desk maintenance

Mark Shaw

mark@npowermichigan.org

Desktop MaintenanceWhat every User needs to know to keep it

running smoooth

Slides Available from…http://www.slideshare.net/npowermichigan

NPower Mission

To inspire and empower nonprofits to use technology to better serve their

communities.

• Tech Assessments• Tech Workshops• Project Work• Managed Care

– Monitoring and Help desk with remote support

What we do..

Current Trends Best Practices Maintenance Basic Troubleshooting A Review

On the Menu Today

Computing Trends

Operating System

XP Vista Windows 7

Office Suite

2003 2007

Computing Trends

Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

89%4%

49% 19%

Portable Computers

$$$ $

Computing Trends

Mobile Devices

(for communication, organization, productivity)

Computing Trends

• “Cloud Computing”– Applications via Web browser– Rent vs. Buy– Hosted vs. Host Your Own– Work from ANY computer

Computing Trends

• “Cloud Computing”

Computing Trends

Best Practices

Documentation

Ziplock baggies

Create a Network Binder• Usernames, passwords, licensing, network

diagram etc.

Put all that.. in one secure place

Create an InventoryWhy?

• Insurance• Audits• Easy to identify upgrades

Inventory Tools• Belarc Advisor

Download.com (search for: “advisor”)• TechAtlas.org

Online secure inventory tool• Spiceworks

Keep it up-to-date

Keep your files in My Documents• Easy to backup• Easy to find files

What do I Backup ?

Email Users have to Backup…• POP3 or IMAP Email Files

Email Users do not have to backup…• Exchange or Hosted Exchange• Web only email (hotmail, gmail, yahoo)

Email

What do I Backup ?

My DocumentsC:\documents&settings\user\favorites

FavoritesC:\documents&settings\user\favorites

Other• Quickbooks or Financials• Find out what directory your application stores

data in and include it in the backup

Data

Backup Outlook Email

1. Exit all programs..

2. Copy everything in..C:\documents and settings\username\local settings\application data\Microsoft\outlook

3. Paste to your backup• Make it easy.. Create a shortcut on your desktop to the directory

in #2. Name it “Email Files to Backup” Then just open it to copy your email files

Email Best Practices

• Email is not a good file storage system

• Organize but don’t “over organize”

• Clean and Archive at least once a year

• Empty “Deleted Items” & “Junk Mail”

• Keep AntiVirus up to date!

• Backup email!!!

Email SearchesXobni – Excellent search tool for Outlook

Backup Solutions…Best

• USB Flash Drives• Full or Mini USB Hard Drives• NAS Network Drive• Server Share

Not so good• Zip drives• External CD/DVD• Chips (SD, Compaq..)

About Connectors

USB1 and USB2• Same connector• USB1 is slow!

Firewire• IEEE 1394

Standard Mini

Avoid “Bloatware”

• Buy “Business grade” systemsDell Optiplex or Vostro

Don’t come bloated with trial software

• Cleanup “Consumer grade” systemsUninstall .. (Add/Remove programs or “Decrapifier” )

• Games• Google Desktop and Toolbar• AOL• MS Works• Norton Internet Security (30 day trial)• MS Office Trial (30 day)• If you’re not sure… leave it!!

Maintenance

System Simplicity

Install ONLY what you’ll use

Maximum Performance Fewer errors and lockouts Increased “life cycle”

Inst

all “

Gotch

a”

For Installs and UpdatesStay Sharp! Never Assume!

Clean it up!

• Canned Air or Small Compressor1. Open case and blow out dust inside

2. Blow out keyboard

• Sticky Mouse?1. Remove Ball

2. Thoroughly Clean rollers, ball and reassemble

Buy an Optical mouse!

Updates and Service Patches

Status Check Rgt clk My Computer

Properties

General Tab

System definition

Microsoft XP Service Patch 3

Microsoft VISTA Service Patch 1

Updates - Yellow Shield in System Tray– Shows when Updates are available– Run Updates ASAP– Begin by closing all applications

Don’t Wait for the shield!

Manual Update…

1. Close all applications

2. Select Start, “Windows Update”

3. Safe to do the “installs” that are requested

4. Select “Microsoft Update” and/or Express and follow the instructions.

5. Repeat (2-4) until “your system is up to date”

Hint: Be Patient ! Updates may take time.

