Dear Geek,

My computer at home is a family computer.  I want to keep a daily journal, but don’t want anyone else to have access to it.  How do I password protect the file?

Signed,

Secretive

Dear Secretive,

Before password-protecting any document, you might want to create a backup of the non-password protected folders and/or files in case you forget the password.

The majority of Microsoft Windows operating systems do not come with a method of password protecting your sensitive files and folders.  If you’re using Microsoft Windows 3.x, Windows 95, or Windows 98…you really need to upgrade.  Plus, you’ll have to download or purchase a 3rd-party program to password protect your files and folders in Windows.  If you’re using one of those operating systems, skip down to “Other Security Solutions” to find some security solutions.

Microsoft XP Professional Users:  

These steps are for users that are using a computer that has different user accounts set up on it.  If you’re using a single user account for all users that use the computer, skip down to “Other Security Solutions”.

1.  Select the folder you wish to encrypt (aka password protect).

2.  Right-click the folder and click ‘Properties’.

3.  Click the ‘Advanced’ button.

4.  Check ‘Encrypt Contents to Secure Data’ box.

5.  Click ‘Apply’, then ‘Ok’.

Microsoft Windows XP Home Edition Users:

1.  Select the folder you wish to encrypt.

2.  Right-click the folder and click ‘Properties’.

3.  Click the ‘Sharing’ tab.

4.  Check ‘Make This Folder Private’ box.

5.  Click ‘Apply’, then ‘Ok’.

On a side note:  XP will no longer be supported after April 2014, so if you don’t want your system to be ultra-vulnerable to hackers, I advise upgrading.

Other Security Solutions for Protecting Your Files And Folders in Windows

Files and Folders Not Frequently Used

If you need to password protect files/folder you do not frequently use, one of the simplest ways is to compress the folder and files with a compression utility and password protect the compressed file.  However, each time you want to modify the files, you will need to uncompress the files using the password.

Windows ME and Windows XP Users:  Microsoft Windows ME and Windows XP come with their own compression utility.  This utility      can also be used to compress and password protect files.

Note:  When a file is compressed, users can still view a listing of the files in the compressed file.  If you want both file names and content hidden, move all files into a single folder and password protect that folder.

Files and Folders Frequently Used or Accessed

If you need to password protect or encrypt data you frequently use, you will need to install a third-party program that will enable you to protect your files and folders.  You can check out the free and/or commercial solutions below:

AxCrypt:  A free encryption utility that enables users to encrypt all files within a folder and not allow those files to be viewed unless a password is known.

WinCry:  A freeware utility that enables your files to be encrypted, secure deletion, as well as other security method for protecting your files.

Folder Guard:  A commercial version of a password protection software that enables you to password protect files, folders, and other Windows resources.

Things To Remember When Encrypting or Password Protecting Files and Folders:

1.  There is no such thing as a 100% protected file.  There are numerous tools, utilities, and instructions for how to break a lot of the encryption and passwords on files.  If your data is extremely sensitive, we suggest a commercial product for protecting your files and data.

2.  Even though a file or folder may be password protected it can still be deleted, unless the program supports the ability to protect files from being deleted.  Always remember to backup all your files, even those protected by passwords.

3.  If you forget the password, unless you’re willing to spend the time attempting to break it or pay someone else to break the password, all your data will be lost.  Make sure you’ve made a backup of the non-password protected data.

To find out what your business can do to protect your organization, call Technology by Design for an Email and Internet Usage Analysis.

If you have a question for our Resident Geek, send it to:  geek@tbyd.ca.  We’ll translate it from Geek-lish to English, so it actually helps!

*TbyD assumes no responsibility for any 3rd party programs.  Any use of 3rd-party programs is at your own risk.

Dear Geek,

I browse the Internet at work (during my breaks, of course).  Someone recently told me that the computer keeps a record of what I look up on the Internet.  I don’t want work to know I surf the net on my breaks.  Where is that record, and how can I wipe it out?  

Signed,

Just Browsing

Dear Just Browsing,

When you surf the ‘Net, each page you view is saved locally on your hard drive.  Your computer does this, because next time you visit that same website, the page will load faster by loading the files from your hard drive instead of having to download the website from scratch again.  To conserve hard drive space, or to keep their Internet browsing private, users may find it necessary to delete their Internet History.

