Windows

In my “PC to the Cleaners” thread, I’ve dusted you off, cleaned out your private data and today I’ll speed up your computer (at least infinitesimally). My final topic on cleaning is how to clean up (and out) your hard drive.

When you first buy a computer for your legal nurse consulting business, it runs so fast that we wonder why we struggled to live with our old computer. But what happens? The longer we use the “new” computer, the slower it gets. Why? The answer is simple – the more you work, the more data you store on the computer. The more data you store, the longer it takes to find the data you need.

First of all, think of an old vinyl record – 45, 33 or 78 rpm – whatever you grew up with. On a vinyl record, all of the data (the music) is in concentric tracks and you can immediately find a song by dropping the needle onto the correct track (anyone born after 1980 is probably lost by this point). At the risk of oversimplifying, think of your hard drive the same way. Your hard drive begins with its data in localized, easy-to-find places. As you use the computer and the hard drive spins, data is opened and saved into different spaces on the hard drive. Some portions of the data go into vacant spaces and some overwrites older data. At some point the “tracks of your data” are no longer in nice easy-to-find areas – they are spread out all over your hard drive. The more data on the drive, the longer it takes the computer to find and pull together the data when you open a file, photo or document.

What makes up these large quantities of data? First of all there are all those legal nurse consulting reports, LOLcats, photos, slide shows of flowers, movies of people doing stupid things and other attachments stuck onto your old sent and received email (if you use Thunderbird, Outlook, Outlook Express, etc. where copies of email are kept locally). There are also all sorts of old photos, files, file fragments, unused or partially uninstalled programs and other debris that have collected on your hard drive over time.

By cleaning out the junk or no longer needed files, you will free up hard drive or disk space you can then use to store new data. This speeds up the rate at which your computer accesses data (well not really, but it makes it easier for your computer to find so it seems quicker).

Simple things first: Go into your “sent” folder in your email program and delete any email more than 60 days old for personal email and 1 year for your CLNC^® business (or pick dates that work for you). Do the same for your received email and file attachments and dump anything you don’t need. If you can sort email by size (usually with a Size bar at the top of your email program’s window) go into the “sent” folder and click the Size bar until the largest email files are displayed first. Then delete any email with a large attachment (anything over 300 KB that you do not wish to save). If you want to keep an attachment, save it into the proper file on your hard drive (you’ve probably already done this and have a duplicate copy still attached to an email anyway).

Next, delete any unused or duplicate photographs, music, drawings, images or other files you have accumulated over the years. If you don’t feel comfortable deleting those photos from your 2001 summer vacation in Poughkeepsie (the photos you haven’t looked at since you came home) you can burn them to a CD/DVD or move them to a network storage device or portable hard drive, if you wish.

As you surf the Internet for information you need for your Certified Legal Nurse Consulting business, copies of all the web pages you visit are stored (cached) on your hard drive to make subsequent viewings faster. There’s no reason to keep these so you can set your web browser to clear the “cache” files on your web browser after every session and free up that disk space. Internet Explorer 6.0 and later can be set to do this automatically. Go to Tools, Internet Options, Advanced Tab, under Security. Select the box next to Empty Temporary Internet Files Folder when browser is closed and click OK. If you are using the Firefox browser you can look under Tools, Options, Privacy and Private Data Settings.

When a Windows^® user deletes a file, photo, etc., it goes into the Recycle Bin on your desktop to give you a chance to recover it, in case you have second thoughts. On a regular basis you should empty those “trash” files from your Recycle Bin. This maximizes your hard drive free space by freeing Windows to overwrite those files and the space they used to occupy. The files aren’t really deleted – Windows just pretends it can’t see them so it shows them as “free” space and eventually overwrites them.

To speed up file access you can consolidate your files into the My Documents folder. Here you’ll find subfolders such as My Music and My Pictures and you can create additional folders for word processing documents, spreadsheets, etc. By consolidating, you’ll make files easier to find, and you may only need to back up the one folder rather than having to hunt all over your computer for files to back up. (You can then set your Microsoft^® Office programs to open into the correct “default” folder so you won’t have to fish around.)

To gain back even more hard drive space, delete the “shovelware” from your computer. This is what I call the preloaded, “limited time only,” or preview software the manufacturer dumps onto computers due to licensing deals. It also includes the stuff you’ll never use. To get rid of it, open the Control Panel, go to Add and Remove Programs and remove any program you’re not using and don’t plan to use. Be careful though – just because you don’t recognize a program doesn’t mean you don’t need it (or won’t need it).

