JUNE 2003 - Vol 19 - Issue 06
Newsletter - Internet Edition
Table of Contents
Basic Skills - FILE MANAGEMENT Part II
by Ronald Hirsch, Boca Raton Computer Society Inc.
This month's lesson picks up where we left off last month. We're now going to do some file operations on the special file we created for the exercise.
6. First, we're going to set up a new folder, and prepare to move testfile.txt into that folder. In the left hand listing, click once on the My Documents folder. Go to the menu at the top of the Explorer window, and click on FILE|NEW|FOLDER. Now you will see a new folder named "New Folder" directly below My Documents. It should be highlighted. If not, click once on it, and then click on the F2 key. This puts you in "edit" mode, and you can change the name of the folder. Change it to "Files for (your name)". After typing that in, hit the enter key. Now we have a new folder which is a personalized place for you to store your documents.
7. Next we're going to move the testfile.txt document to the new folder. A simple way to do this is to drag it from its present folder to its new home. Get the listing of all the folders on C: in the left hand window. Then double click on My Documents. The new folder we just created should be showing in the listing on the left, and also in the right hand section listing the contents of My Documents. Click on testfile.txt, and then drag it onto the new folder which you just personalized with your name. The file has now been moved.Depending upon what Windows version you are using, and what file manager you are using the dragging protocol may be different. Generally in Windows, dragging moves the file, if you're dragging to any area on the same drive, and holding the CTRL key down while dragging, copies the file.To be sure that you move or copy as you want to do, hold the SHIFT key down and drag to move, and the CTRL key down and drag to copy. This will work under any circumstance. Windows does give you a "hint" about this. If you drag and see a small + sign in next to the moving mouse cursor, the process you are doing is copying. If there's no + sign, then you are moving.
8. Next, we're going to copy this file to a floppy disk. Insert a floppy into the drive A. Left click on testfile.txt in the new folder to select it. Now, hold down the CTRL key while dragging the file to drive A. To confirm that you have copied to file, double click on drive A on the left hand listing of Explorer. It should show the file listed there. Then go back to the original folder for your documents, to see that it is still there also. If it is, congratulations - you've succeeded..
9. Since this isn't a file that you want to keep, let's delete it. Click on it once to select it on drive a. Then hit the delete key and OK. Repeat the process for the other location, and you're done.
NOTE: During these activities, you probably have noticed small "+" and "-" signs on certain of the listings in Explorer. The "+" sign indicates that there are sub folders within the folder listed. To expand the listing to show them, click on the "+" sign. The "-" sign indicates that the folder has subfolders, and they are already shown. To collapse that listing, click on the "-"sign. Clicking toggles the situation back and forth
This is the end of the exercise on the beginning basics of file management. Obviously you can modify any of the procedures given to suit your specific needs. And, if you are now adept at all the steps, you've got a good start on things.
I've tried to keep things as simple as possible. If you had difficulty following what was happening, it might be a good idea for you to consider one of the introductory Windows courses given by various organizations in our area. When someone asks me "what do you mean by `click'?", I pass for the moment. It's like the person who called Compaq tech support. He couldn't find the "any key", when the instructions said "click on any key", he said his keyboard didn't have an "any key."
Now that you can handle file management basics, you should consider getting a better file manager. There are two good choices out there. As with all things, if you plan on using a file manager often now, you could use a more capable program. It's like a car. If you plan on driving a lot, a new Cadillac is generally more fun than a stripped down old Chevy.
Drag and File is one of the best programs to use instead of Windows Explorer, and it does a lot more. I was disappointed when I saw that Microsoft has done very little with Windows Explorer. Of all the good programs MS may have provided, Windows Explorer was not one. Not to worry though - all the things you've learned so far will carry over into any file manager. To get more info on Drag and File, and the other programs that Canyon Software offers, visit their web site at www.canyonsw.com. They offer several versions, and you can download trial versions to see if you like them. And Drag and File is shareware.
Another excellent choice is PowerDesk, offered by JASC . You can get a free version of the program by downloading it from their site at www.OnTrack.com. ZDNet should also have it available. If you like to program, you can purchase a registered version, with a few more features, and no nag screens.
With any of these file managers, or Windows Explorer, the best way to learn is to "browse around." Click on various menu items, practice copying and moving files, and be inquisitive. And, REMEMBER, all the things you learn in these exercises apply to all the programs you'll be using on your computer. It's like taking piano lessons, you can't learn to play if you don't practice. Maybe someday we'll be able to get a "chip" that we can plug into our brains to acquire all sorts of capabilities without the time consuming old-fashioned learning process. But for now, we have to rely on present techniques which take time and effort. But, in the long run, the effort is well worth it
Learning to manage your files is a very important activity for everyone to learn. So, how about getting started on that right now.
