Part of any successful business is keeping your equipment in good working order. For most businesses, computers are integral to day-to-day operations. Fact is, slow-running computers, computer crashes and other computer problems can take valuable time away from other pressing tasks. For best results, CyberMark recommends performing the following maintenance each week or month.
Back up your e-mail program. Don’t lose important e-mails from clients and co-workers because of a malfunctioning e-mail program. When backing up your e-mail program, it is a good idea to also have this backup on a different drive on which your computer your e-mail is located. If you can’t back-up your e-mail on another drive, then just back it up to a CD. This way, if your computer fails, you will still have your full e-mail intact (or at least most of it).
If you use Outlook as your e-mail program, you’ll want to do the following to back up your Outlook. First, open Outlook and click on File. Then, select Import and Export and choose Export a File and click Next. Next, select Personal Folder File (.pst) and then click Next. After that, click personal file folders, check the box that says Include Subfolders, and then click Next. The program will then ask you for a location. We recommend naming a new folder on your computer something easy to remember such as Outlook Backup. After naming your back-up folder, click browse in this panel in Outlook and chose the Outlook backup folder. We suggest that you check Replace Duplicates with Items Exported. Finally, click Finish. It might take quite sometime if your outlook is too large, so you might want to do this at the end of your day. Once the back-up process starts, do not open Outlook until the back-up process is complete.
Also, if you use Outlook as a filing cabinet for important docs, have your IT professional create archives for Outlook to reduce the size of your e-mail file. In the event of a crash, smaller Outlook files are much easier to retrieve than larger Outlook files.
Perform a disk cleanup. The disk cleanup tool on your computer helps you free up space on your hard disk for maximum computing speed. In order to perform a disk cleanup on a Windows-based PC, go to the Start button on your desktop. Click All Programs and then select Accessories from the drop-down menu. From Accessories, select System Tools and then Disk Cleanup. Select C: Drive and click OK. After the scan is completed (it will take about two to three minutes), delete all Temporary files, Recycle Bin and Temporary Internet Files.
Make sure your data files from your virus protection software are completely up-to-date. Your virus protection software is your first line of defense against debilitating computer viruses, so it’s important to ensure that it is up to snuff. Your virus protection software should be set to update itself automatically, but if you have to download the latest DAT files, be sure to run a full or complete scan of your computer. We recommend that, if you haven’t already, install both Super Anti-Spyware and Malware Bytes on your computer. For optimal protection, buy full versions of both programs.
Run a disk defragmenter On a Windows computer, the purpose of your disk defragmenter is decrease the time it takes to read and write files by rearranging files stored on your computer. (Note: you should always run this after everything else above is completed.) To run your disk defragmenter, click on the START button on your desktop. Then click All Programs and select Accessories. From Accessories, go to System Tools and choose Disk Defragmenter. (Note: you should always run this after everything else above is completed.)
Also, it is a GREAT idea to make sure all important documents on your computer are backed up at an offsite location. This way, you lose nothing if your computer crashes. We recommend that your IT professional creates an emergency plan in case of fire so that you also have a full backup of all your data off location. Believe us, you DO NOT want to wait until an emergency situation to get a plan in action.
When you depend on a computer for your livelihood, doesn’t it make sense to make sure your computer is healthy? Keep your computer in tip-top condition by keeping on a regular maintenance schedule.
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