How can I open a ".odt" ?

Q: Paul, How can I open a ".odt" ?

A: As I discussed in this article, Cannot open attachment…help!, when you run across a file that Windows does not recognize, and doesn't know how to open, it is due to the fact that some program was used to create the file that you don't have.

In this case that program was OpenWriter-- the word processor in the free OpenOffice Suite.

Basically, when this happens, you have three options:
* Ask your sender to resend the file, only this time 'Save As' it to a more common file type. (such as .doc, or .rtf, or even .txt)
* Install the program on your machine yourself.
* Look for "viewer", or "converter" tool.

I like the first choice myself (and I'm not always so polite in my phrasing), but most of you will probably prefer the third. (This comes up at least once a week for PowerPoint slideshows!)

A free document viewer for all common word processing formats can be found here.

A free file type converter (all types of 'media') can be found here.

.. and for the 600,000th time.. the PowerPoint Viewer is here.

[note: when you come across a 'dot xyz' that you've never heard of before and have no idea what might of created it.. go to FILExt.com. There you will be able to look it up.]

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

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Getting Rid Of Malware, Step 1*

What do you do when your PC is displaying all the signs of having been infected, but your antivirus and anti-spyware scan reports come back clean?

This was the case for a fella who called me for advice recently. He had done things 'right' -- and by that I mean he has a firewall, he keeps his antivirus definitions up to date, and he runs a couple of anti-spyware applications -- but suspected his machine had been hacked anyway.

He couldn't do things he was used to doing (like deleting a file) and his machine was "really slow."
But according to his scanners, his machine is in perfect shape.

Tip of the day: If you should find yourself in a similar situation there are several steps you can take to help resolve your questions and (hopefully) fix your machine without taking the drastic step of wiping your hard drive, formatting, and reinstalling Windows.

The first step is to use a scanner that isn't installed on your machine. Here's two ways to do that: one, if your antivirus allows it (and most of them do these days), follow its instructions and make an antivirus recovery disk. This is a bootable disk that scans your system before Windows loads.

To use one, put it in your CD tray and restart your machine. A plain-text sentence will appear telling you to "press any key to boot from CD..." (if you don't see this, click here.) When you see it, hit your spacebar or, well, any other key, and then follow the instructions. When it's finished, remove the CD and restart your machine again.
[note: you may also use a properly prepared USB thumb drive. Click here to read my article on how to do that.]

A second method is to use an online scanner. I have a list, with links, of several good online scans on my Website, here. Quite a few of the online scanning tools will try to sell you their full application, but you're under no obligation to buy. The big advantage to these two methods lies in the fact that they have not been compromised, or altered, and the files and scanners on your machine may be-- the modification being done by the virus or hacker.

Another thing to do is scroll down to my "Today's free link" and download HiJack This! Run it and dump the result into a .txt file (there's instructions for this) and then register on one of the HiJack This! forums (there's instructions for this too) and post your results there. Before too long, an expert anti-malwareologist [don't bother looking: I just now made that word up] will have looked over the intricacies, and will post his analysis and instructions. These guys (and gals) are really, really good at what they do, and you can trust their answers.

Also run CheckDisk with the "r" "f" switches (this probably will require a reboot) to make sure the problem is not your hard drive.
Click on Start >Programs >Accessories >Command prompt. In the white-on-black window type "chkdsk /r /f" (no quotes, and be sure to include the spaces). You may be told that certain files are in use, and asked if you want to "schedule this at the next reboot Y/N?" Type in a "y" and restart your machine.

Hopefully these efforts will be rewarded with a rejuvenation of your machine, and you will be back in business again.  If not, you have my sympathy. You may have a rootkit and then your best solution is to re-format your hard drive and reinstall everything, or enlist the aid of a professional

Today's free link: HijackThis™ is a free utility which quickly scans your Windows computer to find settings that may have been changed by spyware, malware or other unwanted programs. HijackThis does not clean infections, but creates a report, or log file, with the results of the scan. A large community of users participates in online forums, where experts help interpret the scan results to clean up infected computers.

Copyright © 2007-8 Tech Paul. All rights reserved. post to jaanix

Will System Recovery Delete My Programs?

Most computers today come with manufacturer software and a partition on the hard-drive to provide the ability to do a "System Recovery", oftentimes accessed through a program called "Recovery Center".

I have received several inquiries recently as to whether or not running a "recovery" will remove ("delete") installed programs and files.

A: Well.. Yes and no. It will "delete" your installed programs, and no, it probably won't "delete" your files.

Huh?

What the recovery software -- when launched -- will do is offer to copy the files on your machine to a backup location,{usually, it depends on the manufacturer, but most do} and them restore them again after it wipes out your C:\ drive and re-Installs Windows.
(Actually, a factory "image" of your machine taken right before it left for market.)

[note: you already have a copy of your files.. right? You do make backups.. right?!? If you answered, "uh.. no, not yet.." please read this.]

Your computer will basically be "restored" to factory defaults, and you'll have to reinstall all your programs, and visit Windows Update, and tweak your Desktop.. deja vu all over again. But, the contents of your Documents folder will be copied back.

