Help Desk

Using Gmail on the Web

1. Open Gmail:

   • Go to Gmail and log in to your account.

2. 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.

3. 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.

4. 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.

5. 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.

6. Save Changes:

   • Click "Save Changes" at the bottom of the page to activate the vacation responder.

Using Gmail Mobile App

1. Open the Gmail App:

   • Launch the Gmail app on your mobile device and log in to your account.

2. 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.

3. Select Your Account:

   • Tap on the email account for which you want to set the out-of-office reply.

4. Go to Vacation Responder:

   • In the account settings menu, tap on "Vacation responder".

5. Turn on the Vacation Responder:

   • Toggle the switch to "On".

   • Set the start and end dates for the vacation responder if desired.

6. 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.

7. 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.

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.

Productivity Tips

1. 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.

2. Organize Your Desktop:

   • Keep your desktop clutter-free by organizing files into folders. Use desktop widgets or shortcuts for frequently accessed applications.

3. 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.

4. 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.

5. 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

1. Keep Your System Updated:

   • Regularly check for and install updates for your operating system, drivers, and software to ensure security and performance.

2. Run Regular Scans:

   • Use antivirus and anti-malware software to scan your system regularly for threats and ensure your computer remains secure.

3. 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.

4. Backup Your Data:

   • Regularly back up important files to an external drive or cloud storage to protect against data loss.

5. 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

1. Use Strong, Unique Passwords:

   • Create complex passwords for different accounts and use a password manager to keep track of them.

2. Enable Two-Factor Authentication (2FA):

   • Add an extra layer of security to your accounts by enabling 2FA where possible.

3. Beware of Phishing Scams:

   • Avoid clicking on suspicious links or opening attachments from unknown sources.

4. Regularly Update Your Software:

   • Ensure that your operating system, browsers, and applications are up-to-date to protect against vulnerabilities.

Efficiency Tips

1. 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.

2. Enable System Restore:

   • Windows: Configure System Restore to create restore points and roll back to previous states if needed.

3. 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.

4. Use Cloud Storage:

   • Store files in cloud services like Google Drive, OneDrive, or Dropbox for easy access and backup.

Troubleshooting Tips

1. Check for Connectivity Issues:

   • Restart your router or modem if you experience internet connectivity problems.

2. Restart Your Computer:

   • Often, a simple restart can resolve minor issues and refresh system resources.

3. Use Built-in Troubleshooters:

   • Windows: Access troubleshooters via Settings > Update & Security > Troubleshoot.

   • Mac: Use Disk Utility for disk repairs or Safe Mode for troubleshooting.

4. 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.