Allan Hancock College Computer Training

Transcription

1 Allan Hancock College Computer Training This document is intended to help you better understand your computer and the network at Allan Hancock College. Computer and Network Terminology Understanding Data sizes Understanding the AHC Network Network Logons and Passwords Protecting your account How to obtain your computers name How to share printers How to set shared printer permissions How to connect to shared printers How to share folders and files Setting shared folder permissions How to connect to a shared folder How to create personal backups Usage How to access from work and the internet and mailbox size limitations How to find out the size of your mailbox Creating a.pst to organize and retain s ing Pictures How to get help for your computer problems Helpful Web Links

2 COMPUTER TERMINOLOGY Computer - A computer is a machine for manipulating data according to a list of instructions. There are many different parts that make up a computer. The following are the core pieces. Processor (CPU) - A central processing unit (CPU), or sometimes simply processor, is the component in a digital computer capable of executing a program. It interprets computer program instructions and processes data. Motherboard - A motherboard is the central or primary circuit board making up a complex electronic system, such as a modern computer. Hard Disk Drive - A hard disk drive (HDD), commonly referred to as a hard drive or hard disk, is a non-volatile storage device which stores digitally encoded data on rapidly rotating platters with magnetic surfaces. Memory - Random access memory (usually known by its acronym, RAM) is a type of data storage used in computers. It takes the form of integrated circuits that allow the stored data to be accessed in any order that is, at random and without the physical movement of the storage medium or a physical reading head. Video Card - A video card, (also referred to as a graphics card and display adapter), is an item of personal computer hardware whose function is to generate and output images to a display. Power Supply - A computer power supply unit (Computer PSU) is the component that supplies power to a all the parts in a computer. Computer Peripherals - Mouse, Keyboard, Speakers, Printer, and Monitor to name a few. A peripheral is anything that plugs into a computer externally.

3 UNDERSTANDING DATA SIZES B=Bytes, KB=Kilobytes, MB=Megabytes, GB=Gigabytes, TB=Terabytes 1024B=1KB 1024KB=1MB 1024MB=1GB 1024GB=1TB The largest standard floppy disk held 1.44MB, or 1,440kb. An average size picture from a today s digital camera would take up 2 floppy disks per picture. Zip Disks eventually replaced Floppy disks. Their storage capacity ranged from 100MB to 750MB. Recordable CD s replaced the Zip disk for storage capacity, price, and compatibility. CD-R disks could hold 800MB of data. Recordable DVD s are now replacing recordable CD s as the preferred disc media. DVD media can hold 4.7GB or 9GB on Dual Layer DVD recordable discs. USB Flash Drives, also known as Thumb Drives, range in size as small as 32MB, to as big as 16GB. They are a convenient way to store and transfer a lot of data but are susceptible to failure like all media. RAM. Think of the ram in your computer as size of your desk space at work. The more ram the larger desk space you have. Ram ranges from 128MB up to 4GB in today s average computers. Hard drive is the Filing cabinet of your computer. This is what stores all the information in your computer. Today s hard drive sizes range from 20GB up to 1TB, which is 1024 Gigabytes in one hard drive.

4 NETWORK TERMINOLOGY LAN - A local area network (LAN) is a computer network covering a small geographic area, like a home, office, or group of buildings. The defining characteristics of LANs, in contrast to Wide area networks (WANs), include their much higher data transfer rates, smaller geographic range, and lack of a need for leased telecommunication lines. WAN - Wide Area Network (WAN) is a computer network that covers a broad area (i.e., any network whose communications links cross metropolitan, regional, or national boundaries). Network Cable - Category 5 cable, commonly known as Cat 5, is a twisted pair cable type designed for high signal integrity. This type of cable is often used in structured cabling for computer networks such as Ethernet. Wireless Network - A wireless LAN or WLAN is a wireless local area network, which is the linking of two or more computers without using wires. This gives users the mobility to move around within a broad coverage area and still be connected to the LAN. Router - A router is a device that determines the proper path for data to travel between different networks, and forwards data packets to the next device along this path. They connect networks together; a LAN to a WAN for example, to access the Internet. Some units are available in both wired and wireless models. Firewall - A firewall is a hardware or software device which is configured to permit or deny data through a computer network which has different levels of trust. IP Address - An IP address (Internet Protocol address) is a unique address that certain electronic devices use in order to identify and communicate with each other on a computer network utilizing the Internet Protocol standard (IP) in simpler terms, a computer address. An IP address can also be thought of as the equivalent of a street address for a computer or other network device on the Internet. Just as each street address and phone number uniquely identifies a building or telephone, an IP address can uniquely identify a specific computer or other network device on a network. DHCP - The Dynamic Host Configuration Protocol (DHCP) is a set of rules used by communications devices such as a computer, router or network adapter to allow the device to request and obtain an IP address from a server which has a list of addresses available for assignment. The DHCP server ensures that all IP addresses are unique. Server - A server is a computer system that has been designated for running a specific server application or applications. A computer that is designated for only one server application is often named for that application. For example, when HTTP Server software is installed, the computer running it is called the web server.

