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Top Tips
Setting an out-of-office reply in Outlook is a straightforward process. The steps vary slightly depending on whether you're using Outlook for Windows, Outlook for Mac, or Outlook on the web. Here’s how to set it up for each version:
Outlook for Windows
Open Outlook:
Launch the Outlook application on your computer.
Go to File:
Click on the "File" tab in the top-left corner of the window.
Select Automatic Replies:
Click on "Automatic Replies (Out of Office)". This will open the Automatic Replies dialog box.
Turn on Automatic Replies:
Select "Send automatic replies".
If you want to specify a time range for your out-of-office replies, check the "Only send during this time range" box and set the start and end times.
Compose Your Reply:
Inside My Organization: Type your out-of-office message that will be sent to people within your organization.
Outside My Organization: Type a different message for people outside your organization, if desired. You can also choose whether to send replies to people outside your organization.
Click OK:
Click "OK" to activate the out-of-office reply. Your automatic replies will now be sent according to the settings you specified.
Outlook for Mac
Open Outlook:
Launch the Outlook application on your Mac.
Go to Tools:
Click on the "Tools" menu at the top of the screen.
Select Out of Office:
Choose "Out of Office" from the drop-down menu.
Turn on Automatic Replies:
In the Out of Office Assistant dialog, select "Send automatic replies".
If you want to specify a time range, check the "Only send during this time range" box and set the start and end dates and times.
Compose Your Reply:
Enter your out-of-office message for internal contacts and, if desired, a separate message for external contacts.
Click OK:
Click "OK" to activate your out-of-office replies.
Outlook on the Web (Outlook.com or Office 365)
Sign in to Outlook on the Web:
Go to Outlook.com or Office 365 and sign in with your credentials.
Go to Settings:
Click on the gear icon (⚙️) in the upper-right corner to open the Settings menu.
Select "View all Outlook settings" at the bottom.
Select Mail:
In the settings menu, choose "Mail" and then select "Automatic replies".
Turn on Automatic Replies:
Toggle the switch to "Turn on automatic replies".
If desired, set a start and end time for the automatic replies.
Compose Your Reply:
Type your out-of-office message for internal and external contacts. You can also specify whether to send replies only to people in your contact list.
Click Save:
Click "Save" to activate your out-of-office replies.
By following these steps, you can ensure that anyone who emails you during your absence will receive an appropriate automatic response.
Setting an out-of-office reply in Google Workspace (formerly G Suite) is easy and can be done through Gmail. Here’s how you can set it up:
Using Gmail on the Web
Open Gmail:
Go to Gmail and log in to your account.
Access Settings:
Click the gear icon (⚙️) in the upper-right corner of the screen to open the "Quick settings" menu.
Click on "See all settings" at the top of the menu.
Go to the Vacation Responder Tab:
In the settings menu, click on the "See all settings" tab, then go to the "General" tab.
Scroll down to the "Vacation responder" section.
Turn on the Vacation Responder:
Select "Vacation responder on".
Set the first and last day for the vacation responder to be active (optional). If you don't set an end date, you'll need to manually turn off the vacation responder later.
Compose Your Out-of-Office Message:
Subject: Enter the subject of your out-of-office message.
Message: Write the body of your message. This is the information that will be sent to people who email you during your absence.
Send Responses Only to People in My Contacts (optional): Check this box if you only want your out-of-office reply sent to people in your contacts list. Leave it unchecked to send replies to everyone.
Save Changes:
Click "Save Changes" at the bottom of the page to activate the vacation responder.
Using Gmail Mobile App
Open the Gmail App:
Launch the Gmail app on your mobile device and log in to your account.
Access Settings:
Tap the three horizontal lines (menu) in the upper-left corner of the screen to open the sidebar menu.
Scroll down and tap on "Settings" at the bottom.
Select Your Account:
Tap on the email account for which you want to set the out-of-office reply.
Go to Vacation Responder:
In the account settings menu, tap on "Vacation responder".
Turn on the Vacation Responder:
Toggle the switch to "On".
Set the start and end dates for the vacation responder if desired.
Compose Your Out-of-Office Message:
Subject: Enter the subject line for your out-of-office email.
Message: Write your out-of-office message content.
Send Responses Only to People in My Contacts (optional): Choose whether to send replies to everyone or just to people in your contacts.
Save Changes:
Tap "Save" or the checkmark icon to activate the vacation responder.
