Computer Disaster Recovery...or Don't Let a Computer Crash Ruin Your Day
Like most of us, you sit down, turn on the computer, check your email, scan a few favorite websites. Or like many of us, you sit down at your desk in your home office, set the cup of coffee down where you hope it will do the least amount of damage if you knock it over, turn on the computer, check your email (and answer most of it), log onto or into a work-related network, and/or open several work- or school-related files, and start your day.
Like just about all of us, you barely think about the simple act of turning on the computer. The screens blink through the start-up sequence, a musical trill plays, and your desktop---with its host of icons---appears. You work the keyboard to open programs and files in whatever routine you've established and you settle in for the duration. Or maybe you never turn it off, so that you simply touch a key to "wake up" the monitor. You never really think about the computer as being a machine that has various parts and internal systems that could just stop working, with little or no warning. You never really stop to consider what you would do if someday you sat down, turned on the computer, and nothing happened. You never think about it at all---until it happens.
A computer "crash" of any stripe is right up there with putting the key in the ignition of your vehicle and getting nothing but an "err-rr-unk" sound, followed by silence. You sit there, your lower jaw plummets to your chest, and your brain screams "NOOOOooooo!!!" Your first impulse is to turn the key again (or press the on/off button of your computer more firmly, thinking that maybe you really didn't hit it hard enough the first time). Nothing. Reality sinks in. The computer just went kaput.
Obviously, this is not the time to think about what you might have been able to do to prevent the computer from crashing. Or maybe your computer started acting wonky a couple of weeks ago, but you did a System Restore, and everything seemed to be OK for a few days, but then you had to do System Restore again...and again. You were hoping that whatever it was that was clobbering the system would just internally regenerate. But it didn't. And now the computer is dead.
This is not the time to wish that you had been doing those regular "backups" (whatever they are) so that you could do a system-wide recovery in case of a gigabyte-sized meltdown. The time to think about recovering from a complete computer failure (or even a partial computer failure) is NOW, while your computer is still working normally. There are just a short handful of simple steps that you can undertake to make a computer crash be just a blip in your work week, instead of facing a bewildering task of re-inventing every file, folder, and computer setting you need to get you back on track---and maybe more importantly, back to work---once you repair your existing computer or get a new one.
So, you ask, what does "computer disaster recovery" entail? How long does it take? How much do you have to spend? And just how much incomprehensible computer technology do you have to try to comprehend? The answers are: a few weekly processes that will take about 5 minutes each, somewhere between $125-$250, and almost none at all.
Here's the details:
Assemble Install Disks
It is likely that you have several installation CDs for your computer, printer, after-market software that you purchased and installed, and other computer "peripherals" (such as an external hard drive, which I'll discuss in more detail later). Make sure each of these disks is clearly labeled (if they aren't already labeled). Also, be sure that you have the registration or keycode numbers that you will need to re-enter when you re-install the program/software. Often these numbers are on the inside of the CD case, or are printed on the paper envelope that the CD came in. Keep these disks in a readily accessible, retrieve-at-a-moment's-notice place.
Make Copies of Downloaded Programs
If you've downloaded programs directly from a website (that is, you do not have an installation CD), then you will need to copy the "execute" file (usually a file that ends in an *.exe extension) onto a CD or an external hard drive. This is the computer file that you originally had to open and process using the computer's "wizard" to install the software/program. Unless there are restrictions on re-installing the software on the same or a new computer, you should have no trouble making a copy of the execute file. Label the CD so that you know what program it is and be sure to record the registration or keycode number for the program.
It is also often possible to simply redownload the software from the company's website. By logging onto the company website, and finding the "download" site, you should be able to re-enter your original registration or keycode, and reinstall the program. However, not all companies provide this service. It is wise, then, to take some extra time when you are first buying programs that you download directly from the web to determine how to recover the program in case of computer failure. Does the company offer free reinstallation? Can you order a back-up CD for reinstallation? In either case, after you have downloaded the software and before you just continue on with your day, make note of where the new program file is (I have a folder named "Program Install Files"), and then make a backup copy of the execute file. Record the registration number in a likely place.
Taking the time to assemble installation disks and/or copy software installation execute files prior to a computer failure is one way to make computer recovery much less painful. It will only take a couple of hours to reupload and/or install programs (depending on how much software your have loaded on your computer), in an orderly manner, and you won't spend a lot of money on buying programs that you already had!