5 UNDERSTANDING THE AHC NETWORK Network Accounts Network accounts are created at the supervisor s request. When a network account is created you will have your own login name address. By default, first initial/last name are the logon name. Passwords are ahc(first initial)(last initial). Ex. Bob Smith s logon would be bsmith and the default password would be ahcbs. Bob s address would be bsmith@hancockcollege.edu. Network Login When first turning on your computer you will be greeted with a screen asking you to press CTRL-ALT-DEL to logon. Once you press CTRL-ALT-DEL you will be prompted with a second screen with 3 fields. First is username. In our example we would put in bsmith here. Second field is Password, which would be ahcbs. Last we have Domain. A domain is a software network inside a physical network. For employees this field should always be HANCOCKCOLLEGE. The Lab domain listed is for students. There are different trust relationships between the two networks for security. Anyone logged onto the Hancockcollege domain will be able to see all the servers as well as have access to computers on the Lab domain. Computers on the Lab domain do not have the same privileges and cannot see servers or computers on the Hancockcollege domain without a hancockcollege user account. Network Passwords The default password for all newly created accounts are ahc(first initial)(last initial). We highly encourage everyone to immediately change their password after logging in for the first time. There are two methods to change your password. The first method to change your password is to log on to any computer on campus. After you login to the computer press CTRL-ALT-DEL. You will be prompted with a box with 6 buttons. The bottom left is Change Password. Click on this button, type in your old (current) password and hit tab (not enter) and type in your new password, tab once again and re-type that new password again and click ok.

6 The second method is to visit the AHC webmail site at Once there, logon with your username and password. Next, click on the Options button at the bottom left, then scroll down to the bottom and the second to last option is Change Password. Click the Change Password button. Type in Hancockcollege for the domain, your username for the account, old password, and new password twice then click OK. Now you have successfully changed your network login and password. PROTECTING YOUR ACCOUNT In order to protect your account we ask that you change your password immediately and do not give out your password to anyone. If anyone needs to use your computer they should have their own account or have their supervisor request an account for them by submitting a New Account request to helpdesk@hancockcollege.edu and include full name, building, room, phone number, and job description for that person needing the account. If you do give your account information to someone and they install unauthorized software, download spyware, etc, you will be held accountable if the offense happened while your user account is logged in. If you leave for a short period of time you can Lock your computer by pressing CTRL-ALT-DEL and hit Enter or click on Lock Computer button. This will lock the screen, keyboard, and mouse. Press CTRL-ALT-DEL and type your password to unlock the computer. If you are leaving for the day and it is possible someone else will use your computer please Log Off when you leave.

7 HOW TO OBTAIN YOUR COMPUTER S NAME You are going to need to know what your computers name is when sharing files and printers. To connect to a shared printer or folder you must know the computer name that the printer or folder is shared on. To find your computers name you need to Right click on the My Computer icon on your desktop or Start menu and selecting Properties. Click on the Computer Name tab at the top. Here you will see your computer name. In this example, the computer name is SML When you use that name to connect to a printer or folder you would type in \\SML313-02\ in the name field. You may want to write it down to remember. In this example the computer name is SML What this means is SM=Santa Maria Campus, L=Building L, 313=Room Number, and -02=Second computer in the room. Under the Computer Description it should have your name written there, if not, fill in that field with your name or the primary use or department that the computer is located in.

8 HOW THE SHARE A PRINTER To share a printer that is directly connected to your computer click on the Start button, Settings, Printers and Faxes. Select the printer you wish to share and right click on the printer. A dialogue box will appear and one of the options is Sharing. Select this. On the next screen you will want to select the Share this Printer bubble and then give the share a name. After naming click ok. A message may pop up stating the share is not compatible with MS-DOS workstations. Select Yes and your printer icon should have a hand under it to indicate it is being shared like the picture below.

9 SETTING PRINTER SHARE PERMISSIONS To setup permissions on who is allowed to connect to your printer you are sharing first click on the Start button, settings, Printers and Faxes. Right Click on the printer that you are sharing and select the Sharing option. Next click on the Security Tab located at the top. Click on the Everyone name and click on the Remove button. This will disallow anyone to be able to print to your printer. Next click on the Add button. Here you can add users you wish to be able to use your printer. Type in the users initials and click on the Check Names button and it will fill in the name or give you a list of people with the same initials to pick from. Repeat this step for each person you want to share with. After you are done adding users, click OK, and verify everyone you added has the Allow box checked for Print. You have now set permissions for your printer share.

