Tech Tips

The Tech Tips listed on this page are intended to be an informative reference source for users.  Click the title to view the Tech Tip.  All Tech Tips are also available in PDF format to save or print out for future reference.

If you cannot view PDF documents, click here.

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Creating Secure Passwords - The CTC communications network is only as strong as the passwords created by its users. Passwords should be easily remembered but difficult and random enough to prevent others from guessing or password “cracking” programs from cracking them.

Deleting Cookies - To protect yourself from identity theft or a virus the best policy is to periodically erase the cookies stored on your hard drive.

Deleting Temporary Internet Files - Deleting temporary Internet files increases your computer's performance and security.

Logging off vs. Locking Your Computer - When you leave your computer for any length of time, such as when you go home for the night or leave the office for a long time, log off your computer.

Scanning Flash Drives - AutoPlay is a Windows function that allows media that is inserted into a computer to automatically launch.  Where Flash Drives are involved, AutoPlay offers a new way to drop malware into an unsuspecting computer. 

Setting Cookie Preferences - Setting your cookie preferences in Internet Explorer or Netscape Browser will prevent harmful cookies from being stored on your hard drive. Cookies can contain viruses, Trojan horses, or provide other web sites the ability to send spam or pop-ups to your computer.

Creating Distribution Lists - When sending email to a large group of addressees it is much easier to use a distribution list than selecting each name individually.

Creating Signature Blocks in MS Outlook - This tech tip provides steps for creating and automatically inserting a signature block in all emails. At a minimum, a signature block should contain your name, title, department, and phone number.

Deleting Files In The "Sent Items" Folder in MS Outlook - Many users do not realize that the many messages left in their Outlook’s “Sent” folder take up server space.  For users that send out a lot of e-mail on a regular basis, it is recommended that the “Sent Items” folder be emptied peridically.  This Tech Tip will show you how to empty both your Outlook’s “Sent Items” and “Deleted Items” folders.

Disable Use Cached Exchange Mode in MS Outlook - The delivery of e-mail to a recipient’s Microsoft Outlook inbox can sometimes be delayed if the Use Cached Exchange Mode is activated.  Use this Tech Tip to disable Use Cached Exchange Mode.

Displaying Outlook Calendar Popups - The Microsoft Outlook calendar function allows you to schedule future meetings and events to help you manage your time efficiently.

Forwarding SPAM to Postini - Postini’s filtering system blocks up to 95% of SPAM from entering the CTC network.  But sometimes you may receive SPAM in your Inbox.  If you do, Postini has three recommendations for you.

Out of Office Assistant - If you are going to be out of your office for any length of time, good customer service dictates that you inform your customers.   Customers who send email often expect an immediate response and may become frustrated if they feel you are not responding.  Microsoft Outlook has an auto-response tool that lets you send an email to customers informing them that you are out of the office and your expected return date.  The Out of Office Assistant will help you set up an appropriate response to customers.

Outlook Web Access (OWA) - If you are away from campus and you need to check your email, you can now access it remotely. Outlook Web Access allows users with email addresses in the CTC email system to check their accounts remotely.

Permanently Deleting Email from MS Outlook - When you delete an email message from MS Outlook it is sent to the Deleted Items folder where it will be stored until it is permanently deleted. Messages that are not permanently deleted will accumulate on the CTC email system’s database and needlessly occupy disk storage. (What are email worms?)

Using AutoArchive - Saving your old emails can take up precious space on the email server and cause IT to defrag the exchange server more often. Archiving can save server space by saving your old emails to your hard drive. AutoArchive can be set to automatically archive your old emails after a certain period of time.

Using Blind Carbon Copy - Blind carbon copy prevents your e-mail recipients from knowing to whom you sent your message.

Cleaning Computer Equipment Tech Tip - Dust build up is one of the most common causes of CPU death, literally corroding and overheating the delicate inside mechanics of your tower in as little as two or three years.  This scenario can be avoided by taking advantage of a few preventive measures.

