The Lowdown On High Tech

Google Can Be Careless With Your Information

2010-12-11T06:57:00.000-08:00

Last month, while photographing neighborhoods for its Google Maps website, computers mounted in the roaming cars were capturing email messages, passwords and other private data from unsecured residential wireless hot spots.

Google’s Vice President Alan Eustace announced in a blog post that the data collection was unintentional and it hoped to delete it as soon as possible.

Last year, during testing of its Google Voice service, Google posted the text of voice mail messages along with a link to the actual voice mail recording enabling anyone to read and hear the content of the message.

Google stated that this was not an error and was permitted by design. However as a result of the desire for people to keep their voice mail messages private, the content will no longer be available online.

We believe Google usually has the best intentions, however it’s best to remember that Google offers free or low cost services in conjunction with advertising displays. These displays are targeted to you based on the content you store on Google along with web surfing history stored on your computer.

A Warning To Business Owners: Non-Compliance With New Regulations Can Mean Hefty Fines

2010-12-04T06:58:00.000-08:00

In the past 10 years, over 10,000 new regulations have been placed on the books by local, state and federal agencies pertaining to the handling, storage, and disposal of confidential client, patient, and employee documents and information. The state of Massachusetts, for example, has recently enacted one of these privacy laws and is requiring anyone who has business in that state to comply by March 2011.

Basically, ANY company that holds social security numbers (such as your employees’ social security numbers), credit card numbers, or financial statements needs to comply with these regulations or the fines for not doing so can be hefty.

Want to make sure you stay on the right side of these laws? Here are a few tips that will go a long way in making sure you don’t end up fined, sued, or with a bad reputation for not securing client or employee information:

• Get The Facts - If you think you are holding confidential information that should be secured, ask a qualified attorney who specializes in data confidentiality in your industry about what you must do to meet new government regulations.

• Encrypt Your Backups - Make sure your backups are at least 32-bit encryption. Encryption takes every keystroke you type and transforms it into 32 different characters, making it nearly impossible for hackers to use the information, even if they were able to steal it. Some backup solutions will even provide tighter security with 256-bit encryption.

• Have A Powerful Firewall - Firewalls keep hackers and other intruders from getting into your network and accessing important, confidential and private information. If you have the right firewall in place, it should act like a shield over your data and give you the protection you need to be incompliance with these laws.

• Lock Down Your Passwords - One of the surefire ways to prevent any unauthorized access to privacy information and take a step toward regulation compliance is to make sure only those who need the passwords to your computers have them.

Want To Be Sure Your Technology Is In Compliance With These Laws? Call us at (949) 481-1233 and ask us about our Privacy Compliance Network Audit.

Another Look at Windows 7

2010-11-27T07:12:00.000-08:00

Last year, we gave you the “40,000 foot” view of Windows 7 - better security, compatibility, performance and stability. It’s been out over a year now, so we thought is was appropriate to give you a specific or “desktop” view on what’s different and helpful.

But first, to answer the most common question, “should I install it on the Windows XP machines in my business”? Probably not!

Any version of Windows, whether it’s 7, Vista or XP, is best when installed on a PC that’s designed for it. If your machine is more than 2 years old, you’ll probably need some type of hardware upgrade to make Windows 7 work well. Also, upgrades from Windows XP require a “clean” installation, meaning your disk must be erased before upgrading. In most business environments, it’s not cost effective when you consider the return you’ll get. In most instances, our advice is to get Windows 7 on your next PC and pass on upgrading existing machines.

With all the media attention focused on Windows 7, what’s the big deal? What’s new when I start up Windows 7? For most people, Windows 7 is sufficiently similar to XP so you’ll get to work quickly. With that said, let’s take a look at some of the new features.

Aero Graphics - “Aero”, an acronym for Authentic, Energetic, Reflective and Open, is name of the new transparent window presentation introduced in Windows Vista. Windows 7 builds on Aero with these productivity features:

Aero Shake - Using your left mouse button, click and hold the title bar on any window and shake the mouse. This will immediately minimize all of your other windows.

Aero Snap - Grab the title bar as described above. Drag your mouse past the right border of your screen and let go. Your window will perfectly fill the right half of your screen.

Aero Peek - Move your mouse over the transparent box to the right of the clock in the task bar. All of your windows will become transparent allowing you to see the desktop.

Aero Flip (this feature was also in Vista) - Press the Windows key and the tab key at the same time. You’ll see a 3-D effect that allows you to “flip” through your open windows.

Taskbar - The bar at the bottom of the screen has changed significantly. While it still shows your open programs, those icons now can be “pinned” to the bar for quick access once the program is closed. The files recently opened with the program are also displayed when you right click the icon. Some icons are “active” and change appearance based on events. For instance, when you download a file using Internet Explorer, the icon shows the progress of the download.

Notification Area - In Windows XP, the notification area near the clock sometimes grew to 10 or more icons, especially for notebook computers. These icons are now organized and stored in a separate area to reduce the clutter on your desktop.

Integrated Search - Like most people, you’ve got files everywhere; in your My Documents folder, perhaps a folder or three on your desktop! To make it easier to find your files, a built in search feature indexes your content making file searching as quick as clicking the Start button and typing a few words.

Libraries - To further assist with organization, Windows now allows you to group folders together with similar content. For instance, you can group several folders with pictures together so the folders all appear under the “Pictures” category in Windows Explorer.

Better Notebook PC Support - Windows 7 is smarter about how it conserves power and significantly extends battery life. It also improves on the way it connects to wireless networks when you’re moving around. Another time saver is when you switch networks, Windows 7 will switch your default printer so you don’t print to printer that isn’t even in the building.

There’s a lot more we haven’t covered here, specifically about the changes on the networking and security side. If you’re looking at Windows 7 for your office, give us a call at (949) 481-1232 and we’ll help you make the best choice for your business!

How Time-Pressured Entrepreneurs Are Lightening Their Load

2010-11-20T07:02:00.000-08:00

Are you a very busy, sometimes frantic, time-pressured entrepreneur awash in opportunity and critical projects but feel like you are surrounded by nitwits and slower-than-molasses-pouring-uphill people who only add to your stress and frustration?

There are very few people who understand the daily life of an entrepreneur…

The incredibly LONG hours, crushing workload, millions of tiny details, irritations and problems to deal with, government regulations, taxes, employee questions and issues, and impossible deadlines on EVERYTHING.

Then you have employee problems, financing problems, customer problems, competitor problems, vendor problems and – more recently – issues with the economy grinding sales to a halt. Despite your absolute best effort, nothing goes right and you end up bleeding money, in the red and scrambling to figure out how you’re going to make payroll.

But some business owners are discovering a way to handle their computer and network technology that actually prevents issues from happening and gives them peace of mind. Admittedly, technology is only one small part of the day-to-day issues you deal with, but I think you’ll agree that IT problems can be some of the most aggravating (and expensive) issues you run into.

That’s why entrepreneurs are flocking to IT support that focuses on keeping them up and running, rather than service that only reacts to issues. The IT industry refers to this as “proactive services” and typically it means that a computer company will provide remote monitoring and automatic maintenance of your network for a flat monthly fee. Because of how the IT company is paid, they are incented to keep you up and running. When your systems go down, it not only hurts you, but hurts them via their wallets.

To find out if our proactive Sentinel Business Services can help you, visit www.attainity.com or call us at (949) 481-1232 to learn more.

How New Viruses Get Named

2010-11-13T07:09:00.000-08:00

Thousands of viruses are currently circulating on the Internet with more being discovered daily. So how does a virus get it’s name?

There is no official government body or organization that names viruses. In most cases, the anti-virus company that discovers it gets to name it; and, it’s a very competitive race to see who can discover new viruses first!

The criminals creating viruses like to leave clues as to what they want their virus to be named, but researchers who discover (and fight) them don’t give their authors the satisfaction of keeping the name. To hackers, creating a destructive, difficult to disable virus is a badge of honor. So instead of giving these cyber criminals the publicity they crave, virus researchers will name a virus based on the type of system it attacks, what it does, or other random reasons.

For example, the Code Red virus got its name from an eEye Digital Security researcher's beverage of choice, the bright red variety of Mountain Dew soda. Apparently he was drinking this the night he cracked the corruptive code.

Creativity aside, most anti-virus companies have policies and letter-number formulas for naming viruses because it’s becoming more and more difficult to come up with unique names for viruses. Symantec, maker of Norton anti-virus software, currently has a catalogue of over 58,193 known viruses and the number grows every day.

New Software Model Can Dramatically Increase Your Cash Flow

2010-10-30T08:03:00.000-07:00

In an economy where credit is tight or non-existent, vendors are becoming stricter about payment terms, and your customers are taking longer and longer to settle their invoices. So for many small businesses, finding ways to minimize up-front costs and large investments is increasingly important to the survival and success of their company.
One way a small business can minimize up front costs is through using “software as a service”, or SaaS. Instead of purchasing software up front in a lump sum and having to put up the cash or finance it, small businesses can now purchase software through their IT service provider in a rented model. The software you need is typically stored on another offsite server and accessed via the Internet. By renting software on a monthly basis, your business can try different software to improve processes like finances, payroll, customer service, and sales without the financial risk.
Here’s a breakdown of how SaaS can help your business:

You Keep More Of Your Money – If you’ve ever had to purchase a piece of software to run your business such as a financial package, customer relationship management (CRM) software, or even a simple Microsoft Office application, you know how expensive that can be. Before the software rental model of SaaS, if you needed certain software to operate, you were forced to plunk down hundreds or thousands of dollars to get it, not to mention pay exorbitant support fees.
You’re Not Locked In To Something You Don’t Like – Because your IT company is paid monthly for SaaS, the onus is on them to make sure their product works to the satisfaction of their clients. If you are not happy with the product, you have the option of simply moving on to another monthly fee solution that will work better for your needs. In most cases, your IT service provider can work with you to replace your software with a new solution that is right for you and continue to incorporate it into your monthly IT service agreement so you don’t have to worry about multiple bills.
You Never Have To Think About Upgrades – Since the SaaS model is pay as you go, you automatically get any upgrades that come out for the software you use. You don’t have to set aside a budget for any additional software costs and you don’t have to worry about whether or not you are running the latest version; those things are typically already incorporated into your monthly agreement.
You Can Compete With The “Big Boys” – Some software applications are designed and written for large organizations and help companies to streamline many processes into one program. SaaS makes this affordable and accessible to a small business owner and gives you a way to stay up with or ahead of your competition.
You Can Have Access From Anywhere – SaaS software vendors typically host the application on their own servers so you have access to it wherever you can connect to the Internet, don’t have to buy additional hardware, and have a lower chance of downtime.

Want to find out if the software you need can be set up in a SaaS model and improve your cash flow? Call us at (949) 481-1232 for more information.

How Google Can Make You A Star

2010-10-23T08:05:00.000-07:00

Most business owners are aware that Google is a useful tool if someone is searching for your company on the web. However, what many people don’t know is that you can also use Google to help build your credibility.

As a free service, the search engine offers something called Google Alerts, which will e-mail you with any articles, web pages, or news pages that happen to mention your company or your name so you can keep track of what your local or national media is saying about you. The benefit to this, of course, is you can use these online articles and posts to show yourself in the spotlight providing more “proof” that you and your company are worthy of doing business with.

To sign up for this free service, simply go to http://www.google.com/alerts, enter in your company name and e-mail address and click “create alert”.

Five Simple Steps To More Productive Employees

2010-10-16T07:57:00.000-07:00

Most business owners would agree that your most valuable assets (and possibly your most time-intensive resources) are your employees. No business owner is an island and in order to run a successful company, we need to rely on quality, “A player” people to help us get to our goals and beyond. So how do you make sure that you get the most out of your star players? This easy to implement list can provide you with some noticeable differences in your employees’ performance.

Offer Incentives - To help drive your team toward important company objectives, you can structure a bonus program around meeting or exceeding those objectives. Though some incentives are monetary, you can also offer other rewards such as trips, days off, restaurant gift certificates, movie passes, or free parking for a month. Just the recognition for extra efforts can often be enough to motivate an employee to push beyond their previous performance.
Tell ‘Em That You Love ‘Em - Make sure your employees know they are important. Business owners sometimes forget the power of sincere compliments. And, whenever possible, praise your employee publicly in front of their co-workers, spouses, or friends. If they know you will pat them on the back and notice their hard work and results, they will be more inclined to produce.
Include Them In Company Decisions - Though most business owners are used to calling all the shots, there is definite power in allowing your employees to have some control. Make your employees feel like they are on the same level as you and that their opinions and feelings matter. It will have a big impact on how much they care about your organization and, ultimately, how much effort they put into making it successful.
Give Them More Responsibility - This one probably sounds like the easiest to do. If your people are top-notch folks, they will feel a sense of pride when you give them higher-level challenges than what they currently face. Typically, people will rise to the level of expectation you set for them.
Show Them The Way - If you want your employees to act a certain way, respond to customers with certain flair, or support each other as a team, then you need to do the same. Do what you say you will do and expect the same from them. Let them feel that you are there for them through your leadership to keep them inspired.

