Computer Shopping Made Easy

Is it time to update your computer? Most small businesses use a personal computer (PC) for daily tasks associated with running an office. We thought it would be helpful to ask Brian White, owner of Computer Logic a few basic questions about choosing a computer for the office.

Q. I use a desktop computer at my business for basic office operations such as word processing, email, basic accounting and payroll. I know memory capacity in new computers has steadily improved. I see references to RAM and hard drive memory. What’s the difference? How much memory do I need?

A. I often use the analogy of a file cabinet and a desktop. The file cabinet is like your PC’s hard drive. It stores files you are not currently using. The RAM memory is like your desktop which contains the files you are currently using. It is important to have the storage capacity you need for all your files, so your hard drive memory capacity needs to be large enough. For basic office work, a hard drive memory of 80 gigabytes is usually sufficient.

Many of the current software packages have fairly large memory requirements in order to run well. RAM of 512 megabytes is really the minimum you should have on a desktop. One (1)gig (1000 megabytes) would probably be a good idea.

Q. People talk about computers being “powerful” or “fast”. Are these the same thing? How fast does my computer need to be?

A. There really is no single answer to this question. For instance how “fast” your computer surfs the internet may be a function of your internet connection, not the capability of the computer itself. The specific programs you use on your computer will also determine whether it works “fast” or “powerfully”. For instance if you use a lot of large graphic files a special graphic card may be needed to access those files quickly. In cases like this having a computer put together for you by a professional is a better idea than just buying one off the shelf.

Q. The new flat monitors are cool, but are they better than the “big” monitors? Should I invest in a large monitor like 17 or 19 inches?

A. The older monitors most of us are familiar with are called CRT monitors. They are probably better when matching colors you see on the screen with printout colors. If this is part of what you use your computer for, stick with the CRT screens. The size of screen is really just personal preference. If you routinely view multiple windows at the same time or have difficulty seeing on the smaller screens, then a larger screen would be a good idea. Also, keep in mind that monitor screens are measured from corner to corner.

Q. The printer I am using now is fine, but I am thinking about getting a new computer. How do I know if my printer will work with a new computer?

A. You don’t have to buy a new printer. Just make sure the connection your printer uses is the same connection provided on your new computer. You want to match ports. Many off the shelf computers use only USB ports while your older printer may need a “parallel port”. A good computer technician will know to ask these questions so your new system will work for you.

Q. I have always used the 3” diskettes for file transfer, but it seems like everybody is using CDs now. Should I even have a diskette slot on my new computer?

A. Well, it looks like the technology is moving quickly to using CDs and DVDs for exchanging data. Diskette drives aren’t expensive so you can still have one on your new computer as you phase into CDs or DVD’s. Remember also that all DVD drives can read CD’s, so with an eye to the future you may want to have a DVD burner on your computer so you can burn CDs and DVDs.

Q. How often will I have to upgrade my computer?

A. Technology is moving along pretty quickly and with each new version of software it seems like more RAM is needed. With a system built for your needs you can expect to get about 2 or 3 years on a system before you will need to upgrade. The computer you use for your business is an important investment, more so than other electronics like your TV or stereo. It’s worth the time and finances to get a system that will meet your needs for the next few years.

Brian is owner of Computer Logic in Casper, WY. He understands the needs of small businesses and is very willing to help you with even small questions and needs. Most of us need help with our computer at some time. Visit his website at www.computerlogic.net

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