Newsletter 3
Clean your computer
I have a dirty secret. I’ve never cleaned my computer. Sure, I have dusted my monitor, but I haven’t taken off the cover or tried to reach the crumbs lurking inside my keyboard.
“Your computer could fry if you don’t keep it clean,” says Jonathon Millman, chief technology officer for Hooplah Interactive.
Dust clogs the vents behind your computer, which causes your CPU to heat up—and heat is the biggest cause of component failure in computers. Regular cleaning could save you costly maintenance fees down the road.
Keep your computer in tip-top shape by following Millman’s guide to a spotless computer system.
Preparation
You’ll need:
• screwdriver
• can of compressed air (available from computer dealers or office-supply stores)
• cotton swabs (do not use a cotton ball)
• rubbing alcohol
• paper towels or anti-static cloths
• water
Always turn your computer off before you begin and unplug all the cords.
Step 1: Inside the case
Using a screwdriver, remove the side of the case that’s opposite your motherboard. Touch as little as possible inside the computer, keeping fingers away from cards and cords.
Blow air around all of the components and along the bottom of the case, keeping the nozzle four inches away from the machine. Blow air into the power supply box and into the fan (from the back of the case). Lastly, blow air into the floppy disk and CD drives. Wipe the inside of the cover with a lightly moistened cloth before replacing it.
Millman recommends doing this every three months if your case sits on the floor, if you have pets that shed, or if you smoke. Otherwise, every six to eight months is fine.
Step 2: Outside the case
Run a cotton swab dipped in rubbing alcohol around all of the openings on the back of your case. Give them one swipe with the damp end of the swab and one swipe with the dry end. Do this as often as you clean the inside of your computer.
Step 3: Keyboard
Turn the keyboard upside down and gently shake it. Most of the crumbs and dust will fall out. Take a can of compressed air and blow into and around the keys. Next, take a cotton swab and dip it in rubbing alcohol. It should be damp, but not wet. Run the cotton swab around the outside of the keys. Rub the tops of the keys. If you have a laptop, follow the same procedure but take extra care with your machine. Do this monthly.
Spills : If you have kids, you’re worried about spills. If it happens, disconnect the keyboard immediately and flip it over. Blot the top with a paper towel, blow compressed air between the keys and leave it to air dry overnight. For laptops, liquid can easily penetrate the hard drive so turn the computer over immediately and leave it in that position until it dries.
Step 4: Mouse
Rub the top and bottom of your mouse with a paper towel dipped in rubbing alcohol. Open the back and remove the ball. Wash the ball with water and let it air dry. To clean inside the mouse, dip a cotton swab in rubbing alcohol and rub all of the components. Scrape hard-to-remove grime with your fingernail. Finally, blow air into the opening. Replace the ball and the cover. Do this monthly.
Step 5: Monitor
Moisten a paper towel or a soft, lint-free cloth with water. (You can also buy monitor cleaning products at computer-supply stores.) Don’t spray liquid directly onto the screen spray the cloth instead. Wipe the screen gently to remove dust and fingerprints. Never touch the back of the monitor.
For laptop screens, Millman suggests buying a special cleaning solution available at computer stores. Do this weekly.
Finally, make sure that everything is dry before you plug your computer back in.
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10 ways to work more securely
The security of your computer and data is crucial for you and the success of your company. Lost or stolen information can reveal company secrets, or expose your confidential or personal information. The more you do to keep your computer secure, the safer your information will be. Use these 10 tips to learn ways you can help protect your computer, your data, and your company’s network.
1. Work with your IT Support Company
Make sure that you install all of the patches and updates that your IT department recommends. In addition to installing Windows and Office updates, your IT department might require you to install additional security software, such as a firewall or custom software to help you connect from remote locations. Making these regular installations will keep your computer and your company’s network as secure as possible.
2. Use strong passwords
Passwords provide the first line of defence against unauthorized access to your computer, and a good password is often underestimated. Weak passwords provide attackers with easy access to your computer and network. Strong passwords are considerably harder to crack, even with the latest password-cracking software.
A strong password:
• Is at least eight characters long.
• Does not contain your user name, real name, or company name.
• Does not contain a complete dictionary word.
• Is significantly different from previous passwords. Passwords that change just slightly—such as Password1, Password2, Password3—are not strong.
• Contains characters from each of the following groups:
o Uppercase and/or lowercase letters.
o Numbers
o Symbols (!,@,#,$,%, etc.)
3. Don’t enable the Save Password option
Make it mandatory for you—or someone else trying to access your computer—to enter your password on all operating system or application settings. If a dialog box prompts you about remembering the password, rather then requiring you to enter it, just choose no. Allowing the password to be saved negates having the password at all.
