The taskbar and the Start menu are the two main liaisons between the end user and his or her computer. The taskbar defines for the user the files and programs that are currently open and running and the programs that are running in the background. The taskbar also allows the user to switch easily between open files and applications, group items, and open the most often used programs quickly. The Start menu provides access to the other available programs, network places, connections, help and support files, recent documents, and more.
Common Start Menu and Taskbar Requests
Because of the amount of time the end user spends using these two components, you may come across several configuration (or troubleshooting) requests, including the following:
The taskbar is always disappearing, and I’d like that to stop. I also want to be able to move the taskbar to another area of the screen.
John, my colleague down the hall, has an icon next to his Start menu that he usesto open our accounting program. I do not have any icons there. How do I create one of those so that I do not always have to locate the program on the Start menu or place a shortcut on the desktop?
I do not have enough room on my taskbar to show all of my open programs, and I have to scroll to see the additional programs. Is there some way of grouping the programs together?
Can I remove or hide the icons for my antivirus software, my pop-up stopper program, and other programs that run in the background? If I remove them, do they stop running?
There are a lot of icons in the notification area that I do not think I need. How can I get rid of those for good? I do not think they should be running in the background, and I do not even know what some of them are.
There are lots of programs in my Start menu that I do not need, and some I need that are not there. Can you fix that for me?
I want to be able to open My Network Places, open Control Panel, and access System Administrative Tools from the Start menu, but I do not want my recent documents to be listed. I also do not want to see the My Music or My Pictures folder or any other folders that are not work related.
To answer these questions, you must understand the options that are available and how to access and configure them. By the time you reach the end of this lesson you will be able to resolve all of these issues and more.
Troubleshooting the Notification Area
The notification area shows the time, volume control, and icons for programs that start and run automatically. These program icons can be for antivirus programs, music programs, CD-burning programs, or third-party programs that have been downloaded or purchased. If an item is in the notification area, its program is running in the background, making it quickly available when needed. The notification area also shows icons for network connections, and it can show whether the connections are enabled or disabled.
In this section, you will learn to configure and troubleshoot the notification area. Troubleshooting can also include cleaning up the area by removing unnecessary programs.
After completing this section, you will be able to do the following:
Add items to the notification area if the program supports it
Hide inactive icons so that the notification area does not take up too much room
on the taskbar
Remove icons and close running programs temporarily
Remove icons and close running programs permanently
Adding Items to the Notification Area
You can add an icon to the notification area only if the program supports that feature in its preferences or configuration options, and many times icons are added by default when a new program is installed. (There is no support for dragging and dropping a program in the notification area.) You can also add icons for network connections, including Ethernet connections to local area networks (LANs), wireless connections through wireless access points, and dial-up connections to the Internet.
If a user requests that you add an icon to the notification area for an application such as an antivirus program, open the program and browse through the available options and preferences. If an option to show or remove the program in the notification area is available.
If a user requests that you add an icon to the notification area for any network or Internet connection on a computer running Microsoft Windows XP, follow these steps:
Click Start, click Connect To, and then click Show All Connections. If the Connect To option is not available on the Start Menu, in Control Panel, open Network Connections.
Right-click the connection that you want to show in the notification area, and then click Properties
On the General tab of the connection’s Properties dialog box, select the Show
Icon In Notification Area When Connected check box, and then click OK.
Hiding Inactive Icons
If the computer has several programs that start automatically when Microsoft Windows loads and there are multiple icons in the notification area, the end user might complain that the notification area is taking up too much space on the taskbar. If this happens, enable Hide Inactive Icons, and the icons for programs that are not active but are still running in the background will be hidden. To hide inactive icons, follow these steps:
Right-click an empty area of the taskbar, and choose Properties.
On the taskbar tab, select the Hide inactive icons check box. Click OK.
The inactive icons are hidden behind the arrow.
Removing Icons and Temporarily Closing Programs That Are Running
To close a program and remove an item from the notification area temporarily so that you can free up resources, disable the program, or briefly unclutter the notification area, right-click the icon and look at the choices. The choices for removing the icon and editing the program differ depending on the application or connection. Common options include the following:
Exit
Disable
Close
End
Preferences (locate the Exit command in the dialog box)
Removing icons from the notification area in this manner is not permanent; it only removes an icon until the program is started again or you reboot the computer. Removing items permanently requires a little more work.
Removing Icons and Permanently Closing Programs That Are Running
A cluttered notification area is a good indicator that too many programs are starting when you start Windows. Having too many programs running can be the cause of many common problems, including a slower than necessary startup process, an unstable system, or a computer that generally displays slow response times when accessing applications or performing calculations. When a user complains that the system exhibits these systems, check the notification area first.
Even if the computer seems to be running smoothly, you should remove items from a computer’s notification area if the applications are never used. There is no reason to allow unused programs to start each time Windows does; this only drains necessary system resources.
If you decide to remove programs from the notification area permanently, follow these steps:
Click Start, and then click Run.
In the Run dialog box, type msconfig.exe and click OK.
In the System Configuration Utility dialog box, click the Startup tab.
Scroll through the list and clear the check box of any third-party item you do not want to start automatically when Windows does.
Restart the computer, and when prompted by the System Configuration Utility, verify that you understand that changes have been made.
Locking and Unlocking the Taskbar
By default, the taskbar’s position on the desktop is locked, which means that it cannot be moved to any other location and cannot be resized, and that toolbars that are displayed on the taskbar cannot be moved or resized. If a user wants to unlock the taskbar, the procedure is easy: right-click an empty area of the taskbar, and from the resulting list, deselect Lock The Taskbar. Remember to lock it back when you get things the way the user wants them. When locked, the taskbar is protected from accidental changes and you gain a little extra room because the toolbar handles are not displayed.
Grouping Similar Items and Enabling Quick Launch
Two additional ways to enhance the taskbar are enabling Group Similar Taskbar Buttons and enabling the Quick Launch toolbar, which are available options in the Taskbar And Start Menu Properties dialog box. Grouping similar open items saves room on the taskbar by grouping similar entries together; enabling Quick Launch lets you permanently add icons to the Quick Launch area of the taskbar for any program a user accesses often.
Enabling Group Similar Taskbar Buttons
As a DST, you will work with users of all levels. Some users will just be learning how to use e-mail, some will work with a single program and one or two files most of the day, and others will work with multiple programs and have multiple open files. Users who multitask among multiple programs and have several open files will likely have a crowded taskbar and might ask you about their options for organizing the files and programs shown on the taskbar.
If the user wants you to configure his or her computer to use these grouping options, open the Taskbar And Start Menu Properties dialog box as detailed earlier. On the Taskbar tab, select the Group Similar Taskbar Buttons check box and click OK.
Enabling Quick Launch
Quick Launch is the area of the taskbar directly to the right of the Start menu that contains icons for your most-used programs. If you enable Quick Launch right after installing Windows XP, you will have three icons: E-Mail, Launch Internet Explorer Browser, and Show Desktop. Clicking the respective icons opens these programs. You can also customize the Quick Launch area to include whichever programs you access most often, and you can even resize it if the taskbar is unlocked. Some programs also add icons to the Quick Launch area automatically during the program’s installation, so what you see when you first enable Quick Launch will vary.
If a user contacts you and wants to use Quick Launch or asks you to add or remove program icons from it, follow these steps:
Right-click an empty area of the taskbar, and choose Properties.
In the Taskbar And Start Menu dialog box, click the Taskbar tab.
Select the Show Quick Launch check box, and then click OK.
To remove any item from the Quick Launch area, right-click the icon and select Delete. Click Yes in the Confirm File Delete dialog box. (You will not be deleting the program, only removing the icon from the Quick Launch area.)
To add any item to the Quick Launch area, locate the program in Windows Explorer, the Start menu, or the All Programs list; right-click it; drag the program to the Quick Launch area; and then choose Create Shortcuts Here. If this option is not available, choose Copy Here. A new icon will be added to the Quick Launch area.
Troubleshooting a Locked, Hidden, or Missing Taskbar
If an end user contacts you about a locked, hidden, or missing taskbar, carrying out the repair is most likely a simple procedure; this taskbar issue is also a surprisingly common complaint. Most of the time, the Start Menu And Taskbar Properties dialog box simply has the Lock The Taskbar, Auto-Hide The Taskbar, or Keep The Taskbar On Top Of Other Windows check box selected. Clearing the check box solves the problem immediately.