This concludes the brief learning experience of file management. Remember, you've only scratched the surface here. This is similar to learning chess. Many people think that when they have learned to move the pieces, that they know how to play chess - but they are a long way from being a "chess player." The name of the game is practice. This lesson is just a start towards a better understanding of that marvelous machine you have at your fingertips.
About the Author: Ronald Hirsch ronald.hirsch@worldnet.att.net is with Boca Raton Computer Society Inc. http://brcs.org/ The author's permission to reprint only extends to user group publications. If you want to use this article otherwise, the author's express permission is required. This article is brought to you by the Editorial Committee of the Association of Personal Computer User Groups (APCUG), an international organization to which this user group belongs.
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PC Troubleshooting - Clean Up Your Startup
by Smart Computing Magazine - April 2003
Organize & Accelerate Your System's Boot Process
It may finally be spring now, but that doesn't mean everything has thawed out. For instance, your PC starts up so slowly that you think it just might still be frozen in a block of ice. You can remember a time when your computer started up in a relatively short period of time, but now you wait and wait while Windows starts. We'll show you how to thaw out your computer's startup time by trimming the contents of your Startup folder and other files.
Before You Do Anything Else. Before we dive into any of the more involved ways to remove items from the Windows startup process, we should mention that some programs let you turn off a startup application from the program's Preferences or Options dialog box. For instance, you can configure MS Messenger to not load Windows Messenger at startup. Usually you will find Preferences or Options by clicking a program's File or Tools menu.
Back up, back up, back up
We simply cannot stress this enough. If you have any doubt about the programs you are removing from your PC's startup routine, back up your system. To speed your system's startup, you will remove program shortcuts, edit configuration files, and possibly even edit the Registry (a database that contains information about user preferences and system configuration in Windows 95 and later). Some files are essential to Windows' operation; you don't want to accidentally delete such a file and have no way to restore your system. Also, keep in mind that some items should remain part of your regular startup routine. For instance, during startup, your computer loads drivers necessary to operate various pieces of hardware. It may also load programs, such as Symantec's Norton AntiVirus, that run in the background to protect you from viruses, worms, and Trojan horses.
If you have a backup utility, such as Roxio GoBack 3 Deluxe ($49, http://www.roxio.com), use it to back up your system. If not, you have a couple of other options. One is to use Win98/Me/XP's built-in Microsoft Backup utility, although Windows doesn't install this program by default (see "Microsoft Backup" on page 116 for more information). WinMe and WinXP users have another option in the form of Windows' System Restore utility (see the "System Restore" article on page 132 for more information).
Startup Folder
Just how does your startup routine get so cluttered with unnecessary programs? Many programs include a component that loads every time you start Windows. For instance, when you install Microsoft Money, it adds a shortcut to your Startup folder that launches MoneySide, an application that accompanies Money. Some of these startup programs are useful, but others you probably don't need every time you start your computer. The easiest way to clean up your startup routine is to weed out the Startup folder.
Find the Startup folder by clicking Start and Programs (or All Programs in WinXP). Right-click Startup and click Open in the resulting context menu. Examine the contents of the Startup folder for programs that unnecessarily waste valuable startup time. In general, you don't need to keep programs in your Startup folder that you don't use often. You may also want to remove programs from the Startup folder if you have quick access to them already (for instance, from the Start menu or a Desktop icon).
Use the Start menu to locate the Startup folder, which often contains programs that can slow down your PC's startup process unnecessarily.
The next important thing to know about the Startup folder is that the icons you see are not the actual program files but shortcuts to the program files. Therefore, deleting an item from the Startup folder leaves it intact on your hard drive, but it prevents it from starting automatically each time you start your computer. Because the Startup folder contains shortcuts, a handy way to eliminate a program from the startup routine while keeping quick access to it is to drag the desired shortcut from the Startup folder to your Desktop. You now have a Desktop shortcut to the program and, more importantly, the program won't consume valuable seconds of Windows' startup time.
Another approach is to place removed Startup shortcuts in the Recycle Bin, but wait to empty the Recycle Bin until after you know that your computer works properly without them.
