BASIC COMPUTER MAINTENANCE

“Everyone wants to use a computer, but no one wants to go to the trouble and take the time to learn to use it properly.
Then they wonder why they have so many problems with it.
We forget that life is all about taking personal responsibility for what we do.”

Consider the following sixteen basic principles of best computer usage practices to keep your computer safe, secure and running smoothly:

(Read this article in its entirety before you do anything or make any changes to your computer! Some programs – especially the ones that touch the Windows Registry – have the potential to damage your Windows Operating System, if they are misused. The responsibility to safeguard your computer is yours and you must always make sure you know exactly what you are doing. If you have any questions about anything, find the answers! Read all help files, documentation and instructions that come with any program listed here. Make sure you clearly understand what you are doing and always make sure you backup your user created data. Then make sure you know how to “undo” anything you change.)

* Power on the computer once a day and power off the computer once a day, at the end of the day.

THE WHY AND THE HOW: There is no reason to leave a computer on 24/7/365 unless you have a very specific reason for doing so. It is much better (and safer) to turn it on only when you will be using it and turn it off when you are through using it for the day. Leaving a computer on all the time, for no reason, is energy wasteful. It also creates a (very) small risk for overheating and component burnout. More significantly, if you have a DSL or cable connection to the Internet it leaves you more vulnerable to hackers and worms and viruses.

NOTE: When you power off your computer make sure you never just “pull the plug”! Shut down Windows using the Start, Shut Down procedure. Just killing the power can cause data loss or even corrupt critical Windows system operating files.

* Make sure that Windows Updates are automatically being done and that they are current.

THE WHY AND THE HOW: One of the biggest problems with most computers is that they are not kept current with the latest critical updates and security patches! Microsoft releases new critical patches and updates on the second Tuesday of each month – more frequently if there is a new threat detected that needs to be patched sooner. You must make sure that your system is set to automatically download and install all critical and important Windows Updates. You can see the settings of your system by going to Start, Control Panel and choosing the Security Center or the Windows Update module. Check out the settings on the Windows Update module and make sure it is active. Also, you can always go to Start, Programs and choose Windows Update on the menu and do a Windows Update any time.

NOTE: You need to realize that many other programs are also updated to not just add new features but also to fix “bugs” and patch security vulnerabilities. Some programs have a “Check for Updates” feature built in to them as part of their help system. Use this feature and do the updates! One of the most vulnerable programs used is Internet Explorer! Make sure that you are using the latest version! Keep all of your programs patched and updated. Also, make sure that all Service Packs have been applied to your Windows Operating System as well as your Microsoft Office programs. One of the biggest problems is that most people do not keep current with patches and updates. A computer that is not patched and updated when connected to the Internet is a perfect target for hackers!

* Make sure that the Windows Firewall is on and that all security features are working.

THE WHY AND THE HOW: You access the Security Center and the Windows Firewall in the Control Panel. Windows Firewall is very basic but it’s better than nothing. It needs to be turned on and always running. There are better firewalls out there. The best would be to have an actual hardware firewall, but these are expensive and rather troublesome to learn and use. Next best would be to have a router between you and the Internet which acts as a kind of hardware firewall and puts you on your own private network. (If you use a router you still need to use Windows Firewall or another software firewall product.) Then there are software firewalls like ZoneAlarm (free or retail) or those found within the Internet Security products of Norton and McAfee. But, again full hardware or software firewall products are a little more trouble to use and must be set up and configured correctly. If you are going to use one of these better firewall products you must be willing to learn more about them and how to use them. In the meantime, make sure you at least keep the Windows Firewall up and running! If you use Vista you can significantly improve its Firewall with the free Vista Firewall Control. Be sure and read all documentation and make sure you understand how to use this program.

* Always run an antivirus program and keep it updated and have it scan your computer at least once or twice a week.