Save Personal Settings
Now...this is the part about a computer crash that makes your toes curl...all those personal settings, the extensive custom dictionary you've created in Word, the thousands of email messages that you've saved regarding client communication, and...well, the list is endless. You've been sitting at that computer for two years, and now there's nothing but a blank screen. How are you going to manage without all of that history?
You may not be aware of the fact that you can save and restore your primary settings for email, Word (including custom dictionaries), and the web. Here's how:
1. Outlook/Outlook Express: You can save and then restore more than you think you can. You can make backup copies of your Address Book, your saved messages, and even your mail accounts (you know, those endless tabs you filled out so that Outlook would know how to send and receive your emails, etc.). This is easier than you probably think it is---so easy that I was able to follow the Microsoft tutorial and get it right the first time! That's how simple it is.
To find the correct tutorials, go to http://support.microsoft.com/ and do a search for "Backup Outlook" or "Backup Outlook Express." The tutorial will lead you through the process of creating an "export file" for each Outlook segment: address book, messages, and mail accounts. These files can be saved to CD or on an external hard drive. The process to restore your email is included in the same tutorial, and basically consists of just pointing Outlook to those saved files and letting Outlook "import" them.
If you are using an email program other than Outlook/Outlook Express, then investigate that system's help file to find its "save and restore" procedures.
2. Microsoft Word: Saving your custom dictionary, macros, autocorrects, and other personal settings in Word is just a matter of clicking through a couple of menus. You won't believe how easy it is...and you'll be sure that it can't possibly work. Trust me---it does. I tested it by "saving" my Word settings on my desktop and "restoring" it to Word on my laptop. In just about the amount of time that it took me to type the last two sentences, I established a very extensive custom dictionary, handfuls of macros, and a multitude of grammar and spelling settings. Just as for email, the process will create a file that you can copy to a CD or an external hard drive. Restoring from that file is the same process of clicking through a few menus and retrieving that saved file.
You will use Word's "Save My Settings" wizard. For the complete tutorial, search http://support.microsoft.com/ for "How to Use Save My Settings Wizard." There are also other "how-to" websites that will provide the same information.
3. Web Settings: This is a little trickier, but it is doable. Depending on the browser you are using (e.g., Internet Explorer, Mozilla Firefox, Netscape), you will need to make a record of the "Internet Options" you have set up. You may also need to make a record of "Personal Preferences" or any other custom-settings that you've established for your browser.
I solved the "how to make a record of" these settings by doing "screen shots" of the settings tabs and then pasting those shots into Word, thus creating a visual log of each Internet Option and Personal Preferences tab. That is, I opened Internet Options and then clicked on each of the tabs, took a screen shot, and pasted that screen shot into a page in a Word document. I saved that file to my external hard drive, as well as printing a copy for my Computer Disaster Recovery logbook (wherein I also keep a written record of key codes and registration numbers for my various programs).
If you've never done a "screen shot" before, this is a simple process. Whatever it is you see on your monitor now, you can make a screen shot of it that you can then paste into a Word document or Paint page. On your keyboard, look for the key that says PrtScrn. This key is probably on the top row of your keyboard, adjacent to the row of F keys (and there might other letters on the keys). If you are using a Microsoft-friendly keyboard, then the key is very likely above the Insert, Home, and Page Up keys.
Looking at the screen that you want to capture as a picture, hit the PrtScrn key once. Nothing will seem to have happened. Now go to a Word doc or Paint page, click the cursor where you want to paste in the screen shot, and hit Ctrl+V (or use the toolbar and click on Edit, then Paste). The picture of the computer screen will be inserted.
Don't Lose Your Word Documents, Excel Files, Pictures, Music, etc.
If you've been through a complete computer failure before, then you are probably aware of the gut-twisting reality of having lost every single folder and file you had stored on your hard drive. Not only have you lost now irreplaceable files, but you may have also compromised your ability to complete work- or school-related assignments on time. The former is something you can eventually just "get over." The latter may irrevocably alter the near-term future of a time-sensitive project. You could live without personal settings and email messages from two years ago. What you can't live without is that 57-page, fully illustrated proposal and its accompanying PowerPoint presentation that you were going to deliver on Friday.
