Executive Travel : Laptop Computers Need TLC on the Road

Portable computers are standard luggage for many executive travelers. Yet despite their image as equipment you can use anywhere--whether perched on a rock overlooking a river or inside a cramped airplane--portables need some special handling to make sure they don’t break down on the road.

For one thing, repairing a laptop may be expensive. Desktop computer parts are readily available even for the more obscure brand names, but portables do not have easily exchangeable parts. And in some cases, the parts most easily broken may cost as much as the entire computer.

Here, then, are some first-aid and prevention tips for people who take laptops or notebook-type computers on the road.

* Make sure the computer’s carrying case has adequate padding.

The most common way computers are damaged is by being dropped, said Rich Malloy, editor in chief of Mobile Office, a magazine for business travelers. “You don’t have to drop them too far; even a few inches can cause problems,” he said.

Aside from electronic component failures, damage to screens from dropping or bumping is the No. 1 cause of repair calls, said Jaime Fidalgo, sales manager for Man & Machine, a Bethesda, Md.-based company that specializes in portable-computer repairs.

But what many people don’t realize is that replacing the screen on some of the newer models can cost $2,000 to $3,000--as much as the whole computer, Fidalgo said.

“Many people will spend $2,000, $3,000 or even $5,000 on a nice computer, but don’t want to spend more than $30 on a bag to protect it,” he said. “But it’s worth the extra little bit of money to get more padding.”

Dropping a computer can also loosen internal connectors, and although this is a pretty simple thing to repair, most computer experts advise against trying to tighten them yourself. Most laptops are not designed to be opened and worked on by amateurs, Malloy said.

Whereas the components inside a desktop computer are fairly easy to reach, in a portable there is so much crammed into so little space that people risk being shocked or damaging the components by trying to fiddle with the insides.

* Don’t expose the computer to temperature extremes.

Travelers often make the mistake of leaving their computers in their rental cars on hot days. Intense heat can cook a computer, damaging components or screens, which are extremely sensitive to temperature. Cold can be just as bad; it can cause a screen to crack. And fluctuations from high temperature to low temperature can lead to condensation inside the computer, another cause of damage.

“The solution is to keep the computer with you,” Malloy said. On a cold day, don’t put it in the trunk. Keep it in the passenger seat. And when it’s hot, take it into the building with you when you leave the car.”

When a computer is operating, its tolerance for temperature variation is even lower. If the computer has become very hot or cold, let it come back to room temperature before you turn it on, Malloy said.

Similarly, if you see any condensation, let the computer dry out for at least 24 hours before using it, he said.

Even when you’re using the computer at room temperature, check periodically to make sure it isn’t overheating. If the underside of the unit feels hot to the touch, turn it off and let it cool down, Malloy said. Most laptops lack the internal fans that desktops have, so make sure the computer has enough space around it to allow for good ventilation.

* Avoid airport metal detectors.

Many travelers are unduly concerned about the X-ray machines at airports, but these pose no problem, Fidalgo said. Of greater concern are metal detectors.

The detectors sometimes contain very powerful magnets, Malloy said. The magnetism can damage floppy disks, so send any disks you’re carrying through the X-ray machine along with the computer.

* Be careful not to spill liquids on the computer or keyboard.

Because business travelers use their laptops in a variety of locations, such as airplanes and restaurants, they are at greater risk for getting things spilled on them.

The best thing to do for a spill is sponge up what you can, then let the unit air for a day to make sure it dries, Malloy said. Don’t apply heat to try to dry it out more quickly. If the spill was juice or a drink containing sugar, get the computer serviced as soon as possible to make sure there is no residue that could interfere with operation.

* For overseas trips, buy a transformer to use with an alternating-current adapter.

Though many portables come with auto-sensing AC adapter devices so they can be plugged directly into a wall, voltage regulation in other countries is not always as good as it is in the United States.

As a precaution, Fidalgo recommends buying an inexpensive transformer, called a “step-down” or “step-up” transformer, because it either raises or lowers the voltage coming from the wall outlet to ensure an even power supply. (Which one you use depends on the power sources for that country.) These devices, which usually cost about $15, act as fuses. If anything goes wrong with the power supply, the transformer will blow, not the adapter. Adapters cost between $100 and $175 to replace, Fidalgo said.

* Take the usual precautions regarding computer viruses and backup files.

Travelers should make sure their antiviral software is up to date in case a client or friend wants to try out new software, which could contain viruses.

Though it is often less convenient to make backup disks while traveling, this precaution is vital in protecting the work being done.

* Carry an extra battery.

Despite what some manufacturers’ specifications indicate, many batteries last only a few hours. Also, carry a battery-charger adapter so you can recharge batteries at your destination. An extension cord will also be handy if the phone and wall outlets are not conveniently near each other.

One more word on batteries: A portable battery discharges rapidly, so make sure you charge it just before you leave.