Cleaning Flat Panel Monitors -Flat panel monitors require careful consideration of the cleaning product and a light touch when cleaning them.

Defragging Your System's Hard Drive - Defragging is a process whereby parts of data files on all segments of a computer hard disk are taken from their fragmented state (with parts of files spread all over the disk), and grouped together in complete-file segments.

Disk Cleanup Utility - Disk Cleanup is a utility that analyzes your hard drive, compresses files, and deletes files that you chose to be deleted. Disk Cleanup deletes temporary Internet files, the Recycle Bin, Internet programs, and old Windows files.

Adding RSS Feeds to Outlook and Internet Explorer - RSS Feeds enable a user to receive alerts on updated content, such as news, blogs, or podcasts.  Users can subscribe to RSS Feeds through Internet Explorer 7 and Microsoft Office Outlook 2007.

Copying a PowerPoint Presentation to CD - Microsoft PowerPoint has a tool that allows creators of PowerPoint presentations to put their presentations and supporting files on a CD for easy use and distribution.

Desktop Quick Access - Are you tired of minimizing all those open windows in order to access an application shortcut on your desktop? You can click the Show Desktop icon on your Quick Launch toolbar located next to the Start button.

Displaying Hidden Folders - Some folders are hidden by default to prevent users from modifying or deleting important files accidentally. However, it is sometimes necessary to access hidden folders to make changes to the way your computer operates.

Erasing Hidden Text from Word 2007 - Before passing on your next Word document to someone, you may want to start checking your document for hidden text.  Hidden text may come in the form of text the user intentionally hid or personal data that the Word Document has included, such as your name, e-mail address, printer paths, and the document’s file location.  In some cases, you may not want the recipient of your document to see the marks or notes you have inserted, or you may not want someone to see such personal information such as your e-mail address.  Thankfully, there is an easy way to both locate and delete this hidden data.

Internet Explorer 8 Accelerators - Accelerators are a new type of Internet Explorer Add-on that enables the user to search a word or phrase straight from the webpage they are on, thus eliminating the need to copy and paste a query into a search engine.  This Add-on takes advantage of not only search engines, but it also enables the user to search online stores, dictionaries, online maps, and other options with a simple mouse click.

Internet Explorer Auto Complete Function - The list of sites in Internet Explorer’s address bar is controlled through a utility called Auto Complete. This is a handy utility to use to if you visit many different Web sites.

IT Help Desk Checklist - The CTC IT Help Desk can assist you with problems that occur on your desktop or laptop computer.  If you follow the steps in this tech tip, before you call the help desk, you can sometimes resolve the issue yourself.  If you can't resolve the issue yourself this tech tip tells you what information to gather before calling the IT Help Desk.

Maximizing Windows - Are your program windows not maximized when you open a program? In other words, when you open a program, it does not fill the screen. This is a common problem and an irritating one. You can fix this by changing the program’s properties to Maximize.

Quick Launch Toolbar - The Quick Launch toolbar can provide you one-click access to programs or folders that are used on a daily basis.

Safely Removing Flash Drives - Flash drives, also known as thumb drives and pen drives, are replacing CD ROMs, 3.5-inch disks, and zip disks as the most common personal storage media.  Flash drives are small, lightweight removable data storage devices that easily plug into the USB port on your computer.  These drives are so convenient that it is easy to pull it from the USB port and go about your business before your data has actually finished saving to the drive.  To ensure information has been successfully loaded to the flash drive, click the "Safely Remove Hardware" icon located in the system tray before removing the flash drive.

Using MS Word's Highlight Feature -  Instead of printing out a document and using a highlighter to mark important sentences or changes to a document, use Microsoft Word’s Highlight feature. This feature is particularly handy with color printers since the reader can see where the highlighting marks have been made after printing the document.

Using Function Keys - How often do you use the Function Keys located at the top of your keyboard? Do you use them only for specific applications that require their use? Function Keys are actually handy Windows shortcut tools that save time for some repetitive actions that require the use of your mouse.