Still Using Tape Backup? Your Business May Be At Risk!

2010-10-09T07:43:00.000-07:00

If you use a tape backup to protect your company’s critical data, you are actually putting yourself at enormous risk for downtime.

Tape backups and other removable media-driven backup solutions are designed to do only one thing – backup the data itself. But what about all the other data on the computers you use every day to run your business, like e-mail, software programs, and the way the network is configured?

When your server goes down, and all you have is the data, you have to rebuild your entire infrastructure in order to get back up and running.

Depending upon what caused your server to go down in the first place (hardware failure, software corruption, fire, flood, theft) it could take a week or more to order new hardware, order new software, re-configure the network, and then re-load the data back on, potentially costing you thousands of dollars in downtime.

To prevent server downtime from affecting your business operations, you need to have a virtualization component in your backup solution. Virtualization means that another server can “take over” if your original equipment goes down.

It works by taking an exact picture of your current server - including data, software, and configuration – and allows you to get back up and running within 24 hours of major disasters or within 30 minutes of basic hardware or software failure. Having the right back-up solution can literally save your business.

To learn more about how you can protect your business from disaster, call us at (949) 481-1232 and we’ll send you our free report, “12 Little Known Facts About Data Back-Up”.

There’s A Good Chance Your Employees Are Wasting Away Hours Each Day

2010-10-02T08:36:00.000-07:00

In Salary.com’s recent survey of over 2,500 employees, nearly ½ of the group admitted to wasting 1-3 hours every day on the web surfing non-work related activities. With all of the pressures that you face as a business owner, especially in this economy, you simply cannot afford to have this kind of non-productive activity going on in your company.

If even one employee in your company is spending one hour surfing the web instead of doing what they should be doing, it’s wasting money. Add to that the fact that many employees reduce productivity for your whole staff when they peruse the web because their activity slows your company’s Internet speed way down. This creates a recipe for losing money without even realizing it.

So, other than looking over each employee’s shoulder every hour of every day, how do you even know if this is going on in your business? And if it is going on, how do you stop it? Check out these tips for help:

Determine Your Rules – Figuring out what websites are actually productive for your business will help to prevent or eliminate any wasted web time. For example, many companies ban job searching sites for obvious reasons - they don’t want their employees finding another job on the company’s dime. However, if your company places job postings online, then you would WANT your admin to have access to those sites so he/she could post the ads for you. Social media is another example. If you do any marketing through sites like MySpace, Facebook, or Twitter, then your employees would need access to that, too.
Get An Internet Usage Audit – Any reputable IT company should have tools that can report on your employee’s Internet activity, most times without the employee even knowing. This can give you insight into who in your organization (if anyone) is the biggest culprit and how much productivity loss you currently have in your company.
Have An Internet Filtering System Installed – Sounds complicated, but it’s not. Typically, a piece of hardware is installed on your network and its job is to block any specific websites or categories of websites. The most basic allow you to control the types of websites your employees can visit by blocking them altogether. There are other types that allow you to control what they can or cannot download, and the speed at which they are allowed to access certain sites. You can also control which activities get the highest Internet speeds (for example, payroll website) and which sites will only work if no other work-related functions are happening at the same time. (such as YouTube)

Would you like to find out if your employees are wasting time on the web? An Internet Usage Audit will reveal:

How much time is spent online doing non-work related activities
What impact the web browsing is having on your Internet speeds
How to stop any bad web behaviors without being “Big Brother”

Call us at (949) 481-1232 to schedule your audit today.

Delegating Tasks in Outlook

2010-09-25T08:02:00.000-07:00

Do you use the task function in Outlook to help keep your work organized? Sure, Post-It notes stuck on your monitor are quick and easy. But you may be missing out on a powerful way to keep you organized and on track. Not only does the task function provide reminders for you, it allows you to delegate the work and track its progress toward completion!

This feature has been in Outlook for many years, so anyone who uses Outlook with Exchange server can try it.

First, let’s clear up a common misunderstanding—what’s the difference between a to-do and a task? Any item marked for follow up is considered a “to-do”. That can be an email, a contact or even an appointment. A task is something that’s tracked until it’s marked as complete. Since tasks are automatically marked for follow up, they are also to-do items.

Although we’ll describe the process using Outlook 2003, the process is similar with all Outlook versions.

Let’s say you need new line cards printed for the business and you want it done so it’s ready by a specific date. But, you want your assistant Paul to work on it for you. Let’s create a task and delegate it to Paul.

Start by clicking on File and then New from the menu. Select Task and the new Task box will appear.

Look to the right of the Recurrence button on the toolbar and you’ll see the Assign Task button. Press it and you’ll see the Task box change, adding fields to let you delegate the task.

We’ve added the subject and the due date and Paul’s name. You can also add notes or other instructions as needed. Click OK and the task will appear in Paul’s email for his acceptance. When he accepts the task, you’ll receive an email acknowledgement. The item will now appear in both of your task lists.

As Paul works on the task, you may want him to provide updates to you based on his progress. This can be easily accomplished by using the notes area of the Task window and by changing the % Complete field.

You can see the status of the task is now listed as In Progress.

When Paul completes the task, he can indicate this by changing the % Complete field to 100 or by changing the Status field to Completed. If you accepted the defaults when creating the task, you’ll receive an email stating the task is now complete. The task item in your task list will also show that it’s been completed.

There are many more options that can make the process of delegating tasks simpler and more efficient for you. Since the goal is making your work more effective and productive, give it a try instead of using that Post-It note!

Can’t try this Outlook feature because you don’t have Microsoft Exchange handling your email? You’re in for a pleasant surprise as it’s now much less expensive to get started. Call us at (949) 481-1232 for details.

Seven Ways To Help You Thrive In A Challenging Economy

2010-09-18T08:08:00.000-07:00

I ran across an article recently that sparked me to think about how I could improve my online marketing and generate more customer traffic. I realized that many of my clients could benefit by seeing some of these simple but effective ideas as well.

These ideas are focused on growing business and let’s face it… finding ways to grow and prosper is much more rewarding than having to scrimp and save just to survive. Invest a few minutes and see if there isn’t at least one great idea for you to implement immediately:

Create an interactive website experience – There’s nothing worse than a static website with old videos, audios, or a stale blog. Engage your customers and keep them coming back often.
Use social network marketing – If you’re patient and persistent you can build a huge network devoted to your business using Squidoo, Facebook, LinkedIn, etc.
Customer power – Use interactive tools to let your customers help you decide what your next product or service will be.
Focus more of your marketing budget online – Consider spending less on “traditional” media and more on trackable online marketing tools that drive customers directly to your business.
Nuggetize – If you want to be noticed, develop a talent for breaking information down into nuggets. With the information overload we face, making it easy for customers to do business with you by telling them what and how to do it is key.
Go green - Everyone is doing it! You could use energy efficient bulbs, do a better job of recycling, or donate to green causes. Let your clients know about your green practices in all of your marketing.
Update and increase your use of technology and automation – Old technology leaves your business at a disadvantage. Current software and hardware are critical in today’s environment. Think about how your business’s time consuming areas can be sped up with new technology.

To experience how technology can help your business thrive, call us at (949) 481-1232.

You Mean Spending More On Computer Support Can Actually Save Money?

2010-09-11T08:13:00.000-07:00

BusinessDictionary.com defines a hidden cost as “Expense not normally included in the purchase price of an equipment or machine, such as for maintenance, supplies, training, and upgrades” and typical computer service is wracked with them.

Many of these expenses can pop-up in the form of unexpected computer problems that lead to major downtime. And, as many businesses know, time is money. If your systems are down, that means you are paying your whole staff for an entire day with little productivity.

That is why many small businesses are switching to a fixed-price model of I.T. services where the focus is on preventing issues from happening, rather than reacting to the problems as they come up.

While paying by the hour may seem cheaper on the surface, the cost of being down far out-weighs the potentially higher investment of preventing issues.

To find out if your company is at risk for downtime, call us for our free report, “What Every Small Business Owner Must Know About Protecting Their Company’s Critical Data And Computer Systems”.

New Cell Phone Service Can Track Your Whereabouts

2010-09-04T08:10:00.000-07:00

If you thought cell phones and text messages were the ultimate way to keep track of what your employees, family or friends were up to, you won’t believe this.

A free service for cell phones, called Glympse, can actually track exactly where you are at any moment and shares your location with whomever you choose.

The software from Android Market will show where a cell phone is on a map and allow the cell phone user to share his location by sending a Glympse to a person or group of people. By this winter, it will be available for most phones.

Applications for this software could include tracking your salespeople, making sure your drivers don’t take the long way back to the office, keeping track of your unruly teenager or simply letting your spouse know you’re still at the meeting without having to call, text or e-mail the message. Don’t want to be tracked? Simply shut off the software or the phone itself.

Do You Hate Having To Remember All The Passwords For Your Computer And Various Web Sites?

2010-08-28T08:03:00.000-07:00

If you’re like most people, you find it difficult remembering the passwords you use for various web and vendor sites. When you create a complex password, you not only thwart the “bad guys”, it makes it hard to remember for yourself. Writing your password on a Post-It is a bad idea and and using Word or Excel to store your passwords is not much better.

If you’d like an easy way to not only keep track of all the passwords you use, but also make filling in online forms faster and easier, we recommend a software product called RoboForm. This inexpensive program completely automates password entering and form filling. The software…

• Memorizes your passwords and logs you in automatically.
• Fills in long registration and checkout forms with one click.
• Encrypts your passwords to achieve complete security.
• Generates random passwords that hackers cannot guess.
• Fights phishing by filling in passwords only on matching web sites.
• Defeats keyloggers by not using the keyboard to type passwords.
• Backs up your passwords and copies them between computers.
• Portable: RoboForm2Go runs from a USB key; no install needed.
• Works with Internet Explorer and Firefox.

We use RoboForm as it makes our work on the web faster and easier. To download a free 30-day trial, go to this page on our website:

http://www.attainity.com/roboform

How To Safely Dispose Of Old Computers

2010-08-21T07:59:00.000-07:00

You may have upgraded your old PC for a new one. So what should you do about that old PC?
Whatever you do, don’t just throw it into a dumpster! Not only is it an environmental hazard you could be fined for, but you also don’t want complete strangers getting access to your old files, passwords, financial information, and emails.
First, keep your old PC around for a few months until you are absolutely certain that all of the information you need has been transferred to your new PC.
Next, you need to make sure the hard drive is wiped clean of any data you had stored on it — and simply deleting the files is not enough. Give us a call at (949) 481-1232 for assistance with clearing your data off of the hard drive from any old PCs you are disposing of.
Finally, you may consider donating your old PCs to a local charity or an organization such as Computers With Causes (computerswithcauses.org). Many of these organizations will clean your hard drive to prevent identity theft, and you can write off the donation on your taxes!

My Computer Finally Listens To Me!!

2010-08-14T08:10:00.000-07:00

Over ten years ago, speech recognition technology was introduced to PCs by several third party vendors and it’s come quite a long way since then. Built into Microsoft Office XP and 2003, Microsoft removed it in Office 2007 and included it with Windows Vista and Windows 7 so it could be used with all software. To get you started, we’ll show you how to work with speech recognition in Word 2003.

First, you’ll need a microphone and a quiet work environment. For best results, use a microphone that can filter out background noise or is intended for speech recognition software.

Next, make sure speech support is installed in Word by clicking on Tools menu command and then on Speech. A “welcome” box will appear recommending you to train the software for about 15 minutes so it becomes familiar with the nuances of your speaking voice. An on-screen wizard walks you through each step of the training process.

When the setup is complete, a web page appears and plays a brief video tutorial covering how to use the Speech features.

After the video is done, you’ll see the new language bar at the top of the screen “listening” and waiting for you to start speaking.

When you begin to speak, you’ll see a series of dots on the screen indicating that Word knows you’re speaking. Once you stop, the computer will process the text and place it on the screen. If you completed the 15 minute software training session, have a quiet room and a decent microphone, you’ll see it’s quite accurate.

If you say “voice commands”, the language bar changes modes and will accept your spoken commands to operate Word’s menus.

For instance, by saying “File Print Current Page”, you’ll print the current page on your default printer. Any commands inside Word’s menus and dialog boxes will respond to your voice.

To switch back to dictation mode, just say “dictation” and your spoken words will appear in the document.

Once you get past the “way cool” aspect of this technology and start using it in your work, you’ll see that it can be a great time saver, especially for those of us who use the keyboard all day long.