By following these steps, you can ensure that anyone who emails you during your absence will receive an appropriate out-of-office reply.
Keeping a clean inbox can significantly boost productivity and reduce stress. Here are some top tips to help you maintain an organised email inbox:
1. Unsubscribe from Unwanted Emails
Regularly unsubscribe from newsletters, promotions, and updates that you no longer find useful or relevant.
2. Use Filters and Folders
Set up rules to automatically sort incoming emails into designated folders (e.g., "Work," "Personal," "To Read"). This keeps your main inbox uncluttered.
3. Implement the 2-Minute Rule
If an email can be dealt with in 2 minutes or less, handle it immediately. This prevents small tasks from piling up.
4. Archive Instead of Deleting
Archive emails you might need later but don’t require immediate action. This keeps your inbox clean while retaining important information.
5. Regularly Review and Clean Up
Set aside time weekly or monthly to review and clean out old or unnecessary emails. Delete or archive items as needed.
6. Use Labels and Tags
Utilize labels or tags to categorize emails based on projects, priorities, or themes. This helps in quick retrieval and organization.
7. Prioritize and Flag Important Emails
Use flags or stars to mark important emails that require follow-up. This ensures they stand out and get addressed in a timely manner.
8. Create Templates for Common Responses
Save time by creating email templates for frequently sent responses. This reduces repetitive typing and helps manage email volume efficiently.
9. Set Up Email Alerts and Notifications Wisely
Adjust your notification settings to minimize distractions from non-essential emails. Focus on alerts for high-priority communications.
10. Use a Task Management Tool
Integrate your email with a task management tool to convert emails into tasks or reminders, keeping track of what needs to be done without cluttering your inbox.
11. Schedule Email Checking Times
Designate specific times during the day to check and respond to emails, rather than continuously monitoring your inbox. This helps maintain focus on other tasks.
12. Use Search Effectively
Master your email client’s search functions to quickly find and manage emails. This reduces the need for manual sorting and makes organization more efficient.
By incorporating these strategies into your routine, you can keep your inbox organized and maintain a more streamlined approach to email management.
Managing load shedding effectively, especially for computer systems and networks, requires careful planning and preparation. Here are top tips to ensure your computer and network remain operational and secure during power outages:
1. Invest in a UPS (Uninterruptible Power Supply)
Protect Critical Equipment: Use a UPS to provide backup power to your computer and network equipment. It helps prevent data loss and allows you to save work and safely shut down systems.
Choose the Right Capacity: Select a UPS with enough capacity to handle your critical devices, including computers, routers, and switches.
2. Regularly Charge Backup Batteries
Keep Batteries Charged: Ensure that the UPS batteries are fully charged and maintained according to the manufacturer’s guidelines.
Replace Old Batteries: Replace UPS batteries as recommended to ensure reliable performance during outages.
3. Save Work Frequently
Frequent Saves: Save your work regularly to minimize data loss in case of an unexpected power cut.
Use Auto-Save Features: Enable auto-save or backup features in your applications to protect against sudden shutdowns.
4. Implement Remote Management Solutions
Remote Access: Use remote desktop solutions to access your computer and network resources from another location if you are away during load shedding.
Network Monitoring: Utilize network monitoring tools to keep track of the status of your network and respond to issues remotely.
5. Ensure Network Security
Secure Devices: Make sure your router, switches, and other network devices are connected to the UPS to maintain network security and prevent unauthorized access.
Update Passwords: Regularly update router and network device passwords to protect against unauthorized access, especially during outages.
6. Plan for Data Backup
Regular Backups: Perform regular backups of important data to external drives or cloud storage to prevent data loss.
Automated Backups: Set up automated backups to ensure data is consistently backed up without manual intervention.
7. Prepare for Extended Outages
Generator Backup: For prolonged outages, consider using a generator to provide power to essential equipment, including your UPS and network devices.
Emergency Plan: Develop an emergency plan for maintaining operations during extended outages, including alternate locations or temporary solutions.
8. Optimize Power Usage
Energy-Efficient Devices: Use energy-efficient equipment to reduce the load on your UPS and extend its battery life.
Prioritize Equipment: Connect only critical devices to the UPS to maximize the backup time available.
9. Monitor System Performance
Track UPS Health: Regularly check the status and health of your UPS through its management software or control panel.