Because of this, you should consider this type of recovery a method of last resort, not to be tried until other methods -- such as the built-in Windows' System Restore -- have been tried first. http://techpaul.wordpress.com/2008/09/04/how-to-use-system-restore-to-fix-windows/
Maybe.. call a Pro first?

Today's free download: Digsby helps you manage all your IM, e-mail, and social network accounts from one easy-to-use application.

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

How To Solve Buffer Errors When Burning Discs

If you are having problems burning files to optical discs (CD's and DVD's) you may see an Error Message that says something like "Buffer overrun. Try writing at a slower speed".
(And you might not.. you might just get jittery video or garbled music.)

Optical disc are "burned" with a laser, and due to highly complicated scientific something-or-others (probably something having to do with "Physics") the burning device in your machine needs to have the 'data' fed to it at a constant rate.
This is accomplished by "compiling" the files into a memory area called a "buffer".. which then 'feeds' the CD/DVD writer in a steady stream.

Problems can occur when the software creating the burn puts too much data into the buffer (an "overrun") too quickly, or not enough data in quickly enough (an "underrun").

Tip of the day: Cure your bad burns by telling your burning device to write at at a slower burn rate. (It will {should} tell the software.)

In Windows XP:
1) Open "My Computer" (Start >My Computer, or double-click the Desktop icon.)
2) Right-click on the CD/DVD drive icon and select (click) "Properties".
3) At the top are a series of tabs, click on "Recording"
4) Use the the drop-down arrow labeled "Select a write speed" to progressively slow down your burn until the problem disappears.

In Vista:
In Vista you need to open Windows Media Player to set the burn rate. Start >Programs

1) Click on the little arrow underneath the "Burn" menu, and select "More Options..."
2) On the Burn tab you will see the Burn speed drop-down arrow-- progressively slow down your burn until the problem disappears.

[Note: If you are using an authoring program, such as Nero or Roxio, you will find similar options in similar places (menus).]

Today's free download: When you need to copy discs, or deal with "disc images", you no longer talking about "burn files to disc", and you've entered into the realm of the "dot iso" (file type= .iso) and you need a program that offers the "Copy" option. I use a light-weight program that integrates into your Context Menus.
ISO Recorder is a tool (power toy) for Windows XP, 2003 and now Windows Vista, that allows (depending on the Windows version) to burn CD and DVD images (DVD support is only available on Windows Vista), copy disks, make images of the existing data CDs and DVDs and create ISO images from a content of a disk folder.

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

My Homework Is Missing!*

There have been occasions when I was not paying attention, and I saved (and/or downloaded) a file to some location I didn't intend. What's worse, I wasn't watching closely enough to notice what and where that location was, and the file was effectively gone. Of course, my misplaced file wasn't really gone ... I just had to find it again. That's when a desktop Search tool comes to my rescue.
Sometimes, though, the search comes up 'empty', or otherwise produces unhelpful results, and that's what I want to address today.

Tip of the day: Find that file by using the proper search tool, properly. Windows comes with a built-in search tool, and there are "better" tools available (usually as free downloads) as well. But let's start with the tool you already have. Windows Search is located in your Start menu (Start >Search) and is the magnifying glass icon.
If you cannot see a Search/magnifying glass: right-click on a blank area of your Taskbar and select Properties. Now click the Start Menu tab and click on the "Customize" button and select the Advanced tab. Scroll down and place a check in the box marked "Search", as shown below.

Launch the Search tool and click on the "All files and folders" option in the "What do you want to search for?" area, and then -- and here's the trick -- click on the "more advanced options" down arrow, and place a check in the top three checkboxes.

There are several "hidden" folders in the Windows filing system and it's possible your file was moved into one of these (particularly downloaded emails) and if that happened, it will not show up in a "normal" search. Selecting the subfolders option ensures that your search is as thorough as possible. Now enter the file name and click the "Search" button and enjoy the cute antics of the animated 'search puppy'.

Bonus tip of the day: Often, I cannot remember the exact, or complete, name of the file, and that's when the use of the wildcard symbol becomes very useful. Windows uses the "*" to represent "any".

Let's say, for sake of example, that I found a neat picture of a rose on the Internet (not copyrighted, of course!) and downloaded it. The actual file name is "DSCredrose16.jpg", and being the incredible complex and super-busy human that I am ... I download it to someplace other than where I expected. Searching for "rose.jpg", in this case, produced no results (sometimes it will).

If I use wildcards, I don't have to worry about an exact match. Typing in "*rose*.jpg" (no quotes) will find it, because I told the search to 'match' any letters before the characters r-o-s-e and any characters after them as well, and to show me only pictures.

If I'm not certain the picture was a JPEG, and that it might be a GIFF, or a TIFF, or a PNG, or a Photoshop picture (.psd), or a bitmap (.bmp) ...I substitute a wildcard for .jpg, like this: "*rose*.*".
If I type *.* into the search for box, I will get a list of every file on my machine -- because I told it to 'match' every file name, and every file type.

Bonus bonus tip: Last night I was able to play Hero when my sister called begging me to help her "find" my niece's homework assignment. Normal Search techniques were only showing very old (early) versions of the project, and so they were scared that all their hours of hard work had vanished.