How do you know which programs are safe to delete from the Startup folder? If you know what the program does, evaluate whether you really use the program every time you use your computer and whether you really need it ready to go all the time. If not, you can probably remove it from the Startup folder. For instance, if you do not want MS Money's MoneySide dialog box to appear on-screen every time you start your PC, right-click its icon in the Startup folder and click Delete.
If you aren't sure what a program is or does, take the time to research it. Don't make hasty decisions about what to keep and what to discard. Instead, try to learn more about the application. Begin by right-clicking the program's icon, clicking Properties, and clicking the General tab; you might find clues to the application's purpose here.
As you can see, there are several icons in the System Tray. Each of these icons represents a program that loads during Windows startup and continues running in the background.
If you still aren't sure what a program does, try using a search engine, such as Google (http://www.google.com) or Yahoo! (http://www.yahoo.com), to search for more information. For instance, we weren't sure what the QAGENT program in our Startup folder was, so we went to Google and typed QAGENT "Startup Folder" in the search field and clicked the Google Search button. The first site in the search results list told us that QAGENT was an item commonly found in the Startup folder, but we still didn't know what it did. The second search result was a Smart Computing Learning Series article that said QAGENT is the Quicken Download Manager utility.
A second search, this time by typing "Quicken Download Manager," returned information from Intuit's Web site that explained that Quicken Download Manager controls the invisible, background downloading of financial data in Quicken. As such, if you have a dial-up connection or only want Quicken to retrieve data when you tell it to, you can probably remove QAGENT from the Startup folder.
After you delete program shortcuts from the Startup folder, you should click Start, Programs (or All Programs), and Startup. Do you still see the deleted program Shortcut in the Startup context menu? If so, you can remove it by right-clicking the program and clicking Delete in the context menu. A dialog box will inform you that you are deleting the shortcut only and not the file itself. Click Delete Shortcut to remove the Start menu shortcut.
System Tray
We mentioned Windows Messenger earlier. After installing MSN Messenger, you will see the Windows Messenger icon in the System Tray. The System Tray is located in the lower-right corner of the screen on the right end of the Taskbar. Any icons you see in the System Tray represent TSR (terminate-and-stay-resident) applications that automatically launch during startup. These programs run in the background, ready to appear when you need them. Of course, loading and running these programs consumes system resources and slows your startup routine. Examine your System Tray and determine which items you really need there.
Use Windows' System Configuration Utility (also known as Msconfig.exe) to disable System Tray items such as Windows Messenger.
You will, of course, see the System Tray clock. Other common System Tray items include some proprietary mouse or Web cam applications; multimedia applications, such as RealOne Player; and antivirus utilities, such as McAfee VirusScan. Some of these programs should remain in the System Tray. For instance, you want VirusScan to continue running in the background while you use your computer to protect you from viruses, worms, and Trojan horses. On the other hand, if you can access a mouse configuration utility, such as Logitech MouseWare, from the Start menu, you probably don't need it running in the background, waiting until the day you decide to reassign your mouse buttons' functions.
The mistake many people make when removing items from the System Tray is to right-click their icons and click the appropriate command (such as Close, Exit, Remove, or Disable). This closes the program so it no longer runs in the background. However, the next time you start your computer, the program will load again, appear in the System Tray, and run in the background again. Obviously, this won't speed up your startup routine at all. To remove programs from the System Tray, we will have to look at Windows' System Configuration Utility, also known as Msconfig.exe.
System Configuration Utility
This utility contains files and program settings that may otherwise be hidden, and you guessed it: Startup items are often among these hidden settings. To launch the program, click Start and Run. Type msconfig.exe in the field and click OK. In the resulting dialog box, click the Startup tab. You will see a list of files that may load each time you start your computer. Any that are activated (and therefore loading when your computer starts) have a check mark in the corresponding checkbox. To remove a Startup Item from the startup routine, click to deselect its checkbox. This does not remove the program; it only disables it so it doesn't load during startup.
Again, if you don't know what a file does, research it online. We typed ctfmon Msconfig into the field of a search engine and found many results. We learned that ctfmon is related to speech recognition in Microsoft Office XP. We also learned that although you can remove it, it is usually best to leave it in the Msconfig file to avoid problems with Office XP. We did another search and learned that Msmsgs is what loads Windows Messenger in the System Tray. We deselected it so the messaging service only runs when we want it to. Just remember that if you cannot find information about a startup item, do not remove it. When in doubt about something, it's best to leave it alone.
If you're confident and careful, you may want to try editing your Windows Registry to remove pesky startup items.
If you use WinMe/XP, you are done using Msconfig.exe. Click Apply and OK. Then restart your PC to see if you like the changes.
