Tips and tricks
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These tips and tricks are easy fixes for common problems but of course will not fix every problem. We hope that it can help you get back to doing what you do best. We also hope that you be careful not to damage your equipment or hurt yourself
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'Turning things off and on again' is the most common way to fix issues for anything. The idea goes - if it was working and now its stuck, it will probably be fine if you restart it.
also searching Google for tutorials is also a great way of finding out and being shown how to fix a problem (youtube is even better for this). But be careful not to do anything that may void a warranty or damage your device.
These tips are great for getting yourself working if you desperately need to get going again. Now for the tricks...
also searching Google for tutorials is also a great way of finding out and being shown how to fix a problem (youtube is even better for this). But be careful not to do anything that may void a warranty or damage your device.
These tips are great for getting yourself working if you desperately need to get going again. Now for the tricks...
Internet
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We realise this section is hard to view (at all) without an internet connection but of course still works on mobile phones if you are in desperate need
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no connection
First thing is check others still have internet access. There are a few things that can stop internet access in a network. So its good to check if anyone else is having the same issue and saves you trying to fix a problem that is not there
But if there is not internet on your machine there are 2 things you can check easily
1. Wifi is connected but there is no internet
- Proxy settings can stop the internet connecting properly but will show you are connected to a wifi network. Change these settings only if your schools internet services requires it (your technician will be able to give you this information)
Windows -
1. Open Internet Explorer (Edge on Windows 10)
2. Wifi is not connected
- Check the wifi app (In the bottom right hand corner on Windows and top right corner on a Mac). This will show you if you are connected and receiving internet. If this says its not connected try disabling and re-enabling it. Sometimes it may have just got a bit 'confused' and 'turning it off and on again' can reset it
But if there is not internet on your machine there are 2 things you can check easily
1. Wifi is connected but there is no internet
- Proxy settings can stop the internet connecting properly but will show you are connected to a wifi network. Change these settings only if your schools internet services requires it (your technician will be able to give you this information)
Windows -
1. Open Internet Explorer (Edge on Windows 10)
- Click Tools.
- Click Internet Options.
- Click the Connections Tab.
- Click LAN settings.
- Check the "Use a proxy server for your LAN" box.
- Enter the IP Address of the Proxy Server and the Port Number.
- Click OK.
- Try loading a new webpage to see if the new settings have worked
- Open System Preferences and click the Network panel icon.
- Click the Advanced button to view the full manual interface for network settings.
- Click the Proxies button in the button bar
- Click the checkboxes beside the protocols that you want to configure.
- Enter the IP Address of the Proxy Server and the Port Number.
- Click OK to exit advanced setup.
- Click Apply to activate and begin using your new network settings.
- Try loading a new webpage to see if the new settings have worked
2. Wifi is not connected
- Check the wifi app (In the bottom right hand corner on Windows and top right corner on a Mac). This will show you if you are connected and receiving internet. If this says its not connected try disabling and re-enabling it. Sometimes it may have just got a bit 'confused' and 'turning it off and on again' can reset it
Website blocked
- If you have a site blocked by filtering policy, ask your technician to unlock it for you (should be an easy for them to do depending on the filtering used)
- if we currently manage your filtering service please fill out the form below with the website that you would like to unlock then we can do that for you.
Quite often you will have a website blocked due to media or language used in them. Because so many websites are made every day this process is mostly done automatically. This will from time to time pick up websites that are not a problem but have automatically been treated as a bad website.
- if we currently manage your filtering service please fill out the form below with the website that you would like to unlock then we can do that for you.
Quite often you will have a website blocked due to media or language used in them. Because so many websites are made every day this process is mostly done automatically. This will from time to time pick up websites that are not a problem but have automatically been treated as a bad website.
content not playing
There are a couple of things to check if online videos, music or games don't play
1. Adobe Flash Player is installed
Adobe Flash Player runs a lot content online so needs to be installed, you can click below to download the latest version
1. Adobe Flash Player is installed
Adobe Flash Player runs a lot content online so needs to be installed, you can click below to download the latest version
*Please be aware that iOS devices (iPads and iPhones) can not install flash so this kind of online content can not run on any of these devices
2. Adobe Flash Player is enabled
Unfortunately Flash Player also runs a lot of adverts online. Because of this it is often disabled automatically. check enabled extensions to see if Flash Player is 'Allowed' for a website
A good setting for this is the 'Ask' setting as it should ask you to allow a website to play Flash content by giving you a warning
3. Java is installed
Java runs about the other half of online content and, due to some boring IT reasons, also a huge amount of modern websites. To install the latest version of Java please click the link below
2. Adobe Flash Player is enabled
Unfortunately Flash Player also runs a lot of adverts online. Because of this it is often disabled automatically. check enabled extensions to see if Flash Player is 'Allowed' for a website
A good setting for this is the 'Ask' setting as it should ask you to allow a website to play Flash content by giving you a warning
3. Java is installed
Java runs about the other half of online content and, due to some boring IT reasons, also a huge amount of modern websites. To install the latest version of Java please click the link below
*If you run software that needs Java exceptions, please ask your technician for help
Office
not activated
If your copy of Office (Word, Excel, Powerpoint, Outlook and others) is showing a red bar or telling you it is NOT authorised, please contact your technician as they will need to provide a valid license code that would need to be authorised by Windows.
please be aware that an unauthorised version of Office can still work for 30 days. If it has just started telling you about this, then you have a month to get the new code on there so you may prefer your technician to do it for you.