INCOGNITO MODE:  If you feel the need to clear your Internet History often, you might want to consider browsing the Internet in “Incognito Mode”.    This is alternatively referred to as “Private Browsing”, “InPrivate Browsing”, “Private Window”, or less formally as “Porn Mode”.  Incognito Mode prevents any information from being stored locally on the hard drive (ie. when you visit any website, the text, video, etc that is loaded, or viewed, is stored on the computer.  In addition, any searches or forms that are filled out are stored in “AutoComplete” fields).  NOTE:  While in “Incognito Mode”, while nothing is stored on your computer, it doesn’t mean you are invisible to the internet.  Each page you visit will still recognize your IP address.

     Internet Explorer Users:  

Keyboard Shortcut = “Ctrl” + “Shift” + “P”

Or

1.  Click the “Safety” drop down menu.

2.  Click “InPrivate Browsing”.

     Chrome Users:

Keyboard Shortcut = “Ctrl” + “Shift” + “N”

Or

1.  Click the “Wrench”  or “Menu”  icon in the top right corner.

2.  Click New “Incognito Window”.

     Firefox Users:

Keyboard Shortcut = “Ctrl” + “Shift” + “P”

Or

1.  Click “Tools”

2.  Click “Start Private Browsing”.

DELETE FROM ADDRESS BAR:  To individually delete items from your address bar, in the “Address Bar”  press the “Shift” + “DEL”.

VIEW YOUR INTERNET VIEWING HISTORY:  Click “Tools”, choose “Internet Options”.  Click “Settings” button under “Browsing History”, then click “View Files”.

TO DELETE YOUR INTERNET VIEWING HISTORY:  Press “Ctrl” + “Shift” + “DEL” to open the “Clear Browsing History” window.   OR Click “Tools” menu, choose “Internet Options”, and click “Delete Files” or “Delete” button.  Internet Explorer users also have the option of automatically deleting files each time you close the browser window by clicking the “Advanced” tab, and check the box next to “Empty Temporary Internet Files folder when browser is closed” under “Security”.

Following the steps above should clear your browsing history, and your conscience.  That said, you should check your workplace Internet Usage Policy.

BUSINESS OWNERS AND/OR EMPLOYERS NEED TO PAY ATTENTION:

What’s the harm in a little personal Internet surfing and emailing at work, on breaks or otherwise?  If you’re a business owner, you don’t want employees surfing the net, and checking out unauthorized websites.  Doing so can put your computer security at risk!  If you have employees with unmonitored access to email and the Internet, there are a number of activities they can participate in that can harm your business:

 1.  Bandwidth Costs:  Heavy graphics, video clips, and audio files are particularly notorious for clogging digital pipelines.  If your staff is emailing photos of their family vacations to their friends, paying bills online, or downloading music, they are using up a huge amount of expensive bandwidth and slowing down your organization as a result.

2.  Legal Liabilities:  70% of all Internet porn traffic occurs during the 9-to-5 workday (SexTracker), and 27% of Fortune 500 companies have been accused of sexual harassment stemming from inappropriate email and Internet usage.  The U.S. Supreme Court has ruled that companies can be held accountable for their employees forwarding offensive messages and viewing pornography.

3.  A Damaged Reputation:  A lawyer at a London firm forwarded email he received from a female acquaintance to several co-workers as a joke.  Unfortunately, they sent it on the a few of their friends and within a short period of time, thousands of people from around the world, including the press, received it.  Because of this email, the law firm ended up in a huge controversy that hurt their image and credibility.

4.  Loss of Production:  Email and the Internet offer a temptation that is hard to resist.  That’s why 73% of employees who use the Internet are fully aware that they are consuming valuable bandwidth and hampering critical business activities with inappropriate Internet usage – but do it anyway (see the letter above).

5.  Viruses and Spyware:  Employees can accidentally (or intentionally!) download harmful viruses and spyware through music files, screen savers, and other online files.

To find out what your business can do to protect your organization, call Technology by Design for an Email and Internet Usage Analysis.

If you have a question for our Resident Geek, send it to:  geek@tbyd.ca.  We’ll translate it from Geek-lish to English, so it actually helps!

Dear Geek,

I’m constantly getting pop-ups notifying me of updates.  I find it annoying to install them, as it takes time out of my day.  Do I have to install them?  

