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Workspace checklists, glossary and official links

Practical reference material that goes with the guides: printable checklists, plain-English definitions of 180 key terms, and the official documentation our guides rely on.

Checklists

Print a page or keep it open while you work. Each line links to the guide that explains it.

Home office setup checklist

Work through it in order; each line links to the guide that explains it.

  1. Choose a spot with an outlet, usable Wi-Fi and side light Guide
  2. Audit your equipment and list what is missing Guide
  3. Adjust the chair, then the desk, keyboard and screen Guide
  4. Connect power through a surge protector Guide
  5. Connect to the internet and test it at your desk Guide
  6. Set up the printer and print a test page Guide
  7. Test your camera, microphone and lighting Guide
  8. Route, fasten and label the cables Guide
  9. Turn on backups Guide

New work computer checklist

For a new laptop or desktop before its first working day.

  1. Run setup and sign in with your own account Guide
  2. Install every available update Guide
  3. Check security settings and sign-in protection Guide
  4. Install apps only from official sources Guide
  5. Connect your monitor and accessories Guide
  6. Add the printer Guide
  7. Set up your folders and a backup Guide

Printer troubleshooting order

The order of checks the printer tutorials follow. Start at the top.

  1. Is the printer on, with paper and no error on its screen? Guide
  2. Are the printer and computer on the same network? Guide
  3. Is the right driver or app from the maker installed? Guide
  4. Is the right printer chosen as the default? Guide
  5. Are prints faded, streaky or jammed? Guide

Monthly workspace care

Fifteen minutes once a month.

  1. Install updates on computers and apps Guide
  2. Check free storage space Guide
  3. Confirm your backup ran and a file opens Guide
  4. Check cables and chargers for damage Guide
  5. Check the surge protector’s protection light Guide

Glossary of key terms

Collected from the “Key terms” section of every guide. Each definition links to the guide where it is used.

A

Accessibility
features that make the computer easier to see, hear and use, such as larger text and a screen reader. Windows guide
Active hours
the times you usually use the computer, when Windows avoids restarting automatically. Windows guide
Address bar
the box at the top showing the current page’s address, where you can type an address or a search. Internet guide
Administrator
an account that can change system settings and install software. Windows guide
Administrator account
an account that can change settings and install software. Keep these to as few people as possible. Office Setup guide
AirDrop
Apple’s wireless sharing between nearby iPhones, iPads and Macs. Mobile guide
Airplane mode
a setting that switches off all wireless connections at once. Internet guide
AirPrint
Apple’s built-in printing technology for iPhone, iPad and Mac. No app or driver is needed. Mobile guide
App (or program)
software for a particular job, such as a web browser, email or a word processor. Computers guide
App store
a curated catalog of apps, such as the Microsoft Store or Mac App Store. Software guide
Audio output
where sound plays, such as laptop speakers or Bluetooth headphones. Internet guide

B

Background noise suppression
a feature in many meeting apps that reduces sounds like typing or traffic. Video Calls guide
Backlighting
strong light behind you, such as a window, which makes your face appear dark. Video Calls guide
Backup
a separate copy of your files that you can restore from. Skills guide
Battery health
how much charge the battery can hold compared with when it was new. All batteries wear gradually. Computers guide
Battery saver / Energy saver
a Windows setting that reduces background activity to stretch battery life. Recent Windows 11 versions call it Energy saver. Computers guide
Bezel
the frame around a monitor’s screen. Thin bezels make two side-by-side screens feel more continuous. Office Equipment guide
Bookmark (Favorite in Edge)
a saved link to a website you want to return to. Internet guide
Bundled offers
extra programs or toolbars some installers try to add. You can usually untick them. Software guide

