The importance of moving with the times

The importance of moving with the times

I hear from my clients all the time that they hate having to keep changing things, and they are happy to just stick with what they know.

I hear you, I really do. If I could make the tech world stop for you I would. I feel your pain. But alas it simply doesn't work that way.

Remember the old Beta versus VHS days? You do? Ok you are my age then or older :-)

Did you like Beta better? Too bad. You could dig your heels in all you want. If you decided to stick with it eventually your last Beta tape player died a death and you had nothing on which to play your vast collection of tapes.

Software marches on. It changes. Some software simply disappears into the ether. If you hang in too long with dying technology you find yourself in a pickle because you can't access your precious data any longer.

Is this a pain? Yep, sometimes it really is, but it's just reality.

If you rely on a certain program, like Quickbooks, or Quicken for example, for handling your financial or business information you need to upgrade within a short period of time – usually 3 years or less. That way you will likely have an easier upgrade process.

For example, maybe you use Quick Books for your business and you have version 2009, it works great, you see no reason to change. Then suddenly support ends for version 2009 and certain. features no longer work. You buy a copy of 2016, but find that you cannot import your files from the 2009 version into 2016 because the 2016 version only allows imports from versions 2013 and up. It happens all the time.

One major area with this issue is email clients. If you use really old software to handle your email, and suddenly that email client is no longer supported, you will find yourself struggling to find ways to get all of your old data into a new email client.

So what is the answer?

You may hate change. I hear you. I feel for you. And just so you know I'm not responsible for this…

The best way to avoid issues is to upgrade your most vital software, email clients, photo handling software, financial software, office software, every 3 years at the latest.

Wait too long to upgrade and you may find yourself struggling to find a way to import your old data into a new format. There simply may be too many changes in the software to handle converting your older stuff.

This is especially true of Operating System; Windows and Mac OS for example. If you get too far behind you will find yourself running software that is simply no longer secure, because it has long been abandoned by its maker.

Many people will balk at this. They say it's a money making scheme, and if they are happy with the way things work they will simply stick with what they have.
Again, I hear you, and I empathize. Sadly though, with all the scammers and virus writers out there it simply doesn't pay to use an Operating System that is no longer being patched, and using old software in general is one day just going to be a real pain, especially when inevitably you have to buy a new PC or Mac and you are faced with trying, sometimes unsuccessfully, to migrate your files, emails, and photos to a new system.

My advice? Love it or hate it you need to keep up to a certain degree with technology. If it's too daunting for you, every two years or less have a trusted computer tech analyze your system and let you know what is outdated and needs to be updated.

It might cost you something to upgrade. In the long run though it could save a lot of stress, especially with each move to a new computer.

If you hang on to old hardware, running old software, for several years, you will eventually simply have to say goodbye and leave things behind that can't be moved when the old system dies.

It is just how it is.Right or Wrong. Love it or Hate it.

I'm sorry. I really am.

How long should my computer last?

This is such a difficult question to answer because it’s subject to so many variables.

If you are in the market for a new computer, you will notice that there are dozens of models with vastly different prices.

It can be daunting to understand the differences and what paying more really gets you.

In so many fields of life you can choose between brand name and generic and often get as much for your money by not paying for branding.

In the computer world this is occasionally true, but less so. Budget computers are usually those with lower end processors, sometimes dated hardware, and generally less robust parts. If your computer needs are VERY basic; some Word Processing, Email, Web Surfing and the like, these budget computers may well meet your needs, but bear in mind that cheaper hardware won't last as long as more expensive hardware, though as I note later, even expensive hardware will generally not last years and years.

Operating Systems and other software change regularly and demand more processing power, so even a high end computer will outlive its usefulness in a few years.

For some people on a limited budget that makes buying an older used computer that will hopefully last a year at least, two years at best, and meets their needs for that time period can be a better choice. You generally don’t pay tax, and although you pay out more often, it can work out at less over time.

For example:

New budget PC @ $600 +tax = $672  - best case scenario 5 years usage = $134 per year

Used PC $150 no tax - best case scenario 18 months usage = $100 per year

It’s a toss up and only you can decide. Sometimes it comes down to how much cash is available at the time you want to make your purchase. If you have to finance a new PC and need to factor in interest costs that will dramatically alter the equation.