Lock The Taskbar When this check box is selected, the user cannot move or resize the taskbar by dragging. The user might complain that the taskbar is “locked.”
Auto-Hide The Taskbar When this check box is selected, the taskbar is hidden until the user moves his or her mouse over the area where the taskbar should be. The user might complain that the taskbar is “missing” or “malfunctioning.”
Keep The Taskbar On Top Of Other Windows When this check box is selected, the taskbar stays on top of all other running applications. The user might complain that the taskbar is “always in the way.”
The user might also complain that the taskbar is too large or in the wrong area of the desktop. When this happens, inform the user that he or she can drag the top of the taskbar (when the mouse pointer becomes a two-headed arrow) to resize it. Moving the taskbar to another area of the screen is achieved by dragging it there.
Advanced Troubleshooting
If you cannot solve a taskbar problem by using the preceding techniques, the problem is more advanced. The below table some known issues with the taskbar and the Knowledge Base article number and brief solution.
Problem Knowledge Base Article Number and Brief Solution
The taskbar is missing when you log on to Windows. KB 318027. This behavior can occur if the Windows settings for a particular user account are corrupted. The solution involves checking for bad drivers, followed by creating a new user account, followed by performing an in-place repair of the operating system.
The taskbar stops responding intermittently. KB 314228. This is caused if the Language Bar is minimized and a Windows-based program is busy. Installing the latest service pack solves this problem.
After moving the taskbar from the bottom of the screen to the
right side, the background picture is not displayed correctly.
KB 303137. Microsoft has confirmed that this is a problem. To solve this problem, click once on an empty area of the desktop and then press F5 to refresh the background.
A part of the ToolTips or a message from the status area remains behind or partially displayed on the status area of the taskbar after it should be gone. KB 307499. To resolve this behavior, right-click another location that does not contain the leftover message, click the displayed message, move the mouse pointer over the icon, or resize the taskbar.
Configuring Taskbar Toolbars
Adding any taskbar toolbar adds a link on the taskbar that can be used to quickly access the chosen component. For instance, adding the Desktop toolbar allows you to easily access items on the desktop by clicking the link to them on the taskbar. Adding the Links toolbar allows a user to access Internet sites stored in their Links folder (in Internet Explorer Favorites) from the taskbar.
You can add toolbars to the taskbar by right-clicking the taskbar, pointing to Toolbars, and making the appropriate selection from the choices available. Some choices you can add include the following:
Address
Windows Media Player
Links
Language Bar
Desktop
Quick Launch
New Toolbar
If users need access to any of these items often, inform them of the ability to add them.
Troubleshooting the Start Menu
Usually service calls regarding the Start menu involve what is or is not on it. A CEO might want My Network Connections, My Recent Documents, Internet, E-Mail, and the company’s accounting program. The lead artist in the graphics department might want My Pictures, Printers and Faxes, My Music, and his or her favorite art program. When you are queried to personalize the Start menu, the combinations of ways in which the service call comes in are numerous.
Two types of Start menus are available in Windows XP, the Start menu and the Classic
Start menu. In this section, you learn about the Start menu and how to resolve the most basic troubleshooting calls. The tasks include adding or removing programs or Start menu items, permanently pinning items to the Start menu, and reordering the All Programs list. The Classic Start menu is discussed briefly in the next section.
Adding or Removing Items in the All Programs List
Adding and removing items in the All Programs list on the Start menu are common requests from end users. You can add a program in many ways, but you will learn the easiest way here. Removing a program is the simpler of the two tasks.
To add an item to the All Programs list, follow these steps:
Right-click the Start menu, and choose Open All Users.
Click File, point to New, and click Shortcut.
In the Create Shortcut dialog box, click Browse.
Locate the local or network program, file, folder, computer, or Internet address to create a shortcut for, and click OK.
Click Next. On the Select A Title For The Program page, type a name for the shortcut and click Finish.
Close the Documents And Settings\All Users\Start Menu window.
To see the new addition, click Start, point to All Programs, and look toward the top of the All Programs list. You can now move that item by dragging it to any other area of the All Programs list, the Frequently Used Programs area of the Start menu, or the pinned items list. You can also add a shortcut for an item to the Start menu by dragging the item’s icon to a position on the Start menu.
To remove an item from the All Programs list, simply right-click it and choose Delete. Click Yes when prompted to verify this action.
Adding or Removing Items on the Start Menu
End users often initiate a service call because a colleague one cubicle over has something on the Start menu that they do not, or there are items on the Start menu that they simply do not need. They might call to say that sometimes the program they want is in the frequently used area of the Start menu and sometimes it isn’t, and they would like it to always be available. Start menu items can include just about anything, such as frequently accessed programs, pinned items, and operating system components such as
Control Panel, My Network Places, Help and Support, Search, Run, and similar items.
Items are added to the frequently used programs area as they are opened, and they are moved up or down the list automatically depending on how often they are used. When a computer is new and there are no items in this list, a program is added to it by opening it once. As programs continue to be opened and used, the list automatically displays the programs by how frequently they are used. If specific items on the list are not needed, they can be removed by right-clicking and choosing Remove From This List.
In addition, all items can be removed and the frequently used programs can be disabled, cleared, or reconfigured from the Customize Start Menu dialog box by following these steps:
Right-click the Start button, and choose Properties.
In the Taskbar And Start Menu Properties dialog box, verify that Start Menu is selected, and click Customize
In the Customize Start Menu dialog box, in the Programs section, click Clear List to clear all items from the frequently used programs area of the Start menu.
To increase or decrease the number of programs shown, change the value for Number of Programs on Start Menu by using the arrows. Zero disables the Start menu. Click OK and click OK again to apply the changes
You can pin or unpin an item on the Start menu by right-clicking the item in the Start menu or All Programs list and choosing Pin To Start Menu. Pinning an item to the Start menu places it in the upper left corner of the Start menu with other pinned items such as Internet and E-Mail, allowing for easier access. This option is also available for items in the frequently used items area.
Finally, if a user asks you to add or remove an operating system component, such as
Favorites, Control Panel, Run, My Documents, or My Pictures to or from the Start menu or to configure how it is displayed, follow these steps:
Right-click Start, and choose Properties.
In the Taskbar And Start Menu Properties dialog box, verify that Start Menu is selected, and click Customize.
In the Customize Start Menu dialog box, click the Advanced tab.
In the Start Menu Items window, scroll through the options. Selecting an item will show it on the Start menu. Other choices for an item include the following:
Display As A Link The item will be displayed on the Start menu.
Display As A Menu The item will be displayed, and a menu will be available that contains the objects in that folder.
Don’t Display This Item The item will not be displayed.
In the Recent Documents area, click Clear List to clear the list of recently opened documents, or clear List My Most Recently Opened Documents to prevent items from being shown. Click OK twice to apply the changes and exit.
Troubleshooting the Classic Start Menu
The Classic Start menu is another option for end users. If, after an upgrade, end users complain that the Start menu is too complicated or that they want it to look more like their old Microsoft Windows 98 or Windows 2000 computer did, this is the menu you pick. Troubleshooting the Classic Start menu is similar to troubleshooting the Start menu as detailed earlier except for the minor differences in the Customize dialog box.
In the Customize Classic Start Menu dialog box, you can do the following:
Click Add to add any item to the Start menu.
Click Remove to remove any item from the Start menu.
Click Advanced to start Windows Explorer to add or remove items from the Start menu.
Click Clear to remove records of recently accessed documents, programs, and websites.
Click any item in the Advanced Start Menu Options list to show that item.
Customizing Regional and Language Settings
Regional and language options, available from Control Panel, define the standards and formats the computer uses to perform calculations; provide information such as date and time; and display the correct format for currency, numbers, dates, and other units.
These settings also define a user’s location, which enables help services to provide local information such as news and weather. Language options define the input languages (one computer can accept input in many different languages); therefore, the computer must be configured with the proper settings.
Regional and Language Settings
Almost all regional and language configuration and troubleshooting tasks are performed in Control Panel by clicking Date, Time, Language, And Regional Options and then clicking Regional And Language Options.
As a DST, you could be asked to help users configure and troubleshoot these settings.
In many instances, users need to add a region or an input language because they travel, work, or live in two different countries or regions; an input language needs to be added because users who share a computer speak different languages; or a currency, time, and date need to be changed temporarily on a user’s laptop while he or she is on a business trip. You learn how to perform these tasks in the next few sections.
