The Education Master 1994 (4th Edition)/EDUCATIONS_MASTER_4TH_EDITION.bin/files/comphelp/pcltutr/part3.exe/TIPS.TUT

Text File | 1994-02-05 | 24KB | 403 lines

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                       COMPUTING TIPS, TRICKS AND TRAPS

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       Sometimes it takes months or years to stumble onto the ESSENTIAL
       tips, tricks and traps with which every new PC user should
       become acquainted. Let's discuss a few of the more important
       items which never seem to be covered adequately in the
       instruction book which arrives with the computer . . .

       Don't experiment with ORIGINAL copies of your files! If you want
       to tinker with a word processing file or slice and dice your
       accounting data FIRST make a floppy or hard disk copy of the
       file and then work on the COPY in case something goes wrong.
       That way you will have the original to fall back on in case you
       need it.

       Don't buy floppy disks when the price is too good to believe. If
       your data is worth anything at all, a few pennies more can make
       the difference between having that important business letter
       obtainable or a dreaded error message on the screen that your
       file format is unreadable just when you needed that file at 3
       AM.

       Make backup copies of important files. If the data is REALLY
       important, keep yet a second or third copy in a safe deposit box
       in case your home or office burns down! Sounds a little severe,
       but just wait until you discover the joy of doing your income
       tax return on your PC (fantastic compared to the old pen and
       pencil way) and then discover somehow the ONLY copy of the file
       is no good when the IRS decides to perform a routine audit!

       For backup you might want to switch from the COPY command to the
       sensational DOS XCOPY command (available in DOS versions 3.2 and
       later) which also allows file copying and backup using
       additional parameter switches which you can read about in your
       DOS manual. For example the /S switch used with XCOPY will copy
       all files from your subdirectories to the new target disk.
       Adding /P to XCOPY will cause a pause at each step to ask
       whether you want each file copied. Using the /D switch followed
       by a date will allow you to copy only those files created or
       modified on that date or later. All three of these switches can
       be used in tandem.

       Here's a standard tip which is so simple most people overlook
       it. Whenever you buy a box of new diskettes, FORMAT them
       immediately. Why? Reason one: you will find out if any disks are
       bad and be able to return to the store rather than be down to
       your last (surprise: defective!) disk when you need it. Reason
       two: usually you are right in the middle of a long word
       processed document and need to save the file, but OOPS, your
       current disk is full. No problem. Just reach into the desk
       drawer and grab an empty floppy disk. SURPRISE! The floppy disk
       is NOT FORMATTED which forces you to exit your word processor,
       lose the data permanently from RAM memory, and format the disk
       just as you should have in the first place. Beginners luck, I
       guess. . .

       Here's an extremely important tip most beginners should
       consider: computers and containing a 80286, 80386 or 80486 CPU
       chip also contain a special battery to maintain the "setup
       configuration." This battery will eventually die and thus
       cause you to lose your important setup data. The first sign
       that your battery is going are mysterious losses of time and
       dates. Other "strange" data losses may start to occur.

       Eventually your computer will even refuse to start! Preventative
       maintenance suggests that you dig around on your DOS disk(s) and
       locate the SETUP program. Run setup and when you see the
       configuration report screen (lots of funny numbers and
       settings), hit the SHIFT-PRTSC (Shift key and Print Screen key
       pressed at the same time). This will force a printout of the
       valuable setup data to paper. You can also obtain shareware and
       commercial software programs that will store this data to disk.
       Most experienced users deal with the situation by making a
       copy of this setup data onto a "safety disk." If your battery
       dies, you will be able to quickly reconstruct the setup data
       from your paper sheet or safety disk after replacing the battery
       and running the setup program (or safety disk backup program.)
       Some computers do not use a setup program, but instead rely on
       a permanently stored setup which is accessed by pressing a
       special key or combination (for example, the delete key or
       escape key) when the computer first starts - the result is the
       same: access to the stored setup data.

       At any rate a computer user needs to realize that the battery
       inside the computer lasts for about 2 to 4 years - keep a
       record of how long the battery has been in your PC and
       replace it well before the deadline. Of course
       when you replace it, run the setup program and record the
       setup data on paper, since once you remove the battery the
       data will be lost from memory and you will need this data to
       reset the computer after installation of the new battery.
       You might investigate battery systems which automatically
       recharge themselves from the power source of the computer and
       thus never need replacement.

