Revised as of February 20, 2007

 
Keep Your Old or Vintage Computer Humming:
Basic Computer Maintenance and Problem Solving

 
Simply using a computer taxes its system. Installing new programs, creating and deleting documents, starting and quitting software... these activities lead to slower performance and can cause ever-growing system problems.

So, you can either leave your computer off and use it as a paperweight, or do some regular maintenance and trouble-shooting to keep your computer system running smoothly. Just as you need to tune up your car occasionally, you need to tune up your computer sometimes!

Now, once upon a time, not that long ago, the information on this page was great for just about any computer. However, computers have changed drastically recently -- and not always for the better. Now, computer makers do their best to hide many computer functions so that, if you have a problem, you have to bring the computer into a shop -- or, even better from them, decide to chuck it and buy an entirely new one. This is bad for the environment, and bad for your pocketbook!

If you have an IBM clone computer (as opposed to an Apple Macintosh) that's running Windows 98 or older, or running an operating system other than Windows (and hurrah for you if you've gone that route), the information on this page should still help you. Otherwise, for IBM clone users with more recent versions of Windows, see Eleven Tips for Troubleshooting Software, a tip sheet by TechSoup.

If you have an Apple Macintosh running OS9 or anything pre-OSX, then the following should still help you as well to keep your computer system running smoothly.

Please note the disclaimer before attempting any of the following suggestions.

• General Tips That Apply to All Computers
• Basic Macintosh Maintenance and Problem Solving
• Basic IBM/Clone PC Maintenance and Problem Solving
• Basic Printer Problem Solving
• Before You Call Technical Support

• Computer manuals are a LOT better than they used to be. They now often come with one-page inserts or an abbreviated booklet that outlines what to do for the most frequent computer problems. If your manual didn't come with such an insert, then look for a chapter in your manual called "Troubleshooting". READ IT. More often than not, if you call support, they will take you through these suggested processes first, and more than half the time, these processes will fix your problem. Why sit on hold to hear information that is right at your fingertips?

• As you create, expand and delete data, and add and remove programs, your hard drive becomes like an unorganized sock drawer of jumbled styles, colors and sizes. You will have some files that are no longer needed or usable, because the software that drove them has been deleted, replaced or upgraded. You will have files that conflict with each other. You will have files that have become corrupted. As a result, your computer will slow down, shut down or freeze unexpectedly, which will then corrupt more portions of data on your hard drive, and confuse your system operations. There are many great programs that will help you clean out these mismatched and corrupted files, some that come with your computer (see below), and others that are even more advanced. You need to clean your computer MONTHLY.

• What programs do you use most? Have you checked the Web sites for the company that makes this software lately? Most software makers do NOT let users know, via e-mail or via regular mail, about problems with software or new minor upgrades; instead, they upload patches and upgrades to their Web site.

• John Fried of the Philadelphia Inquirer says "practice monogamy when buying and using software. Or, at the very least, serial polygamy." Software from different manufacturers can conflict with each other. As a user of Claris for my word-processing, desktop publishing and databases, but Micro$oft for spreadsheets, I know this problem first hand. Software is becoming more and more compatible, true, but it still often doesn't like software produced by competitors very much. A perfect example is Micro$oft Explorer, which, upon opening, will disable your Netscape Web browser (if you have it). Or America Online, which will play havoc with your other ISP settings.

  If you must use software from different publishers, don't try to run them at the same time (if possible).

• Before you install new software:

  • make sure that it's compatible with your system (there will be details re: this in the READ ME text file that accompanies the software).

  • make sure that there's plenty of internal and hard drive memory for the software (there will be details re: this in the READ ME text file that accompanies the software).

  • Turn off screen savers, anti-virus software or any other programs that are running, except for the operating system (ofcourse). You may need to restart your machine to do this.

  • Restart your computer after installation, but before you actually use the new software.

• Log All Error Messages and Attempts to Correct Them
  If you get an error message on your computer, WRITE IT DOWN. If you do need to call support, you will get your problem diagnosed A LOT quicker if you can tell the technician exactly what the error message(s) say/says, and when such messages occur.

• Keep your virus software up-to-date! Most anti-virus software manufacuters provide FREE updates to their software virus definitions on their web sites!

• Check for software patches for the software on your computer (this is a great task for a volunteer!). You can find these by visiting the web site for each manufacturer.