Configuring Correct Currency, Time, and Date
When a user requests a change to the currency, time, or date standards and formats on a computer, you make those changes in the Regional And Language Options dialog box on the Regional Options ta. Changing the standard and format is as simple as clicking the drop-down list in the Standards And Formats area and selecting a new option.
To make changes and to access the other regional and language options, follow these steps:
Open Control Panel. In Category view, click Date, Time, Language, And Regional Options, and then click Regional And Language Options. (In Classic view, doubleclick on Regional And Language Options.)
Click the Regional Options tab.
In the Standards And Formats section, click the drop-down list to view the additional choices. Select one of these choices.
In the Location section, choose a country or region from the list to change the default location.
To further customize the settings, click Customize.
When finished, click OK in each open dialog box to exit.
Customizing Regional Options
If a user requests a specific change to the default settings, such as changing the currency symbol, the time or date format, or the system of measurement, but wants to keep other default settings intact, click Customize, and make the appropriate changes. Each option has a drop-down list, and selecting a different option requires only selecting it from the list.
Configuring Input Languages
The input language configured for the computer tells Windows how to react when text is entered using the keyboard. A user might want you to add a language if he or she works or travels between two or more countries that use different languages and he or she needs to work in those languages or perform calculations with the currencies in those countries. With multiple languages configured, the user can toggle between them as needed. In addition, users might want to change language settings even if they do not travel but do work with an international group or conduct business with other countries.
To add (or remove) an input language, follow these steps:
From Control Panel, open Regional And Language Options.
Click the Languages tab, and in the Text Services And Input Languages section, click Details.
In the Text Services And Input Languages dialog box, click Add to add a language.
In the Add Input Language dialog box, select the language you want to add. To choose a specific keyboard layout, select the Keyboard Layout/IME check box and choose the appropriate layout. To add a keyboard layout or input method editor (IME), you need to have installed it on your computer first. Click OK.
Back in the Text Services And Input Languages dialog box, select which language should be the default language from the Default Input Language drop-down list, and click OK.
Troubleshooting Language-Related Problems
When users have multiple languages configured, language-related problems are bound to occur. One of the more common issues occurs when a user with multiple languages configured accidentally changes the default language in use by unintentionally hitting the key combination that switches between them. By default, pressing left ALT + SHIFT switches between languages. Users who accidentally hit that combination might suddenly find themselves with a keyboard that does not act as it is supposed to, and they will not have any explanation for why it happened. You will have to use the Language Bar to switch back to the default language, and you might want to disable this feature while you are at the computer.
If a user complains that while using the On-Screen Keyboard accessibility tool, most keys on the screen do not blink when he or she presses a key on the physical keyboard, inform the user that this behavior is intended and correct.
If after installing a new IME as the default keyboard layout, the user complains that the previous keyboard layout is still being used, install the latest service pack to resolve the problem.
If a user complains that after choosing a new language he or she is unable to view the menus and dialog boxes in that language, inform the user that the Windows Multilingual User Interface Pack must be purchased and installed for these items to be changed. (See Microsoft Help and Support Center.)
Less common and more complex problems are addressed in the Knowledge Base. Remember to search there for answers if the problem cannot be resolved through general reconfiguration and common troubleshooting techniques.
Configuring Folder Options
You can use Folder options to resolve many types of service calls and requests from end users. You can access folder settings from Control Panel or from the Tools menu in Windows Explorer. Listed next are brief descriptions of the four available tabs in the Folder Options dialog box and some common tasks that you can perform by using them:
General tab Use the options on this tab to change how folders look and how they open. Windows can be configured to use Windows classic folders for a pre– Windows XP look and feel, and opening a folder inside another folder can be configured to appear in different ways. Folders can be configured so that the new folder opens either in the same window or in a different one. Folders can also be configured to open with a single or double click.
View tab Use the options on this tab to apply folder views systemwide (Details, Tiles, Icons, and so on) or to reset the folder views to their default. Configure advanced settings to remember (or not remember) each folder’s view settings, to show (or not show) pop-up descriptions of folder and desktop items, to use (or not use) Simple File Sharing, to automatically search for network folders and printers, and more.
File Types tab Use the options on this tab to view, add, or reconfigure which types of files open with which particular program. When an end user requests that a specific file open with a specific program, make that change here.
Offline files If Fast User Switching is not enabled, offline files can be enabled here. When offline files are enabled, a user can work on network files even if he or she is not connected to the network.
Troubleshooting Folder View Settings
When a user requests help regarding how folders are viewed, how windows open, and what can and cannot be seen inside a folder, check the configured folder options first. There you can discover the cause of many common problems and resolve them easily. Before starting any troubleshooting in the Folder Options dialog box, ask the user if he or she has made any changes there already. If a user tells you he or she has made changes to the folder options but cannot remember what the changes were, use the Restore Defaults button on the General tab and the View tab to restore the defaults. Many times this solves the problem. The below table shows some other common problems and their resolutions, all of which are available in the Folder Options dialog box.
Common Problem Solution
A user reports that each time he opens a folder or clicks an icon in Control Panel, it opens a separate window. Sometimes he has 15 open windows on his desktop, and he finds it quite annoying. He wants you to change this behavior. In the Folder Options dialog box, on the General tab, in the Browse Folders area, select Open Each Folder In The Same Window.
A user reports that she needs to view encrypted and compressed folders in a different color when using Windows Explorer to locate them. She wants to know how to do this. In the Folder Options dialog box, on the View tab, select the Show Encrypted Or Compressed NTFS Files In Color check box.
A user reports that his co-workers often see new folders and printers in My Network Places, but he never does. He has to search for and add them manually. He wants you to resolve this problem. In the Folder Options dialog box, on the View tab, select the Automatically Search For Network Folders And Printers check box.
Your CEO fancies himself a power user and
Wants to be able to view and access protected system files and hidden files and folders. How do you allow this?
In the Folder Options dialog box, on the View tab, select the Show Hidden Files And Folders check box and clear the Hide Protected Operating System Files (Recommended) check box.
A user who has recently upgraded from Windows 98 to Windows XP does not like the “Web” look associated with the folders and the interface. What can you do in the Folder Options dialog box to make the user more comfortable? In the Folder Options dialog box, on the General tab, click Use Windows Classic Folders.
Adopting Best Practices
Because changing default folder behavior is so simple (just select or clear any check box in the Folder Options dialog box), you might think that changes performed here are harmless. This is not true. Here are some reasons to leave the default options configured:
Although you can easily allow users to view hidden files and folders or access system files, you should avoid it at all costs. Changes made to these files, especially system files, can make the computer inoperable. If the changes are severe enough, you might have to perform a repair installation.
Although you might be tempted to disable Simple File Sharing to give a user more options for configuring security on his or her small workgroup or home network, it is not always necessary and might confuse the end user. In addition, the user might try to configure complicated options and create unnecessary file sharing problems.
Although you might think that switching a user to use Windows classic folders just because he or she is initially uncomfortable with the interface is helpful, in the long run it might be better for that user to learn to work with the new technology. Technologies will change, and it is generally beneficial to keep up.
Troubleshooting Issues with File Associations
File extensions define the file type. A file with the extension .doc is a document; a file with the extension .mp3 is an MP3 music file. The file extension tells Windows what type of file it is opening and what program should be used to open it. As a DST, you will be called on to troubleshoot file associations. Specifically, you will be asked to add and troubleshoot file types that are not recognized by the operating system and to configure a specific file type to always open with a specific program.
Understanding Common File Types
The below table shows some common file types and the programs they will most likely be configured to open with automatically. In the far right column, additional programs are listed that can be used to open the same file. Users might ask you to change which program is used to open a specific file type because they prefer one program to another or because company policy requires them to use a specific program.
File Extension Common Default Programs Alternative Programs
.avi Windows Media Player Third-party media tools
.bmp Paint Microsoft Photo Editor, third-party graphics programs, Internet Explorer
.doc Word WordPad, Notepad, or third-party word processing programs
.gif, .jpg, .jpeg, .tiff Paint, Windows Picture and Third-party graphics programs, Internet Fax Viewer
Third-party graphics programs, Internet Explorer
.htm, .html Internet Explorer, Notepad WordPad, Microsoft FrontPage, third party Web browsers
.mp3, .wav Windows Media Player Third-party media tools
.txt Notepad WordPad, Internet Explorer, Word
.xls Excel Third-party database applications
This is by no means a complete list; these are only a few of the hundreds of available file types. However, it does make clear that different files can be opened using various programs. Although the CEO’s secretary might be happy with .jpg files opening in Windows Picture and Fax Viewer, chances are good that a member of the graphics department will need that file to open in a more advanced graphics program.