In either case, buying new or used, get the advice of someone who understands the specifications and can help you determine the best choice for your needs.

Sadly, many high end PCs, over $1000 and up to $2000 or more, are designed more for what they are capable of doing, and less for longevity. They can accomplish much higher end tasks like 3D gaming and video editing, and can  run more demanding programs. With more expensive, and generally higher end parts they can hopefully last a little longer, but unless you need that processing power for the kind of computer tasks you need to accomplish, those few extra months may cost more than you bargain for in the long run.

So in general, don’t pay more in the hopes that it will last longer, only pay more for what it can do.

With so many variables these are all generalizations, some budget computers chug along for years, some high end computer die far more quickly than expected. Also in this generalization I am not factoring in the type of PC; Desktop Towers, Laptops, All-in-Ones, Hybrid Tablet/Laptops etc. Each type will alter the costs one way or another.

Also this mostly applies to Windows PCs as Macs are a whole other subject.

Likely though you will be wanting to update any computer within 5 years or so, simply because the Operating System and any new programs you want to run will demand something more than was available when your PC was purchased.

Since for many of us now use a computer of some type every day, there are few basic pieces of advice I can offer

1 - Pay for, or learn how to do, basic computer maintenance to optimize your PCs lifespan

2 - Start saving for your next computer the day you buy your existing one.

Even $25 per month in a fund for a new computer will add up over time, and make the next purchase more palatable. If possible, add another $10 per month for maintenance and possible parts replacements that can lengthen the time between new PC purchases.

3- Do learn how to do backups. EVERY computer will eventually die. You can replace a computer, and you can replace or upgrade programs, but you can’t replace your personal files, especially photos.

4- When you have to make a purchase, be honest about your computer needs and if possible get advice from a trusted, knowledgeable friend – don’t just rely on the advice of salespersons.

What should every computer user know how to do?

There are certain things everyone should know how to do if they plan to use a computer, especially a computer that is connected to the internet, and also a computer that they use to connect to other people, via email for example.

If you want to drive a car, whether you are 16, or 60, you need to know and abide by the rules of the road. You need to know how to operate your vehicle, and you need to know basic safety rules, for your own safety and the safety of those sharing the road.

You should also be aware that your car requires maintenance. You need to ensure it gets regular oil, fuel and safety checks, and be prepared for repairs if needed.

In the same way, if you plan to use a computer you should know it also needs maintenance, and that if you allow your system to be compromised it can affect others that you connect with.

So what should every computer user know how to do?

Here are just a few of the obvious:

·        Run regular malware checks
·         Learn how to surf the web safely, and be alert to scams and threats and don’t fall for them.
·         Backup your own personal files in case of damage.
·         Learn how to use email properly so as not to compromise the safety of your contacts.
·         Have a reasonable knowledge of how your computer should look and operate, so you can be alert       to changes that may signal problems.

·          

If you think you have an issue and it’s not something you feel confident to take care of,  alert a competent friend or computer tech quickly. Problems left unattended for a long time usually get much worse.

It doesn’t hurt to have a tech do regular checks on your PC every couple of months, but unless you want to spend a fortune in tech fees, there are some things you will want to learn.

So have someone teach you how to back up your files. Practice by doing this regularly so you don’t forget.

Take the time to learn how to identify scams and threats. If you are unsure simply never follow a link in an email that asks for ANY personal info.

Never allow anyone you don’t personally know and trust to access your computer, in person or remotely.

Learn how to run scans to check for malware.

Prevention is WAY better than a cure (and cheaper too!)

Take the time to learn how your email works, and make sure you understand what email etiquette is and how important it can be.

Try not to fall into the habit of saying “I can’t do this” or “I’m too old to learn” If you said you couldn’t drive, or were too old to operate your car, but got behind the wheel anyway – you would soon lose your license, not just for your own sake but for others too.

No one expects you to learn all there is to know about computers, but enough to keep yourself and others protected.

And don’t worry if it takes a while to learn the basics. Be patient, but PRACTICE – that’s what helps form good habits.

In the long run it will also make your computer less scary and build your own confidence in using it.

Lastly, change is inevitable. Operating Systems (like Windows) develop and change; websites we rely on change; email programs are updated. It can be tough to keep up with the changes at times, but bear with it – and ask for help if you are feeling at a loss. Don’t try to dig your heels in and hold onto the past though. It doesn’t work. No one is driving Model T’s any more either!

