Using the Design Cad networkThis document describes the operation of the network and computers used by Design Cad Pty Ltd. If you find it of value, please feel free to modify it for your own use. Computers on the networkWe first describe the components of every computer on the company network. It effectively becomes our asset management list.
Network configurationNow some explanation of the way things work. This is useful for new employees. Each computer contains a network card and a cable which is plugged into a connector on the wall which is wired to a small box known as a hub. The hub is connected to a server computer. The cable running from the back of each computer should not be left lying on the floor. If you run over it with your chair, the network connection may fail. This physical linking of computers creates what is known as a local area network and inter alia allows sharing of data. Note that both the hub and the server computer require power on to them all the time in order for the network to function. If you have problems with a computer, check cables and check power. The network is controlled by a server (in our network it is given the name keefy2, but the name could be anything) which is running Linux Red Hat version 6.0 as the operating system. A service called Samba is running on the server. This service enables the machine to simulate a Microsoft NT server domain and act as what is known as a domain controller. Domain controllers require each user to log onto the network with a user name and password ***Know your password and user name*** Technical specification of the network The domain is called Stirling, The network protocol is TCP/IP. The IP address of Keefy2 (the Server) is XXX.XXX.XXX.XXX and the sub net mask is 255.255.255.0, DNS is running on XXX.XXX.XXX. The NetBEUI protocol has been removed on all client PC’s. Starting upNetworks will not operate without a functioning server. We leave the server on at all times, but turn off the monitor. The light on the server will indicate that it is on. To start using a PC on the network, use the power switch on the front of the system box. [Power switches can sometimes be difficult to find. They may be hidden behind a door on the front of the computer or even around the side of the computer]. Turn on the monitor. The computer starts and the operating system then loads, the network presents a dialog box which asks you for user name and password. The domain name (Stirling) is retained from session to session. The table below gives a list of current users and passwords: After entering this information, the computer then completes loading the operating system (Windows NT workstation, Windows 98, Windows 2000). The Windows desktop is then displayed. Your computer has now started and you are now logged into Design Cad’s domain (which we have called Stirling). The working environmentAfter you have logged in, the Windows NT workstation or Windows 95 desktop shows. The menu items, positioning of shortcut icons on the desktop etc. should be as you left them last time you used the computer, even if another user (with a different log in name) has accessed your computer between your last session and the present one. The use of computers on a network and unique user names enables you to start any computer on the network, give it your user name, and feel right at home. Shutting downAt the end of the working day, click Start and choose 'shut down computer'. Do not simply turn off the computer! Software usedCAD Word processing Databases Spreadsheets Graphics Data storageWe store all data created on either computer (Word files, Access databases, etc) in the server computer. We have called this computer keefy2 and made the H: drive on every computer on the network point to it. It is most important that you realize that all data is stored in the one place and make sure that you do not store files on the local hard disk (C drive) of your computer. If you do not follow this procedure, then it is possible that files could get out of synchronization. Only one copy of all data exists and since it 'lives' on the network, we can all work from the same set of information, even if we are using remote access to reach the network from home. The computer programs we use know when someone else is using a file and lock it, so there is no danger of two people working on the same file simultaneously. The main software (programs) used in the office are contained within the Microsoft Office Pro 97 Suite, consisting of Word, Excel, Access, Powerpoint, Outlook, etc. We have user manuals for this software, please read them if you are having difficulty! Both copies of Word use templates stored in H:\data\word templates. This means that when you create a new letter or fax, the same template is used throughout the office. Do not start documents using a blank sheet template. There are 2 templates in common use, 2000ef for faxes and 2000 for letters. The page and margin settings are: Paper Size = A4 in, Font = 12, Style = Times New Roman, Margins: Top & Bottom = 0.79", Left & Right = 1.25", Gutter = 0", From Edge: Header & Footer = 0.39" We have set Word up to