Changing the Default Way That a File Type Opens
If a user requests that a specific type of file open with a specific program every time that file type is encountered, you will want to change the details for that particular file extension to create a permanent default for that file type. For instance, if a user requests that all .gif files always open with Windows Picture and Fax Viewer, you can set this by following these steps:
Open Control Panel, and open Folder Options.
Click the File Types tab, scroll down, and select GIF.
In the Details For ‘GIF’ Extension area, next to Opens With: <program name>, click Change.
In the Open With dialog box, click Windows Picture And Fax Viewer and click OK. Click Close in the Folder Options dialog box.
Changing the Way That a File Type Opens One Time
If a user wants the file to open with a different program only one time, it is as simple as right-clicking. Perhaps a user who has never edited a picture has one she wants to brighten using the tools in Photo Editor, but all of her graphics files open in the Windows Picture and Fax Viewer by default. You can instruct the user to open the picture in another program easily, following these steps:
Browse to the file using Windows Explorer or My Computer, or by opening My Documents, My Pictures, or another folder that contains the file.
Right-click the file to open, point to Open With, and select the program from the list. The file will open in the designated program.
Problems occur when there are no choices in the Open With list. This happens because Windows does not recognize the file and does not know which program to use to open it. This problem is covered in the next section.
Troubleshooting File Associations
There are two common file association problems that end users encounter. Either they right-click the file, point to Open With, and see no available choices, or they attempt to open the file and fail because the file type is not recognized. (These unknown files and their file types are almost exclusively created using third-party applications or a company’s specially designed applications.)
If, after right-clicking a file, the Open With dialog box provides no choices, you need to inform the user to select Choose Program (available from the Open With list choices) to tell Windows what program to use to open the file. If there are no recommended programs, the user needs to browse to the program that opens the file. After selecting the appropriate program, the user can open the file. If the program is unavailable, you will need to install a program that can be used and is compatible with that particular file type.
When Open With is unavailable and the user selects Open, or if a user attempts to open a file with an unknown file extension, the user receives the message. This message appears when a user tries to open a file and the associated program is not installed or available, or when the file type is not registered and recognized by the operating system. In this dialog box, you can either use a Web service to locate the program the file opens with or manually select the program from the list. To manually select a program, choose Select the Program from a List, locate the program, and click OK.
Adding a New File Extension
If you have encountered a file type that Windows is not familiar with, you will need to add that file extension in the Folder Options dialog box on the File Types tab. Then Windows will know that the file type is valid and will know which program to associate it with.
To add a file type, follow these steps:
Open Control Panel, and open Folder Options.
On the File Types tab, click New.
In the Create New Extension dialog box, type the file extension in the File Extension field. Click OK.
Locate the new file type at the top of the Registered File Types list. In the Opens With area, click Change to choose the program with which to open files of that type.
In the Windows dialog box, choose Select The Program From A List and click OK.
In the Open With dialog box, select the program. (An installed program must be able to open the file.) Click OK. In the Folder Options dialog box, click Close.
Using the Windows XP Troubleshooting Tools
A number of troubleshooting tools ship with Windows XP that can be extremely helpful in resolving many of the problems you will encounter while performing your job as a DST.
Commonly Used Troubleshooting Tools
Troubleshooting tools generally prove useful when the user receives error messages during Windows startup, while opening or saving files, when starting applications, or when accessing hardware.
In this section, you will learn about five of these tools:
Msconfig A command-line tool (one that you can run from the Command Prompt or using the Run dialog on the Start menu) that opens the System Configuration Utility, which you can use to troubleshoot and resolve startup errors and resolve unwanted prompts by third-party applications
Msinfo32 A command-line tool that opens the System Information window, which provides detailed information about the computer system configuration
Chkdsk A command-line tool that creates a status report of the integrity of the hard disk and corrects errors on the disk
Disk Defragmenter A program included with Windows XP that analyzes hard disks and locates and consolidates fragmented files and folders
SFC /Scannow A command-line tool that scans and verifies all protected system files on the computer and replaces any missing files
The next five sections introduce these tools; for more information, see the related Windows XP Help files.
Using Msconfig
Use Msconfig when troubleshooting errors that occur during the startup process, to rid the computer of third-party software prompts after startup, to discover and resolve problems with running services, or to resolve errors regarding the boot paths configured on multiboot computers.
To use Msconfig to open and use the System Configuration Utility, follow these steps:
From the Start menu, select Run.
In the Run dialog box, type msconfig and click OK.
From the System Configuration Utility dialog box, browse through the available tabs and make changes as appropriate:
General Use these options to tell Windows XP how to start the computer. There are three choices: Normal Startup, which loads all device drivers and services; Diagnostic Startup, which loads only basic devices and services; and Selective Startup, which loads only the items manually configured from the other tabs. System Restore can also be launched from this tab. Experiment with these choices to resolve startup problems.
SYSTEM.INI Use these options to tell Windows XP which items configured in the System.ini file to load when starting. You will need to have quite a bit experience with the startup files, drivers, and other items to use these tools effectively.
WIN.INI Use these options to tell Windows XP which items configured in the Win.ini file to load when starting. You will need to have quite a bit of experience with the startup files, drivers, and other items to use these tools effectively.
BOOT.INI Use these options to configure dual-boot computers, check boot paths, set a boot path as a default, configure how long to wait before booting to the default, and more.
Services Use these options to select or deselect which services on the Windows XP computer will load during startup. Deselecting services can help you pinpoint the exact service that is causing problems on the machine.
Startup Use these options to select or deselect which startup items are loaded during the startup process. Deselecting third-party startup items will rid the computer of that software’s prompts to register, upgrade, update, or purchase and will stop the item from loading on startup. Use this option to rid the notification area of unnecessary running programs.
Click OK, and then restart the computer. During startup, you will be prompted that the startup configuration has changed.
Using Msinfo32
Use Msinfo32 when you need to obtain information about the local or remote computer’s hardware configuration, computer components, installed software, or drivers (signed or unsigned); or when you need to get information about the BIOS version; verify that memory is installed and available; check product activation status; determine hardware conflicts; and more.
To use Msinfo32 to open the System Information window and to browse through the available data, follow these steps:
From the Start menu, select Run.
In the Run dialog box, type msinfo32 and click OK.
From the left pane, expand each of the trees to view the available data, as shown here.
Hardware Resources View and determine conflicts between hardware devices and see interrupt requests (IRQs), memory, and more.
Components View information about multimedia hardware, sound and display devices, modems, storage, printing devices, and more.
Software Environment View information about system drivers, print jobs, network connections, running tasks, services, and more.
Internet Settings View information about Internet settings, including the browser version and type, content and cache settings, and more.
Applications View installed applications and information logged during use of the applications.
Close the System Information window when finished.
Using Chkdsk
Use Chkdsk (Check Disk) to view the file system type (NTFS or FAT) and to verify the integrity of the disks installed on the computer. By adding the appropriate parameter (/F), you can also fix errors on the disk.
To use Chkdsk to check the integrity of the hard disk and automatically fix any errors it finds, follow these steps:
From the Start menu, point to All Programs, point to Accessories, and select Command Prompt.
To see all of the Chkdsk parameters, at the command prompt, type chkdsk /?.
At the command prompt, type chkdsk /F to run Check Disk and automatically correct disk errors.
Using Disk Defragmenter
Disk Defragmenter looks for and consolidates fragmented files, those that are saved in various areas of the hard drive rather than in one place. Opening defragmented files takes less time than opening fragmented ones because the information is stored together on the disk rather than haphazardly. Use Disk Defragmenter when the user complains that the computer seems slower than usual, when the user has not used Disk Defragmenter in the past or does not use it on a regular basis, and when no distinct problems can be found for the slowdown.
To use Disk Defragmenter, follow these steps:
From the Start menu, point to All Programs, point to Accessories, point to System Tools, and select Disk Defragmenter.
To analyze the disk to see whether it needs defragmenting, select the disk from the top pane, and select Analyze from the bottom.
If the computer’s hard disk needs to be defragmented, you will be prompted. Click Close.
Back up the user’s files.
Disconnect from the Internet, turn off all antivirus software, turn off all screen savers, and close all running programs (except Disk Defragmenter).
To defragment the volume, select Defragment. Close all dialog boxes and windows when the process is complete.
