Some useful tips for non professional PC users.

[Raman K]

Someone quoted that "Life in Computing is the Best in all Sense"                                                                                                                              

The above quote complies to all Users who are not chain users also so to ensure that the Life is best while you are using your Computing Devices.

Here are some ways to follow which are categorized as mentioned below:-

v   Recommended Do's and Don'ts

v   General Computing Tips and Tricks

v   Time Saving Special Key Functions / Keyboard Shortcuts

v   Backup

v   Virus

Recommended Do's and Don'ts :-

What you should do	What not to do
Use the Start Button on the Windows Taskbar to shutdown your computer. It is also necessary to first save any files you were working with and close all applications running in the taskbar. This is called a clean shutdown. Windows is a program that needs to close, so always use the Start Button.	Don't Switch off your computer without shutting down using the Start Button
Run Scandisk regularly to check the condition of your hard disk and if necessary make repairs. It is good practice to always run Scandisk if your computer did not shutdown properly. Scandisk can run in the background, but for fastest results close all other applications otherwise Scandisk will have to restart every time data is written to the hard disk.	Don't Terminate Scandisk prematurely when your PC did not shutdown properly
Defragment your hard disk to ensure that files are optimised such that each is stored continuously across the disk surfaces and not fragmented. If you regularly Defragment your hard disk and use the option 'check the drive for errors' then you will not need to run Scandisk separately. It is possible to disable the swap file and then run defrag so as to fully optimize the space on your hard disk. After defrag has completed you can enable the swap file again. This is recommended if you regularly add and remove files.	Don't Always run Scandisk with the option to scan the disk surface for errors
Connect and power on all peripherals before powering on the computer. This includes printer, monitor, scanner, passive (mains) speakers, external modems or any devices attached to your PC. This is the recommended procedure and should be followed at all times. Recent printers and scanners are equipped with power management features, that help save running costs.	Don't Disconnect the keyboard, mouse, monitor, printer or any peripheral if the PC is powered on at the mains
You should always properly shutdown the computer. Then it is okay to turn off any peripheral devices such as printer, scanner, monitor, speakers or modem for example. Devices that are connected to the USB ports can be connected, disconnected and switched on or off without first powering off the computer. The same goes for the printer and scanner, unless the devices are bi-directional.	Don't Switch external devices on and off several times hoping that may be a cure
Keep your keyboard and screen clean. It is also necessary to clean the rubber ball and rollers of your mouse. Keeping the printer, scanner and other peripherals clean by wiping the chassis is one way to attract a buyer when it is time to upgrade. It is easy to clean the keyboard and keys. I would not recommend submerging the mouse or keyboard in water, then leaving them out to dry. There are easier methods you can follow.	Don't Eat or drink over the keyboard and mouse mat or blow smoke over your screen
Keep CD's in a cover and handle them by the edges. Try to keep floppy disks in an a proper storage box and perform a full format on any disk that will hold important data before you use it. Plastic covers are available to protect computers, keyboards, printers or scanners and fit almost all shapes and sizes.	Don't Leave floppy disks or CD's lying about gathering dust then use them
If you need to move your computer, even a few centimeters always shutdown first. Adjusting the monitor is also best done before powering on. Moving any peripherals attached to the computer should also be carried out with no power to the system. Unnecessary judder can cause fatal breakdown of sensitive parts or reduce the working lifetime.	Don't Move, kick, knock or bump the computer when it is powered on
Optimize the refresh rate of your graphics card and monitor. Setting them above or below the specified hertz can do you and your monitor permanent damage. The more refreshes per second, the more data throughput and the greater the lag of your system. Many users prefer to use high resolution and true color settings which generates an amazing amount of data every second which has to be passed on to the screen and updated as many as 120 times per second if the refresh rate is set to 120 MHz for example.	Don't Run your display adapter and monitor at the wrong refresh rate for the resolution
Write all your usernames or ID's and passwords down on paper. It is usually a good idea to keep them in a notebook or pad. Jot down as much detail as you need to properly reinstall the account or to completely remove it from your computer. You should also regularly change your password and keep this written down in the same place as your original record. If you choose to save passwords on your hard drive it may be possible for another operator to use the account and hackers could get access to your information.	Don't Save usernames or passwords used by you to log in to accounts on other networks and computers to your hard drive
Use the boot menu to start in safe-mode then use Device Manager To Remove devices from your computer. Removing devices from control panel any other way may cause your computer to stop functioning and force you to reset the computer without using the Start Button.	Don't Remove devices from Device Manager unless In Safe Mode
You should consider cleaning the hardware. Use a small hoover pipe or an old, stiff paint brush to remove dirt from the motherboard and around the fan. This will help it from over heating. Although I have never known dust to short anything out, it is still I wise precaution to keep it from happening. If you get right into the cleaning thing, try removing all the keys from your keyboard using the lid of a BiC pen. The part of the lid that holds the pen in your pocket is excellent for popping the keys up and off so as you can clean all the crumbs, hairs and dust. Use a cotton bud to clean the well. It is fun putting all the keys back without another keyboard to look at.	Don't clean any of you system with household chemicals such as polish or cream cleanser. However Duraglit is excellent at removing pen marks from around the screen, keyboard or other casings.

