8 ways to help maintain your computer and devices at work

You most likely couldn't do your job without your computer and mobile devices. Everyday you use them to work on files, connect with people, and access resources. Keeping them running smoothly is important to working effectively.

So how do you start?

At work your computer and devices are part of a larger network. Keeping them running means you have to work closely with your corporate IT department. Working with them will save you time, save your company money, and help keep the network secure. This article includes tips and best practices for working with your corporate IT department to keep your computer and devices up-to-date and functioning properly.

Who owns the computer?

You use a computer at work, you may take it home, and you might even have a picture of your kids on the computer desktop. The computer, though, isn't yours. It's important to realize that your company owns that computer. They have the right to install patches and updates on a regular basis. By doing so, they can make sure your computer and the network run as smoothly as possible.

"It's common for IT departments to get complaints about patches being put on computers," said Jim DuBois, a general manager for IT at Microsoft. "But it is the best way for companies to make sure the network and computers remain secure."

To further protect their computers, many companies even prevent users from making changes to the settings or software installed on the computer.

Best practices for maintaining your computer

Use these best practices to help maintain and protect the computer you use at work. You should contact your IT department to determine their specific policies.

1. Install all updates required by your IT department. Not installing updates as required by your IT department can expose your company to viruses and other security risks. Some companies even prevent computers from accessing the network if patches aren't installed after a set date. Also, find out whether the IT department wants you to install updates on Microsoft Update . If they do, make it a habit of checking Microsoft Update regularly. You'll save yourself the hassle of the IT department forcing you to install updates when it's not convenient for you.

2. Install only licensed programs. Make sure that you or your company have a license for any software you install on your work computer. Your company can get sued for having software without a license installed on its computers. For example, installing a program your friend bought could present some problems. Software that you've bought a license for is probably fine, but double-check the license to make sure. Sometimes, software bought for home use can not be installed at work as well.

3. Don't install different versions of software. Even if you prefer the version of software you use at home rather than work, don't install it on your work computer. You could have incompatibility problems with the software your co-workers are using and with your specific line of business applications. Your IT department may also not be able to make any required updates or provide technical support.

4. Let IT know when hardware isn't working. Fixing a broken computer yourself could just cause more problems. Your fixes, for example, could make the computer incompatible with the corporate network. Most IT departments have a helpdesk or technical assistance program designed for this type of work. The IT department may have already seen the same problem and have a known fix. Helping your IT department track common computer problems can also help them decide which brand and make of computer to order in the future.

5. Let IT know when you need something. Giving the IT department reasonable requests and adequate time for planning can help them respond to your needs. Otherwise, you may end up with computer software or hardware you didn't want, which can hinder how effective you are at work.

6. Don't download programs from Internet sites you don't trust. By downloading programs that may not be secure, you put all the computers on the network at risk.

7. Be aware of suspicious e-mails. A virus introduced though e-mail may be disguised as a downloadable file. If an e-mail you receive is from someone you don't know, contains strange text, or otherwise looks suspicious, contact your IT department. If you open it, you could potentially cause problems for you and you co-workers. If it does contain a virus, the IT department can ask other employees in the organization to look for similar e-mails.

8. Use online support resources. Many IT departments have created online internal help sites that could provide an answer to your computer problem. Each day, Help desks typically receive many questions that are already answered at these sites. For help effectively using Microsoft products, you can also use the following resources:

   • Microsoft Office Online Assistance Center

   • Microsoft Knowledge Base

   • Windows 7 Solution Center

   • Windows Vista Solution Center

   • Windows XP Solution Center

   • Windows Help & How-to

Buying pocket PCs and Smartphones to use at work

If you work on the road, your company may provide you with a Windows phone to stay in touch with the office. If you buy your own, though, check with the IT department to see whether they have a list of recommended devices. There are many options for devices and data and voice plans. Your IT department may have brands, models, and plans that they already support. Buying those will make it easier to connect to the network and get support if you need it.

5 ways to speed up your PC

By following a few simple guidelines, you can maintain your computer and keep it running smoothly. This article discusses how to use the tools available in Windows 7, Vista, and XP Service Pack 3 (SP3) to more efficiently maintain your computer and safeguard your privacy when you're online.

