FAQ - Student Workstation Issues
Frequently asked questions about Student Workstation Issues. If you would like to suggest adding a new item to this FAQ list, please contact Student Computing Support Desk by filling out an online form.
Student Workstation Issues
• HMS IT Student Computing Policies
• To Whom Are the Student Computer Facilities Open?
• Fixing a Frozen Computer
• Changing Monitor Settings
• Clearing Paper Jams
• Canceling a Print Job
• Scanning Images
• Scanning Text
• Reducing the File Size of An Image
• Where Can I Get Support on Linux?
• What Kind of Computer Should I Buy?
• Where Can I Buy Computer Products?
• How do I change the resolution of the plasma screen in the
Tutorial Rooms?
• How do I check to see if I have the latest critical patches for my
computer?
• What is a portable USB memory device? Where do I insert it on the
student workstation?
• What is the MAC ID of my computer?
• Does HMS provide free anti-virus software?
• Does Student Computing repair student computers?
• Where can I dispose my hardware such as computers, printers, or cell phones?
• Where can I donate my computer or printer?
• How to Import a Course_Events.csv file into my Outlook Calendar?
Student Workstation Issues
To Whom Are the Student Computer Facilities Open?
The Student Computing facilities are reserved for
currently registered, matriculated Harvard Medical School (HMS), Harvard School of
Dental Medicine (HSDM), and Division of Medical Sciences (DMS) pre-doctoral
students.
Post-doctoral students of HSDM do not have access to these facilities. There are a
group of computers located in the basement of HSDM for post-doctoral student use.
Exchange or visiting students living in Vanderbilt Hall may use a Windows-based PC in
Vanderbilt Room 302B. Otherwise, Exchange or visiting students can inquire about their
eligibility of using the computers at the
Countway Library.
Call the Countway Library for more information at 617-432-2134.
Windows XP
Concerning an Application: If a particular application has frozen, it is
often possible to quit the application. Pressing <Control+Alt+Delete>
will bring up the Close Program dialog window; select the offending application
and click End Task.
Concerning the Entire Computer: If you cannot do a restart via the computer
screen, power down the computer and then power up the computer. There should be a power button on the front of the computer.
NOTE: DO NOT simply unplug the computer. The resulting power spike can be very
damaging.
Macintosh OS X
Concerning an Application: If a particular application has frozen, click on the menu
symbol in the upper left corner and select Force Quit. Note: force quitting an application can leave
the computer's memory in something of a fragile state. Student Computing recommends that
you save often whatever else you're working on and restart; otherwise, you are in increasing
danger of losing your work.
Concerning the Entire Computer: If the entire computer is frozen,
power down and power up the computer. If, for some reason, the computer
does not respond to this command (it is ignoring the keyboard connection), there are reset
buttons on the front side of the Macs in the building. Use the reset buttons
as a last resort.
NOTE: DO NOT simply unplug the computer. The resulting power spike can be very
damaging.
To adjust the image on your screen, for the following:
1. PC Running Windows XP
2. Macintosh OS X
If you have any questions, please contact the Student Computing Support Desk
by filling out an online form.
PC: Windows XP
Right click on the mouse and highlight Properties in Figure 1.
Figure 1. Properties
A dialog box, Display Properties in Figure 2., will appear. Click on
the Settings tab and adjust the Screen Area with the
slider. Click OK.
Figure 2. Diplay Properties
Macintosh OS X
To access the control panel, go to the Apple Menu (upper left corner apple icon)
and select System Preferences and then the Displays icon.
Some of the medical education programs require a particular screen resolution (number of pixels
on screen, or the "size" of the display) or a particular colour depth (number of colours the
computer is capable of displaying, which determines whether or not the image is true-colour, or
"photo-realistic"). All the Macintosh monitors are capable of changing both their
resolution and their colour depth.
In the dialog box, the different available resolutions and
colour depths are presented in lists when the Monitor button is selected
depressed as in the figure below. Select Display and the
Resolutions: list will show the settings for you to choose from.
If you are experiencing other printer problems, let us know calling
the Student Computing Support Desk by
filling out an online form.
Please make sure to let the staff know where the printer is located (Societies, Skills Areas,
or Countway Rm 216).
HP Laserjet 4350N Printer
There are a few places in the printer where paper can jam. If the display indicates a jam, go
through those places systematically to check for paper.