Evaluate Performance: Monitor the performance of your computer and network during and after outages to address any issues promptly.
10. Educate Users and Staff
Training: Educate users and staff on how to handle power outages, including proper shutdown procedures and how to access remote support if needed.
Emergency Contacts: Provide contact information for IT support and guidelines for dealing with power-related issues.
By following these tips, you can better manage the impact of load shedding on your computer systems and network, ensuring that they remain secure, functional, and efficient even during power outages.
Keeping your computer running optimally involves a combination of regular maintenance, effective software management, and good habits. Here are some top tips to ensure your computer stays in peak condition:
1. Keep Software Up-to-Date
Regularly update your operating system, drivers, and applications to benefit from the latest features, security patches, and performance improvements.
2. Run Regular Antivirus Scans
Use reliable antivirus software to perform regular scans and protect your computer from malware and other security threats.
3. Clean Up Your Hard Drive
Regularly delete unnecessary files and use disk cleanup tools to remove temporary files, caches, and old backups that take up valuable space.
4. Manage Startup Programs
Review and disable unnecessary startup programs that can slow down your computer’s boot time. Access this through Task Manager (Windows) or System Preferences (Mac).
5. Defragment Your Hard Drive
If you’re using a traditional hard disk drive (HDD), periodically defragment it to optimize data storage. This is not necessary for solid-state drives (SSDs).
6. Use a Reliable Backup System
Regularly back up your important files using cloud storage or an external hard drive to protect against data loss.
7. Monitor System Performance
Keep an eye on system performance and resource usage using built-in tools like Task Manager (Windows) or Activity Monitor (Mac). Address any unusual spikes or slowdowns.
8. Keep Your Computer Cool
Ensure proper ventilation and cooling by regularly cleaning dust from fans and vents. Consider using a cooling pad for laptops.
9. Manage Your Browser
Clear browser caches and cookies regularly, and limit the number of extensions and tabs to improve browsing performance.
10. Update and Manage Drivers
Keep your hardware drivers updated to ensure compatibility and performance. Check for updates on the manufacturer’s website or use a driver management tool.
11. Perform Regular System Maintenance
Use built-in system maintenance tools or third-party software to check for and fix disk errors, and perform system diagnostics.
12. Uninstall Unused Programs
Remove software that you no longer use to free up resources and storage space. This can also reduce potential conflicts and security vulnerabilities.
13. Optimize Power Settings
Adjust your power settings for optimal performance, especially on laptops. Set it to high performance when plugged in and balanced or power saver when on battery.
14. Use a Reliable Power Supply
Ensure your computer is connected to a stable power supply or use an uninterruptible power supply (UPS) to protect against power surges and outages.
15. Practice Safe Computing
Avoid downloading files from untrusted sources and be cautious of phishing scams and suspicious emails to protect your system from infections and malware.
By implementing these tips, you can enhance your computer’s performance, extend its lifespan, and ensure a smoother, more reliable computing experience.
Here are some valuable computer tips and tricks to enhance your productivity, maintain your system, and improve your overall computing experience:
Productivity Tips
Use Keyboard Shortcuts:
Windows: Press Win + D to show/hide the desktop, Alt + Tab to switch between open applications, Ctrl + C to copy, Ctrl + V to paste.
Mac: Use Command + Space to open Spotlight search, Command + Tab to switch between applications, Command + C to copy, Command + V to paste.
Organize Your Desktop:
Keep your desktop clutter-free by organizing files into folders. Use desktop widgets or shortcuts for frequently accessed applications.
Use Virtual Desktops:
Windows: Press Win + Ctrl + D to create a new virtual desktop. Use Win + Ctrl + Left/Right Arrow to switch between desktops.
Mac: Swipe up with three or four fingers on the trackpad to open Mission Control, then click the “+” button to add a new desktop.
Manage Windows Efficiently:
Snap Assist (Windows): Drag a window to the edge of the screen to snap it into place. Use Win + Left/Right Arrow to snap windows to the sides of the screen.
Split View (Mac): Click and hold the green full-screen button in the top-left corner of a window to enter Split View, allowing you to work in two apps side by side.
Use Task Manager/Activity Monitor:
Windows: Press Ctrl + Shift + Esc to open Task Manager and view or manage running applications and system performance.
Mac: Open Activity Monitor from Applications > Utilities to monitor system resources and processes.
