for WINDOW 7 Course documentation Material at:sussex.ac.uk/its/training/material/housekeeping University of Sussex Updated: June 2011 IT Services Created: December 2002 University of Sussex IT Services
Summary of Good Housekeeping Table of Contents INTRODUCTION... 1 SUMMARY OF GOOD HOUSEKEEPING... 1 FIRST THINGS FIRST - BACKING UP YOUR DATA... 2 WHERE TO BACK UP YOUR FILES... 2 HOW TO BACK UP YOUR FILES... 2 SECURITY... 3 SETTING UP SAFE PASSWORDS... 3 TO SET OR CHANGE YOUR PASSWORD... 3 ADD A NEW USER TO YOUR COMPUTER... 3 VERSIONS OF WINDOWS AND OFFICE... 4 DEALING WITH VIRUSES AND OTHER NASTIES... 5 INSTALLING MSE ANTI-VIRUS SOFTWARE (FREE)... 5 DEALING WITH SPYWARE... 6 CONFIGURE WINDOWS FILE NAMES... 6 INSTALLING WINDOWS AND OFFICE UPDATES... 7 SETTING UP TO AUTOMATICALLY DOWNLOAD FUTURE UPDATES... 7 MORE ABOUT OFFICE AND WINDOWS 7... 7 READING EMAIL AT HOME... 8 STUDENT EMAIL... 8 STAFF AND RESEARCH POSTGRADUATE EMAIL... 8 PERFORMANCE... 9 DISK CLEANUP... 9 DELETING TEMPORARY INTERNET FILES... 9 FINDING AND DELETING TEMPORARY (TMP) FILES... 10 EMPTYING THE RECYCLE BIN... 10 DISK DEFRAGMENTER... 11 CHECKING THE HARD DISK FOR ERRORS... 11 REMOVING UNUSED SOFTWARE... 12 MANUALLY DELETING A FILE OR FOLDER... 12 FINDING OUT MORE... 13
Introduction Introduction A computer, like a car, needs regular maintenance. It is possible to do nothing and let your computer slowly come to a grinding halt, either by virus attack or neglect. This document is intended to provide a few suggestions on how to improve security and performance of your PC at home. It assumes that you are using Microsoft Windows 7 and have an Internet connection supplied by an ISP (Internet Service Provider). Summary of Good Housekeeping This following table summarises the tasks to be completed and gives a guide to the frequency of each task. Task How Often How to do it! 1. Keep virus checking software up to date Daily/ Weekly 2. Use Disk Cleanup Weekly/ Monthly 3. Backup Weekly/ Monthly 4. Defrag 3 to 6 Monthly 5. Delete unwanted Files 6. Empty the Recycle Bin Monthly Monthly Update your virus definitions. Done automatically or by manual updates See Disk Cleanup section in this guide Back up to CD/Zip or other Use disk defragmenter 7. Scandisk/ Chkdsk Monthly Use Scandisk 8. Windows and Microsoft Office Update Automatic Manually search through your hard disk to ensure that files no longer used are deleted. Be sure to empty the Recycle Bin Go to: windowsupdate.microsoft.com 9. Use Anti-Spy ware Monthly Update spyware definitions and run a deep scan (thorough) check. 10. Check MSE (Microsoft Security Essentials) Annually Check for new versions of software as released by IT Services 11. Check Anti-Spy ware Annually Check for new versions of software as released by vendor University of Sussex - IT Services Page 1
Where to back up your files First Things First - Backing up your Data Before starting any updates of your OS system (Windows) you should backup any important files (CVs, reports, essays, and dissertations). Where to back up your files The following are some storage devices and locations to consider. External hard drive CD DVD USB flash drive Online backup and storage service How to back up your files A good step-by-step guide for backing up files in Windows 7 is: microsoft.com/windows/windows-7/features/backup-and-restore.aspx For more information also see: sussex.ac.uk/its/help/guide?id=50 sussex.ac.uk/its/help/guide?id=51 And to back up your Internet Explorer bookmarks see: sussex.ac.uk/its/helpdesk/faq.php?faqid=972 Page 2 University of Sussex IT Services
Security Security Setting up Safe Passwords Passwords add a level of security to your computer. When sharing a computer with others, your customized settings, computer programs and system resources are more secure when you assign a password to your user account. Some passwords are better than others. A password that is easy to guess or break into is described as WEAK. You can help to protect your information by choosing a STRONG password. Strong passwords are described in: microsoft.com/security/online-privacy/passwords-create.aspx To Set or change your password When you are logged in: Click > then select Control Panel Select User Accounts Click Create a password, or Change the password Type the new password Type the new password in again to confirm Type some descriptive or meaningful text to use as a password hint to help you remember your password Click Create or Change Password Add a new user to your computer If more than one person is using your computer, then you should create separate user accounts for each person. When you are logged in: Click > then select Control Panel Select User Accounts Select Manage another account Select Create a new account Type a name for the new user account Click either Standard user or Administrator, depending on the type of account you want to assign to the new user Click Create Account Then you can select the user account to change the picture or add a password University of Sussex - IT Services Page 3
Versions of Windows and Office Versions of Windows and Office To find out which version of windows your have: Click > All programs > Accessories > and choose Run (or you can Click and type run into the Start Search box) Type winver in the box, and click OK A box will pop up showing you the version of Windows and which service packs you have installed The box below was taken from a machine running Windows 7 Enterprise with no Service Packs: To find out which version of Office you have: It is useful to know which version of Office (Word, Excel etc) you have installed when discussing problems or looking for relevant information. In Word 2007: Start Word Click the Microsoft Office Button then click Word Options at the bottom of the window Click Resources, and then click about Microsoft Office Word 2007 A window will appear that tell you what version and service pack level of Office 2007 you have In Word 2003: Start Word From the Help menu choose About Microsoft Word A window will appear that tells you what version and service pack level of Office 2003 you have on your PC Page 4 University of Sussex IT Services
