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Computer Maintenance Tips
When a new semester starts most of us clean out our file cabinets and desks. We at UIS suggest that you clean out your computer as well! Get your semester off to a great start with a well-functioning computer free of clutter.
1. Organize your e-mail and files by school year and semester.
The UIS Help Desk advises that you keep no more than the previous two semesters worth of material in your GUMail account, any Web development accounts you may have, and, for faculty and staff, your personal Novell account and any departmental Novell network drives that you might control. Create one main folder for each previous semester to organize your e-mail and files.
If you find when organizing your e-mail messages that e-mail from friends and family is consuming your quota, consider setting up a free Web mail account with Hotmail, Yahoo, Lycos, or another of the many reputable Web-based e-mail account providers. Free e-mail accounts can also help reduce the amount of spam in your inbox. Supply online merchants with a free address when ordering products over the Internet, and fewer unsolicited e-mails will end up in your GUMail account.
2. Move e-mails to your hard drive or archive them.
The GUMail system stores e-mail messages on a server (remote storage) instead of on your computer (local storage). Free up some of your allotted space on the server by moving e-mail older than the previous two semesters to the hard drive on your computer or to a CD, Zip disk, or some other form of removable media.
Instructions for moving e-mail to your computer or to removable media may be found on the Web page, Setting up an E-Mail Program. Go to the page, click on the e-mail client you use, then look under the "Organizing Your Mail" section for instructions. Start with "Understanding Local Mail".
The UIS Web site supplies instructions for thirteen e-mail clients, including:
Whether you store your older e-mail on your computer or on storage media, remember to make at least one backup copy. Simply copy the files to storage media or, if you are a Windows user, you can use the Windows Backup utility. Instructions for the Windows 2000 and Windows XP Backup utilities may be found on the UIS Web site.
3. Move documents from your Web space to your hard drive, or archive them.
If you have any Web development accounts, don't forget to clean those out too. Move any unused files older than two semesters to your computer's hard drive or to removable storage media. Then create at least one backup copy of each file. As with e-mail, simply copy the documents to your media of choice, or use the Windows Backup utility to save disk space. Instructions for the Windows 2000 and Windows XP Backup utilities may be found on the UIS Web site.
4. Make sure that your security settings are updated.
Review the UIS computer security guidelines to confirm that your computer is properly configured to protect the integrity of your data and the data on the Georgetown University network.
For assistance with understanding or completing any of the steps, please contact your UIS Help Desk.
5. Remove spyware from your computer.
Read The Safety Column: Why Free Downloads Are a Bad Bargain in this issue of E-Notes to learn what spyware is and how to remove it from your computer. If you have ever downloaded an application from the Internet, please read this article.
6. Browse UIS's training classes and computer-based training courses.
Expand your skills this semester by setting aside a bit of time to attend a UIS training class or complete a computer-based training course (otherwise known as a CBT). Both are free to all Georgetown University students, faculty, and staff. Browse and register at http://uis.georgetown.edu/training.
7. Faculty and staff: Move documents from your Novell drive to your hard drive, or archive them.
As with e-mail and Web files, any documents saved on your Novell network drives that are older than the previous two semesters should be moved to your hard drive or archived on removable media. No matter what you decide, be sure to create at least two backup copies—one for your office and one in another secure location, so a fire, flood, or theft won't wipe out your data. If you are a Windows user, instructions for using your Windows Backup utility are available for Windows 2000 and Windows XP.
8. Faculty and staff: Update computers used by work-study students, adjunt faculty, and part-time employees.
Is there a computer in your office that no one person has a responsibility to maintain? Make sure that the computer is configured to adhere to UIS computer security guidelines as stated in How To Protect Your Computer: Guidelines For Faculty And Staff. Updating the computer with all necessary security patches, running an AntiVirus Live Update, and scanning for virus infections are especially important. |