Using SFC /Scannow
System File Checker (SFC) is a command-line utility that allows a technician or user to determine whether any protected system files are missing. Missing system files can cause problems with the boot process or problems when operating system components are opened.
To use the SFC /Scannow utility to determine whether there are any missing files and to replace them, follow these steps:
From the Start menu, point to All Programs, point to Accessories, and select Command Prompt.
Type SFC /scannow (note the space after SFC) and press ENTER or RETURN.
If prompted, insert the Windows XP CD-ROM.
Wait while Windows verifies that all protected files are intact and in their original versions.
There are many other command-line tools to choose from. To locate information about these tools, open the Windows Help and Support Center and search for command-line tools.
Thursday, September 9, 2010
Wednesday, September 8, 2010
Working with Multiuser Computers
A multiuser computer is one that has multiple local user accounts that are configured to support different people logging on to the computer at different times to work, use e-mail, and perform other computing tasks. To resolve service calls involving multiuser computers, you must have a basic understanding of the types of user accounts that you will encounter. You also must have an understanding of how data and applications are shared among the users who log on to the computer. After you learn about user accounts and a little about how multiuser computers work, you will learn how to configure application access on multiuser computers so that all users who access the computer can also access the applications that are installed on it.
Understanding User Accounts
Users who share a computer running Microsoft Windows XP Home Edition or Windows XP Professional Edition are assigned a user account by the administrator of that computer. Each time the user logs on with this personal account, the computer retrieves the desktop settings, personal folders, passwords, Internet and e-mail configurations, and other information for this particular user so that the computer is personalized for the user. Configuring user accounts also serves as a way to keep users’ personal data safe from and inaccessible to other users who log on to the same computer.
The user account type also defines the level of access that the user has while logged on to the computer, such as whether or not she can install software or hardware, create additional user accounts, make permanent changes to the computer, or change passwords.
There are four types of user accounts that you will encounter:
Computer Administrator This user account offers the user complete and unlimited authority to modify the computer in any way at all, including creating, changing, and deleting user accounts; making permanent changes to systemwide settings (such as setting local policies); and installing and uninstalling hardware and software. Local Administrator accounts are configured for standalone computers and computers that are in workgroups and domains.
Standard This type of user account allows the user to install and uninstall software and hardware, and to make changes to the account password and the picture that is associated with the account, which appears on the Windows Welcome screen and on the Start menu when a user is logged on. The standard account can be configured only for computers running Windows XP Professional in a domain environment.
Limited This type of user account allows the user to make changes to his account password and picture, but does not allow him to change computer settings, delete important files, install or uninstall hardware or software, or make changes to system wide settings. These accounts are configured on stand-alone computers and computers that are running in workgroups and domains.
Guest This user account is a built-in account that can be enabled when needed, and allows a user to operate the computer in the same manner as a user with a limited account. Users can log on and check e-mail, browse the Internet, and use applications that are installed on the computer, but can cause no harm to the computer by installing programs or making permanent changes. The Guest account can be enabled on stand-alone computers and those that are running in workgroups and domains.
Using a Shared Computer
Users who share a computer log on by using their personal account. This account can be configured on a single, stand-alone local computer or on a computer that is part of a workgroup or a domain. If a shared computer is a stand-alone computer or a member of a workgroup, users can share data on the computer by moving the data to any of the Shared Documents folders. If the computer is a member of a domain, domain policies override any local settings, and the Shared Documents folders are not available.
Besides sharing data, applications can be shared among the users who log on to the computer. Applications do not need to be installed for each user who has access to the computer.
Configuring Access to Applications
When an administrator installs a program on the computer by using the default settings, other administrators, limited or standard users, and guests who access the computer can use the installed program. The user simply needs to select the program from the All Programs menu. The first time the user opens the application, it either configures itself automatically, or prompts the user to input additional information, such as her e-mail and Internet service provider (ISP) information. Virus scanning programs and other programs that are configured to protect the computer continue to work without additional configuration by users.
If a program is not compatible with Windows XP or was not installed by using the installation defaults (for instance, if the program was installed to a private folder, recovered from the Recycle Bin, or otherwise modified so Windows does not recognize it as a shared application), you can place a shortcut to the application in the Shared Documents folder, and anyone who accesses the computer can then access the program. Other users can also copy that shortcut to their desktop, Start menu, or Quick Launch toolbar.
If users cannot access an application that is installed on a computer running Windows XP, follow these steps:
Log on as an administrator.
Right-click the Start button and choose Explore All Users.
Using Windows Explorer, browse to the application that should be shared.
In the left pane of Windows Explorer, expand the drive on which Windows XP is installed (possibly C), expand Documents And Settings, expand All Users, and locate Shared Documents.
Right-click the application to share in the right pane, and drag its icon to the Shared Documents folder. Click Create Shortcut Here.
Any user who can log on to the computer can access items in the Shared Documents folder. In addition, you can add shortcuts to any user’s desktop by copying a shortcut to the Desktop folder in the user profile for each user who needs access.
Working with Multiple Boot Computers
Multiple boot computers run two or more operating systems, including Windows XP, Microsoft Windows 2000, Windows NT, Windows 95, Windows 98, or Windows Me; and sometimes even Windows 3.1, MS-DOS, or a third-party operating system. As you gain experience working as a DST, you will see various configurations.
To troubleshoot multiple boot computers, you must be familiar with the three basic file systems, how permissions play a role in users’ access to resources, and how installed programs should be configured.
Understanding Disk Partitions
Disk drives are among the most important resources on any computer. After all, there would not be much point to using a computer if you could not store what you create. A partition is a logical section of a hard disk on which data may be written. Every hard disk must be partitioned before it can be used. Most often, a disk is configured as onebig partition that takes all the space on the disk, but you may also divide a disk into several partitions. When you partition a disk, you decide how much disk space to allocate to each partition.
Some people create separate partitions to help organize their files. For example, you might store the Windows system files and application files on one partition, user documents on another partition, and backup files on yet another partition. Another important reason to use multiple partitions is to be able to isolate operating systems from one another when a computer is configured to run multiple operating systems. While it is technically possible to install some operating systems on the same partition as another operating system, it is never recommended. You should always create a separate partition for each operating system.
Primary A primary partition can be set as the bootable partition. A computer running a Windows operating system can have up to four primary drives (three if you also have an extended partition on the disk). Any primary partition may be configured as the active, or bootable, drive, but only one primary partition can be active at any time. When you are configuring a multiple boot computer, you will create a primary partition for each operating system and then install each operating system onto a different primary partition.
Extended An extended partition provides a way to get around the four primary partition limits. You cannot format an extended partition with any file system. Rather, extended partitions serve as a shell in which you can create any number of logical partitions.
Logical You can create any number of logical partitions inside an extended partition. You cannot set a logical partition as an active partition, so you cannot use logical partitions to hold most operating systems. Instead, logical partitions are normally used for organizing files. All logical partitions are visible, no matter what operating system is booted, so logical partitions provide a good method for making files available to any of the operating systems installed on a multiple boot computer.
You can create partitions in a number of ways, including the following:
Prior to installing any operating systems, you can use the MS-DOS command Fdisk to view and create partitions. fdisk is useful because you can start a computer using an MS-DOS floppy boot disk and set up your partitions before installing any operating systems.
During the installation of Windows NT 4.0, Windows 2000, or Windows XP, you can use the setup program to create multiple partitions.
After installation of any version of Windows, you can create and manage partitions by using built-in disk management tools, including Disk Administrator in Windows NT 4.0, and Disk Management in Windows 2000 and Windows XP.
Understanding File Systems and File System Access
Setting up or troubleshooting file system access on a multiple boot computer requires that you understand why different file systems are required and some common issues that arise when different file systems are used in a multiple boot environment. The three types of file systems discussed here are FAT and FAT32 (which are earlier and simpler file systems) and NTFS (which is newer, more secure, and more complex).
On computers that contain multiple operating systems, compatibility and file access across operating systems becomes an issue because all operating systems do not support all file systems. File compatibility problems result in files on a particular partition being unavailable when using another operating system on the computer. Having an understanding of the three file system types helps you troubleshoot these access problems.
FAT and FAT32
FAT is a file system that is used by MS-DOS- and Windows-based operating systems to arrange and manage files that are stored on the computer. This type of file system organization allows information about the files to be accessed quickly and reliably. FAT is the only choice of file systems for MS-DOS, Windows 3.1, and the original release of Windows 95 because FAT is a 16-bit file system; FAT32 is a 32-bit file system that is compatible with newer operating systems, starting with Windows 95 OSR2.