Learn what you can, Practice the basics-  and try to enjoy the ride!

Understanding File Extensions

On your computer there are many file types. A file type is recognized by your computer by the three (or possibly 4) letter extension. Those are the three or four letters after the period in the file name. In the example "my letter.docx" .docx is the file extension.
Those extensions let your computer know what type of file it is, and what program it should use to open it.
Your computer has default programs set to open file types. These programs may have been chosen by you, or they may have been chosen by your Operating System (such as Windows) when it was first loaded. A default program is the one the computer uses to open a file unless you tell it differently.

New users of Windows 10 will notice that Windows 10 has several new programs that it really hopes you will like and it loads those as the defaults. You do not have to accept those choices unless you want to.

You may have several programs on your computer capable of opening certain file types. For example a common file extension for photo files or image files is .jpg. Your  computer may have several programs capable of opening .jpg files.
You can choose one to be the default. The  default is the one that opens that file type whenever you double-click on it, or right-click and choose "open" However at any time you can override that action by right clicking on the file and choosing "open with" from the right click menu.
That way you can override the default and choose another program when it suits you. For example on my personal computer I have several different programs that can open .jpg files.
I have one that is the default that I use when I simply want to look at my photos. If  I want to edit a photo I have a program for that so I right-click on my file and choose "open with" and choose my photo editing program just for that occasion. I have another program that I use when I want to add special-effects, and another that has printing options that I like. I right click on my file and choose "open with" and choose the program that suits my need at that moment.
In any case it's good to know you have options. You may have your own preferences, or possibly you don't like any of the programs loaded on the computer but you may find that there are some that you can purchase or download that will fill the bill.

Digital music files have several common extensions such as .wav, and .mp3. Again you can choose how you want to open these by default, but override that choice at any point. I tend to switch mostly between Windows Media Player and iTunes, but you may have other personal preferences.

Video files have extensions such as .avi, .mpg, and several more. There are any number of programs that can play videos, some with more features than others. I like VLC, a free video program that can open all manner of video files. You may have a preference for a different program. Same rule applies - choose one as the default, but be aware you can override that choice at any given time.

Aside from these fairly common file type extensions, some programs have their own proprietary file extensions. For example kindle books have the file extension .mobi
Adobe Photoshop saves it's files with the .psd extension.

If you want to send a file to someone else, you want to be sure that they are able to open that file. If they don't have the same program that you used to create the file you may be able to convert it, or a program that uses text and graphics will often allow you to save the file as a .pdf. This is an open format file extension. Anyone can download a free .pdf viewer so most people can open a file that is saved as a .pdf file.
At one point almost everyone used Adobe Reader as their PDF viewer of choice. Now there are several excellent alternatives with varying features. I use Fox-It Reader, it's also free. It's easy to update when necessary,  but doesn't update too often. Best of all it offers tabbed viewing so so you can multiple PDFs open at a time.
Once again it's personal choice. You can have multiple viewers installed. I also have Adobe Reader, and although Fox-it reader is my default, I can open a .pdf at any time with Adobe Reader with the right click, "open with" option

Knowing a little about how file extensions work will help you to to recognize file types, especially those downloaded or sent to you. Also, you can decide how you want to open your files. I've known of people who struggle along with a program that they just don't like ( for opening photos for example) unaware that they could easily choose a program that is much better suited to their needs or preferences.

And if you don't like those new Windows 10 choices? Give them a fair trial, but if in the end they are not for you, change to something else.

If ever you come across a file and you don't know what it is, or cannot open it, a Google search on its extension will usually tell you what program created it, or what basic type of file it is ( audio, video, text,  or graphic for example)

If you are interested in finding out more about file extensions and what programs they are associated a quick Google search will yield all sorts of info, but this is a good start:
http://fileinfo.com/filetypes/common

*Note 1  File Manager  is the program you use to find all your files. This is where you will choose a file to open or right click on

**Note 2 Occasionally "open with.." Does not appear when you right clicking a file. In that case try holding down the shift key while you right click.