Three Smart, Cost-Cutting Reasons For Upgrading Your Peer-To-Peer Network To A Server

2010-08-07T07:54:00.001-07:00

If you’ve got a business with 5 or more employees in the office, there are some very compelling reasons you might want to consider upgrading to Microsoft’s Small Business Server 2008:

#1 - Instant Remote Access, From Home Or On The Road Without Monthly Fees
Want to work from home as if you are sitting in the office? A server can enable you to do this. Some companies are actually encouraging employees to work remotely to save on office space. One of our clients solved their expansion problems by having their sales team work from home. This saved them a tremendous amount of money on rent and expenses, and the employees are happier and more productive to boot.

#2 - Tighter Security Against Hackers And Viruses
Having a server provides a central point of access that can be defended against hackers and viruses. Since all the PCs on the network connect through that central portal, it’s easier to keep anti-virus updates current and security systems in place. You’ll also be able to manage and monitor employees’ Internet access, block spammers, and automatically remove dangerous e-mail attachments to help prevent virus attacks.

#3 - More Complete And Reliable Backups
A server will consolidate all the data residing on your and your employees’ desktops and enable you to back everything up at once. Often companies have over half of their critical data and documents residing on individual PCs. If one of those PCs gets compromised, corrupt or experiences a major hardware failure, you could easily lose all of that data!

When you upgrade your peer-to-peer network to a server with Microsoft’s Small Business Server 2008 during August 2010, you’ll receive three FREE months of our Sentinel Business Services Plan! Call us at (949) 481-1232 for the full details.

Do You HATE Having To Remember All The Passwords For Your Web Sites?

2010-07-31T08:04:00.001-07:00

If you’re like most people, it’s difficult to remember the passwords you use for various web and vendor sites. When you create a complex password, you not only thwart the “bad guys”, it makes it hard to remember for yourself. Writing your password on a Post-It is a bad idea and and using Word or Excel to store your passwords is not much better.

Memorizes your passwords and logs you in automatically.
Fills in long registration and checkout forms with one click.
Encrypts your passwords to achieve complete security.
Generates random passwords that hackers cannot guess.
Fights phishing by filling in passwords only on matching web sites.
Defeats keyloggers by not using the keyboard to type passwords.
Backs up your passwords and copies them between computers.
Portable: RoboForm2Go runs from a USB key; no install needed.
Works with Internet Explorer, AOL/MSN, Firefox.

We use RoboForm as it makes our work on the web faster and easier. To download a free 30-day trial, go to this page on our website:

http://www.attainity.com/roboform

Using VoIP? Here Are Four Cool Tools You May Not Be Taking Advantage Of!

2010-07-24T08:12:00.001-07:00

If you switched to a VoIP service for the cost savings, you might not be aware of the “big business” tools it offers:

Unified Messaging: In simple terms, this means one-stop access to voice mail and e-mail. E-mails can be translated to voice messages, and voice messages can be turned into e-mails. You can also set priorities so messages from key people get to the top of the list, and others…well, go into the “circular file.”
Conferencing: VoIP systems can take the traditional audio conference to the next level, injecting collaboration capabilities so participants can exchange files, sync calendars and (given the right broadband connection) communicate via video.
Find Me/Follow Me: This is a single-number forwarding function that lets callers find you or your employees whether they’re at their desks, in a hotel, working from home or on a job site.
Auto Attendant: This feature answers incoming calls, lets you play music or prerecorded messages to callers on hold and supports a voice-mail tree that can route calls by employee to make your small shop appear much bigger to callers.

Outlook Tips and Shortcuts

2010-07-17T07:45:00.000-07:00

Just about everyone who uses Microsoft Word and Excel also uses Outlook, Microsoft’s software for managing your email, time and other information.

Most users of Outlook use only a small portion of its capabilities and are missing many of its productivity tools. This month, we’ll look at some quick ways to get Outlook working harder for you.

Create a calendar, contact, task or note from an email message - This time saver is very simple. Just drag an email message to the appropriate button on the navigation pane. A window appears for the new item and contains the text of the email message. Your original email message is not moved or deleted.
Using flags to track messages for follow up - Ever notice the flag outlines at the right of each message? Clicking on it flags the message for follow up tomorrow. If you want additional options, such as setting the follow up date for a different day or clearing the flag from the message, right click on the flag and a menu will display with options.

Want to see all of your flagged messages? Just click on the “For Follow Up” icon in your Favorite Folders list.

Outlook 2007 also has the To-Do Bar on the right side of the window. All of your items flagged for follow up are listed below the calendar in the To-Do Bar. You can also drag a message directly to the To-Do Bar.

Use categories to organize your mail - Outlook 2003 introduced color coded categories to organize mail; Outlook 2007 improved the feature by allowing you to provide a descriptive name for category as well. Here’s how to assign a category to a message. Remember how to flag a message? The category icon is immediately to the left of the flag. Just click the icon and the default (or “Quick Click”) category is assigned. Right click the icon to select another category.

You can change the category names and add new categories by right clicking the icon and selecting All Categories. From the dialog box that appears, make the additions or changes you need.

It’s also possible to assign more than one category to a message; just right click and select an additional category.

Once you’ve created the categories, use the “Create Category Search Folder” wizard to quickly organize all your categorized messages into a view that’s accessed from your Favorite Folders list. Access the wizard by right clicking on any category icon.

Have these tips given you some helpful ideas to make your work in Outlook more organized and productive? We’ve only scratched the surface of what’s available. Give us a call at (949) 481-1232 for more suggestions to help you get out from under that mountain of email.

Use Email to Build Sales While Avoiding Federal Prosecution

2010-07-10T08:04:00.000-07:00

With postal rate increases coming nearly every year, we’re all looking for cost effective ways to reach new customers or keep in touch with current ones.

In the 80s fax blasts were the alternative to costly snail mail. Unfortunately, many firms abused customers’ fax machines and Congress enacted severe restrictions and stiff fines virtually shutting down the fax as a marketing tool overnight.

Today the alternative to snail mail is email. True to form, spammers sending out those unwanted “Male Enhancement”, “Lose 20 Pounds in 5 Days”, or “How to Make Millions at Home Stuffing Envelopes” junk ads caused Congress to jump back into action. In 2003, Congress enacted the CAN-SPAM Act.

Although the Act specifies rules for message presentation, opt out guidelines, labeling for sexually explicit materials, and penalties of up to $11,000 per violation, the law was clearly not intended to exclude legitimate marketers from using email.

In fact, a solid, well-targeted marketing campaign with a strong message can yield extremely high returns while remaining well within the federal guidelines. The difference between running a marketing program and generating spam ads is the difference between being an “invited guest versus an unwanted pest.” Too many businesses fall into the latter category.

To avoid the limitations and ensure compliance with the law, businesses are turning to inexpensive bulk emailing services like Constant Contact, iContact or AWeber. These services provide:

• Email addressed to the recipient from you – 90% of these messages are opened and read.

• Opt out services – Avoid contacting people that don’t appreciate your offering.

• Return services - Escape “dead” addresses clogging your email box .

• Database updates – Send messages to current and prospective “Live” clients.

• Up-to-date email procedures – Limit your legal risk .

Whether you strike out on your own with email or use a bulk mailing service, it would be wise to check out the law on the web, craft a solid marketing plan with an attractive offer, and always include a link back to your web site or electronic marketing materials to maximize your ROI.

Tracing Anonymous Email

2010-07-03T08:33:00.001-07:00

Similar to a fingerprint, every email message contains unique information, making it possible to trace with a little research. Here's how to do it:

• Get The Header Information - Virtually all email programs provide access to the header showing exactly where and when the email originated. Ignore the "From" and "Return-Path" lines - they can be very easily forged.

• Identify The Last "Received" Address - The "Received" line closest to the email body in the header reflects the first leg of the email journey with the source IP address (looking something like this - 131.247.112.23)

• Research The Source IP Address - Find the “owner” of the IP address through the American Registry for Internet Numbers at www.arin.net. The “Tech Name and Number” will provide you with the administrator’s contact information.

• Query the Global Domain Name Network (DNS) - A DNS “nslookup search” will provide specific information about the IP address and can be performed through one of many private firms (Google DNS search firms).

• Contact The Appropriate Authority - Depending on the nature of the message, you should consider contacting your attorney or the appropriate enforcement agency to handle the situation. It could also be helpful to contact the network administrator to discuss your situation.

Tracing email can be done; it just requires some knowledge and the means to apply it. If you need help tracing an email, call us at (949) 481-1232.

Saving More and More Data?

2010-06-26T08:42:00.000-07:00

Do you have mountains of information stored on your server that you’ll never use, but feel like you should keep? You are not alone. Given expanding regulatory rules and the key role that electronic records now play in law suits, some businesses save every bit of data they have, just to be safe. In fact, IDC reports that the total amount of disk storage shipped last year grew 40.5 percent from 2007, proving that many businesses are saving more of their information, rather than deleting it.

You may be thinking, “So why should I worry about our data storage?” or “What’s the big deal in keeping everything?” While it is true that even offsite data storage costs have gone down by about 25% this year, the simple fact is that keeping your data forever can create long-term management challenges and lead to headaches when something needs to be found. Most often, companies that save everything don’t do so because they think it’s the best way, but because they aren't sure what needs to be saved or deleted.

Certainly every organization needs to save information for its own purposes, such as transactions, accounting records, analytical data, and so on. Not only that, but regulations such as the Sarbanes-Oxley Act and the Health Insurance Portability and Accountability Act (HIPAA) require enterprises to save certain kinds of content for a prescribed period. You may not be hit by these acts, but more regulations may be in the works.

Data retention is a balancing act. Keep too much and not only will the cost of eDiscovery in a law suit be astronomical, but you also increase the risk of damaging findings being discovered. On the other hand, delete data without a specific and rigorously enforced retention policy and you’re not likely to receive the benefit of the doubt with the courts as to why requested information is not available.

So what should you be doing? To address the problem, here are 4 data retention strategies you must consider:

Start with the storage analysis, not the storage technology or procedures.
Know what data has to be kept and for how long. Many times requirements are dictated by industry or legal requirements. There are software tools to help you in analyzing what information is stored on your servers and how it’s used.
Segment user populations. Use categories such as executives, back-office employees, sales, and people who deal with the company's intellectual property and treat their data differently. You certainly don’t need to keep back office transactional data as long as executive strategic communications.
Be precise and consistent with data retention policies. Carefully crafted and enforced policies will more often than not be deemed legally defensible causing less legal exposure and dramatically lowering the cost of eDiscovery.
Don’t confuse back-up with archiving. Since backup systems don't generally have the granular control needed to save some types of information for a short time and others for longer, using them as archival systems can be costly and risky. For example, if a certain business record needs to be saved for seven years, the wrong place to save it is on a backup tape with 65,000 other files.

Avoid the expense and hassle of having too much data by having and enforcing strong policies and using proper tools to maintain independent data archives. We can assist you in identifying best practices and cost effective software tools for your business. GIve us a call at (949) 481-1232.

iPad and iPhone 4 Mania

2010-06-19T08:10:00.000-07:00

I’m often asked about iPhones and iPads. And don’t misunderstand, the iPhone 3G is an excellent business productivity tool and I highly recommend it. However, with newly released devices, especially version one units such as the iPad, it’s best to wait a bit.

Although the iPad has been described as a large iPod Touch, it’s really more than that. The larger screen, new processor and revised operating system place it in a new class of computing device -especially when you see other devices coming with a similar form factor running Google’s Android and Windows 7. If you can swing it, go get one and have fun.

But don’t be surprised when it becomes evident it’s better suited as a browser/ reader/ player/ viewer and not so adept at creating documents or other projects requiring a lot of typing and mousing.

So, don’t throw out your notebook PC – at least not yet. When the iPad 2 successor is released it will be less expensive, faster and more refined. I’ll wait until then.

It’s the iPhone’s crossover between consumer and business markets that make it such a hit. But I don’t think there are many business users waiting in line for hours or hammering at an overloaded website trying to get one. Why waste time with all the hassle? I’ll be patient and wait while the early adopters help Apple work out the foibles of the new operating system.

Getting a Backache From Carrying Around Too Many Digital Devices?

2010-06-12T08:05:00.000-07:00

If you carry a laptop for checking your email, a cell phone for calls and text messaging, a digital camera, your iPod and and a GPS, there’s a far easier way to accomplish all those tasks and lighten the load. All of the new smart phones on the market, such as BlackBerrys, iPhones, Droid or Palms all do it all from ONE sleek device.

For a long time, cell phones couldn't match the quality of individual devices for their specific functions, but the new smart phones have improved power, larger screens, and five-to eight inch displays that can show turn-by-turn navigation. For many people, the phone is all they need until they start using some of the other features – then they’re hooked!

So take a look these new phones and shave a good 10 lbs off your purse or laptop bag!

