Knowledgeable, patient computer help in Southern Oregon

Author: swells

  • Service Manual: set up email

    This is the basic outline of what I do in providing the “set up email” a la carte service. Feel free to use the information is you want to do it yourself, or contact me to have me set up your email.

    • Discuss with client
      • Operating system 
      • ISP
        • Cable/fiber
        • cellular
      • Email provider
        • Gmail
        • iCloud mail
        • Yahoo!
        • Microsoft
        • Work accounts
        • Others
        • IMAP vs POP
      • Email client
        • Desktop
        • Mobile
        • Webmail
      • Security options
        • Inbound gateway filtering
          • Usually done by email provider
        • Realtime attachment scanning
        • Anti-phishing and url shielding
        • Spam & junk filtering

    • Choose email client (or just use webmail)
      • Apple Mail
        • Built in junk mail filtering
        • Can choose not to load remote content (such as trackers)
        • Mac OS scans downloaded files before you open them for known malicious software (part of why to turn on auto-update). 
        • You can adjust the level of encryption you want
        • No built in phishing warnings
      • Microsoft Outlook
        • Junk and phishing filtering
        • Stops messages from auto-loading external tracking pictures or remote content
        • Scans incoming files for malware and web links for phishing attempts (with Microsoft 365 subscription)
        • Encryption
        • Incorporates calendar & contacts
        • Microsoft 365 subscriptions $20-$130 annually, include Office apps and cloud storage
      • Mozilla Thunderbird
        • Free, open-source, cross-platform.  Manages email, news feeds, calendars and contacts.  
        • Built in junk filters
        • Encryption,
        • Warns you when an incoming message is phishing
        • Organization features and tools for multiple email addresses, filtering, sorting to smart folders
        • Kind of the Linux of email clients – highly customizable
      • Gmail
        • Not an email client, but an email provider with a web interface.  Also accessible through mobile app
        • Gmail servers have modifiable default encryption, default junk and spam filtering, automatic attachment scanning, and advanced phishing and malware protection
        • Includes 15 GB storage
        • Ads based on your browsing history
        • Web-based is kind of slow
        • Integrates with Google apps, especially with Workspace subscription
      • Yahoo Mail
        • Not an email client, but an email provider with a web interface
        • Phishing alerts, spam & Contact Alerts, Reply-To Warnings (when incoming mail’s designated reply address differs from sending address
        • App lock for mobile devices
        • Features to easily unsubscribe from mailing lists, filter emails, AI summaries of emails, calendar, package tracking.
        • Free with ads, includes 20 GB of storage.  $5 a month for no ads.

    • Confirm connectivity with ISP
      • Ookla Speed Test – https://www.speedtest.net/
      • Mac:
        • Apple menu => System Settings => Network
        • Can check network quality in Terminal with networkquality command
      • Windows
        • Start => Settings => Network & Internet => Wi-Fi (or Ethernet)
        • Or, in Command Prompt, type ipconfig & Enter. Ipconfig /all for full details

    • Windows
      • Update OS
      • Outlook
        • If already using MS 365, toggle on “Try the new Outlook”
        • Otherwise, Start => Microsoft Store => Outlook for Windows => Get or install
        • When installed, launch from the start menu
        • Add account
          • File => Settings => add account
            • Enter email address in window
            • Follow prompts (client enters pw)
            • Check that the account is present in Outlook
      • Thunderbird

    • Windows
      • Update OS
      • Outlook
        • If already using MS 365, toggle on “Try the new Outlook”
        • Otherwise, Start => Microsoft Store => Outlook for Windows => Get or install
        • When installed, launch from the start menu
        • Add account
          • File => Settings => add account
            • Enter email address in window
            • Follow prompts (client enters pw)
            • Check that the account is present in Outlook
      • Thunderbird

    • Chromebook
      • Uses webmail services in Chrome
      • Set default by going to chrome://settings/handlers
      • Can also enable the Linux environment and install native Linux clients (beyond the scope of this manual)

    Troubleshooting:

    • Check internet connection
    • Check client for status messages
      • Apple Mail – look for status message next to account inbox in the Mail sidebar
      • MS Outlook – force a manual sync by selecting the Sync button via the View tab on the ribbon. Look for a message while syncing
      • Mozilla Thunderbird – Open in Troubleshoot Mode (option while starting)
        • If this solves the problem, add extensions back one at a time
    • Connect to email provider’s server via web browser to check for connectivity
    • Other steps:
      • Check for VPN
      • Check server settings:
        • Apple Mail: Open Mail => Mail => Settings => Accounts
          • Look for status messages
        • MS Outlook
        • Mozilla Thunderbird
      • Look for large attachments to stuck messages
      • If client asks for password, but entering it doesn’t help, clear password manager cache
      • Check email provider’s system status page
      • Check that messages aren’t being sent where you don’t expect them
        • Check for hidden mailboxes
      • Check email quotas
        • Apple Mail – => Inbox => Get Account Info
      • Check for updated terms and conditions and agree
        • iCloud: => Apple Menu => System Settings
      • Remove and then add back your email account
    • Resources:

    • Detailed written instructions
      • Document ISP, email provider, email client, and devices set up
      • How to open email client
      • How to use email client
      • Support resources for ISP, email provider, and email client

  • Service Manual: Set up printer

    This is the basic outline of what I do in providing the “set up printer” a la carte service. Feel free to use the information is you want to do it yourself, or contact me to have me set up your printer.

    • Price
    • Functionality
      • Do they want an MFP? (multifunction)
      • Do they need remote access to the printer? (Network vs Bluetooth)
    • Laser vs inkjet
      • Factors:
        • Cost
          • Initial unit
            • Inkjet cheaper
          • Operating costs
            • Laser lower per page
          • Speed
            • Laser much faster
          • Print quality
            • Laser much better b/w text
            • Inkjet vivid colors
          • Printing frequency
            • Inkjet drying can clog print heads
            • Toner powder never dries out
    • Resources

    • Computer OS
      • Firewalls?
      • Bluetooth?
      • Is the OS version up to date?
    • Network Name
      • Network type (wifi vs ethernet)
    • Printer brand and model
      • MFD (multifunction device) or single function printer
      • Basic type (usually inkjet or laser, b/w or color or both)
      • Model set-up options (wifi, bluetooth, ethernet)
        • IP-based or web-based

    • Plug in device to power
    • Update OS
    • Connect to Windows computer or network
      • Computer:
        • Start => Settings => Devices => Printers & scanners
          • Choose add printer
          • Select the new printer from the list & select Add device
      • Network:
        • Connect printer to network per manufacturer instructions.
          • If any problems, to to Printers & scanner settings
            • Look for the printer in the list
            • If not seen, add a printer & scanner
      • Bluetooth:
        • Start => Settings => Bluetooth & devices
        • Make sure bluetooth is switched on 
        • Turn on printer & make it discoverable (per manufacturer instructions)
        • On computer: Start => Settings=> Bluetooth & devices => printers & scanners
        • Once the printer is found, click Add device
    • Run a test page from the computer
      • Start => Settings => Bluetooth & Devices => click on Printers & Scanners.  Select printer from the list, click on Printer Properties, on the General tab, click the Print Test Page button
    • Troubleshooting:
      • Windows printer troubleshooter in Windows 11.
        • Get Help app => printer troubleshooter
      • Beware that some ARM PCs may not be able to use the manufacturer’s installer
      • Follow the steps in the fix printer connection and printing problems in windows page below
    • Generate instructions &/or screen video of how to print in major applications
    • Windows resources:

    • Chromebook – must have a Chromebook compatible printer
      • Update Chrome OS
      • Turn on printer
      • Connect printer to network
        • See manufacturer instructions
      • Sign in to Chromebook on same network
      • Save printer to Chromebook
        • Select Time (bottom right) => Settings => Device => Printers & Scanners => select Print
        • Under “other available printers, select Save
      • Test by printing a page
      • Generate instructions &/or screen video of how to print in major applications
      • Troubleshooting:
        • Is the printer Chromebook compatible?
        • Remove printer and reinstall
        • Update printer firmware
        • Install manually by IP address
        • Install PostScript Printer Description (PPD)
      • Chromebook resources:

    • Update iOS or iPad OS
    • Set up printer on network (under computer instructions)
    • Try to print using the Share button in the app you are using.
    • Troubleshooting:
      • Is the printer AirPrint compatible? 
      • Are you on a VPN (virtual private network) 
    • Generate instructions &/or screen video of how to print in major applications
    • iPhone/iPad resources:

    • Android
      • Update Android OS
      • Set up printer on the network (under computer instructions)
      • Add the print service on Android device: Settings => Connected devices => Connection preferences => Printing.  Tap Add service and enter the printer information
      • Turn printing on for the Android device: Connected devices => Connection preferences=> Printing.  Select a print service (a background program) and turn it on 
      • Motorola Razr & Samsung specifics:
        • Start with Default Print Service
        • If the printer doesn’t show up, add a service from the Google Play store
      • Print a test page from a supported app: https://printtestpage.org
      • Take a screenshot if app doesn’t support printing
      • Troubleshooting:
      • Generate instructions &/or screen video of how to print in major applications