If you look just below the "Look in: Local Hard Drives" drop-down, you will see in bold "When was it modified?" This allows you to search by date (or date ranges). I used this to limit the search to just yesterday's activity. I quickly found the missing school project-- it had been Saved to a browser's obscure "Temp" folder (because it had been e-mailed, and she had "Opened" it instead of "Save"-ing a copy to her Desktop).

Today's free link(s): If you want a faster/better/more capable desktop search tool than the one built into Windows XP (and if you spend a lot of time searching for files on your machines, you may), the top three downloads are Microsoft's Windows Desktop Search, Google Desktop search, and Copernic. I must warn you that there are some privacy and security issues revolving around Google Desktop that may or may not remain valid -- that debate still lingers. I can also tell you that Copernic is the geek's choice.

* Original post: 7/26/07

Copyright © 2007-8. Tech Paul. All rights reserved.

Questions About File Extensions*

Today I will answer a few reader questions in the (hopefully) now familiar “Q’s and their A’s” format, and provide a link to a free disk imaging program.

Q: What is a .bkp file?
A: First of all, it is helpful to know what a "file extension" is. The dot three-letters (sometimes four, as in website/index.html) ending you see at the end of file names is a method used to tell machines what category of file this string of code is (remember, it is just a series of 0's and 1's), and whether or not it is an "executable" file (such as a program.exe).
Your machine uses the extension to determine which program to use to open the file.

You are probably familiar with the more common file extensions: .doc and .txt for text, .xls for a spreadsheet, .jpg for pictures, and .htm or .html for webpages. Frankly, there are quite a few dot whatevers -- too many to list here-- the short answer is a .bkp is the backup file created by Windows Backup utility. This is the file you will use to restore your files should something untoward happen, and so you should treat it with care, and store a copy in two locations; on a CD or DVD and on a different drive or partition.

If you ever run across a .xyz file extension that you've never seen before, and have no idea how it got there or what it does, the place to find out is the website FILExt.

Q: My computer is not showing file extensions, how do I make them visible?
A: You must turn off the "Hide Known File Extensions" feature. Open Windows Explorer using the shortcut mentioned in this prior article (Windows key+E) and from the Tools menu select (click) "Folder Options". Then click on the "View" tab. Find and uncheck the checkbox by "Hide known file extensions", as shown below.

Now click on the "Apply to All Folders" button, and then "OK".

Vista users: In Vista you access this Options window via the Folder Options applet in the Control Panel. Start> Control Panel> Folder Options.

This answer is a good security tip as well, because hackers will sometimes take advantage of this by sending executable code disguised as something harmless.

Here's how they'd do it: say they wrote a virus, we'll call it "nastyvirus.exe". If you received an email with the attachment nastyvirus.exe, you probably wouldn't click on it (and if you did, you really shouldn't be using a computer un-chaperoned! Sheeze). So the bad guy renames the virus "cutepuppy.jpg.exe." If the Hide known extensions feature is on, it will appear to you as "cutepuppy.jpg" and you'll be inclined to think the email attachment is a picture... and NOT a piece of nasty code.
Please note: for some inexplicable reason, Microsoft has Hide Known Extensions enabled by default. If you have not already turned this off, please do so now.

Today's free links: regular readers of Tech--for Everyone know that I routinely advise making system backups for the purposes of "disaster" recovery. One highly recommend backup method is to make an "image" of your hard drive or partition with a program like Norton Ghost or Acronis True Image.
If your hard-drive is made by Maxtor or Seagate (Seagate has purchased Maxtor), you can download a free, basic version of Acronis, to clone, image, or transfer your system. The tool is called Maxtor MaxBlast. [note: if you backup the image to an external drive, it must be a Maxtor/Seagate drive as well.]

Copyright 2007-8 © Tech Paul, All Rights Reserved. post to jaanix

You'll Thank Me One Day*

Baby's first steps. Graduations. Birthday parties. Wedding ceremonies. Today's topic came from a recent conversation with a friend of mine-- "That's what life is; an accumulation of memories"--  and it got me onto to thinking about Deep Things.. and yes, I took a little stroll down my own Memory Lane...

But this is, after all, a tech site, and I am a World Renown Tech Journalist, and so I will not get all nostalgic on you, nor 'share' some of my favorite recollections. No, I won't. But I will point out to you that more and more frequently, we are coming to rely on our computers to help us 'remember'.

What do I mean by that? Well, now that we have digital photography, the odds are pretty good that the pictures you take -- of baby's first steps, graduation, B-Day parties, etc. --are not in a shoebox, or photo album, but are on your hard drive. Your "home movies" too.
Perhaps your computer is the only place you have those pictures/memories.

Tip of the day: Loyal Friends and True to this series know that once a month I remind my readers to make a backup copy of their important files (Ahem), and to store those copies someplace else. That's because hard drives fail. (Not all that often, I grant you that, but they do die.. and not just from old age.) They can also get corrupted by malware, or erased by a virus or hacker, or...

If -- for some bizarre and mysterious reason -- your computer (or, just the hard drive) croaked and started pushing up daisies, would you lose the only pictures you have of Junior's birth? Of your hard-earned graduation? Of your Grandmother?

Well, don't let your heart get broken because you just "never got around" to making backup copies. Make copies today! Burn some CD's/DVD's and one other form of storage-- another (external, maybe) hard drive, or perhaps online.

