http://www.hteugene.com A Professional Computer Services Firm Sat, 10 May 2008 22:42:15 +0000 http://wordpress.org/?v=2.5.1 en http://www.hteugene.com/2008/05/10/how-to-ensure-that-others-can-open-your-email-attachments/ http://www.hteugene.com/2008/05/10/how-to-ensure-that-others-can-open-your-email-attachments/#comments Sat, 10 May 2008 21:31:16 +0000 Kirk Lang http://www.hteugene.com/?p=23 The best way to ensure that your file can be opened is to send it in a format that anyone can open - a PDF file. PDF stands for Portable Document Format and with the right software you can convert virtually any document to a PDF file. The file can then be opened with the freely downloadable Adobe Acrobat Reader for viewing or printing. I use two free programs for generating PDF files. The first one is CutePDF from http://www.cutepdf.com/ and the second is PrimoPDF from http://www.primopdf.com/. You only need one, so if the first one works for you don’t worry about trying the second one. After installing, to convert your document click on the File menu and then click Print - just like you would to print a document. But instead of printing to your printer, select the newly installed ‘virtual’ printer - ‘CutePDF Writer’ or ‘PrimoPDF’ depending on which program you downloaded. Instead of coming out of your printer the document will print to the PDF generator which will ask you where you would like to save your new PDF file. After saving it, attach that file - instead of your original file - to your outgoing e-mail. Your recipient can now use the Acrobat Reader to open and print your document, and it will look exactly the same on their computer as it does on yours - regardless of which program you used to make it. Most computers have the Acrobat Reader software installed to view the PDF files, but if your recipient doesn’t have it let them know they can download it from http://www.adobe.com/ - it’s free!]]> http://www.hteugene.com/2008/05/10/how-to-ensure-that-others-can-open-your-email-attachments/feed/ http://www.hteugene.com/2008/05/10/use-password-management-software-to-keep-track-of-unique-passwords/ http://www.hteugene.com/2008/05/10/use-password-management-software-to-keep-track-of-unique-passwords/#comments Sat, 10 May 2008 21:30:03 +0000 Kirk Lang http://www.hteugene.com/?p=22 You can increase your security by using a password manager to make it easier to use different passwords. A password manager is a program that stores web site addresses, notes, login names and passwords in a database file in your computer. The database file is password protected (using a ‘master password’) and encrypted to safeguard that secret information. You can copy and paste the password into your browser or click a button to have the manager do it for you. You no longer have to remember a ton of passwords! There are a lot of password managers available on the Internet, some more secure than others. I personally use a program called KeePass Password Safe. I like this one because it’s free and very secure. You can download a copy of Keepass from http://www.keepass.info/ Since short passwords are easier to hack then long ones, when using this password manager make sure you use a long master password. My master password is between 15 and 20 characters and contains letters and numbers. Although a 15 character password is difficult to remember, it is much easier than remembering many individual passwords for different web sites. Choose a master password with an easy to remember word, followed by a few numbers, another word and a few more numbers. Backup your password database file frequently. If a crash takes out this file and you don’t have a backup you will have to use the password reset tool on all your web sites to change them.]]> http://www.hteugene.com/2008/05/10/use-password-management-software-to-keep-track-of-unique-passwords/feed/ http://www.hteugene.com/2008/05/10/print-out-error-messages-instead-of-writing-them-down/ http://www.hteugene.com/2008/05/10/print-out-error-messages-instead-of-writing-them-down/#comments Sat, 10 May 2008 21:28:44 +0000 Kirk Lang http://www.hteugene.com/?p=21 The next time you get an error press the Print-Screen button (abbreviated PrtScn on my keyboard along with the word SysRq). The print-screen button takes a picture of your screen and saves it into memory to be pasted into another program. The print-screen button is usually located on the upper-left corner of the keys between your letter keys and number keypad. Next, open Word. If you don’t have Word, you can another program like the built-in Paint or Wordpad programs. You can find these programs in the Start menu under the category Accessories. Now, click on the Edit menu and click Paste. A picture of your screen snapshot stored in memory will paste into the program. If you use Word don’t worry if the picture is too small to read. Your consultant can always zoom in to take a closer look. Print and save the file. Your consultant can now see exactly what was on the screen. Using this print-screen and paste feature is a great way to print out those hard to remember program settings. I’ve used it to document e-mail parameters and print out instructions on how to use applications. Wouldn’t it be nice if we had such a picture-perfect memory?]]> http://www.hteugene.com/2008/05/10/print-out-error-messages-instead-of-writing-them-down/feed/ http://www.hteugene.com/2008/05/10/proper-planning-can-avoid-problems-with-a-vista-upgrade/ http://www.hteugene.com/2008/05/10/proper-planning-can-avoid-problems-with-a-vista-upgrade/#comments Sat, 10 May 2008 21:25:54 +0000 Kirk Lang http://www.hteugene.com/?p=20 Windows Vista offers several enhancements that many will find useful, including:

• Fancier graphics - not a high priority as far as productivity is concerned, but nice to look at
• Better search file organization tools - increases productivity by making it easier to find and manage your files
• Improved security - the most important improvement to the system offers better protection from viruses and other malicious software
• Improved backups tools - much easier to find and use than previous version of Windows

All these benefits make Windows Vista very appealing, but don’t go out and buy a Vista upgrade or a new computer without doing your homework. Many of the problems users face when switching to Vista is compatibility with their current software or connected equipment. But all of these incompatibilities can be avoided with a little research. Make a list of the software and hardware that you use and find out if they are compatible before switching to Vista. You can find out by visiting the manufacturer’s web site or calling their sales or tech support numbers. Depending on the software or device, your options may include: For Hardware (printers, scanners, cameras, etc.):

• Vista may have built-in support for your hardware
• Download free updates to make your hardware compatible
• Wait for the vendor to supply the updates if they aren’t yet available
• Purchase a replacement hardware device

For Software

• Download free compatibility updates if they are available
• Purchase a newer version that is Vista compatible

Performing this proper planning and research can help ensure a smooth transition to Vista with minimal downtime.]]> http://www.hteugene.com/2008/05/10/proper-planning-can-avoid-problems-with-a-vista-upgrade/feed/ http://www.hteugene.com/2008/05/10/inventory-your-software-to-minimize-downtime/ http://www.hteugene.com/2008/05/10/inventory-your-software-to-minimize-downtime/#comments Sat, 10 May 2008 21:21:17 +0000 Kirk Lang http://www.hteugene.com/?p=19 In many cases a failed system can be repaired quickly, even if the failure is a hard drive - the part that holds your data and programs. A hard drive replacement requires the reinstallation of your system software and applications and the restoration of your data from your backups. Unfortunately, lost installation discs can stop the repair process dead in it’s tracks. Although the data can be restored from a backup, it cannot be accessed without the software that created it. The software will need to be located or new copies purchased. Do you know where your installation discs are? To minimize potential downtime make a list of all the software that you use. Hunt down the corresponding software discs and license keys - the serial numbers that have to be entered into the program after installation. Store them together in a safe place. Following this basic tip can dramatically reduce downtime if your computer fails - turning a potential disaster into a minor issue.]]> http://www.hteugene.com/2008/05/10/inventory-your-software-to-minimize-downtime/feed/ http://www.hteugene.com/2008/05/10/protect-your-data-with-frequent-backups/ http://www.hteugene.com/2008/05/10/protect-your-data-with-frequent-backups/#comments Sat, 10 May 2008 21:19:27 +0000 Kirk Lang http://www.hteugene.com/?p=18 It is a fact that given enough time ALL hard drives will eventually fail, many times without ANY warning. I’ve seen drives fail only months after a computer was purchased. Sometimes data recovery companies can retrieve the data - at a hefty price of about $3000. Use the following tips when developing your backup strategy:

• Backup frequently.
• Use more than one backup media and rotate through them to protect against backup media failure.
• Store the backup media in a locked cabinet or safe to protect against theft.
• Store a recent backup offsite to protect against fire or theft.
• Regularly test your backups by performing test restores to confirm that the backups are performed properly.
• If you have a server configure it to back up everyone’s files at the same time.
• Make copies of your backup program installation discs and store them offsite or in a fireproof safe. If you lose your backup program you may not be able to restore your files after repair or onto another computer.
• If you can afford it consider business grade backup equipment like tapes or removable hard drives. Would you trust your data - worth hundreds of thousands or millions of dollars - to be stored on a $20 USB memory stick or other cheap device?

]]> http://www.hteugene.com/2008/05/10/protect-your-data-with-frequent-backups/feed/ http://www.hteugene.com/2008/05/10/over-2700-reminders-in-outlook/ http://www.hteugene.com/2008/05/10/over-2700-reminders-in-outlook/#comments Sat, 10 May 2008 19:58:55 +0000 Kirk Lang http://www.hteugene.com/?p=16 I’m used to SQL Server’s appetite, and it usually gets full within a minute, so I waited. After it calmed down I noticed that Outlook took it’s turn eating my computer’s innards. Something in there didn’t sit well with it, as it quickly regergitated over 2700 reminders onto my screen. Fortunately, since I’m using Outlook 2007, all the reminders appeared in a list on a single window instead of throwing up 2700 different screens as older versions would have. I noticed that the reminders were from my contacts in Business Contact Manager, a CRM addon bundled with some editions of Office. Since the data is stored in the SQL Server, I knew why my machine was bogged down - Outlook was searching through the entire database. But I didn’t set any reminders, and certainly wouldn’t have set 2700. I didn’t have any marketing compaigns or any other things that would trigger the reminders. After googling for a solution I came across a post on a blog showing the solution. Evidently it’s a known bug, and I solved the problem by typing the following into the Start | Run menu:      Outlook /CleanReminders I’m glad it was a simple solution - I didn’t feel like responding to 2700 reminders.]]> http://www.hteugene.com/2008/05/10/over-2700-reminders-in-outlook/feed/