The Learning Pad Newsletter

1. Free up disk space

The Disk Cleanup tool helps you free up space on your hard disk to improve the performance of your computer. The tool identifies files that you can safely delete, and then enables you to choose whether you want to delete some or all of the identified files.

Use Disk Cleanup to:

• Remove temporary Internet files.
• Remove downloaded program files (such as Microsoft ActiveX controls and Java applets).
• Empty the Recycle Bin.
• Remove Windows temporary files such as error reports.
• Remove optional Windows components that you don’t use.
• Remove installed programs that you no longer use.
• Remove unused restore points and shadow copies from System Restore.

Tip: Typically, temporary Internet files take the most amount of space because the browser caches each page you visit for faster access later.

To use Disk Cleanup

Window 7 users

1. Click Start, click All Programs, click Accessories, click System Tools, then click Disk Cleanup. If several drives are available, you might be prompted to specify which drive you want to clean.
2. When Disk Cleanup has calculated how much space you can free, in the Disk Cleanup for dialog box, scroll through the content of the Files to delete list.
   Disk Cleanup dialog box

3. Clear the check boxes for files that you don’t want to delete, and then click OK.
   • For more options, such as cleaning up System Restore and Shadow copy files, under Description, click Clean up system files, then click the More Options tab.
4. When prompted to confirm that you want to delete the specified files, click Yes.

After a few minutes, the process completes and the Disk Cleanup dialog box closes, leaving your computer cleaner and performing better.

For Windows XP users

1. Click Start, point to All Programs, point to Accessories, point to System Tools, and then click Disk Cleanup. If several drives are available, you might be prompted to specify which drive you want to clean.
   
2. In the Disk Cleanup for dialog box, scroll through the content of the Files to delete list.
   Choose the files that you want to delete.

3. Clear the check boxes for files that you don’t want to delete, and then click OK.
4. When prompted to confirm that you want to delete the specified files, click Yes.

After a few minutes, the process completes and the Disk Cleanup dialog box closes, leaving your computer cleaner and performing better.

2. Speed up access to data

Disk fragmentation slows the overall performance of your system. When files are fragmented, the computer must search the hard disk when the file is opened to piece it back together. The response time can be significantly longer.

Disk Defragmenter is a Windows utility that consolidates fragmented files and folders on your computer’s hard disk so that each occupies a single space on the disk. With your files stored neatly end-to-end, without fragmentation, reading and writing to the disk speeds up.

When to run Disk Defragmenter
In addition to running Disk Defragmenter at regular intervals—monthly is optimal—there are other times you should run it too, such as when:

• You add a large number of files.
• Your free disk space totals 15 percent or less.
• You install new programs or a new version of Windows.

To use Disk Defragmenter:

Windows 7 users

1. Click Start, click All Programs, click Accessories, click System Tools, and then click Disk Defragmenter.
   Click Analyze disk to start the Disk Defragmenter.

2. In the Disk Defragmenter dialog box, click the drives that you want to defragment, and then click the Analyze button. After the disk is analyzed, a dialog box appears, letting you know whether you should defragment the analyzed drives.Tip: You should analyze a volume before defragmenting it to get an estimate of how long the defragmentation process will take.
3. To defragment the selected drive or drives, click the Defragment disk button. In the Current status area, under the Progress column, you can monitor the process as it happens. After the defragmentation is complete, Disk Defragmenter displays the results.
4. To display detailed information about the defragmented disk or partition, click View Report.
5. To close the View Report dialog box, click Close.
6. You can also schedule the Disk Defragmenter to run automatically, and your computer might be set up this way by default. Under Schedule, it reads Scheduled defragmentation is turned on, then displays the time of day and frequency of defragmentation. If you want to turn off automatic defragmentation or change the time or frequency, click the Configure schedule (or Turn on Schedule, if it is not currently configured to run automatically). Then change the settings, then click OK.
7. To close the Disk Defragmenter utility, click the Close button on the title bar of the window.

To use Disk Defragmenter:

1. Click Start, point to All Programs, point to Accessories, point to System Tools, and then click Disk Defragmenter.
   Click Analyze disk to start the Disk Defragmenter.