Office Updates are included under “Microsoft Update”

AntivirusA Must Have

Inexpensive from Techsoup.org

Corporate Versions (for server networks)

Symantec Corporate

Symantec End Point

Others

Client only Versions

Norton Antivirus 2009

Others

Antivirus

Look at your System Tray!Bottom Right

Antivirus should be there

Open Antivirus and Check..1. Subscription Date

2. Virus Definition Date

Antivirus Hints..– Enable Automatic Updates (not for Corp version)– Run a manual “live update” occasionally– Run Antivirus Full System Scan occasionally

Browser Cleanup

Internet Explorer 6Tools, Internet Options

» Delete files (check box)» Delete Cookies» Clear History

Internet Explorer 7 or 8Tools, Internet Options

» Delete» Delete All (check box)

Spyware / Malware

New Antivirus versions take care of this

Removal ApplicationsAdaware

Spybot

Procedure• Install• Update the definitions• Run the search (takes time)• Delete items it finds

Disk Defrag

Procedure1. Start, Programs, Accessories, System Tools,

Disk Defragmenter

2. Select C:\ drive and Defrag

3. Takes time

4. For Best results, Run 4 or 5 in a row

5. For VISTA.. download Auslogics Disk Defrag

System CleanupCCleaner.comDownload & Install

ONECleaner Tab1) Analyze2) Run Cleaner

TWORegistry Tab1) Scan for Issues2) Fix Selected issues

Troubleshooting

Troubleshooting Guide

Check the “simple” things FIRSTConnections cables, power cords, network devices, are

other systems OK?, etc..

Wait !! Don’t Change the settingsIf it worked before chances are it was not because a

setting was “magically” changed

• Know when to Stop and get Help!• Be specific with Tech Support calls• Prepare for a call.. before you pick up the phone!

Hardware Reality Check

Replace if…• PII (P2) or PIII (P3) Systems• Older than 5 years• Window98 or Windows 2000• Less than1Gb RAM• Less than 40Gb Hard Drive

Best Fix for Poor Performance

Destructive Rebuild• For really bad problems (viruses)• Should be “hardware worthy” P4 better• Great time to add more RAM, etc..• Takes 3 to 4 hours for rebuild, updates and data

migration.• Backup Your Data 1st!

Replace with New• $850 for a 3-5yr desktop• $1500 for a 3-5yr laptop• XP VISTA and Window 7

– Processor (Intel Core2 or AMD FX or X2)– RAM 2Gb or more– CD / DVD burner– Warrantees

» Desktops – Optional?» Laptops – A Must Have (2 to 3

accidental )– Techsoup.org for Office etc.

Let’s Review

Weekly

• Backup Email• Backup Data• Updates – Yellow Shield or Manual• Check Virus Software

• Is it running in the system tray?• Is it Up-to-date?

• Clean the Browser

Monthly

• CCleaner• Full System Virus Scan• Manual Virus Live Update• Manual Microsoft Update• Spyware Scan• Defrag C:\ Disk Drive

Twice a Year

• Clean and/or Archive Email

• Open Case to blow out dust• Clean Mouse• Clean Keyboard

Archiving EmailA method that works!

Step 1 Create a “bucket”File, New, Outlook Data File

Step 2 Select Outlook Data File TypeOffice Outlook Personal Folders File

Step 3 Name the “Bucket”Example: “ArchMail-01-07thru12-07”

Step 4 Password Protect?Suggest NOT to Password Protect and select OK here

Step 5 Open Personal FoldersYour named “bucket” (ArchMail-01-07thru12-07) is seen under Mail Folders (left) as “Personal Folders”

Step 6 Create Folders to Store Email in your “bucket”For each New Folder, Right clk “Personal Folders” and select “New Folder”

Example “bucket” folders setup here are:• Clients• Inbox• Staff• Sent• Deleted and Search are defaults

Step 7 Sort and Move Email into the “bucket” folders you created1) Sort by date (Received)

2) Select the range of emails (use Shift and/or Ctrl keys to select)3)Drag and drop into “bucket” folders

Step 8 Close the Personal Folders “bucket”1) After you moved all the email into the “bucket” folders

2) Right Clk Personal Folders and select “Close Personal Folders”

The “bucket” file…In this example: “ArchMail-01-07thru12-07” (or the “Personal Folder” you archived email into..)

1) Is stored in C:\Documents and Settings\Username\Local Settings\Application Data\Microsoft\Outlook2) Can be Re-Opened in Outlook3) Needs to be backed up

To Open a Bucket File…Step 1 Open Outlook Data File (“bucket”)Select File, Open, Outlook Data File

Step 2 Select the “bucket” file you wish to open..1) Select the File

2) Select OK

Step 3 Your “bucket” file is seen as “Personal Folders”1) Open up it’s folders

2) All the email you stored for this “bucket” date range is now available to..Search, read, copy, print, etc..

Step 4 Close Personal Folders “bucket”1) After you located your email..

2) Right Clk Personal Folders and select “Close Personal Folders”

Tips

• Work with one Personnel Folder at a time

• Create a “Email Files to Backup” shortcut• Makes email backups easy

• Put the date in your Archive file namesEmailArch-01thru06-2009.pst