10 HOW TO CONNECT TO A SHARED PRINTER Now that you have your computer name you need to know what to do with it. You will use this information when sharing a printer or folder and connecting to a shared printer or folder. In order to connect to a shared printer you need to click on the Start button, Settings, Printers and Faxes. Once you have your printer window open right click on a blank area in the window and select Add Printer. The first window click Next and then you will see this window. Select the bubble for A network printer, or a printer attached to another computer and click Next. Now select the bubble Connect to this printer (or browse for a printer, select this option and click next) Type in the computer name where the printer is located. You must add two backslashes \\ in front of the computer name and one after. In this example the computer is \\SML313-02\. Once you type the computer name a list of shared printers will pop up with available printers. Select the printer you want to add.

11 HOW TO CREATE A SHARED FOLDER To create a shared folder Right Click on the Start button and select Explore Now located the folder you wish to share. Right click on the folder and select Sharing and Security Now click on the Share this Folder bubble. Give your share a name and comment. Click Apply and you have now created a shared folder. Next you are going to set permissions on exactly who can access your shared folder. Click on the Permissions Button to start setting who can access your folder.

12 SETTING PERMISSIONS FOR YOUR SHARED FOLDER After clicking on the Permissions button on the Shared Folder properties you will see that Everyone has read access. Select Everyone and click the Remove button. Next click on the Add button and type in the persons initials and click the Check Names button. Check the boxes if you wish for the people you share with to be able to just read your file or be able to change them as well. After you have set the permissions on who will be able to access your share and if they can change your files you must also give them permission to the folder itself. To give people folder permissions click on the Security tab at the top. Then click the Add button and repeat the same steps as before to add users. Check on the boxes for the permissions you want to give. Read, Write, List Folder Contents, and Modify would be your standard boxes to check.

13 CONNECTING TO A SHARED FOLDER To connect to a shared folder Right click on the Start button and select Explore. Now click on the Tools pull down from the top menu and select Map Network Drive Select the Drive letter you want. The down arrow provides a list of all available letters. You can choose any available letter, usually one that will best correspond with the share purpose, like M for Math Dept share. Now type in the computer name that has the share or click Browse and locate the computer on Hancockcollege network. You can find a map here of the campus if you need help with room numbers. Finally, click the Reconnect at logon box and click Finish. You will now have a Network Drive when you browse your computer.

14 HOW TO CREATE PERSONAL BACKUPS To backup your files start by clicking on the Start button, Programs, Accessories, System Tools, Backup. If you are using a USB Flash or Hard drive make sure it is plugged in. The first screen to open, pictured here, click Next. The next screen will allow you to select backup or restore. Verify backup is selected and click Next.

15 At this point you will have a few backup choices. Normally the first option, My Documents and settings, is sufficient. If you have a need to backup everyone s Documents that use that computer select the second option. The third option should only be used when you have special software that requires a lot of setup requirements and needs to be backed up. Otherwise this option will use an enormous amount of space on your backup device, more than any flash drive can handle. Select the backup you need and select Next. This screen you see that Windows detected a 4GB USB drive and selected that as my backup device. Name the backup and click Next. If you wish to backup to another device like an external USB hard drive or a mapped network drive select the Browse button and select the drive you wish to backup to. The final screen before the backup begins shows the summary of the options you selected. Click on Finish and your backup will begin.

16 USAGE There are 2 ways to access your AHC . The first way is to visit the website The second method is to use the Outlook mail client installed on your campus computer. We are installing Office 2007 on campus. This includes Outlook client. Once you have logged onto a computer on campus all you need to do is open Outlook 2007 and it will automatically setup your information according to your logon.

17 AND MAILBOX SIZE LIMITATIONS All AHC accounts are limited to 10MB per and 50MB per mailbox. This means you cannot send any one larger than 10MB in size and your mailbox can not exceed 50MB worth of s and attachments. If you do exceed the 50MB limit you will receive daily notices stating you are over your limit but your will still continue to work. The next section explains how to move s off of the server and onto your local computer in order to free up space in your mailbox and retain more s. HOW TO FIND OUT MY MAILBOX SIZE To see how much space your mailbox is taking up Right Click on your mailbox and select Properties for Mailbox. Next select the Folder Size button towards the bottom. Now you will see how much space each folder is using. In the picture below I am using 6927KB which is almost 7MB out of my 50MB mailbox. You can also see which Folders are taking up the most space. In this example Deleted Items is taking up 5MB out of my 7MB in my mailbox.