4. Use network file shares instead of local file shares
Rather than opening up your computer to co-workers, use network file shares to collaborate on documents. And restrict access to the network file share to only those who need it. If you’re working on a team, you have lots of other options—such as using Microsoft Office Groove 2007 or Microsoft Office SharePoint 2007.
5. Lock your computer when you leave your desk
If you’re going to be away from your desk for a while, make sure your computer is locked.
6. Use password protection on your screensaver
Sometimes you’re away from your desk for longer than you unexpected. Plan for those situations by setting up your computer so that it locks itself after a specified amount of time.
7. Encrypt files containing confidential or business critical files
You keep valuable and sensitive data on your computer. You might have sensitive information about your company or clients, or your personal bank statements on a laptop you use at home and work. Encrypting your data keeps it as secure as possible. To help keep unauthorized people from accessing your data—even if your computer is lost or stolen—you should encrypt all sensitive data. In the Enterprise and Ultimate editions of Windows Vista, you can use BitLocker™ Drive Encryption to encrypt the entire volume. In Windows XP and all editions of Windows Vista, you can use the Encrypting File System (EFS) to protect important files. We highly recommend that you learn how to encrypt a file or folder to keep it safe.
8. Don’t open questionable e-mails
If an e-mail message just doesn’t look right, it probably isn’t. Forward the e-mail message to your IT administrator to verify before you open it.
9. Encrypt e-mail messages when appropriate
If you’re sending confidential or business-critical information, encrypt the e-mail and any files attached to it. Only recipients who have the private key that matches the public key you used to encrypt the message can read it.
10. Use the Junk E-mail Filter in Outlook
Receiving spam, or junk e-mail messages, isn’t just annoying. Some spam can include potentially harmful viruses that can cause damage to your computer and your company’s network. The Junk E-mail Filter reduces the amount of junk e-mail messages, or spam, you receive in your Inbox. Good news—if your junk mail filter is already active. But you can always change the settings.
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9 ways to increase the security of your laptop while on the road
Using your laptop to get work done away from your office or on the road is becoming widely accepted. But this rapid growth in laptop computing has made portable systems the target for theft around the world. If your laptop computer is stolen, company information can be exposed, as well as your personal and financial information.
Use these 9 tips to learn how you can keep your laptop more secure when you’re on the road.
1. Avoid using computer bags
Computer bags can make it obvious that you’re carrying a laptop. Instead, try toting your laptop in something more common like a padded briefcase or suitcase.
2. Never leave access numbers or passwords in your carrying case
Keeping your password with your laptop is like keeping the keys in the car. Without your password or important access numbers it will be more difficult for a thief to access your personal and corporate information.
3. Carry your laptop with you
Always take your laptop on the plane or train rather then checking it with your luggage. It’s easy to lose luggage and it’s just as easy to lose your laptop. If you’re traveling by car, keep your laptop out of sight. For example, lock it in the trunk when you’re not using it.
4. Encrypt your data
If someone should get your laptop and gain access to your files, encryption can give you another layer of protection. With Windows XP, Windows Vista, and Windows 7 you can choose to encrypt files and folders. Then, even if someone gains access to an important file, they can’t decrypt it and see your information..
5. Keep your eye on your laptop
When you go through airport security don’t lose sight of your bag. Hold your bag until the person in front of you has gone through the metal detector. Many bags look alike and yours can easily be lost in the shuffle.
6. Avoid setting your laptop on the floor
Putting your laptop on the floor is an easy way to forget or lose track of it. If you have to set it down, try to place it between your feet or against your leg (so you’re always aware it’s there).
7. Buy a laptop security device
If you need to leave your laptop in a room or at your desk, use a laptop security cable to securely attach it to a heavy chair, table, or desk. The cable makes it more difficult for someone to take your laptop. There are also programs that will report the location of a stolen laptop. They work when the laptop connects to the Internet, and can report the laptop’s exact physical location.
8. Use a screen guard
These guards help prevent people from peeking over your shoulder as you work on sensitive information in a public place. This is especially helpful when you’re traveling or need to work in a crowded area. This screen guard from Secure-It is just one example of a screen guard you could use.
9. Try not to leave your laptop in your hotel room or with the front desk
Too many things have been lost in hotel rooms and may not be completely secure. If you must leave your laptop in your room, put the “do not disturb” sign on the door.
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What to do if your laptop is stolen
• Change your network password to help secure access to corporate servers.
• Report the theft to local authorities (police, etc.) and to your company’s IT department.
• If customer data was on the laptop, contact your account representative, legal representative, or appropriate person at your company so they can take the appropriate actions.
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