C

Cable rating
USB-C cables are built for a maximum power. Higher-power laptops may need a cable rated for higher power, commonly labeled 60 W or 240 W. Power guide
Cable sleeve
a flexible tube that bundles several cables into one neat run. Organization guide
Cable tray
a basket or channel fixed under the back of the desk that holds a power strip and spare cable length. Organization guide
Cache and cookies
files and small pieces of data websites store in your browser to load faster and remember you. Internet guide
Charge cycle
using the equivalent of one full battery’s worth of charge, possibly across several partial charges. Computers guide
Charger (power adapter)
the brick and cable that supply power. Each has a power rating in watts, printed on it. Computers guide
Clipboard
temporary storage for whatever you last copied; you can paste a screenshot from it into an email or document. Skills guide
Cloud backup
copies stored online in a service such as OneDrive or iCloud. Skills guide
Cloud storage
online storage that keeps your files on the provider’s servers and syncs them to your devices. Productivity guide
Cloud sync
automatically copying photos to online storage and to your other devices. Mobile guide
Compress / extract
pack files into a ZIP file, and unpack them again. Software guide
Connected vs paired
paired devices remember each other; connected means they are actively linked right now. Internet guide
Control panel
the buttons or touchscreen on the printer itself, used for settings such as Wi-Fi. Printers guide
Convert
create a copy of a file in another format, such as a Word document saved as a PDF. Software guide
Copy vs move
copying leaves the original where it is and makes a second one; moving takes it from one place to another. Skills guide
Crop
cut away the parts of an image you don’t need. Skills guide
Cursor
the arrow on screen that moves when you move the mouse or touch the touchpad. Computers guide

D

Daisy chain
connecting a second monitor through the first one’s output port. Only some monitors and computers support it. Office Equipment guide
Default app
the app Windows uses automatically to open a type of file or link, such as your web browser. Windows guide
Default printer
the printer your computer chooses automatically when you print. Printers guide
Desktop
the main screen you see after signing in, with the taskbar (Windows) or Dock (Mac). Computers guide
Device Manager
a Windows tool that lists hardware and lets you update or remove drivers. Printers guide
DisplayPort
a video connection common on monitors and business laptops. Mini DisplayPort is a smaller version. Office Equipment guide
Docking station
a hub that connects a laptop to a monitor, network, charging and accessories through one cable. Office Setup guide
Docking station (dock)
a larger hub that adds video outputs, a network socket and usually charging for the laptop. Office Equipment guide
Document feeder (ADF)
a tray on top of some scanners that pulls several pages through automatically. Printers guide
Driver
software that lets Windows use a piece of hardware, such as a printer or graphics card. Windows guide
Driver-based video
some docks use technology that needs a driver from the dock maker to show video on extra screens. Office Equipment guide
Driverless printing
printing using a standard such as AirPrint or Mopria, where the computer needs no model-specific driver. Printers guide
Duplex (two-sided) printing
printing on both sides of each sheet. Automatic duplex printers flip the paper themselves. Printers guide
Duplicate or mirror
a mode where the monitor shows exactly what the laptop screen shows. Office Equipment guide

E

Echo
when your microphone picks up sound from your speakers, so others hear themselves repeated. Video Calls guide
ENERGY STAR
a US government-backed label for equipment that meets energy-efficiency requirements. Office Setup guide
Ethernet
a network cable that connects a computer or printer to the router directly, usually faster and steadier than Wi-Fi. Office Setup guide
Extend
a display mode where the monitor adds extra desktop space next to the laptop screen. Office Equipment guide
Extended desktop
both screens act as one wide desktop, so you can drag windows between them. Office Equipment guide
Extension
an add-on that gives the browser extra features. Only install ones you trust. Internet guide
External drive
a hard drive or SSD that plugs into a USB port, used for backups. Skills guide

