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Managing your network file storage quota

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What are the storage limits?
 

The per user disk storage limit is 10 GB. You will start to receive warnings when you reach 80% of your limit.

 

How can I find out how much of my allotted disk space is left?

 

For PC users, open My Computer, and the Free Space Column tells you how much disk space you have left on the drive.

For Mac users, open your server folder, and the text at the bottom of the window tells you how much of your limit remains.

How can I find out what is taking up all that space?

Windows PC

 
Go to your Start Menu and Select Search and then All Files and Folders.
 
start menu

Then click More Advanced Options
advanced options

Then click the down arrow under Look in: and select your (H:) drive.
lookin

Under "What size is it?" click on the radio button Large (more than 1 MB)and under Type of File select (All Files and Folders). Click Search.
whatsize

After clicking search you'll see a list of all your files over 1 MB in size. Click on the word Size at the top of the column to sort all the files by size. Clicking the top of the column twice sorts the size from largest at the top to smallest at the bottom. This will assist you in determining which are your largest files and in what folders they are stored.
size
 

Mac

Open your Backup folder -> Options menu -> Show View Options.

show view options

Check Calculate all sizes.

calculate all sizes

After some time, size values will appear.

folder sizes
In any folder, click the size column header to show the largest files at the top.

sort by size

Looks like my backup is taking up my a big chunk of my disk limit. How can I make sure my backup is properly configured?

Please email IT@catlin.edu to set up for us to review your automatic backup configuration.
 
How to back up your files
 
 

InDesign: Create a HyperLink

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If you create a document in Adobe InDesign, you may want to make hyperlinks "live," so that readers can click on them to open web pages.

1. Display the Hyperlink tools.

2. Use the text tool to select the text of the link.

3. Go to the Hyperlink window, open its menu , and select New Hyperlink from URL.

4. Confirm that the new hyperlink appears in the Hyperlink window. Add more hyperlinks to your document as needed.

5. When you have finished editing the InDesign document, export it as PDF.

6. When you get to the InDesign save options window, turn on Hyperlinks and Interactive Elements.

7. Test your PDF in Adobe Reader and Apple Preview to confirm that the links work!

Schedule a Meeting

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How to use Entourage or Outlook to schedule a meeting.

 

Here is the scenario: you want to schedule a meeting with someone, but you don't know when they are available. If the person keeps up their Outlook or Entourage calendar, then you can see when they are available!

Mac Instructions Outlook 2011

Go to the Calendar tab on the lower left hand side of the main Outlook window. 

Then click on the new meeting button located on the left hand side of the ribbon.

Type or select the participants for the meeting. Set the date start time and end times.

You can click the scheduling button to show the times each person has available.

You can click the date and time area that is available to adjust the meeting.

 

Click the send button. 

Attendees will receive an appointment that they may accept, tentatively accept, or decline.

Please note that Windows users may propose a new time, but Macintosh users cannot.

Windows Instructions

Go to the calendar and create a new appointment.

Look in the middle of the window and click the Scheduling tab.

Select the people whom you would like to meet.

The colored bars show when each person is busy.

Now you know when the person is free. Optionally, you may send a meeting invitation.

Drag the white slider to a free space in the schedule, or edit the appointment date and time manually.

Click Send to email the invitation to all of the attendees.

Attendees will receive an appointment that they may accept, tentatively accept, decline, or propose a new time.

Please note that Macintosh users cannot propose a new meeting time.

 

Mac Entourage Instructions

Go to your calendar and create a new appointment.

Click the Invite button and add the people whom you would like to meet.

Click the Scheduling tab in the middle of the window.

The colored bars show when the person is busy.

Now you know when the person is free. Optionally, you may send the person a meeting invitation.

Drag the purple slider to a free space in the schedule, or edit the appointment date and time manually.

Click Send Now to email the invitation to all of the attendees.

Attendees will receive an appointment that they may accept, tentatively accept, or decline.

Please note that Windows users may propose a new time, but Macintosh users cannot.

Print double-sided (duplex)

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Macintosh

Before Printing

First tell your computer that the printer has a duplex unit.

Go to System Preferences -> Print & Fax

Select a printer that supports duplexing.

Select Options & Supplies.

Select the Driver tab.

Check the Duplex Unit checkbox and save this screen.

When Printing

See the Copies & Pages popup menu? This actually contains other printing options.

Select Layout from this printing options menu.

Now look for the two-sided options. Select long-edge binding for a book-style layout.

Go ahead and print!

To make this the default for this printer, save this print setting and give it a name you will remember.

