Computer Management PDF

System Technologies: Computer Management 3 COMPUTER MANAGEMENT Describe computer management. Computer management is a process of managing, monitoring and optimising your computer’s functionality to best serve your needs. This process could include improving...

System Technologies: Computer Management 3 COMPUTER MANAGEMENT Describe computer management. Computer management is a process of managing, monitoring and optimising your computer’s functionality to best serve your needs. This process could include improving and maintaining the security features, performance, and reliability of your computer. Overview and purpose of various management tasks and operating system utilities. Initial maintenance o When you buy the computer - setup to tailor make your PC. e.g. background, initial programs you load, folder layout, language, and currency. o Regional settings – (used to be found under the control panel) sets your computer usage preferences on time, date, and currency display. Also sets the decimal separator. Reasons for ongoing maintenance: o Manage desktop (layout and shortcuts) o Managing files and folders o Structural organising o Open space, updating software, backups, archive. o Malware prevention Management of desktops o Desktop is the ‘home screen’ you see when you sign in. o Appearance varies depending on operating system. o Should only contain icons and shortcuts to programs that you often use. o Bottom bar is the task bar – can pin often used programs. Management of files and folders o Folder – logical area to store files/programs that belongs together. A means of organising storage. o File is a single document on a computer. Like a workbook, textbook or novel. We save our content in files. File name specifications are determined by the operating system. E.g. characters that can’t be used. o C:\ - known as the root directory, means it is the first level in the drive. Directory = folder. o Path – it is the locations of a file, like an address. File is saved on a storage device in a folder: pg. 1 System Technologies – Computer Management  main folder picture type (extension) D: \ Pictures \ Kruger2020\elephant.jpg Drive letter sub folder picture name o Executable file -.exe has the compiled code and is independent of the language it was written in. o Windows explorer – visual representation of your file structure. Managing files and folders saved on computer with File Explorer Utility. Organise files using File Explorer to put them in folders. o File-extensions –files are identified by names and the purpose of the extension is to inform the OS which program is required to open the file with. E.g. summary.docx where docx is an indication that MSWord is required to open the file ‘summary’ with. NOTE – you can change a filename, but you cannot change the extension. Every program saves by means of a specific structure or formatting and changing the extension does not automatically change the format of the file to that required by the new extension(program). Therefore, you must have the file open and use ‘Save As’ to convert the file to another format. (exporting). Changing the file extension Advantages Disadvantages The main advantage is Loss of file integrity – the new compatibility. format may not support all the Sending a document in a more features of the current widely supported format makes it document. easier for another user to open the document. Example when a Word document is saved as a pdf document. pg. 2 System Technologies – Computer Management  o General housekeeping tasks o Regularly use utility software such as disk cleanup o Update software when prompted. Updates improve security. o Backup data to protect it for in case of theft and fire. o Archive data to free up disk space. o Compress files – reduce the size of the files. o Use security features like Firewall and antivirus – keep data safe and secure. o Uninstall programs no longer in use. o Change system settings and properties to match your preferences. Disk Cleanup This is utility software, installed with your operating system, designed to free up space by searching the hard drive for files and programs no longer in use and providing the option to delete them. o Empties recycle bin. o Removes temporary files created by Windows that you are not using. o Delete temporary files downloaded from Internet. o Provides list of programs not used often that user can uninstall. Fragmentation Clusters belonging to a single file (parts of files) are not adjacently saved on storage, which slows down access to/from storage on the disk. It happens after a period as files are continuously being edited and deleted. Disk Defragmentation The tool that reorganises clusters of files to be adjacent to each other. The fact that they are adjacent speeds up access from the hard drive when that file is retrieved again. Files become non-adjacently saved because of many editing to files and deleting and adding of additional files. Doesn’t open more space on secondary storage. NB! SSD does not need to be defragged because it is electronic – no moving parts. Even if files become fragmented it will not slow down the access time. Defragging is harmful to SSD because it will use up writing cycles without improvement in performance. Updating Important to update software (like operating system, antivirus, and web browser) when prompted. Updates might do the following: o Fix bugs. o Add new features. o Fix security weaknesses – prevent hacking and malware. o Improves the performance of the software. o Make provision for the use of newer technology. Disadvantages of Auto-updates: o Unexpected increase in use of internet. o Slow computer down when running. o Unwanted restart of computer at inconvenient time. pg. 3 System Technologies – Computer Management  Patch: It is a small update to fix a specific software bug or security weakness in software. Service Pack: Several patches, which were released over a period, combined into a single installable package. Larger than a patch and will combine both bug fixes and new features for the software.  Scheduling Included in task scheduler of Windows. Allows the user to set a time and interval for when a task must be executed. Example – set a task to run Disk Cleanup once a month. Archive Less frequently used or outdated files can be compressed and stored on a secondary storage device where they can be retrieved when necessary. The files can be retrieved if needed again in the future. This will create storage space on the primary storage device of the computer.  