F

File Explorer / Finder
the apps for browsing files on Windows and Mac. Skills guide
File extension
the letters after the dot at the end of a file name that show its format. Software guide
File format
the way information is arranged inside a file, such as text, a photo or a video. Software guide
File History / Time Machine
built-in tools on Windows and Mac that back up files to an external drive automatically and keep older versions. Skills guide
File transfer mode (Android)
a USB setting that lets the computer see the phone’s files. Charging-only mode hides them. Mobile guide
Firewall
a filter that blocks unwanted network connections to your computer. Leave it on. Windows guide
Firmware
the built-in software that runs a device such as a printer, router or monitor. Makers release updates to fix problems. Office Equipment guide
Flatbed
the glass surface under the lid, for single pages, books and photos. Printers guide
Folder
a container for files and other folders. Skills guide
Full driver package
the maker’s download that includes the driver plus extras such as scanning software and maintenance tools. Printers guide
Fuser
the heated part of a laser printer that melts toner onto paper. It gets hot. Printers guide

G

Glare
bright reflections on the screen, often from a window or ceiling light behind you. Office Setup guide
Grommet
a hole in a desktop, often with a cover, for passing cables through. Organization guide
Guest network
a separate Wi-Fi network on the same router for visitors, kept apart from office devices. Office Setup guide

H

HDMI
a common video and audio connection found on many laptops, monitors and TVs. Office Equipment guide
Hook-and-loop tie
a reusable fabric strap that holds cables together without crushing them. Organization guide

I

Import
copy photos from a phone or camera onto the computer, often with an option to skip ones already copied. Mobile guide
Inkjet and laser
inkjet printers spray liquid ink from cartridges or refillable tanks; laser printers fuse powdered toner onto paper with heat. Printers guide
Input device
the microphone your computer or app is listening to. Output device is where you hear sound. Video Calls guide
Installer
the file you download and open to add a program to your computer, often ending in .exe or .msi on Windows and .dmg or .pkg on a Mac. Software guide
IP address
the number your router gives each device so they can find each other, for example a printer’s address on a network configuration page. Printers guide

J

Joule rating
a number on a surge protector that describes how much surge energy it can absorb. Higher ratings can absorb more. Power guide
JPG and PNG
image formats; JPG suits photos, PNG suits sharp graphics. Printers guide

L

Latency
the delay before data starts arriving, measured in milliseconds. Low latency matters for calls. Remote Work guide
Load capacity
the weight a desk or chair is designed to hold, listed in the maker’s specifications. Ergonomics guide
Lumbar support
the curved part of a chair back that supports the inward curve of your lower back. Ergonomics guide

M

Main display
the screen that shows the taskbar or menu bar and opens new windows by default. Office Equipment guide
Malware
harmful software, which can slow a computer and steal information. Computers guide
Markup / annotate
draw, highlight or add text on a screenshot. Skills guide
Memory (RAM)
short-term working space for open apps. Running out makes everything sluggish. Computers guide
Mesh Wi-Fi
a set of linked units placed around the home that work as one network to extend coverage. Remote Work guide
Microfiber cloth
a soft cloth that lifts dust and fingerprints without scratching screens. Office Equipment guide
Microsoft account / Apple Account
the online account that signs you into the computer and its services. Computers guide
Modem
the device that connects your home to your internet provider. Internet guide
Mopria
an industry standard that lets Android devices print to many printer brands. Mobile guide
Multifunction printer
a printer that can also scan and copy, and sometimes fax. Office Setup guide
Multiport charger
one charger with several ports that shares its total power between connected devices. Power guide

N

Network configuration page
a page the printer prints showing its Wi-Fi connection status and IP address. Printers guide
Network printer
a printer connected to the office network by Wi-Fi or Ethernet so several computers can use it. Office Setup guide
Neutral posture
a relaxed position where joints are naturally aligned, such as wrists straight and shoulders down. Ergonomics guide
Nozzle check
a test pattern the printer prints to show whether any nozzles are blocked. Printers guide

O

Office suite
a set of apps, typically a word processor, spreadsheet and presentation app, made to work together. Productivity guide
Offline
the computer can’t currently communicate with the printer. Printers guide
Operating system
the main software that runs the computer, such as Windows or macOS. Computers guide

