So, just to set the record straight it’s clear that at EasyTechCare we are not in line to become the “Poet Laureate” of Canada…or even the computer repair industry. We are however, committed to helping you get the most out of your computer and related devices and adding them to your spring cleaning routine is a good place to start. In many ways your computer is a perfect metaphor for your entire house. It is a multi function device that is used variously as a workspace, entertainment device, companion, resource tool and storage space. And while the notion may not be entirely appealing, many of you reading this will have participated in, if not organized one of Canada’s great annual festivities (for which by the way, no Hallmark card yet exists) Spring Cleaning.

For those among us who seek instant gratification the spring cleaning home ritual delivers an immediate, tangible and ultimately meaningful result. Doing the same for your computer can provide something akin to a metaphorical “breath of fresh air”….spring air of course.

To extend this little metaphor, spring cleaning often allows you to find things faster once you’ve cleared away the junk that’s gathered around it. Gives you a chance to decide (individually or collectively) what to keep and what to discard. Reduces the risk of things falling on your head when you open that overstuffed cupboard door. And just generally gives you a feeling of calm and a sense of accomplishment to mark the change of seasons.

Well, a “Spring Cleaning” of your computer can deliver these same results. Imagine it something like this; organize, sanitize, and protect. Doing so will deliver better overall performance of your machine, the ability to find files faster and more efficiently and fewer crashes or other problems with your hardware.

Here are the top 10 things to do:

1. Organize you files
2. Update and run your Anti Virus
3. Update and run your Anti Spywar
4. Run Windows Update
5. Run “clean disc”
6. Run “disc defrag”
7. Clean up your Desktop icons
8. Clean and Dust your computer
9. Untangle that spider’s web of cables
10. Back Up your data

So, pick a day, put it in your calendar and get ready to Organize, Update, Clean and Backup. Another little piece of good news, you can even do this in your “jammies”.

Organize Your Files:

Imagine organizing your files to be something akin to cleaning out your closet. There are two things you want to focus on. First, ridding your closet of those things you won’t wear or need any longer. And then second, putting everything back in an orderly fashion

To clean the closet you’re going to want to look on the shelves where some things may have been pushed to the back, on the hanging racks to discover those pants you’ve been looking for hidden under your old corduroy jacket (you know, the one with those elbow patches you haven’t worn since….). And finally, you’re going to want to look in the back corner on the floor under the box that holds your Visa receipts. 

Let’s start with you “Temp” files. If you are using Windows XP© You will find these in 2 places. One is like a holding pen for multiple files you may have had open at any given time on your computer but did not get closed properly. The other is related to your internet use and is cleared from a different place on your computer. (If you are using an older version of Windows still right click on the “Start” menu and then look under C:\TEMP or C:\WINDOWS\TEMP.)

To clear your Internet Temporary files open your Internet browser (Explorer© or Netscape). Click on “TOOLS/Internet Options and then in the window you will see a “DELETE FILES” button and a “CLEAR HISTORY” button. By clicking on these 2 buttons respectively you will clear your Internet “Temp Files” as well as the history of recent sites you’ve visited. (Resetting you “History” file will not impact your favourties.) CAUTION: Also contained in these files are “Cookies”. Websites you visit often leave a bit of information on your computer in the “Cache” that helps identify you when you return to these sites. Some are integral to your registering to bank or shop online. You may indeed want to keep some of these. Therefore, as you go to delete these files you will see a window asking if you want to delete the cookies as well. You can then make your choice accordingly and save those you want and discard the rest. 

Once you’ve completed these steps, congratulate yourself on a job well done and take a sip of your favourite libation. Now that you can see somewhat more clearly what’s left in the cupboard it’s time sort out the shelves. Who knows what you’ll find there that can also be reduced, reused or sent to the recycle bin.

The shelves and hanging bars are the folders in your “My Documents” folder. If you haven’t already created a systematic way to create folders and sort and store documents have a look back at our Winter 2006 Newsletter (click here) where we discussed how to do this and now’s the time to do it.

If you have a reasonable well structured filing system depending on just how ambitious you are, you can undertake a wholesale review through to just cleaning up stray, obviously loose files and old junk, either discarding it or putting it into an appropriate existing or new folder. 

Cleanup Your Desktop:

The last step in putting everything back in a way that will allow you to admire your work (and show your partner what a good job you’ve done, as in you deserve a treat now…) is to clean-up your “Desktop”. Many of us have a tendency to “just put something on the desktop for a second….just while I work with it” and then somehow, they sit there unused or empty and, well frankly, just plain messy. So, have a look at your screen and if you see shortcuts that go nowhere, the draft email you were writing to your lovable but far away aunt, or a shortcut to a game you haven’t played in 2 years. Right click on the icon and select “delete” to remove it.