As I said earlier as you continue to create and save your reports for your attorney-clients, and delete files, Windows fills the “deleted” spaces with newer files, often scattering files across your hard drive? This causes Windows to run slower as it searches your hard drive for those fragments and pulls them together into your file. If you run a defragmenting program on a regular basis it will reconsolidate your files and programs so Windows doesn’t have to look for them. It’s kind of like putting the record tracks I talked about above back into the correct order for each song. After you delete no longer needed programs and data, you should run a defragmenter.

Windows^® XP has a good built-in defragmenting program. Before you run it though, you should empty your Recycle Bin. Then run the defragger from the menu bar by clicking Start, then Programs, then Accessories, then System Tools, then Disk Defragmenter and finally click Defragment. The program will start up, run and you will need to close it when complete.

I recommend defragging at least once a week. Any more often than that is simply compulsive. Any less than once a month is criminal. The key to keeping your computer running fast and smoothly is regular maintenance.

Keep on techin’,

Tom

In line with our talk about the wonders of the Windows^® operating system, I’ve got a mixed bag of news. On April 14 of this year, Microsoft^® will end support for Windows^® XP, Office 2003 and Exchange 2003. For the majority of the Certified Legal Nurse Consultants out there, it’s the support for XP and Office 2003 that will hurt.

What does this mean to a busy CLNC^® consultant? Well, the endless stream of bug fixes and service packs that flow from Microsoft will finally cease – for the two products you’re likely to be using (Office 2003 and Windows XP). Microsoft will still issue security updates for these products, but only updates that Microsoft, in its infinite wisdom, deems to be critical.

Should you be scared? No. Both programs will still run just like they do today (and tomorrow and the next day) and you’ll have plenty of time to consider your next move – upgrading to a new computer that runs Windows Vista (or Windows 7 if you wait long enough) and Office 2007. The older programs are still good and will remain in service for some time. I know a number of major law firms that haven’t upgraded to Office 2007 due to compatibility issues with their legacy software, computer hardware and Vista. A lot of small businesses and consumers (that’s us) will just ride it out until our next (scheduled) upgrade (i.e., when our computer craps out). If you’ve got the cash, you can buy an extended support agreement from Microsoft, but I wouldn’t recommend it.

If you do decide to panic and upgrade, or simply to upgrade, make sure your new computer has 2GB or more of RAM (memory), a fast 2.4+ GHZ dual-core processor and a big ‘ole hard drive to hold all those medical-related case reports for your CLNC^® business. Conversely, you could always just buy a Mac^® and only have to worry about upgrading every 3-4 years.

Keep on techin’,

Tom

If you’ve moved to Microsoft^® Office 2007 with its suite of upgrades, enhancements and head-banging, you’ve probably noticed the so-called “Ribbon.” This replaced all the good, old-fashioned, easy-to-use command buttons in Office 2003. I’ve been using this suite for about 10 months now and still misplace commands and I never remember where the darn “advanced options” can be found. If a techie is flummoxed, what’s a legal nurse consultant to do?

Well, fire up your favorite web browser and head on over to Microsoft’s excellent Get Started web page and check out the tutorials created for people just like us. Trust me – when it comes to software, you’re more like me than I am myself.

Look at Basic Ribbon Training. It will help you track down the commands that you can’t or won’t find on the new Ribbon. These are two terrific links and I keep them both bookmarked in my IE7 browser. I usually use the Firefox browser but found that for some strange reason Microsoft’s websites work best when using the Microsoft IE browser (something funny about that).

While I’m on the topic of Word 2007, do you ever use the little (?) help symbol up in the top right hand corner of your Office 2007 programs? This replaced the “Help” button and the “Type a question for help” box that was found in Word and some of the other Office 2003 programs. It’s a pretty good tool, but as many times as I’ve used this to search for a solution, I don’t always find what I want right away.

Here’s an example. When I insert a headshot of Vickie into a Word 2007 document, all I see is an empty box (in Windows-speak a “placeholder”) – not the photo.

Now, I’d really like to see this photo of Vickie so I can figure out how to wrap the text around it to make best use of the space on the page. When all I see is an empty box, it’s not much help. I can’t use any of the cool feathering tools, etc. on this darn box.

So I did an online search by typing in “I can’t see my inserted photos in Word 2007″ and I got some good leads, one of which told me to “Open the advanced tab under Images and un-click show placeholders.” The perfect answer right? Except in 2007 there is no “advanced tab” under the Image tab!

