Working with Computers: Essential Skills for Researchers

Author

Martin Schweinberger

Welcome!

What You’ll Learn

By the end of this tutorial, you will be able to:

  • Optimize performance: Keep your computer running smoothly and efficiently
  • Organize files: Create a systematic, sustainable filing system
  • Secure data: Protect sensitive information from unauthorized access
  • Prevent problems: Avoid common issues before they happen
  • Work efficiently: Develop good digital habits for research

No technical expertise required - this tutorial is designed for everyone!

Who This Tutorial is For

Everyone who uses a computer for research, regardless of technical skill level:

  • Complete beginners - Never been taught computer basics
  • Students - Building research skills
  • Researchers - Managing data and files
  • Educators - Need to teach others
  • Self-taught users - Want to formalize knowledge

Part 1: Understanding the Problems

Common Computer Issues

Most people encounter these problems:

Performance Issues

  • ❌ Computer runs very slowly
  • 🔥 Machine gets extremely hot
  • ⏳ Programs take forever to start
  • 💾 Frequent “low disk space” warnings
  • 🔄 Constant freezing or crashing

Organization Issues

  • Can’t find files when needed
  • Duplicate files everywhere
  • No clear naming system
  • Projects scattered across locations
  • Hours wasted searching

Security Issues

  • Sensitive data not protected
  • Malware and virus concerns
  • Password management problems
  • Email compromised
  • Unsafe browsing habits
Good News!

All of these problems are preventable with the right knowledge and habits. This tutorial will show you how.

Part 2: Keeping Your Computer Healthy

Understanding Computer Performance

Why Computers Slow Down

Your computer is like a workspace
- More clutter = less efficiency
- Accumulated junk = performance drag
- Outdated tools = security risks
- Overheating = hardware damage

Main culprits
1. Too many startup programs (20-30 seconds → 5+ minutes boot time)
2. Fragmented hard drive (scattered data = slow access)
3. Malware and viruses (hidden programs using resources)
4. Overheating (dust accumulation, poor ventilation)
5. Outdated software (security holes, inefficiencies)

Essential Maintenance Tasks

1. Restart Regularly ⭐ CRITICAL

Why This Matters

Sleep mode ≠ Restart

Sleep mode
- Keeps everything in memory
- Doesn’t install updates
- Accumulates temporary data
- Increases security risk

Restart
- Clears temporary files
- Installs security updates
- Refreshes system resources
- Closes security gaps

Best practice
- Minimum: Restart once per week
- Recommended: Restart every 2-3 days
- Critical updates: Restart immediately when prompted

How to restart properly

Windows
1. Click Start menu
2. Select Power
3. Choose Restart (not Sleep or Shutdown)
4. Wait for complete reboot

Mac
1. Click Apple menu
2. Select Restart
3. Confirm
4. Wait for complete reboot

2. Keep Software Updated

Update Strategy

Why updates matter
- 🔒 Security patches - Close vulnerabilities (80% of breaches exploit known vulnerabilities)
- ⚡ Performance improvements - Faster, more efficient
- 🐛 Bug fixes - Resolve known issues
- ✨ New features - Enhanced functionality

Types of updates
- Critical/Security - Install IMMEDIATELY
- Important - Install within 1 week
- Optional - Install when convenient

Checking for updates

Windows 10/11

Settings → Update & Security → Windows Update → Check for updates

macOS

System Preferences → Software Update → Update Now

Best practices
- Enable automatic security updates
- Check manually weekly
- Update critical software first (OS, antivirus, browser)
- Update before important work
- ❌ Don’t postpone security updates

Software to keep updated
1. Operating system (Windows, macOS)
2. Antivirus software
3. Web browsers (Chrome, Firefox, Edge, Safari)
4. Office software (Word, Excel, etc.)
5. Research software (R, Python, SPSS, etc.)