Basic Macintosh Maintenance and Problem Solving
For machines running OS6, OS7, OS8 or OS9

Rebuild Your Desktop

The Desktop file is an invisible file that keeps track of various activities on your Macintosh. Sometimes, it gets confused, and causes various problems (screen freezes, applications ending in errors, etc.).

To rebuild your desktop: while starting or restarting your computer, hold down the option and command keys (the command key is directly to the left of you space bar). Continue to hold down these keys until a message appears asking you if you want to rebuild your desktop (it appears after your extensions load, but before the Desktop appears). Let go of the option and command keys, then press "OK". Your Desktop will be rebuilt.

It's a good idea to do this at least once a month. There are several programs which will do a better job of cleaning out your desktop file. My favorite: a freeware product called TechTool. Look for it in software libraries on the Web.

Zap Your Parameter RAM

Also known as PRAM, this is where your Mac keeps track of your settings -- the date and time of day, mouse speed, startup driver preferences, etc. Like the Desktop file, sometimes it gets confused, and causes various problems (screen freezes, applications ending in errors, etc.).

For users of System 6, zap your PRAM by holding down the Command, Shift and Option buttons at the same time while opening the control panels from the Apple menu. The Mac will beep to tell you that the PRAM has been zapped successfully.

For users of System 7, hold down the Command, Option, P and R buttons at the same time while restarting your Macintosh. Keep holding this down until your Mac chimes five times, then let go to let your Macintosh boot normally.

It's a good idea to do this at least once a month. There are several programs which will do a better job of zapping your PRAM. My favorite: a freeware product called TechTool. Look for it in software libraries on the Web.

Investigate Extensions

Often, computer problems are caused by a disagreeable extension. Some extensions get corrupted; others are sometimes incompatible with other extensions.

If you are experiencing a problem with your computer, restart your computer with the extensions off (hold down the Shift key while hitting restart, then wait for the message "Extensions Off", and let go). Do as much as you can on your computer with the Extensions off (some applications won't run without the appropriate extensions); word processing software will usually run just fine without extensions. If your computer works, your problem could be in the Extensions.

If you have a program that lets you turn extensions off and on (such as Extension Manager), try turning various extensions off and on with each computer restart to see if you can find the Extension that causes your computer problems. If you don't have an extension Manager-type application, create a folder called "Disabled Extensions" and put them all in there. Then try adding various Extensions back into your Extension folder in your System folder with each computer startup, to see if you can find the Extension that causes your computer problems.

Remember that you have to restart your computer when you turn an Extension "off"; otherwise, it's not really off. Escaping

Press Command-Option-Escape to kill a process currently in the foreground. This is useful if your machine is taking way too long to finish something and is ignoring you, or if an application has crashed -- sometimes you can use this trick to regain control of your machine long enough to save your work from other applications and restart your Mac. (After you use this trick, you should generally restart as soon as possible, because memory may have been trashed.)

Basic IBM/Clone PC Maintenance and Problem Solving

There are somewhat invisible files on your computer that keep track of various activities -- software being started and ended, settings (date, time, preferences), commands, etc. These files sometimes get corrupted and cause problems on your computer, such as freezing or system error messages. Try the following steps to correct such problems before you call support.

Defrag

If you are on Windows 95 or above, you have an icon that will do this for you. Otherwise, Defrag your computer from DOS. If you are on a graphic operating system below Windows 95 (such as Windows 3.1), look for the icon that gets you to MS DOS. Click on this icon, and you will come to a blank screen with the C prompt:

c:/

This means you are in the "C" Drive. If this isn't what you are seeing (for instance, you are seeing "f:/" instead, then type in "c:/", and it will get you there). At the C prompt ("c:/"), type in:

>defrag /f

(note that there is a space in between "f" and the forward slash)

Hit Return. Your computer will take you through a process to Defrag your computer. If you haven't done this before, defragging may take 30 minutes or more.

When the Defrag is done, restart your computer or return to your other operating system (Windows, whatever) and work as normal.

Scandisk or Checkdisk

If you are on Windows 95 or above, you have an icon that will operate Scandisk for you. Otherwise, Scandisk or Checkdisk your computer from DOS. If you are on a graphic operating system below Windows 95 (such as Windows 3.1), look for the icon that gets you to MS DOS. Click on this icon, and you will come to a blank screen with the C prompt:

c:/

This means you are in the "C" Drive. If this isn't what you are seeing (for instance, you are seeing "f:/" instead, then type in "c:/", and it will get you there).

