Check System Capacity

How do I know how much space I have on my hard drive?
By checking your System's Capacity

1. Open "My Computer"
2. Right click on Local Disk (C:)
3. Click on Properties
4. Choose the General Tab

You will see a summary of the disk capacity and usage.

Clean Up the Hard Drive

How do I keep my computer running smoothly?
By Using Disk Cleanup

Disk Cleanup helps free up space on your hard drive. Disk Cleanup searches your drive, and then shows you temporary files, Internet cache files, and unnecessary program files that you can safely delete. You can direct Disk Cleanup to delete some or all of those files.

1. Open "My Computer"
2. Right click on Local Disk (C:)
3. Click on Properties
   • Choose the General Tab
   • Click on the Disk Cleanup Button (a little over half way down, on the right)
     You will see a dialog box while disk cleanup calculates the amount of disk space you can recover, which may take up to a few minutes to complete. Once complete, another message box will appear with that info.
     (On the Disk Cleanup Tab, you can see the amount of space, noted in KB that can be recovered by deleting certain files.)
4. Click on the box/es to the left of the files that you want to delete to allow the computer to delete those files and restore available storage space. As a rule, the only files you want to delete are the “TEMPORARY” files, so be sure there are no checks beside any types of files listed other than those described as TEMPORARY.

Updating Symantec Antivirus Client

• Go to Start/Programs/Symantec Client Security/ and select Symantec AntiVirus Client)
• Click on the LiveUpdate button
• Click Next
• After new virus definition files have been updated click Finish

Run Symantec Virus Scan

1. Double click on the Symantec Icon (gold shield) usually located in the lower right-hand corner of the desktop, or go to Start, Programs, Symantec Client Security, Symantec AntiVirus. You should get a dialog box that looks like this:

2. Click on Scan Computer and choose the drives you want to scan from the list in the right side of the dialog box, usually the (C:) drive. Click on scan.

Defragment the Hard Drive

By Using the Windows Defragment Tool, it will make the hard drive run more efficiently.

When a hard drive is formatted for storage of data, it is broken up into areas called sectors that hold information. These sectors are laid out in a circular pattern, similar to a vinyl record and the data is written to those sectors. As data is changed, deleted and updated, the information stored in those sectors is obviously changed. Data is stored on the disk with a beginning and ending marker that is referred to in an index called a file allocation table (fat). When a file is edited and made smaller then saved again on the disk, the physical sectors stay the same size but the size of the data changes, so the saved file may take up a smaller or larger amount of space than it did before.

Computers work logically, so to store the data it simply places it one bit, byte, sector full, after the other, all in a row, or contiguously. As changes are made and a file may get smaller than a sector, or larger than a sector, the computer fills in the empty storage spots as logically as possible, one right after another, which results in files being broken up, or non-contiguous. The computer processor then has to follow the record beginning and ending markers, also known as record locators or file markers, from one to the next, back and forth, as it happens to appear, thus causing processing to slow down.

The defragment process goes through the information stored on the disk and then re-organizes the data so that all of the data is once again contiguous, all in order and neatly fitted into the storage spaces. Just as most other things, when it is organized well, it is much easier to access and handle.

1. Open "My Computer"
2. Right click on Local Disk (C:)
3. Click on Properties
   • Choose the Tools Tab
   • Click on the Defragment Now Button (about half way down, on the right)
4. Click "Analyze" so that the computer can analyze the disk usage before defragmentation.
5. Click "Defragment" so that the computer can defragment your C: drive.

Backup Personal Files

Backup lets you back up data to a file or to a tape. When you back up data to a file, you have to designate a file name and a location for the file to be saved. Backup files usually have the extension .bkf, but you can change it to any extension. A backup file can be saved to a hard disk, a floppy disk, or to any other removable or nonremovable media on which you can save a file.