 

 

 

 

 

General Computing Tips and Tricks :-

1. Save Your Work It's been repeated often and for good reason because it saves loads of trouble. When working on your computer save your work every 10 to 15 minutes. (Some programs remind you to save your work as you go along). But simply saving work to your hard drive isn't enough. Every day after a session, backup all files to a portable storage medium such as a zip, floppy, CD-ROM, or tape.

2. Label Your Disks Label all of your backed-up floppy disks, tapes and other stored information with the name of the file and the date last changed. Writing the contents on the disk's sleeve isn't enough, as these are misplaced, lost, or the wrong disk ends up in the wrong container. It saves lots of time, not having to pop in a floppy or CD-ROM and open it to see what's there.

3. Checking Disks When checking the contents of more than one floppy disk, simply eject one, insert the next, and hit the special function key F5. The file names of the contents of the disk will appear on your screen.

4. Safe Keeping of Technical Manuals Depending on how many bells and whistles you need to be happy in the Information age, you may opt for your computer to be set up with a scanner, printer, a Zip or Jaz drive, and perhaps even a digital camera. This way you can send pictures of the kids across the wire so Aunt Fran can see how much they've grown. Whatever you decide to add to the system, keep all of the manuals and software (called drivers) that come with each of the devices in one place. It's also wise to write down the technical support telephone numbers for each device in a log and keep it by the computer in case you need technical assistance. Nothing is more frustrating than having your system go down, and not having the resources handy to get it back on track immediately.

5. Computer Tune-up If your PC seems sluggish, maybe it needs a tune-up. In the Windows operating system, there are a couple of simple programs you can run to improve performance. One is Disk Cleanup, the other is Disk Defragmenter. First, shut down all programs. Click on the Start button, go to Programs, then Accessories, then to System Tools. First, select Disk Cleanup. A message box will appear asking you what disk you want to clean. Select (C:) drive. Your computer will then locate temporary Internet files and other useless information on your hard drive and ask if you want to delete it. It will also ask you if you want to delete all of the files in the Recycle Bin. Before clicking that button, be sure you do (otherwise, why would they be in the Recycle Bin?). Once you've determined that the files are no longer needed, click away and they will be removed. Next, follow the same procedure as outlined before to get back to System Tools and click on Disk Defragmenter. Select (C:) drive. This will reorganize the data on you hard disk allowing for optimal operations. This function can take a bit of time, depending on how long it's been since the last time the program was run. Get in the habit of tuning up your computer every three to four months � more often if you use it a lot.

6. Check Special Key Functions The mouse has to be one of the most useful computer tools ever invented, but there are times when it isn't the most convenient way to work. There are many special function keys available that sometimes offer quicker access to commands than the mouse. Trouble is, many of the keys perform different functions depending on the program running. An easy way to find out what keys work in the program you're using, is to click on File, Edit and Tools in the menu bar. Here a drop down menu will show the special key commands for the most common functions. For example, pressing Ctrl and P together sends a file to the printer, while pressing Ctrl and A selects the entire file. From here you can send it to the clipboard, copy it, paste it, or delete it.