***Note 3 To change the default program for any given file type, Right Click to choose "open with" but before you click on "open with" make sure to check the little box that says " always use this program to open this type of file" - or words to that effect. The program you choose will now be the default. If you change your mind, do the same again but choose a different program.

How is your email working for you?

Most of us who use computers also use email (from the term electronic mail)  In fact for many people being able to use email was one of the prime reasons for getting a computer. Nevertheless, how email works is somewhat of a mystery for many.

Email was born in 1971 when a computer engineer began using the @ symbol to designate which computer a message should go to.

At its core, an email is simply a text message from one user to another. Advancing technology has added extra features along the way, of course—like image and file attachments, links and embedded maps.

When you have an account with an Internet Service Provider (ISP), the company who provides you with your Internet service (in my area this is often Telus or Shaw) they will offer you an email address. This means they will designate a space on their server where you may store your emails. This space exists on the web, and is usually fairly limited. Thus you can only store emails there until space runs out or you delete some. This is usually referred to as webmail.

Some people never use anything else but webmail. They log on to their ISP’s website, read and reply to emails, and compose new emails, all directly from that site.

Hotmail, now owned by Microsoft and accessed from outlook.com, as well as Gmail, are also web based email, though, especially in the case of Gmail, there may be lots more space allotted  to you for storage, and a more sophisticated setup.

So what's the difference between web based email,  and a dedicated email client like Outlook
(which is part of the Microsoft Office suite of programs), or even free email clients such as the mail app built into Windows 10?

Think of it this way, let's say the space allotted to you by your ISP is like a Post Office Box:

If you don't get a lot of mail and/or don't want to keep any of it for long, you could probably get by with going to your PO box every day, reading your mail, jotting down your replies and leaving  the mail in the box until it gets full, at which point you just toss out the oldest stuff or the stuff you don't want.
In its simplistic form that's what you do with web based email. In the case of Gmail you might have a huge PO box with all kinds of compartments and so on, but the basic premise is the same; your emails live on the web, not on your computer. You can go to any computer anywhere in the world, and as long as there is Internet access, you can go to the website where your email lives (for example Shaw or Telus or other  local ISP) and choose webmail;  or go to gmail.com, or outlook.com, log in with your user name and password, and there is your mail.

You can send and receive from directly from the website.

However, what if you want a bit more of an advanced email solution? Perhaps you want to file away emails for years, archive your email annually, or save a local copy so that it's available even without an Internet connection. Maybe you want a lot more space than your ISP provides. You may also want a program that integrates your email experience with linked calendars, reminders, notes and contacts.

Then you would use an email client, such as Outlook, that is installed on your home PC. The free clients built into Windows can do the job too, but are often less sophisticated.

This is not an either/or scenario. You can use Outlook while still leaving a copy of your emails on the server ( that digital “PO box”) for a period of time, or until you run out of space. When you install a program like Outlook you need to tell it where to go and get your mail. It's like giving your butler the Post Office address and your personal box number. You go through a step by step set up that will ask you the name of the server ( if you use a local ISP they can give you that info-  it's also listed on their website) as well as your user name and password ( the digital equivalent of a PO box key )

Then Outlook acts like your personal butler and goes out and gets your mail for you at intervals that you specify ( every 5 mins if you like) and deposits it into your Outlook inbox.

You can then use the features of Outlook to file your emails, set reminders, set up signatures, send attachments, and much more; often in an easier and more user-friendly way than some web based emails,  though web based email like Gmail, which is owned by Google  (that’s where the “G” comes in) are getting more feature rich all the time.

If you tell Outlook to leave a copy on the server it will do just that, bring a copy into Outlook but also leave a copy on the web based server, so that you can access it from elsewhere. Again, only as long as there is space available. If you don't specify that you want a copy left on the server, Outlook will bring in your mail and remove it from the server immediately.

One thing to remember is that if you want to back up your email, calendar, reminders, contacts and so on in case of a computer crash, or other data loss, you need to learn how to back up the file that Outlook uses to store all that info. There are other email clients besides Outlook, but as far as backing up your data, Outlook does make it easy.

If you only use web based email you rely on the company owning the server to back up their servers. Big companies like Google are likely to be diligent in that regard.


So what is your email strategy?

