Tip of the day: Back up files by sending them to a CD

These days, virtually every PC has a writable CD drive. Your drive probably came with software that allows you to create audio CDs and perform specialized functions. If you use Windows XP, you don’t need third-party software to write files to a disk in your CD-R or CD-RW drive. Use this capability to perform simple backup tasks:

  1. Right-click a file or folder, or a selection of files or folders, that you want to copy to a CD.
  2. From the shortcut menu, choose Send To, CD Drive.
  3. Repeat these steps for all of the items that you want to copy.

When you’re ready to create your backup CD, insert a blank CD into the drive (or a CD-RW disk that you’re ready to erase and overwrite). Open your CD drive in My Computer and click Write these files to CD in the task pane, or choose File, Write these files to CD.

Write_to_cd

As an alternative to using the Send To command, you can drag files into the Windows Explorer folder for your CD drive. You can drop files on the CD drive icon, or on a shortcut to that icon. Or you can use the Copy and Paste commands. When you copy files and folders into the CD drive’s folder, by whatever means, Windows prepares them for transfer to a writable CD. The CD folder becomes, in effect, a staging area for the eventual CD burn. One word of caution: You’re limited to the contents of one CD (650-702 MB). If you put too many files in this temporary folder, you’ll get an error message when you try to burn a CD, and you’ll have to clear out some files before continuing.

Tip of the day: Delete a file permanently

When you delete a file, it hangs around longer than you think, and that can be bad news if your goal is to get rid of truly sensitive information.

When you press the Delete key, Windows normally moves the deleted file to the Recycle Bin. You no longer see the file in an Explorer window, but it’s still there and you can recover it with a quick visit to the Recycle Bin.

After you empty the Recycle Bin, is the file gone? Nope. Deleting a file actually gets rid of only the file’s directory entry; the data that was in that file remains intact until another file uses its space. To prevent your files from being viewed by someone with file-recovery tools, you need a file-wiping utility. There are plenty of so-called file shredding utilities designed to handle this task, but you can do simple deletions with a command-line utility that’s built into Windows XP Professional (it’s in Windows 2000 Professional as well, as long as you’ve installed Service Pack 2 or later). If you use Windows XP Home Edition, you’re out of luck

The primary function of the Cipher.exe command is to manage encrypted files, but it also does a great job of scrubbing disk areas clean. Used with the /w switch, it overwrites all the unused areas of a drive with zeros, then fills all unused bits with ones, and finally overwrites all unused areas with random numbers. After you’ve deleted all sensitive information and emptied the Recycle Bin, follow these steps to wipe the deleted data clean:

  1. Click Start, Run. In the Open box, type cmd and press Enter. This opens a Command Prompt window.
  2. At the command prompt, type cipher /w:directory, where directory is the name of a folder — any folder — on the drive you want to wipe.
    • To scrub the current drive clean, type cipher /w:. (a period is command-line shorthand for the current folder).
    • To wipe a different drive, include the drive letter in the command – (to wipe your E: drive, for example, type cipher /w:e:\).
  3. Press Enter to begin deleting and overwriting data. The command window displays the progress of the job.

Leave the Command Prompt window open while the Cipher utility performs its work. (You can do other tasks while it’s working.) When the job is complete, you can close the Command Prompt window.

Tip of the day: Put favorite programs (and more) on the Start menu

In Windows XP, the Start menu is divided into two columns. The left column, by default, contains links to your default browser and e-mail program. You can add shortcuts to this menu as well, giving you easy access to your favorite programs, file folders, drives, documents, and Web pages.

To add a new item to the Start menu, use either of the following techniques:

  1. Right-click any shortcut on the All Programs menu and then click Pin to Start Menu. (This menu choice is only available for shortcuts to executable programs.)
  2. Drag a shortcut from the desktop or from Windows Explorer and drop it on the Start button. You can also drag the icon for a program or a document and drop it here, in which case Windows will create a shortcut for you.