Avoiding the “Death by PowerPoint” Syndrome

2010-06-05T08:52:00.000-07:00

Many of our clients use Microsoft PowerPoint regularly for creating presentation slides. And sometimes the attendees of those presentations don’t get the message delivered in the best possible way.

Why is that? We’ve found many people get bogged down in the technical aspects of the software or the graphical elements rather than focusing on the message.

Here are some simple suggestions for preparing presentations that keep your audience interested and focused on your message.

Work on your message using an outline. Before you even open PowerPoint, create your content in an outline. By using this format, you’ll find it easier to create concise talking points and map the course your presentation will take. Once you’ve completed your content, decide on the format and graphical elements you need to emphasize your points.
Avoid industry jargon and technical terms. A fast way to lose your audience is by delivering a string of acronyms or technical words in your presentation. Although you may know your initial audience, don’t assume your PowerPoint presentation won’t be sent on to someone who doesn’t know your industry or company terms.
Don’t talk above or below your audience. Consider the reading level of your audience and chose your vocabulary accordingly. You don’t want to alienate your listeners by using words they may not understand or by overexplaining terms they may already know.
Use an even tone. Keep your emotions out of the presentation. Avoid a negative tone even if you’re reporting bad news. Most importantly, never use a condescending tone with a group.
Limit the amount of text on each slide. We see often see presentation slides with a small font size and several sentences of text. Each slide should have three or four brief talking points or a graphic with one point. Use your spoken words to provide specifics when needed.
Don’t over-do it with flashy, distracting “whiz-bang” effects. PowerPoint has a large library of sensory effects to dazzle your audience. They include audio clips, animations, slide transitions, font effects and clip art. Use these effects sparingly when it’s necessary to accentuate or illustrate a point. Otherwise, your presentation may end up looking unprofessional and even childish.
Don’t reinvent the wheel. Microsoft has included several templates for you to get started. You can easily insert your company logo and edit other template elements to suit your needs. If these templates are not appropriate, search the internet for a graphics firm that sells inexpensive PowerPoint templates. Some firms will also edit a template or even create an original template for you.

Need some more help? Call us at (949) 481-1232. Good luck!

Bored With Your Windows Desktop?

2010-05-29T07:57:00.001-07:00

You probably spend a lot of time at your computer often catching a glimpse of your desktop.

If you’re like me, sometimes you just need a change and a chance to brighten things up with new wallpaper.I typically use family photos or the wallpaper provided with my computer. But occasionally I like to shake things up.

If you know where to look there are some amazing photos of landscapes, people, and animals to use as desktop wallpaper.

I found some of the best photos at National Geographic. Not only are the photos great, they provide free desktop wallpaper files for download. You can download a wide array of photos submitted by readers of National Geographic. The shots are selected by National Geographic editors.

The amazing reader photos are located in the “Your Shot” collection at http://ngm.nationalgeographic.com/your-shot. While you’re there, check out the other offers on the web site such as puzzles, contests, and games. If you’re into photography, maybe you should submit some of your best work!

If you check out the site and don’t like what you see check back soon because the site is updated with a dozen featured photos each day.

Using Quick Parts in Microsoft Word 2007

2010-05-22T08:30:00.000-07:00

If you use blocks of text over and over again, you’re going to appreciate the Quick Parts feature that’s new to Word 2007. If you have an older version of Word, you’ll have to watch from the sidelines (sorry).

Quick Parts lets you store “blocks” of formatted text for use in your documents and it’s a real time saver. Here’s how it works:

Open up Word and a document that has text you want to store for reuse. Using the mouse, highlight the desired block of text.

Next, click Insert on the ribbon (the ribbon is the icon band appearing across the top of the screen).

Once the “Insert” group of commands is displayed, click on QuickParts button and select the Save Selection to Quick Part Gallery menu choice.

The Create a New Building Block dialog box will appear as follows:

Change the name to something more descriptive (only if you need to) and click OK. The block of text is now in available for use.

Here’s how to insert the text. Simply click Insert on the ribbon and select Quick Parts. A preview of the text you saved appears immediately inside the drop down menu as follows:

Click on it and the block immediately is inserted into your document!

You can use this to store headers and footers. And since Quick Parts are also available in Microsoft Outlook when you’re creating email messages, you can use it for signatures and disclaimers as well.

You may have noticed the Building Blocks Organizer menu choice; it allows you to edit or delete the text block you’ve created. You can also check out the other blocks provided by Microsoft.

Need help so Word 2007 is more productive in your office? Call us at (949) 481-1232 and we’ll give you a hand.

Do You Know What Your Employees Are Doing When They’re Online? If You Don’t, You’re At Risk!

2010-05-15T08:06:00.001-07:00

The Internet and e-mail have become indispensible tools for business, but many companies are finding employees are using these tools as much or more for personal activities than job-related tasks. In fact, many business owners have recognized that unrestricted use of the Internet by employees has the potential to drain, rather than enhance productivity and, at worst, can even have dire legal consequences.

To reduce the risk and minimize non-productive activities, business owners are utilizing a two pronged approach: (1) Implementing an Internet Acceptable Use Policy (AUP) and (2) installing a monitoring system to restrict and report employees’ online activities.

An AUP is nothing more than a written agreement that sets out the permissible workplace uses of the Internet and e-mail. In addition to describing permissible uses, an AUP should specifically set out prohibited uses, rules of online behavior, and access privileges with penalties for policy violations spelled out. Some common rules that should be included with most AUPs are:

· All sensitive or confidential data must be encrypted before sending across the web. For example, many health care offices use instant messaging (IM) to communicate from the front desk to the back office. However, many don’t realize that this is a violation of HIPAA because IM is not a secure way to transmit information about a patient or their health conditions.

· A restriction on sharing confidential information about the company, its clients or the people working there. With social media as popular as it is, you don’t want an employee writing about the company on their Facebook page; it’s not good for business!

· Prohibition against visiting web sites that contain pornography, racism, sexism, gambling, or e-mails with any such content sent from your business. Remember, even “innocent” jokes with offensive content can leave a huge black mark on your company’s reputation.

· Absolutely no downloading of music, videos or other files that are not approved. “Innocent” screen savers and jokes often contain nasty viruses that could bring down your entire system or invite a hacker into your network.

Not only does an AUP reduce wasted hours on the net, it can reduce bandwidth and equipment needs, as well as shield you, the business owner, from possible sexual harassment and other lawsuits arising from your employee’s inappropriate use of the web.

Unfortunately, not everyone follows policies, and some accidentally will violate your AUP. To ensure company policies are followed, businesses are choosing to monitor and filter all Internet activity. We can provide the tools appropriate for your business.

When someone complains that this is a violation of their privacy, rest assured that nothing could be further from the truth. It’s not only legal but good business. After all, they are using company assets and if employees are focused on productive work, you’re likely to never need to address their Internet usage. Be sure to include an Internet monitoring clause in your AUP and have your employees sign the agreement.

If you’d like a FREE comprehensive Internet Acceptable Use Policy template or would like to discuss the simple options available to monitor your employee’s Internet usage, call us today via phone at (949) 481-1232. Don’t wait until it’s too late to have the right tools in place.

Business Owners—Beware of Credit Card Scammers

2010-05-08T08:15:00.000-07:00

If you get a phone call from your “credit card company” asking you to verify the Card Security Code (CSC) on the back of your credit card, don’t give it out!

They are scammers who are looking to rip you off. Here’s how the scam works...

The criminals calling you have already obtained your credit card number fraudulently. Then they claim your card was flagged by Security because of an unusual purchase.

When you deny making the purchase, a very official-sounding voice assures you that a credit will appear on your next statement.

At this point, the caller asks you to provide the three-digit number on the back of the card to verify the correct card is in your possession. Or, they may give you a telephone number to call, where you will be asked to reveal the number.

Once the crooks have the number, they can charge anything in any amount up to your credit limit from any vendor and they will not be questioned.

No matter how official a caller may sound, never give out the CSC number. Visa refers to the number as a CVV2, MasterCard calls it a CVC2 and American Express and Discover named it the CID.) It’s all the same information—your credit card company will never call you and ask for it.

Tape Drive Failures

2010-05-01T07:54:00.001-07:00

Most people don’t realize that all tape drives fail at some point. But what’s really dangerous is that most companies don’t realize it’s happened until it is too late.

That’s why thousands of businesses lose millions of dollars worth of data to disasters like fires, power outages, theft, equipment failure, and even simple human mistake. In almost every case, these businesses were horrified to find out their back-ups weren’t working when needed most.

As a matter of fact, you’ve probably experienced these problems with your tape drive already.

What if someone forgets the tapes, goes on vacation, or leaves the company, and the rotation plan falls through? Are the tapes being constantly monitored to make sure they are working? Have you ever tried to recover data from your tape drive, only to discover how difficult it was, or that the data you thought was being backed up, in fact, wasn’t?

Finally, (God forbid) if your office gets flooded, hit by an earthquake, burned to the ground by a fire, or burglarized, your tape backup will be damaged along with everything else and will be completely worthless!

Fortunately there is a way to eliminate the risk and hassle of tape drive backups with one of our proven Sentinel Backup solutions that eliminate the risk and hassles of tape backups finally and forever! Give us a call today (949) 481-1232 for a plan to get rid of those outdated tapes.

Have You Checked Out the New Mini “Netbook” Computers?

2010-04-24T08:10:00.000-07:00

Netbooks are very light, small and inexpensive notebook computers recently introduced by several manufacturers such as Dell, HP and Acer.

We’ve received numerous questions about them as they have very low prices. That’s because there are several trade-offs from standard notebook PCs, but that’s not a bad thing.

Netbooks were designed to be used on the go for light duty computing tasks such as internet surfing, light word processing and email. It’s not intended as a replacement for your full powered notebook PC or desktop PC. I use mine to listen to music while surfing the web.

First and most important is that these new machines don’t have the usual processor. Most use Intel’s low power Atom processor which is not as fast as standard processors. Netbooks also come with less RAM than most PCs, so you won’t want to have many windows open or programs running at once.

The machines are nice and light (three pounds or so) but the batteries may not have the same capacity as standard notebooks. Also contributing to the reduced weight is a smaller screen. When you see a netbook, you’ll notice the screen size is narrower which may take a little getting used to.

Most netbooks don’t have a DVD drive, so you’ll need an external USB drive to install software.

Want more information or recommendations? Give us a call at (949) 481-1232.

Whew! Thank Goodness Tax Time is Over!

2010-04-17T07:28:00.000-07:00

There are at least 480 different tax forms, each with many pages of instructions.

The 1040EZ has 33 pages of official instructions.

The IRS sends out 8 billion pages of forms and instructions each year. Laid end to end, they would stretch 28 times around the earth.

Nearly 300,000 trees are cut down yearly to produce the paper for all the IRS forms and instructions.

American taxpayers spend $200 billion & 5.4 billion hours completing federal tax forms each year.

The IRS employs 114,000 people - twice as many as the CIA and five times more than the FBI.

60% of taxpayers must hire a professional to get through their own return.

President Lincoln and Congress enacted the first income tax in 1862 to pay Civil War expenses. The Civil War income tax was repealed in 1872, revived by Congress in 1894, and ruled unconstitutional by the Supreme Court in 1895.

In 1913, Wyoming was the deciding vote in the 16th Amendment which gave Congress the authority to collect income tax.

The first income tax was 1 percent on net personal income above $3,000. There was a 6% surtax on income over $500,000.

During World War I, the highest rate of income tax was 77 percent. Taxes were used to help finance the war.

In 1954, the tax filing date changed from March 15 to April 15.

Overlooked, Low-Tech Tips Everyone Should Know To Keep Confidential Documents…Confidential!

2010-04-10T08:41:00.001-07:00

As a smart business owner, you have locks on all of the entryways into your office, you have surveillance cameras or security alarms in place, and your network security is bulletproof (especially if you’re one of OUR clients). But another often overlooked security breach happens right on your own staff's desks. If you get a lot of in-office traffic, this could be one of the largest risks in your security plan. Here are four things you should avoid to keep your confidential information out of prying eyes:

Writing passwords on sticky notes -This is probably one of the biggest offenses - passwords and key system information written on notes and stuck on computer monitors. Anyone in the office after hours can access confidential files, steal information, and use it to compromise an account. But if you just hate remembering all those passwords, then install the password management tool from Roboform.

Storing credit card orders or contracts in paper folders – Not only does this expose you to having this information stolen, you could end up getting a lot of bad press if your customers’ credit cards get stolen thanks to a security breach in your office. The safest bet is to scan, encrypt and store such documents electronically, and then shred the originals. Companies like Iron Mountain will store them for you off-site, but scanning and storing them electronically is a much more cost-effective means for not only keeping them, but accessing them later on.