3. Monitor Performance

Understanding what’s happening

Windows - Task Manager

Press: Ctrl + Shift + Esc

What to check
- CPU usage: Should be <50% when idle
- Memory: Should have 20%+ free
- Disk: Should not be at 100% constantly
- Network: Should show activity only when using internet

CPU (Processor)
- <20% = Idle/light use
- 20-50% = Normal use
- 50-80% = Heavy use (acceptable during tasks) ⚠️
- 80-100% constant = Problem ❌

Memory (RAM)
- <70% = Good
- 70-90% = Acceptable ⚠️
- >90% constant = Need more RAM or close programs ❌

Disk
- Occasional spikes = Normal
- 100% for >5 min = Problem ❌

Fix common issues
- High CPU: Check Processes tab, close unnecessary programs
- High Memory: Close browser tabs, restart programs
- High Disk: Run disk cleanup, check for malware

macOS - Activity Monitor

Applications → Utilities → Activity Monitor

Same principles apply - monitor CPU, Memory, Disk activity.

4. Manage Startup Programs

The problem
Many programs start automatically at boot, dramatically slowing startup.

Impact
- Clean startup: 20-30 seconds
- Cluttered startup: 5-10 minutes
- Each program adds 10-30 seconds

Managing startup (Windows)

  1. Open Task Manager (Ctrl + Shift + Esc)
  2. Click “Startup” tab
  3. Review list
  4. Right-click unnecessary programs
  5. Select “Disable”

What to disable
- ❌ Programs you rarely use
- ❌ Auto-updaters (most unnecessary)
- ❌ Cloud sync services (if not critical)
- ❌ Messaging apps (start manually when needed)

What to KEEP enabled
- Antivirus software
- Essential drivers (graphics, audio)
- Security software
- Critical cloud backup (if used)

Impact Ratings

Task Manager shows “Startup impact”
- High impact - Significantly slows startup (disable if possible)
- Medium impact - Moderate effect (evaluate necessity)
- Low impact - Minimal effect (generally safe to keep)
- Not measured - Usually system components (keep enabled)

5. Clean Your Hard Drive

Why cleaning matters
- Temporary files: 5-50 GB of wasted space
- Cache: 2-10 GB outdated data
- Old downloads: 10-100 GB forgotten files
- Duplicates: Unnecessary copies

Windows Disk Cleanup

  1. Open File Explorer
  2. Right-click C: drive
  3. Select Properties
  4. Click “Disk Cleanup”
  5. Check boxes for:
    • ✅ Temporary files
    • ✅ Downloaded program files
    • ✅ Recycle Bin
    • ✅ Temporary Internet files
  6. Click “Clean up system files”
  7. Also select:
    • ✅ Windows Update Cleanup
    • ✅ Old Windows installations

Expected results
- Free up 5-50 GB
- Faster file access
- Improved performance

Advanced cleanup

Storage Sense (Windows 10/11)

Settings → System → Storage → Configure Storage Sense

Enable to automatically:
- Delete temporary files after 30 days
- Empty Recycle Bin after 30 days
- Remove old downloads after 60 days

macOS cleanup

Apple menu → About This Mac → Storage → Manage

Options:
- Optimize Storage (remove watched iTunes content)
- Reduce Clutter (review large files)
- Empty Trash Automatically

Third-party tools

CCleaner (Windows)
- Free version sufficient
- Cleans temp files, cookies, cache
- Registry cleaner (use with caution)
- Download here

CCleaner Caution

Before using
- Backup important data
- Review what will be deleted
- Uncheck browser session data if you want to keep tabs
- Don’t use registry cleaner unless you know what you’re doing

Safe CCleaner workflow
1. Run “Analyze” first
2. Review items to clean
3. Deselect anything uncertain
4. Run “Clean”

6. Use Antivirus Software️

Non-Negotiable Security

Antivirus is ESSENTIAL, not optional.