7. Shortcuts Using shortcuts to open programs can save the time of clicking through the Start menu, finding the application you want, and calling it up. Why not place a shortcut on your desktop, and a simple double click (in Windows 98 and 2000, you can set your computer to respond to a single click) will get you up and running. Here's how you can create a shortcut to most any file or program you want to keep on your desktop. In this example we'll create a shortcut to MS Works, one of Microsoft's word processing applications.

1. From the desktop, open My Computer.
2. Assuming the program you want is on the (C:) drive, which it is, select (C:)
3. Here you'll see a group of folders. Again, we'll assume the program you want is in Program Files (again, it is). Double click Program Files.
4. You'll see all of the folders and files that make up Works. You are looking for the program icon, (an envelope, pen and calculator). Here's a hint to finding the right icon, it usually has .EXE (stands for execute) written under it. Right click the icon.
5. You now have a duplicate Works icon. Now, simply reduce your display window (middle button, upper right corner of the screen) and drag the newly created Works icon to your desktop by left clicking on it with your mouse cursor and holding it until its on the desktop.
6. From now on, when you want to open Works, just click the screen icon, and you're there.

The same procedure can be used to create shortcuts from folders, files and other programs. In fact, anytime you see something you'd like a shortcut to, just right click on it. If "Create Shortcut" is among the options listed in the little menu, just complete step 5. If you ever decide you want to get rid of a shortcut, just drag it to the Recycle Bin. Don't worry, by doing so you're only dumping the shortcut, not the program.

8. More Shortcuts Here is another way to create a shortcut to a new file (in Works, for example, a new file would be an untitled, clean writing surface, a database, or spreadsheet). Right click on any unoccupied space on the desktop and place the mouse pointer on New. A menu will appear offering your working applications. Clicking any of these will place a shortcut to a brand new file on your desktop.

9. Arranging Icons Assuming you have some shortcut icons on your desktop, it might be time to arrange them in some sort of logical order. It's easy to do. Right click on any unoccupied space on the desktop. In the pop up menu you'll see "Arrange icons." Place the mouse pointer on this command and an extension menu will appear offering you several options. You can arrange your shortcuts by name, type, size, date or auto arrange.

10. Safe Mode On rare occasions, it becomes necessary to run a computer in the Safe Mode, usually due to a hard disk malfunction or other undetermined hardware or software problem. Sometimes Windows will actually tell you that a hardware crash is eminent (a scary feeling by the way). The only way to rescue those files you've been meaning to backup is to start your computer in Safe Mode. I realize running the computer in Safe Mode limits your use of devices such as floppy and CD-ROM drives, however, sometimes they will work. You won't know unless you try.

1. First click Start, then Shut Down.
2. Click Restart, then OK.
3. Immediately press the Ctrl key. If this doesn't work, try pressing F8 instead of Ctrl. This should bring you to a menu selection with several choices, select Safe Mode. (It is possible your mouse won't work. Use the up and down arrow keys).

When the computer boots (it might take awhile) you can try to copy files as you would at any other time. When you're finished working in Safe Mode, you'll need to shut down the computer completely before restarting. If it won't reboot, call a qualified technician. Unless you know you'll have this book handy, go to Start, select Help, and index. Type "safe mode" without quotes, into the field, click Options, Print. This will allow you to keep printed instructions on hand in the event you need to run your computer in Safe Mode. Keep them with your other valuable computer paperwork.

11. Create A Boot Disk It is possible for various components of an operating system to become damaged. Often a virus is the culprit. In such cases, your computer might not boot. If this happens, you'll need a start-up disk, sometimes called a boot disk, or bootable disk. New computers come with these disks, but we understand everybody didn't buy their computer new. So let's make a bootable disk.

1. Insert a blank floppy into the floppy drive.
2. Select Start, Settings, Control Panel.
3. Open Add/Remove Programs.
4. Select Start-up Disk, and click Create Disk.
5. Label appropriately, and store in a safe place.

