Alternatives to Floppy DiskesComputer Upgrade Cycle FAQComputer Replacement Cycle: Overview Accessing Personal Folder on File Server for WindowsWindows: Backing up Address BookWindows: Backing up Browser Bookmarks/FavoritesMacintosh: Backing Up Your Address BookMacintosh: Backing Up Your BookmarksWindows: Backing Up Your EmailMacintosh: Backing Up Your EmailBacking up your handheldReplacement Cycle: My Computer is Going to be Replaced SoonReplacement Cycle: What Should I Figure Out Now?

Technology

Replacement Cycle: My Computer is Going to be Replaced Soon

If your computer is going to be replaced in the next few weeks, please check through answers to these frequently asked questions (FAQs) to make sure you are ready. If you haven't already made any decisions that the questions on What Should I Figure Out Now prompt you to make, you should speak with the Technology Liaison in your department immediately!

  1. What do I need to do?
  2. What software will be installed on the new computer?
  3. How do I make sure I have what I need on the new computer?
  4. When will my computer replacement take place?
  5. How can I get training in Windows Vista and Office 2007?
  6. Do I need to be around while my computer is being replaced?
  7. Will I have access to all of my old and current files on the new computer?
  8. What if I find something missing after I start using the new computer?
  9. What happens to the old computer?

If you have any additional questions, please speak with your department's Technology liaison or call the Help Desk at 617-521-2222.

  1. What do I need to do?
    To make your replacement go as smoothly as possible, you must:
    1. Work with your department's appointed Technology Liaison as s/he schedules your replacement (see When will my computer replacement take place?)
    2. Complete the Computer Replacement: User Survey within the requested time frame (see How do I make sure I have what I need on the new computer)
    3. According to the Simmons Technology Acceptable Use policy, "Simmons' technology (computer and network) resources are intended for educational, scholarly and college business uses." If you have personal items on your Simmons computer that consume a lot of space (for example, music or movie files), be sure to clear those files off of your computer before the replacement. The more that is on your computer, the longer your replacement will take. Help Desk staff will assume that all data they are transferring, and all the time your replacement takes, is for Simmons business purposes.
      Please note that if you use your Apple iTunes account on your Simmons computer, you should "Deauthorize" your account before your replacement arrives.
    4. Windows users: attend in-person, on campus training, or take advantage of the other training resources available so that you are prepared to use Windows Vista and Office 2007. In particular, Office 2007 has quite a few features that are different from Office 2003: the change is much more significant than any prior Office upgrade.
      Mac users: take advantage of the training resources available. The changes in Leopard and Office 2008 are not significant, but you will find it useful to learn about the changes.
  2. What software will be installed on the new computer?
    • All new computers will have Simmons standard software installed, and any other software you request through the Computer Replacement: User Survey (see How do I make sure I have what I need on the new computer).
    • There are a couple of changes from when your computer was first put in service that may impact you. Meeting Maker is installed, and you should join other faculty and staff already using this shared calendaring tool. Versions of Acrobat Professional, Dreamweaver, and Photoshop that use the Simmons shared license server (a.k.a. key server) are installed.
    • The Simmons default Internet browsers have changed: only Firefox and Internet Explorer are installed by default on Windows computers; only Firefox and Safari are installed by default on Macintosh computers.
      Rather than Netscape Communicator, Technology now recommends that Windows users use Thunderbird or Outlook, and that Macintosh users use Thunderbird or Apple Mail. Netscape is not installed on any new computers. The transfer of email from Netscape to Thunderbird is straight forward because the underlying components of both applications are the same; Netscape users will find that Thunderbird looks and works the same as Netscape did. For more information, see the Thunderbird FAQ.
  3. How do I make sure I have what I need on the new computer?
    Please complete the Computer Replacement: User Survey (PDF) and return it to your department's appointed Technology Liaison within the timeframe s/he requests. The information on the form will help us ensure that the machine has the software you need, is set to use the email and browser you normally use, and includes your address book, bookmarks, documents, email, etc. If more than one person uses the computer due for replacement, each person must prepare by filling out a separate Computer Replacement: User Survey.
  4. When will my computer replacement take place?
    • With the Technology Liaison in each department, we will schedule 1-2 days to replace all computers that are due. Because we schedule the replacement timeframe with your liaison, it is important that your liaison knows the best timeframe for you so s/he can best represent you when scheduling the replacements for your area.
    • Especially in 2007-2008, because of the upgrade to Simmons eLearning, the migration to Windows Vista and Office 2007, and the training all of this requires, we will try to schedule replacements so they cause as little disruption to your work as possible. If you do not know who serves as the liaison in your department, please check with your department chair or department head.
  5. Do I need to be around while my computer is being replaced?
    As long as you have done what you need to do, you do not need to be present while your computer is replaced.
  6. Will I have access to all of my old and current files on the new computer?
    • As long as you save your files in the standard locations (such as "My Documents," "Documents," or on the desktop), you should have access to all of the files you used on the old computer. However, some applications save files to non-standard locations. Your answers on the survey should alert us to any issues prior to the replacement. Please make sure that your survey indicates all of the software and other computer-related technology tools you use.
    • You have until two weeks after the replacement to ask the Help Desk to recover data from the old computer. After two weeks, the computer will be recycled.
    • For your own protection, please take a moment to think about where you save your files.
      • Windows users
        If you save files to numerous directories, please make sure you move them all to your Desktop, or My Documents folder before your upgrade. Our standard upgrade procedure will miss files in other locations.
      • Macintosh users
        If you save files to numerous directories, please make sure you move them all to your Desktop, or Documents folder before your upgrade.
      • All users
        • You should routinely back up your important files. For directions, see the Backup Tips page.
        • You will have access to all of the files you have saved to the file server before and after the upgrade, as the upgrade does not affect those files at all. For information about how to access the file server, what space is available to you and your department on the file server, and what a file server is, please see File Server Tips.
  7. What happens if I find something missing after I start using the new computer?
    Technology keeps the computer you were using for two weeks, and then it is recycled. Once you get the new computer, try everything to make sure you have what you need. If you find anything missing, please contact the Help Desk at 617-521-2222, option 8, immediately. If it has been longer than two weeks since the old computer was replaced, it is likely you will need to restore your files from your regular backups.
  8. What happens to the old computer?
    Simmons recycles replaced computers through Dell and Apple. These companies clean the hard drives to Department of Defense specifications, ensuring Simmons data is protected, provides certificates of disposal documenting that all parts are recycled appropriately and relieving Simmons from environmental liability, and, for computers with value, pays Simmons. Because CRT monitors have no resell value and are hazardous waste, Simmons recycles monitors through the college's recycling vendor. Occasionally, Simmons donates monitors, printers, and Apple computers to non-profit schools and institutions in the Boston area. It is against Simmons policy to sell/give computers to members of the Simmons community. However, if you are affiliated with a non-profit organization that is in need of computers, please send email to techdonate@simmons.edu with the organization's information; be sure to include a contact name and number.
  9. How can I get training in the new operating systems and versions of Office?
    For information about the variety of training and other resources available to you, please see our Microsoft Windows Vista and Office 2007: Resources page, and our Leopard and Office 2008: Resources page.
    In the ideal world, as you go off to training, technicians replace your computer so when you return to your desk, the new computer is there and ready for you to try all of what you just learned. We encourage Windows users in particular to take advantage of the in-person, on-campus training available, and will do what we can, in this real and very busy world, to coordinate your replacement with that training.