Family & Community Historical Research Society

Practical PC Housekeeping for Members of FACHRS

This part of the FACHRS website deals with some simple practical questions, or frequently asked questions that relate to using a PC for historical research. Initially the focus will be on aspects that affect the use of the FACHRS website by members. As this electronic help desk progresses a useful store of information will be assembled.

Compression or Zip software: Most of the material that members are able to download from the FACHRS website is contained in a 'zip' file, that is a file type with a 'zip' ending such as filename.zip

Inside a 'zip' file is another file in its original format, so for instance you may have a file such as filename.doc inside filename.zip

The benefit of a 'zip' program is that it takes an original file and compresses it, that is it reduces it's size, so for instance it is possible to have a 2 megabyte document file compressed down to 128 kilobytes inside a zip file. The advantage appears in your pocket, because the zip file will download from the FACHRS website to your PC much faster and in the example shown it would be just over 15 times faster and that can mean a shorter telephone internet call. There are some very advanced compression algorithms in 'zip' programs but the good news is that the user interface is so simple that most people now use a zip program routinely.

To be able to 'unlock' the original file inside the 'zip' file will require you to have a compression software program on your PC so if you do not have such software and you wish to take advantage of such a benefit the next step is to obtain a program, then follow a few simple steps to download and read a file.

One of the most popular 'zip' programs, because it is so easy to use, is a program called WinZip. This program is made available to everybody that wants it as "shareware", that is the supplier of the software lets you have the program to try it out and then relies upon your conscience to receive a registration fee. Many people obtain their copy of WinZip from the "free" CDR or DVD that comes with many a PC Magazine, though even more download their copy from WinZip's own web site. Once you have used WinZip, you make the choice to register your copy for a small charge (and so receive all future upgrades without paying any more money), or to keep using the software with a guilty conscience, or to remove the software from your PC as all good souls should. On a personal note I registered a copy of WinZip many years ago and have regularly received updates each year ever since.

As in everything, a few simple steps go a long way to making use of a 'zip' program a hassle free experience. The first simple step is to be aware that not all websites are as careful as FACHRS in making sure that all our files are tested for a virus. So the first golden rule is to always use a virus detection program that can scan zip files, and then scan any file you allow onto your PC, even from friends! The next simple step is to know what you are going to do with a file, are you going to 'zip' it and send it to someone, or are you going to download a file and store it somewhere. The third simple step is to use Windows Explorer (if using Microsoft Windows) or any other file manager system with WinZip.

WinZip is very intuitive and easy to learn, but to start you off on the learning curve, here is a practical example that you can follow after you have installed WinZip on your PC.

Assume you have a copy of WinZip and it is installed on your PC. The next steps will download a file test.zip onto your PC floppy disk drive, scan the file then 'unzip' the file so that you can read it. Inside the 'zip' file will be a simple text file called test.txt.

The first step in downloading a file is when you are asked if you want to 'save to disk' or open the file, you always select 'save to disk', and then you are presented with a simple file save as dialogue box on your PC.  So we will do this step by step.

1. Put a floppy disk in drive A
2. Click on this link
3. When you see the message box, choose 'save to disk'
4. When you see the next familiar "Save As" box, use the drop down menu and select 3¹/₂ Floppy (A:)
5. You will hear the floppy drive 'whir'
6. Click the 'Save' button and the file test.zip will download to your floppy disk in drive A:
7. With the file now on your floppy disk, start up your virus scanning program and scan the floppy in drive A: to make sure the file is free from a virus.
8. Select Start/Programs/Windows Explorer
9. Select the icon for the A: drive and double click, this will reveal the file test.zip
10. Double click the file test.zip and the WinZip window will open, highlight the file and click View and the View again. This will open the file in Notepad so you can read it.
11. When you have read the file, or printed it, close the file and it will put itself back in the zip file ready for the next time.
12. This next exercise will extract (decompress) the original file back to its original size ready for you to use.
13. Locate the file test.zip using Windows Explorer and 'right click' the file
14. From the drop down menu select 'Extract to folder A:\' and the file will decompress into test.txt all ready for you to use.
15. Now the next exercise will 'zip' a file on your PC (don't worry the original file will not change and still be there!)
16. Use Windows Explorer to highlight any file on your PC (Not an exe or com file)
17. With the mouse 'right-click' the file and you will see a drop down menu
18. Select 'Add to [filename].zip and the file is automatically zipped! That is all there is to it! You will also have seen on the drop down menu a Zip and Email option. If you select this option, the file is zipped and inserted into an email already for you to send, all you have to do is choose the addressee!