Chapter 3: Utilities

What We’ll Cover >>>

• Computer Utilities
• System Administration
• Information Management
• Disk Drive Management
• Computer Cleanup
• Backup & Restore
• Compression
• Security
• GPU/Video Card Management
• Peripheral Management
• Driver Maintenance
• The Registry
• Program Sources

Computer Utilities

• A utility is system software used to help maintain a computer’s infrastructure by monitoring, analyzing, and configuring the system. computer. A utility is usually smaller than a standard program and often is included with an operating system, while other specialty utilities can be installed separately. Utilities can include:
• File management applications like zip file compression and file manager.
• Miscellaneous utilities like HTML validators, uninstallers, screenshot clipping, registry editors, communication, and PC health checks.
• OS accessories like paint, notepad, photos, and accessibility tools.
• OS/AI application: In September 2023, Microsoft did a Windows 11 update to introduce Copilot, an AI “companion” that has been integrated into the OS for giving users ‘natural language’ assistance throughout MS applications. MAC and Linux are likely to do the same. Cortana was an earlier MS assistant, and who can forget the MS “Clippy” paperclip cartoon that popped up all the time. . .
• System administrative tools like the task manager, control panel, device manager, disk cleanup, and diagnostics.

System Administration

The system administration of a computer has to do with understanding, reviewing, and managing system processing and applications. It sounds complicated, yet has a few simple interfaces and activities that can tell you about what your computer is doing and how it is allocating power, memory, storage, and other resources.

In MS Windows, system administrative utility interfaces include:

• Control panel: The control panel in Windows is a panel that lists a variety of computer functions that Windows allows you to adjust settings of. These can include power options, internet options, security and maintenance, date and time, and many others. You can use the Windows search function to locate and open it to take a look. MAC: The utility is called Control Center.
• Device manager: The device manager lists all the hardware devices in your computer,, like network adapters, audio inputs and outputs, display, sound/video/game controllers, and more. This is a panel which presents the hardware properties and manually update drivers.
• Diagnostics: These include troubleshooting options, the network and sharing center (for Internet/Wi-Fi connections), security and maintenance options, and administrative tools. These can be looked up in the Control Panel’s search bar under “diagnostic.” MAC: there is instead an Apple Diagnostics utility.
• Task manager: This panel shows information on processing, memory, services used that affect software operations, startup programs that affect the computer’s boot-up, etc.
  • MAC: This utility can be accessed by simultaneously pressing down the [CMD] + [ALT] + [ESC] keys on the keyboard. A window will open, listing currently opened programs and applications that are running in the background.
• 

MedAttrib: author-generated. MS Office Task Manager.

Basic Windows OS Cleanup/Tune-Up

• Computer settings, disk maintenance: Control Panel / System and Security, Power Options, Defrag .
• Disk clean-up by uninstalling programs: Control Panel / Programs / Uninstall a Program .
• Get rid of unneeded items: Computer / C Drive / Properties, choose Disk Cleanup.
• Problems: Troubleshooters, File Recovery, System Restore.
• What’s happening: CTRL + Alt + Delete, Task manager. See running applications, started services, processes, performance.
• Windows: Defender, firewall, Action Center.

MACs have their own versions, like the Control Center, Apple Diagnostics, Task Manager, Software Update, About This Mac. Linux systems would have variations as well.

Information Management

Processing, storing, and retrieving Information is what a computer is designed for. Information goes through various stages of work in order to process raw input, communications information, visuals and audio files, and other sources of data into work products like an instructor’s curriculum, a brochure about an animal preserve, a spreadsheet of contact names and addresses, or an industry presentation for a conference. Various utilities provide ways of managing information:

• Archivers: Data archiving enables data to move from production storage to archive storage on a server or in the Cloud.
• Clipboard: The clipboard of a computer allows for the temporary storage of copied content in a program. When one copies or cuts text and graphic data in an application like Microsoft® Word® (MS Word, Word), the data is held in the clipboard so that it can be inserted into another space or document.
• Data converters: Can convert information into computer readable form in order to process data efficiently and accurately.
• Data recovery: Allows the recovery of deleted or corrupted data from a storage device.
• File Manager: File managers provide data management at the directory and file level. Directories and files can be created, copied, moved, renamed, deleted, cataloged, browsed, searched for, and have file access set.