12. Proper PC Shutdown There has been discussion over the years about the proper way to shut down a computer. Some say it isn't necessary to ever shut it down under normal conditions. However, there will be times you'll want to turn you computer off. Flipping the off switch while an application is running is not the proper way to shut down a computer (even if you have saved your work). The proper way to shut down a computer is as follows:

1. Save all work and shut down all open applications. If you're wondering what might still be open, glance down at the Taskbar. Any program still running will be represented by a button naming the program and possibly an icon.
2. Click the Start button and select Shut Down. A message box will appear offering several options. Choose Shut Down to turn the computer off or Restart if you want to reboot immediately.

13. Saving Your Monitor Despite what anyone says, your monitor should not be left on for prolonged periods unless you are using it (yes, even with the screensaver running). Punching the on/off button each time you want to shut down the monitor can put undue wear and tear on the switch. The solution is to set the monitor to shut down on its own. It's easy. Here's what you do.

1. Click Start, Settings, Control Panel.
2. Open "Power Settings" by double clicking the icon.
3. Here you'll find a dialogue box offering several choices. Click the down arrow on the right side of the "Turn off Monitor" field. A drop down menu will appear with many time settings. Select one and click OK. From now on, your monitor will automatically shut down after the time you've chosen has elapsed. I've set mine at 45 minutes.

14. Email Hotlinks Ever get an email with a live hyperlink in it? Wonder how it got there? In most modern email programs, simply typing a URL in the message field will produce a hot link. But it can be useful to know how to make one the old fashioned way, just in case. In fact, you can use this method to post links to chat and bulletin boards, as well as email. First, find a Website or a page you'd like to send. In your Web browser, go to the address field in the upper portion of your window and click once with the mouse. You've selected (highlighted) the URL. Now go to Edit in the menu bar and select Copy. The URL is now saved in the computer's Clipboard and ready to paste to its destination. Now, go to your email program, bulletin board, or chat room, place the cursor where you want the URL and click (don't worry, navigating into and out of different programs or other documents won't disturb the saved URL). Go back to Edit, and click on Paste. The link will appear. You've just attached a hyperlink.

15. Installing Software These days installing most software is as easy as putting a CD-ROM into its slot and waiting for the screen to instruct you what to do next. There are a few programs however, that still need you to tell them what to do. If you encounter one, here's what to do.

1. Click Start, Settings, Control Panel.
2. Select Add/Remove Programs by double clicking the icon.
3. Click the button labeled Install. The computer will instruct you to insert the program's first disk. After you've done that, click Next and follow the onscreen prompts. Most programs will require that you shut down the computer after new software has been installed.

16. Uninstalling Software Sometimes we outgrow things. Other times we simply change our minds. Whichever the case, what do we do with some of the dated or no longer useful software programs stored on the hard disk? Uninstall them. Here's how it's done.

1. Click Start, Settings, Control Panel.
2. Select, Add/Remove Programs by double clicking on the icon.
3. A dialogue box will appear with a list of all of the installed software on your computer.
4. Select (highlight) the program you want to delete and press, Add Remove. It's that simple.

17. System Volume Control Double clicking the small speaker icon in the lower right toolbar lets you set the balance and volume for all the sound in your computer. Here you'll find master balance and volume for Synthesis, Compact Disc Player, and Microphone. You can also use this easy method to set these items on mute.

18. PC Protection Plug your computer as well as the rest of your hardware devices into a good surge protector. They protect your computer from unexpected power surges caused by storms and power company mishaps. For extra protection during an electrical storm, simply unplug the entire surge protector that serves your system. Chances are, it would work just fine if tested, but do you really want to know? It might be wise to do the same thing when going on vacation. Remember to shut down your computer properly before turning it off or unplugging it.

19. Right Clicking There is power in the right mouse button. Take some time exploring Windows by right clicking on everything from the desktop to individual folders and files. A wide range of options is available.

20. More Right Clicking Right click on any file stored in a folder such as My Documents for example. This enables you to print the file, open it, create a shortcut and place it on your desktop, Quick view the file, send it to a floppy or zip disk, add as an attachment to an email, cut, copy, rename or delete the file, or view the file's properties.