Why:
- Millions of new malware variants daily
- Ransomware can lock all your files
- Spyware steals passwords and data
- Phishing gets more sophisticated
- Unprotected = almost guaranteed infection

What antivirus does

  1. Real-time protection: Scans files as accessed
  2. Scheduled scans: Deep system checks
  3. Behavioral analysis: Detects suspicious activity
  4. Web protection: Blocks malicious websites
  5. Email scanning: Catches phishing

Options for different users

UQ Computers
- Symantec Endpoint Protection (SEP) - Pre-installed
- Runs automatically
- Manual scan: Click icon in taskbar → “Scan”
- UQ members: Discounted license for home use

Free options (personal computers)

Avira Free
- Excellent malware detection
- Performance optimization tools
- Light on system resources
- Regular updates
- Download

Malwarebytes Free
- Exceptional malware database
- Detects newest threats
- Good for second-opinion scans
- Removes adware/PUPs effectively
- Download

Windows Defender (Built-in)
- Pre-installed on Windows 10/11
- Automatic updates
- Good baseline protection
- ⚠️ Not as comprehensive as dedicated software

Best practice - Layered approach
1. Primary: Avira or Windows Defender (always running)
2. Secondary: Malwarebytes (weekly manual scans)
3. Behavior: Safe browsing habits (essential!)

Scanning schedule
- Daily: Real-time protection (automatic)
- Weekly: Quick scan
- Monthly: Full system scan
- On-demand: After downloading files, suspicious activity

7. Optimize Power Settings

Why this matters
- Balance performance and battery life
- Prevent unexpected shutdowns
- Reduce heat generation
- Extend hardware lifespan

Windows power plans

Control Panel → Power Options

Choose based on use

Balanced (recommended for most):
- Balances performance and energy
- Adjusts based on demand
- Good for general use

High Performance:
- Maximum speed
- Higher energy consumption
- Use for: intensive tasks (video editing, data analysis)
- Don’t use on battery

Power Saver:
- Extends battery life
- Reduced performance
- Use for: basic tasks on battery

Custom settings

Power Options → Change plan settings → Change advanced power settings

Optimize
- Turn off hard disk: After 20 minutes
- Sleep after: 30 minutes (on battery), Never (plugged in)
- Display turn off: 10 minutes
- USB selective suspend: Enabled

8. Keep Computer Physically Clean

Dust is Your Computer’s Enemy

What dust does
- Blocks airflow → overheating
- Reduces component lifespan (years → months)
- Throttles performance (automatic slowdown to prevent damage)
- Expensive repairs or replacement

Symptoms of dust buildup
- Fan noise increasing
- Computer running hot
- Unexpected shutdowns
- Performance throttling

Cleaning schedule

Every month
- Wipe exterior with microfiber cloth
- Clean keyboard
- Clean screen (proper cleaner)
- Check vents for dust

Every 6 months
- Compressed air cleaning
- Deep vent cleaning
- Remove dust from ports
- Check cooling fans

How to clean safely

Exterior
1. Power off completely
2. Unplug power cable
3. Microfiber cloth slightly damp (water only)
4. Gentle circular motions
5. Dry completely

Keyboard
1. Turn upside down, gentle shake
2. Compressed air between keys
3. Isopropyl alcohol on cloth (not directly on keyboard)
4. Wipe keys gently

Screen
1. Microfiber cloth (dry first)
2. If needed: Screen cleaner (NOT window cleaner!)
3. Gentle pressure
4. Circular motions

Interior (Laptops - BE CAREFUL)
1. ⚠️ Only if comfortable (or consult professional)
2. Power off, unplug, remove battery
3. Compressed air in short bursts
4. Hold fans still (don’t let them spin)
5. Work outdoors (lots of dust will emerge!)

