Keep Your Computer Humming

Keep Your Computer Humming:
Basic Computer Maintenance and Problem Solving

Ever heard that the greatest wear-and-tear on a car's engine is from starting it up? The same is kind of true for computers -- just using them taxes their systems. Installing new programs, creating and deleting documents, starting and quitting software... these activities lead to slower performance and can cause ever-growing system problems.

So, you can either leave your computer off and use it as a paperweight, or try some of the following, to keep your computer system running smoothly. Just as you need to tune up your car occasionally, you need to tune up your computer sometimes!

General Tips That Apply to All Computers

Computer manuals are a LOT better than they used to be. They now often come with one-page inserts or an abbreviated booklet that outlines what to do for the most frequent computer problems. If your manual didn't come with such an insert, then look for a chapter in your manual called "Troubleshooting". READ IT. More often than not, if you call support, they will take you through these suggested processes first, and more than half the time, these processes will fix your problem. Why sit on hold to hear information that is right at your fingertips?
As you create, expand and delete data, and add and remove programs, your hard drive becomes like an unorganized sock drawer of jumbled styles, colors and sizes. You will have some files that are no longer needed or usable, because the software that drove them has been deleted, replaced or upgraded. You will have files that conflict with each other. You will have files that have become corrupted. As a result, your computer will slow down, shut down or freeze unexpectedly, which will then corrupt more portions of data on your hard drive, and confuse your system operations. There are many great programs that will help you clean out these mismatched and corrupted files, some that come with your computer (see below), and others that are even more advanced. You need to clean your computer MONTHLY.
What programs do you use most? Have you checked the Web sites for the company that makes this software lately? Most software makers do NOT let users know, via e-mail or via regular mail, about problems with software or new minor upgrades; instead, they upload patches and upgrades to their Web site.
John Fried of the Philadelphia Inquirer says "practice monogamy when buying and using software. Or, at the very least, serial polygamy." Software from different manufacturers can conflict with each other. As a user of Claris for my word-processing, desktop publishing and databases, but Micro$oft for spreadsheets, I know this problem first hand. Software is becoming more and more compatible, true, but it still often doesn't like software produced by competitors very much. A perfect example is Micro$oft Explorer, which, upon opening, will disable your Netscape Web browser (if you have it). Or America Online, which will play havoc with your other ISP settings.
If you must use software from different publishers, don't try to run them at the same time (if possible).
Before you install new software:
- make sure that it's compatible with your system (there will be details re: this in the READ ME text file that accompanies the software).
- make sure that there's plenty of internal and hard drive memory for the software (there will be details re: this in the READ ME text file that accompanies the software).
- Turn off screen savers, anti-virus software or any other programs that are running, except for the operating system (ofcourse). You may need to restart your machine to do this.
- Restart your computer after installation, but before you actually use the new software.
Log All Error Messages and Attempts to Correct Them
If you get an error message on your computer, WRITE IT DOWN. If you do need to call support, you will get your problem diagnosed A LOT quicker if you can tell the technician exactly what the error message(s) say/says, and when such messages occur.
Keep your virus software up-to-date! Most anti-virus software manufacuters provide FREE updates to their software virus definitions on their web sites!

Basic IBM/Clone PC Maintenance and Problem Solving

Defrag

If you are on Windows 95 or above, you have an icon that will do this for you. Otherwise, Defrag your computer from DOS. If you are on a graphic operating system below Windows 95 (such as Windows 3.1), look for the icon that gets you to MS DOS. Click on this icon, and you will come to a blank screen with the C prompt:

c:/

This means you are in the "C" Drive. If this isn't what you are seeing (for instance, you are seeing "f:/" instead, then type in "c:/", and it will get you there). At the C prompt ("c:/"), type in:

>defrag /f

(note that there is a space in between "f" and the forward slash)

Hit Return. Your computer will take you through a process to Defrag your computer. If you haven't done this before, defragging may take 30 minutes or more.

When the Defrag is done, restart your computer or return to your other operating system (Windows, whatever) and work as normal.

Scandisk or Checkdisk

If you are on Windows 95 or above, you have an icon that will operate Scandisk for you. Otherwise, Scandisk or Checkdisk your computer from DOS. If you are on a graphic operating system below Windows 95 (such as Windows 3.1), look for the icon that gets you to MS DOS. Click on this icon, and you will come to a blank screen with the C prompt:

c:/

This means you are in the "C" Drive. If this isn't what you are seeing (for instance, you are seeing "f:/" instead, then type in "c:/", and it will get you there).

At the C prompt, type in:

>scandisk

Hit Return. If you get an error message that says Scandisk is not available, then type in:

>chkdsk

Your computer will take you through a process to Scandisk or Check Disk. If you haven't done this before, defragging may take 30 minutes or more.

When the Scandisk is done, restart your computer or return to your other operating system (Windows, whatever) and work as normal.

Basic Printer Problem-Solving

There are four general areas where printer problems can occur: the cabling/connections, the software of the documents you are trying to print, the system software/printer drivers, or the printer itself. If these suggestions don't solve your problem, they will at least help you narrow down the causes. If none of them work, be sure you note what you've tried to the support person you contact to help you.