Leaving sensitive documents on the desk - Many times detailed client contracts with billing terms or other critical data are left out overnight. The information might be used for ill-gotten gains by cleaning staff or staff in the office. What an embarrassing situation this could cause! Make sure you lock your office at night or when you’re going to be away for any length of time.

Forgetting the printer - Most offices have printed documents sitting around all day and sometimes overnight before the owner picks them up. There are also sensitive documents that are forgotten and left to pile up. After your employees finish with printing jobs, they need to be mindful of any documents that were printed, even the ones that aren't needed, and dispose of them appropriately.

Whether formal or informal, training your staff to handle documents properly is important to avoiding a load of problems. If you’d like information or advice about virtual filing systems, password protection services, high-tech whiteboards, or using printers more effectively, contact us now at (949) 481-1232 or via the web at http://www.attainity.com. We can help you get started today.

Are All-In-One Printers a Good Deal?

2010-04-03T08:08:00.000-07:00

Quite often, we’re asked about desktop all-in-one printers. Usually, we suggest that you stay away from them.

Why is that? The units have numerous features and appear to be robust. But if you’re planning on mixing business with pleasure (so to speak), you may want to think twice about a consumer all-in-one. Here’s why:

They usually don’t play nice with business networks. These machines are intended for home use. This is true for the software too. Because of this, you may run into problems when you bring it into the office and connect it to your business network. Working from home and remoting in? All-in-ones are notoriously problematic with virtual private networks (VPNs) and remote desktop. If you need to print frequently, skip the problems and get a basic printer. You’ll be happier and less frustrated in the long run.

All-In-One printer software tends to bog down even the fastest computers. Most all-in-ones add niceties such as low ink/out of paper pop ups and software update notifications which add to the load of your computer. And it’s not so simple to turn these “features” off after installing the printer software.

You get what you pay for. Inexpensive printers don't exist. Have you ever thought about the cost per printed page? The printer manufacturers make up for low printer prices with high cost ink. If you’re at a retail store looking at printers, walk to the ink and toner aisle and see what refills cost so you’ll know how much that bargain will cost you in the long run.

The whole is the not greater than the sum of its parts. With an all-in-one, you’ll find that’s true as most of the components are mediocre and don’t last very long with regular use. And servicing these units usually costs more than a replacement unit.

Getting serious about going paperless? All-in-ones are not the way to go. Get a business class scanner instead. They work better, have better software and last longer. Often, the software included with all-in-ones are trial or “basic” versions requiring an upgrade to be useful in business.

All-in-ones are great for family use - light volume printing, scanning and the occasional fax. If you regularly work from home and connect to the office, skip the frustration and the hassles and go with a single purpose printer. You’ll be more productive and save money in the long run.

Protecting Your Kids Online

2010-03-27T08:03:00.001-07:00

For starters, keep your home computer in the family room so you can monitor what happens online. Second, frequently review the websites your children visit. If they have a webpage on MySpace, make sure they are not posting pictures or other confidential information such as phone numbers and addresses.

Educate your children about the dangers online and provide them with clear instructions about what they can and can’t post or share online. Tell them to NEVER secretly meet someone they met online, and NEVER allow them to post information that would allow someone to track where they are or where they are going to be. Set time limits on surfing and restrict most computer use for specific purposes, such as school homework.

An Employee’s Laptop Was Stolen – What Do We Do?

2010-03-20T08:07:00.000-07:00

Over the last couple of months, I’ve come across some alarming statistics that you should know. There are 12,000 or so laptops found in US airports each week and 62,000 lost electronic devices recovered from New York’s metropolitan buses, taxis, trains, and stations each year! The bottom line is no matter how careful you are with your laptop, mistakes occur and losing a laptop (or having one stolen) is likely to happen to you or your employees at some point in time.

In the hands of a relatively unsophisticated hacker, all of your laptop information can be siphoned off, allowing an open back door into your network. This is akin to giving a thief the key to your office and the code to deactivate the alarm. Imagine the embarrassment of having to contact all of your customers to let them know THEIR confidential information may be compromised because one of YOUR unsecured laptops is in the hands of a criminal!

Asking employees to be more careful about where they keep their laptop IS a good step in the right direction, but accidents happen and thieves are always on the prowl. That’s why it’s so important to take measures to lock down and secure any mobile devices you and your staff use to access your company’s network. Here are just a few things:

Encrypt All Information – Drive encryption software such as BitLocker (which is included in some versions of Microsoft Windows Vista and Windows 7) can secure all the data on your hard drive. Also, check your computer to see if it has a Trusted Platform Module (TPM) chip which is generally more secure than those without TPM.

Multi-Level Access Security – Don’t rely only on passwords to keep your laptop safe. Hackers can usually break most passwords in a few hours. We recommend adding a second way for people to prove that they are who they say they are BEFORE they are able to log in. Some people use smart cards to do this, but fingerprint pads are gaining in popularity.

Log/Back-Up Information – It’s critical to log and back-up all information on business laptops to ensure smooth operations in the event of loss or destruction. We can automate the backups so they are done ON SCHEDULE and in a way that won’t interfere with the use of the laptop.

The Right Response - What happens when an employee loses a laptop? Do you have a next step action plan in place? If not, we suggest calling us immediately to report the loss (Note: clients on our Sentinel Business Services Plan will get after hours support for situations like this). The sooner we know, the sooner we can take preventative actions to lock that laptop out of the network. A blame culture where people are afraid to report losses is actually much worse for security.

Take the time NOW to secure your laptop and limit the damage to your business if it happens. We specialize in securing business data like yours, and making sure it is available whenever you need it, so give me a call at (949) 481-1232 to discuss encryption options and how to make your business network more secure.

New Study Reveals People Tell More Lies With E-mail

2010-03-13T08:09:00.000-08:00

You might not believe a “get rich quick” offer sent by a stranger, but when a message comes from a friend, you may be more likely to think it is believable.

But don’t be TOO sure! Researchers from Rutgers and DePaul universities found that more people lie in e-mail communications than verbally or in writing. Why? Because there seems to be a “reduced feeling of social obligation” when sending e-mail.

The more you know the recipient, the less inclined you’ll be to lie – but many of the people in the study admitted that they still stretch the truth, even with friends and colleagues.

Another study found that people are far more likely to be overly critical in email than on paper. So as the owner of a company, you might consider getting feedback via e-mail to elicit frank responses.

How Secure Is Your Data? Four Simple Things You Should Check ASAP!

2010-03-06T08:10:00.000-08:00

It’s never too early to prepare for an unforeseen emergency. The threat of fire, flood, severe storms, water damage from office sprinklers, and even theft is very real.

One of the most valuable assets for any company is its data. Hardware and software can easily be replaced, but a company’s data cannot!

As a reminder to all of our clients, here are some simple things you should do to make sure your company is ready for any natural disaster.

1. Back Up Your Data and Keep a Copy Off-site - Everyone knows that data should be backed up on a daily basis. We recommend keeping more than one copy of your backup offsite.

2. Use a Quality Surge Protector With an Uninterruptible Power Supply Battery Backup - A high quality surge protector combined with an uninterruptible power supply battery backup will go a long way in protecting sensitive electronic equipment from surges and other electronic irregularities that can destroy your computer’s circuitry.

3. Make Sure Your Servers Are Off The Floor - If your office gets flooded, having your equipment off the floor will prevent it from being completely destroyed. Server racks can be purchased and installed very inexpensively.

4. Have A Disaster Recovery and Business Continuity Plan - Every business should have some type of plan in place for continued operation after a disaster. Would people know where to go? Who to call? How to log in and access data remotely? Hopefully you’ll never need it, but having a simple plan will make you sleep a lot easier at night knowing you have a way to continue to operate when disaster strikes.

If you need help in any of these areas, give us a call. We can help you get prepared and back up and running fast in the event of a disaster.

Check Out the New Micro Projectors!

2010-02-27T08:09:00.000-08:00

If you’re like me, you don’t need to do PowerPoint presentations on the road very often; but when you do, it’s a royal pain! Until now, your choices were to lug a big projector around, pay for a rental, or hope that the client had one available. But thanks to the new micro-projectors, you can now take the show on the road easily.

I’ve been hearing about various prototypes for a couple of years, but nothing was available commercially. Now two companies, 3M (3Mproprojector.com) and Optoma (Optoma.com) have released micro-projector models that claim to have 6-10 hours of battery capacity, projection LEDs that are guaranteed to last 10,000 hours before replacement, and very high resolution images. As a bonus, the 3M works with SD memory cards or tethers to an electronic device via USB.

These mini projectors fit into the palm of your hand and work with batteries so you don’t need to find an outlet; a feature that would certainly come in handy. Most project an image from 5” to 50” and are compatible with lots of electronic devices such as cell phones, cameras, PDAs, iPods, and of course, laptop computers.

Reviews for the products have been mixed; most of the disappointing reviews are from people who are used to the performance of a full size projector. However, those who only need a quick and easy way to project a computer screen or PowerPoint are very pleased.

The street price for these projectors ranges from $350 to $400 but should (like all other electronic devices) drop over time.

If a micro projector sounds appealing to you, I suggest you find a seller that will let you take a “test drive” before making a full commitment to buy. The 3M projector is available from big box office stores, while the Optoma is available at multiple online vendors like Amazon.com.

If you’ve used a micro projector, give me a call at (949) 481-1232 or drop me a line. I’d love to get your “real world” feedback on how you use a micro projector and its performance.

Google Buzz Ignores Privacy

2010-02-20T07:55:00.000-08:00

A week ago, Google launched the Buzz social networking service as a part of Gmail. Almost immediately, many people complained as their entire Gmail contacts were published unknowingly and without permission. The contacts were used to create contact points for prospective Buzz users.

While Google made changes within a few days to the Buzz service to let you select the contacts for your network, they still have not made the Buzz service an option. If you don’t want to use it, it still is activated and you must subsequently disable it if you choose not to use it.

Many people enjoy the use of Gmail and its related services, however most don’t realize Google is using the information stored on their servers for targeted advertising. That’s the price you’re paying for using the service for without charge. In a business environment, it may be unacceptable to have a third party view potentially confidential information.

How Secure Is Your Data? Here Are Four Simple Things You Should Do Immediately!

2010-02-13T08:20:00.001-08:00

It’s never too early to prepare for an unforeseen emergency. The threat of fire, flood, severe storms, water damage from office sprinklers, and even theft is very real. One of the most valuable assets for any company is its data. Hardware and software can easily be replaced, but a company’s data cannot.

As a reminder to all of our clients, here are some simple things you should do to make sure your company is ready for any natural disaster.

1. Back Up Your Data and Keep a Copy Off-site - Everyone knows that data should be backed up on a daily basis, but many people still use in-house tape drives that get easily damaged in a natural disaster or fire. We recommend keeping more than one copy of your backup offsite and if your data changes rapidly, you should also backup your data to an off-site location daily. We offer this as a service to our clients.

2. Use a Quality Surge Protector With Uninterruptible Power Supply Battery - A high quality surge protector combined with an uninterruptible power supply battery backup will go a long way in protecting sensitive electronic equipment from surges and other electronic irregularities that can destroy your computer’s circuitry.

3. Make Sure Your Servers Are Off The Floor. If your office gets flooded, having your equipment off the floor will prevent it from being completely destroyed. Server racks can be purchased and installed very inexpensively.

4. Have A Disaster Recovery and Business Continuity Plan. Every business should have some type of plan in place for continued operation after a disaster. Would people know where to go? Who to call? How to log in and access data remotely? Hopefully you’ll never need it, but having a simple plan will make you sleep a lot easier at night knowing you have a way to continue to operate when disaster strikes.

If you need help in any of these areas, give us a call! We can not only help you get prepared, but also back up and running fast in the event of a disaster.

Microsoft Tag Hopes To Simplify Your Mobile Phone

2010-02-06T08:06:00.000-08:00

Microsoft is working on a technology called “Tag” that lets you to quickly grab a website, contact or other information with your phone.

Here’s how it works—just take a picture of the Tag with your phone’s camera and your phone will ask you what to do with the information. If it’s a website, it opens the web browser. If it’s contact information, it can dial the phone or add it to your address book. This promises to be very handy when you’re on the go.

Microsoft is currently testing the technology along with a tool that converts information into its new Tag format. It should work with most camera phones with internet access.

The picture at left is a tag with Attainity’s web address embedded inside.

Color Laser Printers May Compromise Privacy

2010-01-30T08:07:00.000-08:00

Most people don’t know that color laser printers place a microscopic code of yellow dots on every printed page that identifies the serial number of your printer.

The purpose of this is to provide a way for the Secret Service and other government agencies to investigate counterfeit currency printed on a laser printer. However, privacy advocates recently raised concerns that it may be used in other investigations as well.

A blue LED light is used by the Secret Service to reveal the code which can also include the date and time the page was printed.

