plugincheck If you re a Firefox user, this site will show you at a glance the status of your browser plug-ins, including any of those out of date. The best part is that you can update those plug-ins directly from this site! A "plugin" is a program that you can install onto your browser to add a feature or function. Add-ons in IE 9: http://windows.microsoft.com/en-us/windows7/how-to-manage-add-ons-in-internet-explorer-9 Manage your Extensions in Chrome: chrome://extensions Learn more about Phishing - http://think.stedwards.edu/computerhelp/internetsafetyphishing Phishing is a malicious attempt at gathering information about you, such as your passwords or back account information. E-mail is a large target in which a person tries to get you to click on a link that will send you to a infected website or impersonate a real business to trick you into giving them your personal information. Mobile devices access the Internet so can be vulnerable to attack as well. Methods of attack are third arty apps, malicious QRcodes, and scam text messages. When conducting sensitive business online, such as accessing your bank account or making a purchase, be sure to check for "https" at the front of the URL. The "s" stands for secure. This is SSL (secure socket layer), which provides encrypted communication between you and the service you are accessing. Basic PC Maintenance - 9