Computer Tip of the Day: Keeping Your Downloads Folder Clear

computer tip of the day keeping your downloads folder clear

downloads folder

Imagine what would happen if you never took out your trash. Even without the massive health risk that rotting, decomposing materials would pose, eventually the sheer volume of waste would be overwhelming. That’s why it just makes sense to keep on top of the trash situation by making it a daily chore.

When it comes to keeping your computer’s Download folder clear, something similar can occur.

The Problem

Most of us download items on an as-needed basis. This is normal. The problem is that because we don’t re-open our Download folder unless we’re looking for something, it’s easy to forget just how many things we’ve downloaded in the past. Unless we form the habit of deleting an item the moment we no longer have need of it, we’re bound to wind up with a bloated folder.

The Solution

Fortunately, resolving the situation is quite simple. The first step is to open your downloads folder and go through the items one by one, checking to see what’s still relevant and what’s not.

On my iMac, I periodically go through the Downloads folder to see what’s in there and what can be deleted. 99% of the files in there are deleted right away because I have absolutely no use for them. Rarely, I will find a file that I actually need, or will need in the future, so I just move it to a safe location in my Documents (iDB).

The Reason

This issue matters primarily because a bloated Downloads folder eats up storage space that could be put to much better purposes. By downloading unnecessary documents, PDFs, photos, and programs, you can ensure a better and more efficient system.

Just don’t forget the final step: once you have cleared unwanted downloads, be sure to take out your trash. And we’re talking about the digital trash this time. Once you’ve cleared your trash, you’re well on your way to a more effective computer system.

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5 Productivity Tips for Google Docs

5 productivity tips for google docs

Productivity Tips

While most people are used to using Microsoft Word for their writing and editing needs, Google Docs remains a worthy alternative. Since everything is in the cloud, it’s a great way to collaborate with other users and share documents. It will also free up some space on your computer. Here are a few tips for working with Google Docs.

Type With Your Voice

Google Docs has a voice to text feature that lets you type with your voice. Simply go to the Tools menu or click CTRL + SHIFT + S and click the microphone that pops up. Talk clearly into the microphone and give your arms a rest. You can choose any language you want.

Go Through Your History

Accidentally overwrote an article and now need the first version? With Google Docs, you can see the revision history of an article by clicking CTRL + SHIFT + ALT + H. You can also find this option in the File menu. Simply go through all the dates and restore the version you want.

Make Comments

You can highlight blocks of text and make comments or suggest edits by right-clicking. You can then share the document with other users. However, if you want someone specific to be informed about your comment, simply type @ in the comment box, followed by their Gmail address (which will appear in a drop-down menu if you have already communicated with them).

Bookmarks and Links

If you have a really long article, you can bookmark a certain section in the article. You can also insert links by clicking CTRL + K. You can link not only to articles online but to other Google Doc documents and bookmarks in the same article as well.

Use It Offline

Although Google Docs is thought of as a cloud-based app, you can also use it offline. All changes made offline will be saved and synced when you get back online.

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Daily Computer Tips For Organizations

daily computer tips for organizations

Daily Computer Tips

As computers become a necessity in almost every other enterprise, it is essential for executives to gain knowledge on how best you can safeguard their systems. That will not only protect against external threats but also inherent risks likely to impair the normal functioning of such installations. Here are some tips to consider on a continuous basis to make that possible.

Beware Of Social Media Posts

In an era where social media interactions are the order of the day, you need to exercise caution regarding the information you avail to the public on such avenues. Employees with access to your company’s online social accounts can release unauthorized details about the firm through these social tools.

That gives online hackers an opportunity to use such data to dig deeper into various aspects of a particular entity. Therefore, monitor your firm’s social media accounts closely and advise those who have access to company social accounts on the dangers of sharing such details as ID numbers, birth dates, among others on these accounts.

Consider Using Passwords With Many Characters

Password-guessing programs and computer hackers can easily crack simple passwords. Using passwords with a combination of letters, symbols, numbers, and special characters make it harder for any of these to access an organization’s network system. It is wise to encourage all employees to use such passwords as a safety precaution. Also, remind them to choose a combination they can recall quickly.

Do not forget to caution your staff against storing such information on their computers or writing the same on a piece of paper for reference as well. Instead, insist on having them memorize their login credentials.

Avoid WEP WiFi Security Connections

Wired Equivalent Privacy (WEP) is an older protocol that is less secure for staff wishing to access the company’s network remotely. Nowadays, most companies are working with their employees remotely for various reasons. Such individuals may want to obtain certain documents from the entity from time to time and from a different location, depending on the task at hand.

In such situations, these workers should ensure that access to such networks is through WiFi Protected Access (WPA2). The latter offers high-grade encryption critical for safeguarding the firm’s systems. If you need more information on computer tips for organizations, contact us today.

Learn How To Free Up Hard Drive Space On Your Business Computer

learn how to free up hard drive space on your business computer

It’s an all-too-common problem: your hard drive is out of room and your computer is running slowly. Often it sneaks up on you, and now you have to figure out how to free up enough space to keep working efficiently. There are a couple of solutions to get you back on your feet, as well as stay ahead of the problem in the future. Here are some tips to free up hard drive space.

Free Up Hard Drive Space

Begin by running Disk Cleanup, this application is built-in to all Windows computers. You can easily find this application by searching “disk cleanup” in the Start Menu. Disk Cleanup lists a couple of examples of data that you can delete from your computer with a single click. Maybe you still have the data of an old installation of Windows still on your hard drive. Or, if not done regularly, your Temporary File directory could easily be the culprit. File sizes are conveniently located next to each description so you can see what is hogging the most space. Select what you want to remove and click Delete files. Most likely, this will fix your issue. But how do you keep from running out of hard drive space in the future?

There are many free tools available that help you visualize what types of files are taking up the most hard drive space. For Windows, your best option would be the free WinDirStat application. This app helps you easily visualize what files and folders are taking up the largest space, with a multitude of sorting options and percentages for perspective. For a Mac, your best option is a similar offering known as Disk Inventory X, also free. Checking these applications periodically will help you identify storage issues before they affect your productivity.

Contact us for a more in-depth look at freeing up your hard drive space.

Three Reasons You Should Backup Programs To An External Hard Drive

three reasons you should backup programs to an external hard drive

We have no doubt in our minds that you can backup programs to an external hard drive . You, on the other hand, might need a bit more convincing, so here are three reasons on why this is a good idea.

external hard drive

Backing up files to an external hard drive.

A simple way to back up files is to copy it to an external hard drive. Keep your device away from the computer. Place it in a safe location. This will prevent any damage, fire, or taking a risk of having someone steal the device (let along your computer). You should consider storing the external hard drive in a fireproof safe for safe keeping.

You can manually back up specific files.

The important documents (especially a school or work-related project), you can transfer files to an external hard drive.

  •  Attach the device to your computer system
  •  Click and drag those files towards the external drive

At this point, you can see a copy of the data on the external drive and the computer system.

You can back up documents automatically.

You should backup data on a regular basis because you will never know when you might need to access those files.

If your computer is Windows, then you should use windows backup (also known as file history in Windows 8). Next, you will create a system image to back up all important documents, software applications or maybe the entire hard drive. To talk more about this, or anything else, please Contact Us. Thanks.