If you use Win98, you should check the SYSTEM.INI tab. Although all three OSes have this system file, only Win98's system files are likely to include startup items, such as drivers, that are for DOS applications (each new version of Windows has fewer ties to old DOS programs).
Begin by clicking the WIN.INI tab. Then click the plus sign (+) next to [Windows] to expand the Windows folder. Check the Load= and Run= lines, which indicate items that load during startup. Again, research any items that you do not recognize, then click the corresponding checkbox to deselect any lines that you do not want to load during startup. This disables but does not delete the lines. Click Apply and OK, then restart your computer. If startup is still slow, you may want to also check the System Configuration Utility's SYSTEM.INI tab. Click to expand the Boot and Drivers folders to check for lines that you don't need. Disable them in the same way that you disabled lines in Win.ini. Do not disable anything unless you are confident about what you are doing.
The Registry
When all else fails, you may need to edit the Registry to remove items from Windows' startup. This should be a last resort, however, unless you are experienced and comfortable working with the Registry, as removing the wrong items from the Registry can cause major problems and even make your system unbootable. If you plan to edit the Registry, it's a good idea to create a backup copy first (see "Register Here" on page 23 for more information). If you took our earlier advice and are already taking precautions to back up all your system files, it's also a good idea to have a startup diskette on hand right about now. (See "Help Is Just A Diskette Away" on page 16 to learn more.)
To open the Registry, click Start and Run, then type regedit in the Open field and press ENTER. Click the plus sign next to the HKEY_ LOCAL_MACHINE entry in the left pane of the Registry Editor window to expand the directory. Scroll through it until you find the subdirectory SOFTWARE, then click its plus sign. From the expanded Software directory, use the same procedure to expand MICROSOFT, then WINDOWS, then CURRENT VERSION, and then RUN. To remove files from startup, click the appropriate Registry key in the right pane and press DELETE. Again, do not alter the Registry unless you have backed up your system in some way, know which files you want to delete, and feel confident doing so. If you see Registry keys that are unfamiliar, you may be able to search the Web to find information about their functions (and how critical it is to keep them). When you are done editing your Windows Registry, restart your computer.
Off To A Good Start. Hopefully, your PC will now load much more quickly and efficiently than it did just a short time ago. Getting faster startups from your PC requires some patience and some research, but we think you'll find that weeding out your startup items is well worth the effort.
Originally printed: April 2003, Vol.9 Issue 4, Page(s) 33-35 in print issue. "Reprinted with permission from Smart Computing. See how Smart Computing can benefit both you and your user group at www.SmartComputing.com/groups.")
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Decline in Membership
by Author Unknown
I'm not sure which list or publication I pulled this out of, nor who wrote it, but I've had a bit of brain fog in the last couple weeks since I found it, according to the date on the file. (Loss of my mother, remodeling of my house, children & self off into 4 directions of the world, literally, one is in France, all in a two+ week span!). Unfortunately, I did not make my usual `quoted from' notation and so cannot give credit to the writer, it could have even been myself, since it so clearly states what I've been trying to emphasize to several members who have raised this question recently. It's in my `To Apcug' folder, so I might have written it, but some of it doesn't quite fit the way I think I would have said a thing or two, but otherwise, down to the numbers, this is what I believe has happened to our group.
It pointedly explains the decline of membership and the reasons, as I and other leaders who have been around for several years have seen. Please read this carefully, and understand that this is an international problem, not one that is unique to our own group. ALL user groups are having this `anti-growing pain'.
"Here is my perception of the decline of members in many user groups. Please let me know if you have found this to be true in your organization, or if you have other factors that have influenced this sadness as well.
About 6 years ago, the Internet became a household presence. Increasingly, everybody started gaining unlimited access to the Internet. It increased to the point where now it is rare, the home that does not have at least limited access.
At this time, shareware became freely and easily available to all members. They did not have to join a UG to get it, nor join a mail order club, they simply logged on, found a shareware database, and downloaded to their hearts content. Poof up in smoke a reason for the UG is gone.
About 3 years ago, I saw a tremendous decline in the amount of vendors that would go to a UG with less than 100 members. Many will not go unless there is 200 or more, many simply don't go at all, no matter how many are promised.
There go all the great freebies, the person-to-person contact with the `big companies' the personal attention and ears people had to them. And poof another reason goes up in smoke.