Giving up on that, I decided to use the built-in Windows help function. I clicked the little (?) and typed “show placeholders.” I got nothing. I typed “view placeholders” – got nothing, typed “view images” – got nothing. I finally remembered the Windows bar doesn’t say “images,” it says “pictures.” I typed “show picture placeholders” and I got the answer to “Go into advanced options and remove the checkmark for ‘view picture placeholders.’” Gadzooks! That’s the answer. Now all I need to do is find the “advanced options” and I can fix my problem. It’s simple. Click “tools,” click “options” and darn. There are no “tools” or “options” in Word 2007. So it’s back to the online “Basic Ribbon Training” page to use the Find Word 2003 commands in Word 2007 link to find my “options” and “advanced options” (they’re at the bottom of the Ribbon under “Word Options”). Now I see how to play with my inserted headshot of Vickie (not image of Vickie, duh!).

You can download a free “Get Started” tab from Microsoft that you can install right onto the tool bar of your Office 2007 versions of Word, PowerPoint and Excel. When you encounter a bump in the road or can’t find a command simply click the “Get Started” tab and you’re on your way!

The moral of this story isn’t to buy a Mac^® for your legal nurse consulting business – it’s if you’re searching for something in the Windows Help function, you should use Windows-speak to find it. The more you use the language of the software the more likely you will be to actually find a useful help answer! Something cool about the new online help function is that people can comment and add answers that truly help other people like me who are challenged by help.

So, like I said in the title – don’t be afraid to ask for help, just be careful how you do it.

Keep on techin’,

Tom

P.S. Please comment on your wild experiences riding the Ribbon.

A couple of Thursdays ago, I posted a blog about my birthday (thanx again everyone). Then Vickie had a birthday and today I’d like to remind everyone of two more birthdays – both are about half my age and both are almost as important as mine. They’re the birthdays of whats, not whos. You either love or hate (or both at once) these whats.

On November 10th of last year, Microsoft^® Windows^® turned 25! Happy belated birthday, Windows. I’m sorry I didn’t send a card but I forgot while waiting to reboot (again). This year, coincidentally on my birthday (January 22 in case you want to mark your calendar), Apple, Inc.’s Macintosh^® computer, turned 25 too! Happy belated birthday, Mac^®, I’m sorry I didn’t send a card but I was loading the Slumdog Millionaire soundtrack onto my iPod^®.

Windows was really created in 1983, it wasn’t until 1985 that Windows 1.0 came around as a new product. My first experience was Windows 3.1, back in the early 90s. I remember moving very reluctantly from my trusty DOS version of Automenu to the scary Windows GUI (graphical user interface). It was so traumatic that I needed a techie friend to come over, install it on Vickie’s and my computers and teach us to use it.

Next we graduated to Windows 95, then moved up to the popular blue screen of death known as Windows 98. Believe it or not, I still have two laptops running Windows 98! I keep them to run some older programs I just can’t live without (no, one is not Pong). We passed through a couple of server versions and I advanced the users in Vickie’s growing company right past Windows 2000 to the best OS I’ve ever used, Windows XP. Now we have the SP2 version of Vista out (which shows it really is a good OS if you have enough computer power) and Microsoft is set to release Windows 7. All the reviews I’ve seen of Windows 7 say it will (eventually) knock our socks off (even though it’s really just SP3 of Vista).

Although Apple was started way back in the ‘70s, 1984 was the public introduction of the first Macintosh computer (which was the first computer to use a GUI as well as a mouse). Remember the cool “1984″ commercial that ran during Super Bowl^® XVIII? Most of you know I’m not a Mac user (although I did check my email on a Macbook Pro^® in the Apple store in Tokyo last year) so I have no history with them. I will tell you that I believe they’re some of the best computers built and have the best operating system on the market.

Today, technology has given Certified Legal Nurse Consultants many more choices than we had in the 80s and 90s. There are advantages to both systems and with the vast array of software available (like Windows for Mac) there’s nothing stopping you from using a Mac in your legal nurse consulting business. You won’t find Macs in too many big law firms but you’ll probably find them with solo practitioners and possibly small firms. Whichever OS you choose for your business or next computer upgrade, you’ll be in good shape tech-wise. Things will just continue to get better. You can look as cool as you want in Starbucks^® or for your kids – there’s nothing holding you back! One last thing – there are Mac viruses out there (contrary to popular belief), if you’re a Mac user check out this article.

A lot of things have come and gone since 1983/1984, Ronald Reagan, George HW Bush and Cabbage Patch Kids included. We’ve experienced the frustration and fun (hah) of Windows and Macs for over 25 years. Can you think of many other products, especially in the personal computing field, that have lasted that long while improving themselves? If you do, let me know.

Keep on techin’,

Tom

Back in the days of color-coordinated suits, shoes and purses, Vickie would tell me, “It’s not easy being green. If it was, everyone would do it.”

Funny how just 10 years later all the buzz these days is about green this, green that. I mean we’ve got green cleaners, green light bulbs, green cars and now green computers and green textbooks. Everyone wants to be as green as they can, but other than ride in the backseat while my Dad drives what can you do?