       IBM originally designed this feature, by the way, to supplant
       the older "dip switch system" on the first PC's. In older
       computers of the XT design, a user had to remove the PC cover and
       carefully set tiny switches deep inside the computer whenever a
       different circuit board or monitor system was used. This was
       tedious, so the software equivalent of the tiny switches were
       created in memory with settings stored by battery (when the
       computer was shut down). This allowed users to change the setup
       from the keyboard using the DOS setup program from the DOS disk
       rather than removing the cover and fiddling with switches. The
       downside is that now we must replace the battery periodically
       and of course record the setup data on paper or disk. Technology
       marches on!

       Here's an "insider's" tip power users are familiar with. When
       working with long text or document files such as instructions
       for shareware packages, business letters and other text files it
       is frequently useful to extract small portions to a separate
       file or print for future reference. Power users frequently use
       the shareware program LIST which browses or displays these
       documents and can "clip" screens using the frequently overlooked
       ALT-O key (press and hold ALT then hit O). Assuming LIST is
       currently browsing your document, it will ask for the name of a
       file to create which you may supply (e.g., custom.doc). List
       will extract that single screen of data to the file. As you
       continue browsing the document, hitting ALT-O will append or add
       any additional screens to the special target file! When finished
       you have a compact file of extracted text data which you can save,
       print or edit with your word processor rather than wading
       through endless screens of the lengthy master document! LIST
       is available from all shareware vendors, many computer clubs and
       individual users. Several shareware vendors are listed in the
       PC-Learn tutorial on software.

       Want the ultimate simple database? Combine LIST with any simple
       word processor or text editor. Using your word processor type in
       any list of ideas, phone numbers, addresses, parts inventory
       which needs to be tracked. Save the information on disk as an
       ASCII (plain text) file. Load the file into LIST using the
       appropriate command (e.g., LIST INFO.DOC) and use the high speed
       search feature by pressing the F key (F for find) and enter a
       search phrase to locate (e.g., Denver). List will locate that
       phrase and the information near it very rapidly. Pressing the F3
       key will take you to the NEXT occurrence of the same search
       phrase. When finished, hit the HOME key to return to the top of
       the document to begin a new search. Technically you could use
       your word processor's search feature to locate information also,
       but LIST is quicker and more flexible. To update your simple
       database, periodically edit the master document with your word
       processor to change, delete or update entries.

       When you turn on your computer each morning does DOS greet you
       with several prompts instead of one? Do you see:

       C>
       C>
       C>

       This is easy to fix since most beginners are unaware that
       someone has probably tinkered with the AUTOEXEC.BAT file and
       inadvertantly added a few extra carriage returns to the end of
       the file by pressing the return key several times when the file
       was orginally created and saved on disk. Simply load AUTOEXEC.BAT
       back into your word processor and remove all (usually invisible)
       lines and spaces and carriage returns at the end of the file
       (use the delete key). Resave the file as ASCII text with the same
       name and your problem should disappear.

       Beginners also need to know about the alternate keyboard.
       Sometimes you need a special symbol like the cents sign, the
       British currency (pounds sterling) symbol, or the one half
       fraction sign. IBM compatable computers contain an "alternate
       keyboard" system which allows access to special math, foreign
       language and graphics symbols. The source is a special ASCII
       chart printed in the appendix of your DOS manual as well as most
       computer reference books. It's easy to use this system: while
       you are in your word processor, DOS or other program, press AND
       CONTINUOUSLY HOLD DOWN the Alt key and then USING ONLY THE
       NUMBER KEYS ON THE NUMERIC KEYPAD (to the right of the keyboard,
       not the normal number keys above the keyboard) hit the three
       digit DECIMAL number code of the special character you need.

       For example, from the ASCII table in the back of my DOS manual I
       note that the symbol for the British currency Pound is decimal
       code 156. I hold down the Alt key, press in sequence the three
       numbers 156 on the numeric keypad and finally release the ALT
       key to get the proper symbol on my screen.

       There are many useful symbols for foreign languages, math,
       fractions, foreign currency, symbols to draw boxes, lines and
       useful graphics symbols. Note that these ASCII symbols will
       usually display properly on your screen but MIGHT NOT print
       properly on your printer since some are used for special control
       codes and other activities. Many will, however, display on both
       your screen and printer.

       Jot down the codes for the most interesting ASCII symbols to
       keep near your keyboard! By the way, PC-Magazine published a
       shareware utility called ASC.COM several years ago (available
       from many computer clubs and BBS systems) which can "pop up"
       over many of your programs and display the full ASCII code table
       for quick reference and handy use if you don't want to go
       searching for the ASCII index in the back of your DOS manual.