Here is mine:
I have more than one email account; one is a “ throw away”  hotmail address. I use that if I want some info sent to me from a website. If I find that eventually I get a lot of spam I can discard that address and set up new free hotmail address, and there is nobody that I need to inform about a change of address. I have one or two Gmail addresses that I use for certain types of mail too. I have my main ISP email address that I give to my contacts. I try to never use that on the web.

I use Outlook ( the latest version is Outlook 2016)

I set up Outlook to bring mail in from all my email addresses into separate inboxes.

I set up my ISP email to keep a copy on the server for 30 days. That allows me to also get emails on my phone and tablet, and I can check emails on the server if I need to from another computer.

I delete unnecessary emails regularly.

I archive older mail and I remove and save larger attachments into folders on my computer’s hard drive ( like my documents or pictures folders) This keeps my Outlook file from growing too large.

I also back up my Outlook files on a regular basis


Do you know how your email works ? Would you like more technical details, such as what are incoming and outgoing mail servers, what is meant by smtp, pop3 , exchange, and other terms? Would you like to know how to make more effective use of a client like Outlook? Would you like to know how to back up your email client?

All my personal clients and friends can call and ask me for personal assistance, or ask your own trusted “computer geek”  helper to fill you in.

Online Storage

A few years ago online storage for your digital files was a very expensive option, but more recently it has become a more affordable proposition, with more companies offering 2GB or more of storage to individual users for free, and larger space options at more reasonable prices than ever before.

So what is online storage all about?

Think of it as the digital version of a safety deposit box at your bank. You might rent a safety deposit box to store something valuable; it's safer than at home and it's offsite. The best strategy is to keep a copy of valuable paperwork at home and the original at the bank. Of course nothing is foolproof and a bank can burn to the ground, but in general you trust that the bank vaults have better protection than your home filing system.

This same strategy applies to your digital files. A company that specializes in online storage solutions will have extra safety features, backups, and security to keep your files safe. Again, nothing is foolproof,  but if you keep a copy of all your important files on an online storage server you can still retrieve those files if you lose those on your home computer for any reason. Those reasons could include computer failure or virus, theft, or a disaster like fire or flood.

For all of us the systems we will actually use are generally those that are the easiest and least time consuming.

There are many companies offering online storage, both free and premium paid options. The ones that have been around for a while have developed some useful options;  integration into file explorer, apps for tablet users, and file and folder sharing options for example.

There are solutions geared to home users and businesses. I will be talking about the basic home user.

Among the most well known and well developed solutions are:
• OneDrive (Microsoft)
• Google Drive (Google)
• iCloud (Apple)
• Dropbox
• Box

You can use some or all of these. I have an account with all of these and use them for different purposes.

The ones I use daily are Dropbox and OneDrive
The latest subscription based version of Microsoft Office, Office 365,  comes with over 1TB of storage per user, which makes it a bargain.

I linked my computer to OneDrive and I make it my default folder for documents, pictures, videos and the like. Whenever I create or edit one of those files on my computer it automatically begins to upload a copy to my OneDrive storage space online.
I have a OneDrive app on my tablet and phone too, so I can easily access those same files on all devices.

I have also downloaded the Dropbox program for my PC, and the Dropbox  app for my tablet and phone. When I manually place a file in the Dropbox folder those files are uploaded to my Dropbox and I can access them from my tablet or phone, useful for transferring files among devices. Dropbox also offers easy folder sharing options so you can very easily share files with a family member, friend or co- worker.

Google Drive integrates well with my Google apps so I will use that too.

If you would like to know more about how to use these options and how to set them up, I can go into more detail in person with my clients,  or ask a trusted tech savvy friend or family member.

What are the main advantages of online storage:

• Offsite backup.
You can back your files to a local external drive but a fire or flood or theft could result in loss of both computer and backup drive.

• Ease of transfer between devices, especially useful for tablets and phones.

• Ease of transferring large files to someone else when those files are too large to email.

• Automated Backups.
When set up correctly backups of files can be automated, great for those of us who forget about backups until it's too late.

For those using iDevices;  iPhones and iPads, iCloud is an important backup tool. Just be sure you check your options in settings to know what it is backing up for you.

Check out all the free options available from the trusted online storage providers.

I have one Google Drive set up to simply store my photos.
I manually uploaded them all, which initially took a while, and I add to it when I have a new folder of photos that I want kept safe. I don't use that drive for anything else and I only need to access it when add photos. However I have not needed more than the free space, so why not?