1. Main Tray
Beneath the toner cartridge (open the top of the printer and remove the toner cartridge)
2. Behind the printer
HP Laserjet 8150N Printer
There are several places in the printer where paper can jam. If the display indicates such a jam,
go through those places systematically to check for paper.
1. Tray 2
2. Tray 3
3. Two right-side door (located below the manual feed tray) Beneath the toner
cartridge (open the top of the printer and remove the toner cartridge)
4. Left-hand door (handle immediately above the output tray)
1. From a Macintosh
2. From a PC
3. From a Printer
Canceling a Print Job from a Macintosh
1. Double-click the printer icon on the desktop. The driver window for the printer will appear.
2. Highlight the print job listed in the queue.
NOTE: If the print job is absent, then the print job has already left the queue,
and you must cancel the job from the printer. See Cancel a Print Job from Printer below.
3. Select the Document and Cancel by clicking the Trashcan icon.
4. If the job cancels, but the Data light on the printer continues to blink
indefinitely, reset the printer by powering it down and then powering it back up.
NOTE: The printer will process and print your pages that it received before
you cancelled the job, and it will only cancel the remainder of the job.
Canceling a Print Job from Windows
1. Open the Printer Folder icon on the desktop.
2. Double-click the affiliated printer in the Printers window dialog box.
3. Highlight your document associated with your MyCourses username.
4. Under the Document menu, choose Cancel Printing.
5. If the job cancels, but the Data light on the printer continues to blink
indefinitely, reset the printer by powering it down and then powering it back up.
NOTE: The printer will process and print your pages that it received before
you cancelled the job, and it will only cancel the remainder of the job.
Canceling a Print Job from the Printer
1. Press the Job Cancel button on the printer.
2. The printer's display will read "Canceling Job" while it prints the remainder of the
pages that it received before the job cancel command.
3. If the job cancels, but the Data light continues to blink indefinitely,
reset the printer by powering it down and then powering it back up.
Scanning Images with Epson 4490 Scanner
Two Epson 4490 scanners are located in the Student Computing lab in
TMEC Room 225. Each scanner has an Automatic Document Feeder and also accessories for negatives
and slides.
The program for scanning images with the Epson series (Figure 1) is called
Epson PrecisionScan Pro. Laminated instructions for this program can be found
near each scanner.
NOTE: Scanners are connected to Windows-based PCs
only. Please give priority to students in need of using the scanners. If you have any questions,
please contact the Educational Computing Support Desk by
filling out an online form.
Figure 1. Frontview of Espon 4490 with Automatic Document Feeder
NOTE: To reduce the size of an image check out
the link, Reducing the File Size of an Image.
Scanning Text with ABBYY FineReader 6.0
Two Epson 4490 series scanners are located in the Student Computing
lab in MEC Room 225. Each scanner has an Automatic Document Feeder and also accessories for
negatives and slides.
The program for scanning text with the Espon 4490 series (Figure 1) is
called ABBYY FineReader 6.0 that uses the scanner software,
Epson PrecisionScan Pro. Laminated instructions for this program can be found
near each scanner.
NOTE: Scanners are connected to Windows-based PCs
only. Please give priority to students in need of using the scanners. If you have any questions,
please contact the Student Computing Support Desk by
filling out an online form.
Step 1: Place Document onto Scanner Bed
a. Place the document to be scanned right-side up and on the scan bed in the left top corner.
b. Close the lid.
Figure 1. Frontview of Espon 4490 with Automatic Document Feeder
Step 2: Launch ABBYY FineReader Software
a. Click the Start menu, highlight Programs , highlight
ABBYY FineReader , and then the software, ABBYY FineReader 6.0
(Figure 3).
Figure 2. ABBYY FineReader Graphical User Interface
Step 3: Follow the Three-Step Process
a. Click the Scan button. (Figure 3) The document will be placed into ABBYY
FineReader window.