Signed,

Updated

Dear Updated,

Hackers use known vulnerabilities in OSs (Operating Systems) as loopholes to get into computer systems.  Many of the updates sent out by the OS manufacturers (ie Microsoft) that are marked “critical” are security-related.  This means that the update ‘patches’ a known flaw in the OS.  Because the updates could be fixing a vulnerability that a hacker has found, it’s a good idea to install the updates in the “Recommended” section.  At the very least, you should make certain to keep “Windows Update” active, so you’ll at least know about updates available to fix these OS loopholes.  Another reason to install updates is that they can sometimes add or improve features.  Microsoft also uses Windows Update to keep its software titles, such as Microsoft Office, up-to-date.  You can even allow Windows to automatically install updates, so you won’t need to do any manual work to install the updates.  Instead, you’ll just be alerted that Windows has installed the updates.

Technology by Design provides a monthly service for both workstations (computers) and servers, which automatically installs any updates required for your OS (Operating System) or 3rd party software without any disruption to your day.  Technology by Design provides updates for over 100 3rd-party software programs, such as Skype, iTunes, Flash, Java, Adobe Reader, Picasa, Spybot, DropBox, TeamViewer.  Depending on the package you choose, you could also receive a lower hourly service rate, quicker emergency response times, phone and remote support sessions, virus removal, optimizations (an electronic cleaning out of your computer to make it work its best), spyware monitoring and removal, an Executive Summary Report, a regular Review and Planning Meeting, and many other benefits.  What does this mean to you?  Depending on the package you choose, you could save up to (and above!) $2570/year for a computer, or $4640/year for a server!  That’s money that stays in your pocket!  If you add our Backup and Disaster Recovery package, the savings are incalculable.  To find out more on how Technology by Design can save your business money, call Earl at 204-800-3167.

If you have a question for our Resident Geek, send it to:  geek@tbyd.ca.  We’ll translate it from Geek-lish to English, so it actually helps!

Dear Geek,

My printer suddenly stopped working.  I’m not sure if my printer’s calved, or if it’s a problem with my computer.  How can I tell?

Signed,

Calving

Dear Calving,

When you need a printer and it calves on you, it can put you into panic mode.  Especially since most people do all their editing on-screen, and wait to print until the last minute!

1.  The first step to solving this riddle, is to print a test page directly on the printer.  You can print an internal test page on most newer printers, by navigating through the menu system on the digital display (usually found under “Utilities”).

If your printer has this option, and you are unable to print the test page, the printer may be broken.  Then it’s either time to contact the manufacturer (if it’s under warrantee), or buy a new one.

2.  If you are able to print a test page, open up Windows’ “Printer dialog box” and print a test page from there.  This will tell you if there is a problem with communication between the computer and printer.  In Windows 7:  Click “Start”, select “Control Panel”, choose “Hardware And Sound”, and click “Printer”.  Right-click the specific printer that’s giving you problems, and click “Properties”.  Choose the “General” tab, and select “Print Test Page”.  In Windows 8:  Move the cursor to “Charms” bar, select “Search”, and click “Control Panel”.  Navigate the drop-down menu and select “View Device and Printers”.  Right-click the specific printer, and select “Printer Properties”, and click “Print Test Page”.

If the printer prints a test page, it indicates that the application (program) that you initially tried to print from, may be configured to use a different printer than you set up in Windows.

3.  If you change the printer in the specific program, and the printer still doesn’t respond, open up the “print queue dialog box”  that appears in the “Windows System Tray (located in the bottom right), to see if Windows can provide some reason for the problem.  It may tell you that a previous print job may paused, and preventing your job from printing.  Right-click the print job, select “Cancel Print Job” until your test print is at the top of the queue.  If the document fails to print, Windows should generate an error message (eg. “Windows Cannot Connect To The Printer”), which may help you determine the the cause of the problem.

4.  If the test page won’t print, it’s likely that, for some reason, you computer and printer are both working, but aren’t communicating with each other.  Check your cables or wireless connection.

5.  Last ditch effort:  Uninstall, then re-install, the printer in order to fix the problem.  Hopefully you still have the printer installation disks.  If not, you can usually go online to the manufacturer’s website and find the install software there.

Happy Printing!

If you have a question for our Resident Geek, send it to:  geek@tbyd.ca.  We’ll translate it from Geek-lish to English, so it actually helps!