 

 

 

Time Saving Special Key Functions / Keyboard Shortcuts :-

Mouse Substitution Combos

Start Menu Ctrl + Esc
Shift focus to first menu F10
Left mouse button Keypad # 5
Right mouse button Shift + F10
Minimize a window Alt + Spacebar + N
Close any menu Esc
Minimize all windows Ctrl + Esc, then Esc, then Alt + M

Control Key Quickies

Copy Ctrl + C
Cut Ctrl + X
Paste Ctrl + V
Undo Ctrl + Z

Start (Windows) Key Shortcuts

Run dialogue box Start + R
Windows Explorer Start + E
Minimize all windows Start + M
Undo Minimize all Shift + Start + M
Find dialogue box Start + F
Find Computer dialogue box Ctrl + Start + F
System Properties window Start + Pause/Break
Cycle through tasks Start + Tab
Windows Help Start + F1

Windows Keyboard Basics

Switch to menu mode F10
Close current application Alt +F4
Close current MDI window Ctrl +F4
Open the system menu of an active Alt + Spacebar window
Minimize the active window Alt + Spacebar + N
Maximize the active window Alt + Spacebar + X
Restore the active window Alt + Spacebar + R
Close the active window Alt + Spacebar + C
Content menu Shift + F10
Content menu for selected items Shift + F10
Refresh F5
Start menu Ctrl + Esc
Properties dialogue box Alt + Enter
Copy a file Ctrl + drag a file
Create a shortcut Ctrl + shift + drag a file
Cycle forward through programs Alt + Tab
Cycle back through programs Alt + Shift + Tab
Run dialogue box Ctrl + Esc
Undo Ctrl + Z
Close current application in MDI mode Ctrl + F4
Open system menu of a MDI window Alt + - (dash)
Minimize all windows (first, select taskbar) Alt + M
Select a menu item Alt + underlined letter
Cycle through open programs on taskbar Alt + Esc
Cycle through open programs in reverse Alt + Shift + F4

Backup How To :-

Many of the time in Sessions there are questions concerning lost data files. Once data is lost, it is difficult to recover. Having a good backup provides you with an important safety net. 

Why You Need a Backup 
The hard disk is the main storage medium in personal computers. Unfortunately, hard disks do sometimes fail, or in computer lingo, crash. When a hard disk crashes, all of your data is in jeopardy. Sometimes information can be retrieved after a crash, but it is usually an aggravating, time-consuming procedure that may end in despair. 

To backup your files simply means copying files to a second medium as a precaution in case the first medium fails. The medium used to make the copy can be any of a number of different storage choices including floppy disks, hard disks, zip disks, CDs, or tapes. 

Backup a Few Quick Files 
The floppy disk is a dying medium. Some computers like the iMac don't even come with a floppy disk. Yet, right now more than 90% of personal computers still have a floppy drive, and it is an easy way to backup a single file or a small set of files. Any important file can be copied to a floppy disk for backup purposes. If you happen to be working on an important document, you can quickly insert a floppy disk and copy the document to the floppy to ensure that loss of power, hard disk crash, or another unexpected calamity won't leave you unprepared. 

Programs with Built-in Backups 
Some programs, such as Quicken, have an icon that you can click or a menu choice to backup your data files. You will often have the choice of saving the files to a floppy disk or other medium that you have available. This type of backup only makes a copy of your data. It will not make a copy of the program itself. These built-in backups are very useful, especially for financial and other important files. 

Backup Medium 
The first thing that you must decide is what kind of medium to use to backup your data. While the good old floppy disk is adequate for copying a few files, floppies do not hold much data. Even if you backup individual files as you use them, it is good to occasionally backup all of your files. If you do a complete backup of your hard disk, you will be able to reconstruct the entire disk and/or restore any individual program or file. 

A complete backup requires a medium that can handle a large amount of data. The tape drive is the tried-and-true backup medium, but it is slow and cumbersome to use. Recordable and/or rewritable CD-ROM drives, which have recently become affordable, are now one of the best backup mediums. Recordable CD-ROMs can only write a CD once. Rewritable CD-ROMs can write a CD, erase it, and rewrite on it again. Most writable CD-ROM devices come with software that helps you backup your data. 

Online Backup Services 
Another option currently available is an online data backup, like  Connected Online Backup  . These subscription-based backup services allow you to schedule backups whenever you like. All you have to do is choose what you want to backup and how often and leave your computer on. Your computer will connect at whatever time you choose and backup your files to the Web service's computers. A monthly fee is charged based on the amount of data you want to backup. Obviously, you will want to make sure that the company you use for this kind of service is very good. You are putting your data in their hands, so make sure that they are using secure  servers and encrypting (coding) the data so that your data cannot be accessed by anyone else. 

