Technology terms and common problems, explained clearly
Clear answers to common technology questions, along with first steps for the problems clients report most often. If these steps do not resolve the issue, contact us and we will take care of it.
Computer is overheating or the fan runs constantly
The most common causes are dust buildup, blocked vents, or a demanding task running in the background. Over time, dust is the most frequent cause, because computers draw in air constantly and dust accumulates inside.
- Make sure the computer sits on a hard, flat surface rather than a bed or cushion, so the vents are not blocked.
- Check Task Manager or Activity Monitor for a program using an unusually high amount of CPU.
- If the computer has not been cleaned in a year or more, dust is a likely factor.
A professional internal cleaning is quick and often resolves the issue on its own.
Email is not sending or receiving
This is usually caused by a sign-in or password issue, a full mailbox, or a setting that changed on one device. Less often, the email provider itself is experiencing a problem.
- Check your internet connection first.
- Confirm that the account has not run out of storage space.
- Check the email provider’s status page to rule out an outage.
If the issue affects your business email or several people at once, contact us before it costs you productive time.
Printer will not print
Printers fail for many small reasons, including a dropped connection, an outdated driver, low ink, or a paused print queue. The printer itself is rarely the cause.
- Check for paper jams and confirm that there is ink or toner.
- Restart both the printer and the computer.
- Check the print queue on your computer for a stuck job and clear it.
If the printer worked recently, nothing has changed, and it still will not print, the fix is usually quick.
Battery drains quickly or will not charge
Batteries wear out over time, which is normal. A sudden change, however, usually points to an app draining power, a faulty charging cable or port, or a battery that has reached the end of its useful life.
- Try a different cable and outlet to rule those out.
- Check the battery health settings, available on both Windows and Mac, to see the current capacity.
- Review which apps use the most battery in your settings, since a single runaway app is a common cause.
If the battery will not hold a charge or its health has dropped significantly, a battery replacement is usually a simple fix.
“Your computer may be infected” warning
Legitimate security software rarely presents warnings this dramatically. Most of these messages, especially those with a countdown timer or a phone number to call, are scams designed to pressure you into paying for fake support.
- Do not call any phone number shown in the warning.
- Do not give remote access to anyone who contacts you this way.
- Close the browser window, or force it to quit, rather than clicking anything on the page.
If you are unsure whether a warning is legitimate, or you have already given someone access, contact us directly rather than calling the number on the screen.
Pop-ups and suspicious ads
Unexpected pop-ups, especially those claiming your computer is infected or that you have won a prize, are usually caused by adware or a browser extension rather than a genuine warning from your computer.
- Do not click anything in the pop-up, including a close button that looks unusual. Close the browser entirely instead.
- Review your browser extensions and remove any you do not recognize.
- Run a malware scan.
If the pop-ups return after a scan, or you have already clicked something suspicious, have the computer checked.
Strange noises: fan, clicking, or whirring
A loud fan usually means the computer is working hard or overheating. Clicking from inside a computer, especially one with a traditional hard drive, can be an early warning sign of drive failure.
- Make sure the vents are not blocked and the computer has adequate airflow.
- Close unnecessary programs to see whether the fan noise decreases.
- If you hear clicking, back up your important files as soon as possible.
Clicking noises should be addressed right away. Back up your files first, then contact us.
Wi-Fi keeps dropping or will not connect
This is usually caused by the router, the connection from your internet provider, or interference from distance and walls. Less often, the device itself is the cause.
- Restart the router by unplugging it, waiting 30 seconds, and plugging it back in.
- Check whether other devices have the same problem. If only one device is affected, the issue is likely with that device.
- Move closer to the router to rule out distance or interference.
If restarting the router does not help, or the problem affects every device in the home, the network setup may need attention.
Computer will not turn on
The cause can range from a power issue to a hardware failure. The first step is to determine which one it is before assuming the worst.
- Check the power cable and outlet, and try a different outlet if possible.
- On a laptop, plug it in and let it charge for 15 minutes before trying again, since the battery may be fully drained.
- Look and listen for lights, fan noise, or beeps when you press the power button. These signs help identify where to start.
If there is no response at all, with no lights, sound, or fan, stop trying and contact us. Repeated attempts can sometimes make a hardware issue worse.
Screen is frozen or not responding
A program, or the entire system, has stopped responding to clicks and keystrokes, usually because a process is stuck or the computer has run out of memory.
- Wait 30 to 60 seconds, since some freezes clear on their own.
- Press Ctrl+Alt+Delete (Windows) or Cmd+Option+Esc (Mac) to close the unresponsive program.