To help you, I refer you to two prior articles--
1) Windows has a built-in Backup Utility, found in Programs> Accessories> System Tools and my advice for using it is here, http://techpaul.wordpress.com/2007/07/02/automate-your-backup-and-get-some-peace-of-mind/
Apple has a built-in Disk Imaging ability that is just great, but often overlooked: http://techpaul.wordpress.com/2008/04/03/how-to-use-apples-disk-imaging-tool/.

2) Instead of buying an external drive, you might prefer to take advantage of an online storage service.. of which there are many. My article on selecting one is here, http://techpaul.wordpress.com/2008/04/26/online-storage-for-data-backup/

Folks.. there are many, many reasons to make backup copies, and one reason not to (can you guess what it is?). Almost everyday in my real job I get calls from desperate people in a panic.. they're panicked because they only have the one copy of their important stuff: don't be one of them!

Today's free link: Perhaps you would like a backup tool other than Windows' own.. SyncBack is worth taking a look at. From C/Net Editor review, "This straightforward backup utility makes it a snap to safeguard and synchronize your files, and its freeware price just sweetens the deal. Surprisingly flexible for a free program, SyncBack can save your files anywhere: on external hard drives, in ZIP archives, on network drives, on CDs (using UDF), or transfer them via FTP. Recovering from a drive loss is also cinch, with a convenient restore tool that replicates folder trees along with the files in them."

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

I want to party all the time...

There’s just something about Fridays that you gotta love.

We humans simply must have some light at the end of the tunnel, or we will flag, sag, and eventually quit trying. Friday (for most of us) is that light — the end of the work week is not only in sight, it’s mere hours away!
And Friday for a lot of us (me too… when I was younger) means that we will “go out”; we will “celebrate”; we will eat, drink, and (maybe) dance with friends, co-workers, and complete strangers. We will make merry. A joyous break in the routine.

Friday means the weekend is here. Isn’t that a magical word? “Weekend”. (I smile just thinking it.)
Sure, the weekend isn’t all fun-and-games.. there’s lawns to mow, and cars to wash-and-vacuum, and a “Honey-Do list” a mile long, and grocery shopping.. there’s church, weddings to attend, children’s birthday parties, friends-who-need-help-moving-to-a-new-apartment and,.. have you cleaned out your gutters yet?
Weekends are never long enough.

Tip of the day: Weekends means tackling some household chores and so I am going to remind you that your computer needs an occasional cleaning too. (Nice transition, eh?)

1) Get rid of the dust and lint: Dust and lint can reduce your computer's performance, cooling efficiency, and even cause fatal short-circuits.
* For desktop PCs, unplug your computer's powercord from the wall and open your computer's case so you can see all the kewl circuitry inside. How, exactly your case opens will vary with make/model, but it is usually a side panel, and the side panel is held in place with two thumb-screws (the manufacturer's Website will have instructions, also).
Once the case is open, use the techniques I described in my recent printer maintenance article to remove the built-up dust bunnies. Pay special attention to air venting areas (and screens), such as by the power supply. (And, be careful and be gentle.)

* For notebooks, your cleaning is going to be a little different: you will want to get all the debris from out from under your keyboard keys, as I describe in this article. And you'll want to wipe down your screen with an anti-static cloth (which may may require the slightest [just a drop or two.. in one corner..] moistening with plain water.

2) Get rid of disk clutter: Empty the trash that accumulates on your hard drive for a leaner, meaner file system. Fortunately there's a one-button tool for that in Windows, http://techpaul.wordpress.com/2007/11/07/more-than-you-wanted-to-know-about-the-disk-cleanup-tool/

So let's not be "all party", let's also get busy and do some "Spring Cleaning" and give those machines the attention they deserve.

Today's free link: Sandboxie is a tool that creates a "sandbox", or virtual environment, in which you run other programs (namely, your web browser) and those programs and the data they access can't write to your hard-drive. This is an excellent way to prevent poisoned websites from downloading malware.

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

How to retrieve old copies of files- Ultimate style

From time to time Vista creates 'snapshot' copies of your files with a service called "Shadow Copy".  This allows you to retrieve older versions from files you accidentally delete or alter.

To go back to a prior version of your file/document, you simply right-click on the file and select "Restore previous versions".

Using the Shadow Copy service is a far easier way to recover your files than opening a backup you've made, and can get you out of some nasty jams. (For more on recovering deleted files, click here.)

Shadow Copy is enabled on all versions  of Vista, but Microsoft grants user access to these copies only in Ultimate, Business, and Enterprise editions. (Clearly as a method to try to sell more copies of the pricier Ultimate Edition. Shame on you Microsoft; backup and recovery should be free.)

Tip of the day: Users of the "Home" editions of Vista can use Shadow Copy too.
The odds are pretty durned good that if you bought a new computer, and it came with Vista, it came with Vista Home Premium. I say that because if you walk into a store selling computers, I dare you to find the one that has Ultimate Edition on it. It seems to me that they all come with Home Premium!

Remember how I said Shadow Copy was "enabled" on all versions? Yes? Well, for owners of Vista Home Premium and Vista Home Basic, the service is running, but you need a way to "interface" with it (sometimes called a "front end"). To do that, download and install ShadowExplorer, and gain some of Ultimate Edition's functionality. This cool piece of software is free, but donations are accepted.