What to Backup 
Your hard drive holds three things: the operating system, applications or programs, and data. The operating system is Windows or the Mac operating system. Although you may lose some settings that may have been customized, in general the operating system can be restored from the original CD that came with your computer. Your programs, again, minus some settings can also be restored from their original CDs. Your data includes all of the files and documents that you create, the e-mail that you send and receive, the favorites and/or bookmarks that you use in your browser, your Internet settings, and all of the photos, graphics, and other files stored on your computer. 

Don't underestimate the importance of your data. I had a client who lost all the information in her family tree because she hadn't backed up the file. She didn't think that it was a very important file until she realized she had been working on her family history for three years. It will probably take her that long to reconstruct the information. 

Obviously, there are many important things to backup. Unfortunately, Windows does not make this easy. Window 95/98 keeps all of your documents in a folder called  My Documents , but your Internet settings, favorites, and other important data is scattered throughout the Windows directory. (Microsoft groups all of these files together in Windows 2000, but since Win 2000 is made for businesses, most home users cannot take advantage of this feature.) To make matters worse, many programs don't use the My Document folder, so even documents files that you create may be spread about your hard disk. If you can find all your documents and settings, you can back them up individually, but the easiest way to be sure that you copy them all is to do a complete backup of your hard disk. 

Tips for Backing Up:   

1. Test your backups. Make sure that the tape or disk actually contains the files you think they do. Test your backup by trying to restore a file or two. 

2. Rotate your medium. Keep four or five disks, tapes, or sets of disks or tapes for your backups. Rotate them, using them in succession each time you backup. 

3. Remember that a disk or tape can wear out after many uses. After a few months or a year, (depending on how much you use it) you might want to replace the disks or tapes that you are using with new ones. 

4. Proper labeling is also an important part of backing up. Be sure to label your tape or disk with the date and contents. 

5. Keep all of your program disks together so you can find them when you need them. 

6. If you backup only your data, you'll have to reinstall all your applications in the case of a hard disk crash. If you have a Zip, Jaz, or CD-R/RW drive, create a disk to hold all the files, patches, updates, and other things you download. This will make reinstalling your applications much easier. 

7. Keep your backups in a safe place. If you consider your data extremely important, you should keep a copy offsite, in a safe deposit box, or another location protected from theft or fire. When you make two sets of backup data and keep an extra set in another location, you minimize the chance of data loss.

Backing up your data makes good sense. It's like buying an insurance policy. You hope you will never need it, but when disaster strikes, that backup will be your most appreciated forethought.

 

 

 

 

 

 

Virus :- 

DOs

• Do install anti-virus software and scan personal computers (PCs) regularly using the latest virus signatures;
• Do scan all e-mail attachments, downloaded files, floppy disks and compact disks before use;
• Do keep PC operating systems and software up-to-date with the latest security updates and patches;
• Do perform online transactions only at reliable websites that offer security protection, such as use of encryption, Secure Sockets Layer (SSL) or Secure Electronic Transaction (SET) techniques;
• Do choose passwords that are difficult for others to guess, and change them regularly;
• Do enable the password function for screen savers and power-on sequences;
• Do back up your programs and data regularly; and
• Do disconnect your computer from the Internet when it is not in use.

DON'Ts

• Don't visit suspicious websites;
• Don't download files from doubtful sources;
• Don't open or forward suspicious e-mails and e-mail attachments. Delete them immediately;
• Don't enable automatic processing of e-mail attachments;
• Don't disclose or submit personal information unnecessarily;
• Don't use system default passwords;
• Don't save login passwords into PCs;
• Don't disclose Internet accounts and passwords to others or share accounts with them; and
• Don't use illegal software.

 

 

Following are some basic anti-virus rules to follow.

�         Do have a written anti-virus policy that details the responsibilities of management and staff, how anti-virus is to be maintained, and specific instructions on what to do in an emergency.

�         Do make sure that anti-virus software is installed on every machine, even if the machine is not capable of running e-mail. Viruses can sit undetected in files on any machine.