2. In the Disk Defragmenter dialog box, click the drives that you want to defragment, and then click the Analyze button. After the disk is analyzed, a dialog box appears, letting you know whether you should defragment the analyzed drives.Tip: You should analyze a volume before defragmenting it to get an estimate of how long the defragmentation process will take.
3. To defragment the selected drive or drives, click the Defragment button. Note: In Windows Vista, there is no graphical user interface to demonstrate the progress—but your hard drive is still being defragmented.After the defragmentation is complete, Disk Defragmenter displays the results.
4. To display detailed information about the defragmented disk or partition, click View Report.
5. To close the View Report dialog box, click Close.
6. To close the Disk Defragmenter utility, click the Close button on the title bar of the window.

3. Detect and repair disk errors

In addition to running Disk Cleanup and Disk Defragmenter to optimize the performance of your computer, you can check the integrity of the files stored on your hard disk by running the Error Checking utility.

As you use your hard drive, it can develop bad sectors. Bad sectors slow down hard disk performance and sometimes make data writing (such as file saving) difficult, or even impossible. The Error Checking utility scans the hard drive for bad sectors, and scans for file system errors to see whether certain files or folders are misplaced.

If you use your computer daily, you should run this utility once a week to help prevent data loss.

Run the Error Checking utility:

4. Protect your computer against spyware

Spyware collects personal information without letting you know and without asking for permission. From the websites you visit to usernames and passwords, spyware can put you and your confidential information at risk. In addition to privacy concerns, spyware can hamper your computer’s performance. To combat spyware, you might want to consider using the PC safety scan from Windows Live OneCare. This scan is a free service and will help check for and remove viruses.

1. Work with your IT department

Make sure that you install all of the patches and updates that your IT department recommends. In addition to installing Windows and Office updates, your IT department might require you to install additional security software, such as a firewall or custom software to help you connect from remote locations. Making these regular installations will keep your computer and your company’s network as secure as possible.

2. Use strong passwords

Passwords provide the first line of defense against unauthorized access to your computer, and a good password is often underestimated. Weak passwords provide attackers with easy access to your computer and network. Strong passwords are considerably harder to crack, even with the latest password-cracking software.

A strong password:

• Is at least eight characters long.
• Does not contain your user name, real name, or company name.
• Does not contain a complete dictionary word.
• Is significantly different from previous passwords. Passwords that change just slightly—such as Password1, Password2, Password3—are not strong.
• Contains characters from each of the following groups:
  • Uppercase and/or lowercase letters.
  • Numbers
  • Symbols (!,@,#,$,%, etc.)

3. Don’t enable the Save Password option

Make it mandatory for you—or someone else trying to access your computer—to enter your password on all operating system or application settings. If a dialog box prompts you about remembering the password, rather then requiring you to enter it, just choose no. Allowing the password to be saved negates having the password at all.

4. Use network file shares instead of local file shares

Rather than opening up your computer to co-workers, use network file shares to collaborate on documents. And restrict access to the network file share to only those who need it. If you’re working on a team, you have lots of other options—for example, Microsoft SharePoint Workspace 2010.

5. Lock your computer when you leave your desk

If you’re going to be away from your desk for a while, make sure your computer is locked.

To lock your computer:

1. On your keyboard, press CTRL+ALT+DELETE at the same time.
2. Click Lock this computer (Lock Computer if you’re running Windows XP).
3. To unlock your computer, press CTRL+ALT+DELETE and enter your password.

6. Use password protection on your screensaver

Sometimes you’re away from your desk for longer than you unexpected. Plan for those situations by setting up your computer so that it locks itself after a specified amount of time.

To establish Windows 7 screensaver password protection

To establish Windows Vista screensaver password protection

To establish Windows XP screensaver password protection

7. Encrypt files containing confidential or business critical files

You keep valuable and sensitive data on your computer. You might have sensitive information about your company or clients, or your personal bank statements on a laptop you use at home and work. Encrypting your data keeps it as secure as possible. To help keep unauthorized people from accessing your data—even if your computer is lost or stolen—you should encrypt all sensitive data. In the Enterprise and Ultimate editions of Windows Vista, you can use BitLocker™ Drive Encryption to encrypt the entire volume. In Windows XP and all editions of Windows Vista, you can use the Encrypting File System (EFS) to protect important files. We highly recommend that you learn how to encrypt a file or folder to keep it safe.

8. Don’t open questionable emails

If an email message just doesn’t look right, it probably isn’t. Forward the email message to your IT administrator to verify before you open it.

9. Encrypt email messages when appropriate

If you’re sending confidential or business-critical information, encrypt the email and any files attached to it. Only recipients who have the private key that matches the public key you used to encrypt the message can read it.