ISAC Computer Support Group

ISAC Computer Support Group

March 27, 2007

Topics Covered

Click on Links
* 2 - Backup - What you Need *
* 8 - Microsoft Word - Make Labels *
* 8a - Avery DesignPro - Make Labels *
* 9 - Protect a Document With a Password *
* 13 - Unzip Many Files with Unziplify *
* 171 - Files to Backup *
* 182 Folder Options *
* 183 - Safe Mode *
* 184 - Weekly Tasks *
* 185 - Windows Logo Key - Winkey *
187 Application - Create an Address Data Base
* Tips of the Month *
* Open Questions & Answers *

There were 11 of us who attended. It was a beautiful day and convinces me there must be a way to hold future sessions under the picnic shelter to enjoy the fresh spring breezes, with the pig farmers permitting.

There was 1 new attendee, Margaret Burford. Welcome to the ISAC Computer Support Group.

Treat of the day were the homemade cookies from Karen - the real kind, not the ones overtaking our computers.

2 - Backup - What You Need

You do not have to backup your entire computer, just the files most important to you.

Some things are easily replaced, and there is no need to backup these sorts of things, but those irreplaceable documents, pictures or files should be saved in a place where they cannot be damaged. No matter what happens to your computer, you can have security in the fact your files are available in backup.

CD-Rs, CD-RWs, DVDs and DVD-RWs -
With increasingly faster burners and easier to use all the time, it is possible to save 700 MB of data onto a CD and almost 8.5 GB of data onto a DVD Dual Layer in only minutes, and for most, you could backup every file of importance on your computer with a single CD.

Internal DVD Dual Layer burners available for less that $50

External DVD Dual Layer burners using USB 2.0 are available in the $100 range.

Blank media costs in the range of $0.50 (CD) to $1.50 (DVD-DL) each

Note: - DVD burners will also burn CDs

Flash Memories -
Connects to a USB 2.0 port
Physically very small
Capacity at present is up to 8 GB and increasing almost every week.
Price now at $80 for 8 GB and the price decreasing with each new increase in capacity.

More "HERE"

External Hard Drives -
Connects to a USB 2.0 port
Physically about the size of a hard covered book
Capacity from 40 GB for <$85 and 320 GB for <$160

Online backup is another method for the backing up your files at a cost of about $5/month/50 GB. This allows you to store your files online, where there are no need for CDs or DVDs. You simply download your files back onto your computer whenever the need occurs.

Whatever the hardware you use for your backups, keep it stored in a secure place such as a safety deposit box.

A Flash Memory could be carried in your pocket.

See 171 - Files to Backup

8 - Microsoft Word 2002- Make Labels

Have you setup your database?? Click "here" for more info.

	Click on Tools
	Select Letters and Mailings and click on Mail Merge Wizard
	Step 1 of 6 - Select Labels
	Click on Next: Starting document
	Step 2 of 6 - Click on Label options...
	A small Label Options window will open
	Set up the Printer information and Label information
	Click on OK
	Click on Next: Select recipients
	Step 3 of 6 - Select - Use an existing list
	Click on Browse...
	Select Data Source
	Click on Open
	A small Select Table window will open
	Place a check mark in the box next to First row of data contains column headers (this application will not work if this info is incorrect)
	Click on OK
	A small Mail Merge Recipients will open
	Click on Select All
	Click on OK
	Click on Next: Arrange your labels
	Step 4 of 6 - Click on Address block...
	A small Insert Address Block window will appear
	Click on Match Fields...
	Set up the window exactly as shown here on the right
	Match the fields as shown (Postal Code = (not available)
	Scroll down to Country or Region and match it to Postal Code
	Click on OK
	Click on OK again
	Click on the button for Update all labels
	Click on Next: Preview your labels
	Step 5 of 6 - Click on Edit recipient list...
	A small Mail Merge Recipients Window will open
	Click on the button for Select All
	Click on OK
	Click on Next: Complete the merge
	Step 6 of 6 - Click on Edit individual labels...
	A small window Merge to New Document will open
	Select All
	Click on OK

N. B. - Set up these windows exactly as shown

N. B. - Set up this window exactly as shown

8a - Avery DesignPro - Make Labels

You can download the Avery DesignPro software when you click this link http://www.avery.com/us/software/index.jsp

Have you setup your database?? Click "here" for more info.

Open Avery DesignPro 5 and click on Design from Scratch

Click on Database and select Open...

Click on Link Database

Select Machine Data Source and select Excel Files

Click on the OK button

When the Select Workbook window opens, set up the Directories: similar to what is shown below

Under Database Name, select My Addresses.xls

Click on the OK button

9 - Protect a Document With a Password

When using OOo (OpenOffice.org) your documents will be saved with a
file extension in the format of .odt OpenOffice OpenDocument text document

	Click on Help
	Click OpenOffice.org Help F1
	Select the Index tab
	In the Search term field, type password
	Click on the Display button
	The following window will open to instruct you how turn on and turn off protection to "Protect a Document With a Password" DO NOT FORGET YOUR PASSWORD or else your document will be lost.