Backup Utility software used to create a duplicate copy of data on another storage device for use when the original data is damaged or lost. Important files that you do not want to lose needs to be backed up. Prevent data loss by having a copy. This must be done regularly. Backup tips: o Only backup data not software. Save software licence keys so that software can be downloaded again and installed on a new computer. o Automate backups to run at night. o Make use of external hard drive that can be kept offsite. o Test that backups are working. o Reduce amount of data that needs to be backed up by compressing data and removing duplicate data. Different backups: Full backup A full backup is when a copy is made of every single file and folder in the system. A full backup takes longer and uses more storage space than other types of backups but restoring data from the backup is faster. Differential backup Differential backups start with a full backup and after that copies those files that have been changed since the full backup took place. So, if a full backup was done on Day 1, Day 2s differential will copy all the files that have changed since Day 1s backup. Day 3s backup will also copy all the files that have changed since Day 1. Because a full backup was taken and the differentials copied everything that changed after that, only the full backup and the latest differential need to be restored. The size of the differential copy increases each time a backup is taken until the next full version is made. pg. 4 System Technologies – Computer Management  Incremental backup Incremental backups also start with a full backup. After that, a copy of the files that have changed since the last backup is made, whether it was a full or incremental copy. If a full backup was done on Day 1, Day 2s incremental will back up all the files that have changed since Day 1. Day 3s incremental backup will only copy those files that have changed since Day 2s incremental backup. A disadvantage is that when you want to carry out a complete restore, the most recent full backup and all of the subsequent incremental copies must be restored. This can make the restore process a lengthier one than when using a full backup plus the most recent differential copies only. Back up locations: Local backup, Off Site backup, Cloud backup (online) Online backup – Cloud storage Examples: Dropbox, Onedrive, Carbonite, Crashplan Advantages:  Cloud synchronisation – data accessible from multiple devices. Cloud synchronisation is a process where software monitors changes made in online storage and mirrors changes once the devices are connected to the internet. All devices have the same version of the updated files.  Amount of storage is scalable – can be changed depending on user needs.  Data kept offsite – more secure  Data is automatically encrypted Disadvantages:  Internet connection is needed  Minimum amount of free online storage  If cloud Storage Company goes under - backup data lost. Compress/decompress files Utility software used to reduce the size of a file / folders. Example Winzip, Winrar, 7- Zip. A Microsoft Windows computer have built-in compression software to decrease the size of a file or folder. The files need to be decompressed to use it again. All files cannot be compressed with the same success. Lossless compression: Compresses data without losing any data. Used where data cannot be lost like a MS Word document. Lossy compression: Losing some of the insignificant detail of the file. Used in media files such as videos and images. Compression standards for lossy compression: Sound: MP3 – removes sounds that can’t be heard by humans. Video: MPEG-2 / MPEG-4 / MP4 / avi pg. 5 System Technologies – Computer Management  Images: JPEG (often used for website images) – looks at pixels and removes what it can without changing what the picture looks like Advantages of compressing media files used online: To decrease the size of the video file for faster file transfer Reduce the amount of storage space needed on the webserver. Allows streaming services to find a compromise between video quality and streaming speed Disadvantage:  Loss of quality Security features Firewall A firewall is a network security device/software that monitors incoming and outgoing network traffic and decides whether to allow or block specific traffic based on a defined set of security rules. Function: It is used as security to prevent unauthorised or malicious access on the computer or network. Anti-virus An Antivirus is a software program that is designed to prevent, search, detect and remove malicious software (Malware) from your computing device. Anti- virus suite will protect the computer from malware but also has settings to prevent spyware, phishing attempts, and spam. Cheaper to buy a suite than to buy different programs. Easier to manage as they will not interfere with each other. Important: o Ensure you have only one active anti-virus program on your computer. o Keep the virus definition up to date – to ensure it identifies new threats. o Set anti-virus to automatically scan the hard drive, files downloaded from the internet, scan e-mails and external storage devices that are connected to the computer. o Set anti-virus to update automatically. Spyware Spyware is malicious software that installs onto a computer and collects personal data about the user which is sent back to a third party. Keyloggers is a form of spyware that records the keys pressed on a keyboard. The aim is to detect the usernames and passwords. Make sure that the anti-virus installed on computer also protects against spyware. pg. 6 System Technologies – Computer Management  Adware Advertising software that displays unwanted advertisements on a device, usually in the form of a pop-up ad or a banner in the browser. Anti-virus software should be able to protect users from this software. Installing/uninstalling software (custom and full installation, product keys, activation codes) Steps to follow when installing software: o Verify the system requirements before installation. o Download the software from the manufacturer website or use the DVD. o Run the installation file. o Read and accept the License agreement. o Choose installation options. o Follow the prompts. Can choose between custom or full installation – Full installation installs the full product. Custom installation is when you don’t want the extra features that the full installation provide – then only choose the parts of the software that you want/needs to be installed. Product keys and activation keys – used to unlock the software to ensure that software is not pirated. Some software like Microsoft 365 is an example of shareware – you can install the software but with restrictions. To use the full version, you must pay and use an activation code to be able to use additional options. Steps to follow when uninstalling software: o Use the uninstall function from the control panel. o Uninstall in settings – choose the app to remove and select uninstall. o System settings (regional and language) and properties pg. 7 System Technologies – Computer Management