Interior (Desktops)
1. Power off, unplug
2. Open case (consult manual)
3. Compressed air in short bursts
4. Focus on: fans, heat sinks, vents
5. Ground yourself (touch metal case first)

Compressed Air Best Practices
  • Hold can upright (never sideways/upside down)
  • Short bursts (not continuous spray)
  • 6+ inches away from components
  • Work outside or in well-ventilated area
  • Never shake can while spraying
  • Let can warm up between uses

Why Liquid can come out if held wrong, damaging electronics

9. Avoid Malware and “Leeches”

The bundled software problem

When downloading free software, companies often bundle:
- ❌ Toolbars
- ❌ Browser hijackers
- ❌ Adware
- ❌ “Optimization” tools (that slow you down)
- ❌ Changed default search engines

How to avoid

During installation
1. Choose “Custom” or “Advanced” installation (NOT Express)
2. Read each screen carefully
3. Uncheck boxes for additional software
4. Decline all toolbars, browser changes
5. Watch for pre-checked boxes

Download sources
- Official websites only
- Verify URL (https, correct domain)
- ⚠️ Be cautious with download sites (Download.com, Softonic, etc.)
- ❌ Never from pop-up ads
- ❌ Avoid torrent sites

Red flags
- “Download” buttons everywhere (ads)
- Promises of “optimization” or “speed boost”
- Requires immediate action
- Suspicious file names
- Unexpected download starts

Summary: Weekly Maintenance Checklist

15-Minute Weekly Routine

Every week (5 minutes)
- [ ] Restart computer (wait for full reboot)
- [ ] Check for updates (install critical ones)
- [ ] Empty Recycle Bin/Trash
- [ ] Check Task Manager/Activity Monitor

Every month (10 minutes)
- [ ] Run antivirus scan
- [ ] Run Disk Cleanup
- [ ] Review startup programs
- [ ] Clean keyboard and screen
- [ ] Check available storage

Every 6 months (30 minutes)
- [ ] Full antivirus scan
- [ ] Deep disk cleanup
- [ ] Physical cleaning (compressed air)
- [ ] Review and organize files
- [ ] Backup important data

Part 3: File Organization

Why Organization Matters

Time costs of poor organization
- Average: 30 minutes/day searching for files
- That’s 2.5 hours/week = 130 hours/year
- Equivalent to 3+ weeks of work lost annually

Other costs
- Missed deadlines (couldn’t find files)
- Lost work (deleted wrong file)
- Stress and frustration
- Reduced productivity
- Professional embarrassment

The Desktop Problem

NEVER Store Data on Desktop

Why desktops slow computers

When your computer starts:
1. Operating system loads (priority 1)
2. Desktop loads (priority 2 - highest for user content!)
3. Everything else

What this means
- 10 files on desktop = 2 seconds load
- 100 files = 20+ seconds
- 1000 files = 2+ minutes
- Each file checked/loaded at every boot

Also avoid C: drive data storage
- C: drive = system drive
- Activated automatically at startup
- Should contain ONLY programs
- Data elsewhere = faster startup

Better alternatives

  1. D: drive (if available)
  2. External drive
  3. Cloud storage (OneDrive, Google Drive, Dropbox)
  4. Network drive (UQ staff: Q: or R: drives)

Desktop shortcuts are OK
- Shortcuts don’t slow startup
- Point to actual file location
- Quick access without performance hit

Creating shortcuts
1. Navigate to file/folder
2. Right-click
3. Select “Create shortcut”
4. Move shortcut to Desktop

Optimal File Structure

Naming Conventions

File Naming Best Practices

Good names are
- Descriptive (what it contains)
- Consistent (same pattern)
- Sortable (logical order)
- No spaces (use underscores or hyphens)
- Include dates (YYYY-MM-DD format)

Examples

Bad

- final.docx  
- finalFINAL.docx  
- final_FINAL_use_this_one.docx  
- new doc.docx

Good

- 2024-02-08_manuscript_draft-v1.docx  
- 2024-02-15_manuscript_draft-v2.docx  
- 2024-02-20_manuscript_submitted.docx  
- 2024-03-01_manuscript_revised.docx

For research data

- 2024-01-15_experiment-01_participant-01_raw.csv  
- 2024-01-15_experiment-01_participant-02_raw.csv  
- 2024-01-20_experiment-01_all-participants_processed.csv