       Before leaving the discussion about the alternate keyboard, note
       that crucial control of your printer - setting various typefaces
       and features - can be provided via a combination of batch files
       and use of the alternate keyboard. See the printer discussion at
       the end of the PC-Learn batch file tutorial elsewhere on this
       disk.

       Absolutely lethal trick: If you get the message ABORT, RETRY
       IGNORE? from DOS while you are attempting to copy files from
       one drive or disk to another DO NOT EVER switch disks in the
       target drive (i.e., the drive to which files will be sent) then
       answer RETRY.

       If you do, you will end up with a hopelessly scrambled mess on
       the target disk if it already has important files in place. This
       can occur, for example, when you try to copy files to a disk
       which has a write protect tab in place. Your temptation might be
       to insert another different disk and retry. However, when DOS
       copies files, it first reads the directory of the target disk
       and stores it in memory. If you switch disks, the in-memory copy
       of the directory of the OLD disk will overwrite the directory of
       the new disk. Best situation in this case is to answer abort and
       rekey the operation again (shortcut with DOS is hit F3 to
       automatically reissue the last command) then try another disk,
       if necessary. There are other ways this dangerous situation might
       arise besides a write protect tab, so be careful.

       Don't install or change add-in circuit boards or cards within
       your computer with the power on. And be extremely careful about
       static electricity. Try to briefly touch a metal ground such as
       a lamp or metal window frame to discharge stray static
       electricity before you touch your fingers inside the PC. Static
       electricity discharges can blow out one or several integrated
       circuit chips and leave you with a repair bill of $300 or more!

       If you ever see the message:    ARE YOU SURE (Y/N)?     always
       answer no unless you really know what is going to happen next!
       This message usually precedes disaster as DOS prepares to delete
       all of the files on a floppy disk or format your hard drive and
       wipe out all data.

       Don't invite dumb power problems. You are typing the last draft
       of a valuable client contract and your 30 foot long power cord
       dangles in front of both family cats on its meandering way
       across the middle of the living room carpet to the wall socket.
       It is plugged into a rat's nest of four way plug adapters along
       with high-current drawing air conditioners and toaster ovens.
       This is a great way to send your data to toaster heaven while we
       are on the subject.

       Treat your hard drive with EXTREME tender loving care while it
       is spinning. No bumps, jolts, slams or ramma-lamma-ding-dongs!
       One little bump will send the read/write heads plowing into the
       spinning disk surface. Kind of like a 747 jet crash into the
       library of congress. Translation: large data catastrophe!

       If your data is sensitive and you lock the keyboard with that
       cute little key which slips into the front panel of your
       machine, DON'T forget to remove the mouse or other input
       devices. Since a mouse is an alternate input device, a savvy
       user can easily direct the computer to spill forth its
       information even while the keyboard is locked.

       Use the DOS command DISKCOPY in ONLY two cases: to make a backup
       copy of new commercial software OR when you have somehow damaged
       a disk and want to work on it with the Norton utilities or some
       other recovery program. For all other copies you are safer to use
       the COPY or XCOPY command. Reason? DISKCOPY does not remove file
       fragmentation which COPY does. Second reason? DISKCOPY can
       attempt to copy good information onto a target disk sector which
       has formatted bad or is otherwise unavailable to DOS. Use COPY
       *.* to copy all files on a disk and you will simultaneously copy
       everything and unfragment the files. Two operations for the
       price of one!

       Thunderstorm coming? Shut down the computer and unplug it from
       the wall INCLUDING the modem or telephone line! LIghtning hits
       to the power or phone line send very high voltages hurtling down
       the wire. If you prefer you can leave the computer plugged in
       and chose as to whether you wish your PC scrambled, sunnyside up
       or just deep fried!

       Never switch or remove disks in the middle of an aborted program
       operation. If for some reason you get an error message in the
       middle of a file copying session or disk writing operation,
       don't swap in another disk! DOS may think the old disk is still
       there and continue to write the remainder of the data over
       something valuable on the new disk! Better to stop what you are
       doing and issue a non-writing command such as VER or DIR or even
       shut down the computer in extreme situations rather than mangle
       two disks with misinformation.