Disk Drive Management

The computer’s disk drive(s) store a lot of information pre-, during, and post-processing. The disk has to be kept lean and clean so that data can be easily accessed and used as needed and safely stored for as long as necessary. Disk management utilities help keep the disk drives organized, uncluttered, uncorrupted.

• Defragging/ debugging: Debugging utilities allow for a disk drive to be examined and modified so that the computer’s memory work with data can be made more efficient. For instance, a 90% full disk drive that hasn’t been cleaned by defragmenting means that the computer search for and use of data on the drive can get sluggish and unreliable; a defragmentation process can move bytes of data into segments of space of the drive and leave other space empty and ready for more data. This type of utility software may handle a target program under specific conditions and monitor its operations and changes.
• Disk backup: A backup utility will back up the contents of a disk to another drive, or to a cloud location. The entire contents of the disk drive can be backed up, or just the system and setting files, or simply the work product files like images, documents, and projects. The OS will have a disk backup utility for backing up the disk into another drive or storage device. Cloud backup services can back up files into dedicated server space so that they can be downloaded onto a new computer or the existing one if something happens to the existing data.
• Disk checkers: Checker utilities monitor and check the disk drive to alert the user to problems in storage space and file corruption, and can also remove corrupted files.
• Disk compression: Compressing hard disk contents can increase the capacity of disk storage by encoding the data to take up less physical storage space. This should be used very carefully so that information can be easily uncompressed and used as needed.
• Disk contents recovery: A recovery utility can help find and recover some or all deleted or corrupted files. For instance a computer’s recycle bin (trash on a Mac) will hold deleted files until it is emptied, and the OS trash recovery can retrieve those files. Other files may have copies or fragments embedded on the disk drive that can be partially or fully recovered with a specialized utility.
• Disk formatting: The disk formatting utility can let you entirely wipe a disk drive of all data and settings. This can allow a user to refresh a computer with corruption and inefficient processing problems by reinstalling the operating system on a clean and empty disk drive.
• Space analyzers: The analyzer utility can help determine what is taking up disk space so that the user can decide what can be archived, compressed, or saved elsewhere.
• Uninstall utilities: An uninstaller can remove entire programs and apps from a computer in a clean and organized way, with the aim to also remove orphaned data, settings, and related files. Examples of use include removing games and their settings and extra files, uninstalling an unwanted bloatware app, and deleting a program because you found a different one that better meets your needs.

MedAttrib: author-generated. Computer C: Drive properties.

 

Computer Cleanup

A computer goes through a lot of wear and tear – digital-wise. When a user creates, moves, renames, processes, and copies versions of files, the hard drive accumulates unneeded files, code fragments, temp files, cached webpages, cookies, old log files, and rejected junk items. There are third party utilities that are designed to scan and sweep a computer as part of the process of keeping it lean and clean. It can be good personal computer hygiene to have a weekly/monthly process for checking your computer for things to tidy up.

Computer cleanup utility: Scans a computer’s hard drive(s) for unneeded files at a deeper level than a standard OS disk checker might, and can delete them to free up disk space and speed up sluggish processing.

These may also be combined with security checks, antivirus tools, registry cleaners, and other tasks to identify and repair other performance issues to boost startup times, update applications, and improve battery life.

Computer file deletion utility: More than just a disk and computer cleaner, some utilities can not only remove files, but shred the data to prevent recovery, and wipe free disk space to clean it.

Good cleanup practices: You are your own best clean-up utility – in how you save, organize, backup, and remove files from your own computer. Utilities can be very helpful, yet it is you who puts on a lot of files. Unintended and unwanted files can include:

• Bloatware: This tends to be unwanted software included on a new computer or mobile device by the manufacturer, like their own version of maps, games, notes, calculator, newspage, etc. It also can be things you inadvertently download that is piggy-backed onto a free app or an ad you clicked – like adware.
• Cookies: Files created by websites you visit that save information about the visit. They can help your computer  keep you signed into a service like FaceBook, remember your site preferences at a retailer, and give you local/personalized content based on your visit choices. They are considered harmless, yet are something that over time adds more files to your machine and can impact your privacy and security..
• File fragments: Sometimes in processing a file may be temporarily be broken into fragments with the intention of keeping them contiguous for streamlined processing. Over time, though, your computer may end up with pieces of these when apps are incompletely uninstalled or disorganized hard drive space.
• Tagged-on utilities: You may download a game or a free app that quietly also installs something like a ‘free’ browser toolbar or other seemingly cool but unnecessary utility. Many of these have built-in pingbacks to the creators to gather data on you and your computer, and many may be cheaply designed and cause conflicts with your normal computing processes.
• Temp files: These are created during computing processes to hold information while a file is being created or modified. Unfortunately, they may not always be auto-deleted when the processing is done.
• Viruses/trojans: These are files that can launch a virus or other malware attack on your computer. They can be unintentionally downloaded as part of a free game or app, a torrent download, any pirated item, and/or clicking ads and links in emails.

Every program and game you download creates new file directories with a lot of assets, integrate other files into your existing system file directories, and over time also temporary/fragment files. in the local and roaming file areas. Every playlist, movie, batch of images, and attachment to texts adds files to your computer. Using browsers adds cookies, file fragments, and temporary files to your machine. Plus, you rarely know what else might be downloaded into your hard drive when you click any ad, any link in an email, a “free” game or app, etc.

Your own best practice is to be very mindful of what you do and do not click, and choose one browser and understand its settings for cookies and deleting temp files. Consider installing only one or two games at a time, and when tired of it uninstall it. If you collect pictures, movies, music, mod assets for games, etc., consider storing most of them on external hard drives to leave your OS processing drive as clean as possible. Make sure you know exactly where you do download your media files and app files, as well as your work files – create specific directories that are organized so you can find and delete what you need to whenever you need to.

Backup & Restore

Computers can fail. Even when efficient and working properly, sometimes malware can corrupt too many data and settings files. An electric surge can corrupt contents. A disk drive can have partial failure. A user can accidentally delete the wrong version of files or an entire needed directory. Downloading and installing computer patches or updates might cause a hardware conflict. The computer may be stolen or damaged if dropped. Cups of coffee have been known to suddenly spill, and cats have been known to flop on a keyboard and delete active work in an important project. It is important to protect data that can be difficult or impossible to replace.

Backup refers to the process of making a copy of data on your computing device in case you lose access to the data. Utilities noted in a section above can let you save data to external hard or USB drives, or to a writable disk. Entire disk contents, or just system files, or just data files, can be backed up into the cloud or using a paid service with proprietary and protected server space. Ideally, a user should develop a specific and regular backup plan so that at least quarterly, if not monthly, important files are backed up in a secondary safe location.

File Restoring refers to the process of putting your backup data back on a computing device. This can be data from an old computer being restored onto a new unit because you upgraded to a new machine. It could be making a second computer have a full copy of your primary computer’s information.

The OS should have some kind of backup and restore solution built in. In Windows, System Restore allows a user to set a restore point so that the OS backs up an image of all the settings and files at a specific point in time, and preserves it on the hard drive to be restored if needed. It can return a system to working condition without needing to reinstall the operating system and repairs the Windows environment by reverting back to the settings and files that were saved in the restore point.

TIP: System Restore good practices. Do a System Restore before installing new software. Schedule a regular system restore if you need to keep sensitive data accessible.

Compression

File compression is when a file is a compression of data that reduces file size to allow easier and faster transmission over a drive, network or the Internet. It creates a  version of files with the same data at a size significantly smaller than the original file.

Computer OS Drive Compression

Different computer operating systems use different internal compression tools, such as MS Windows NTFS file system, Linux has more than one option, and Macs can need third-party tools to successfully manage the OS compression options.

Compressing the OS drive is a way to save space on a computer’s hard drive. When you reduce the size of files, more storage space becomes accessible. Since the OS drive often contains repetitive assets, config files, and code, compressing the drive may free up space. And with transparent compression file systems available, users can seamlessly use their files without manually compressing and decompressing them.

Benefits can include:

• Increase in storage space: Compressing the drive makes file size smaller, which allows more data to be stored in drive. the
• Improved performance: With smaller files in the OS drive, computer performance may be faster. The system can access compressed files faster than uncompressed ones.
• Reduced backup size: Backing up a compressed OS drive results in smaller backup files, which saves storage space and time. a
• Reduced network traffic: Compressed files means less data needs to be transmitted over networks.

