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Technology Tip

Cleaning Viruses

When cleaning viruses it is often helpful to know when and how the virus infected the computer. Be sure to always write down any strange error messages you receive or anything odd that your computer is doing along with the date and time. Also, make a note of exactly what you were doing when the message or the odd thing occurred, such as installing software, downloading a file, reading an e-mail, using an instant messaging program, etc. Lastly, NEVER save passwords in forms, internet browsers, programs, etc. There are many viruses, Trojans, and other nasty bugs that copy saved information and send it on to third parties for identity theft. If you think you have a virus, be sure to contact the helpdesk to have your computer cleaned before you attempt to use any PNPI information.

Avoiding Viruses

Viruses can infect your computer from a variety of sources. The best lines of defense are to always install the Microsoft and other software updates that your computer recommends. These updates often fix problems with the programs that allow viruses to enter your computer.

Also, be sure that you have the most recent version of McAfee installed on your machine. At the time of this posting, the current version is 8.7 with patch 3. You can check your version by right-clicking on the McAfee icon on the bottom right of your computer screen and choosing “About VirusScan Enterprise.” If you do not have the current version, please contact the helpdesk to make an appointment for an upgrade.

Backing Up Important Data

If your computer is not already set to perform an automatic backup to a server, we highly recommend that you perform weekly backups of important documents on your own. Backups are important to ensure that critical databases, files, documents and e-mails are not lost in the event of a computer failure or hard drive crash.

There are a number of ways to backup your data. The best is with a Network Server; however, if you do not already have access to a server you will need to bring this topic up with your department chair. The next option is a Network Storage Device. This is a small unit that can connect to multiple machines such as in a work group. For individual machines, an External Hard Drive with a USB connection might be your best choice.

Feel free to contact your CITAs at any time to discuss your situation. We will be happy to make a recommendation that works with your specific needs.

University E-mail Quotas

The University has created a quota of space (set amount) for each faculty and staff member on the e-mail servers to ensure that there is enough room for everyone. If you fill up your quota you will not be able to receive additional mail. A quick way to clean out your in-box if you are close to your quota is to create local e-mail folders on the hard drive of your computer.

Look for the local section on the left side of your e-mail window and right-click on it to create a new folder. If you want to get really organized you can give the folders project names or course numbers, and even create subfolders within the projects.

However, if you just want to quickly clean out your in-box you can set up the folders by month, semester or year. Then click on the first e-mail you would like to move, press and hold the shift key and click on the last e-mail you would like to move. Everything in-between will now be highlighted. You can then drag the whole group of messages directly into the folder you just created.

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