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.

Use Disk Cleanup

Window 7

Windows Vista

Windows XP

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.

Use Disk Defragmenter

Window 7

Windows Vista

Windows XP

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:

1. Close all open files.

2. Click Start, and then click My Computer.

3. In the My Computer window, right-click the hard disk you want to search for bad sectors, and then click Properties.

4. In the Properties dialog box, click the Tools tab.

5. Click the Check Now button.

6. In the Check Disk dialog box (called Error-checking in Windows 7), select the Scan for and attempt recovery of bad sectors check box, and then click Start.

   

   Example of Check Disk Local Disk dialog box

   
   

7. If bad sectors are found, choose to fix them.

Tip: Only select the "Automatically fix file system errors" check box if you think that your disk contains bad sectors.

4. Protect your computer against spyware

Spyware collects personal information without letting you know and without asking for permission. From the Web sites 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 Microsoft Windows Defender, which is included in Windows 7 and Windows Vista, and is available as a free download for Microsoft XP SP2. Alternatively, there are other free anti-spyware software programs available.

5. Learn all about ReadyBoost

If you're using Windows 7 or Windows Vista, you can use ReadyBoost to speed up your system. A new concept in adding memory to a system, it allows you to use non-volatile flash memory—like a USB flash drive or a memory card—to improve performance without having to add additional memory.

• Learn more about ReadyBoost in Windows 7.

• Learn more about ReadyBoost in

Tired of chasing your mouse? Use keyboard shortcuts

The mouse, one of the greatest advances in computing history, provides you with an intuitive point-and-click method for using your computer. Depending on the type of work you're doing, however, sometimes using a mouse actually slows you down. If you are a good typist, taking your hands away from the keyboard to move the mouse can use up a few seconds. Over the course of a full day, you could save several minutes by using keyboard shortcuts instead of the mouse.

You can use your keyboard instead of your mouse to do these three tasks:

•	Start a program
•	Navigate menus
•	Minimize, maximize, and close windows

Start a program using a keyboard shortcut

The Start menu is great for finding programs, but its multiple levels of folders can be time consuming to navigate. If there is a program you start frequently, you should set a keyboard shortcut for it so that you can start the program without taking your hands off the keyboard.

To set a keyboard shortcut to start a program

1.	Click the Start menu, and then click All Programs. Right-click the program that you want to start with a keyboard shortcut, and then click Properties.
2.	Click in the Shortcut key box. Now press the letter on your keyboard that you want to use to start the program. Make it easy to remember—for example, press I for Microsoft Internet Explorer. Note: You can use either uppercase or lowercase letters when creating your keyboard shortcuts—and when accessing them later. In the Shortcut key box, Microsoft Windows XP automatically adds Ctrl + Alt + before the key you pressed. When you want to start the program, hold down both the CTRL and ALT keys simultaneously, while also pressing the letter you chose. This way, your program won't start every time you type that letter.
3.	Click OK.
4.	Now test your shortcut. Hold down the CTRL and ALT keys, and then press the letter you chose. If you find it difficult to hold down two keys at once, read Turn on the Sticky Keys feature. Your program should start.

When your friends see you start up programs without touching your mouse, they just might think you have a psychic connection with your computer!

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Navigate menus using the keyboard

You can speed up tasks in almost any program by choosing menu items using your keyboard instead of your mouse. This operation is particularly handy when you're performing repetitive tasks.

To control menus using your keyboard

1.	With your program open, press the ALT key. Notice that one letter on each menu name is now underlined. To open the menu, press the underlined key. For example, in Internet Explorer, the View menu name shows the V underlined after you press the ALT key. To open the View menu, press the ALT key, and then press V.
2.	Now, each menu item will show one letter underlined. To access or activate the menu item you want, simply press the underlined key. For example, in Internet Explorer, after you open the View menu, the Privacy Report menu item shows the V underlined. Instead of clicking Privacy Report with your mouse, you can just press the V key.
3.	You can also choose menu commands by pressing key sequences quickly, without waiting for the menus to open. For example, to quickly view a Web page's privacy report in Internet Explorer, press ALT, V, V. Similarly, to save a Web page in Internet Explorer, you would normally click the File menu, and then click Save As. To choose the same commands using your keyboard, press ALT, F, A.