Concerns include:

• Compatibility problems:  Some other computer systems may not support the compressed file system or type used in your OS drive.
• Data loss: Compression may glitch and corrupt data, especially if files are constantly compressed.
• Troubleshooting issues: Troubleshooting to diagnose problems on a compressed OS drive can obscure underlying issues.
• Latency slowdown:  The CPU has to use resources to compress/decompress files whenever it tries to access them.
• Potential system instability: Compressed OS drives add another layer of processing to access and write data which can create system instability and crashes, especially if the CPU is already running at full capacity.

Keep in mind the security and integrity of files when choosing to compress them. On an operating system, your computer’s core workability may not work as smoothly, the CPU may slow down, and you can risk data corruption. Hard drives with an extremely large amount of space don’t likely need drive file compression. On the other hand, compressing work / project / batches of personal files to send through emails, networks, and backups can be a very useful way to save time and space.

External File Compression

Not only does a computer’s hard drive have a compression utility, but there are also utilities to allow specific file compression for easier and faster file distribution and sharing.

A zip file utility can compress several files into an archive so they can be carried in a mobile and shareable file directory. Within the directory the files are individually compressed, and the entire zipped directory may be smaller than any of the uncompressed files.

Compressing the file in a zip (or related format) can make what’s stored inside of it inaccessible until the zip file is unzipped to recover the full, uncompressed files.

An OS may have a built-in file compression option, though it may exist for simple compression onto the hard drive and not be meant for sharing and uncompressing for work. A separate non-OS utility can do this, and many are free. The trick is to find a free one that is easy to interpret and use, and that gives more than one compression setting and format.

Common compressed files include:

• . ZIP (PC, universal)
• .7Z (proprietary to 7Zip utility)
• .GZ (proprietary to GNU zip utility)
• .RAR (Mac)
• .TAR (proprietary to Unix-based utility)
• ISO (archive file with identical or image of data found on an optical disc; sometimes used for installation program files)

No one is best, though the universal .ZIP file usually works on all computer operating systems.

Security

Computer security is a constant issue, and will be covered more extensively in a later chapter.

Computers face threats from multiple sources that can impact hardware and data security. Cyber threats can include:

• Advanced persistent threats (APT)
• Distributed denial of service (DDoS)
• Emotet
• Hacking
• Malware
• Password attacks
• Person-in-the-middle attack (PitM)
• Phishing access
• Ransomware
• Social engineering attacks
• Software supply chain attacks
• Trojans
• Viruses

All of these can cause loss of data, resets of important settings and computer protections, disk wipes, corrupted files, stealing of the computer’s information, a locked-up system, and more issues.

A computer should access security utilities, such as:

• Account protection: use a sign-in security protocol and password to lock/unlock a computer.
• Antivirus: Scans, prevents, detects, quarantines, and deletes viruses from a computer.
• Browser control: Set warnings in Internet browsers for unrecognized apps, files, malicious sites, downloads, & web content.
• Firewall & Network protection: Software utility or hardware device that filters data and connections entering or leaving a network or computer.
• Malware identifier: Uses tools to identify, alert, and block to malware threats.

GPU/Video Card Management

The graphics processing unit (GPU) was originally developed to expedite rendering of graphics. It evolved to be programmable for creating more detailed visual effects, realistic scenery, and advanced lighting / shadowing techniques. Now it has progressed to also handle additional workload in high performance computing (HPC), and deep learning. The terms GPU, graphics card, and video card of a computer tend to be used interchangeably.

The GPU produces a lot of heat when it has more processing to do, such as with rendering detailed graphics and managing application and gaming performance. It usually comes with a management utility that allows power, heat, and performance settings, and driver updating.

• The GPU can be integrated (hardwired) into the motherboard/CPU and come with an integrated management utility.
• If the GPU is a separate hardware unit, like something from AMD or GeForce with additional RAM, it will come with a specialized management utility.

Peripherals Management

Peripheral equipment, like the screen monitor, keyboard, house/trackpad, USB flash and external hard drives, microphone and earphones, printer, and other external devices, also tend to have OS-provided or manufacturer-provided utilities. These utilities allow for identifying the unit, tracking device usage, and for adjusting activity and power settings. An example might be a specific utility for a gaming item attached to the USB of your computer, or a mouse/controller- specific utility, your computer’s Device Manager, etc.