Today's free link: People who are using Windows 2000 or XP can get an almost identical file functionality with FileHamster from Mogware. This program is designed for people whose talents lie in the Creative Arts, so you don't ave to be a geek to use it. There's helpful user forums, too.

Please note: This ability is by no means a substitute for regular system backups. This is for small "oopsies", not recovery/restoration.

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

How To Install Backup on XP Home

If you have photographs, and/or a music collection, and/or important documents on your computer, you simply must make backup copies or risk losing them forever.

Windows users can take advantage of the built-in Windows Backup utility. I have published a detailed How To for using it to automatically make backups and keep them up-to-date here http://techpaul.wordpress.com/2007/07/02/automate-your-backup-and-get-some-peace-of-mind/.
(Apple users can make an image backup using the Disk Management applet, which I describe here.)

That said, it should be noted that for some inexplicable reason, the Backup utility is not (usually) included in the default installation of Windows XP Home Edition. To use Backup, you have to install it manually.
Don't worry, it's a quick and easy thing to do; the files are on the XP CD-ROM in the "Valueadd" folder.

Tip of the day: Manually Install the Backup Utility

1. Insert the CD which came with your computer into your optical drive. Close any windows that open.
2. Open My Computer and right-click on the CD/DVD drive (usually "D:\") and navigate to CD-ROM Drive:\VALUEADD\MSFT\NTBACKUP
3. Double-click the Ntbackup.msi file to start a wizard that installs Backup.
When the wizard is complete, click "Finish". You will now find Backup in All Programs >Accessories >System Tools.

*4. Now, scroll up and click the first link to read how to use the Backup Wizard and set your machine to run automatic incremental backups.

BonusTip+Today's free link: Make another backup using another backup tool.. of which there are many different types. You might wish to use an "imaging" tool like Norton Ghost, Acronis TrueImage Home, or the free DriveImage XML (Bill Mullins talks about this program in a recent post, to read it, and see the appropriate download links, click here.)

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

Tips for better searching in XP*

There have been occasions when I was not paying attention, and I saved (and/or downloaded) a file to some location I didn't intend. What's worse, I wasn't watching closely enough to notice what and where that location was, and the file was effectively gone. Of course, my misplaced file wasn't really gone ... I just had to find it again.
That's when a desktop Search tool comes to my rescue.
Sometimes, though, the search comes up 'empty', or otherwise produces unhelpful results, and that's what I want to address today.

Tip of the day: Find that file by using the proper search tool, properly. Windows comes with a built-in search tool, and there are "better" tools available (usually as free downloads) as well. But let's start with the tool you already have. Windows Search is located in your Start menu (Start >Search) and is the magnifying glass icon. If you cannot see a Search/magnifying glass: right-click on a blank area of your Taskbar and select Properties. Now click the Start Menu tab and click on the "Customize" button and select the Advanced tab. Scroll down and place a check in the box marked "Search", as shown below.

Launch the Search tool and click on the "All files and folders" option in the "What do you want to search for?" area, and then -- and here's the trick -- click on the "more advanced options" down arrow, and place a check in the top three checkboxes.

There are several "hidden" folders in the Windows filing system and it's possible your file was moved into one of these (particularly downloaded emails) and if that happened, it will not show up in a "normal" search. Selecting the subfolders option ensures that your search is as thorough as possible. Now enter the file name and click the "Search" button and enjoy the cute antics of the animated 'search puppy'.

Bonus tip of the day: Often, I cannot remember the exact, or complete, name of the file, and that's when the use of the wildcard symbol becomes very useful. Windows uses the "*" to represent "any".

Let's say, for sake of example, that I found a neat picture of a rose on the Internet (not copyrighted, of course!) and downloaded it. The actual file name is "DSCredrose16.jpg", and being the incredible complex and super-busy human that I am ... I download it to someplace other than where I expected. Searching for "rose.jpg", in this case, produced no results (sometimes it will). If I use wildcards, I don't have to worry about an exact match. Typing in "*rose*.jpg" (no quotes) will find it, because I told the search to 'match' any letters before the characters r-o-s-e and any characters after them as well, and to show me only pictures.
If I'm not certain the picture was a JPEG, and that it might be a GIFF, or a TIFF, or a PNG, or a Photoshop picture (.psd), or a bitmap (.bmp) ...I substitute a wildcard for .jpg, like this: "*rose*.*".
If I type *.* into the search for box, I will get a list of every file on my machine -- because I told it to 'match' every file name, and every file type.

Today's free link(s): If you want a faster/better/more capable desktop search tool than the one built into Windows (and if you spend a lot of time searching for files on your machines, you may), the top three downloads are Microsoft's Windows Desktop Search, Google Desktop search, and Copernic. I must warn you that there are some privacy and security issues revolving around Google Desktop that may or may not remain valid -- the debate still lingers. I can also tell you that Copernic is the geek's choice.

* Original post: 7/26/07

Copyright © 2007-8. Tech Paul. All rights reserved. post to jaanix

Life is an accumulation of memories

Baby's first steps. Graduations. Birthday parties. Wedding ceremonies. Today's title came from a friend of mine-- "That's what life is; an accumulation of memories"-- during a recent conversation; and it got me onto to thinking about Deep Things.. and yes, I took a little stroll down my own Memory Lane...