THE WHY AND THE HOW: Any computer that connects directly to the Internet will be scanned by other systems for possible vulnerabilities. If a computer does not have the proper security levels and protection it will be infected within minutes!!! Every computer now must have firewall protection and antivirus protection that are active and updated and running continuously. There are all kinds of legitimate antivirus programs both retail and free. But, there are also all kinds of fake security programs that are nothing more than Trojans (i.e., programs that claim to be one thing and actually do something else – usually harmful). Legitimate retail antivirus programs would include Norton, McAfee, etc. Legitimate free antivirus programs would include AVG, Avast, AntiVir, etc. Whatever program you use you must learn. Every program comes with documentation and help that explains its use and settings, etc. You must take the time to learn whatever security program you use! A security program that is improperly set up can be just as bad as having no protection at all.

NOTE: If you have a good Internet Service Provider (ISP) they almost always make some kind of free security package (i.e., program) and features available. Consider using them! Many email servers also offer additional security features as well (spam filtering, virus protection, etc.), but you must activate them. Be sure to find out about these offered products and features and know how to use them!

WARNING: One of the best ways to have your computer infected with all kinds of viruses is to click on web page ads! Don’t do it!!! In other words, if you click on web page ads and end up with a computer virus, don’t say you haven’t been warned. The fact is, most computer viruses and malware and Trojans are now transmitted through poisoned ads and web sites on the Internet. Another source of virus transmission on the Internet comes not only from opening infected emails as well as viewing and answering or clicking on links in spam, but also from the indiscriminate downloading of programs off the Internet; the use of instant messaging programs; frequenting social networking sites; using file-sharing programs; traveling to the dark side of the Internet; etc.

* Run an antispyware program and keep it updated and have it scan your computer once a week.

THE WHY AND THE HOW: Legitimate antivirus products are all very good, but they do not cover all the bad stuff out there. There are a host of bad programs out there that attempt to get on to your machine. There are things like viruses, worms, Trojans, malware, spyware, rootkits, key stroke loggers, etc. In addition to a major antivirus product you must now have anti-malware products.

NOTE: There is no one anti-malware product that catches everything. So, you may have to run more than one! Some of the better free products are Malwarebytes, SpyBot, AdAware, SuperAntiSpyware, SpywareBlaster, etc. Some of the best retail products are found in the Norton and McAfee Internet Security Suites or the stand-alone products like, SpywareDoctor or SpySweeper. WARNING: There are a lot of fake products out there so make sure that you know which is which! Start with one high quality product, like Malwarebytes and go from there. Whichever one you use, make sure you always update it and then use it to scan your entire computer at least once a week.

WARNING: One of the best ways to have your computer infected with all kinds of malware is to click on web page ads! Don’t do it!!! In other words, if you click on web page ads and end up with a computer bug, don’t say you haven’t been warned. The fact is, most computer viruses and malware and Trojans are now transmitted through poisoned ads and web sites on the Internet. Another source of virus transmission on the Internet comes from not only opening infected emails as well as viewing and answering or clicking on links in spam, but also from the indiscriminate downloading of programs off the Internet; the use of instant messaging programs; frequenting social networking sites; using file-sharing programs; traveling to the dark side of the Internet; etc.

* Install only the programs you will actually use. Uninstall the programs you are not using.

THE WHY AND THE HOW: The more programs you install the more virtual “bloat” you will add to your system as you clutter your computer’s hard drive and registry with more and more files and settings. Keep your system as lean as possible! If you don’t use a program, uninstall it completely. Some programs add files to your Windows startup areas and keep parts of themselves in memory even when they are not in use. This will, take up precious memory and over time, slow down your system. Also, if you are always installing and uninstalling new programs realize that this too will add to the “junk” on your computer because a lot of programs simply do not uninstall completely – they leave parts of themselves all over your hard drive and in your Windows Registry. This will eventually contribute to overall system slow-down. Go to Start, Control Panel, and choose Add and Remove Programs to see what is installed on your system and to uninstall any programs you don’t need. Just make sure that you don’t uninstall anything important.

* Clean out junk files and correct potential system problems with the computer and the registry.