If we manage you school, then you can fill out a request form and we can help you with the authorisation code or we can remote to your device to do it for you
please be aware that an unauthorised version of Office can still work for 30 days. If it has just started telling you about this, then you have a month to get the new code on there so you may prefer your technician to do it for you.
If we manage you school, then you can fill out a request form and we can help you with the authorisation code or we can remote to your device to do it for you
file locked for editing
When a document is locked for editing, the only thing you can do is ask the person using it to let you know when they are done. Unfortunately only 1 user is allowed to edit a Microsoft Office file.
Sometimes it will say 'User' rather than their actual username. This is the computer confusing User details over a school network (normally a roaming laptop). This unfortunately can not be helped and the 'User' will have to be found manually. I would try and guess who is most likely to have that file open. (be aware they may not realise they still have it open so would actually need to check to verify)
In personal experience it is often a file someone has left open in the background on a laptop (less likely not to give an actual username on a wired PC). So they do not normally know it is on and therefore will tell you they do not have it open because they cannot remember the last time that they used the file.
If you are still experiencing trouble, this issue would have to be dealt with you local technician on site, as it can (in extreme cases) require checking every device for the culprit.
*Please note that if you are using Google Apps/Docs/Drive, then you can edit with unlimited users online collaboratively. If you would like to know more then please feel free to click the button below to contact us about setting up Google Apps for Education which is free
Sometimes it will say 'User' rather than their actual username. This is the computer confusing User details over a school network (normally a roaming laptop). This unfortunately can not be helped and the 'User' will have to be found manually. I would try and guess who is most likely to have that file open. (be aware they may not realise they still have it open so would actually need to check to verify)
In personal experience it is often a file someone has left open in the background on a laptop (less likely not to give an actual username on a wired PC). So they do not normally know it is on and therefore will tell you they do not have it open because they cannot remember the last time that they used the file.
If you are still experiencing trouble, this issue would have to be dealt with you local technician on site, as it can (in extreme cases) require checking every device for the culprit.
*Please note that if you are using Google Apps/Docs/Drive, then you can edit with unlimited users online collaboratively. If you would like to know more then please feel free to click the button below to contact us about setting up Google Apps for Education which is free
Document too large to print or email
- Printing
If you are trying to send a print job and it is taking a while, it can be the file is too large. this makes the printers background tasks take a while longer and can cause errors depending on the printer photocopier used. to compress the file please see below
- Email
If you are trying to send an email and it is too large to send you will also need to compress the file as there is always a limit (varies but normally is around 25mb). you can use the compression technique below but if you need a little more you can 'zip' up the file (below compress).
Compress a picture in Word and Powerpoint (good for printing and email)
Zip folder to compress file (or files if you select an entire folder)
*If you have Google apps for Education then you can drop any size file and if it is too big it will upload it to your Google Drive then send the recipient a download link without you or them having to do anything else.
for help setting up Google Apps for Education (which Google provide for Free) then please click the link below to contact us
If you are trying to send a print job and it is taking a while, it can be the file is too large. this makes the printers background tasks take a while longer and can cause errors depending on the printer photocopier used. to compress the file please see below
If you are trying to send an email and it is too large to send you will also need to compress the file as there is always a limit (varies but normally is around 25mb). you can use the compression technique below but if you need a little more you can 'zip' up the file (below compress).
Compress a picture in Word and Powerpoint (good for printing and email)
- Right-click the picture (or select multiple pictures) in your document.
- Select Format Picture from the shortcut menu.
- Select the Picture tab.
- Click the Compress button in lower left.
- Select your options.
- Click OK.
Zip folder to compress file (or files if you select an entire folder)
- Open the 7-Zip File Manager.
- Navigate to the file you want to compress, and click it, then click the Add button.
- The Add to Archive window will pop up, make sure the Archive format is set to zip, and click the OK button to proceed.
*If you have Google apps for Education then you can drop any size file and if it is too big it will upload it to your Google Drive then send the recipient a download link without you or them having to do anything else.
for help setting up Google Apps for Education (which Google provide for Free) then please click the link below to contact us
printing
Document not printing
There can be a few reasons why printing can fail
1. File is too large
this is mentioned in the 'Office' section above under 'DOCUMENT IS TOO LARGE TO PRINT OR EMAIL.