 

Windows

Select a printer that supports duplex printing.

Open the Properties for this printer.

Select Documents Options -> Print on Both Sides

Go ahead and print!

We don't currently know a way to save this as your default. Please edit this document and add this information if you know how. 

Hibernation Problems for Windows XP

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In Windows XP Professional with Service Pack 2, there are many problems with hibernation. Here are two that I have been able to fix.

 


If you have not been able to hibernate your computer after upgrading your RAM:

DIAGNOSIS:

In Windows, there is a file on your hard drive, usually in the main root directory of the C drive, called hiberfil.sys. A brief explanation of hibernation: When you have programs open on your computer, and you can see them on your screen, some the data from them is stored in something called RAM. This stands for Random Access Memory, and is often insizes of 1-2GB. When you hibernate your computer, it takes all the data from the RAM and stores it on your hard drive. It puts it into the hiberfil.sys file. Thus, to be able to fit as much data as your ram, the hiberfil must be the same size as your RAM. My computer came with 1GB of RAM and had a 1GB hiberfil. I recently upgraded my RAM to 1.5GB but the problem was the hiberfil was still 1GB. To aviod this confusion, my computer decided to disable hibernation all together.

SOLUTION:

I am warning you right now that this solution may have been (probably was?) a fluke. But if it works, great. We are going to use command prompt here - the windows text-based user interface. To open command prompt, go to Start >> Run and type in "cmd". Up Pops a black window. Now, on the line where the cursor is, read the first letter. If it isn't "C", type "C:" and hit enter. Now it should be "C". To explore around your computer in command prompt, use the command "cd" this stands for Change Directory. To go up one level. Type "cd..". To go up two levels type "cd..\..". To go up three levels type "cd..\..\.." and so on. Cd around until you are in the root directory of the C drive. In other words, when the only thing on the line with the cursor is C:\>, you are ready. Now type "Ls". This command sometimes takes a while so be patient. it will display a list of all the stuff you have on your C drive. Check to see if there is a file called "hiberfil.sys". Here's where the fluke comes in. Type "hiberfil.sys". It should tell you that the file is already being used. The idea is to shock your computer into realizing that there is a hiberfil and make it use it. Now close command prompt, go to Start >> Control Panel >> Power Options >> Hibernate Tab. Set your desired settings and you are ready to go.


Windows System Error: "Insufficient Resources to Complete the API":

DIAGNOSIS:

This one was really annoying. Occasionally, when trying to hibernate my computer, it would begin to hibernate, and then stop and tell me "Insufficient System Resources Exist to Complete the API". From then on, it wouldnt hibernate until I restarted my computer. This is actually a windows bug. When there is more than 1GB of "stuff" in RAM, it would not be able to hibernate. Good job, Microsoft.

SOLUTION:

Fortunately, the solution is easy. Windows has released a patch that fixes the problem. Just follow the instructions on this download page.

 

 

Remember that if hibernation works, it is a great way to save power and battery life. Your battery has a limited number of charge/discharge cycles, so not discharging your battery is a good idea. Use hibernation often.

Connect a ThinkPad to a wireless network

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How to use IBM ThinkVantage Access Connections and Cisco Clean Access Agent to log into a wireless network.

 

Connecting a ThinkPad to a wireless network requires two steps, which must be completed in order.


1. IBM ThinkVantage Access Connections must locate and join a wireless network.


2. If you are on campus and connected to the CGS wireless network, you must log into Cisco Clean Access agent to be able to use the wireless network.

The following screenshots explain parts of this process.

This is the IBM ThinkVantage Access Connections icon, located in the task manager in the lower right-hand corner of the desktop, near the clock.

Roll over the Access Connections icon to find out your status. The following screen shot is an example of a working connection, because the computer is connected to CATLIN (not openwireless), and the IP address starts with 10.105.

Double-click on the Access Connections icon to open its window. Use this to manage your wireless connections, not the Windows built-in wireless management utility. The following screen shot shows a working connection to CGS at about 60% signal strength.

Click the Find Wireless Network button or select it from the Wireless Network menu. This shows all of the wireless access points available within range of the computer.

To connect to a specific network, click on the radio button next to the network you want to connect to and click on the Connect at the bottom of the window. If connecting to this network requires a password, you'll be asked to enter it at the next screen. If the network does not require a password you should see a successful connection status window.

This is the Cisco Clean Access taskbar icon.

Roll your mouse pointer over the icon to view your connection status. The screenshot below illustrates a good connection.

Right-click on the Cisco Clean Access Agent icon to log in or log out of the Cisco Clean Access Agent. Sometimes, logging in and out can resolve connection issues.