Driver Maintenance

A computer driver is a set of files that assist your computer’s operating system interface with pieces of hardware like the graphics card, the keyboard, the music player, etc. They allow the OS to recognize and use hardware correctly. Each hardware item requires its own driver files, and these are developed and updated by the hardware’s manufacturer.

Driver updates are routine and can be pushed by the manufacturer, depending on the piece of hardware’s default utility settings. They may also be available at the manufacturer’s website for download. Finally, a computer cleaning utility may have a section dedicated to checking the computer for needed driver updates, then download and install the drivers upon approval.

Driver updates fix security and compatibility problems, errors, broken code, and can add features to the hardware. When drivers are outdated, the computer can experience slowdowns and performance issues that impact workflow.

Driver types can include:

• BIOS: The basic input output system is located in a read-only memory (ROM) chip, and is in charge of booting a computer and giving a set of instructions during boots. It also does power-on self-tests (POST) that are required during startup, and provides drivers for the basic hardware to ensure that they interface properly with the operating system.
• Hardware (block, character, motherboard): Input/output device data transfer drivers.
• Kernel device: Part of the operating system functionality.
• Original equipment manufacturer (OEM): For managing equipment/add-ons like nVidia video cards.
• User-mode: Drivers that may trigger during a user’s session working with an external device (USB connected, etc.)

The Registry

A computer registry is a hard drive location where system and application settings are categorized and stored. It is an internal database containing machine-specific information regarding almost everything in your computer. It is very detail-oriented and not for casual tweaking or adjustment. That being noted, the registry can develop errors of deleted software registries or orphaned registry items from ordinary processing activities like uninstalling programs, deleting files, updating applications, and system shutdowns. Malware and viruses can also affect the registry, and is a serious computer security issue.

MS Windows has a built-in registry. The MAC equivalent would be a series of .plist files in several preferences folders.

A registry cleaner is a tool that scans the registry for registry keys that have no use, potentially leftover remnants of applications that have been deleted or updated. Often computer cleaning utilities will build in a registry cleaner. Use with care and access to a friend/computer tech support.

TIP: Cleaning the Registry. If you choose to use a Registry Cleaner as part of standard computer maintenance, always be certain to save a backup of the registry file first. A good utility will give this option and perform the backup and then the registry cleaning for you.

MedAttrib: author-generated. MS Office Registry Editor.

Program Sources

Computer programs, like utilities and productivity applications (see Part 2), come from different sources. We’ve looked at utilities built into operating systems, and noted that other utilities can be provided by manufacturers of hardware and tools.

In addition, utilities and other programs can come from additional sources:

• Freeware
• Open source
• Payware
• Shareware

Freeware: Copyrighted computer software which is available for use for free for an unlimited time. Limited time use tends to be a free sampling, which is not the same thing. Freeware developers choose to ‘give to the computing community’ while also keeping control of future development and direction of the application. Freeware software is provided to its users free of cost.

Open source: Software that is distributed with its source code so that others can use, modify, and distribute variants with its original rights. The developer releases it under a license with the rights to use, study, change, and distribute the software and its source code to anyone and for any purpose, kind of like this OER textbook. It can also be developed in a collaborative, public manner.

Payware: The default marketing and distribution of commercial software which requires a payment/subscription and usually no modification or free sharing.

Shareware: Commercial software that is copyrighted, which may be used without cost to try it out and for a limited period of time. Keeping the software eventually requires a payment to keep using, or a more robust full version is available than the freebie light version.

ACTION: Quick Task

Open your computer’s Task Manager. If you are doing this for an assignment, you can take screenshots to record your information.

• Look at the Processes tab. What seems to be the process that is using the most Memory? What seems to be the process that is using the most CPU power?
• Look at the Performance tab.
• Observe the CPU graph; what is the base speed?
• Observe the Memory tab; what is the Speed?
• Observe the Wi-Fi tab; what level does the signal strength seem to be?
• Observe the GPU tab; what is the driver version and driver date?
• Look at the Startup tab; how many Startup processes are enabled?