automatically generate a backup file in the current folder. Backup files are created in the current directory, that is, if you were editing a letter in the server the backup file would land in that folder. If for any reason you want to open up the backup file, you need to rename it with a .doc ending. The backup file ends in WBK and if you want to make it a proper Word file, start Windows Explorer, highlight the backup file and change its name to temp.doc. Start Word and open temp.doc. If you are happy with the file you can do a save as to your original file name. We have also set Word up to save a file every 10 minutes. If you should get a power failure, the next time you turn the computer on, Word will automatically try and recreate the document from a temporary file not from the backup file. Sending a Word file to someone with an earlier version of WordTo prepare a file for transmission to another party where you have no clear idea of the software that they are using, format a floppy disk. To do this place a floppy disk in Drive A (it can be a floppy disk with old files on it) double click the My Computer icon, then click on the floppy disk icon (do not open it by double clicking) then file > format. Select the full format option this guarantees that the disk is completely free of any viruses at this point. Load the word file that you wish to transmit, choose File > Save As > Select Drive A with the down arrow in the save field at the top of the Save As dialog box > Select word 2.x format from the save as type field box (use down arrow to reveal word 2.x for windows) then click save. Click yes to the information box which tells you, you will lose the more sophisticated formatting capabilities of Word ’97. Sending a file to someone where the type of word processor is unknownRepeat the above instructions, but choose MS-DOS text with layout. This provides text which can be read by any word processor. Word Macro VirusesIf you obtain diskettes from outside sources, they can contain viruses. The most common virus that we are likely to see in Design Cad is a Word Macro virus. These are embedded in Word document files and can be transmitted to us by disk or via email. We therefore need to check on files that come from foreign sources. This applies not only to Word files, but any computer disk file. To check a disk from outside before usingPress Start > Program > Norton AntiVirus > Norton AntiVirus > Change "C" drive tick to "A" drive > Scan Now. ExcelWe have customized Excel so that all data is stored in C:\Data\Excel Spreadsheets. Windows ExplorerThis tool is part of Windows 95 and Windows NT and is used for manipulating files. One aspect of its operation which is comparatively unknown is its ability to find lost files. In Design Cad we might be searching for a very old letter which contains the word Heinrich. Explorer can be used to find every file in our data store containing the text Heinrich. The report will also give the date of the file and so this technique can be used to track down obscure and missing data. Windows NotepadThis tool is used if any programming is required in our environment as it produces files without any formatting. As an example we used Notepad to create our backup file – the one that enables to quickly and easily backup all of our data. Scanning SoftwareOutlook.Types of data created in the Design Cad network Microsoft Word Document FilesThe bulk of computer data created in Design Cad consist of Microsoft Word files. These are completed drawings, letters, opinions, essays, reports etc. Word has been customized so that when you create and save a new document, the document is saved in H:\notebook\docs\letters. These files have the extension .DOC. Note that you can in Word use a different extension, but we stick to .DOC. We have created a series of template files to use with Word whenever you start a new document. These are discussed……they are held in their own folder under Data\Word Templates. Microsoft Access Database FilesWe use Access to store information about cases we are running. These files have the extension .MDB and are stored in H:\Data\Access Databases. They have not been subdivided into their respective cases yet. Microsoft Excel SpreadsheetsThese files have the extension .XLS. Each copy of Excel has been configured so that the data is stored in H:\spreadsheets. Image FilesScanned images, logo’s, photographs etc. are all stored in H:\Data\Images. PRINTERSAny Windows program on the network can print to the printer in reception attached to Station10. Hewlett Packard 6L Hewlett Packard 6L in reception area [Settings are: Paper A4. Graphics fine, use raster graphics, resolution 300 per inch] Sharing Sharing - shared as HP Laser Jet 6L Fonts Fonts - download True Type Fonts Device Options Device Options - print density 3, print quality RET - medium Image Control - image adapt – auto - image adapt – auto We are looking at the possibility of installing a network printer rather than have a printer attached to a computer. We will not take the current Laser printer home because we want total backup of our facilities. Backing up DataThe first backup file that we have