P

Page range
which pages to print, for example only page 2, or pages 3 to 5. Printers guide
Pairing
the first-time setup that lets two Bluetooth devices trust each other. Internet guide
Pairing mode (discoverable)
a temporary state in which an accessory can be found by new devices, usually shown by a flashing light. Internet guide
Paper path
the route a sheet takes through the printer, from the tray to the output. Printers guide
Path
a file’s location, such as Documents > Taxes > 2026. Skills guide
Pause updates
a temporary delay of updates, for example during a busy week. Windows guide
PDF
a document format that keeps pages looking the same on every device; best for paperwork. Printers guide
Peripheral
any device that connects to a computer, such as a monitor, keyboard, printer or webcam. Office Setup guide
Phishing
fake emails, texts or websites designed to trick you into giving passwords or payment details. Windows guide
PIN and Windows Hello
quick ways to sign in to Windows with a short number, your face or your fingerprint, on supported devices. Computers guide
PIN or passkey
a code some devices show to confirm you’re pairing the right one. Internet guide
Port
a socket on a device where a cable plugs in, such as USB-C, USB-A or HDMI. Office Setup guide
Power Delivery (PD) or pass-through charging
the dock charges the laptop through the same cable. Docks list the power they can supply in watts. Office Equipment guide
Power strip
a set of outlets on a cord. A basic one has no surge protection. Power guide
Preinstalled apps
software the computer maker added, including trial versions you may not need. Computers guide
Print dialog
the window that appears when you choose Print, where you pick a printer and settings. Printers guide
Print head
the part of an inkjet printer that sprays ink onto paper. Printers include a cleaning cycle for it in their menu. Office Equipment guide
Print preview
a picture of how the pages will look on paper before you print. Printers guide
Print queue
the waiting list of documents your computer has sent to the printer. Printers guide
Print service (Android)
a component that lets Android send documents to printers. Android includes a default one, and printer makers offer plug-ins. Mobile guide
Print Spooler
the Windows service that manages the print queue in the background. Printers guide
Printer driver
software that lets your computer communicate with a specific printer model. Printers guide
Printhead and nozzles
the part of an inkjet that sprays ink. Clogged nozzles cause gaps and streaks. Printers guide
Publisher
the company or person that made the software. Windows shows it when you install. Software guide

Q

Quick settings
the small panel opened from the Wi-Fi, sound and battery icons at the right of the taskbar, for everyday switches. Windows guide

R

Recycle Bin / Trash
where deleted files go first, so you can restore them if you change your mind. Skills guide
Resolution
the number of pixels a screen shows. Each monitor has a recommended (native) resolution that looks sharpest. Office Equipment guide
Resolution (DPI)
how much detail a scan captures. Higher numbers mean sharper images and bigger files. Printers guide
Restart required
most updates only finish installing when the computer restarts. Windows guide
Restore
copy files back from a backup when you need them. Skills guide
Restore point / recovery
ways to return the computer to a working state if something goes wrong later. Computers guide
Router
the box that creates your home Wi-Fi network and connects it to the internet. Office Setup guide
Runtime
how long a UPS can power the connected devices on battery. It depends on the load. Power guide

S

Screenshot (screen capture)
an image file of your screen or part of it. Skills guide
Seat depth
the distance from the chair back to the front edge of the seat. Some chairs let you adjust it. Ergonomics guide
Seat depth adjustment
lets the seat slide forward or back so it suits the length of your thighs. Ergonomics guide
Service loop
a little spare cable left at each end so devices can move slightly without pulling the plug. Organization guide
Settings app
the main place to change how Windows works, opened from Start or with Windows logo key + I. Windows guide
Setup screens (first-run setup)
the questions a new computer asks the first time it starts. Apple calls this Setup Assistant. Computers guide
Share button
the square-with-arrow icon on Apple devices, and the share or three-dot menu on Android, where Print usually lives. Mobile guide
Shared storage
a cloud drive or network folder where the team keeps files everyone needs. Office Setup guide
Sharing permissions
settings that control who can view, comment on or edit a shared file. Productivity guide
Sit-stand desk
a desk whose height can change so you can work sitting or standing. Ergonomics guide
Snap
a Windows feature that arranges windows into halves, thirds or quarters of a screen. Office Equipment guide
Snipping Tool
the Windows app for taking and editing screenshots. Skills guide
SSID
the technical name for your Wi-Fi network name. Printers guide
Standard account
a Windows account that can use apps but must ask an administrator to install software or change system settings. Windows guide
Standard user account
a computer account that can do everyday work but can’t change system settings or install most software. Office Setup guide
Startup apps
programs that open automatically when you sign in, and slow down start-up. Computers guide
Storage (drive)
where files and apps are kept. A nearly full drive slows a computer down. Computers guide
Surge protector
a power strip designed to absorb brief voltage spikes before they reach your devices. Not every power strip is one, so check the label. Office Setup guide
Sync
keeping the same files up to date on several devices automatically. Productivity guide