Online storage options are more affordable than ever. Initially it might take a little of your time set them up but it can be well worth the effort. After the initial set up maintenance is much less time consuming.

So if you are not using any form of online storage, this may be a good time to check it out.
If you are coming to this blog because you know me, you can always ask me for help.

Don't fall for hoaxes and scams

The internet can be an incredibly useful tool for information and tech support.
Many of us can't imagine life without email or the conveniences of services such as online banking.
However as always it's wise to keep your wits about you to ensure that you don't fall victim to the numerous hoaxes and scams that also exist in the online world.

A hoax can be as simple as misinformation, or out and out lies,  passed around in emails which urge the reader to “pass this on to all your friends” At worst you will feel embarrassed when you realize it wasn't true, and will have to eat humble pie when you have to backtrack and email all those friends again.

The best rule for all those emails is to simply not pass on any information that you haven't personally researched.

At the other end of the scale are true scams. These are designed to trick you into giving out personal information, such as user names and passwords for email accounts, bank accounts, or other accounts such as your Apple ID (which would give someone an opportunity to purchase music, books, apps, movies and TV shows in your name)

Often these emails say you need to update your info and ask you to follow a link to do so.
Some might suggest that you have made purchases. If you want to dispute those purchases you can follow a link to log into your account.
In all those cases you are basically being tricked into giving out personal information.

The easy rule to follow is this: No matter how legitimate the emails might look, you NEVER follow links in emails to a site where you would input your user name and password. Your bank will not ask for this info in an email, and neither will any company such as Apple or Microsoft.
Also you will not receive information about tax refund in an email.
If you really want to check if something is legitimate DON’T use the support emails or phone numbers in the email.

A good habit as you learn about scams is to use your search engine of choice (such as Google or Bing) to type in a few key words of the email you received,  and add the word hoax or scam. You will quickly realize that it is a known scam. Before long you will simply know to just delete those emails.
Also start to pay attention to the differences in legitimate sites that ask for personal info ( like your online bank site) Those sites will use https:// in the address. That stands for secure, and you should also see a padlock symbol. Without that security certificate it's likely a phishing site – one cleverly designed to look like the real thing.

Also watch out for those phone calls purporting to be from Microsoft telling you that you have a problem on your computer but that if you allow them access to your computer they will fix it for you. They will certainly find “something” and charge you a princely sum to remove it.
Remote access is a useful tool for tech support but you need to really trust someone before you allow that.

As you surf the web, you may also encounter a hoax pop up web page warning you that you are infected with a virus. Those pages can be hard to close. Using CTrl-Alt –Del ( or the faster Ctrl – Shift – Esc) to bring up the task manager can sometimes help. If necessary restart your computer.
Run a malware software scan afterwards just to be certain, though likely it will have just been a rogue web page.

New hoaxes and scams appear regularly. Learn how to search for information about scams. You can get some good info from sites such as www.snopes.com, but be sure to go there directly, not from a link in an email.

Learn how to hover your mouse cursor over a link, or on a tablet,  tap and hold on the link, so you can see where the link really leads to ( I can help you with this if it's not something you are familiar with)

Here are some basic rules to follow::

Don't pass on emails with information you personally can't vouch for.

Don't follow links in any email that will take you to a site asking for personal info.

Don't allow anyone remote access to your computer unless you personally know and trust them.

Make sure all real secure sites have https:// in the address bar

If you have any doubts about the legitimacy of an email DON’T act on it. You can ask for help, or do some personal research. You will usually need to just delete it.

Using KeePass for passwords

Using KeePass for Passwords

Ditch the little black book!

Let’s face it passwords are a pain to remember

Most people end up with a notebook full of handwritten cryptic notes; crossed out, changed, scribbled over, squinted at (what does this say??)

It isn’t practical and it isn’t secure

So I want to introduce you to a little program called KeePass

It isn’t the only program of its kind out there, but it has a few advantages

·       It’s free

·       It’s portable (meaning it doesn’t need to be installed, you just run from the location where you put its files)

·       You can put it in a usb drive, or Dropbox* or other online storage.