       Be careful using the DOS commands ASSIGN, FORMAT and RECOVER.
       Especially if you are being a little too clever and change disk
       drive letters with the DOS commands ASSIGN, JOIN and SUBST. What
       happens is that you might temporarily rename your hard drive the
       B: drive and then absent-mindedly try to format B: or recover B:
       which will lead to a lot of deleted data on your hard drive.
       Generally the RECOVER command is best removed from your DOS
       subdirectory and never used. It is just too dangerous!

       If you delete some files by accident, Norton Utilities, PC Tools
       and several other utility programs can bring them back if you
       are quick to use them and haven't created or changed any files
       since the accident. Best to go out and get a copy of Norton, PC
       Tools or a shareware unerase utility (e.g., Bakers Dozen) before
       the need arises. Then practice using them on a dummy disk for
       the likely day you need them.

       Be careful when using the powerful DOS redirection and piping
       commands discussed in our earlier DOS tutorial.

       (example)     a>sort < this.doc   (sorts contents of this.doc on
                                         column one and displays contents
                                         on the monitor - a nice idea!)

       (example)    a>sort > this.doc    (trashes any existing this.doc
                                         and gives it a file length of
                                         zero! Bad news!)

       The same advice also applies to using the MORE command with
       redirection arrows <  > since you can likewise wipe out data
       files. Watch the direction of those cute little redirection
       arrows! Same thing applies to using the redirection arrows when
       you write batch files. Look at the sample line from a batch file
       listing below:

       (example)   ECHO -------->This message is important!

       In the above example, DOS will erroneously think the little >
       redirection symbol is telling it to create a file named THIS and
       use ECHO to redirect text from that line of the batch file into
       the file. A goofy, dangerous result! Another good boner is the
       following batch file example:

       (example) ECHO  Now use the c>prompt to return to DOS

       The above perfectly innocent batch file line creates a file
       called PROMPT because DOS spots the > symbol and does what you
       told it to do!

       Instructions mean business! If program documentation says MUST
       BE USED ON A COLOR MONITOR don't try to run it on your hercules
       or monochrome system. Software can indeed destroy a monitor and
       it only takes a second! Know what your monitor and display card
       can handle and be SURE that the intended software matches
       hardware capabilities.

       If you suspect a business or individual may be illegally using a
       commercial software package, for example buying one copy and then
       installing MANY copies on various machines, you should report
       the violation to the Software Publishers Association. Call
       tollfree: 800/388-7478. SPA use of Federal and State law
       enforcement methods is sudden and highly visible. The SPA is
       quite aggressive on this point. The majority of calls received
       by the SPA are from "whistleblowing" employees within a business
       which is illegally using software.

       If you use a RAMDISK to hold data be sure to stop every half
       hour and copy the information into a more permanent floppy or
       hard disk area in case of power failures. In fact every half
       hour, check to see that your data from ANY program is
       transferred to magnetic disk. No exceptions!

       For those using the newer disks having 1.44 Meg and 720 K sizes
       - those little plastic diskettes - don't swap and mix formats
       willy nilly. Label the diskettes clearly and know the format
       density (1.44M or 720K) with which you are working.

       If data is sensitive and you want it GONE from snooping eyes,
       use a utility like Norton's WIPEFILE to truly delete it from the
       disk so an office curiosity seeker can't bring it back with an
       unerase utility!

       Likewise, some word processors create backup files having the
       extension BAK. You may think you have deleted that sensitive
       client proposal when a second document CLIENT.BAK also exists!

       DOS manuals make reference to the VERIFY command. You can add
       the /V switch to the COPY command to supposedly verify the
       accuracy of the second file copy. Likewise you can turn VERIFY
       ON and VERIFY OFF from within your AUTOEXEC.BAT file.
       Unfortunately, the VERIFY command does a rudimentary CRC check
       which can test only gross errors in file transfers. To be sure
       the second copy is good, use the COMP command which, although
       slow, is deadly reliable when you "gotta be sure." The FC
       command found in MSDOS versions is even better and DOS manuals
       discuss its use. Likewise use the DISKCOMP command whenever you
       use DISKCOPY if you absolutely have to be certain that the
       second diskette is PERFECTLY identical to the first.

       Tutorial finished. Have you registered PC-Learn to receive your
       bonus disks? Registration is encouraged. Shareware works on the
       honor system! Send $25 to Seattle Scientific Photography,
       Department PCL6, PO Box 1506, Mercer Island, WA 98040. Latest
       version of PC-Learn and two bonus disks shipped promptly!