Openwireless

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Openwireless is Catlin Gabel's public wireless network.

 

The "openwireless" network is designed to provide internet access to parents, visitors, and friends of the school. Students and employees should use wireless network named "catlingabel."

Openwireless is not on our local area network. It provides access only to the internet. If you connect to openwireless, you will not be able to print, access the file server, or run Microsoft Outlook. Openwireless will behave much as your internet connection from home. You will be able to access the Catlin Gabel web sites, including insideCatlin, through openwireless.

Openwireless is an unprotected, unsecure network. It requires no password, nor does it encrypt traffic. This means that one should not use openwireless to transmit sensitive information, unless you are connecting via a secure (https://) web site.

Full network users (students and employees) will normally not find it necessary or desirable to connect to openwireless. Parents and school guests will find it useful. However, if you cannot connect to cgs and can live with internet access only, then you may find it useful to have a second option. How can you find out what network you have attached to? On a Mac, check the Airport icon in the menubar. On a ThinkPad, open IBM Access Connections in the task bar.

Microsoft Word 2007 compatibility

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Word 2007 saves in a new format that is incompatible with previous versions. Follow these instructions to save files in the old format by default.

Change your word default document type to be compatible with teachers and students

Click the Office icon in the upper left corner of the Word window . From the window that pops up select Word Options at the bottom.

Click on the save option on the left side of the Windows Options window


 
Change the "Save files in this format:” from "Word Document(*.docx)” to Word 97-2003 Document (*.doc).

Click on OK in the lower right corner and you are all set.


 
Note:  documents that you have saved prior to this will need to be opened and "saved as” with this Word 97-2003 Document (*.doc).

Computing Safely

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Click through the following presentation from the 2007 Safety Fair.

Maximize your battery life (ThinkPad)

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Your ThinkPad battery is a "consumable" product that decreases in performance over time. However, there are several things you can do to improve the performance and the life of your battery.

1. Do not place your battery or your ThinkPad in a high temperature environment, such as a car on a hot day. This will permanently damage the capacity of your ThinkPad. You may damage it even more if you charge the device in these temperatures. Even storing a battery in a hot environment can damage it irreversibly.

2. Battery Performance will be temporarily degraded if used in a cold environment.

3. When you store your battery outside of your ThinkPad Computer, store it with a charge of less than 50% to reduce the battery wear. If you store a battery when it's fully discharged, it could fall into a deep discharge state, which renders it incapable of holding any charge. Conversely, if you store it fully charged for an extended period of time, the battery may experience some loss of battery capacity, meaning it will have a shorter life. Be sure to store the ejected battery at the proper temperature

4. Recondition your battery by letting your battery run to less than 3% at least once a month. Reconditioning the battery can restore some of your battery capacity. Using included software such as Power Manager can make this process even simpler, and will remind you when this cycle needs to occur.

5. When the computer uses a large amount of electricity from the battery, the temperature of the battery and the computer may rise. In this case, the battery might automatically stop charging so that the battery operates at a level that ensures comfortable usage and normal battery life. If the battery has stopped charging, it might not start charging immediately when you plug in the AC adapter or it may take more time to completely charge. When the battery is restored to its normal temperature, the battery will start to recharge.

6. Brightness: Dim the screen to the lowest comfortable level to achieve maximum battery life. For instance, when watching a DVD on an airplane, you may not need full brightness if all the cabin lights are off. Wireless: Wireless network adapters consume power, even if you are not using its features to connect to a network. You can turn wireless off in the control panel to save power. CD's: Having a CD in your CD drive, even if it is not in use also consumes battery power because the computer will constantly verify the presence of a CD. Remove CD's when not in use for extended battery life.

Under average usage patterns your ThinkPad battery maintains approximately 70% of its power capacity for the first year of operation. Average usage is defined as the number of recharge cycles. A cycle is defined as each time the battery discharges a total of 85% or more and is recharged. For instance, you could use your laptop for an hour one day, using half its power, and then recharge it fully. If you did the same thing the next day, it would count as one charge cycle, not two, so you may take several days to complete a cycle. Each time you complete a charge cycle, it diminishes battery capacity slightly, but you can put laptop batteries through about 300 full charge cycles before they will only hold 80% of original battery capacity (if the battery is properly maintained). The battery health utility uses Design Capacity, Full Charge Capacity, Cycle count and the normal aging properties of your battery to determine your battery capacity status.
(Information taken directly from IBM's Knowledge base)

Laptop Information (Windows)

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Congratulations on receiving your laptop! Your laptop will run more smoothly if you are familiar with the information below.