written is called data.bat and backs up the data from s:\data on H: (c:\data ) to C:\server_bak on Station10. This file should be run at the end of each day or when convenient, takes about 10 minutes. The file can be run from the MSDOS prompt by typing data followed by enter, or more conveniently by clicking on the icon on the desktop. We chose not to use the \d option in the xcopy command because this means that time and date on both computers must always be synchronized. Backing up of all data files from H: to a zip drive is carried out once a week. We have written a second batch file (located in the root directory of Station10). This file copies data from c:\data on H: to the root directory of z drive (zip disk). Once again, the batch file zip.bat can be run from an MSDOS prompt or more conveniently clicking on the desktop icon. Once these 2 files batch files have been run, there is a copy of all data in c:\jel_data on Station10 PC and another copy on a zip disk. Station10 takes the zip disk home on Friday nights. We use Obtero to provide Internet access and Email access. Our user name is xxxx and password is xxxx (account = user name). In order to use email you must obviously be connected to the Internet. At present the way to do this is to go into ‘my computer’ to dial up networking and dial our ISP. When you do this a small indicator on the Start bar will appear after some squawking, that indicator has a telephone on it. If you let the mouse hover over the telephone this will tell you that the dial up networking is operational. You are now connected to the Internet. An alternative is to simply start the program Outlook which will automatically connect you to the Internet. Retrieving EmailOutlook is a tool for managing contacts, appointments and email. To start outlook, double click the icon on the desktop or go via Start>Programs>Microsoft Office. MaintenanceRecycle BinIf you use Explorer to delete a file on you local hard disk it will first go into the Windows Recycle Bin. If, however, you use Explorer to delete a file on a network drive, e.g. the "S" drive on the server, the deleted files are gone for all time whereas they can be recovered from the recycle bin on individual machines. From time to time it is necessary to empty the recycle bin. This needs to be done on the individual machines. The Windows 95 Desktop Recycle Bin icon will show overflowing pieces of paper as the recycle bin gets full. This is an indicator to do it. Recovering a File from the Recycle BinMinimize the application you are in, double click the recycle bin icon, select the file that you wish to recover, drag it onto the desktop then double click it to open it. What to do in the event a computer fails!Scenario 1 - if the server fails All data can be found on Station10in directory c:\server_bak Scenario 2 – failure of Station10 computerTBD What to do if you need to recover a Word FileStart Word using Tools > Options > File Locations > highlight documents > Modify > use up arrow to navigate way to the server folder > go O.K > O.K. to close. Virus protection softwareWe have installed a copy of Norton virus protection programs for Windows 95 and Windows NT on your PC. Please use it to scan disks. The program does run all the time so that when you turn either computer on Norton scan disk is operational. You should be warned if there is a virus in your environment without you having to check specifically check files, but it is better to always check foreign files before using Norton before opening them. Comment on VirusesThe biggest risk to your computer comes from floppy disks brought in from 'outside'. Experts in virus protection used to say that only files with .EXE and .COM could be infected and that data files (Excel spreadsheets, Word files, AutoCAD drawings etc.) were immune. This is not so. Treat all files from foreign sources as suspect. Files sent via Email should also be checked. Don't forget that if you get a file that has been compressed, expand the file and then re check any 'exploded' files. Updating Norton Scan SoftwareThe update for the virus checker can only be run from Station10’s computer. New viruses are being written all the time. Updates of the latest versions of Norton software can be obtained from Norton's web site. The table below should be used to record when you update the Virus check software. Updates are done from the Norton Scan program itself using the live update option. Before the update can be run, you need to be connected to the Internet. The easiest way to do this is to double click Internet Explorer icon on the desktop. This will automatically connect you to the Internet. Once this is done, run the Norton Scan Program and choose the LiveUpdate option. After the update, run scan disk on all drives, paying particular attention to the C drive on the server. Note that the virus definition file on Station10 computer has not been updated by this process. Use Windows Explorer on H: to copy the virus definitions to Station10 PC. We don’t yet know how to do this, and therefore at the end of the live update make sure you scan C:\Data.
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