Blog from August, 2012

Online Microsoft Office Training
Jenn Matthews posted on Aug 24, 2012

There are many free, online resources and trainings that can help you advance your Microsoft Office skills.   The trainings that I recommend below are not scheduled events, they can be done at your own pace.  I want to encourage everyone do go through one or two of these, even the most advanced users learn something new when taking these trainings!   A simple, newly-learned task could save you time and headaches later when working with e-mail and/or documents!

 

Microsoft Training

Microsoft has a variety of free, online trainings on their website.

CCE Tech Fair

If you weren’t able to attend the CCE Tech Fair this past summer, some of the webinars were recorded.

WSBN IT Blog

If you haven’t checked it out yet, go to my blog site.  I have some Outlook tips that are specifically geared for us, including sharing your calendar with your entire association using a reference group.

Skillsoft

Skillsoft is a free, web-based program available to all employees.  Skillsoft offers courses concerning technology, administrative support, marketing, personal development, just to name a few.   Request an account by e-mailing skillsoft@cornell.edu

REMINDER!  Please talk with your local IT contact  if you do not have the latest version of Microsoft Office installed, which is 2010.  CIT discontinued support for Outlook 2007 on May 31, 2012 and everyone should be on the latest version in preparation for the move to Office365 this fall.   

Your Computer Keyboard Is Covered With Germs
Jenn Matthews posted on Aug 14, 2012


As I was looking down at my poor laptop covered with dust and grime this weekend while entering in data at our county fairgrounds, I thought now would be a good time to cover how to clean your laptop, or for those of you with desktop computers, how to clean your keyboard, monitor and mouse.


* *

Just like any other surface, your keyboard accumulates bacteria and germs that require a disinfectant routine. Use these few items to easily clean your laptop and kill germs without damaging it in any way.

Things You'll Need

  • Cleaning rag
  • Compressed air
  • Dry toothbrush
  • Disinfecting wipes OR Isopropyl Alcohol and cotton swabs and cotton balls
  • Lint-free cloth (microfiber clothes are great)
  • Screen cleaner (many brands available – 3M makes one that is available at Wal-Mart, Staples, and Amazon.)

The following instructions are geared more for laptops, but the same method can be applied to regular keyboards and monitors.

 

1 - Turn off your laptop, remove the charger and disconnect any external accessories.

2 - Dust off the laptop with a cleaning rag to remove loose dust.

3 - Tilt laptop or keyboard upside down and remove dirt stuck between the keys on your keyboard with compressed air or a computer vacuum. 

4 - Remove dirt from your laptop's vents with the bristles of a dry toothbrush. (Compressed air is not recommended for use on computer vents because the propellant may contain moisture, and neither are computer vacuums as they have the potential to damage electronic components.)

5 - Wipe the entire keyboard, built-in mouse pad, wrist rest, mouse and outer casing of your laptop. (You can use wipes or cotton balls slightly-dampened with alcohol.)  

  • Wrap the edge of a wipe around a cotton swab (or slightly-dampen swab with alcohol) and rub gently between keyboard keys to remove any additional bacteria from the hard-to-reach areas. 
  • Dampen the end of another cotton swab (never put fluid directly onto the mouse) and gently wipe the area under the mouse where the lens and led light are located to remove any dust or residue, be very careful not to put any pressure on the LED or lens, and also, ensure that no excess fluid gets squeezed out of the cotton bud into the mouse.  (You may find turning the cotton bud between your fingers can be effective in removing excess moisture.) Once done, use a dry cotton bud to gently wipe over the area to ensure it is dry.  Place the mouse, right way up, and allow 2 minutes to dry.

6 - Wipe the screen of your laptop gently with a lint-free cloth, dampened with hot water to kill bacteria OR use the screen cleaner mentioned above. 

  • Do not press hard in an attempt to scrub off harder to remove dirt or oil.  Pushing directly on the screen can often cause pixels to burn out.
  • Never spray screen cleaner directly on an LED, LCD, or plasma screen. It could run inside the monitor and cause damage.  (This applies to cleaning the glass on a copier as well.)

7 - Let the laptop/keyboard air dry before turning on.