The new shortcut appears below any existing shortcuts. Drag shortcuts up or down to rearrange them in the list. (To remove an item from the list

The default setting for the Start menu uses large icons. That makes this menu easy to read, but it also limits the number of shortcuts you can add here. If your list of Start menu shortcuts is bumping up against the top of the screen, switch to small icons, using these steps:

  1. Right-click the Start button and click Properties.
  2. On the Start Menu tab of the Taskbar and Start Menu Properties dialog box, click the Customize button to the right of the Start menu option.
  3. In the Customize Start Menu dialog box, click Small Icons under the Select an icon size for programs heading.

Start_menu_small_icons

Click OK twice to close both dialog boxes and go back to the Start menu, where you’ll now find much more room.

Tip of the day: Get the ultimate list of Microsoft keyboard shortcuts

You say you hate to take your hands off the keyboard to click the mouse? Then you’ll love this master list of keyboard shortcuts covering a long, long list of Microsoft products, including Internet Explorer 6 and nearly every program in the Office 2000, Office XP, and Office 2003 families. If you use Windows XP Media Center Edition, be sure to get this one.

Sometimes it’s best to just start over

Brian Krebs writes about his experience trying to clean up a PC that was infested with malware:

I just spent nearly seven hours doing emergency surgery on a Windows PC that belongs to a dear, longtime friend. The experience was so harrowing that I decided to blog it.

Been there, done that. And never again. Here’s a partial list of what Brian found:

  • The user had not installed any Windows updates since mid-2003 (so, obviously, no Service Pack 2).
  • Antivirus software was installed but hadn’t been updated for months.
  • An Ad-Aware scan found three pages of “scary-looking toolbars, start-page hijackers and pop-up generators.”
  • Spybot S&D refused to download updates.
  • The machine was infected with CoolWebSearch.
  • EZ Anti-Virus found 38 threats, “including several very serious computer worms and viruses.”
  • And so on and on and on…

Brian could have spent seven days trying to clean up this computer and not been successful. I can practically guarantee that despite his well-intentioned efforts, this computer is still compromised. If you ever encounter a PC with even a fraction of the symptoms displayed in this case, the solution is simple:

  1. Back up as much data as you can.
  2. Reformat the hard drive.
  3. Reinstall Windows with all current security patches.
  4. Reinstall all software.

It would have taken much less than seven hours, and he would have been certain that the effort was worth it. Trying to clean up a machine that is “owned” by someone else – in this case, by many others – is an exercise in futility. Don’t bother.

Tip of the day: Restore a lost window

Every so often, I discover that a window has decided it doesn’t want to appear on my desktop anymore. Its taskbar button is still there, but clicking it doesn’t bring the window to the foreground, and the right-click menu doesn’t do any good either. In my case, this happens most often when I’ve changed desktop resolutions or switched from multiple-monitors to a single-monitor setup.

If you know how to work the keyboard, you can bring back the lost window. Here’s how:

  1. Click the lost window’s taskbar button to give it the focus.
  2. Press Alt_Spacebar. This keyboard shortcut opens the Control menu, which normally drops down from the top left corner of any window.
  3. Press M – the keyboard shortcut for the Move option on this menu.
  4. Tap any arrow key to begin moving the lost window around. (Don’t skip this step.)
  5. Continue using the arrow keys or use the mouse to move the window back onto the main desktop. The mouse will not work until you’ve used at least one arrow key.)
  6. When the window is in the correct position, press Escape or click the left mouse button to stop moving it.
  7. If the window appears ultra-small, with none of its contents visible, click and drag the right and bottom borders to make the window the correct size.

Doug Klippert published a similar tip the other day. By coincidence, this same topic has been on my list for some time.

Josh Marshall loves his Tablet PC

Last year, political reporter Joshua Micah Marshall asked for advice on whether he should buy a Tablet PC or not. A lot of people (including me) e-mailed him with advice, encouragement, and specific recommendations. Based on that feedback, Josh bought a Motion Computing 1400. Yesterday, with a brief apology to his readers for the off-topic post, he reported on the results:

So how did it go?