At the C prompt, type in:

>scandisk

Hit Return. If you get an error message that says Scandisk is not available, then type in:

>chkdsk

Your computer will take you through a process to Scandisk or Check Disk. If you haven't done this before, defragging may take 30 minutes or more.

When the Scandisk is done, restart your computer or return to your other operating system (Windows, whatever) and work as normal.

Printing problems range from "I can't print anything at all" to "The printout is all (or includes) nonsensical characters." And the steps to troubleshoot depend on the operating system you are using (just DOS, or Windows 3.x, Windows 95, or Windows NT, or OS/2 ...).

There are four general areas where printer problems can occur: the cabling/connections, the software of the documents you are trying to print, the system software/printer drivers, or the printer itself. If these suggestions don't solve your problem, they will at least help you narrow down the causes. If none of them work, be sure you note what you've tried to the support person you contact to help you.

• Make sure all of the connections have power and are connected properly -- the wire from the computer to the network, the wire from the network to the computer (the port), the wire from the printer to the power socket, etc. Don't just look -- press the connection into it's socket to make sure it's secure.

• Check to see that the printer is connected to the proper port on your computer. If the printer has been working fine up to this point, that is probably not the problem. But if this is the first time you've tried to use the printer, then turn everything off, change the port and try again.

• Are you able to print from one program, but not another? Or, are you able to print one document, but not another? If some documents print properly and others don't, the offending file is probably corrupted. Try copying the text into a new document and printing.

• Were you able to print before, but now you can't? If so, what has changed? Did you attach a new printer cable? Change paper or ribbon or ink cartridge? Get a new computer? Move the computer from one room to another? If so, review the changes you made; perhaps something is installed incorrectly. Perhaps something has to be reinstalled.

• Run a self-test on the printer. The manual that came with your printer will tell you how to do this; usually it involves a sequence of printer buttons or commands on the printer itself. If the self-test prints out clean, the printer is physically okay and the problem is in its ability to communicate with the computer.

• FOR MACS: Restart the machine and rechoose the printer from the chooser, and then see if the problems continue.If you are using a localtalk or other type of network connection to the printer, make sure that AppleTalk is active in the chooser. Next go to the file menu and choose the print window or print desktop command. If this prints, then any further problems you encounter are from the specific software you are using. Try reinstalling the software, and if that still does not work, visit the software manufacturer Web site for further information.

• FOR MACS: As System software is upgraded, so are the drivers for the printer. Any time you are having a problem with your printer that seems software related, make sure that you are running the latest version of the printer driver. The manufacturer of the printer should have this software available.

• FOR MACS: If you do have the latest drivers, try reinstalling them, slight corruptions in the drivers can cause major problems. It is recommended that you throw away or "hide" any old drivers before reinstalling.

• FOR MACS: One common mistake is to use the wrong driver. Many printers will be able to connect both directly with a serial cable or over a network. These printers often come with two drivers, one for each type of connection. Make sure you are using the appropriate driver.

• FOR MACS: If replacing or updating the drivers does not solve the problem, then the next step is to reinstall the system software.

• FOR MACS: If the printer does not print out anything at all, or the page has some sort of distortion on it, try printing out a test page. the manual that comes with your printer should give you details on how to do this. When you print out the test page the printer should not be connected to any machines or to a network. If the problem persists, then it is the printer; take it to a repair center.

• FOR IBM/CLONES: Can you print from DOS? To test this, you will have to be out of Windows and at the root directory of your C: drive. (The prompt on the screen will look like "C:\>".) Type "dir > lpt1:" without the quotation marks, and press the ENTER key. If you get a printout of the directory of the hard drive, you will know that the connection between the printer and computer is sound. The problem has to do with your operating software or the way the printer is configured within that software.

• FOR IBM/CLONES: If you can print from a DOS prompt (Step 4 above) but can't print from Windows, make sure you have at least 3 or 4 MB of free hard disk space. Windows has to create print spool files and may not print if it doesn't have enough free space to do so. If you are low on free hard disk space, free up some space by deleting any unneeded files and try your print job in Windows.

