Mark Shaw
mark@npowermichigan.org

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

 Current Trends
 Best Practices
 Maintenance
 Basic Troubleshooting
 A Review

Computing Trends

Computing Trends
Operating System
XP Vista Windows 7
Office Suite
2003 2007

89%
4%
49% 19%
Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

Computing Trends
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”

Best Practices

Documentation
Ziplock baggies
Create a Network Binder
• Usernames, passwords, licensing, network
diagram etc.
Put all that.. in one secure place

Create an Inventory
Why?
• 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)

What do I Backup ?
My Documents
C:documents&settingsuserfavorites
Favorites
C:documents&settingsuserfavorites
Other
• Quickbooks or Financials
• Find out what directory your application stores
data in and include it in the backup

Backup Outlook Email
1. Exit all programs..
2. Copy everything in..
C:documents and settingsusernamelocal settingsapplication dataMicrosoftoutlook
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 Searches
Xobni – 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
Standard Mini
USB1 and USB2
• Same connector
• USB1 is slow!
Firewire
• IEEE 1394

Avoid “Bloatware”
• Buy “Business grade” systems
Dell Optiplex or Vostro
Don’t come bloated with trial software
• Cleanup “Consumer grade” systems
Uninstall .. (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”

For Installs and Updates
Stay Sharp! Never Assume!

Clean it up!
• Canned Air or Small Compressor
1. 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”

Antivirus
A 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 6
Tools, Internet Options
» Delete files (check box)
» Delete Cookies
» Clear History
Internet Explorer 7 or 8
Tools, Internet Options
» Delete
» Delete All (check box)

Spyware / Malware
New Antivirus versions take care of this
Removal Applications
Adaware
Spybot
Procedure
• Install
• Update the definitions
• Run the search (takes time)
• Delete items it finds

Disk Defrag
Procedure
1. 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 Cleanup
CCleaner.com
Download & Install
ONE
Cleaner Tab
1) Analyze
2) Run Cleaner

TWO
Registry Tab
1) Scan for Issues
2) Fix Selected issues

Troubleshooting

Troubleshooting Guide
Check the “simple” things FIRST
Connections cables, power cords, network devices, are
other systems OK?, etc..
Wait !! Don’t Change the settings
If 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

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

Step 2 Select Outlook Data File Type
Office 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 Folders
Your 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 created
1) 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 SettingsUsernameLocal SettingsApplication DataMicrosoftOutlook
2) Can be Re-Opened in Outlook
3) 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 names
EmailArch-01thru06-2009.pst