THE WHY AND THE HOW: Windows has a small utility called Disk Cleanup, but it hardly does the job and it does not clean up any Windows Registry settings at all. There are two programs, however, that do a much better job of system cleanup. These two programs are CCleaner and Advanced System Care FREE. They are highly recommended and very effective at removing all of the junk (i.e., worthless files and settings) that accumulate all over your computer – in the Windows “temp” directories; unused registry settings; Internet browser caches; the Recycle Bin; etc. Windows must keep track of all of these files and registry settings one way or another. Removing them “cleans house” for the Operating System and makes Windows a little more efficient. Also, every time you install a program it leaves behind “temporary files” that clutter up your hard drive as well as registry settings that never get deleted. And, what is more, many viruses and other forms of malware love to “live” in your “temp” directories in Windows. CCleaner and Advanced System Care FREE do a good job of removing these leftovers from your system.

NOTE: While we are at it, you should realize that Advanced System Care FREE actually has more utilities and tools to care for your system than just system clean-up. Be sure and check them all out, but make sure you know what you are doing if you use any of them. (For instance be careful with the Diagnose System, Security Analyzer. Just because it flags something as “unknown” does not mean it’s malware. So, don't go deleting everything it finds or you may delete critical files! This means that you must know and understand what you are doing. If you don’t know, don’t do! This is true with whatever utility program you use.) Also, for another all-in-one utility program that virtually does it all, be sure sure and check out the Glary Utilities. This program has a free version and a full retail version. Again, make sure that you know what you are doing and read all instructions carefully before using any of the features of this excellent program.

* Watch out for unnecessary startup programs that remain in memory even when not in use.

THE WHY AND THE HOW: Too many programs you install think that they must be in control of your computer and run in memory all the time. Many want to place their files in Windows Startup or in your System Tray or elsewhere. You need to learn about the various places a program might place its startup files: (1) Windows Startup – Go to Start, Programs, Startup and see what programs are listed to automatically run at Windows Startup. (2) The System Tray – Located at the bottom right corner next to the clock. This tray holds many of the programs that startup with Windows and run in memory all the time. This is meant to give you quick access to these programs. Some are necessary. Others are a complete waste of system resources. You must learn which are which!

One Windows program that helps you discover what starts up with Windows is System Configuration. Go to Start, Run, and type in “msconfig” ... The little System Configuration program will open. It has several tabs: General, Boot, Services, Tools, etc. Be careful making changes!!! Get to know the tabs – especially the Startup tab. These are most all the programs that start with Windows. You must allow your antivirus programs, security programs, graphics card tools, and any Microsoft Windows Operating System utilities and tools, etc. to start up. But, some things – like Instant Messenger programs, QuickTime, multi-media programs, camera utilities, etc. – do not have to run all the time ... unless you use them frequently. You have to know what is what! You have to learn what programs are on your system. The problem is, every program “thinks” that it is the most important program on your computer and that you want it to run all the time. Most programs have options and settings in them that will allow you to choose whether or not they run at startup and run all the time. For instance you can open Quicktime and find the option and setting to not have it run at system startup. In System Configuration you can actually uncheck any program listed in the Startup tab and it will no longer load at Windows startup. You can always go back into System Configuration, Startup and re-enable that program, if you want.

Another Windows program that gives you an idea about what is running on your computer is Task Manager. To access Task Manager, right click on the system toolbar at the bottom of the screen, next to the System Tray (or in a free area of the toolbar) and choose “Task Manager.” Task Manager is a great tool to get to know and use! You have several tabs: (1) Applications – Currently running programs, running on your desktop; (2) Processes – Currently running processes that run in the background; (3) Services – Currently running special Windows services that also run in the background; (4) Performance – Information on how much activity is going on with the CPU and with RAM; (5) Networking – Networking information; (6) Users – Information on the user accounts on your machine. One of the things you will use Task Manager for is to “kill” (i.e., end) unruly programs or processes that stop working or get “out of control” ... or may even be malware. Another thing you can do is note what is running on your machine – using especially the Applications and Processes tabs. But, again, that means you have to know what you are doing and that means you have to learn a little about how Windows works. (One book that can give you the basics about how Windows and computers work is, “PCs for Dummies” by Dan Gookin.) But, if you go to the Processes tab you might see the QuickTime.exe process (if you had QuickTime installed on your computer). You would then know that it is always running in the background. You could also go into the QuickTime program and tell it not to always run when Windows starts up.