Naming rules

  1. Date first: YYYY-MM-DD (sorts chronologically)
  2. Project code: Unique identifier
  3. Description: What it contains
  4. Version: v1, v2, draft, final
  5. Extension: Always include

Characters to avoid
- ❌ Spaces (use _ or -)
- ❌ Special characters (!, ?, *, “, <, >, |)
- ❌ Periods (except before extension)

Cloud Storage Strategy

Options

Service Free Storage Best For
OneDrive 5 GB (1 TB with Office 365) Office documents, collaboration
Google Drive 15 GB Mixed files, sharing
Dropbox 2 GB Sync across devices
UQ RDM Generous (for UQ researchers) Sensitive research data
Sensitive Data Warning

NEVER store sensitive data in public cloud
- ❌ Personally identifiable information (PII)
- ❌ Health/medical data
- ❌ Financial information
- ❌ Exam papers, grades
- ❌ Unpublished research data (if sensitive)

Use instead
- UQ Research Data Manager (RDM)
- Encrypted external drives
- Institutional secure storage
- Local encrypted folders

Cloud storage best practices

  1. Organize first, sync second
    • Create structure locally
    • Then sync to cloud
    • Don’t organize in cloud interface
  2. Selective sync
    • Don’t sync everything
    • Choose active projects
    • Archive old projects locally
  3. Regular review
    • Monthly: Archive completed projects
    • Quarterly: Delete unnecessary files
    • Annually: Full reorganization

Part 4: Security and Privacy

Encryption Basics

What is encryption?
- Scrambles data so it’s unreadable without key
- Protects against unauthorized access
- Essential for sensitive information

When to encrypt
- Exam papers and grades
- Unpublished research data
- Personal information
- Financial records
- Confidential communications

Encrypting Files (Windows)

For individual files/folders

  1. Right-click file or folder
  2. Select “Properties”
  3. Click “Advanced” button
  4. Check “Encrypt contents to secure data”
  5. Click OK twice
  6. Choose:
    • “Encrypt the file only” (for single file)
    • “Encrypt the file and parent folder” (recommended)

Backup encryption key
1. Notification appears: “Back up your file encryption key”
2. Click notification
3. Click “Back up now”
4. Insert USB drive
5. Create strong password
6. Save key to USB
7. Store USB securely (not with computer!)

Critical Warning

If you lose the encryption key
- ❌ Files are PERMANENTLY inaccessible
- ❌ No recovery possible
- ❌ Even IT support cannot help

Must do
- Backup encryption key
- Store key separately from computer
- Remember backup password
- Test key backup works

Video tutorial How to encrypt files in Windows

Full Disk Encryption

Encrypts entire hard drive
- Everything protected automatically
- Requires password to boot
- Maximum security

How to enable

Windows 10/11 - BitLocker

Settings → Update & Security → Device encryption

or

Control Panel → BitLocker Drive Encryption

Requirements
- Windows 10/11 Pro (not Home edition)
- TPM 1.2 or higher

macOS - FileVault

System Preferences → Security & Privacy → FileVault → Turn On FileVault

Setup process
1. Enable encryption
2. Create recovery key (CRITICAL - store securely!)
3. Choose unlock method
4. Wait for encryption (hours)
5. Test unlock process

Password Management

Password Reality Check

Average person
- 100+ online accounts
- 80+ require passwords
- Reuses same password: 13+ times

Result
- One breach = All accounts compromised
- Passwords stolen in breaches: Billions
- Your password probably already leaked

Check if you’ve been compromised
https://haveibeenpwned.com

Creating Strong Passwords

Anatomy of a strong password

Bad

- password123  
- qwerty  
- MyName2024  
- iloveyou

Why bad
- Too common (top 100 passwords)
- Easily guessable
- In hacker dictionaries
- Cracked in < 1 second

Good

- CatsAndDogsAreAwesomeIn2024!  
- Tr0ub4dor&3  
- correct-horse-battery-staple  
- My$onTurn3d5!nJan2024

Better - Passphrases

- I love walking my dog Spot in the park on Sundays!  
- My favorite coffee is from Cafe XYZ on 5th street.  
- Summer2024 vacation: Japan, temples, sushi & culture!