Maintenance Tips
Keep Your System Updated:
Regularly check for and install updates for your operating system, drivers, and software to ensure security and performance.
Run Regular Scans:
Use antivirus and anti-malware software to scan your system regularly for threats and ensure your computer remains secure.
Clean Up Your Hard Drive:
Use built-in tools like Disk Cleanup (Windows) or Optimize Storage (Mac) to remove temporary files, system junk, and old backups.
Backup Your Data:
Regularly back up important files to an external drive or cloud storage to protect against data loss.
Defragment Your Hard Drive:
Windows: Use the built-in Disk Defragmenter tool for traditional HDDs (not needed for SSDs).
Mac: macOS handles defragmentation automatically.
Security Tips
Use Strong, Unique Passwords:
Create complex passwords for different accounts and use a password manager to keep track of them.
Enable Two-Factor Authentication (2FA):
Add an extra layer of security to your accounts by enabling 2FA where possible.
Beware of Phishing Scams:
Avoid clicking on suspicious links or opening attachments from unknown sources.
Regularly Update Your Software:
Ensure that your operating system, browsers, and applications are up-to-date to protect against vulnerabilities.
Efficiency Tips
Use Disk Cleanup Tools:
Windows: Access Disk Cleanup via Start Menu > Accessories > System Tools to free up disk space.
Mac: Use built-in tools under About This Mac > Storage > Manage to optimize storage.
Enable System Restore:
Windows: Configure System Restore to create restore points and roll back to previous states if needed.
Optimize Startup Programs:
Windows: Open Task Manager, go to the Startup tab, and disable unnecessary startup programs.
Mac: Go to System Preferences > Users & Groups > Login Items to manage startup items.
Use Cloud Storage:
Store files in cloud services like Google Drive, OneDrive, or Dropbox for easy access and backup.
Troubleshooting Tips
Check for Connectivity Issues:
Restart your router or modem if you experience internet connectivity problems.
Restart Your Computer:
Often, a simple restart can resolve minor issues and refresh system resources.
Use Built-in Troubleshooters:
Windows: Access troubleshooters via Settings > Update & Security > Troubleshoot.
Mac: Use Disk Utility for disk repairs or Safe Mode for troubleshooting.
Check Device Drivers:
Ensure that all hardware drivers are up-to-date to avoid compatibility issues.
By incorporating these tips and tricks, you can enhance your computer's performance, maintain its health, and optimize your productivity.
Windows 11 introduces several new keyboard shortcuts and refines existing ones to enhance productivity and ease of use. Here are some useful Windows 11 keyboard shortcuts to help you navigate and work more efficiently:
Essential Windows 11 Keyboard Shortcuts
Windows Key Shortcuts:
Win + D: Show or hide the desktop.
Win + E: Open File Explorer.
Win + I: Open Settings.
Win + L: Lock your PC.
Win + M: Minimize all windows.
Win + R: Open the Run dialog.
Win + S: Open Search.
Win + V: Open the Clipboard history (ensure Clipboard history is enabled in Settings).
Virtual Desktops:
Win + Ctrl + D: Create a new virtual desktop.
Win + Ctrl + Left/Right Arrow: Switch between virtual desktops.
Win + Ctrl + F4: Close the current virtual desktop.
Snap Layouts:
Win + Left Arrow: Snap the window to the left side of the screen.
Win + Right Arrow: Snap the window to the right side of the screen.
Win + Up Arrow: Maximize the window.
Win + Down Arrow: Minimize the window or restore it if it is maximized.
Taskbar and Window Management:
Win + T: Cycle through the apps on the taskbar.
Alt + Tab: Switch between open applications.
Win + Tab: Open Task View (to see and manage open windows and virtual desktops).
Accessibility Features:
Win + U: Open Accessibility Settings.
Win + Plus (+): Open the Magnifier to zoom in.
Win + Minus (-): Zoom out with the Magnifier.
Win + Esc: Exit the Magnifier.
System Functions:
Win + X: Open the Power User menu (quick access to Device Manager, Disk Management, and more).
Ctrl + Shift + Esc: Open Task Manager directly.
Win + Shift + S: Open the Snipping Tool for taking screenshots.
File Management:
Ctrl + N: Open a new window or document in the current application.
Ctrl + Shift + N: Create a new folder in File Explorer.
F2: Rename the selected file or folder.
Command Line:
Win + X then C: Open Command Prompt (or PowerShell) from the Power User menu.