Here are a few programs that are frequently found on computers that often waste space and take up precious memory because they run all the time: QuickTime; Windows Messenger; RealPlayer; WeatherBug; etc. If you use and like these programs, of course, you can leave them alone. But, if you never use them, first go into the program and see if you can get it to stop loading when Windows starts, or go to the Control Panel and use the Add and Remove Programs module to uninstall them. Just make sure that you know what you are doing! Also, a lot of computers come with all kinds of trial-ware programs. If you don’t use them, uninstall them! Some computers come with limited versions of Quicken (financial software) and they put their files in Windows Startup so that they run every time you start windows. If you don’t ever use Quicken, uninstall it from your computer! What you are realizing now is that you the user need to know what is running on your system and you need to control what is installed on your computer. And, one more thing: It seems like every printer wants to have all of its tools and utilities sitting in the System Tray taking up memory all the time. You are going to have to figure out if you want all these programs constantly running and taking up memory. Of course you use your printer once in a while, but you have to find out if it has settings that will allow you to use it only as needed and keep it out of the System Tray.

NOTE: The more programs running at startup ... the more programs sitting in your System Tray ... the more processes that are running ... the slower your computer will start up and run! After a while – after installing lots and lots of programs – you might find as many as fifty to sixty programs actually being loaded at system startup. (Some of them are essential. Some of them are not.) No wonder everyone’s systems eventually slow down noticeably. (And, if you get a malware program thrown into the mix, everything will quickly come to a screeching halt!) For a great little program that can give you more information about processes running on your computer, take a look at Process Explorer.

* Defragment your hard drive once a month.

THE WHY AND THE HOW: File fragmentation takes place when files (i.e., parts of files) get scattered all over your hard drive. This is the normal result of using Windows. It has to do with the way files are stored on your hard drive. After a while files can become very fragmented and this can effect the efficiency of how Windows operates. It can (under extreme circumstances) actually slow down the system a little. Defragmentation re-orders the placement of files so that they are “contiguous” (i.e., together; not broken up and scattered across the hard drive). This makes Windows run more efficiently. The defragmenting program that comes with Windows is terrible! Do not bother using it. It takes forever and it does not do a very good job. Instead, use SmartDefrag. It is very, very good. Use it once a month. When you do the first defrag, use the “Defrag Only” option. From then on use the “Fast Optimize” or the “Deep Optimize” option. SmartDefrag has a lot of options! You can schedule a defrag or allow for automatic defragging. Note that SmartDefrag is one of those programs that would like to startup with Windows and stay in memory all the time. You do not need to have it do this. So, change its startup options and don’t let it stay in the System Tray when you close it.

* Run Check Disk (Scan Disk) every six months to scan for errors or problems with your hard drive.

THE WHY AND THE HOW: To run Check Disk go to Windows Explorer (Start, Programs, Accessories, Windows Explorer) and choose the hard drive you want to scan. Usually it will be “Local Disk (C:)”. Right-click on that drive and choose Properties. Then choose the “Tools” tab, and under “Error-checking” choose “Check Now.” Make sure that “Automatically fix file system errors” and “Scan for and attempt recovery of bad sectors” are both checked. Then click “Start.” Check Disk will then tell you that it cannot do the scans while the drive is being used by Windows and that it needs to schedule a scan the next time the computer is restarted. Let it schedule the scan. When the computer restarts the next time it may take a very long time to finish the boot and scan process. This is because Check Disk will be scanning the files and the drive for any errors. If it finds any it will attempt to fix them. If there are any serious problems, it will tell you. If Check Disk finds any bad sectors on your hard drive it will take care of them automatically. If it finds too many “bad sectors,” you need to realize that your hard drive may be going bad.