Cool Tips and Tricks for Excel

2010-01-23T14:00:00.000-08:00

Some of us rarely open Microsoft Excel, others never close it all day long. Regardless of how you use Excel, we’ve compiled some cool tips that are sure make your work easier. Although these tips apply to Excel 2007, some will work with earlier versions.

Status bar calculations - There are times when you just need a quick calculation and creating a formula is a pain. The new status bar can show you quick calculations on the fly without writing any formulas - just highlight a group of numbers and you can get an average, a count or the sum.

If you don’t see this information on the status bar, you need to turn it on. Move your mouse to the status bar at the bottom of the Excel window and right click. The Customize Status Bar context menu with appear, displaying the numerous options available. The Average, Count and Sum options must be selected for this tip to work properly.

Zoom control - In earlier versions of Excel, if you needed to change the worksheet magnification, you had five preset choices on the toolbar or you needed to go into the View menu and make your change. Excel 2007 has a handy slider at the bottom of the screen that makes zooming fast. Just click on the zoom slider and move it to the size you want.

View switcher - Word and PowerPoint have had view switcher buttons for years. Now Excel has them too.

These buttons on the status bar quickly allow you to switch between a normal spreadsheet view , a page layout view and a page break preview

The page layout view makes it easy to to add headers and footers using a Word-style view. The page break preview lets you adjust the page breaks on your spreadsheet for better looking prints. If you don’t see the buttons, use the Customize Status Bar menu to turn them on.

Insert worksheet - Many of us never use multiple pages in Excel but for those of us who do, this is a time saver. When you’ve used the three default sheets and need a new create a new one, use the Insert Worksheet button to quickly add one to your file.

If you find Excel is not working the way you think it should, give us a call at (949) 481-1232 and we’ll help you out.

Hey, It’s National Clean Up Your Computer Month!

2010-01-16T08:03:00.000-08:00

Huh?

We didn’t believe it, but after some searching it’s official; the highly reputable “The Vinegar Institute” declared January as the National Clean Up Your Computer Month!

In light of this, we thought we’d take the time to answer a small but nagging question, “How do you safely get smudges, dust, and fingerprints off of a flat screen monitor?”

Although each monitor manufacturer has its own special instructions for cleaning, here are some guidelines you can use to get your screen looking like new in no time.

Turn off the monitor. It’s not required, but it makes smudges and smears easier to see.
Use a cotton cloth or compressed air to get rid of light dust buildup. Never use a rag or paper towel to clean since they can scratch the screen.
Don’t use products with ethyl alcohol or ammonia based products. Products like Windex can yellow flat-screen or laptop monitors.
Use water or a homemade mix to clean grungy surfaces. If water is not enough, concoct a cleaning solution of 1 part water, 1 part isopropyl alcohol, and 1/2 part white vinegar.
Lightly moisten your cloth with the cleaning solution. Never apply the liquid directly to the screen.
Wipe the cloth in one direction – from top to bottom. This method will ensure grime and dust move to the bottom of the screen surface where it can be wiped away.

One final guideline, never touch or press on your LCD screen with your fingers as this may cause the pixels to burn out. Happy cleaning!

Be Cautious With Windows 7’s 64-bit Version

2010-01-09T08:07:00.000-08:00

Computer manufacturers are now installing the 64-bit version of Windows 7 on new PCs instead of a 32-bit version. So what does this mean?

Microsoft created the 64-bit version because it works with more memory and processes larger chucks of information at a time. The result is a faster and stable PC. However, if you have an older printer, scanner, or other peripheral that you connect to your PC, check the manufacturer’s web site before you buy to see if 64-bit updated support software (or “driver”) is available.

If you’re not sure, stay with 32-bit Windows 7 so you won’t have problems. Or better yet, call us when you need a new PC for your business.

Using Rules In Microsoft Outlook

2010-01-02T10:54:00.000-08:00

Do you find yourself doing the same actions over and over in Outlook? Like placing a message in a specific folder or assigning it a category? That’s where Rules can help! They’re easy to use too, since there’s a wizard to walk you through the process.

Our screen shots will show Outlook 2007, but this works in all versions of Outlook since 1997.

In our example, we’re going to create a rule to move all messages received from a certain email address to a folder. Here’s how to start.

First, click on Tools menu and select Rules and Alerts. Next, you’ll see the Rules and Alerts box displayed. Click on the New Rule button and the Rules Wizard will appear. As you can see, there are several different types of rules you can create. For our example, let’s use the first rule which moves a message from someone to a folder. Click Next.

The next screen asks us what is the first condition we want to use. At the top, “people or distribution list” will be check marked. Go to the bottom portion of the box labeled “Step 2” and click on “people or distribution list” to select the email address of the message you want to move. Either select it from the list that appears or type in the email address. Click OK. Now click Next to continue.

The next screen is similar to the last screen. At the top, it asks “What do you want to do with the message”? The box labeled “move it to the specified folder” will be check marked. At the bottom labeled “Step 2”, click on the word “specified” to select the specific folder you want the message to go to. We’ll select our Clients folder and click OK. The box will now look like this, showing the sender’s email address and the destination folder.

The next screen asks if there are any exceptions. We’ll skip this step, so click Next again.

In the last step, give your rule a name and press finish. Your rule is complete! Now, all messages from “bob@somewhere.com” will automatically be moved to the Clients folder.

For rules to work, Outlook has to be open when the message is received. Have any questions or want a more complicated rule? Give us a call at (949) 481-1232.

If One is Good…Two Must Be Better

2009-12-26T08:41:00.000-08:00

If you’re like most business people, you have a common password that’s used on both your business and personal computers. Your password is likely to be something containing items such as your street address, birthday, school, family name, etc. which an easily accessible, password-stealing program could identify in just minutes.

To avoid being a victim of cyber criminals, security experts at the University of California, Davis, suggest having two passwords. One would be an easy password that could be used where not much security is needed. The second password would be more intricate and used for banking and other security-sensitive matters. Here are some tips to beef up security:

· Never use a proper name or a word that appears in a dictionary of any language.

· Use at least eight characters including upper and lower case, numbers, and symbols.

· Try using the first letters of words in a quote, phrase, or title.

· Change an element of the password at least quarterly.

Using Microsoft Word’s Research Pane

2009-12-19T08:17:00.001-08:00

The Research Pane in Microsoft Word is designed to help you find information from research books or internet research sites. For example, the Research Pane has a dictionary, a thesaurus, a translation dictionary, an encyclopedia and other reference resources.

Although we’ll be showing you how use the Research Pane in Word 2007, it’s available in previous versions of Word as well.

To get started, just highlight a word and right click it. From the menu that appears, select “Look Up” as follows:
The Research Pane appears on the right side of the document. It uses the highlighted word and display results from the encyclopedia and thesaurus.

There are several options on this pane; you can limit the results to just one reference source or you can perform additional actions. For instance, a drop down menu appears when you select a synonym allowing you to quickly insert the word in your document. You can also quickly look up the word in the dictionary.

Another convenient feature is the translation module shown below:

The selected word will appear translated at the bottom. If you want, you can click the green arrow and translate the entire document from one language into another. Just change the “From” and “To” languages as needed.

If needed, you can add or remove research resources by clicking on the Research options link at the bottom of the pane. This allows you to add a dictionary, thesaurus or encyclopedia in another language. You can also add search or financial sites.

If the Research Pane doesn’t work on your computer, give us a call.

Do I Still Need To Defragment My Hard Drive?

2009-12-19T08:05:00.000-08:00

The short answer is yes!

For those of you who have never heard of this, we’ll explain. Over time, the files on your PC’s hard drive become fragmented. This happens because the information that makes up a file is not stored in just one place.

It’s sort of like organizing the clothes in your closet. Everything is easier to find when it’s organized.

Since one portion of a file may be at the beginning of your drive and the remainder could be at the end, the time your PC takes to load the information takes longer. Since a slower PC wastes time, you want to defragment your drive.

It’s actually easy to do; just open My Computer, right click your “C” drive and select Properties. Click on the Tools tab and click on the Deframent Now button.

You should do this at least once a month for all of the PCs in your office to help keep them in top running shape.

If you want your PC housekeeping taken care of for you, give us a call at (949) 481-1232. This is just one of the chores our Sentinel Business Services plan handles while you sleep.

Expired or No Antivirus Software?

2009-12-12T08:01:00.000-08:00

In the last few weeks, we’ve seen several instances where PCs and even servers have expired antivirus software or no antivirus software installed at all.

When we’ve asked the businesses why, they’ve told us that they thought it wasn’t necessary any more. They thought they just needed a firewall.

Unfortunately, that’s not the case—especially on a server. A firewall is just part of a complete security plan for your business.

Antivirus software is inexpensive now, usually much less than $50 per PC to keep things current and up to date. When faced with the risk of compromising the privacy of your client’s information or lengthy down time to clean up a security breach, why gamble?

“Phishing” Still A Big Problem

2009-12-05T08:05:00.000-08:00

A while back, we wrote about “phishing”. It’s a carefully crafted email message or website designed to steal personal information.

One of our clients just had a close call with a phishing attempt. The email message claimed that the business domain (“dot-com”) name was about to expire and needed to be renewed. Actually, that was not the case.

Thankfully, our client asked us to check their domain name account as they could not find their sign on credentials. When we reviewed their account, we realized a renewal was not needed and the email message was a fraudulent attempt to gain the log on information.

Phishing attempts always use odd looking web addresses that belong to the fraudsters. Legitimate companies use their own web address in all of their correspondence.

So, how can you tell what’s OK? Actually, it’s easy. Hold your mouse over the link and if you see an odd web address, don’t click the link. Go to the company’s site directly and save yourself a lot of trouble.

I’d Like My PowerPoint To Go, Please!

2009-11-28T08:45:00.000-08:00

Do you use Microsoft PowerPoint? For those who don’t, it’s a software program that’s used to create graphic presentations. It’s included in most versions of Microsoft Office and it’s widely used from corporate boardrooms to our local schools.

For those of you who prepare and deliver PowerPoint presentations regularly, you either have to lug your equipment with you or rely on a computer and projector provided for you at the presentation site.

Relying on someone else’s computer can prove to be a problem for many reasons. To avoid these issues, Microsoft created a process to let you take your presentation “to go” so it will work seamlessly on any PC —even without PowerPoint!

Although we’ll be using PowerPoint 2007 to demonstrate, this can be done in older versions as well.

To get started, start up PowerPoint and open the presentation you’re working on.

Next, click on the Office button to open the menus and then click on “Publish”.

Then, select “Package For CD” as shown in the following screen shot:

The “Package for CD” dialog box will appear as follows:

Instead of copying the presentation to a CD or DVD disk, let’s copy it to a flash drive (also known as a “thumb” drive) as it’s faster and easier. If it’s not inserted into your USB port, please do it now.

Click on the “Copy to Folder” button and the following dialog box will appear:

Click on the Browse button and select the drive letter that corresponds to your flash drive. After choosing the correct destination, press OK and that’s it! Your presentation will be in a folder named “PresentationCD” on the flash drive.

The great part in all this is that this doesn’t just copy your presentation. It also packs a PowerPoint player for you to use when you don’t have the PowerPoint program installed on the PC you’re using.

To use it, just take your flash drive and insert it into any PC. You’ll see a prompt come up. Select “Open folder to view files”.

Next, double click on the “Presentation CD folder and then double click on the file named “play.bat”. Your presentation will start up in full screen mode without any fuss.

Trying to get something accomplished in PowerPoint and hit a snag? Give our office a call at (949) 481-1232 and we’ll help sort it out for you.

Telecommuting Workers May Pose A Security Risk

2009-11-21T07:53:00.000-08:00

A recent study by Ernst & Young reported telecommuters may risk confidential data when working outside of the office.

The problems stem from a lack of awareness about the security risks. For instance, 75% of the companies in the study permitted their employees to print documents with confidential data. Only 25% required the printed documents to be stored in a safe and secured manner.

One third of the companies provided shredders and another third only asked that the documents be shredded. 17% had no disposal requirement for paper records.

Accessing company data using employee owned computers also poses a risk as data can be easily copied and stored without sufficient security.

Depending on the type of business you conduct, you may be risking the privacy of your clients’ data when telecommuters access data away from the office.

To be safe, an explicit policy governing the use of data outside the office should be the starting point for your company. Please call us at (949) 481-1232 for additional assistance and guidance for your company.

Domain Registration Scams — Be Careful!

2009-11-14T08:09:00.000-08:00

Have you ever received a renewal for your domain name from an unknown company? Your domain name is the “dot-com” name that’s used for your company’s website.

An ongoing scam used by unscrupulous companies is to send a renewal form for a domain name they’ve never registered. This misleading form is actually an authorization to transfer the domain to the new company.