I would estimate the Internet cost UGs about 25 percent of their membership, and the lack of national vendor presentations cost another 25 percent. Unfortunately, the remaining 50% of members, 40% are novices (that's 40% of the original number). These folks need a lot of help; basic programs; basic instructions. To keep the 10% you can't turn the entire UG into a `beginner SIG' or you will lose those people for sure. But if you don't do something, you will lose the larger portion of the group.
What a quandry. And even if we did hope to rebuild the group on a beginner level platform, think of what we will do with these members when they become intermediates? How will we sustain their interest when they no longer need/want beginner training? Or will we just continue to input/output basic to intermmediate users in a continuous cycle? A perplexing situation to say the least.
Please don't suggest a Beginner SIG, we've beat that topic to death. No one who is capable or qualified wants to put in more time than they already are or have. The 10% of >beginner level users have held enough offices or done enough projects to either be burned out or have their hands full enough. There just is no one to hold a second meeting for beginners alone.
This boils us down to not being attractive enough for intermediate to advanced users for fear of being way above the heads of the beginners. When we were interesting by virtue of having big name companies, this was not as noticeable, but now it is getting in the way of survival.
Sure, we always had a mix of beginner thru advanced in past times, but they were more balanced and now advanced users are an extreme minority.
I'm seeing similar topics skirting around this same subject on the lists, no vendors, thus decline in members, decline in members, thus decline in vendors. Viscious cycle. Have any groups broken it? Are any groups on the rise? Is there anyone out there not stuggling to get the right balance of presentations for the diversity of users?"
With these thoughts in mind, perhaps some of you will come forward to discuss some ideas on how to improve the group and increase the level of users so that we have more intermediate > advanced users to help the beginners.
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Excellent Freeware Programs
From EPCUG Users
In light of the article below, I thought this was a good time to begin this column. These programs have been suggested by fellow EPCUG users. Why not send in your favorite freeware to the newseditor? A short description, and the download location is all you need. This is a great resource for us to share good stuff that is useful and free.
602Pro PC Suite
Try an alternative to MS Office XP that is compatible with Word and Excel files.
OS: Windows 98/Me/NT/2000/XP License: Free
http://downloads-zdnet.com.com/3000-2064-10180765.html?tag=list
IrfanView
Try a fast and flexible image viewer and editor.
OS: Windows (all) License: Free
http://downloads-zdnet.com.com/3000-2192-10180889.html?tag=list
Avery DesignPro
Make professional looking mailing labels, CD/DVD labels, business cards, and more.
OS: Windows 95/98/Me/2000/XP License: Free
http://downloads-zdnet.com.com/3000-2079-10179049.html?tag=list
Serif 3DPlus
Create 3D scenes, logos, animations, and more.
OS: Windows (all) License: Free
http://downloads-zdnet.com.com/3000-2186-10181810.html?tag=lst-0-1
Serif PhotoPlus 5.5
Import images for Web, e-mail, or printing.
OS: Windows (all) License: Free
http://downloads-zdnet.com.com/3000-2192-10183727.html?tag=lst-4-7
WordWeb
Add a free thesaurus and dictionary.
OS: Windows (all) License: Free
http://downloads-zdnet.com.com/3000-2079-10120645.html?tag=list
OpenOffice
Support the open-source community with this alternative office suite.
OS: Windows (all) License: Free
http://downloads-zdnet.com.com/3000-2064-10196648.html?tag=list
Ulead Photo Explorer (freeware version)
Acquire digital photos, organize images, and print pictures.
OS: Windows (all) License: Free
http://downloads-zdnet.com.com/3000-2204-3425026.html?tag=list
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Disk Investigator T
by Robert A Lewis, Dayton Microcomputer Association
Here's a new utility that members might find useful. Disk Investigator is freeware. Download at
http://www.theabsolute.net/sware/dskinv.html
Latest version: v1.2
FREEWARE - Only 0.5 Mb
Discover all that is hidden on your hard disk
Win9x, ME, WinNT, Win2000, WinXP
What is Disk Investigator?
Disk Investigator helps you to discover all that is hidden on your computer hard disk. It can also help you to recover lost data.
Display the true drive contents by bypassing the operating system and directly reading the raw drive sectors. View and search raw directories, files, clusters, and system sectors. Verify the effectiveness of file and disk wiping programs. Undelete previously deleted files.
http://www.theabsolute.net/sware/clndisk.html
There is no restriction against any non-profit group using the article as long as it is kept in context, with proper credit given to the author. This article is brought to you by the Editorial Committee of the Association of Personal Computer User Groups (APCUG), an International organization to which this user group belongs.
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Comments, corrections and suggestions to EPCUG Webeditor