Your Technology Team — Please contact us with questions and concerns! We are here to help!
To Email the Entire Tech Team: !IT Team (be sure to use the "!”) or IT@catlin.edu
Richard Kassissieh, Dir. of Info. Services; 503-297-1894 ext. 300.; email: kassissiehr@catlin.edu
Mike Maynard, Database Specialist; 503-297-1894 ext. 427.; email: maynardmi@catlin.edu
Daisy Steele, Technology Support Specialist; 503-297-1894 ext. 264; email: steeled@catlin.edu
Faith Baynes, Systems Administrator; 503-297-1894 ext. 365; email: baynesf@catlin.edu
David Hirata, Technology Support Specialist; 503-297-1894 ext. 263; email: hiratad@catlin.edu

The Technology Support Office, located in the Upper School Vollum
Center is open 8 a.m.-5 p.m. to provide  technical support and to
answer any technical questions. Students are most welcome to stop by
our office at any time during office hours for technical assistance. If
you need further assistance after hours or need help with home
networking issues, you may contact our consultant, Jonathan Linch at
(503) 286-4906, Jonathan.Linch@comcast.net. Or, JoAnn Rachor at (503) 846-0115, joann@rachors.com

Wireless Information
The Catlin Gabel School is a wirelessly networked campus. Your laptop
has been configured to access our wireless network. If you have a
network at home that is NOT wireless, your laptop should be able to
gain network access by plugging a network cable into the back of the
laptop. If you have a home wireless network, you will need to setup a
separate wireless configuration for home access. Please let us know if
you have questions regarding wireless access. All of our wireless
access points use Wireless Encryption Protocol (WEP) to ensure data
encryption across the network.

To Login
1.    Press the following keys all together: Ctrl, Alt and Delete.
2.    Enter your username which is your last name and first initial with NO spaces. For example: if your name is John Smith, then your login name is smithj. Press the Tab key, and then enter your password.
3.    To change your password, press Ctrl, Alt and Delete and click on Change Password. Enter your old password once and your new password twice and then click OK.
4.    Next to the words "Log on to:” be sure it says Catlin. If it does not, click the drop down arrow and select Catlin.
5.    Click OK.

To Use Email
1.    Catlin Gabel School uses Outlook 2003 for email. Your account has already been configured for you. You have an email limit of 25MB for all incoming and outgoing mail. Double-click on the Outlook Icon to launch the email program. If you go over 25 MB you will receive a warning message reminding you to clean out your Inbox and delete email. If you ignore this warning, your email account will not be able to send mail until you delete enough email to be under the 25 MB limit.
2.    Your email address is your last name and first initial at catlin.edu. For example, John Smith's email address is: smithj@catlin.edu. Please keep in mind that there are some exceptions to this naming convention due to common last names.
3.    Keep Email read and deleted on a regular basis. Be sure to delete Inbox Items as well as Sent Items.
4.    To View Mail, click on the Inbox icon. Mail will show on the right-hand side of the screen. To show folders for your email, go to the View Menu and select Folder List.
5.    Empty Deleted Items on a regular basis. To do this, go to the Tools Menu and select Empty Deleted Items Folder. When asked if you want to permanently all items and subfolders, click Yes.

Web Email
1.    The Catlin Gabel School also provides access to email off campus via Catlin Gabel's website.
2.    To access Web Mail, double click on the Internet Explorer icon on your desktop. You will see the Catlin Gabel website (if you don't see the website, type in the following web address: www.catlin.edu and press the enter key.) At the top of the page, in the blue bar, is a Web Mail icon.
3.    Enter your username and password at the logon screen and click OK.

Back up

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Back up your files (Windows)

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How to back up your files in Windows.

 

Why back up?

It is important to back up all your files and documents on a regular
basis. Hardware and software DOES FAIL and can destroy documents.
Viruses can also corrupt or delete documents. It is very difficult to
recover files and your best insurance that you do not lose data is to
make a backup of all your files on a regular basis. (At least once a
week, or more if you are working on a document that you would not want
to lose.)

Where should I back up?

You have a number of choices: your network user folder, external
hard drive, CD, DVD, or USB flash drive. Your choice will depend on how
much data you have and how long you plan to keep it. If you have tens
of gigabytes of data and want to keep a permanent backup, an external
hard drive is your best option. If you have just a few gigabytes of
data, then the network is an excellent backup location. CDs and DVDs
are very portable, long-lasting, and inexpensive. If you only need the
backup for a short time, then a USB flash drive is appropriate.