• FOR IBM/CLONES: If you can print from a DOS prompt but canšt print from Windows, type "set" at a C:\ prompt; note the line that says "TEMP=". It may say something like "TEMP=C:\TEMP" or "TEMP=C:\DOS". First, make sure the directory exists. Then, check its directory for any files with the TMP extension. If you find any, delete all the .TMP files; they are Windows print spooling files and should be deleted by Windows each time it closes, but sometimes they are not. Their existence can interfere with the creation of new print spool files. Start Windows and try your print job now.

• FOR IBM/CLONES: Remove the printer driver in Windows Control Panel Printers. Close Windows and Add Printer to reinstall it; of course, you will need your Windows disks or CD to install the files.

• If none of the above works, go to the producer's Web site and see if they have tips for you. And if that doesn't work, contact technical support (which you may have to pay for, but because you've done all of the above, it should cut down on the time the support person has to spend solving this).

Before You Call Technical Support

• Know what kind of computer you have, how much internal memory your computer has, and what operating system you are using and its version number. If you don't know this... well, learn how to find this out (for the Mac, click on whatever icon is in the most upper right hand corner of your computer screen; hold the mouse down, and choose the Finder and let go of the mouse button. This brings you back to the desktop. Then click on the apple icon, which is in the most upper left hand corner of your computer screen; hold the mouse down, and choose About This Macintosh and let go of the mouse button. A screen will appear giving you all the info you will need for tech support).

• Try the above, as appropriate. And DOCUMENT what you did and what happened. This will cut down on the amount of time you have to spend with tech support, because he or she will know what's already been done.

• Visit the Web sites for manufacturer of your computer, your system software and/or the software you are having trouble with. They may have the information you are looking for.

• Go to a Web search engine, such as Google, and type in your problem. Such as:
  printer+problem+laserwriter+Apple

  You may find a web site by someone that answers this problem for you.

Troubleshooting Macs (pre-OSX systems)
Formerly at http://www.sbcusd.k12.ca.us/technology/ts/
Type or copy and paste the URL into archive.org and you can view the materials
Developed for the San Bernardino City Unified School District, these are tips on preventative maintenance, troubleshooting checklist, overivew of common problems and what to do, etc. The author of this material is Bob Watson. As of 2002 and earlier, Mr. Watson worked at San Gorgonio High School "and has been an expert in the area of Macintosh trouble shooting since time began...and for Macs, that's the early 80s."

Phoenix Macintosh Repair (pre-OSX systems)
Formerly at http://w3.ime.net/~deceiver/phoenixmacrepair.html
Type or copy and paste the URL into archive.org and you can view the materials
This archived site will help you to find out what is wrong with your Mac be it old or new. Empahsis is on older Macs. The manual is very extensive. The text alone prints out to over 80 pages.

helpwithpcs.com

A Circuit Rider's Guide to Troubleshotting PCs
Formerly at http://www.lincproject.org/toolkit/troubleshoot.htm
Type or copy and paste the URL into archive.org and you can view the materials
"My personal theory to computer problems is that there is a direct connection between the amount of stress a user is under and the number of times a computer will crash." Agreed!! This was produced by the Low Income Networking and Communications (LINC) Project, part of the National Center for Law and Economic Justice. Sadly, the project ended in August 2006.

TechSoup
This comprehensive web site provides detailed information about a variety of technology-related issues specifically for mission-based organizations. This includes resources and advice regarding databases. It provides some of the best information you can find regarding technology resources for mission-based organizations. However, it's entirely IBM/Clone-focused (there's no info specific for Macintosh), and they are focused on the very latest tech. Still, it's excellent -- I read it several times a month. TechSoup is a project of CompuMentor, a non-profit organization based in San Francisco, California.

No representations of accuracy or suitability are made by the poster/distributor. This material is provided as is, with no expressed or implied warranty. USE AT YOUR OWN RISK. You are responsible for the health, welfare and actions of your computer and software! This document is the author's attempt to pass on information she wished she had had when she first started using a computer. The author assumes no responsibility for the use of information contained within this document.

I've found Macintosh to have great literature for its PCs. The same has not been true, however, for the IBM/Clone PCs. I've found the "For Dummies" books on these IBM-related operating systems to have been much more helpful than any literature that came with the computer product. The latest versions of these books are available at any computer store or any store that sells computer books; the older versions can be found in used book stores, eBay, and any web search.

Disclaimer: No guarantee of accuracy or suitability is made by the poster/distributor. This material is provided as is, with no expressed or implied warranty.

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