·       I use it myself, so I can help you from personal experience J

*I use Dropbox and I’ll explain why later in this info sheet

 Where to get it

http://keepass.info/download.html

Choose the professional edition 2.XX. At this writing the latest version is 2.31. You want the portable option

You will download a zipped file that contains all the files you need to get started.

Unzip those files to a directory of your choice. I unzipped mine to a folder in my Dropbox Directory. You can also unzip them to a USB Flash drive or just a folder on your PC. (Again I’ll explain the Dropbox option later)

Run the exe file

You will be presented with a new database. It’s all customizable

Even if your database came with pre-set groups you don’t have to keep them. You can simply right click on any entry or any group and Delete and entry or delete a whole group. You want to customize this database just how it makes sense to you.

You will start by creating a new database

Click the New icon or CTRL N

Name the database and pay attention to where you save it ( I save mine to the folder in Dropbox where I saved the program)

You will give it a master password

Now you add entries for all your various passwords. You can Group these into Groups

Under the edit menu you can add a group or add an entry

Try adding a group first – let’s say “Online Shopping”

Your new group will be added under whatever is highlighted in blue, so if you want a sub group under ‘General” for example make sure that is clicked so it highlights in blue. If you want it as a Group alone not as a sub group of anything just click to highlight at the very top where the name of your database is.

You can also add Groups and entries by right clicking. Right clicking on a folder gives you the option to add a new sub group

Right clicking within that group gives you the option to add an entry

(If read this and follow along with the program open it will all become clear!!)

Click on your new Group (eg Online Shopping) Right Click in the white area on the right

Once you have put in all the info click ok

That entry will now be remembered as long as you choose File, Save, before closing KeePass

If you have a long list of handwritten passwords it may take you awhile to input them all into Keepass but it will be worth it in the long run.

By default, when you see the entry the password will be hidden under asterisks and you have to open the entry to view it. I like to just see the password. To change that option, click the View menu and choose Configure Columns. The option is right at the bottom.

Uncheck the box if you don’t want the password to be hidden by asterisks

 Now let’s talk about Dropbox

Since Dropbox is online my KeePass Database is not on my home PC

I store the program in a folder in Dropbox

When I initially save the database I create (you can save more than one database – so one for each family member if you like, or one for personal and one for business)

I save it to that same folder

There is an app (android or iOS) free in the app store (Apple) or Google Play Store (Android) The one for Apple is called MiniKeePass. I believe the android one is called  Keepass2Android*

*I haven’t tested the Android one so I can’t speak for it

On your iPhone or iPad if you have the Dropbox app and the MiniKeePass app installed:

Open the Dropbox app

Navigate to the folder that you stored the database file in. It will have the name you gave it and end in .kdbx Click to open it. Dropbox will say it can’t preview it but you can choose the “open in” option and from the list of apps choose MiniKeePass

Now your database is available to view on your mobile device!

Your KeePass Database is locked with a master password that you are asked to create when you set it up. You DO need to remember that password.

 If you have a really bad memory create a document with a HINT (only a hint that will make sense to you!!) and store that in Dropbox too

This all may sound confusing but if you download the program first, follow the prompts, and read this guide with the program open, you will see that it’s not too complicated.

You can also check YouTube for tutorials (I searched for KeePass 2 for beginners but try searches with various wordings)

Look for ones that are fairly current as the program has been around for a while and older tutorials may not be as relevant to the newer versions

Once your Database is created you can put a shortcut to the program on your desktop, in the taskbar, in the Windows 10 Start menu, on your iPad home screen -  anywhere and everywhere that makes it easy to access. If you forget a password it’s quick to open KeePass, input your one master key and all your passwords will be there for you, all organized and easy to find.

It’s like that little black book, but digital, secure, and always with you (and no illegible, handwritten, crossed out, or chicken scratched entries J)

If you don’t use Dropbox, but keep the database on your PC, back it up often so that you don’t lose it.

I back mine up once in a while even though it is in Dropbox, but I’m fairly paranoid!

If you change a password for something, remember to update that entry in KeePass

One more tip:

If you want to input a password from KeePass into say a website form, you can copy and paste it from KeePass, which can be helpful for longer password. Some sites don’t allow that but most do.

If anyone would like to use this program and would like a hands on tutorial I can do a LogMeIn session with you, or a home visit, or phone support

This may sound daunting but once you start using it you won’t look back!