Automatic or manual?

It's easy to forget to back up. With backup software such as Windows Backup, you may schedule a daily backup. Please follow
the preceding links for more instructions on how to correctly configure
these backup utilities.

Archive or separate files?

Archiving files and folders creates a copy of the items you want to
back up in a compressed file. Archived files take up less disk space
than uncompressed files. Archive if you are
short on space. Otherwise, you may
be just fine copying plain files.

  • Select an item or items in the Finder.
  • Choose File > Add to Zip Archive
  • If you archive a single item, the archived file has the name of the
    original item with a ".zip" extension. If you archive multiple items at
    once, the archived file is called Archive.zip.

When you open an archived file, your computer displays uncompressed copies of the original items.

Back up to the server

Advantages: located at school, automatically available to you

Disadvantages: not available from home, not enough space for music or videos. Please back these up to other media.

1. Double-Click on the My Computer icon.
2. A window will open showing your networked drives. There should be a drive with your name showing that it is connected to the server. If you do not see this drive, please have one of the technology staff members help you map a drive to your folder on the server.

3. You will copy all your documents to this drive.
4. Double-click on your network drive.
5. Create a new folder for your backup (we recommend dating it as well)
6. Drag any or all of your documents into this folder.
7. If you get a message stating that this folder already contains a folder with the same name, click Yes to All.
8. Once all your files are copied, your backup is complete!

CD or DVD
1. Insert a blank CD or DVD into your CD/DVD drive
2. A Menu will pop up

3. Select "Add Files using IBM RecordNow.
4. Follow the on screen prompts.
5. When you are finished, remove the CD from your computer and store it in a safe place where it will not be scratched!

External hard drive or USB storage device:
1. Insert the device into your USB port on the side of your computer.
2. Double click on My Computer and locate your E: Drive. (It should be named Removable Disk)
3. Drag and Drop files into your E: Drive
4. An Icon will appear on your desktop for the device:
5. Drag and Drop files into the icon.
6. When you are done, eject the drive using the Safely remove Hardware option in the bottom right of your screen.

7. Remove the device from your computer and store it in a safe place!

Using PC Doctor to Test Hardware

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This shows you how to use PC doctor

 

Download PC Doctor from diagnostics section of IBM's web
site.

You will need diskettes to run it from the computer.

Follow the instructions to extract the program to
diskette

Boot PC using diskette

Follow onscreen instructions

 

To create an all night test to try and catch intermittent
problems:

 

  1. Pick any test except normal or quick from the Diagnostics
    menu.
  2. Mouse-click on options at the bottom of the screen.
  3. Select "set pass count”
  4. The higher the number the more passes the test will make.
    Setting a high number will allow the test to run all night and thoroughly test
    the hardware.
  5. Pressing F3 will provide a test log.

Add a Contact to Outlook

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This will give you instuctions on adding a contact to Outlook

 

 

 

  1. Go to the Tools Menu
  2. Select Email Accounts
  3. Click add new directory or address book
  4. Click Next
  5. Click on Additional Address Books
  6. Click Next
  7. Click Outlook Address Book
  8. Click Next and finish
  9. Right-click on Contacts and select properties
  10. Click on the Outlook Address Book tab
  11. Click in the box "Show this Folder as an Email Address
    Book.”

 

List of Keyboard Shortcuts for International Characters

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CTRL+` (ACCENT GRAVE), the letter

 

à, è, ì, ò, ù,
À, È, Ì, Ò, Ù

CTRL+' (APOSTROPHE), the letter

á, é, í, ó, ú, ý
Á, É, Í, Ó, Ú,
Ý

CTRL+SHIFT+^ (CARET), the letter

â, ê, î, ô, û
Â, Ê, Î, Ô, Û

CTRL+SHIFT+~ (TILDE), the letter

ã, ñ, õ
Ã, Ñ, Õ

CTRL+SHIFT+: (COLON), the letter

ä, ë, ï, ö, ü, ÿ,
Ä, Ë, Ï, Ö,
Ü, Ÿ

CTRL+SHIFT+@, a or A

å, Å

CTRL+SHIFT+&, a or A

æ, Æ

CTRL+SHIFT+&, o or O

œ, Œ

CTRL+, (COMMA), c or C

ç, Ç

CTRL+' (APOSTROPHE), d or D

ð, Ð

CTRL+/, o or O

ø, Ø

ALT+CTRL+SHIFT+?

¿

ALT+CTRL+SHIFT+!

¡

CTRL+SHIFT+&, s

ß