Security Dealing with Viruses and Other Nasties This section briefly describes computer viruses and how to protect your computer by using Anti-Virus software. What is a computer virus? A computer virus is a program that has been written with malicious or mischievous intent. This is called a virus because it will usually include some mechanism to copy itself to other computers and therefore spreads in a similar way to a biological infection. A combination of anti-virus software and regular updating of Windows and Office will help to protect your computer. Anti-Virus software has to contend with new types of virus appearing daily. So, it is important to regularly update your anti-virus software definition list (not the software itself but the list of all viruses). Anti-Virus software on IT Services computers has been configured to update its definitions list daily. Installing MSE Anti-Virus Software (FREE) Microsoft Security Essentials (MSE) is the free antivirus software that we recommend for home users. Before installing any Anti-Virus software please ensure that you do not have any Anti-Virus software already installed. Running two Anti-Virus packages could cause your PC to become unstable but there are special removal tools that you can use to delete Anti-Virus software that you no longer need. To remove Anti-Virus software, see the section on Removing Unused Software. We recommend that you disconnect your computer from the Internet before uninstalling one antivirus software product and installing another. This is because your computer will not be protected while this is being done. You can get a copy of MSE Anti-Virus software, and step-by-step installation instructions, from the Microsoft Website at: microsoft.com/security_essentials University of Sussex - IT Services Page 5
Dealing with Spyware Dealing with Spyware Several other types of malicious programs are not detected by anti-virus software; these are known as malware or spyware. These have become common on the Internet and many computers have become infected with them. These programs can compromise your privacy and cause your computer to run slowly. Malwarebytes and SpyBot are two tools that can help you to get rid of spyware. Free versions are available for personal use, see: sussex.ac.uk/its/services/programsandsoftware/software/owncomputer Notes: To install Malwarebytes click on the link to download the free software, select Save, then when the download is complete run the software to install Malwarebytes on your PC. You are recommended to run this program regularly to check your PC for spyware. When installing Spybot, you don t need to donate, just click the download button for the free version. There are several download sites that you can select. Select the site, select Save, then when the download is complete run the software to install Spybot on your PC. You are recommended to run this program regularly to check your PC for spyware. Configure Windows file names Windows often hides the full names of files. This can make it more difficult to spot files that might be unusual or harmful. You can make a simple change to see the full file names in Windows 7: Click Click Folder Options Click the View tab > then select Control Panel Scroll down to the line Hide extensions for known file types and make sure the box next to it is unchecked Click OK Page 6 University of Sussex IT Services
Security Installing Windows and Office Updates When Microsoft becomes aware of problems, especially security concerns, they release updates (also called patches) to fix them. If you install Windows updates regularly, you will avoid many potential problems. If you haven t installed updates before, they will take several hours to download. You can decrease the amount of time necessary by installing the latest service pack first. We strongly recommend that you install Service Packs which has many security enhancements. A service pack for windows 7 will be available in 2011, see: windows.microsoft.com/en-us/windows/downloads/service-packs Once you have installed the latest service pack, you must visit the Microsoft Update Site at: update.microsoft.com And get the updates that have been released since the service pack was issued. Details of how to find out which version of Windows and which service pack you have currently installed can be found in this booklet in the section called Versions of Windows and Office. Setting up to automatically download future updates Once you have caught up with current critical Windows updates, you'll need to install any new ones that come out. You can do this manually, or you can set up your computer so that it happens automatically. Your computer will check for updates, download them, install them at a time specified by you, and reboot all on its own. If your computer is turned off at your selected installation time, it will perform the installation the next time it is powered on. To set up the automatic updates, follow the instructions at: windows.microsoft.com/en-us/windows7/install-windows-updates More about Office and Windows 7 You can find more information about Office and Windows 7 at the following URLs: windows.microsoft.com/en-us/windows7/help microsoft.com/office University of Sussex - IT Services Page 7
Reading Email at home Reading Email at home For general information about your Sussex email account, see: http://www.sussex.ac.uk/its/services/programsandsoftware/emailandcalendar Student email All Sussex students are allocated 1GB of storage space. The Sussex student email system allows emails of up to 50MB in size to be sent or received. You can use webmail (roundcube) to read your email from home, by going to: webmail.sussex.ac.uk/ For information about using webmail, go to: http://www.sussex.ac.uk/its/help/guide?id=1 Staff and research Postgraduate email The Outlook Web App (OWA) is a very good way of using your email. There s nothing to install or configure and you can simply login with almost any web browser including Internet Explorer, Firefox and Chrome. All staff and research postgraduates are entitled to a calendar stored centrally on the University's system which can be accessed from anywhere using OWA. To use OWA: Go to exchange.sussex.ac.uk/owa Enter your normal username (e.g. ano23) in the Domain\user name box Enter your password and click Log On Page 8 University of Sussex IT Services