To start Backup

1. Select "Start" and then click "Programs," then "Accessories", then "System Tools," and then "Backup."
2. This will start the Backup Wizard. Click next and choose Backup file.

The following four steps describe a simple backup operation:

• Select files, folders, and drives for backup
  • Backup provides you with a tree view of the drives, files, and folders that are on your computer, which you can use to select the files and folders that you want to back up.
• Select storage media or file location for backed-up data
  • Backup provides two options for selecting storage media:
    • You can back up your data to a file on a storage device. A storage device can be a hard disk, a Zip disk, or any type of removable or nonremovable media to which you can save a file. This option is always available.
    • You can back up your data to a tape device. This option is available only if you have a tape device installed on your computer or connected to it. If you back up data to a tape device, the media will be managed by Removable Storage.
• Set backup options
  • Backup provides an "Options" dialog box, which you can use to customize your backup operations. Using the "Options" dialog box, you can:
    • Select the type of backup that you want to do. Backup types include: copy, daily, differential, incremental, and normal.
    • Select whether you want a log file to record your backup actions. If you select this option, you can also select whether you want a complete log file or summary log file.
    • Select whether you want to back up data that is stored on mounted drives.
    • Designate file types that you want to exclude from a backup operation.
    • Select whether you want to verify that the data was backed up correctly.
• Start the backup
  • When you start a backup operation, the Backup will prompt you for information about the backup job and give you the opportunity to set advanced backup options. After you have provided the information or changed your backup options, Backup will start backing up the files and folders you selected.
  • If you have scheduled the backup to run unattended, you will still be prompted for information about the backup job. However, after you have provided the information, Backup will not start backing up files; rather, it will add the scheduled backup to the Task Scheduler.

Restore Personal Files

To access Restore and Automated System Recovery

1. Select "Start," click "Programs," then "Accessories", then "System Tools," and then "Backup."
2. This will start the Backup Wizard. Click next and choose Restore file.

The following four steps describe a simple restore operation:

• Select files and folders you want to restore
  • Backup provides you with a tree view of the files and folders that you have backed up, which you can use to select the files and folders that you want to restore.
• Select where to restore your backed-up files and folders
  • Backup allows you to select one of three destinations for your restored files:
    • You can restore your backed-up data to the original folder or folders the data was in when you backed it up. This option is useful if you are restoring files and folders that have been damaged or lost.
    • You can restore your backed-up data to an alternate folder. If you select this option, the structure of the backed-up folders and files is retained in the alternate folder. This option is useful if you know you will need some old files, but you don't want to overwrite or change any of the current files or folders on your disk.
  • You can restore your backed-up files to a single folder. This option does not retain the structure of the backed-up folders and files. Only the backed-up files are placed in the single folder. This option is useful if you are searching for a file and you don't know its location.
• Set restore options
  • Backup provides a "Restore" tab in the "Options" dialog box that lets you select how you want your files and folders restored. You must select one of three options:
    • Do not replace file on my computer. This will prevent files from being overwritten on your hard disk. This is the safest method of restoring files.
    • Replace the file on disk only if the file on disk is older. If you have changed any files since you last backed up your data, this will ensure that you don't lose the changes you have made to the files.
    • Always replace the file on my disk. This will replace all of the files on your hard disk with the files in your backup set . If you have made any changes to files since you last backed up your data, this option will erase those changes.
• Start the restore operation
  • When you start a restore operation, Backup will ask you to confirm that you are ready to restore data. You will also have the opportunity to set advanced restore options, including whether you want to restore security settings

Daily/Weekly/Montly Routine

Daily

• Log off your computer at the end of everyday

Weekly

• Update/Run your Symantec Antivirus
• Run Windows Update
• Shut down and Restart your computer
• Delete your Temporary Internet files, Cookies, and History
• Backup your Personal Files

Monthly

• Defragment your computer
• Clean up the Hard Drive
• Update your Microsoft Office

Troubleshooting

1. Shut down computer.
2. Leave off one minute.
3. Turn back on to see if this resolved the problem.
4. If problem not resolved, call Network Services at 8077.