When using M$ (Micro$oft) Word, your documents will be saved with a file extension in the format of .doc

	Click on Tools
	Click on Options
	Select the Security tab
	In the Password to open: field, type your password
	Click on OK

When the window Confirm Password opens

In the Reenter password to open: field, retype your password

Click on OK

Pay attention to Caution:

13 - Unzip Many Files with Unziplify

Description: As shown in the attached window

Click on the link below to download this freebie into C:\My Documents\My Downloads\Unziplify.

FreewareWeb - Freeware Unziplify v1.21

Open the above folder and right click on Unziplify13.exe and select Open

An Unziplify folder will be created at the end of your Start Menu, open it and click on Unziplify Help for instructions on how to use this application.

Click "here" for other Unzip options

171 - Files to Backup

Plain and dirty, all of your important files should be in the following folder C:\Documents and Settings\user where user is your personal ID you use for your OS (Operating System).

	Press one of the Winkey + e to open Windows Explorer
	Follow 182 - Folder Options if you have problems displaying all the files and folders in Windows Explorer.
	Click on the next to Local Disk (C:)
	Click on the next to Documents and Settings
	Select your Name (Bev in this example)

Click on Edit and select Copy to Folder...

	Select your Backup Media Device - LEXAR MEDIA (I:)
	Then click the Copy Button

My Documents should include ALL personal files such as My Pictures, My Music, My Videos, My Slideshows, My Downloads (which would include driver updates, software you purchased and downloaded from the Internet).

If these folders are not in My Documents, then move them for ease of making Backups.

Many programs provide their own built-in backup utility. Identify those programs and use these utilities. Many financial programs such as Quicken, QuickBooks, or Microsoft Money have a built-in Backup utility and should/must be used every time the application is updated.

http://www.pcmaestro.com/backup_files.htm

182 - Folder Options

	Press one of the Winkey + e to open My Computer
	Click on Tools and select Folder Options...
	Select the View tab
	Under Advanced settings:, set the checkmarks as shown.
	Click on Apply
	Click on OK

Winkey or Windows Logo Key.

183 - Safe Mode

Safe Mode is used to turn off background applications running on your computer to assist in troubleshooting problems.

It is also a good option to use while doing a defrag, backup, or installing downloaded programs without interruptions such as Screen Savers and automatic software updates.

Your Help & Support Center is an excellent place to start. Type in safe mode and press Enter.

The link here has a very good explanation on how to put your computer into Safe Mode for all levels of Windows.

http://www.computerhope.com/issues/chsafe.htm

184 - Weekly Tasks

To keep your computer running clean and error free of Spyware and Adware, download and install the following programs and run them on a weekly basis.

	Disk Cleanup - Already on your system. Click on , drag your mouse over All Programs, Accessories, System Tools and click on Disk Cleanup.
	Disk Defragmenter - As above, when you reach System Tools, click on Disk Defragmenter.

The above two could take 3 to 4 hours if you have never used them before. When they are run on a weekly basis, only about 15 minutes for both would be required. It is always best to run the above two programs at any time prior to any downloads to prevent the new programs from being fragmented.

	Ad-Aware - http://www.tucows.com/preview/236049
	Spybot - http://www.spybot.info/
	Windows Update - Already on your system. Just search your program menus and click on it. You can set it up to update automatically and every time you go on the internet, it will work behind the scenes checking to see if you are at the latest level of Windows OS (Operating System)

185 - Windows Logo Key - Winkey

Winkey by itself will only display or hide the Start menu.

For other Winkey options, see

	Help and Support,
	Type in keyboard shortcuts,
	Select Windows keyboard shortcuts overview
	Expand Natural keyboard shortcuts

Tips of the Month

Add this to your favourites, it's another dictionary for a foreign language (English) complete with audio pronunciation of the word your search has found. It's a web site for an excellent source of info (:-p) Miriam-Webster OnLine Dictionary
Anything and everything you ever wanted to know about Oxford County. It's a new layout for the site, much more user friendly, it's ;0)
When typing a lengthy document with a word processor, entering data in a spreadsheet, working with graphics, bookkeeping, or any other application under the process of being changed or updated, be sure a click the SAVE button frequently just in case you might lose it. Some applications can be set to automatically SAVE for you when you set it to always SAVE every xx number of minutes.
All functions of copy, cut, paste are used on just about every application your using. Very important to learn how to use the menu bar, properties, and keyboard shortcuts with and without the mouse. The more you use e-mail and the internet, the more you will need to know these functions inside and out.

Open Questions & Answers

Q - How do we delete Outlook Express deleted files?
A - Coming up at the next meeting.

NEXT MEETING - TUESDAY, APRIL 10, 2007 @ 1:00 P.M. IN THE DINING ROOM

Ingersoll Senior Citizens Revised: September 14, 2008 .

Ingersoll Senior Citizens
Revised: September 14, 2008 .