Introduction to Hard Disk Management

1. Introduction to Hard DiskManagement In your daily activities of managing your business, you will also have to manage data that has been stored in your hard drive. How intense your management will be, depends on you as an individual. But at some point in time, you should address some basic points.

2. Hard Disk Management I have this thing called a computer and a minimal understanding of some of what it can do, but is there more I should know?

3. Hard Disk Management Adventure Come with me to discover the secrets held within this beast!

4. What’s an operating system? The set of system programs that run when the computer is turned on to give the user a consistent environment for running the computer. The operating system takes care of the fine details of making all the components of the "computer" work together, including memory, disk drives, keyboard, sound system, and the mouse. Windows XP is currently the most common operating system. Other systems in use include Unix (much of the internet), System 7.5 (Macintosh), OS2 3.0 (IBM) and Windows NT. Because it is the starting point for all other software, the development of operating systems is very competitive. Modern operating systems are graphical user interfaces (using a mouse or other pointing device), while earlier systems were text-based (keyboard input).

5. What Operating System Do I Have? Go to My Computer Click on Help Click on About Windows This screen gives you the version # and name of your system Enter this information on the worksheet you printed.

6. What is the difference between left and right clicks of the mouse? • A single left click typically highlights what you click on • A double left click typically performs a function (opens a program, etc) • A single right click typically brings up a menu that allows you to select the action you wish to take.

7. What’s a Start Up Disk? • A disk that allows the computer to “boot” in the event of a problem with your computer. • “Booting” is the process in which you turn on the computer and execute the initial instructions. There are a series of system programs that run to configure the computer hardware for specific software and user preferences, including the date and time formats to use, what country language to use, etc. • This disk is essential in the case of restoring your hard drive. Often a computer comes with a startup disk or CD but in the event it doesn’t or you misplaced it…

8. Do I have a start up disk? If not how do I make one? Insert a floppy disk Click on Start Click on My Computer Click on the floppy drive Click on File Format Create an MS-DOS startup disk Click on Start *Important: Creating an MS-DOS startup disk erases all information on the floppy disk.

9. Why would I need to format a disk? • Formatting prepares a floppy or hard disk to receive information. • Most floppy disks can now be purchased pre-formatted. • Formatting consists of marking the disk into tracks and sectors for storing data. • If you want to re-use a disk formatting it completely deletes all prior information.

10. To format a disk • If the disk you want to format is a floppy disk, insert it into its drive. Otherwise, skip to step 2. • 2. Open My Computer, and then click the drive containing the disk you want to format. • 3. On the File menu, click Format. • 4. Select or specify any of the following options that you want: • Capacity (floppy disks only) • File system (disk drives only) • Allocation unit size (NTFS only) • Volume label • Quick Format • Enable Compression (NTFS only) • 5. Click Start.

11. Notes • To open My Computer, double-click its icon on the desktop. • Quick Format removes files from the disk without scanning the disk for bad sectors. Use this option only if the disk has been previously formatted and you are sure the disk is not damaged. For information about any of the options, select the option, click the question mark, and then click the option again. • You cannot format a disk if files are open on the disk, the contents of the disk are displayed, or the disk contains the system or bootpartition.

12. What is a hard drive? • A device to store and read information. It is a non-removable magnetic disk made of a rigid material such as aluminum, enclosed in a shock-resistant, sealed mounting (thus contrasting from a "floppy" or flexible disk). The speeds that the drive spins can be anywhere from 3,600 to 12,000 revolutions per minute, which allows for extremely fast reading or writing of information. Hard disks contain much more information than is capable of being stored on a floppy disk. While a floppy disk typically stores 1.44 megabytes of information, a typical hard disk stores anywhere from 800 megabytes to 80.0 gigabytes, or 80,000 megabytes.

13. How full is my hard drive? • Go to My Computer • Right click on the drive you wish to check • Left click on properties • You will see used and unused space and the number of bytes used and free

14. Is it necessary to clean my drive? • Disk Defragmenter consolidates fragmented files and folders on your computer's hard disk, so that each occupies a single, contiguous space on the volume. As a result, your system can gain access to your files and folders and save new ones more efficiently. By consolidating your files and folders, Disk Defragmenter also consolidates the volume's free space, making it less likely that new files will be fragmented. • To open Disk Defragmenter, click Start, point to All Programs, point to Accessories, point to System Tools, and then click Disk Defragmenter. • For information about using Disk Defragmenter, on the Action menu, click Help.

15. What’s a Short Cut? A small diagram that represents the action taken if the mouse pointer is placed over the icon and the mouse button is "clicked." A short cut on the desktop that allows you to easily access a program or file at the click of the mouse.

16. To add a short cut • If the program is listed in your startup menu, click and drag the item to your desktop. • Or To put a shortcut on the desktop • Open My Computer. • Double-click a drive or folder. • Click the item you want, such as a file, program, folder, printer, or computer. • On the File menu, click Create Shortcut. • Resize the window so you can see the desktop. • Drag the new shortcut to the desktop.

17. Or… • Open My Computer, click Start, and then click My Computer. • You can also drag an item to the desktop with the right mouse button, and then click Create Shortcut(s) Here. • To change the shortcut's properties, right-click the shortcut, and then click Properties. • When you delete a shortcut to an item, the original item is not deleted. It still exists on your computer in its original location.