Best practices

  1. Length over complexity
    • 16+ characters better than 8 complex ones
    • Longer = exponentially harder to crack
  2. Unique for EVERY account
    • Never reuse passwords
    • One breach ≠ all accounts compromised
  3. Include variety
    • Uppercase and lowercase
    • Numbers
    • Symbols (!, @, #, $, %, etc.)
    • Spaces (if allowed)
  4. Avoid
    • ❌ Personal information (birthdate, name, pet names)
    • ❌ Dictionary words
    • ❌ Common substitutions (a→@, e→3)
    • ❌ Keyboard patterns (qwerty, 123456)
    • ❌ Common phrases

Testing password strength
https://www.security.org/how-secure-is-my-password/

Password Managers 🔑

Best Solution for Password Management

Password manager benefits
- ONE master password to remember
- Generates strong random passwords
- Stores all passwords securely (encrypted)
- Syncs across devices
- Auto-fills login forms
- Much better than “Login with Facebook”

How it works
1. You remember ONE strong master password
2. Manager generates strong unique password for each account
3. Manager stores all passwords encrypted
4. Manager auto-fills when you log in

Recommended password managers

Manager Free Version Paid Best For
Bitwarden Yes (full features) $10/year Most people (open-source)
1Password No $36/year Families, teams
LastPass Yes (limited) $36/year Easy to use
KeePassXC Yes (full features) Free Privacy enthusiasts (local only)

Getting started

  1. Choose a manager (recommendation: Bitwarden)
  2. Create master password
    • 20+ characters
    • Memorable passphrase
    • NEVER forget this!
  3. Install apps
    • Desktop application
    • Browser extension
    • Mobile app
  4. Import existing passwords
    • From browser
    • Manual entry for important accounts
  5. Generate new passwords
    • For each account
    • Update one by one
    • Prioritize: email, banking, social media

Master password tips
- Write it down, store in secure location (safe, bank deposit box)
- Share with trusted person (in case of emergency)
- Never store digitally
- Never email it
- Never share with anyone (except emergency contact)

Multi-Factor Authentication (MFA)

MFA is Essential

What is MFA?
Authentication requiring 2+ factors:
1. Something you know (password)
2. Something you have (phone, security key)
3. Something you are (fingerprint, face)

Why it matters
- 99.9% effective at stopping automated attacks
- Even if password stolen, account protected
- Required by most institutions now

UQ has adopted MFA - use it wherever available!

Types of MFA

SMS codes
- ⚠️ Better than nothing
- ⚠️ Vulnerable to SIM swapping
- Widely supported

Authenticator apps
- More secure than SMS
- Works offline
- Recommended
- Options: Microsoft Authenticator, Google Authenticator, Authy

Security keys
- Most secure
- Physical device (USB)
- No phishing risk
- Example: YubiKey

Biometrics
- Convenient
- ⚠️ Can’t change if compromised
- Use as additional factor

Setting up MFA
1. Account settings → Security
2. Enable two-factor authentication
3. Choose method (authenticator app recommended)
4. Follow setup instructions
5. Save backup codes (critical!)
6. Test login process

Safe Browsing Practices

Essential habits

  1. Check URLs before clicking
    • https:// (not http://)
    • Correct domain name
    • ❌ Suspicious links (bit.ly from unknown sources)
    • ❌ Misspelled domains (g00gle.com)
  2. Avoid unsecured WiFi
    • ❌ Free café WiFi (unencrypted)
    • ❌ Airport WiFi (monitored)
    • Eduroam (when available)
    • VPN on public WiFi
  3. Be suspicious
    • Unexpected emails with attachments
    • “Urgent action required” messages
    • Requests for passwords
    • Too-good-to-be-true offers
  4. Browser extensions
    • uBlock Origin (ad blocker)
    • HTTPS Everywhere (force encryption)
    • Privacy Badger (tracker blocker)