* Learn about and use the System Restore feature in Windows XP and Vista.

THE WHY AND THE HOW: You get to System Restore by going to Start, Programs, Accessories, System Tools, and choose System Restore. In System Restore you can “Create a Restore Point” or “Restore your Computer to an Earlier Time.” Windows creates “restore points” all the time. Here is how it works: You or Windows creates a restore point just before you make any major system changes (like installing a new program). Then Windows saves all important information in the form of a “system snapshot.” If you ever want or need to “roll your computer back” to an earlier time, to “fix” something that may have happened, all you have to do is use System Restore. This is an excellent tool! It usually works! But, be aware that if you ever get a virus or Trojan on your computer, that malware is also in your System Restore files! This means that if you ever get an infection, that infection is not fully cleaned until you turn off System Restore and then turn it back on – after you are sure the infection is eradicated. NOTE: The System Restore feature is not the same as a system backup for either your personal data files or for Windows system files!

* Be careful where you go and what you do on the Internet with email, web browsing and instant messaging.

THE WHY AND THE HOW: Most viruses and other malware come through the Internet and web browsing. Others come through indiscriminately downloading files off the Internet. (Email as a way to spread viruses is not as popular as it once was, but it still is a threat.) When you travel the Internet, be careful where you go, what you download, and what you click on! (Oh yes, just to be safe never click on any advertisement on any web site!) Make sure your Internet Browser is the latest version and updated and that its security settings are set properly. With Internet Explorer you get to Internet Options in Control Panel, or by opening Internet Explorer and choosing Tools, Internet Options. (Some important settings for Internet Options for Internet Explorer: Go to the “General” tab and under “Browsing History” choose “Settings” and then make sure that the size of your Internet cache for “Temporary Internet Files” is ONLY set to 50 megs! Then under the “Privacy” tab make sure that “Settings” is on “Medium High” and make sure “Turn on Pop-up Blocker” is checked.) But, it is highly recommended that instead of using Internet Explorer you use Firefox as your primary Internet browser. Firefox is a much more secure browser and it has a ton of modules (addons) that can even increase the safety and security of Firefox. One such addon is AddBlock Plus! But, as with any program, there is more to learn when using a new program.

One of the more troublesome security risks out there are the Instant Messaging programs. This means that if you don’t need or use an Instant Messaging program (like Windows Messenger; AOL’s AIM; Yahoo Messenger; etc.) uninstall them if they are on your computer. Some computers automatically install them and load them at startup. Also, be aware that some social networking sites like MySpace and FaceBook are security risks. Also, it seems that everyone wants to install a toolbar on your Internet Browser. After a while you might find a Yahoo Toolbar, a Google Toolbar, a Norton Toolbar, etc. on your Browser. This gets ridiculous! It’s clutter! When you install anything – even legitimate programs – be sure and read everything and if it’s going to add something to your browser or make any other changes, make sure you know about it and that you want and need it. Too many people just let every program install whatever it wants ... and then they wonder why their Internet browsing slows down or they wonder why they have spyware on their computer.

NOTE: It is almost always safer to use a web based email service (that automatically scans for viruses and worms and filters out spam) where you access all your email through your Internet browser, than it is to use Outlook Express or Windows Mail which downloads all your mail to your personal computer. If you do use Outlook or Outlook Express or Windows Mail or even Thunderbird for your email program, make sure that your antivirus product has its email scanning feature turned on! One more thing. You need to realize that without special encryption programs nothing you send across the Internet is truly “private”. Also, you need to realize that once you put something on the Internet it is there “forever”. Don’t ever forget this!

* Learn to use the Windows Help system!!!

