tips · Page 7 of 11 · 4 Corner IT

Computer Tip of the Day: Keeping Your Downloads Folder Clear

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

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

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.

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Folder Configuration – Computer Tip of the Day

Folder Configuration

A simple issue that can cause stress during the workday is organization. It’s simple to see when someone is disorganized in the office–their papers are everywhere, perhaps their coat is strewn on a table, their desk drawers are half-closed. But having an unorganized computer system is just as detrimental to productivity. It’s a simple task to spend five minutes a day cleaning up your work computer, and the benefits can be seen almost immediately.

Messy Desktops

The most obvious disorganization issue is messy desktops. Icon after icon spilling off the right side of the page. The fastest fix for this is simply to create a new folder for any documents that need to be kept and deleting anything unnecessary. To do this, simply right-click on the background of the desktop and a pop-up menu will open. Select “New”, and then “Folder”. Once you’ve created the folder, right-click again and select Rename to give it a descriptive name like “December 2018 documents” or “Jones Client Files.” You could even go so far in this example as to make a folder for all your December 2018 files, then create sub-folders within it following the same procedure. The key is to get those hundreds of icons off the desktop and into a system where they can be easily organized and retrieved.

Further Configuration

Creating new folders isn’t just for cleaning up the desktop. While folders can be used for that purpose, they’re equally effective in other parts of the operating system as well. For example, whose Downloads folder isn’t a mess? Sorting by date makes it easy to find the most recently-downloaded file, but do you really need to keep all those space-cluttering bits and bytes? Take a couple minutes every week to review your Downloads folder and clear out anything unnecessary. For the files that do need to stick around, create a new folder right there in Downloads and move them in.

Creating new file folders is the easiest way to kick-start your computer organization process and will give you a breath of fresh air instead of a vague sense of dread every time you see your Desktop.

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Keep Your Keyboard Clean – Computer Tip of the Day

Think back to the last time you cleaned your computer keyboard. Keep thinking. If you didn’t remember the last time you cleaned yours, you would not be the only one. Although many people spend more time at their keyboards than in their bathrooms, they give much less thought to routine keyboard cleanings than routine toilet scrubs.

According to experts, however, you should clean those keys at least twice a month.

Why You Should Clean Your Keyboard

A study conducted at the University of North Carolina’s intensive care unit found that 80% of the keyboards were contaminated with diphtheroid. Worse still, all their keyboards tested positive for coagulase-negative staphylococci.

The good news is that there’s a simple solution to such crises:

“Our data suggest that microbial contamination of keyboards is prevalent and that keyboards may be successfully decontaminated with disinfectants,” the researchers said in their report.

Depending on the location of your computer and the environment in which you operate daily, your particular keyboard may be susceptible to different bacteria than that found in a hospital’s intensive care unit. One thing we do know, however, is that whatever bacteria is there will not stop spreading on its own.

How to Clean Your Keyboard

First, if the keyboard isn’t wireless, disconnect it from the computer. A soft cloth (microfiber is best) gives the entire keyboard an initial wipe-down. Next, use small cotton swabs to clean between individual keys. Last, polish everything off with a few blasts from a can of compressed air. If you’re concerned with harmful bacteria, avoid harsh cleaners, which can strip the keyboard of its protective coating. Instead, use sterile water and (if you must) the mildest of cleansers, perhaps even diluted.

Once you’ve cleaned your keyboard, note the date and schedule another cleaning two weeks down the line. Consider setting a reminder in your digital calendar so you will not forget.

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