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Control windows using your keyboard

If you like to keep four or five windows open while you work (or play) on your computer, you'll appreciate knowing these keyboard shortcuts. You can quickly switch between your Web browser, e-mail, instant message windows, and other programs without taking your hands off the keyboard.

Action	Shortcut
Minimize a window to your taskbar	ALT, SPACEBAR, N
Maximize a window so it takes up your whole desktop	ALT, SPACEBAR, X
Restore a window so it's visible but doesn't take up your whole desktop	ALT, SPACEBAR, R
Close a window	ALT+F4
Switch to the last window you had open	ALT+TAB
Switch to any window	Hold down the ALT key, and press TAB until the window you want is active

Programs often start up in a "restored" state, where the window takes up only part of the screen. To maximize the window so that it takes up the entire screen, press the ALT key, press the SPACEBAR, and then press X. This will feel natural after you do it a few times, and you will feel much more efficient while using your computer.

Simplify using your mouse: change double-click to single-click

When you browse the Web with Microsoft Internet Explorer, links open with a single click. Yet, when you browse My Computer or My Documents, a single click lets you select a file or folder, but you have to double-click to open it.

If you'd rather single-click to open files and folders, you can change the setting on your mouse (don't worry, this process doesn't require any double clicks).

To change the settings on your mouse

1.	Click Start, and then click My Computer.
2.	Click Tools, and then click Folder Options.
3.	Click Single-click to open an item. Then, click OK.

Now you can navigate folders and open files with a single rather than a double click. If you need to select a file, simply hold your mouse over the file for a few seconds without clicking

Set your windows so they all have the same view

Microsoft Windows XP lets you show the contents of folders in a variety of ways, such as a simple or detailed list of the files, or as thumbnail images. Each folder in My Computer or My Documents can have its own view. That’s useful for folders like My Music or My Pictures, because you can look at your digital photos in Thumbnails or Filmstrip view, and see your song titles in Tiles view. But changing the view for every folder can be time-consuming.

If you prefer to have all your folder contents displayed in a particular way, you can save yourself some time by changing the view for all the folders on your computer at once.

To set your windows so they all have the same view

1.	Click Start, and then click My Documents.
2.	Click the Views button, and then click the view you want to apply to all folders. Note: For more information about views, read Specify how folders open.
3.	Click Tools, and then click Folder Options.
4.	Click the View tab, and then click Apply to All Folders.
5.	Click Yes.
6.	Click OK.

The next time you open a folder, it will be displayed using the view you chose. To restore your original folder settings, repeat steps 1-3. Then, in step 4, click Reset All Folders.

Use a Web graphic for your desktop background

The Web has many beautiful pictures. If you find a picture you particularly like, such as the following image of the puppy, you can make it your desktop background, so that you can see it whenever you use your computer.

To use a Web graphic for your desktop background

1.	Use Microsoft Internet Explorer to open the Web page with the picture you like.
2.	Right-click the picture, and then click Set as Background.

Microsoft Windows XP displays the picture as your desktop background. For best results, use large pictures that are wider than they are tall.

Speed up menu display

Microsoft Windows XP uses many visual effects to provide a rich, friendly interface. One of these settings allows menus to fade into view when you open them. This visual effect is so smooth that you may never have noticed it; however, the effect does cause menus to take a little longer to appear.

On a fast computer, this shouldn't be an issue. But on a computer that isn’t responding as quickly as you'd like, you can make menus display faster.

To speed up menu display

1.	Click Start. Right-click My Computer, and then click Properties.
2.	Click the Advanced tab. In the Performance area, click Settings.
3.	On the Visual Effects tab in the Performance Options dialog box, clear the Fade or slide menus into view check box.
4.	Click OK.
5.	In the System Properties dialog box, click OK.

Now when you click a menu, it will appear almost instantly