THE WHY AND THE HOW: Most people never even realize that Windows XP has a pretty good help system built into the Operating System. (Vista’s is ever better!) All you have to do is go to Start, and choose Help and Support. Almost any aspect of Windows use – and especially what it takes to maintain and keep Windows safe – is covered in the Help system. So, if you want information about System Restore or System Configuration or Task Manager or whatever ... just type it in “Search” and look it up. Use this to learn all the basics and more. Also, be aware that most programs have their own help systems and help files built in. They can all be used to great advantage! (But most people never use them.) Just look at the top menu and go to “Help” and start exploring and reading and learning. And, learn to use the Internet to find documentation and help for the programs you use. Learn to use Google Search!

* Backup your user created data and do it regularly!!!

THE WHY AND THE HOW: There are two kinds of computer users – Those who have lost data and those who will! Everyone simply must back up their user created data and do so on a regular basis. Everyone knows they should do backups, but almost no one ever does it ... and then it’s too late. All of your user created data should be put in the user’s directory called: “My Documents” and similar folders. (NOTE: You need to know where the data you are creating or saving is placed on your hard drive by the programs you are using. Nearly all programs give you a choice when you save a file or they allow you to go into their settings and options to choose where they will save your files. Make sure that they are putting them in the [your] user’s “My Documents” folder/directory. Make sure you know where your pictures and music and other media files are going as well.) When you do backups all you need to do then is back up the user’s (i.e., your personal folders) “My Documents” folder with all your user created data. You have to keep track of this and understand where all these directories and folders are. You can find them using Windows Explorer – learn to use it!

Now, there are all kinds of backup programs and methods, but the easiest one is probably just backing up (i.e., copying) all of your files on a regular basis to another drive like a flash drive. You can purchase a flash drive (Corsair, PNY, Memorex make good flash drives) that holds 1, 2, 4, 8, 16, or 32 Gigabytes. What this means is that you need to first know how much user created data (i.e., files your create like pictures, spreadsheets, word documents, etc.) you have on your system that you will need to backup. Buy a flash drive that is more than big enough to backup (i.e., copy) all your files to. Another easy solution is to get a portable hard drive that includes special backup programs. These are more expensive, but they are really very nice. Check out ones made by Seagate (FreeAgent) or Maxtor (OneTouch). These drives with their programs will actually back up most of your computer, if you want them to.

* Use a Surge Protected Power Strip rated at least 1000 Joules to protect your computer.

THE WHY AND THE HOW: Your computer is dependent on a clean and stable flow of electricity for proper operation. Even slight variations in the quality and flow of electricity (i.e., surges and sags) can wreak havoc on your computer and your data. Surge Protectors insure clean power. But, they do nothing for sudden power outages. For that consider getting an Uninterruptible Power Supply (UPS). These allow for power outages and for you to cleanly and safely shut down your computer in the event of a power outage. At the very least get a good quality, name-brand surge protector. If you can afford it, and if you get frequent power interruptions, get a UPS. Belkin is a good company to go with for either product.

* Carefully clean inside your computer case and gently blow out all the dust every year or so.

THE WHY AND THE HOW: Dust is the great enemy of computer and electronic components. When it coats and covers them it acts like an insulation blanket and actually allows them to heat up. And heat is the killer of electronic parts! If your computer is on the floor and if you have pets, your computer is actually acting like a little vacuum cleaner – sucking up dust and hair and carpet fuzz into the computer. After a while all this can really build up and cause problems like over-heating and computer errors and mysterious shutdowns or even premature failure of electronic parts. To blow out your computer first completely turn off the system and unplug all the cables. (Make sure you keep in mind where everything goes because you will have to plug them all back in!) When facing the front of the computer, you want to open the left side panel – usually held by two screws in the back of the system. Slide out that panel. Then take the computer outside and use a can of special compressed air (made for electronics) to gently blow all the dust out of your case. Do not touch any of the parts inside the case. And, when you are blowing out the dust from any of the fans do not allow them to spin too rapidly. (You can hold the fan and keep it from spinning with just a finger.) Warning: Do not breathe the dust so stand downwind! Then take the computer back inside; put on the side panel, screw it down; and plug everything back in and start up your computer.

Last Updated: 10-29-09

Copyright © 2009

Randar

A+/Network+/Server+/INet+/Linux+ CompTIA Certified Technician

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