In the instances we’ve seen, these companies are outside the United States and charge exorbitantly high fees to transfer and register the name.

For most businesses, there’s little reason to move your domain name from one registrar to another. We recommend using a reputable company that’s been doing business for several years and we also recommend not using the company that hosts or designs your web site.

Why? If you ever want to change web hosting or web design companies, it makes moves more complicated. Also, we’ve seen numerous instances where web hosts or designers inappropriately list themselves as the owner of your domain name, which can make changes more difficult, if not impossible.

So, keep tabs on this simple detail as it can save you time and money.

Fake Antivirus Software

2009-11-07T08:40:00.001-08:00

Recently, the Attorney General in Washington state announced that they began working with Microsoft to address the spread of pop up advertisements offering fake antivirus software.

This type of useless software claims to fix a problem that does not actually exist. Pop-up messages advertising the software usually contain a message stating that a system problem has been found and the software should be purchased immediately to address the issue.

What makes matters worse is that the messages are designed to look like a Windows system message. A study of computer users by North Carolina State University found that almost two thirds clicked the “OK” button shown in the false messages.

We’ve seen instances where these deceptive messages contain links that install a Trojan horse or virus type program, creating a problem where none existed previously.

The most recent example of this is the advertisement for “Antivirus XP 2009”. Once installed, the software relentlessly displays false messages telling the user that problems exist and to purchase more software to correct the problem. Some of the software offered actually damaged Windows system files.

Microsoft and the Washington State Attorney General joined forces two years ago and successfully sued security software maker Secure Computer LLC. Their pop up messages scared users into needlessly purchasing their spyware cleaner program. Secure Computer eventually settled the suit for $1 million.

This type of problem is not going to go away soon, but it’s easy to protect your business with up to date security defenses and training for the employees in your firm. Give us a call at (949) 481-1232 for a free security assessment and checkup for your business.

Windows 7 Arrives With Better Speed, Compatibility

2009-10-31T07:59:00.001-07:00

Ever since Apple kicked Microsoft over and over again on television about Windows Vista, Microsoft has been hard at work on its replacement Windows 7. Released last week on October 22, it addresses Vista’s early shortcomings and shows you don’t need more expensive Mac hardware to make a computer safe, fast, reliable and easy to use.

You see, Vista wasn’t all that bad. Much to Microsoft’s dismay, Apple’s advertisers were great at convincing everyone that Vista was junk when, after its first service pack, it really wasn’t. So, Microsoft heard the noise, learned some hard lessons and decided to put Vista behind them with the release of Windows 7. So if you’re thinking about getting new PCs and sticking with Windows XP, make the move to Windows 7 for these reasons:

Better security - Ever notice how much slower Windows XP gets after time? There are several causes but the main reason is all the security updates Microsoft downloads and installs on your PC to keep it safe. It’s not that Windows XP is junk, it’s over nine years old and a “patchwork quilt” of software code. Designed for a time long gone, it needs to be patched regularly to keep you safe and is no longer optimized for speed like it was when it was new. So when you’re considering a new PC, get Windows 7 instead. It’s rock-solid and much more secure than both XP and Vista. We’ve been working with the pre-release versions since January in our business and we’re very pleased with its performance, security, compatibility and stability.
Better compatibility - Does your business use a specialized business application that doesn’t get upgraded often? Windows 7 has you covered on two fronts. First, it’s been optimized to run with more applications than Windows Vista. Windows 7 has been available to developers for over a year, so any updates that may be needed should be ready soon. But if your specialized software still requires XP to run, Microsoft has developed a special “XP Mode” for certain Windows 7 editions. This mode, which functions only on newer PCs, runs Windows XP Professional inside a “virtual PC” window! This method provides complete compatibility with even the pickiest applications.
Better performance - One of the complaints many people had with Windows Vista was that it required a stronger processor and graphics card as well as more memory. Since computer hardware has significantly advanced since Vista was released, those problems are no longer an issue. However, if you’re buying a new PC and have a choice of Vista or Windows 7, choose Windows 7 as it runs faster than Vista.
Better stability - Although Apple claimed Windows Vista crashed, it was actually the applications that crashed and not Windows. To address this, Microsoft worked hard with application developers to ensure both Windows and the tools they use to produce software are solid and reliable. These efforts are evident in the new Windows 7 release.

Considering new computer purchases in the coming months? Call us and we can help you with cost effective and productive solutions for your business.

Store Your Data On “Cloud”-based Services Carefully

2009-10-24T08:13:00.000-07:00

Last month, Google’s Gmail had a service outage on 9/1 and another on 9/24. This month, Danger, maker of Sidekick smartphones and owned by Microsoft, announced its servers had crashed and all the data would be lost.

While Microsoft was able to restore just about all of the data and Google’s service quickly came back up, it’s important to note that no one and no company is perfect. If your data is on your computer, your server, in the internet “cloud” with your web or email host, it needs to be backed up regularly to ensure your valuable information is safe.

The same is true for electronic devices. As smart phones and digital cameras become more pervasive in business, you need to ensure the data created by those devices is backed up too and not just up to an internet based service. In the past year, at least ten photo storage sites closed up shop. Some were associated with large firms such as AOL, HP, Yahoo and Sony.

Need help with safeguarding the data created by all the devices in your business? Give us a call.

Should You Leave Your Computer On At Night Or Turn It Off?

2009-10-17T08:04:00.001-07:00

We’re often asked by clients whether or not they should leave their computer on all the time or turn it off when they are not using it.

Several years ago we would have told our clients to turn their machines off to save power, however newer PCs can wake themselves up from a low power standby mode for updates.

But the more important reason is security. With the proliferation of viruses and threats over the last few years, things have changed.

Today, anti-virus programs and anti-spyware applications need regular updating. Windows also needs to be updated whenever a new security patch is released. This is usually not daily, but it may happen a few times each month. These updates are often scheduled to run in the wee hours of the morning when you're (hopefully) not using your computer.

It's important to update your system as soon as a patch becomes available. Hackers move very quickly to create malicious software programs that exploit machines that haven't been protected with the latest updates.

In addition to the above, you should be backing up your data every day, and the best time to do this is at night when you are not using it.

So leave your computer on but don't forget to restart it once a week to clear its memory.

Does Your E-mail Address Make You Look Like An Amateur?

2009-10-10T08:04:00.000-07:00

In business, image is everything - and if you’re a small business, we’re sure you want to do everything possible to portray your competence and professionalism. But there is one thing that may be undermining the professional image you are trying so hard to uphold, and that’s your e-mail address.

If you are using a Hotmail, Yahoo, Gmail, Cox.net, AOL or other consumer e-mail address, it sends a clear message that you’re a home-based business without a web site and domain name. In this day and age, that’s a major red flag. Even if it’s not true, do you really want to make that kind of impression on clients and prospects?

Having your own “dot-com” email address instantly gives you more credibility. You’ll appear to be more professional and established compared to competitors who might be using free e-mail accounts.

The good news is that getting your own domain name and e-mail account is easy. Call us and we’ll help you get started.

QuickBooks Tips and Shortcuts

2009-10-03T08:08:00.001-07:00

Last year, we published a post showing the shortcuts available using the “Windows” key on your keyboard.

Several people said they thought it was very helpful and asked if we could publish shortcuts for other common applications.

So, by “popular demand” here are the shortcuts we know for QuickBooks:

· Start QuickBooks without opening a company file - This is done by holding down the Ctrl key while starting QuickBooks. This is useful if you work with more than one QuickBooks file.

· Open a QuickBooks file without opening any windows - Hold down the Alt key while opening your file. This is useful if you closed your file with several windows open that are no longer needed.

· Display detailed information about your QuickBooks file and your program installation - When troubleshooting, pressing the F2 key displays a page of useful information.

· Quickly close the active window - Instead of clicking on the “X” icon in the upper right corner of the window, just press the Esc key to close the window. This is especially useful when keying entries.

· Delete a line from a transaction - Holding down the Ctrl key and pressing Del will remove an entire line in a transaction without selecting or highlighting it first.

· Delete a line from a transaction (part 2) - When you’ve selected a line or transaction, pressing Ctrl and D removes the list item or transaction.

· Add a line to a transaction - Holding Ctrl and pressing Ins will insert a new line above the transaction you’re working on.

· Display a transaction history window – Press Ctrl and H opens a window that lists a history of transactions that are linked to the transaction you currently have open.

· Display splits recorded on the currently open transaction - Press Ctrl and then “Y” displays a Transaction Journal window listing the entries associated with the transaction.

· Locate a transaction entry by using Find - Press Ctrl and then “F” to open the QuickBooks Find window. Use this windows to specify the criteria for your search.

· Display a help window – Pressing F1 will open the help window and display a topic relevant to the QuickBooks module you’re using.

Here are two tips for ensuring QuickBooks runs better in your business:

· Run the Update Utility monthly on every computer where QuickBooks is installed. The updates contain stability and accuracy corrections and it’s best when all computers use the same program file versions. This helps prevent potential calculation problems and data loss.

· Use the Backup Utility inside QuickBooks. This compacts your file and makes QuickBooks run faster. Be sure to store the backup file on your backup device for safe keeping.

Need more than one person working on your QuickBooks file at the same time? Give us a call at (949) 481-1232 and we’ll help you with a proper multi-user setup.

Got a Message “Stuck” In Your Outlook Outbox?

2009-09-26T08:00:00.000-07:00

Our clients who do not have their own email servers have this problem from time to time. This usually happens because they’re trying to send a message that has an attachment that’s too large.

This is easy to fix. We’ll demonstrate the steps in Outlook 2007. The steps are virtually the same in older versions .

First, click on the File menu in Outlook and select “Work Offline” and then select Exit to close out Outlook completely.

Open Outlook again and click on your Outbox folder. From here, left click and drag the message to the Drafts folder.

Next, click on the Drafts folder and then double click on the message to open it. Locate the attachment and right click on it’s file icon to remove it from the message.

At this point, you can either post the file on another server and send the link to the recipient or reduce the size of the file.

There are several methods to reduce the size of your attachment. In a previous post, we addressed how to reduce the size of picture attachments. You can also reduce the size of your file by creating a “zip” file. Right click on the file in My Computer and select Send To -> Compressed (zipped) Folder. Use the resulting zip file as your attachment.

A few months ago, we suggested using the free “You Send It” service to temporarily host a large file on another server. Log on to yousendit.com and follow the prompts. A link is sent via email pointing to the file on their server.

Regardless of whether you’ve reduced the size of your message or used a service such as YouSendIt, you’ll need to set Outlook back online. From the file menu, click on Work Offline to remove the checkbox and connect Outlook to the internet.

This problem is not going to go away anytime soon. This is because email was not designed to transmit large files.

If you have numerous files you need to send to another company on a regular basis, there are other solutions we can recommend based on the number of files sent, the number of files stored, how often the transfer needs to be done and other factors.

Please give us a call at (949) 481-1232 so we can understand what file transfer requirements your business has and recommend the appropriate solution for your business.

Microsoft Is Trying To Get “The Touch”

2009-09-19T08:10:00.000-07:00

Microsoft revealed that it would offer touch screen technology in its next Windows operating system, known as Windows 7. The technology allows a person to manipulate software with his or her fingers via a touch-sensitive screen similar to that currently found in Apple’s iPhone and iPod Touch products.

Microsoft executives believe the technology could spark a new class of personal computers in coming years by making computing tasks, such as photo editing and navigating internet-mapping services, much easier. One of the key features shown allowed for multiple touches simultaneously; for instance, dragging five fingers across a screen would draw five lines.

Windows 7 is scheduled to be released on October 22, 2009.

You Get A Pop Up That Says Your PC Is Infected With A Virus…

2009-09-12T08:05:00.000-07:00

So, what do you do? Click on the link?

Please don’t.

If you do, you will be infected with a serious virus that will ask you to pay to fix the problem – only the problems get worse and you’ll be asked to pay again and again.

These alerts are designed to appear to be coming from more well-known brand-name software companies like Norton or McAfee, but don’t be fooled! Here are some tips to keep you safe:

· Never click on any pop-up ads that advertise free virus scans or “Your Computer Has Been Infected” alerts.

· Buy well-known anti-virus and anti-spyware products and keep them up-to-date.

· Never open an email attachment unless you are POSITIVE you know the source.

· Avoid file-sharing software like KaZaa, Morpheus and LimeWire.

· Reset your browser security settings to the default level.

If you think your computer is infected by rogue software, stop using your PC and give us a call. If possible, either disconnect your PC from the Internet to shut off the connection hackers have with your computer or turn off your computer.

Your Data is Backed Up — Is Your Website Backed Up Too?

2009-09-05T08:06:00.001-07:00

Most businesses are alert to backing up business information as it’s a key component of a complete business continuity and disaster recovery plan.

However, many businesses overlook the data on their web server! In most situations, the files making up your company website represent a substantial investment in time, creative energy and money.