Figure 3. Scan Button
b. Click the Read button. ABBYY FineReader will begin the reading process of
your document. Next, the document will be placed in the window. (Figure 4)
Figure 4. Reading Proceess
Figure 5. Reading Text
1. Peruse through your document to check for grammatical errors. (Figure 4)
Figure 6. Check Spelling
2. Select how you want to save your document with the Save Wizard. (Figure 5)
Figure 7. Save Wizard
3. Select the correct Save as Type extension. Enter your
File Name. Lastly, make sure to save your document to your
Student Network Folder. (Figure 6)
Figure 8. Save Document to Student Online Storage
Reducing the File Size of An Image
It is highly recommended that before you insert a graphic image
into a document such as a Powerpoint presentation or Word document, reduce the file size
of the image. By reducing the file size of an image, you reduce the overall file size of
your document. Moreover, you greatly decrease the chance that your Powerpoint presentation
will freeze up while running the application.
In order to produce high-quality images, it is important to understand how the pixel data
images is measured and displayed. How large an image appears on-screen depends on a combination
of factors: the pixel dimensions of the image, the monitor size, and the monitor resolution
settings. Another factor that affects file size is file format -- due to varying compression
methods by GIF, JPEG, and PNG file formats, files sizes can vary considerably for the same pixel
dimensions. Note that in a Powerpoint presentation the maximum resolution is 96 pixels per inch
(ppi). If your goal is to have the image viewed on the World Wide Web, setting the resolution
to at least 72 ppi is safe.
If you have any questions, please contact the Student Computing Support Desk
by filling out an online form.
Summary of Required Steps:
Photoshop CS for the PC
Photoshop CS2 for the Macintosh
Photoshop CS for the PC
Photoshop CS for the Windows-based PC is a useful graphics tool to reduce the file size of an
image. Follow the instructions below once you have scanned in your image.
1. Launch Photoshop by clicking the Start menu, then Programs,
then Graphics, Adobe, and the Adobe Photoshop.
2. Click the File menu and highlight Open to retrieve your
image from wherever you have stored it. The image will be placed into Photoshop. If you need
to crop any part of the image, click on the cropping tool and highlight the area that you want
to keep which will be enclosed by a blinking rectangle. Click Enter on
the keyboard to crop that which is outside of the rectangle.
Figure 1. Crop Tool
3. Click the Image menu and highlight Image.... Note the
Pixel Dimensions and Document Size settings.
Figure 2. Image Size Window
4. Change the Resolution by entering the setting of your choice, e.g., 72
pixels/inch.
5. Make sure that the check box is clicked next to Constrain Proportions. In
so doing, the chain symbols will appear to the far right of the width and height which informs
you that your dimensions are proportionate and therefore your image will not be distorted.
Note: The actual file size of the image appears
after the label boundary heading (e.g., 127K in the above figure). Images smaller than 1
megabyte suffice.
6. Click File and then Save For Web.
7. If your graphic has lots of solid colors, then select GIF under file type; if your graphic
is a picture, then select JPG under the file type. To reduce the file size even more, try reducing
the number of colors for a GIF or the quality for a JPG until you find the right balance between
quality and file size.
Note: It is strongly recommended that you save a
backup of all of your original images in your student network folder.
Photoshop CS2 for the Macintosh
Photoshop CS2 for the Macinstosh is a useful graphics tool to reduce the file size of an image.
Follow the instructions below once you have scanned in your image.
1. Launch Photoshop on the Launcher or under the Apple menu
icon in the Graphics folder.
2. Click the File menu and highlight Open to retrieve your
image from wherever you have stored it. The image will be placed into Photoshop. If you need
to crop any part of the image, click on the cropping tool and highlight the area that you want
to keep which will be enclosed by a blinking rectangle. Click Enter on
the keyboard to crop that which is outside of the rectangle.
Figure 1. Crop Tool
3. Click the Image menu and highlight Image.... Note the
Pixel Dimensions and Document Size settings.
Figure 2. Image Size Window
4. Change the Resolution by entering the setting of your choice, e.g., 72
pixels/inch.
5. Make sure that the check box is clicked next to Constrain Proportions. In
so doing, the chain symbols will appear to the far right of the width and height which informs
you that your dimensions are proportionate and therefore your image will not be distorted.
Note: The actual file size of the image appears
after the label boundary heading (e.g., 127K in the above figure). Images smaller than 1
megabyte suffice.
6. Click File and then Save For Web.
7. If your graphic has lots of solid colors, then select GIF under file type; if your graphic
is a picture, then select JPG under the file type. To reduce the file size even more, try reducing
the number of colors for a GIF or the quality for a JPG until you find the right balance between
quality and file size.
