IT News - December 2007

IT NEWS, TIPS AND ADVICE - DECEMBER 2007

Welcome to the latest article:

• • Transferring Data and Settings to a New or Upgraded PC
  • Vista Update
  • 'Unreadable Files'; Undoing; Windows Shutdown Problem; Passwords to Remember
  • Final Word

Latest Support Issues - Transferring Data and Settings to a New or Upgraded PC

• 1. Backup your data onto CDs, DVDs or Hard Disks. Not all of your documents are in "My Documents". For instance your Outlook file is stored in "Documents and Settings\<user>\Local Settings\Application Data\Microsoft\Outlook ". You will need to "show hidden files" in the Explorer window to see this directory.

  1. From your Internet Browser (IE, Firefox and Opera etc) export your bookmarks and favourites: you will thank yourself later!

  2. Also export your cookies (they're not all bad: you will need some of them on your favourite sites).

  3. If you use an offline email client such as Outlook you should export your messages and contacts, particularly if you are unable to locate the data file!

  4. You will also need your mail account settings: POP and SMTP mail server names; login name and password; email address and account name. If you have forgotten your password contact your mail provider they should be able to reset it.

Following on from last month where I talked about options for replacing or upgrading a PC. In either case, you are likely to have a new Windows installation but what about your old data and settings? It is this aspect of changing my PC that makes me put off the change for as long as possible which means putting up with a slow and fault-ridden installation with all the associated frustrations. I know I have to reinstall all the software and I am pretty good about doing backups so data transfer isn't the problem: it's the settings and configuration that puts me off. There is always some software that I can't find either the CD or the download for but most times it is either non-essential or replaceable at little or no cost.

Of course, if the old PC has died then the choice of 'when' is out of your hands and only parts of this article (hopefully the data is still transferrable) will apply to you. This topic assumes that you have a working PC! So, having bitten the bullet and decided to replace / upgrade your PC what can you do to ensure that you are up and working as soon as possible?

Vista Update

I wrote in a previous article that Windows XP would no longer be available after January 2008. Microsoft has now extended its availability to June 2008. This follows many enterprises being very cautious in their take up of Vista.

Many businesses are waiting until Vista Service Pack 1 is available and this is causing the increase in the demand for new systems that still have XP available. SP1 will be available: it is in what they call Beta testing. This is where they give it to brave users to test before release. And, yes, before you ask, Vista was Beta tested before initial release: now where are those testers?

Tips: 'Unreadable Files'; Undoing; Windows Shutdown Problem; Passwords to Remember

How to Read 'Unreadable' Files

In Word use "Recover Text from Any File" to open text from otherwise unreadable formats: File --> Open then select "Recover Text from Any file" from the drop down menu.

Also, see my previous article where I talk about zamzar a free on-line file conversion service.

How to Safely Undo Your Latest Mistake!

OK, I don't have a time machine so whatever you did at your latest party will stay done! I'm only talking about minor mistakes with PCs here but they can be painful in their own way.

We all make mistakes when writing a document or when being creative in a graphics package. Mistakes can range from deleting everything or accidentally nudging something and ruining our latest masterpiece. I have watched people struggle (particularly when moving graphics) when using the mouse to move something and it has gone horribly wrong. They struggle to use the mouse to put the offending object back in its place. This is not necessary and there is a much simpler way.

In all Microsoft software (and most others) pressing the "Z" key whilst holding down the CTRL key will undo your last action.
This should be the first thing you do whenever you don't like what you have done. This is particularly useful if you have just deleted some text or moved an image or graphic.
It is much quicker and more accurate then re-typing or trying to put the image back exactly where it was. This feature is also found in the edit menu: edit --> undo typing.

How to Shut Down Windows when Start --> Doesn't Work

What to do when shutting down Windows with "Start --> Turn off Computer" doesn't work. Try the following in this order:

1. 1. Shut down all running programs
   2. Use CTRL & ALT & Delete to open Task Manager and click on Shut Down from the menu
   3. Open Task Manager and "End Task" any program that refuses to shut down. Then click on Shut Down in Task Manager
   4. Try logging off or going to standby and then choose "Turn Off Computer" from the login screen
   5. Try the reset button if your PC has one. This will be a small button near the power switch on the front (you will probably need to use your finger tip because it is likely to be recessed).
   6. Press the power button and keep it pressed for a few seconds (5 to 10).
   7. Switch off the power supply at the back of the PC (a rocker switch)
   8. Pull the plug!

If you need to use any of the last 4 on a regular basis then you need to investigate the cause because switching off the PC these ways will cause further problems to either the way the PC operates or its hardware.

Passwords to Remember

By now you will have many passwords for various PCs, web sites and bank accounts. How do you remember them? There are many ways I have come across and recently I have had a number of clients who use the same password for everything from harmless website accounts to their bank accounts. This is very dangerous and has prompted me to write a note about how I cope with the 100s (no exaggeration) of passwords that I have to remember.

Where possible, I use one of 3 passwords: an easy one for sites where there is no confidential or financial information (e.g. Part of my name: pcresolver); a medium one for more private sites (e.g. An easy to remember mixture of letter (including CAPS ) and numbers: PCRSax03630) and finally a hard one for the important sites (e.g. Fb35aY60). The last one looks hard to remember but it is actually the initials and ages of people I know! These are obviously not my real passwords but they should give you an idea.

The advantage of having only 3 passwords is that if you can't remember which one you have used, you will get it right within the 3 attempts that some site limit you to.

Ideally, you would have a different password for every site; the only danger is that in order to ensure that you don't forget them you will probably have to write them down! There are software packages available that will store your passwords in one place to which you gain access by a single password. McAfee includes a "Vault" in its Internet Security package for example.

Final Word

I encourage anyone with a comment, suggestion, question, idea, criticism or inspiration to contact me at This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

Please also see The Inland Magazine Computer Problems Forum if you have a specific IT problem.

Newsletters