Make sure all of the connections have power and are connected properly -- the wire from the computer to the network, the wire from the network to the computer (the port), the wire from the printer to the power socket, etc. Don't just look -- press the connection into it's socket to make sure it's secure.
Check to see that the printer is connected to the proper port on your computer. If the printer has been working fine up to this point, that is probably not the problem. But if this is the first time you've tried to use the printer, then turn everything off, change the port and try again.
Are you able to print from one program, but not another? Or, are you able to print one document, but not another? If some documents print properly and others don't, the offending file is probably corrupted. Try copying the text into a new document and printing.
Were you able to print before, but now you can't? If so, what has changed? Did you attach a new printer cable? Change paper or ribbon or ink cartridge? Get a new computer? Move the computer from one room to another? If so, review the changes you made; perhaps something is installed incorrectly. Perhaps something has to be reinstalled.
Run a self-test on the printer. The manual that came with your printer will tell you how to do this; usually it involves a sequence of printer buttons or commands on the printer itself. If the self-test prints out clean, the printer is physically okay and the problem is in its ability to communicate with the computer.
FOR MACS: Restart the machine and rechoose the printer from the chooser, and then see if the problems continue.If you are using a localtalk or other type of network connection to the printer, make sure that AppleTalk is active in the chooser. Next go to the file menu and choose the print window or print desktop command. If this prints, then any further problems you encounter are from the specific software you are using. Try reinstalling the software, and if that still does not work, visit the software manufacturer Web site for further information.
FOR MACS: As System software is upgraded, so are the drivers for the printer. Any time you are having a problem with your printer that seems software related, make sure that you are running the latest version of the printer driver. The manufacturer of the printer should have this software available.
FOR MACS: If you do have the latest drivers, try reinstalling them, slight corruptions in the drivers can cause major problems. It is recommended that you throw away or "hide" any old drivers before reinstalling.
FOR MACS: One common mistake is to use the wrong driver. Many printers will be able to connect both directly with a serial cable or over a network. These printers often come with two drivers, one for each type of connection. Make sure you are using the appropriate driver.
FOR MACS: If replacing or updating the drivers does not solve the problem, then the next step is to reinstall the system software.
FOR MACS: If the printer does not print out anything at all, or the page has some sort of distortion on it, try printing out a test page. the manual that comes with your printer should give you details on how to do this. When you print out the test page the printer should not be connected to any machines or to a network. If the problem persists, then it is the printer; take it to a repair center.
FOR IBM/CLONES: Can you print from DOS? To test this, you will have to be out of Windows and at the root directory of your C: drive. (The prompt on the screen will look like "C:\>".) Type "dir > lpt1:" without the quotation marks, and press the ENTER key. If you get a printout of the directory of the hard drive, you will know that the connection between the printer and computer is sound. The problem has to do with your operating software or the way the printer is configured within that software.
FOR IBM/CLONES: If you can print from a DOS prompt (Step 4 above) but can't print from Windows, make sure you have at least 3 or 4 MB of free hard disk space. Windows has to create print spool files and may not print if it doesn't have enough free space to do so. If you are low on free hard disk space, free up some space by deleting any unneeded files and try your print job in Windows.
FOR IBM/CLONES: If you can print from a DOS prompt but can¹t print from Windows, type "set" at a C:\ prompt; note the line that says "TEMP=". It may say something like "TEMP=C:\TEMP" or "TEMP=C:\DOS". First, make sure the directory exists. Then, check its directory for any files with the TMP extension. If you find any, delete all the .TMP files; they are Windows print spooling files and should be deleted by Windows each time it closes, but sometimes they are not. Their existence can interfere with the creation of new print spool files. Start Windows and try your print job now.
FOR IBM/CLONES: Remove the printer driver in Windows Control Panel Printers. Close Windows and Add Printer to reinstall it; of course, you will need your Windows disks or CD to install the files.
If none of the above works, go to the producer's Web site and see if they have tips for you. And if that doesn't work, contact technical support (which you may have to pay for, but because you've done all of the above, it should cut down on the time the support person has to spend solving this).

Before You Call Technical Support

Know what kind of computer you have, how much internal memory your computer has, and what operating system you are using and its version number. If you don't know this... well, learn how to find this out (for the Mac, click on whatever icon is in the most upper right hand corner of your computer screen; hold the mouse down, and choose the Finder and let go of the mouse button. This brings you back to the desktop. Then click on the apple icon, which is in the most upper left hand corner of your computer screen; hold the mouse down, and choose About This Macintosh and let go of the mouse button. A screen will appear giving you all the info you will need for tech support).
Try the above, as appropriate. And DOCUMENT what you did and what happened. This will cut down on the amount of time you have to spend with tech support, because he or she will know what's already been done.
Visit the Web sites for manufacturer of your computer, your system software and/or the software you are having trouble with. They may have the information you are looking for.
Go to a Web search engine, such as Alta Vista (http://www.altavista.com), and type in your problem. Such as:
You may find a web site by someone that answers this problem for you.