Before you create another new file, do yourself the biggest favor you'll ever do: Buy an external hard drive that comes with software that will automatically save a backup copy of every folder, document, spreadsheet, picture, or audio/video file you have. External hard drives are now just about the size of an iPod and probably will hold more gigabytes than your computer's hard drive. An external hard drive is a peripheral that connects to your computer using a USB cable. It is a "dumb" piece of hardware; it's just one big storage box. The likelihood of your external hard drive being affected by a system crash is nearly zero (crashes caused by an electrical power surge may affect the external hard drive if the drive is plugged into the same power strip as your computer's CPU [tower], but I'll discuss this later).
Most external hard drives come with software that you can load and program to make automatic backups on a timely basis (every time a file is created or modified, once every X number of hours, once a day, once a week---whatever suits your needs). Most backup programs allow you to select what folders on your hard drive you want to back up. Some programs allow you to be very specific about only backing up folders or files that have been created or changed. These backups happen in the background, and won't affect whatever it is you are working on. In the time that it has taken me to write this article, my external hard drive has run a backup sweep three times.
In any regard, the issue is to make regular backups of your working files (including pictures and audio/video files) so that if your computer crashes, the most you will lose is whatever it is that you've done since the last auto-backup was performed. Base the frequency of your backup process on how frequently you create or change new files or add pictures or music.
Avoid Computer Crashes Due to Electrical Surges or Power Outages
At the very least, you should have your computer tower (the CPU, which stands for central processing unit...if you didn't already know) plugged into a surge-protector strip. You can purchase this at just about any store that sells electrical extension cords. If you are unfamiliar with surge protectors, it is generally a 3' to 4' length of thick electrical cord that has a three-pronged plug at one end and a strip of outlets (5 or 6) at the other. Generally, surge protector strips have an "on/off" button (that is, rather than unplug the cord, you can just turn it off to cut the power). These strips can shield your computer from some power surges, but having your computer plugged into a strip does not guarantee that your computer will be protected from all surges (or sudden power drains).
If you are dependent upon your computer for work or school, then you should invest in a back-up battery (APS, or alternative power source). The APS is heavy, about the size of a shoebox, generally costs between $50-$100, and usually has three "shielded" outlets (that is, the outlets that the battery powers). The battery itself plugs into any wall outlet that will accommodate a three-pronged plug (the same kind of plug that is on a power strip). Depending on its capacity, this battery will power your entire system for 10-15 minutes after any complete power outage (such as during a bad storm), allowing plenty of time for you to save your documents, close all open programs, and power down (turn off) your computer (which is sometimes called a "legal shutdown"). This prevents your computer from being abruptly turned off (which is sometimes called an "illegal shutdown"), after which you lose anything that you are working on that hadn't been saved.
An APS also protects your computer from momentary power surges or power drains (or a "brown-out"). Normally during a surge or a drain, you'll notice that lights will flicker or turn off and then on again quickly. Both surges and drains can seriously damage your computer or, at minimum, cause you to lose whatever document you are currently working on. By having your computer CPU and monitor plugged into an APS, the APS will shield your computer from a surge or will provide the additional power needed during a drain.
One word of caution: Be sure to read the specifications of the backup battery before you buy it, in terms of how much power it will supply to various types of computers. Generally, the guideline is the size of your monitor. The bigger your monitor (13", 15", 19" or more), the more power is needed. The backup battery will provide more minutes of full power for smaller monitors, less minutes for a larger monitor. If you have a large monitor (19" or more), you may need to buy a bigger capacity battery.
You are now as ready as you can be for a computer disaster. You don't like to think about it, you'd rather never experience it, but the likelihood of a total computer failure at some point is fairly high. When it does happen, having taken these steps, you will be ready to restore your programs, program settings, folders, and files. Now a computer failure will be an annoyance, and not a catastrophe!
Jan K., The Proofer is a freelance copyeditor and proofreader. Visit Jan’s Portal (http://www.jansportal.com) for more information about Jan's free crafts, recipes, tutorials, other resource sites, and free content articles, as well as Jan’s business services. Be sure to visit Mom's Break (http://www.momsbreak.com/) for free printable crafts and projects. © Copyright 2005 to present. All rights reserved.