Performance Performance You should periodically store (archive or backup) or throw out documents and files just as you would with a paper based filing system. Your computer will then run more smoothly. Disk Cleanup The disk cleanup program attempts to consolidate the removal of all unused and temporary files. This is useful but you should also make regular checks yourself, even if only to familiarise yourself with the structure of the file system on your hard disk (the C drive). To delete the files manually see the information on the next page. Click > then in the search box type Disk Cleanup lick on Disk Cleanup in the programs window, the following window will appear: Select the C: drive, click OK, then Disk Cleanup will calculate how much space you can save and display the following window: Each tick box can be selected to indicate the areas of the disk you wish to delete unused files from, tick the boxes next to: Temporary Internet Files Temporary files Recycle bin Click OK to delete the selected files Deleting Temporary Internet Files When you browse web pages, Internet Explorer automatically saves a lot of the information into a temporary folder. This helps to speed up web browsing but the temporary files take up space on your computer. You should regularly remove temporary internet files from Internet Explorer: University of Sussex - IT Services Page 9
Finding and Deleting Temporary (TMP) files Start Internet Explorer From the Tools menu, choose Internet Options Under the General tab, click the Delete button Now you can delete you temporary internet files, cookies, history, form data and passwords that have been saved by Internet explorer Click Delete Finding and Deleting Temporary (TMP) files Temporary files have the suffix.tmp. They are created temporarily by Windows programs and Utilities, such as Word and are normally deleted when the program is closed down. Temporary files should be automatically stored in a TEMP directory. However, it s possible with Windows that a number of TEMPorary locations have been set-up for each user. To find and manually delete these files: Click In the search box type %temp% An explorer window will appear with the names of all folders and files on your PC, which contain temporary files. You can then select any file or folder you want to delete and press the <<delete>> key on the keyboard to send the file or folder to the Recycle Bin. Emptying the Recycle Bin When you delete files, they end up in your Recycle Bin, to remove them completely: Double click the Recycle Bin icon on your desktop Check that all files in the Recycle bin are either backed-up or no longer required Select Empty Recycle Bin Page 10 University of Sussex IT Services
Performance Disk Defragmenter Files on a disk can become fragmented. This means that files may be stored in two or more chunks on different parts of your disk. This can slow down your system, as it takes longer to read and write files that aren t stored neatly in one place. The disk defragmenter takes fragmented files and puts them back together so that the hard drive doesn t have to work as hard to get them. By default Windows 7 Disk Defragmenter automatically defragments your hard drive(s) on a schedule for you. A normal computer user should never have to deal with the disk defragmenter in Windows 7. The Disk Defragmenter runs as a low priority task in the background without affecting the performance of the computer. To see, or modify the schedule: Click > then in the search box type Disk Defragmenter Click on Disk Defragmenter in the programs window The following window will appear: Checking the Hard Disk for Errors Errors can appear on your hard disk and may affect performance. You can use the check disk tool to identify and possibly remove disk errors. Click Click Computer Select the local disk you want to check (C) Right click, click Properties, click the Tools tab Under Error-checking, click Check Now Click Continue To perform a complete check of your hard drive for errors check both options in the check disk window that pops up. Click Start University of Sussex - IT Services Page 11
Removing Unused Software Removing Unused Software If you share your computer with other people or often install software to try-out, then you will find that your hard disk (however large) may become full. Computer games are particularly large, often requiring in excess of a Gigabyte of space. Consider regularly looking at the software you have installed and deciding if it is still required. Click > then select the Control Panel Select Programs and Features Wait until your list of installed programs appears Select the program you want to remove and click the Uninstall button at the top of the window Wait for the program to be removed and follow any on-screen instructions You may receive a message that parts of the software (file or folders) could not be removed. This may be files that you have created yourself that were not installed by the software (installer). In the case of computer Games this will be game saves i.e. information relating to your current status within a game. You may wish to back-up these files or remove them manually. Manually Deleting a File or Folder It is useful to be able to find files or folders on your computer to delete them manually. This is how to delete your program files using Windows Explorer: Click Click Computer Double click on the C: drive, a window will open showing your folders Double click the Program Files folder Select the file or folder you want to delete and press the <<Delete>> key on your keyboard The file is moved to the recycle bin Page 12 University of Sussex IT Services
Finding out more Finding out more There is lots of information on the ITS web pages: sussex.ac.uk/its/help There are plenty of web pages offering information about using and maintaining your computer ; here is a sample: Security Advice microsoft.com/security/default.aspx Performance Advice microsoft.com/atwork/getstarted/speed.mspx Help and How to windows.microsoft.com/en-us/windows7/help University of Sussex - IT Services Page 13