FAT32 is an enhanced version of the FAT file system that supports larger volumes than FAT. FAT32 is a better choice than FAT when a larger hard disk is installed and when NTFS cannot be used. FAT32 can be used with all modern operating systems. Windows XP can convert a partition formatted as FAT or FAT32 to NTFS without loss of data, and conversion is usually a good choice. However, converting back to FAT or FAT32 from NTFS without loss of data is not supported. The only way to change a drive from NTFS to FAT or FAT32 is to back up your data, reformat the disk as FAT or FAT32, reinstall Windows and any applications, and then restore your data.
NTFS
NTFS is a superior file system that provides organization, performance, security, reliability, and advanced features that the FAT and FAT32 file systems do not provide. NTFS offers encryption, file and folder permissions, disk quotas, and more. NTFS is supported only by the latest operating systems, as detailed the below table.
Supported File Systems
The below table shows the file systems that are supported in various Microsoft operating systems. Keep in mind that the support that is listed refers to the local file system only.
Any operating system that can access network shares can do so regardless of the file system that is used on the computer sharing the data.
Operating System Supports FAT Supports FAT32 Supports NTFS
MS-DOS Y N N
YWindows 3.1 Y N N
Windows NT Server and Workstation Y N Y
Windows 95 Y N N
Windows 95 OSR2 Y Y N
Windows 98 Y Y N
Windows ME Y Y N
Windows 2000 Professional and Server Y Y Y
Windows XP Y Y Y
Windows Server 2003 N Y Y
Because of file system limitations, a multiple boot computer running Windows 98 and Windows XP needs to have one FAT or FAT32 partition for Windows 98, and a FAT, FAT32, or NTFS partition for Windows XP. However, although NTFS is the better choice for security, users will encounter file access problems when they boot to the Windows 98 partition because Windows 98 does not support NTFS. These problems and others are detailed in the next section.
Troubleshooting File System Access
The above table detailed which operating systems provide support for which file systems. It is important to understand the significance of this data. As just mentioned, file system access problems can occur when a user is logged on to one operating system and tries to access a file or folder on another partition using a file system that the operating system does not support. An operating system that can access only a FAT partition does not recognize any files on a FAT32 or NTFS partition; an operating system that can access only FAT or FAT32 partitions does not recognize an NTFS partition.
When faced with problems that are caused by incompatible file systems, the only real solution is to format the partitions by using the correct file system configuration. For instance, if users need to dual boot between Windows 3.1 and Windows XP, and need to be able to access files on each partition regardless of which operating system they have booted to, the file systems for both partitions must be configured as FAT. This is because Windows 3.1 recognizes only FAT, so it cannot recognize the Windows XP partition unless it is formatted as FAT as well.
If file system configuration is not the problem, meaning that the configured file systems and operating systems are compatible, consider these other items that can cause problems on multiple boot computers:
Each operating system must be installed on a separate volume or partition. Microsoft does not support installing multiple operating systems on the same partition or volume, nor is this encouraged.
NTFS operating systems should not be installed on compressed drives that were not compressed by using the NTFS compression utility.
You must install the operating systems in a specific order: MS-DOS, Windows 95, Windows 98, Windows Me, Windows NT, Windows 2000, and then Windows XP.
If you are using Windows NT 4.0, apply Service Pack 5 or later. Windows automatically updates all NTFS partitions to the version of NTFS used in Windows 2000 and Windows XP. This resolves most file access problems among NTFS partitions.
Multiple boot computers cannot be configured for Windows 95, Windows 98, and Windows Me; these operating systems all use the same boot file.
As with troubleshooting any problem you will encounter, there are plenty of articles available from the Knowledge Base, TechNet, the Windows XP Expert Zone, and various newsgroups. When faced with a problem with file access and multiple boot computers, access these sites and resources.
Troubleshooting Permission Problems
Some users might encounter file permission problems when working with multiple boot computers, especially if those computers are also multiuser computers. Users must have the correct permissions to access files and folders and to perform specific tasks on a multiple boot computer. If proper permissions are not assigned to the user or the user’s group, she receives a file permission error message, generally in the form of an Access Is Denied message.
When a user encounters access denied messages to a file or a folder, you will be called on to resolve those errors. If the user needs access and the owner of the file wants to grant it, you can offer access by changing the share and NTFS permissions on the file or program in question to include that user by following these steps:
Use Windows Explorer to locate the problem folder.
Right-click the folder and choose Properties.
On the Sharing tab, verify that the folder is shared, and then click Permissions.
In the Permissions for the folder dialog box, verify that the user has access to the folder. If the user does not have access, add the user or the user’s group by clicking Add and selecting the user or group appropriately. If the user or group is already added, verify that the permissions are configured correctly. Click OK.
If NTFS permissions have been applied, select the Security tab. Verify that the user has access to the file or folder. If the user does not have access, add the user or the user’s group by clicking Add and selecting the user or group appropriately. If the user or group is already added, verify that the permissions are configured correctly. Click OK.
Users might also receive errors when installing programs. Remember, only users with Standard or Administrator accounts can install programs. To resolve this issue, the user either has to be given additional advanced permissions or be assigned to a different group with the required permissions.
Difficult-to-Diagnose Errors
Access and permissions errors that are hard to diagnose can occur, especially when errors appear and everything seems to be in order, including the user name and password, permissions, and group membership. These errors are best resolved using the Knowledge Base or TechNet.
For instance, Knowledge Base article 810881 discusses how an Access Is Denied message can be issued to the owner of a folder if the original folder was created on an NTFS file system volume by using a previous installation of Windows, and then Windows XP Professional was subsequently installed. The article goes on to state that the error occurs because the security ID for the user has changed. Even if the user offers the same user name and password, the security ID no longer matches; thus, the owner of the folder cannot open his or her own folder. (The resolution of this issue requires logging on as an administrator and taking ownership of the folder.)
Additional problems can occur when folders have been moved or if a partition has been reformatted. When you encounter access problems after an upgrade or after modifying a partition, check the Knowledge Base first for answers.
Installing and Accessing Applications
When configuring a multiple boot computer, many users incorrectly assume that they can install a program once under a single operating system and then run the program from any other installed operating system. They might get this idea because multiuser computers need to have their applications installed only once, but that is an incorrect assumption about multiple boot computers. When users’ applications do not work, you will be called on to resolve the problem. For the most part, you will need to reinstall the required programs only on each operating system in which the user requires access.
As you begin installing the applications for each operating system, you might run into compatibility problems. An application that runs well on Windows 98 might not run properly on Windows XP. When this happens, you will need to install the program using program compatibility mode.
Multiple Installations
When a user complains that an application is not working properly and does not run on a multiple boot computer, verify that the application is installed for the correct operating system. If the user is simply browsing to the application’s executable file and trying to run it from another operating system’s partition, you have found the problem. To resolve the problem, reboot the computer and install the application on the operating system with which it is to be used.
To determine where a particular program is installed, follow these steps:
Locate the program by browsing to it using Windows Explorer, or ask the use from where he or she is accessing the file. You might find that he or she has created shortcuts on the desktop, added the program to the Start menu, or performed other creative tasks.
Right click the icon and select Properties.
In the Properties dialog box, select the General tab. In the Location box, note the location of the installed file.
If necessary, reinstall the application under the correct operating system.
Using Program Compatibility Mode
When troubleshooting applications on multiple boot computers, you might find that the applications are installed correctly but are still not functioning correctly. If the applications are installed correctly for the operating system, the issue might lie with the program compatibility settings. Program compatibility settings allow older applications to work on newer operating systems, and newer applications to work on older ones. You can configure program compatibility mode settings as follows:
Use Windows Explorer to locate the executable file for the application that is not running properly.
Right-click the executable file and choose Properties.
In the file’s Properties dialog box, select the Compatibility tab.
Select the Run This Program In Compatibility Mode For check box, and from the available drop-down list, select the appropriate operating system.
If necessary, select any or all of the following check boxes:
Run In 256 Colors This setting adjusts the color quality setting to 256 colors while the program is running. When the program is closed, the color quality settings return to the user’s defaults.
Run In 640 × 480 Screen Resolution This setting adjusts the screen resolution to 640 × 480 while the program is running. When the program is closed, the screen resolution settings return to the user’s defaults.