�         Do update anti-virus signature files and scanning engines regularly. A weekly update is good, although daily is better. If your company has a central anti-virus server, it can install updates on other machines on the network. However, a computer must be turned on for this to work. If a machine was not turned on at the time of the update, it will have to be updated manually.

�         Do run the anti-virus program in full-time, background, automatic, auto-protect, or similar mode.

�         Do enable scans of the memory, master and boot records, and system files upon start up of every machine. It doesn't take long for an anti-virus program to complete these scans and it's just plain silly not to enable these features.

�         Do configure the anti-virus program to scan all files � not just executable programs. Viruses come in all sorts of files and just scanning executables is not enough.

�         Do enable the anti-virus heuristic controls (if they are available). A heuristic scan takes longer, but not so much longer that it makes much difference to users.

�         Don't allow Windows Scripting Host (WSH) to run on machines that don't need it. Although some Windows programs need WSH to run, most machines can have this removed without harm. WSH controls the Visual Basic Language and many viruses have been written with it. By removing WSH, the virus can't operate.

�         Do enable Macro Virus Protection in all your Microsoft Office programs.

�         Do disable the Preview Pane view in Outlook and Outlook Express. Some viruses can be launched by simply previewing them, even if the message is never opened. Disabling this feature saves you a lot of grief.

�         Do not enable JavaScript for e-mail. Although there are no JavaScript viruses, it's only a matter of time before they appear, too. There are other vulnerabilities in JavaScript other than viruses, so it's a good idea to disable this feature in any case.

�         Don't allow your e-mail programs to "auto open" attachments.

�         Don't open attachments from people you don't know or attachments that seem suspicious.

�         Do configure your e-mail programs to display messages in plain text only if HTML formatted e-mail isn't necessary. This is especially true for Web-based e-mail as there have been a number of vulnerabilities found in using HTML-enabled e-mail.

�         Do educate all your users on the dangers of e-mail attachments and viruses in general. Also educate users about virus hoaxes and how to tell the difference between real and imagined threats.

�         Do use the security features that come with the product. This includes preventing general users from being able to make changes in the program. Some users try to turn off the virus detection and you don't want them to be able to do that.

�         Do educate your users about the anti-virus program you are using and how it works. This helps eliminate confusion, and staff will be less likely to try to disable the anti-virus program on their desktop machines.

Emergency! What to do

Okay. The worst has just happened and you think your network has been infected with a virus. The first rule is don't panic! A virus infection has happened to others and was bound to happen to you at some point. Hopefully you anticipated this and have an Emergency Response Team ready to operate. An Emergency Response Team should be part of your Security Policies and is composed of experts who can take over in an emergency.

If you don't have an Emergency Response Team, don't panic! Here's what you do:

1. Identify what infection you have.

You may have to do some research on an anti-virus Web site if your anti-virus program can't specifically identify which virus has entered your system. If your anti-virus program has all of its updates, it should be able to identify the virus. If your anti-virus program has not been updated recently, do that immediately.

2. Locate the source of the infection.

Scan all machines on your network to pinpoint which machines have the infection.

3. Quarantine all infected machines.

Take them off the network so the infection can't spread. That could mean physically unplugging the offending machines from the network or, if the infection is rampant, taking the entire network offline. You don't want to risk infecting others inside or outside of your network.

4. Eliminate or "cure" the infection.

Run your anti-virus program on all infected machines. Sometimes the anti-virus program can't reverse the infection, which means that you'll have to manually disinfect all machines. To manually disinfect a machine, you have to change registry settings or reinstall a portion, if not all, of the operating system. The anti-virus vendor's Web site should have specific disinfection instructions. If there is no information on the Web site, don't hesitate to give them a call.

5. Don't bring the machines or the network back online until you are sure all traces of the virus are gone.

This means scanning all machines AGAIN.

6. Have a staff meeting and tell everyone what happened, why it happened, and what you had to do to fix it.

Make this a "lessons learned" excursive and not a meeting to point fingers and place blame. You may discover a whole bunch of things you did correctly, too. View this as an opportunity to make sure it doesn't happen again.

Note: "Awareness is the key to solution

--
K.Raman.