Well, in so many words, the technology more than exceeded my expectations. And that’s probably both a comment on the particular hardware I bought and the state of the technology in general. Over the last four or fives months mine has become completely integrated into almost all the work I do. And I can’t imagine not using one.

Having used one for more almost half a year now, I’m actually quite surprised that the technology hasn’t been more widely adopted — a factor, I suspect, of computer economics which I’ll try to touch on in another post.

I don’t think I’d ever want to have a Tablet PC as my only computer. When I write at length I almost always use a keyboard. I’m writing on a desktop with a keyboard right now, for instance. The simple fact is that I can write a lot faster on a keyboard than I can with pen and paper. So when I’m writing a post or working on an article I usually use the keyboard. But for taking notes on a phone conversation or while I’m reading a book or an article or for editing my own writing, I now invariably use the Tablet.

One question I had before I got one is just how well it would be able to read my handwriting. If I had to stylize my handwriting in a particular way or write super-neatly, then that would defeat the purpose. In practice, though, the handwriting recognition is almost amazingly good. I don’t have the worst hand-writing in the world. But my script is certainly not neat. And it can accurately interpret pretty much everything I write — without my making any particular effort to write slowly or legibly.

And the key thing is the computer can quite easily search through your hand-written text for a particular word or combination of words. That for me was really the key, reams of handwritten notes that my computer can search through in a split second.

Here, for instance, is an example from the notes I took for the review I wrote of David McCullough’s new book 1776 in The New Yorker. This is probably neater than my normal note-taking handwriting. But stuff that’s far more of a scrawl the thing can easily get through.

The other thing I find the Tablet most useful for is editing my own posts or columns. In the past I would always have to print them out and then work over them with a pen. Now I just do it all on the Tablet.

“The technology more than exceeded my expectations.”

“I can’t imagine not using one.”

“The handwriting recognition is almost amazingly good.”

Those are the kinds of reactions people have when they actually get a chance to use a Tablet PC for any length of time, especially when their work involves lots of note-taking. I probably use the tablet features on my Tablet PC about 10% of the time. But when I do, those features are indispensable. Josh doesn’t mention what software he uses, but I suspect it’s Microsoft OneNote 2003. And if you haven’t tried it yet, Josh, then be prepared for another very pleasant experience. Using OneNote (with the Service Pack 1 Update, which fixed many bugs and performance glitches) is just a pleasure. It works pretty well on a conventional desktop computer, but it really shines on a Tablet PC.

Oh, and Josh’s new group blog, TPM Cafe, is filled with smart ideas and great writing. Highly recommended.

Grass roots versus astroturf

According to ActiveWin, Microsoft has launched a new Windows community site called The Hive:

On June 9th, Microsoft, together with key community leaders, announced the beta launch of “The Hive,” an online site dedicated to helping online group leaders, bloggers and other community website owners who focus on consumer information regarding Windows, Windows applications, and technical issues.

In an accompanying interview, Josh Levine, Group Product Manager for the Windows Client Community Group, says:

The Hive is designed to be a resource where online group leaders, bloggers and site owners can connect with one another and find the latest information on Microsoft Windows and other Microsoft consumer products critical to their readers or group members. The site is sponsored by 15 of the leading Windows community websites in conjunction with Microsoft Windows. …

Individuals who own or lead a consumer group, blog, or community focused website can participate in The Hive. Right now, The Hive is limited to online community leaders with at least 50 members in their community. This ensures that participants are seen as authorities on Windows who deliver valuable insight to consumers and the Windows ecosystem as a whole.

Hmmm. This site should qualify, but apparently we’re not worthy, because the link to http://www.hive.net just leads to a logon dialog box followed by a “not authorized” error message. Guess it’s one of those beta bugs.

For what it’s worth, I don’t have a lot of trust in any “community” that’s built from the top down like this, where the company that benefits most is in control of the server space, the technology platform, and the appointment of moderators. I prefer communities that grow organically.