Note: It is strongly recommended that you save a
backup of all of your original images in your student network folder.
Where Can I Get Support on Linux?
At the present time, Linux is not supported by Student Computing.
What Kind of Computer Should I Buy?
In order to access the student network from your dorm room in Vanderbilt
Hall, we offer you the following general guidelines on choosing a system:
Requirements for Windows-based Desktops and Laptops
Requirements for Macintosh-based Desktops and Laptops
Where Do I Buy A Computer Products?
Where to buy computer products.
How do I change the resolution of the plasma screen in the Tutorial Rooms?
There are two ways to change the resolution of the plasma screen in a
tutorial room:
At the Log In Screen Prompt:
1. Power on the plasma screen. Button is located on right side of front designated by a light.
2. Click on Options.
3. Click the button, ShutDown, at the login screen.
4. Choose Restart to boot up the machine again.
If Logged In Already:
1. Right click on the desktop and choose Properties.
2. Click on the tab, Settings in the Display Properties
dialog window.
3. Use the slider to choose 1360 by 768 pixels as the resolution. Make sure
that the Colors text box has True Color (32 bit) chosen. If this
resolution is not present, log out and follow the instructions regarding
At the Log In Screen Prompt.
How do I check to see if I have the latest critical patches for my computer?
For a Windows-based PC:
1. Power on your computer.
2. Launch Internet Explorer.
3. Click on the Tools menu and highlight Windows Update. A
window dialog may prompt you to install a download. Click Yes if so.
4. Click the link, Scan for Updates which will analyze your machine and its
operating version. It will show you if you need critical updates or recommendations.
5. Follow the directions on installing the latest critical patches for your operating system.
For a Macintosh-based PC:
1. Power on your computer.
2. Go under the Apple icon located on your Mac OS X machine and
highlight Software Update... .
3. Check the boxes in the Software Update dialog box and click the
Install <# of items> button to download security patches and other
selected items onto your Mac.
What is a portable USB Memory Device? Where do I insert it on the student workstation?
A portable USB memory device is the latest in storing files from
your local hard drive to a portable memory device such as a floppy, zip or cd.
1. To transfer/copy files from your student network folder to your USB memory stick, go to a
student workstation and log in with your MyCourses/eCommons username and case-sensitive
password.
2. Insert the USB memory stick into the front USB port of the student workstation.
3. Double click on My Computer and look for the Removable Drive
that will signify your USB Memory device.
4. Drag and drop files back and forth from your USB memory device to your student network folder.
5. Do not pull out memory stick when task is complete. If you are on a Windows-based PC, make sure you
go to the bottom right system tray and right click on the icon as below:
6. Highlight the text and then remove your USB hardware when prompted.
What is the MAC ID of my computer?
See What is the MAC ID of my computer? for both Windows-based and Macintosh-based PCs under Vanderbilt FAQs.
Does HMS Provide Free Anti-Virus Software?
Yes. Currently, HMS provides a single license of Symantec Corporate AntiVirus Edition
to matriculated predoctoral students.
For more information, download the application and read the
installation guide for Symantec Corporate AntiVirus Edition.
Does Student Computing repair student computers?
No, Student Computing does not repair student computers.
To repair your computer, either
bring it back to the manufacturer or you can call 617-496-8324 for
Hardware Repair Services offered
through the Technology Product Center located in the basement of the Science Center at the
main campus. Science Center, B10, 1 Oxford Street, Cambridge. Take the M2 shuttle bus to the main
campus by showing your HUID to the driver.
NOTE: The Technology Product Center will only repair Macintosh, IBM, or Lenovo
computers. Let them know if you have a warranty on your machine and that it has not expired.
Where can I dispose my hardware such as computers, printers, or cell phones??
You can properly dispose of any broken hardware such as your computer, printer, or cell phone through Harvard University's Operation Services. See their website for more information: Harvard Univeristy's Operation Services FAQs
Where can I donate my computer or printer?
See Harvard University's Operation Services for donating hardware equipment: http://www.uos.harvard.edu/information/dep_fac_sol_rec_don.shtml
How to Import a Course_Events.csv file into My Outlook Calendar?
Click for the file: How to Import a Course_Events.csv file into my Outlook Calendar.