18. How can I check the path of a program if it has a shortcut on the desktop? • Right click on the icon and check properties.

19. What if my system locks up? • What should I do? • First – be patient! You may be taxing your system with too many requests, give it time! • Next, try holding down the Control, Alt, and Delete keys at the same time. • Up comes the Windows Task Manager that shows what is and is not running. • Highlight the program that is not running and click on end task. You may have to use your tab keys and/or the “alt” key and the underlined letter to get the desired action. (See next slide) • If that does not work you might just have to shut off the power.

20. These programs are all running (working correctly)! Alt and the letter “e” will “end the task”

21. How do I cancel a print job? • Click on Start • Control Panel or Settings • Printers and Faxes • Double click on your default printer or double click on the printer icon in the lower right corner of your monitor • Click on Printer • Cancel all documents (Again, be patient!)

22. How do I add a printer or other new device? • Generally your computer will recognize any new device when you turn on your computer using Plug and Play. It will recognize a new device and walk you through the installation. • If you have more than one printer installed and hooked to your computer be sure when you tell the program to print you have the correct printer selected. • When the print screen comes up verify the desired printer is listed, if not, click the arrow following the current printer and select the correct one.

23. How do I add a printer or other new device (cont.)? • If the desired printer is not listed, you may need to install it. • Click on Start • Control Panel or Settings • Printers and Faxes • File and add printer • Follow the Wizard and be prepared to have the printer disk if it does not appear in the Wizard’s list.

24. What is Windows Explorer? • Windows Explorer displays the hierarchical structure of files, folders, and drives on your computer. It also shows any network drives that have been mapped to drive letters on your computer. Using Windows Explorer, you can copy, move, rename, and search for files and folders. For example, you can open a folder that contains a file you want to copy or move, and then drag the file to another folder or another drive.

25. What is Windows Explorer (cont.)? • There are other places in Windows where you can view and work with files and folders. • You can view My Network Places, which lists other computers that are connected to your local area networks (LAN). • My Documents is a convenient place to store documents, graphics, or other files you want to access quickly. • When you delete files or folders from your hard disk, Windows places them in the Recycle Bin, where you can retrieve them until you empty the Recycle Bin. • Files or folders deleted from a floppy disk or a network drive are permanently deleted and are not sent to the Recycle Bin.

26. To access Windows Explorer… Click Start • All Programs • Accessories • Windows Explorer • Windows Explorer lists the • Folder • Name • Size of file or folder • The type (file/folder, etc) • Date file or folder was modified

27. What is dragging and dropping? • An easy way to move or copy files to another location is by dragging them from their current location and then dropping them into the desired location. • In Windows Explorer highlight the file or folder you want to move, hold down your left mouse button and drag the file or folder to the new location, release the mouse button.

28. How do I delete or re-arrange documents or folders? • You can either go to Windows Explorer or My Computer • Highlight the file or folder you wish to delete =>click on File => Delete What if I cannot find a file or folder? • Go to Start => Search => Files or Folders => Search by file name or text

29. How do I clean up Internet files or history? • Internet files you access are stored on your hard drive. To eliminate them • Go to Start => Internet Explorer => Tools => Internet Options => Then either delete temporary files or make changes to your history settings

30. How can I tell if I have a virus? • Your virus protection program might discover it • Your computer might become extremely sluggish • Programs won’t open • You might receive an email notifying you that you sent a message that contained a virus

31. Keep your virus protection current! • If you have access to the Internet or if you copy files onto your computer from someone else it is crucial to have a current virus protection program. The $$$ you spend are well worth the peace of mind that comes with the protection. Every day new viruses are written, stay protected!

32. How do I back up my files? • Go to Start • Programs • Accessories • Backup • Run the wizard To backup a document • Click on File, Save As • Click on Tools, Save Options • Select “Always create backup copy, OK, Save

33. Should I auto update Windows? Microsoft is continually updating their operating system so it is a good idea to stay current, so… • Go to Start, then Control Panel, Administrative Tools, Services, Right click on Automatic Update, Click Properties, Configure to look for updates any time you are online.

34. What if I want to update manually? • Connect to the Internet, Open Internet Explorer, click on Tools, Windows Update, this will take you to the Microsoft Windows Update site, from there it will scan your computer and give you the option to select updates for you computer to download and install.

35. How do I get rid of junk mail? • In Outlook highlight the message, click on Actions, Junk Email, add to Junk Senders List • In Outlook Express, highlight the message, Click on message, block sender

36. About filtering out junk e-mail • In much the same way that retailers and businesses use mailing lists of postal addresses to send potential clients catalogs and other information, others use e-mail messages as a direct marketing tool. If you do not want to receive these messages, Microsoft Outlook can automatically move them from your Inbox to your Deleted Items folder or to any other folder you specify. Outlook creates a folder called Junk Mail, where you can move junk e-mail and then review it before deleting. Or, you can have junk e-mail delivered to your Inbox, but color coded so you can easily identify it. The list of terms that Outlook uses to filter suspected junk e-mail messages can be found in a file named Filters.txt. • You can also filter messages based on the e-mail addresses of junk and adult content senders, allowing you to move or delete all future messages from a particular sender. You can review the Junk Senders list and add and remove e-mail addresses from it.

37. Hard Disk Management This is just the tip of the ice berg so keep investigating and keep notes of what you discover along the way.