- If nothing responds, hold the power button for 10 seconds to force a restart, then turn the computer back on.
If the computer freezes frequently, there is usually an underlying issue that should be diagnosed.
Computer is running slow
Slowdowns usually build up gradually. Common causes include too many programs starting automatically, a nearly full hard drive, background updates, and in some cases malware running unseen.
- Restart the computer, which clears out much of the background activity.
- Check how much storage space is available. Less than 10 to 15 percent free space can slow everything down.
- Open Task Manager (Windows) or Activity Monitor (Mac) to see what is using the most resources.
- Run a malware scan if you have not done so recently.
If the computer is still slow after a restart and basic cleanup, or the slowdown happened suddenly, it should be examined more closely.
Blue screen of death (BSOD)
Windows encountered an error it could not recover from and shut down to protect your data, displaying a blue screen with a stop code. The cause may be a hardware problem, a faulty driver, or a serious software conflict.
- Write down the stop code or error name shown on the screen, since it helps identify the cause.
- Restart the computer. A single blue screen after a forced shutdown or update is often harmless.
- If it keeps happening, check Windows Update for pending updates and install them.
- Disconnect any recently added hardware, such as external drives or new memory, and see whether the problem stops.
If the blue screen repeats, or you cannot restart normally, have the computer examined before any data is lost.
Common technology terms
Clear, jargon-free definitions of the technology terms you encounter every day.
Password manager
A program that creates and stores strong, unique passwords for each of your accounts, so you only need to remember one master password. It is one of the most effective ways to protect your accounts.
Phishing
A scam in which someone impersonates a trusted source, usually by email or text message, to trick you into clicking a malicious link or sharing personal information. Most security breaches begin this way rather than with sophisticated hacking.
Two-factor authentication (2FA)
An additional sign-in step beyond your password, usually a code sent to your phone or generated by an authenticator app. With it enabled, a stolen password alone is not enough to access your account.
Firewall
A layer of protection, built into most computers and routers, that blocks unwanted traffic from reaching your device. It works like a checkpoint that allows only trusted connections through.
IP address
A number that identifies a device on a network, similar to a mailing address. Your router assigns one to every device connected to it.
Wi-Fi vs. Ethernet
Wi-Fi connects wirelessly, while Ethernet uses a physical cable. Ethernet is usually faster and more reliable, which makes it a good choice for devices that need a steady connection, such as a desktop computer or streaming device.
Bandwidth vs. speed
Bandwidth is the amount of data that can move at once, similar to the number of lanes on a highway. Speed is how quickly that data actually travels. Limited bandwidth is a common reason a connection feels slow when several devices are online at the same time.
Router vs. modem
A modem connects your home to your internet provider. A router shares that connection with your devices over Wi-Fi or cable. Many homes have a single combined device that performs both functions.
Peripheral
Any piece of equipment connected to a computer but not built into it, such as a mouse, keyboard, monitor, printer, or external drive.
Motherboard
The main circuit board inside a computer that connects the processor, memory, storage, and all other components. If it fails, the computer usually will not turn on.
Hard drive vs. SSD
Both store your files permanently, even when the power is off. A hard drive (HDD) uses spinning disks and is slower. A solid state drive (SSD) has no moving parts and is significantly faster, which is why most new computers use one.
CPU (processor)
The chip that processes the instructions from your programs. A faster or newer CPU generally allows your computer to handle demanding tasks more smoothly.
RAM (memory)
Short for random access memory. It is where your computer temporarily holds the information it is actively using. More RAM generally allows you to run more programs at once without slowing down.
Backup
A second copy of your files stored in a safe location, such as an external drive or cloud storage, so you do not lose everything if your computer fails or becomes infected.
Malware
A general term for harmful software, including viruses, spyware, and ransomware. It reaches a device through infected downloads, email attachments, or unsafe websites, and it can steal information or damage files.
Software update (patch)
A file released by a software company to fix bugs, close security gaps, or add features to a program you already use. Keeping software up to date is one of the simplest ways to prevent problems.
Cache and cookies
Small pieces of information your browser saves so websites load faster and remember you, for example by keeping you signed in. Clearing them can fix a page that is not working correctly, but it will sign you out of most websites.
Web browser
The program you use to visit websites, such as Chrome, Edge, Safari, or Firefox. A browser is an application that runs on your operating system, not the operating system itself.
Operating system
The core software that runs your computer and allows all other programs to work. Windows, macOS, and ChromeOS are examples. It is the foundation for everything else, including your web browser and apps.