But this is, after all, a tech site, and I am a World Renown Tech Journalist, and so I will not get all nostalgic on you, nor 'share' some of my favorite recollections. No, I won't. But I will point out to you that more and more frequently, we are coming to rely on our computers to help us 'remember'.

What do I mean by that? Well, now that we have digital photography, the odds are pretty good that the pictures you take -- of baby's first steps, graduation, B-Day parties, etc. --are not in a shoebox, or photo album, but are on your hard drive. Your "home movies" too.
Perhaps your computer is the only place you have those pictures/memories.

Tip of the day: Loyal Friends and True to this series know that once a month I remind my readers to make a backup copy of their important files (Ahem), and to store those copies someplace else. That's because hard drives fail. (Not all that often, I grant you that, but they do die.. and not just from old age.) They can also get corrupted by malware, or erased by a virus or hacker, or...

If -- for some bizarre and mysterious reason -- your computer (or, just the hard drive) croaked and started pushing up daisies, would you lose the only pictures you have of Junior's birth? Of your hard-earned graduation? Of your Grandmother?

Well, don't let your heart get broken because you just "never got around" to making backup copies. Make copies today! Burn some CD's/DVD's and one other form of storage-- another (external, maybe) hard drive, or perhaps online.

To help you, I refer you to two prior articles--
1) Windows has a built-in Backup Utility, found in Programs> Accessories> System Tools and my advice for using it is here, http://techpaul.wordpress.com/2007/07/02/automate-your-backup-and-get-some-peace-of-mind/ 

2) Instead of buying an external drive, you might prefer to take advantage of an online storage service.. of which there are many. My article on selecting one is here, http://techpaul.wordpress.com/2008/04/26/online-storage-for-data-backup/

Folks.. there are many, many reasons to make backup copies, and one reason not to (can you guess what it is?).

Today's free link: Perhaps you would like a backup tool other than Windows' own.. SyncBack is worth taking a look at. From C/Net Editor review, "This straightforward backup utility makes it a snap to safeguard and synchronize your files, and its freeware price just sweetens the deal. Surprisingly flexible for a free program, SyncBack can save your files anywhere: on external hard drives, in ZIP archives, on network drives, on CDs (using UDF), or transfer them via FTP. Recovering from a drive loss is also cinch, with a convenient restore tool that replicates folder trees along with the files in them."

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

View PowerPoint presentations without Office

I was reminded of this "quick tip" topic while I was doing research for an upcoming Tech--for Everyone article, and the information I wanted to read was contained in a PowerPoint slideshow (aka "presentation") archive, available online.. a ".ppt" file.

Normally, this is no problem: you click on the "view" hyperlink; are asked if you want to "Open" or "Save" the file (since all I wanted to do was read it, I chose "open"). Here is where I was reminded that the machine I was surfing on was new and did not have Office installed -- "Windows cannot open this file:"

You may have seen a window like this in your computer career...

(My article on what to do to resolve this can be read here.)

Fortunately, a quick visit to the Microsoft Download Center is all that's required to enable my machine to view PowerPoint Presentations (and cool slides of airshows).

Tip of the day/Today's free link: If you are not using the Microsoft Office suite of programs, download and install the free PowerPoint Viewer 2007.

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

How to recover your lost files

You have deleted some old files and now you need them back.
Or, you disconnected your thumb drive by pulling it out of the machine without bothering with that "Safely Remove" thingy, and now your machine cannot "see" the thumb drive at all-- it's dead.

Your files are gone and you need them back.. what a nightmare! How do you get them back?

I cannot count the number of times I have advised my readers to make regular backup copies of their files (in fact, Automate your backup and get some peace of mind was one of the very first articles I wrote). Having copies of your files on some place other than your hard drive (such as a CD/DVD) is the surest way to make sure that some unfortunate mouse click, mechanical failure, or glitch doesn't permanently rob you of important documents, irreplaceable photographs, or costly music downloads. (There. I've nagged you again. Now, will you please run a Backup program and burn some discs?)

But you don't have backup copies of these files... you didn't think you'd ever need them.. but now you do. OK.
As I mentioned in Delete does not erase your data--preventing recovery, if the reason you no longer have access to the file you want is because you emptied your Recycle Bin (Trash) or right-clicked+delete, you may recover your file with an undelete tool.. just so long as too much time has not elapsed.
* It is a very good idea to install an undelete tool on your computer before you need it. If you haven't done so and you don't already have an undelete tool installed, use an online scanner/recovery tool such as Softperfect File Recovery to try to effect your recovery.

Other reasons for missing ("inaccessible") files are varied and numerous.. and I could fill a book book with detailed steps for each variant. (If you've had to reformat your hard drive, for example {try an "unformat" tool}. Data recovery is a large-- and costly --business.) Fortunately, I don't have too write it, it's already been written.

Tip of the day+Today's free link: Visit and bookmark the following Webpage.
PC World Magazine and MSN Tech have teamed up to bring us Kirk Steers' How To Recover Almost Anything, a three page primer on data recovery steps, and advice for which tools to use.
This information is first place to look when you run into a file recovery situation.. having it bookmarked ahead of time is a good idea, because timeliness is a factor in your success or failure.