First, let’s talk about green computing. There are lots of ways to save money, but there really isn’t too much “green software.” The most obvious “green tip” is to turn your computer off every night before you go to bed and then turn it on each morning so you can compulsively check your email. I’ve always believed that’s bad for the hardware, but lately I’ve been reading that today’s computers are designed to last over 40,000 power cycles. So, if you turn it on and off twice a day that’s 50 years of life in a world where we trade computers out every 4-5 years, or less. Your computer will outlive itself and maybe outlive you too.

So why don’t we turn our computers off at night? Well, two words, convenience (I know that’s only one word, but here in Texas we can drag it out over a week). We don’t like to wait for our computers to boot up. We want our email and we want it now. Even my computer loses about five minutes after I boot it and log on due to all the start-up scans, and automated crap that runs before I can use it. What is a Certified Legal Nurse Consultant to do if she wants an instant turn-on?

Using your green thumb to turn off just your monitor saves some energy and the computer keeps running so it’s instantly available. Using a screen saver, especially one of the cool ones that generates 3D graphics, uses power because it keeps the screen on instead of allowing it to dim.

Some greenier alternatives include putting your computer into “sleep” or “standby” mode or even “hibernation.” Most computers have variable power settings that you can program to shut down the display, stop the hard drive and put the computer into “sleep” or “standby” mode. When your system goes to “sleep” or “standby,” it’s still running so your active data stays in the RAM (Random Access Memory) and the power stays on – just at a much lower level. I’ve seen reports that state a computer in sleep mode will consume up to 70% less power than a computer sitting idle.

Putting your computer into hibernation is even greenier. Hibernation saves the most power of any of these methods. In hibernation, your computer actually shuts down just after saving your current computer state, session and data to the hard drive (so you’ll need to have ample disk space available to store the information). When you turn the computer back on, everything should return to the way it was when you put it into hibernation.

What’s the big difference? It takes longer to bounce back from hibernation than it does from sleep (just ask a bear). If you’re into immediate gratification, hibernation won’t do. You may even have to log back onto your computing session which slows things down more.

If you want to manage your Windows^® XP^® power settings yourself:

1. Right click anywhere on your desktop (you know the part of the screen where there are no icons). You can also get here by clicking the Start Button, then Control Panel, then Power Options.
2. Select “Properties.” You’ll get the “Display Properties” box.
3. Click Screen Saver and select “none.”
4. Then click the “Power” button in the bottom of the box under “Monitor Power.” You’ll get the “Power Options Properties” box and can create your own power settings there.
5. Remember to save them.
6. Click OK until you’ve closed all the boxes.

If this is too difficult, or you just want some of that feel-good sense you get from driving a Prius (stay out of the way of my global warmer), Verdiem^® Corporation makes a free (yes, I said free, meaning no green money going out) program called Edison that will manage your power for you. It will also show you how much money you’re saving. Simply go to Verdiem.com/Edison and select the program for your current operating system. Download the program, open it and tell it what your Work and Non-Work times are. It will then handle your power management and tell you how much annual savings you can expect. You don’t need to be an Edison-level genius to see how easy Edison makes it to be green.

Keep on techin’,

Tom

Windows^® Vista never quite caught on in the corporate setting. XP has continued to rule the corporate roost. Home and small business users, like legal nurse consultants, however, have adopted a mix of XP and different versions of Vista that were foisted on them by retailers when they bought new computers. If you’re still running XP and haven’t yet upgraded to Vista, should you? Or should you wait and go directly to the next version of Windows^®, currently known as Windows^® 7?

The last I read, the rumored target is late 2009 for Windows^® 7. That probably means 2010. Then it will be even later for the service packs that fix the bugs to come out. If you’re buying a new computer now and you’re buying a pretty powerful system, I recommend going with Vista (Home Premium or Business edition) now.

Why? Because you’re going to be buying newer, Vista-compatible versions of software that should also be Windows^® 7 compatible. Lots of the problems encountered with Vista come from people trying to use older software that is not fully compatible. This is what keeps many corporate users, such as large and even small law firms (and their mixes of software versions and computing power), from adopting Vista. Vista is a perfectly good operating system. If you upgrade your printer and scanner at the same time, make sure you get drivers for them. If you keep your old printer/scanner, look for driver information online.

If you just have to have XP, Microsoft^® is allowing some computer manufacturers to order XP through the end of January 2009 for delivery in early 2009. That means move quickly. Remember, the longer you use (or hold onto) XP, the harder it will be to upgrade later. You may as well bite the bullet and get on the Vista bandwagon with your next computer purchase.

Keep on techin’,

Tom