1. File is too large
this is mentioned in the 'Office' section above under 'DOCUMENT IS TOO LARGE TO PRINT OR EMAIL.
2. Sent as the wrong paper size
This is a VERY common problem where you work on a file that looks normal but is actually set up incorrectly. If the Printer thinks you want to print on A4W (A4 Wide) then it will ask for that paper and not print it on A4. This setting is under the printer settings when you go to print. It is also common from NHS Documents as they are normally associated with an old version of Office
- please check the Paper type
- please also check the borders (if it says custom or has an exclamation point then it is incorrect)
3. Printer queue error
The printer may have got a job it does not like and may block the next jobs from printing
To cancel one or more print jobs, follow these steps.
*If there are other printing issues they could relate to re installing the printer or restarting your laptop/PC. we can assist with a few things remotely but other jobs require hands on and will have to be dealt with by your current technician.
This is a VERY common problem where you work on a file that looks normal but is actually set up incorrectly. If the Printer thinks you want to print on A4W (A4 Wide) then it will ask for that paper and not print it on A4. This setting is under the printer settings when you go to print. It is also common from NHS Documents as they are normally associated with an old version of Office
- please check the Paper type
- please also check the borders (if it says custom or has an exclamation point then it is incorrect)
3. Printer queue error
The printer may have got a job it does not like and may block the next jobs from printing
To cancel one or more print jobs, follow these steps.
- Click Start, and then click Run.
- In the Open box, type control printers, and then click OK.
- Right-click the icon for your printer, and then click Open. To cancel individual print jobs,
- Right-click the print job that you want to cancel, and then click Cancel.
*If there are other printing issues they could relate to re installing the printer or restarting your laptop/PC. we can assist with a few things remotely but other jobs require hands on and will have to be dealt with by your current technician.
error code on machine
If there is an error code on a Photocopier (big machine) then an engineer will have to come and fix it (they are unfortunately guarded secrets from bigger companies)
If there is an error code on a smaller 'home' style printer that is not a printer jam then a search on Google can help find how to fix the problem. In this case it is probably best to contact your local technician as it normally requires 'hands on'. But there is a possibility we can help with instructions over the phone so please contact us with the link below (to the form below)
If there is an error code on a smaller 'home' style printer that is not a printer jam then a search on Google can help find how to fix the problem. In this case it is probably best to contact your local technician as it normally requires 'hands on'. But there is a possibility we can help with instructions over the phone so please contact us with the link below (to the form below)
printer not connected
If your printer is disconnected (and turning it off and on again doesn't work) or need one installed please contact your Technician or contact us with the link (and form) below to request we help install a printer for you (if we manage your school)
This should be a fairly simple process for us but requires specific information about your network so that we (or your technician) will have to use to connect a printer.
This should be a fairly simple process for us but requires specific information about your network so that we (or your technician) will have to use to connect a printer.
finding jams on smaller printers
*BE CAREFUL, HOT AND SHARP COMPONENTS INSIDE - If you do not feel comfortable doing this leave it to a technician as we don't want to hurt yourself
Smaller 'home' printers can jam quite regularly as they are not really designed for being in an office. But paper is normally quite easy to find if you know what to do. These are pretty generic but most of these types of printers are built in a similar way so...
1. Take out paper tray
2. Open back cover
3. Open top cover
4. Take out toner
5. Now the printer should be quite bare which should allow for easy finding of jammed paper
6. Turn it off and on again (to reset the error light/code)
*If it is a larger photocopier it is not recommended to try and find these yourself. If a small piece of paper gets ripped off a jammed piece of paper (thats been pulled out) it can break a few parts and not immediately obvious what the problem is. This can only cause more issues and less downtime So we would recommend asking your Technician or calling the number on the front of the Photocopier (normally a service phone number) which is normally free with the service contract.
this is also a job that has to be dealt with on site due to the manual handling nature of the issue.
Smaller 'home' printers can jam quite regularly as they are not really designed for being in an office. But paper is normally quite easy to find if you know what to do. These are pretty generic but most of these types of printers are built in a similar way so...
1. Take out paper tray
2. Open back cover
3. Open top cover
4. Take out toner
5. Now the printer should be quite bare which should allow for easy finding of jammed paper
6. Turn it off and on again (to reset the error light/code)
*If it is a larger photocopier it is not recommended to try and find these yourself. If a small piece of paper gets ripped off a jammed piece of paper (thats been pulled out) it can break a few parts and not immediately obvious what the problem is. This can only cause more issues and less downtime So we would recommend asking your Technician or calling the number on the front of the Photocopier (normally a service phone number) which is normally free with the service contract.
this is also a job that has to be dealt with on site due to the manual handling nature of the issue.
*Koala IT are not responsible for any damage to equipment or injury to self when trying any of these tips and tricks. Please be careful when attempting to fix your own equipment.