*** Disclaimer: you may have noticed that I used the words "may" and "can try"; this is because recovering damaged/corrupted, deleted, or "lost" files is as much luck as it is science. Certain things improve your chances of success.. but the only sure method is making copies of your stuff, and keeping them somewhere else.. like in a safe-deposit box.

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

User State Migration the Vista way

For those of you who have ever used a User State Migration Tool, or Easy Files and Settings Transfer tool, to migrate your data from an old computer to your new computer -- or purchased a special program, or cable -- you know that getting your new machine exactly as you had your old machine required some time and effort.

The other day, the proud owner of a new laptop wanted me to replicate his XP set up onto the new Vista machine, and the usual method has been to to use one of the techniques mentioned in the paragraph above. But I didn't. I used an adjunct to Window's built-in Easy Files and Settings Transfer tool, which will be today's free link.
I downloaded this program to both his XP machine and the new Vista machine. Then I connected his XP machine via wireless. Surprise! The XP machine was instantly seen and recognized.

Then I launched the Windows Easy Transfer Companion on the Vista PC and followed the wizard. The two machines established a "transfer" connection and the XP machine transferred its installed programs, and all the files, and all of the owners tweaks and settings (like bookmarks, and custom toolbars). All I did was watch.
This was, by far, the fastest and easiest user state migration I've ever experienced, and truly was painless. This is bad for a PC Tech's bottom line, but great for Vista owners.

Today's free link: When you buy a new PC, you will almost certainly want to transfer all kinds of things from the machine you've been using to the new one. Microsoft has "a companion" for the Easy Files and Settings Transfer tool called the Windows Easy Transfer Companion. It is actually a 'stand-alone'. This tool not only transfers your documents and personalized Settings tweaks, but the programs you have installed. This is a huge time saver.
I did my transfer over the local network, but you can use the other methods of data storage to make the transfer as well-- including USB thumb drives. [Note: while Microsoft still considers this program to be in beta, I have experienced absolutely no hiccups or difficulties at all.]

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

Open Office 2007 files with older versions*

A while ago I wrote about solving the problem of opening documents that Windows does not recognize, and I used as an example two text documents received as email attachments (click here to read Cannot open attachment...help!). While the point of that article was how to identify unrecognized file types, the fact that I mentioned a .docx (a Word 2007 document) received the most attention from readers.

Tip of the day: Open Office 2007 documents with older versions of Office. Some time ago now, Microsoft released a new version of its Office suite, called Office 2007. Besides having a new "look" and new toolbars, this suite of programs uses a whole new format (a way of encoding) for the documents it produces, which Microsoft calls "Open XML" (for more on this, click here); and to signify this, has added an "x" to the file extension.. so the familiar ".doc" of MS Word has become ".docx".

This change to the coding does improve the flexibility of the document, and "modernizes" the way machines interact with it, and yet allows Microsoft to maintain proprietary control.. thus ensuring that sales of Office continues. The trouble is, owners of MS Word cannot open the new .docx formats, which produces great dissatisfaction from folks who have shelled out the bucks to own the most commonly used word processor in the world. (And largely done so simply to be able to open other people's documents.) It also smacks of forcing people to spend a couple hundred bucks to upgrade.

Microsoft swears this is not the intent. Of course they want you to upgrade, but to do so because of the improvements and new features. They do, in fact want current MS Office licensees to be able to read the new Open XML 'standard', and so they have made available a tool for the older versions of Office.. which is today's free link.
As more and more people use the new 2007 suite, the more .docx's you're going to run across; so if you're happy and comfortable with your current version, and aren't ready to relearn the Excel and Word toolbar, relax. Keep reading and download the Microsoft Office compatibility tool.

[Note: If you are the one using Office 2007, and you know you're going to be sending your document to folks who are using an older version, use "Save As" to save the file as a Office 97-2003 document (no "x").]

Today's free link: Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint 2007 File Formats. Open, edit, and save documents, workbooks, and presentations in the file formats new to Microsoft Office Word, Excel, and PowerPoint 2007.

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

Delete does NOT erase your data*-- preventing recovery

I don't know how long it was that I worked and played on computers before I truly understood that when I erased a Word document from my My Documents folder it was not gone forever. It was only natural to think it was "deleted". It was gone, as far as I could tell. It didn't show up no matter how I searched for it nor how desperately I needed it back. And believe me, there was many a time that I wished I could get a deleted letter or homework assignment back. (I am, in particular, thinking back to my Windows 95 days, and my hard drive was 4.3 Gigabytes. I was a fanatic about "disk doubling" and emptying my Recycle Bin!) If I cannot see it...and my machine cannot see it...and my machine says that the space it took up is now 'free'...it is gone, right? I certainly thought so.

I think it's rather important that you understand, if you don't already, that when you right-click+delete, or drag something into the Recycle Bin, it isn't really erased. Instead, the name/path entry in the file allocation table (the directory used to locate and 'find' files) is altered in a way that tells Windows to no longer display the file and that this (physical) area is now available for future storage. The same thing happens when you take the drastic step of formatting your hard drive -- it isn't "wiped" like taking an eraser to a chalkboard: the Master Boot Table and the file directory are similarly altered, and once that occurs the machine can neither find your files nor your operating system -- the rest of the 1's and 0's are left in place.