Part 5: Data Management for Research

Research Data Organization

Folder structure for research projects

ProjectName_YYYY/  
├── 00_admin/  
│   ├── ethics/  
│   ├── consent_forms/  
│   └── correspondence/  
├── 01_planning/  
│   ├── proposal.docx  
│   ├── methodology.docx  
│   └── timeline.xlsx  
├── 02_literature/  
│   ├── pdfs/  
│   ├── notes/  
│   └── bibliography.bib  
├── 03_data/  
│   ├── raw/              ← NEVER edit these!  
│   │   ├── README.txt    ← Explain data source  
│   │   └── original_data.csv  
│   ├── processed/  
│   │   ├── 2024-02-01_cleaned.csv  
│   │   └── 2024-02-05_analyzed.csv  
│   └── metadata/  
│       └── codebook.xlsx  
├── 04_analysis/  
│   ├── scripts/  
│   │   ├── 01_clean.R  
│   │   ├── 02_analyze.R  
│   │   └── 03_visualize.R  
│   └── notebooks/  
├── 05_outputs/  
│   ├── figures/  
│   ├── tables/  
│   └── reports/  
├── 06_manuscript/  
│   ├── drafts/  
│   ├── submitted/  
│   └── published/  
├── 07_presentations/  
└── README.md             ← Essential project documentation

Critical principles

  1. NEVER edit raw data
    • Keep originals untouched
    • All changes in processed folder
    • Document all transformations
  2. README files everywhere
    • What data contains
    • Where it came from
    • How to use it
    • Who to contact
  3. Version control
    • Git for code
    • Clear file naming for data
    • Document major changes
  4. Reproducibility
    • Scripts for all analysis
    • Document software versions
    • Record random seeds

Backup Strategy

3-2-1 Backup Rule

3 copies of data:
- Original
- Local backup
- Remote backup

2 different media:
- Hard drive + cloud
- Or: Hard drive + external drive

1 offsite copy:
- Cloud storage
- Or: External drive at different location

Why
- Fire/flood destroys local copies
- Ransomware can’t reach offline backups
- Multiple failures very unlikely

Backup schedule

Daily (automatic)
- Active project files to cloud (OneDrive/Google Drive)

Weekly
- All projects to external drive

Monthly
- Full system backup
- Verify backups work

Before major work
- Manual backup of current state

Tools

Windows
- File History (continuous backup)
- System Image Backup (full system)

macOS
- Time Machine (continuous backup)

Cross-platform
- Backblaze (cloud backup)
- Duplicati (open-source)
- Sync (encrypted cloud storage)

Part 6: Productivity Tips

Working with Tabulated Data

Best practices for spreadsheets

Excel/Google Sheets Tips

Structure
- One header row only
- No merged cells
- No colors for data (use for highlighting only)
- Consistent date format (YYYY-MM-DD)
- No blank rows or columns

Data entry
- Data validation (dropdown lists)
- Avoid manual entry when possible
- Use formulas for calculations
- Document units (column headers: “Height_cm”)

Example - Bad

Name Test Scores
Math English
John 85 90
Science: 88
Sarah 92 87

Example - Good

StudentID StudentName Math_Score English_Score Science_Score Date_Tested
S001 John Smith 85 90 88 2024-02-01
S002 Sarah Jones 92 87 91 2024-02-01

Why
- Machine-readable
- Sortable
- Filterable
- Analysis-ready
- No ambiguity

Keyboard Shortcuts

Universal
- Ctrl+C / Cmd+C - Copy
- Ctrl+V / Cmd+V - Paste
- Ctrl+Z / Cmd+Z - Undo
- Ctrl+S / Cmd+S - Save
- Ctrl+F / Cmd+F - Find

Windows
- Win+D - Show desktop
- Win+E - Open File Explorer
- Win+L - Lock computer
- Alt+Tab - Switch windows
- Ctrl+Shift+Esc - Task Manager

Text editing
- Ctrl+A - Select all
- Ctrl+X - Cut
- Home - Start of line
- End - End of line
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Quick Reference