18 CREATING A.PST FILE A.PST file is a Personal Storage File for storing s. As of now,.pst files have a size limit of 20GB per file. To create a.pst file open Outlook on your AHC computer. Next click on the File menu at the top, click on New, and click on Outlook Data File. Select the OK button after verifying Office Outlook Personal Folders File is highlighted.

19 Next you will be asked where you want to create your PST. Click on the My Documents icon on the left, then click on the Make New Folder icon in the top right, second icon from the right. Type in the name of the folder, in this case Outlook, click OK and click save. Next you will be prompted with the option to name your Personal Folder within Outlook. This is what you will see on the left hand side of Outlook under your Mailbox. Leave or rename as you like. Passwords on.pst files are not common but the option is available.

20 Now your Mailbox will have a new folder on the left that you just created. In this example the folder is named Personal Folders. Now you can create subfolders within your Personal Folders to help organize and clear up space from your mailbox on the mail server. To create a sub-folder, right click on the Personal Folders icon and select New Folder. We will create a folder names Sent Items in our Personal Folder. Once completed you can now go into your Sent Items folder under your mailbox, select any s you wish to move from the server to your PC. Drag those s you selected to the Sent Items folder located under Personal Folders and you have successfully freed up space in your mailbox.

21 ING PICTURES With the widespread adoption of digital cameras and the ability to send pictures to anyone quickly and conveniently there is a need now more than ever to learn how to send pictures correctly via . Most people buy the highest megapixel camera they can afford thinking more is better. This is true for the most part if you want to print out pictures 8 x10 or larger, but for usage they are less than ideal. In the following example you see picture on the left is the picture copied right from the camera and the picture on the right is the same picture that has been resized for ing. The size difference is 3,830 kb for the original and 85 kb for the resized picture. To resize pictures quickly, as well as be able to rotate them, download a nice little add-on from Microsoft called Image Resizer here. US/ImageResizerPowertoySetup.exe

22 This program will give you additional options when you right click on a picture. You will have Resize Pictures, Rotate Clockwise, and Rotate Counter Clockwise. When you click on Resize Pictures you will be prompted with 4 size options. Small indicates picture will be about ½ the size of the screen, Medium is ¾ of the screen, and large is full screen. Last option, Handheld PC, would be for devices like ipod Videos, PDAs, Cell Phones, etc. Click on the size you wish and click OK. A new picture will be created with the size selected in the name of the picture.

23 HOW TO GET HELP FOR YOUR COMPUTER PROBLEMS To submit a helpdesk request for a computer problem open a web browser and go to If you have never submitted a helpdesk request click on New User and create a user account. If you already have an account then type in your Username and Password and click login.

24 When creating a new user please fill in as much information as possible about your location. It will greatly speed up our response time when trying to locate or contact you. Building and Room number, along with your phone extension is greatly appreciated. If you don t know your room number, building floor plans with room numbers can be found here.

25 Once you have logged in click on the Go button to create a new Helpdesk Case. Now fill in the description of your problem you are experiencing, select the appropriate Problem Type from the pull down menu, and type in a more detailed description on what the problem is and when it started.

26 Once you have submitted your case you will see a Case Confirmation screen with a Case number assigned. Click on the Continue button. You will see a screen with the case you just submitted. To attach a screenshot of your problem to the helpdesk ticket, click on the case number under the Case column.

27 If you want to take a screenshot of an error either press ALT-Print Screen or just Print Screen. Alt-Print Screen will take a screenshot of the open window in the foreground; Print Screen will take a screenshot of your entire desktop. Next open the program named Paint by clicking on Start, Programs, Accessories, Paint. Now click on the Edit menu at the top and click Paste, or press CTRL-V. This will paste your screenshot you took. Now click on File, Save, and save your picture. With the Case window open, click on the Attach File to Case link. Browse for the file of the screenshot you took and add that file to the case.

28 You will receive another confirmation screen about your file attachment. Click Continue You have now successfully created a helpdesk case and attached a screenshot of your problem. Click the submit button at the bottom and you are done.

29 HELPFUL WEB LINKS Hancock College Web Outlook AHC Computer Helpdesk Support website. Hancock College Santa Maria Campus Floor Plans, helpful to find room numbers. IT staff are always asked where they get their hardware and software. Below is a list of the best links we at ITS like to use. Free helpful software for most computer needs. *Note, this link is provided for use outside of the college. Please do not install software from this page on your Hancock computer. IT has already installed all the apps that benefit your computer. Website that list sales on Tech related items. Good website with excellent prices on electronics. Good website for media needs including blank CDs, DVDs, Memory Cards, and Flash Drives.