It is because of this fact -- that files aren't erased, but their directories and names are altered -- that undelete and unformat utilities can perform their miracles. Instead of ignoring or treating these altered entries as writeable space, they (attempt to) deliberately seek them out and rename them back to a recognizable formula, which restores Windows' ability to 'see', find, and display them. So, why couldn't my undelete restore my file? The most likely reason is: because Windows sees the deleted file as usable space, it has written something new in that location -- and now that new 1's and 0's are there, your file really and truly is gone. (The more time that elapses since you deleted the file, the more likely it is that it has been written over.)

[A quick aside: I look at a lot of systems' hard drives, and I've found that today people tend to be the opposite of me and my space-paranoia, born out of small HD's. It strikes me that they don't "recycle" anything. ]

Tip of the day: Never assume that your data has been erased. In fact, I suggest thinking in an opposite manner: assume that no matter what proactive measures you've taken, your data is on that hard drive. Tell yourself that a knowledgeable person with the right tools, if they get their hands on your hard drive, can read it. (There are some people in this industry who insist that your files aren't really gone until your hard drive has been melted in a blast furnace!) Particularly keep this in mind when the time comes to donate (or otherwise get rid of) your old computer.

If you are security-conscious, and you want to ensure that when you erase something it's really and truly erased (or you are about to donate your old PC) I recommend that, if you don't already have one, you download a free file shredder utility (I will put one as today's free link) and to choose one that offers multiple methods of shredding. What a "shredder" does is it writes new data, and it does it in multiple passes. Typically writing all 1's on one pass, all zeros on the next pass, and then a completely random pattern of 1's and 0's, and so on. It is generally recognized that your shredder should make 6-12 passes.
* If you do this, you can donate your old PC comfortable in the knowledge that only a several thousand-dollar restoration, performed in a sterile lab, might render your personal information readable again. (If you are a corporation, and it's time to throw out your old hard drives, and there's highly sensitive data on those drives...melt them.)

Today's free link: Zilla Data Nuker 2 (Please note: this program is an exception to my rule of always having run and tested the links I suggest. I have not ever needed to download a file shredder as I've always had one bundled into the Utility Suites I have on my machines. However, this application is 5-star rated by Cnet, and I was unable to locate it on any "blacklists". It is the one I would try first.) From Cnet, "This powerful program helps you shred important files & folders so that they cannot be restored & prevent attempts to recover sensitive deleted files from your hard drive by data recovery or forensic software. Shredder allows you to purge, wipe & erase data with methods that far exceed US Department of Defense standards for file deletion (DOD 5220.22). Easily automate the cleaning process with batch files, shortcuts and scheduler. Supports complete folder deletions including subfolders."

*Original post: 6/22/07

Copyright 2007-8 © Tech Paul. All rights reserved. post to jaanix

Run your defrag tool for a faster machine*

I am continuously surprised at how many PC users have let a year or more pass since their last defrag, or never have defragged at all. "Why is my machine slower than it used to be?" That is a very common question. It is a question with no single, or simple answer. Yet there is a single and simple step you can take which will improve the speed at which your machine reads and writes data, and which, if done regularly, will keep it at near the speed it had when it was new--it's called "defragging" (short for defragmentation). Defragmentation remedies file fragmentation, which occurs, invisibly to you, over the course of time.

Tip of the day: It is commonly suggested that you run a defrag at least once a month. I recommend that you schedule your defrags to run automatically using Windows Scheduled Tasks tool. Set it and forget it, as the old saying goes. Here are the steps to do it:

1) Start>Control Panel, click Performance and Maintenance and then click Scheduled Tasks.
2) Double-click Add Scheduled Task to open the Scheduled Task Wizard, and then click Next.
3) Follow the wizard to set a schedule for when to run the defragmentation program (I recommend running it late at night, as it can take a while to complete), and be sure to supply a password for the account on which you want the task to run, and mark the checkbox "wake the computer to perform this task."
4) Check the box for Open advanced properties for this task when I click Finish. On the Run line, add the drive letter for the drive to be defragged. For example, %SystemRoot%\System32\Defrag.exe c:

(This example is for XP, but you can do it in earlier--all the way back to Win 95--versions as well)

Another thing you can do is get rid of the files on your hard drive that you no longer need: such as emptying your Recycle bin and deleting your temp files (a quick, safe, and simple way is Windows Disk Clean Up tool) and there are some nice applications to automate and/or simplify this for you, such as today's free link. Also, use Add/Remove Programs to remove applications you no longer use. Go to Start>Settings>Control Panel>Add/Remove Programs and wait for the list to "populate". Click on those programs you are certain you have no more use for and click on the Remove button.

Today's free link: CCleaner CCleaner is a freeware system optimization and privacy tool. It removes unused and temporary files from your system - allowing Windows to run faster, more efficiently and giving you more hard disk space.

* Yes folks, I have posted this article before. I remind you that you should run defrag once a month at the minimum.

Copyright 2007-8 © Tech Paul. All rights reserved.

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