Monday, August 7, 2000		Learning Computers

Automate your tasks using Windows

Working with computer is fun and if a person knows how to make the best use of the machine, life becomes easier. In the previous issue of this column, some important usage of computers, including the basic networking issues like hyper terminal for dial up networking and direct cable networking, were explored which, more often than not remain ignored. In this issue we will focus on yet another important feature — automation in Windows.

Have you ever wondered about a computer taking care of itself even in your absence? Or performing a routine job at a particular time, even if you are busy watching TV or else forgot to operate. All this is possible in your computer also and it does not require any special software. "Scheduled Task", a basic, inbuilt feature of Windows is required for it. People do not use it often.

Automating the task: In order to make use of this feature click on >Start >Program >Accessories >System tools >Scheduled Task. A scheduled task window will appear. In this window, double click on Add Scheduled Task icon. Now you will see Scheduled Task wizard window on your desktop. On clicking Next, a list of programmes will open up and you will be asked to select the task, which you wanted your system to schedule. If your programme is not in the displayed list, then click browse button and you will get more programmes to select. It is important to mention here that in case you wanted to open a specific file, even that can be scheduled to open automatically by the system.

You just need to browse and select it. To shorten this step, directly select the programme or file with its full address by typing it in the dialog box. Move to the next step by clicking Next. Options like Daily, Weekly, Monthly, One time only, When my computer starts, When I log on, will appear.

Click any of these options, according to your need (you cannot select two options here). For example, if the free space in the hard disk gets exhausted frequently and there is shortage of space, schedule Disk Clean Up task and go in for the weekly option. Windows will run the programme weekly at the specified time and will clean up the Recycle Bin, temporary files and unnecessary backups. This will create sufficient space on the hard disk for further use.

So, after selecting the desired option, click Next and set the time that suits you. Care should be taken here in selecting the time when the computer would be ordinarily switched on. Because if the computer is off on the scheduled time, then the task will be not be performed and will be displayed as a missed task.

The other settings will be according to options chosen earlier. If as per example you have chosen weekly option, then after setting of time you will be asked for setting day from Monday- Sunday. For example if you select Monday, then on every Monday at the time specified by you, Windows will run Disk Clean Up programme automatically. Here in this example you could have also chosen other options like daily or even monthly, based on your requirement.

Finally click on Finish and you will return to the Scheduled Task Window. You can see your scheduled task on Window under name tab with other information like Schedule, Next run time, Last run time and Status. You can make any changes you want to your already scheduled task anytime before its commencement and these changes will come into effect immediately. Thus, in case pre-scheduled time and settings are not suiting in any circumstances, then double click the icon of scheduled task and you will see a window with Task, Schedule and Setting tabs. If you want to change the time of scheduled task then click Schedule tab and make appropriate changes. Similarly by clicking Settings tab, you can make changes in settings.

Now you are all set to see your computer running a scheduled task at the time specified by you. For foolproof working of your scheduled task, you must take care while assigning time, as your computer should be on at that time. Also you must ensure that the clock settings of your computer are not disturbed.

The scheduled task function is not just limited to pre-defined operations, like the one mentioned above, but it can be utilised for various customised uses. For example, if you wish to transfer your files every day at a particular time to another computer, you can easily schedule it using hyper terminal. All you will be required to do is manually upload the file when "Scheduled Task" makes the connection automatically. But if you know the Windows interface language, then you can even automate the task to the extent that the file mentioned gets transferred automatically every day at the specified time. You can also automate the task of sending the E-mails at a particular time. All you need to do is configure the Dial Up networking to work automatically with the E-mail client like Netscape, Eudora, or Outlook express etc and schedule these clients at the time you want to send E-mails, using the Schedule Task. Write you E-mail offline and let them remain in unsent folder. Whenever, you want to send these mails just schedule it in the Task Schedule option. Now as the time scheduled by you comes, the E-mail client will be opened automatically, which will initiate the dial-up networking connection to the Internet. Once you get connected to the Internet your mails will be sent automatically.

These are some of the customised use, while you can create your own customised usage and take maximum advantage of this wonderful Windows utility.

—Roli