Grass roots, not astroturf, if you catch my drift.

Update: So the hive.net site is working now, and I sent in my request for membership. The site’s designers went way overboard with puns and cutesy phrases that work in the bee metaphor. Like Member Guidelines under the “No Stinging” heading, with rules like “Don’t be a buzzkill” and “No killer bees.” Groan.

Also, the site says I’ll be told whether my applicatin is approved in 1 to 3 days, but the e-mail I got after submitting my application says 5 to 7 days. I guess this falls into the “underpromise and overdeliver” category, because I just got my approval about 15 minutes after submitting the application.

I’ll keep you posted.

Tip of the day: Use the Clipboard for quick, temporary backups

One of the most frustrating experiences any Windows user can have is to compose a lengthy comment in a Web-based form, only to click Send, have the server reject the submission, and lose all that effort. Here’s a tip that can save at least some of the pain. Before you click Send, click in the window containing your composed text. Press Ctrl+A to select your entire submission (if this keyboard shortcut doesn’t work, use the mouse to select all the text first) and then press Ctrl+C to copy the selection to the Clipboard. Now click Send.

If your submission fails, you can go back to the page and try again, pasting in the saved Clipboard contents instead of re-creating the post from scratch. Remember not to use the Clipboard for anything else or you’ll wipe out your saved work!

If you use Web-based forms regularly, you can avoid the risk of losing your work by composing entries in a text editor such as Notepad. After your entry is complete, use the Clipboard to copy and paste it to the form for sending.

Tip of the day: Back up your entire user profile

A few weeks ago, I explained how to relocate the My Documents folder. I’ve had lots of positive feedback to that tip, so it seems like a good time to talk about (in my best Paul Harvey voice) the rest of your data.

If you only back up your My Documents folder, you’re in for a rude shock if you ever have to restore that backup. Any files you had saved on your desktop will be gone. Your e-mail files (Microsoft Outlook, Outlook Express, and Mozilla Thunderbird, for instance) will have disappeared. Your address book will be missing in action, as will the settings for most programs. And your Internet Explorer Favorites and your Firefox bookmarks. And your Word document templates. And so on and on and on.

To learn where these “other” data files are stored, it helps to understand how Windows XP organizes your personal data. Everything starts with your user profile, which consists of a set of subfolders within a folder in the Documents And Settings folder. Your user profile folder normally has the same name as your logon name. Two exceptions: First, if you’re creating a domain profile, your name and the domain name are both part of the folder name, with a dot separating the two elements. Second, if your Documents And Settings folder already contains a folder whose name is the same as your user name, Windows will tack a number onto the end of your profile folder.

Inside your user profile folder are a number of subfolders whose purpose is to store data that you and only you will use. The two most important are Application Data and Local Settings\Application Data, both of which are hidden by default. (For details on how to work with hidden folders, see this tip.) Well-written Windows programs store user-specific data in these locations, which is why you’ll find your Outlook data files in Local Settings\Application Data\Microsoft\Outlook. Your Outlook Express folders are in Local Settings\Application Data\Identities, with each identity getting its own subfolder and a cryptic 32-character alphanumeric name. And your Mozilla Thunderbird mail files are in a randomly named subfolder of Application Data\Thunderbird\Profiles.

Confused? Your best strategy is to back up your entire user profile folder. If you use the Windows XP Backup program (click that link to learn how to install and use this great hidden utility), this option is the default choice in the What to Back Up screen when you start in wizard mode. If you use any other backup program, be sure to point it to the top-level folder for your user profile.

An alternate strategy (one I don’t recommend) is to configure your most important programs to store their data in the My Documents folder rather than in your user profile. This process is cumbersome for most programs, and there’s no guarantee you’ll get it right.

Update: If you’re looking for advice on how to actually use the backup program after it’s installed, see this article I wrote in 2003, which is still accurate: Windows XP Backup Made Easy. Thanks to Frank for the comment suggesting I add this information.