Update Your Programs (Automate Tasks):

Come on, let’s face it, we all get a bit complacent during the dark days of winter. Spending more time indoors, a Canadian sort of human hibernation, letting our guard down. Perhaps not checking and update our Virus Scan or Anti Spyware blockers. Independent of brand, your anti virus and anti spyware software should be able to be scheduled to run on a defined schedule as well as to routinely check incoming messages for viruses or other malicious devils. Even if you don’t have current versions (although we highly recommend you do), most of your internet service providers likely offer some level of protection (some free, some on a fee for service basis). You should at the very least update your programs thorough these utilities to have some measure of protection.

If you are unsure of what you have or how to check click here and one of our “EasyHelp” technicians will be glad to help you NO CHARGE online or on the phone to check. In general however, if you have a running version of Computer Associates (CA) Norton, McAfee or some other program an icon will show in the lower left hand corner of your screen on the “task bar” if you move your cursor over the icons you will be able to see what you have. Double click on the icon and then follow the prompts for your particular program as displayed in the windows. 

Some Heavy Lifting You DON”T have to do:

Good news! You can actually sit back now and let your operating system do most of the balance of the work. If you are running current versions of Microsoft’s XP operating systems you can use Microsoft’s “Windows Update” feature to help protect your system and keep it current with the latest fixes. By clicking on the icon in your “Start” menu you will be directed to a Microsoft Web site that provides updates for Windows operating system software and Windows-based hardware. Updates address known issues and help protect against known security threats. You can also turn on Automatic Updates; Windows Update can deliver high priority updates to your computer as they become available. You can decide when and how updates are installed.

How does it work?

In Windows XP, click on the “Start” button then move your cursor over “All Programs” then click on “Windows Update” and this will take you to the Windows Update site. Once on the site follow the wizard and Windows Update scans your computer and tells you which updates apply to your software and hardware. You choose the updates that you want to install and how to install them. (If you are working with earlier versions of Windows then logon to the Internet and go to the Update site at the following address: http://update.microsoft.com ).

You’re really close now. Two more automated routines each of which will clean your hard drive and reassemble data stored on in it a more efficient manner respectively. To clean your drive open “My Computer” then RIGHT CLICK on the drive (most likely “C”). Now click on “FILE/PROPERTIES/TOOLS”. In the window that opens click on “Error Checking” and the system will automatically detect and repair disc errors. You can also do this from “START/PROGRAMS/ACCESSORIES/SYSTEM TOOLS/DISC CLEANUP” and then follow the onscreen instructions.

Now that everything is clean and fresh on your various drives and you’ve discarded all your junk you are ready to metaphorically reassemble everything so it’s neat and easier for your computer to find. This is called a “Defragmentation”. In the normal course of use and now especially after having sent junk to be recycled, the bits and bites that make up the data on your hard drive are scattered. “Defrag” takes these “fragments” of data and puts them back together in a way that makes it much easier for your system to find them. The net effect should be dramatically improved performance on your computer. To run “Defrag” follow the steps described the preceding paragraph but click on the “DEFRAG” icon instead of the “disc clean” button. Depending on the last time you did a defrag and how much data you have on your hard drive, this process can take several hours and you should NOT run other programs at the same time. So we recommend setting this to run overnight while you’re off snoozing, let the computer finish this task for you. Good deal, NO?

A Little Dirty Work:

You’re almost there; don’t get discouraged cause all that’s really left is the final dusting. Yes, literally dusting. One of the major causes of poor performance is simply that computers generate a lot of heat and keeping the vents and fans dust free and spinning freely is important to your computer’s overall well being. (Don’t you like the way we personalize this hunk of metal, circuit boards and wires?) Use a vacuum cleaner first to remove as much dust and debris from the exhaust vents. (Oh yes, we would recommend using a hand held vacuum as the upright push versions can really wreak havoc on the machine otherwise.) While we recommend you concentrate on the vents and fan area, if you have pets or have your computer in a particularly dust prone environment it is also important to carefully vacuum the interior. Although for this we do recommend having one of our Technicians do this. (See our special offer)

This would also be a great time to sort out that mess of cords and cables that hang like an unseemly web under your desk. After all, ascetics do count and this will undoubtedly impress your partner or at the very least be another tangible expression of your work that can be duly admired. 

Last But Not Least:

We devoted an entire newsletter to the subject last month and that is BACKING UP your data. In case you missed it here are some of the numbers we presented that ought to convince you that this step is worth the effort.

• A hard drive crashes every 15 seconds
• 2000 laptops are stolen or lost every day
• 32% of data loss is caused by human error-21% of PC users have lost all their C files to events beyond their control
• 44% of data loss is caused by mechanical failures-15% or more of laptops are stolen or suffer hard drive failures
• 1 in 5 computers suffer a fatal hard drive crash during their lifetime
• The overall average failure rate of disk and tape drives is 100% - all drives eventually fail!!!!

(Source: Realty Times)

If you didn’t print a copy of these routines click here to review them.
Congratulation! You are done. Don’t you feel great?