Weekly Checklist

Every week
- [ ] Restart computer (full reboot)
- [ ] Check for updates
- [ ] Empty Recycle Bin
- [ ] Review Task Manager

Every month
- [ ] Antivirus scan
- [ ] Disk cleanup
- [ ] Review startup programs
- [ ] Clean computer physically
- [ ] Check backups work

Every 6 months
- [ ] Deep cleaning (compressed air)
- [ ] Full file organization review
- [ ] Update passwords
- [ ] Review security settings

Security Levels

Progressive Security

Beginners
1. Strong passwords (unique for each account)
2. Encrypt hard drive
3. Use antivirus
4. Enable auto-updates

Intermediate
5. Password manager
6. Multi-factor authentication
7. Encrypted sensitive folders
8. Regular backups

Advanced
9. VPN for public WiFi
10. Security key (hardware MFA)
11. Encrypted cloud storage
12. Security awareness training for team

Troubleshooting

Computer running slow
1. Check Task Manager (high CPU/memory?)
2. Restart computer
3. Run antivirus scan
4. Run disk cleanup
5. Check for malware (Malwarebytes)

Computer overheating
1. Clean vents with compressed air
2. Elevate laptop (better airflow)
3. Check fan operation
4. Reduce running programs
5. Consider cooling pad

Can’t find files
1. Use Windows Search (Win+S)
2. Check Recycle Bin
3. Look in OneDrive/cloud (might not be synced)
4. Check correct drive
5. Sort folder by date modified

Forgot password
1. Use password reset (if available)
2. Check password manager
3. Check password hints
4. Contact IT support
5. Learn: Use password manager!

Citation & Session Info

Schweinberger, Martin. 2026. Working with Computers: Essential Skills for Researchers. Brisbane: The Language Technology and Data Analysis Laboratory (LADAL). url: https://ladal.edu.au/tutorials/comp.html (Version 2026.02.08).

@manual{schweinberger2026comp,  
  author = {Schweinberger, Martin},  
  title = {Working with Computers: Essential Skills for Researchers},  
  note = {https://ladal.edu.au/tutorials/comp.html},  
  year = {2026},  
  organization = {The Language Technology and Data Analysis Laboratory (LADAL)},  
  address = {Brisbane},  
  edition = {2026.02.08}  
}
Code 
sessionInfo()  
R version 4.4.2 (2024-10-31 ucrt)
Platform: x86_64-w64-mingw32/x64
Running under: Windows 11 x64 (build 26200)

Matrix products: default


locale:
[1] LC_COLLATE=English_United States.utf8 
[2] LC_CTYPE=English_United States.utf8   
[3] LC_MONETARY=English_United States.utf8
[4] LC_NUMERIC=C                          
[5] LC_TIME=English_United States.utf8    

time zone: Australia/Brisbane
tzcode source: internal

attached base packages:
[1] stats     graphics  grDevices datasets  utils     methods   base     

loaded via a namespace (and not attached):
 [1] htmlwidgets_1.6.4 compiler_4.4.2    fastmap_1.2.0     cli_3.6.4        
 [5] htmltools_0.5.9   tools_4.4.2       rstudioapi_0.17.1 yaml_2.3.10      
 [9] rmarkdown_2.30    knitr_1.51        jsonlite_1.9.0    xfun_0.56        
[13] digest_0.6.39     rlang_1.1.7       renv_1.1.1        evaluate_1.0.3

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Additional Resources

UQ Resources
- Digital Essentials - Comprehensive digital literacy course
- UQ IT Support
- Research Data Manager - For sensitive research data

External Resources
- Microsoft Support - Windows help
- Apple Support - macOS help
- Have I Been Pwned - Check if email compromised
- CCleaner - PC cleaning software
- Malwarebytes - Anti-malware

Security
- Two Factor Auth List - Sites supporting MFA
- Privacy Tools - Privacy-focused software
- Security Planner - Personalized security advice