Dear Geek,

The inevitable is coming, winter.  With the cold weather, should I be worried about leaving my laptop in my car or having my computer in a room that’s cold?

Signed,

Mr. Freeze

Dear Mr. Freeze,

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 isn’t printing.  How can I tell if my printer’s broken, or if it’s a problem with my computer?

Signed,

My Printer Ate My Homework!

Dear Best Excuse Ever!,

The bad news is your printer isn’t working.  The good news is that you (or your kids) now have an excuse why their homework isn’t done!  However, that excuse isn’t going to work forever, so one of the first things to do when your printer isn’t working, is to print a test page directly on the printer.  Most new printers make it easy to print an internal test page through the menu system built into a digital display on the printer itself.  Usually, you can find it under the “Utilities” page of the settings.  If it won’t print the test page directly from the printer, it may be broken.  If it’s new, contact the manufacturer.  If it’s not, it’s most likely cheaper to buy a new printer than to have that one fixed.

If your printer prints a test page, it’s time to move onto the computer.  Open Windows’ “Printer” dialogue box, and print a test page from there.  Doing this checks if there is a communication problem between the computer and printer.

Windows 7:  Go to “Start”, select “Control Panel”, then “Hardware and Sound”, then “Printer”.  Right-click the printer you want to                 test, and click “Properties”.  Choose the “General” tab, and click “Print Test Page”.

Windows 8:  Move the cursor over the “Charms” bar, select “Search”, and click “Control Panel”.  Select “View Device and Printers”                 from the drop-down menu.  Right-click your printer, click “Printer Properties”, then click “Print Test Page”.  If there is no “Print Test         Page” button, you can open a different program (eg word processor, etc), and click “Print” under “File”.

If the printer starts working, check the printer configuration (which printer is chosen to print to) in the program you were trying to print from originally.  If the printer still isn’t working, open up the “Print Queue” dialogue box in the “Windows System Tray”, in the bottom right-hand corner, to see if Windows can provide a reason for the problem.  Sometimes a previous print job is the culprit (document was paused & is in the queue ahead of your print job).  If this is the case, right-click the print job and select “Cancel Print Job” until your test print is at the top of the queue.  If the document still fails to print, Windows should automatically generate an error message that may help explain the issue (eg. “Windows cannot connect to the printer”.  If the test page won’t print it’s likely that, for whatever reason, your computer and printer are both working but aren’t communicating with each other.  Check all cables and/or wireless connections.  If all cables and/or wireless connections are secure, as a last resort you can uninstall the printer, then reinstall it.  This should fix the problem.

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 mouse finally bit it.  Is there something new & improved out there that I should be aware of?

Signed,

Mouse Bites the Cheese

Dear Cheesy,

When it comes to choosing a mouse, you wouldn’t think there would be much choice out there.  However, with the evolution of computers, also comes the evolution of mice (mouses?).  Wired vs wireless, small and portable vs larger & more comfortable; basic two-button vs luxury version with extra configurable buttons (usually used for gaming).  When shopping for a new mouse, it’s best to know what you need (or want) before you go shopping.

First of all, you’ll want to know if you need a right-handed mouse, or left-handed (or ambidextrous – for both lefties and righties).  No matter which model and/or extras you want, you’ll want to check out the mouse’s DPI (dots per inch) rating.  This is a measure of the mouse’s optical (or laser) beam.  If you’re just doing general computer work, it may not make a difference to you.  However, if you are using programs that require precision (e.g. graphics programs), you’ll want a high DPI, as the higher the DPI, the more accurate your mouse movements will be.

Another factor to consider is comfort.  Everyone’s hand is shaped differently, and everyone holds their mouse differently.  You’ll want test drive the mouse out to see how comfortable it is for you.  Especially if you’re using it for long periods of time.

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 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!