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Information Technology Department: Quick Tips from IT

May 2017

Email Tips

At the risk of coming across as “old school”, there are times when a conversation (in person or over the phone) can be more efficient than e-mail.  This can avoid getting caught up in long email threads when trying to convey complex thoughts or messages.
When sending out email to large groups I.E.  All District Faculty and Staff, put the recipient in the Bcc line.  This avoids a mistaken Reply All going to the entire group.  If you want the recipients to know that you sent the email to the entire group, try using <<This email was sent to All Faculty and Staff>> as the first line of your email.
Check your Junk E-mail folder to ensure nothing important was misclassified.  If you find an email is misclassified, Right-Click the email and then click Not Junk.
Help improve email performance and save money by reducing the amount of server disk space used to store emails:  
  • Delete the largest emails.  Large emails are always caused by attachments.   Sort for large emails by selecting an email folder (Inbox for example) right-clicking on Arrange by (Outlook 2010) or clicking the down arrow next to By (Outlook 2013) and selecting Size instead of Date.  (Remember to change back to By Date when done)  You can then delete the large emails you no longer need. If you want to keep the attachment, Right-click the attachment and save it to your computer, then delete the email.  
  • Empty Deleted Items email folder by Right-clicking the Deleted Items folder and clicking Empty Folder.  Remember, a copy of every email you send is in your Sent Items folder.
  • Empty the Recycle Bin from your Windows Desktop (not email related but still a big help saving disk space). 

December 2016

Computer Management

  • Restart computers at least once a week – Without a restart, computers will slow down as their memory fills up.
  • Do not leave computers in a closet, without being turned on for extended periods of time –  Or the next time you do turn the computer on (for a testing period or something else important) it will be slow as it tries to do all of its updating.
  • Plug classroom computers into power when not in use – This will help ensure the batteries are charged when you need them.  
  • Always log off a computer when done – This improves security as the next user of the computer does not have access to your information.  Also avoid using Switch User as this will greatly degrade computer performance.
  • For classrooms with the new Epson projectors, use the bookmark we added to the Chrome browser to turn the projector on.  Avoid using a yard stick or even jumping up to hit the power button with your finger – Using anything that “bangs” into the project will throw off the calibration.  Let us know if you do not have a bookmark for the projector in your room and we can assist.
  • Quick ways of recognizing SPAM or malicious emails  - Unknown sender, misspellings or grammatical errors, ANYTHING with an attachment unless you are expecting one, mouse over any link within the email and see where it is really going (many times it is to a country outside the US, like Vietnam) but do not click on it.