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PART3.EXE
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TIPS.TUT
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1993-07-13
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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: AT class computers and those containing a 80286 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.)
A better method, of course, is to realize that the battery
contained inside the computer lasts for about 2 to 4 years
and simply keep a record (much like oil changes on your car)
and manually 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. You might investigate newer
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!