T

Tab
a separate page within the same browser window, so you can keep several sites open. Internet guide
Task chair
a chair designed for desk work, usually with wheels, a swivel and adjustable height. Ergonomics guide
Task lighting
a lamp aimed at your work area, used alongside the room’s general light. Ergonomics guide
Task Manager / Activity Monitor
tools on Windows and Mac that show which apps are using the most resources. Computers guide
Test page
a page the printer or computer prints to confirm that the connection and print quality are working. Printers guide
Thunderbolt and USB4
fast connection standards that use the USB-C shape and can carry data, video and power together. Office Equipment guide
Toner
the fine powder laser printers use instead of liquid ink. Printers guide
Trust This Computer
an iPhone prompt that allows a computer to access its photos. You must tap Trust. Mobile guide
Two-step verification
a second check, such as a code on your phone, when signing in to an account. Windows guide

U

Uninstall
removing a program and its files properly, rather than just deleting its shortcut. Software guide
UPS
a battery unit that supplies power during an outage and usually includes surge protection. Power guide
USB hub
a small device that splits one USB port into several. Some are powered by their own adapter. Office Equipment guide
USB Power Delivery (USB PD)
the standard that lets a charger and device agree on a safe amount of power. Power guide
USB-C
the small, reversible connector. It describes the plug shape, not the speed or power. Power guide
USB-C Power Delivery
the standard that lets USB-C chargers safely supply laptop-level power. Computers guide
USB-C with video
some USB-C ports also carry a video signal, often labeled with a DisplayPort or Thunderbolt symbol. Office Equipment guide

V

VA and watts
the capacity ratings of a UPS. Your devices’ total power use must stay within the watt rating. Power guide
Vents
openings that let air flow through a computer or printer to keep it cool. Office Equipment guide
Version history
a record of earlier versions of a document that lets you see or restore previous changes. Productivity guide
VPN
a virtual private network, a secure connection to your employer’s network over the internet. Remote Work guide

W

Watts (W)
the measure of charging power. Laptops typically need more watts than phones. Power guide
Webcam
a camera built into the screen or connected by USB for video calls. Video Calls guide
Wi-Fi security (WPA2/WPA3)
the encryption that protects your network with a password. Always use a password-protected network at home. Internet guide
Windows Security
the built-in app that shows the status of antivirus protection, firewall, account protection and device security. Windows guide
Windows Update
the part of Windows Settings that downloads and installs updates from Microsoft. Windows guide
Workstation
the desk, chair, computer and accessories you use together as one working area. Office Setup guide
WPS (Wi-Fi Protected Setup)
a button-based way to join a device to a router without typing the password, on routers that support it. Printers guide

Official documentation

The official help pages our guides link to, grouped by publisher. When their instructions differ from ours, follow theirs. Linking to a page doesn’t mean its publisher endorses GuideTutor.

Android Help

Apple Support

Brother Support

ENERGY STAR

Epson Support

Google Account Help

Google Chrome Help

HP Customer Support

Lexmark Support

Microsoft Support

OSHA eTools

US EPA

Wi-Fi Alliance

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