 

Notes: 

  • If using disinfecting wipes:   According to Bill Rutala, a Professor for the Division of Infectious Diseases at the University of North Carolina's School of Medicine, Clorox Disinfecting Wipes, Sani-Cloths and CaviWipes are all safe to use on keyboards and all kill bacteria while keeping it from re-growing for at least two days. Do not use disinfecting wipes on the screen, as they will cause streaking. 
  • Alcohol-based electronics wipes are also available at electronics stores and are designed to clean the entire laptop surface including the laptop screen.

How often should you clean your equipment?

Since bacteria can start re-growing after a couple days, it may be a good idea to buy wipes to keep at your desk.  A good schedule to follow would be to do a quick wipe every one to two days and a more detailed cleaning at least once a month.

 

CNET Video on how to clean your keyboard:  http://howto.cnet.com/8301-11310_39-20092793-285/how-to-clean-and-disinfect-your-keyboard-and-mouse/

 

Sources:  http://www.ehow.com/how_12005246_germs-off-laptop.html#ixzz21jyNtLOG, http://pcsupport.about.com/od/maintenance/ht/cleanflatscreen.htm, http://www.helpwithpcs.com/maintenance/mouse_problem_maintenance.htm

SPAM - Phishing E-mails
Jenn Matthews posted on Aug 01, 2012

Due to the increase in spam/phishing e-mails coming into our Inbox lately, this week’s e-mail will cover this topic.  (The latest, widespread spam e‑mail coming through says it’s seeking a response to a Better Business Bureau complaint.)

 

(smile)   I know I tend to give lengthy explanations, so before I do, I’ll give my short answer on this topic first: 

When in doubt of an e‑mail, never click on the link inside the e-mail.  If you know the sender, verify the validity of an e-mail by calling him/her.  You can also check the Cornell phishbowl, ask your local IT contact, or just delete the message.   Forward any suspect e-mails to security-services@cornell.edu (and you can cc me on the e-mail as well).

 

 

Now, I’ll go through more background information, do’s and don’ts, and things you can do.

Cornell E-mail Security System

As part of the e‑mail system at Cornell University, they utilize an e‑mail security system that checks all arriving e‑mails for viruses, suspect attachments and spam.  Any e‑mail containing a known virus is automatically deleted to ensure no system or user is at risk of infection.  (This does not mean a virus can’t slip through so always be aware of unexpected attachments.)  

Spam e‑mail is tested against certain spam signatures that are updated regularly.

If an email is deemed to be spam or "possibly spam" the subject line of the email will be tagged with [PMX] and then forwarded to the original recipient.  Notice the pound (#) signs after the PMX in the subject line, the more pound signs the higher the spam rating.  The higher the spam rating the more likely it is spam.

Filter Tagged PMX Messages

You can filter these e-mail messages marked with PMX into your Junk folder.  So instead of having them clutter up your Inbox, you can check your Junk folder once in a while to verify that there are no legitimate e-mails, and then permanently delete them.

How-to video: http://screencast.com/t/qKqmW7phwKr

Click here for Step by Step Instructions for creating a filter.

 

Good Guidelines To Follow:

 

  • Do NOT open attachments you are not expecting (even if you know the sender).
  • Do NOT click on links provided in e‑mails you are not expecting or have not requested, e.g. e‑mails from companies advertising services or products.
    • Checking a Link:  In any e-mail, it’s always a good idea to hover your mouse over the link to see if the link displayed is the actual website that it’s going to take you to.  It’s very easy to disguise a link.  For example, I can include this link to http://www.google.com but in reality it’s taking you to the Cornell phishbowl.   
      • Go ahead and hover your mouse over this link now.
        • In your e-mail message, a little box shows you the true web address you will go to if you click on it.
        • In your web browser, if you look in the lower left corner, you can see the true web address.
    • No one (Cornell, the helpdesk, me…) should ever ask for your NetID password.  It is against Cornell policy. 

Cornell Help and Resources:

  • Cornell Phishbowl
    http://www.it.cornell.edu/security/safety/phishbowl.cfm Lists some examples of phishing e‑mails seen on campus. Do NOT assume a suspect email is safe, just because it is not listed here. There are many variants of each, and new ones are being sent out each day.
    • *Keep Cornell Alert!  *If the e‑mail does not have “PMX” in the subject line and you don’t see the message in the phishbowl, forward the suspect message to security-services@cornell .edu.  (You can also cc: me if you would like me to be aware of it.)
    • Verified Cornell Communications
      http://www.it.cornell.edu/security/safety/verified.cfm List of e-mails IT Security has verified came from Cornell departments.