Change Your Volume

1. Go to Start, then Settings, and then click on Control Panel.
2. Select “Sounds and Audio Devices” or select “Sounds, Speech, and Audio Devices” then “Sounds and Audio Devices."
   • Adjust the volume (Low to High.)
• Mute or unmute the sound by checking or unchecking the mute box.

*If you do not have a mute button on this screen check the box "Place the volume icon in the taskbar." Double click the volume icon on the right hand side of the taskbar and then mute or unmute by checking or unchecking the mute box.

Change Your Screen Saver

1. Go to Start, then Settings, and then click on Control Panel.
2. Select “Display” or select “Appearance and Themes” then “Display”
3. Click on the “Screen Saver” Tab.
   • Change the Screen Saver by bringing down the drop menu and selecting an option.
   • Change the "Wait" time for when the Screen Saver will come on.
4. Click “OK.”

*Screen Savers will save your monitor from images being burned into it.

Change the Display Setting Properties

1. Go to Start, then Settings, and then click on Control Panel.
2. Select “Display” or select “Appearance and Themes” then “Display”
3. Click on the “Settings” Tab.
• Change the Screen resolution by dragging the arrow.
• Change the Color quality by bringing down the drop menu.
4. Click “OK.”

   

Setting Taskbar and Lock

1. Right click on a blank area of your taskbar.
2. Select “Properties”
3. Click on the “Taskbar” Tab.
   • Check or uncheck the “Lock the taskbar” to lock the taskbar to the bottom of your screen.
   • Change settings for the taskbar for things such as – keeping the taskbar hidden, keeping the taskbar always on top, grouping all windows of a certain program when open, showing quick launch for certain programs, showing the clock, and to hiding the inactive icons.

Making a New Folder

1. Go to “My Computer”
2. Select the drive or select My Documents, depending on where you want the new folder.
3. Right click on a blank location, select “New,” and then select “Folder”
4. Type the name of the new folder and hit "Enter."

Moving/Copying Folders

1. Go to “My Computer”
2. Select the drive or select My Documents, depending on where you want the new folder.
3. Right click on the folder and select “Copy” or “Cut”
4. Go to the location where you want to move or copy the folder to.
5. Right click on a blank location and select “Paste”

1. Right click on the item that you want a shortcut of.
2. Click on “Create Shortcut”
3. Drag or Move the item to the location where you would like it.

1. Double click the Printer icon in the bottom right hand corner of your monitor
   • To cancel the print job, right click on the job and select “Cancel”

   OR

2. Go to “Start” then “Settings” and then “Printers and faxes.”
   • Double click the Printer you need to check (this will allow you to see the status of your job.)
   • To cancel the print job, right click on the job and select “Cancel”

Updating Microsoft Office 2003

Microsoft provides updates, such as security pathches, fixes and problem issue corrections, for all of their licensed software at no additional cost. It is however, the owner's responsibility to go to their website to download and install those updates as they become available. It is a good idea to do this on a regular basis, once or twice a month. In addition to updates, there is a wealth of information about MS Office programs on this site.

***Please note that an update is not the same as a software upgrade. Updates simply fix problems and security issues, where an upgrade actually installs a new version of a software package that provides additional new features in the software and usually must be purchased.

1. Go to the following Microsoft Web site: http://office.microsoft.com/en-us/officeupdate/default.aspx
2. Click on the Office Update - "Check for Updates" link. (See below example)
   
3. A process will run to check for the necessary updates of your MS Office products, and once completed, you will see a report that will describe updates you need or tell you that no updates are needed.
4. If there are updates needed for your Office products, click on "Agree and Install" button as directed and the updates will run. Once the updates have completed, you may be asked to restart your computer so that the updates become effective. (Be sure to follow these instructions to finalize your updates.)