Disable Visual Themes This setting prevents visual themes from being applied to the program. This often works to resolve problems with menus or buttons in the program. When the program is closed, the theme setting returns to the user’s default.
Turn Off Advanced Text Services For This Program This setting turns off any advanced text services while the program is running. When the program is closed, the text settings return to the user’s defaults and are available in other programs.
Click OK to apply.
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Understanding User Accounts
Users who share a computer running Microsoft Windows XP Home Edition or Windows XP Professional Edition are assigned a user account by the administrator of that computer. Each time the user logs on with this personal account, the computer retrieves the desktop settings, personal folders, passwords, Internet and e-mail configurations, and other information for this particular user so that the computer is personalized for the user. Configuring user accounts also serves as a way to keep users’ personal data safe from and inaccessible to other users who log on to the same computer.
The user account type also defines the level of access that the user has while logged on to the computer, such as whether or not she can install software or hardware, create additional user accounts, make permanent changes to the computer, or change passwords.
There are four types of user accounts that you will encounter:
Computer Administrator This user account offers the user complete and unlimited authority to modify the computer in any way at all, including creating, changing, and deleting user accounts; making permanent changes to systemwide settings (such as setting local policies); and installing and uninstalling hardware and software. Local Administrator accounts are configured for standalone computers and computers that are in workgroups and domains.
Standard This type of user account allows the user to install and uninstall software and hardware, and to make changes to the account password and the picture that is associated with the account, which appears on the Windows Welcome screen and on the Start menu when a user is logged on. The standard account can be configured only for computers running Windows XP Professional in a domain environment.
Limited This type of user account allows the user to make changes to his account password and picture, but does not allow him to change computer settings, delete important files, install or uninstall hardware or software, or make changes to system wide settings. These accounts are configured on stand-alone computers and computers that are running in workgroups and domains.
Guest This user account is a built-in account that can be enabled when needed, and allows a user to operate the computer in the same manner as a user with a limited account. Users can log on and check e-mail, browse the Internet, and use applications that are installed on the computer, but can cause no harm to the computer by installing programs or making permanent changes. The Guest account can be enabled on stand-alone computers and those that are running in workgroups and domains.
Using a Shared Computer
Users who share a computer log on by using their personal account. This account can be configured on a single, stand-alone local computer or on a computer that is part of a workgroup or a domain. If a shared computer is a stand-alone computer or a member of a workgroup, users can share data on the computer by moving the data to any of the Shared Documents folders. If the computer is a member of a domain, domain policies override any local settings, and the Shared Documents folders are not available.
Besides sharing data, applications can be shared among the users who log on to the computer. Applications do not need to be installed for each user who has access to the computer.
Configuring Access to Applications
When an administrator installs a program on the computer by using the default settings, other administrators, limited or standard users, and guests who access the computer can use the installed program. The user simply needs to select the program from the All Programs menu. The first time the user opens the application, it either configures itself automatically, or prompts the user to input additional information, such as her e-mail and Internet service provider (ISP) information. Virus scanning programs and other programs that are configured to protect the computer continue to work without additional configuration by users.
If a program is not compatible with Windows XP or was not installed by using the installation defaults (for instance, if the program was installed to a private folder, recovered from the Recycle Bin, or otherwise modified so Windows does not recognize it as a shared application), you can place a shortcut to the application in the Shared Documents folder, and anyone who accesses the computer can then access the program. Other users can also copy that shortcut to their desktop, Start menu, or Quick Launch toolbar.
If users cannot access an application that is installed on a computer running Windows XP, follow these steps:
Log on as an administrator.
Right-click the Start button and choose Explore All Users.
Using Windows Explorer, browse to the application that should be shared.
In the left pane of Windows Explorer, expand the drive on which Windows XP is installed (possibly C), expand Documents And Settings, expand All Users, and locate Shared Documents.
Right-click the application to share in the right pane, and drag its icon to the Shared Documents folder. Click Create Shortcut Here.
Any user who can log on to the computer can access items in the Shared Documents folder. In addition, you can add shortcuts to any user’s desktop by copying a shortcut to the Desktop folder in the user profile for each user who needs access.
Working with Multiple Boot Computers
Multiple boot computers run two or more operating systems, including Windows XP, Microsoft Windows 2000, Windows NT, Windows 95, Windows 98, or Windows Me; and sometimes even Windows 3.1, MS-DOS, or a third-party operating system. As you gain experience working as a DST, you will see various configurations.
To troubleshoot multiple boot computers, you must be familiar with the three basic file systems, how permissions play a role in users’ access to resources, and how installed programs should be configured.
Understanding Disk Partitions
Disk drives are among the most important resources on any computer. After all, there would not be much point to using a computer if you could not store what you create. A partition is a logical section of a hard disk on which data may be written. Every hard disk must be partitioned before it can be used. Most often, a disk is configured as onebig partition that takes all the space on the disk, but you may also divide a disk into several partitions. When you partition a disk, you decide how much disk space to allocate to each partition.
Some people create separate partitions to help organize their files. For example, you might store the Windows system files and application files on one partition, user documents on another partition, and backup files on yet another partition. Another important reason to use multiple partitions is to be able to isolate operating systems from one another when a computer is configured to run multiple operating systems. While it is technically possible to install some operating systems on the same partition as another operating system, it is never recommended. You should always create a separate partition for each operating system.
Primary A primary partition can be set as the bootable partition. A computer running a Windows operating system can have up to four primary drives (three if you also have an extended partition on the disk). Any primary partition may be configured as the active, or bootable, drive, but only one primary partition can be active at any time. When you are configuring a multiple boot computer, you will create a primary partition for each operating system and then install each operating system onto a different primary partition.
Extended An extended partition provides a way to get around the four primary partition limits. You cannot format an extended partition with any file system. Rather, extended partitions serve as a shell in which you can create any number of logical partitions.
Logical You can create any number of logical partitions inside an extended partition. You cannot set a logical partition as an active partition, so you cannot use logical partitions to hold most operating systems. Instead, logical partitions are normally used for organizing files. All logical partitions are visible, no matter what operating system is booted, so logical partitions provide a good method for making files available to any of the operating systems installed on a multiple boot computer.
You can create partitions in a number of ways, including the following:
Prior to installing any operating systems, you can use the MS-DOS command Fdisk to view and create partitions. fdisk is useful because you can start a computer using an MS-DOS floppy boot disk and set up your partitions before installing any operating systems.
During the installation of Windows NT 4.0, Windows 2000, or Windows XP, you can use the setup program to create multiple partitions.
After installation of any version of Windows, you can create and manage partitions by using built-in disk management tools, including Disk Administrator in Windows NT 4.0, and Disk Management in Windows 2000 and Windows XP.
Understanding File Systems and File System Access
Setting up or troubleshooting file system access on a multiple boot computer requires that you understand why different file systems are required and some common issues that arise when different file systems are used in a multiple boot environment. The three types of file systems discussed here are FAT and FAT32 (which are earlier and simpler file systems) and NTFS (which is newer, more secure, and more complex).
On computers that contain multiple operating systems, compatibility and file access across operating systems becomes an issue because all operating systems do not support all file systems. File compatibility problems result in files on a particular partition being unavailable when using another operating system on the computer. Having an understanding of the three file system types helps you troubleshoot these access problems.
FAT and FAT32
FAT is a file system that is used by MS-DOS- and Windows-based operating systems to arrange and manage files that are stored on the computer. This type of file system organization allows information about the files to be accessed quickly and reliably. FAT is the only choice of file systems for MS-DOS, Windows 3.1, and the original release of Windows 95 because FAT is a 16-bit file system; FAT32 is a 32-bit file system that is compatible with newer operating systems, starting with Windows 95 OSR2.
FAT32 is an enhanced version of the FAT file system that supports larger volumes than FAT. FAT32 is a better choice than FAT when a larger hard disk is installed and when NTFS cannot be used. FAT32 can be used with all modern operating systems. Windows XP can convert a partition formatted as FAT or FAT32 to NTFS without loss of data, and conversion is usually a good choice. However, converting back to FAT or FAT32 from NTFS without loss of data is not supported. The only way to change a drive from NTFS to FAT or FAT32 is to back up your data, reformat the disk as FAT or FAT32, reinstall Windows and any applications, and then restore your data.
NTFS
NTFS is a superior file system that provides organization, performance, security, reliability, and advanced features that the FAT and FAT32 file systems do not provide. NTFS offers encryption, file and folder permissions, disk quotas, and more. NTFS is supported only by the latest operating systems, as detailed the below table.
Supported File Systems
The below table shows the file systems that are supported in various Microsoft operating systems. Keep in mind that the support that is listed refers to the local file system only.
Any operating system that can access network shares can do so regardless of the file system that is used on the computer sharing the data.
Operating System Supports FAT Supports FAT32 Supports NTFS
MS-DOS Y N N
YWindows 3.1 Y N N
Windows NT Server and Workstation Y N Y
Windows 95 Y N N
Windows 95 OSR2 Y Y N
Windows 98 Y Y N
Windows ME Y Y N
Windows 2000 Professional and Server Y Y Y
Windows XP Y Y Y
Windows Server 2003 N Y Y
Because of file system limitations, a multiple boot computer running Windows 98 and Windows XP needs to have one FAT or FAT32 partition for Windows 98, and a FAT, FAT32, or NTFS partition for Windows XP. However, although NTFS is the better choice for security, users will encounter file access problems when they boot to the Windows 98 partition because Windows 98 does not support NTFS. These problems and others are detailed in the next section.
Troubleshooting File System Access
The above table detailed which operating systems provide support for which file systems. It is important to understand the significance of this data. As just mentioned, file system access problems can occur when a user is logged on to one operating system and tries to access a file or folder on another partition using a file system that the operating system does not support. An operating system that can access only a FAT partition does not recognize any files on a FAT32 or NTFS partition; an operating system that can access only FAT or FAT32 partitions does not recognize an NTFS partition.
When faced with problems that are caused by incompatible file systems, the only real solution is to format the partitions by using the correct file system configuration. For instance, if users need to dual boot between Windows 3.1 and Windows XP, and need to be able to access files on each partition regardless of which operating system they have booted to, the file systems for both partitions must be configured as FAT. This is because Windows 3.1 recognizes only FAT, so it cannot recognize the Windows XP partition unless it is formatted as FAT as well.
If file system configuration is not the problem, meaning that the configured file systems and operating systems are compatible, consider these other items that can cause problems on multiple boot computers:
Each operating system must be installed on a separate volume or partition. Microsoft does not support installing multiple operating systems on the same partition or volume, nor is this encouraged.
NTFS operating systems should not be installed on compressed drives that were not compressed by using the NTFS compression utility.
You must install the operating systems in a specific order: MS-DOS, Windows 95, Windows 98, Windows Me, Windows NT, Windows 2000, and then Windows XP.
If you are using Windows NT 4.0, apply Service Pack 5 or later. Windows automatically updates all NTFS partitions to the version of NTFS used in Windows 2000 and Windows XP. This resolves most file access problems among NTFS partitions.
Multiple boot computers cannot be configured for Windows 95, Windows 98, and Windows Me; these operating systems all use the same boot file.
As with troubleshooting any problem you will encounter, there are plenty of articles available from the Knowledge Base, TechNet, the Windows XP Expert Zone, and various newsgroups. When faced with a problem with file access and multiple boot computers, access these sites and resources.
Troubleshooting Permission Problems
Some users might encounter file permission problems when working with multiple boot computers, especially if those computers are also multiuser computers. Users must have the correct permissions to access files and folders and to perform specific tasks on a multiple boot computer. If proper permissions are not assigned to the user or the user’s group, she receives a file permission error message, generally in the form of an Access Is Denied message.
When a user encounters access denied messages to a file or a folder, you will be called on to resolve those errors. If the user needs access and the owner of the file wants to grant it, you can offer access by changing the share and NTFS permissions on the file or program in question to include that user by following these steps:
Use Windows Explorer to locate the problem folder.
Right-click the folder and choose Properties.
On the Sharing tab, verify that the folder is shared, and then click Permissions.
In the Permissions for the folder dialog box, verify that the user has access to the folder. If the user does not have access, add the user or the user’s group by clicking Add and selecting the user or group appropriately. If the user or group is already added, verify that the permissions are configured correctly. Click OK.
If NTFS permissions have been applied, select the Security tab. Verify that the user has access to the file or folder. If the user does not have access, add the user or the user’s group by clicking Add and selecting the user or group appropriately. If the user or group is already added, verify that the permissions are configured correctly. Click OK.
Users might also receive errors when installing programs. Remember, only users with Standard or Administrator accounts can install programs. To resolve this issue, the user either has to be given additional advanced permissions or be assigned to a different group with the required permissions.
Difficult-to-Diagnose Errors
Access and permissions errors that are hard to diagnose can occur, especially when errors appear and everything seems to be in order, including the user name and password, permissions, and group membership. These errors are best resolved using the Knowledge Base or TechNet.
For instance, Knowledge Base article 810881 discusses how an Access Is Denied message can be issued to the owner of a folder if the original folder was created on an NTFS file system volume by using a previous installation of Windows, and then Windows XP Professional was subsequently installed. The article goes on to state that the error occurs because the security ID for the user has changed. Even if the user offers the same user name and password, the security ID no longer matches; thus, the owner of the folder cannot open his or her own folder. (The resolution of this issue requires logging on as an administrator and taking ownership of the folder.)
Additional problems can occur when folders have been moved or if a partition has been reformatted. When you encounter access problems after an upgrade or after modifying a partition, check the Knowledge Base first for answers.
Installing and Accessing Applications
When configuring a multiple boot computer, many users incorrectly assume that they can install a program once under a single operating system and then run the program from any other installed operating system. They might get this idea because multiuser computers need to have their applications installed only once, but that is an incorrect assumption about multiple boot computers. When users’ applications do not work, you will be called on to resolve the problem. For the most part, you will need to reinstall the required programs only on each operating system in which the user requires access.
As you begin installing the applications for each operating system, you might run into compatibility problems. An application that runs well on Windows 98 might not run properly on Windows XP. When this happens, you will need to install the program using program compatibility mode.
Multiple Installations
When a user complains that an application is not working properly and does not run on a multiple boot computer, verify that the application is installed for the correct operating system. If the user is simply browsing to the application’s executable file and trying to run it from another operating system’s partition, you have found the problem. To resolve the problem, reboot the computer and install the application on the operating system with which it is to be used.
To determine where a particular program is installed, follow these steps:
Locate the program by browsing to it using Windows Explorer, or ask the use from where he or she is accessing the file. You might find that he or she has created shortcuts on the desktop, added the program to the Start menu, or performed other creative tasks.
Right click the icon and select Properties.
In the Properties dialog box, select the General tab. In the Location box, note the location of the installed file.
If necessary, reinstall the application under the correct operating system.
Using Program Compatibility Mode
When troubleshooting applications on multiple boot computers, you might find that the applications are installed correctly but are still not functioning correctly. If the applications are installed correctly for the operating system, the issue might lie with the program compatibility settings. Program compatibility settings allow older applications to work on newer operating systems, and newer applications to work on older ones. You can configure program compatibility mode settings as follows:
Use Windows Explorer to locate the executable file for the application that is not running properly.
Right-click the executable file and choose Properties.
In the file’s Properties dialog box, select the Compatibility tab.
Select the Run This Program In Compatibility Mode For check box, and from the available drop-down list, select the appropriate operating system.
If necessary, select any or all of the following check boxes:
Run In 256 Colors This setting adjusts the color quality setting to 256 colors while the program is running. When the program is closed, the color quality settings return to the user’s defaults.
Run In 640 × 480 Screen Resolution This setting adjusts the screen resolution to 640 × 480 while the program is running. When the program is closed, the screen resolution settings return to the user’s defaults.
Disable Visual Themes This setting prevents visual themes from being applied to the program. This often works to resolve problems with menus or buttons in the program. When the program is closed, the theme setting returns to the user’s default.
Turn Off Advanced Text Services For This Program This setting turns off any advanced text services while the program is running. When the program is closed, the text settings return to the user’s defaults and are available in other programs.
Click OK to apply.
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Wednesday, August 25, 2010
How to remove junk files from command prompt
On the notepad paste these command and save as <filename>.bat
When you'll open this batchfile (<filename>.bat), it'l remove all the junk files.
cd %systemdrive%
cd %systemroot%
cls
del prefetch\*.* /f /s /q
del temp\*.* /f /s /q
del "%temp%\*.*" /f /s /q
exit
When you'll open this batchfile (<filename>.bat), it'l remove all the junk files.
cd %systemdrive%
cd %systemroot%
cls
del prefetch\*.* /f /s /q
del temp\*.* /f /s /q
del "%temp%\*.*" /f /s /q
exit
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