While all web hosts back up their systems, they typically do not back up their customers’ web sites unless it’s specifically requested. It usually carries an additional cost.

It doesn’t matter whether your website information changes regularly or remains constant, backing up your website files should be done regularly.

We recently worked with a business that lost their website as their web host packed up their servers and closed up shop without warning! Their web host was also their web designer so all was lost.

Not sure if your company’s web site is backed up? Give us a call at (949) 481-1232 and we’ll be happy to help.

Security Firm Discovers Gigabytes of Stolen Data

2009-08-29T09:05:00.000-07:00

Computer security firm Finjan of San Jose, CA recently discovered a compromised server with over 1.4 gigabytes of private information stolen from individuals all over the world.

The server, found during the course of an investigation, contained medical, banking, billing and computer login information. Private correspondence was also found.

The server was acting as a command center ordering other infected computers to send confidential information.

To make matters worse, security on the server had been completely breached. Anyone who wanted the information collected did not even need a password to access the server!

All of the information was collected in less than one month. Finjan immediately notified the companies involved in the theft.

Unsure about your data security? Call us for a free health check at (949) 481-1232.

Take Caution Before Opening Your Next e-Greeting Card

2009-08-22T09:02:00.000-07:00

According to a recent article in PCMag.com, cyber criminals are now starting to exploit e-greeting card sites in an attempt to steal confidential information. Last year, nearly 1/3 of infected e-mail messages contained a phishing scam, while 7 percent of such e-mail messages masqueraded as an electronic greeting card and directed the target to a malicious site.

Here's how it works: Hackers place a malicious link in the e-mail greeting, which first sends the user's web browser to an exploit server that checks to see if the user’s machine has the most up-to-date security patches. If the PC is unpatched, the server silently installs a software package onto the user's computer before redirecting the web browser to an authentic Yahoo greetings card. The software package contains a “rootkit” program that takes complete, unauthorized control of your computer along with a “keylogger” program that deceptively records all information typed on the keyboard including passwords and other sensitive data.

In other words, malicious software was delivered to the PC before the card was even opened!

How do you avoid this from happening to you? First, never open emails from unknown sources. Second, make sure your PC and servers always have the most up-to-date security patches. And finally, always maintain an active, up-to-date anti-virus software.

Our Sentinel Business Services makes certain all the computers and servers are in your office are always up to date and protected from malicious threats and vulnerabilities such as these. We also offer these services for businesses without a Windows Server. Please give us a call for more information.

Using Filters in Excel

2009-08-15T08:55:00.001-07:00

Do you work with lists in Excel? If you do, you may find it useful to check out Excel’s Filter feature. It allows you to display only the information you need based on criteria you select. It works best when you store data in columns.

We’ll show you how it’s done in Excel 2007. You can do this in older versions of Excel with a few differences.

First, open the worksheet you want to work with. Next, using the Ribbon bar, click on the Data tab and then the Filter button.

You’ll immediately notice that the headings of the columns now have “drop-down” arrows next to each column label.

If we want to display only the Disney movies in our sample spreadsheet, you would click on the drop-down arrow next to Category.

Click on the Select All button to deselect all categories. Then, select Disney as the filter criterion and click OK.

Excel will then only show the rows of data that contain “Disney” in the Category column.

If you wish, you can use more than one criterion, such as Comedy and Disney. You can also apply a filter to more than one column too. In the example above, we’ve applied a second criterion in the Ratings column so movies with only a rating of G or PG display. Notice the funnel icon at the column label? That means a filter has been applied on the column.

When you want to remove a filter, click on the funnel icon to drop down the filter menu and then click on the Clear Filter menu choice. The spreadsheet will immediately remove the filter and display the results.

You can also clear all of the filters at once by clicking on the Clear button right next to the Filter button on the Ribbon bar.

Want more help with Excel? We’ll be happy to show you more ways that can make you and your staff more productive.

Think Your Tape Drive Is Keeping Your Data Safe?

2009-08-08T09:43:00.001-07:00

Have you ever lost an hour of work on your computer?

Now imagine if you lost days or weeks of work – or imagine losing your client database, financial records, and all of the work files your company has ever produced or compiled.

Or, what if an earthquake, flood, or fire destroyed your office and all of your files? Or if a virus wiped out your server…do you have an emergency recovery plan in place that you feel confident in? How quickly do you think you could recover, if at all?

If you do not have good answers to the questions above or a rock-solid disaster recovery plan in place, you are quite literally playing Russian Roulette with your business. With the number of threats constantly growing, it’s not a matter of if you will have a problem, but rather a matter of when.

That’s why every business – large and small – must have a disaster recovery plan in place. But a big mistake many business owners make is thinking that having a tape back-up of their data is enough. Let me tell you why that’s dangerous thinking…

Tape back-ups have a failure rate of 100%. Incredible, isn’t it? Most people don’t realize that ALL tape drives fail at some point. But what’s really dangerous is that most companies won’t realize it happened until it’s too late.

That’s why thousands of businesses lose millions of dollars worth of data in disasters like fires, power outages, theft, equipment failure, and even simple human error. In almost every case, these businesses had some type of tape back-up system in place, but were horrified to find out it wasn’t working when they needed it most.

If you really want to be certain you could recover from a network disaster, give us a call. We can help you put together a disaster recovery plan that fits your particular situation and budget so you can sleep easier at night. The good news is that a little prevention goes a LONG way – but you have to be prepared or you could end up losing big.

Hoping To Save $$ with Wireless in the Office?

2009-08-01T08:03:00.000-07:00

When a business is considering a move or an expansion, we’re sometimes asked about using wireless networking to save the cost of pulling cables.

It seems to make sense, especially since pulling cables through walls can be a disruptive and sometimes expensive solution to get things connected.

However, you’ll never see a larger company use wireless networking except for temporary internet access for guest users.

So why is this? More and more people are using wireless networking to connect to the internet. And in the past several years, the technology has become much easier to set up and the connection range has also improved.

However, wireless networking is still not very secure.

When a larger company uses wireless to connect to their office network, they use very strong encryption and a security login that’s above and beyond what’s included with the typical inexpensive wireless router available today. The additional security provides what’s needed to protect your company’s confidential information.

When you’re a smaller office, especially one that needs to abide by HIPAA, Sarbanes-Oxley or other federal regulations, the additional security is available with your Windows server and/or business class firewall.

However, these additional steps don’t make sense for a computer that has a permanent connection to your network as it requires additional configuration and maintenance. Ultimately, it increases the overall cost and makes a wired connection the better choice.

Not sure about the security in your office network? Give us a call at (949) 481-1232 and we’ll help you securely lock it down.

LimeWire Software Exposes Firm’s Private Data

2009-07-25T15:56:00.001-07:00

An employee of a Virginia investment firm installed LimeWire, a peer to peer file sharing program on one the firm’s computers. LimeWire is used to share music, movies and files with others.

Unwittingly, the employee shared the company’s private data files exposing personal information about their clients including names, social security numbers and birth dates.

The clients included numerous high powered attorneys and Supreme Court Justice Stephen Breyer!

A search of the LimeWire network revealed the data files were downloaded to another computer and subsequently used for illegal purposes.

Allowing your employees full control over company computers can place your business at great risk. It’s not expensive or difficult to place restrictions on your network to stop this from happening. Give us a call for more information.

Norton software is causing problems with Windows XP Service Pack 3

2009-07-18T08:09:00.000-07:00

Symantec, maker of Norton security products is advising its customers to disable it’s SymProtect security feature before installing the service pack. Users have reported that this feature does not recognize the service pack and Norton may become unusable. We understand Norton has a software patch to correct the problem. If you need help with this, please give us a call.

Using Signatures in Microsoft Outlook

2009-07-11T08:35:00.000-07:00

Have you ever noticed email messages with a consistent closing at the end of a message? In Outlook, that’s a “signature” and it’s easy to set up.

Many businesses add a salutation, contact information, a small graphic and even a disclaimer at the bottom of their messages.

The steps below describe how this is done in Outlook 2007, however it’s very similar in previous versions.

After you’ve decided what content you’d like to have, open Outlook and click on the Tools menu and select Options. When the Options dialog box appears, click on the Mail Format tab. Then, click on the Signatures button.

When the Signatures and Stationery dialog box appears, make sure the Signatures tab is selected. Then, click on the New button shown below.

The New Signature dialog box will appear. Type a brief description of the signature and click OK.

Begin typing the signature you’d like to use. As you can see from the example below, you can use the toolbar to format your signature text using different fonts, colors, hyperlinks and graphics.

If you use a graphic in your signature, use a graphic that has a very small file size. Spam filters look for graphics and may flag your message as spam.

The last button on the toolbar is for adding a hyperlink for your website or email address. Click on it to display the dialog box to the left.

To add a website address, click the “Existing File or Web Page” button, type your website address in the Address field at the bottom and click OK.

To add your email address, click the “E-mail Address” button. You’ll see the dialog box change as show on the left. Type your email address in the E-mail address” field and click OK.

After you’ve added the information you want and the signature is formatted correctly, set the signature to appear as your default. Using the Choose default signature field, select the signature you created for New messages and/or Replies/forwards as shown above.

Click OK to exit the Signatures and Stationery dialog box and click OK again to close the Options box.

Need help? Please give us a call.

Has Your Computer Been Taken Over By A “Bot?”

2009-07-04T10:27:00.001-07:00

David Perry, of security software maker Trend Micro, recently said, "An unprotected Windows PC will become owned by a bot within 14 minutes."

A bot is an automated program that takes over your computer and uses it as a spam machine or something equally as evil. One way to spot a bot is to be aware of network activity when you aren't on the Internet. You can put a network status light in your system tray. If you see it blinking when you are not using the Internet, there might be a problem.

Do this: In Windows XP, choose Start, Control Panel, Network Connections. You will see an icon for your network connection. Right-click the network connection and select Properties from the popup menu. Check "Show icon in notification area when connected," and click OK.

If you see unexplained network activity, you may have a bot. Double check by going to one of several free scanning sites such as Trend Micro's HouseCall or McAfee Free Scan. Then buy anti-virus software, install a firewall, and never open e-mail attachments from unknown sources.

Protecting Your Notebook PC From Theft

2009-06-27T07:47:00.001-07:00

If you have a notebook PC in your office and there’s a lot of in and out traffic, you may want to consider locking your notebook to the desk.

No, we’re not talking about a big chain, but a cable and small key lock that connects right into most notebook PCs.

If an intruder tries to walk away with your locked notebook, the case and chassis must be broken making the notebook PC unusable.

Most notebook PCs (and even some desktops and monitors) have the slot that supports the lock. You can tell by looking at the side of the case for a small slot.

This type of lock is not for everyone, as it needs to be wrapped around a table leg or similar object (see the picture at left).

Please let us know if you need assistance securing the notebooks in your office.

Problems with Apple’s Safari Web Browser for Windows

2009-06-20T21:27:00.001-07:00

We recently reported that Apple’s update program for the iPod and iTunes was quietly installing the Safari Web Browser. Our recommendation was to unselect the program when Apple Update runs.

Unfortunately, Microsoft reported some dangerous anomalies with the product. If you visit a rogue web site using the Safari browser, the web site could conceivably take over control of your PC.

While it’s possible to reconfigure Safari to prevent this from happening, we’re reiterating our recommendation to stay away from Safari unless it’s absolutely necessary to conduct your business.

So far, we haven’t seen any business reason to use it. We’ve only heard of reasons not to use it.

We like Apple’s technologies, but we have a problem when programs are installed without your explicit knowledge—especially when the programs place can your system (and possibly your business data) at risk.

Free Designer Templates Available for Office 2007

2009-06-13T19:51:00.001-07:00

Want your documents to have a more professional look? Microsoft recently released several new document templates for Office 2007. The templates, designed by the advertising and design firm of Bradley & Montgomery, also demonstrate some of the new features released with Office 2007.

Since most small businesses do not have the resources for an outside design firm to help with their marketing and design needs, these templates make it easy for businesses to incorporate their logo into their documents and other communications.

When you log onto the template web page, you’ll see six template categories with nine colors to choose from. Each template can be customized with a business logo and then used in Word, Excel, PowerPoint, Publisher, or Microsoft’s Accounting Express software.

The templates are free to download from the following link: http://www.microsoft.com/smallbusiness/office2007templates/

Once at the site, you’ll also find a link to download instructions explaining how to install the templates on your system. The instructions has additional links for information, demonstrations and support on using and managing templates with Office 2007. Let us know if you need help using the templates in your business.

Don’t Use Windows Home Server At Work!

2009-06-06T08:01:00.000-07:00

Last year, Microsoft released Windows Home Server. It’s intended for homes with two or more PCs.

It has great features that can make having multiple home PCs less of a chore, such as a smart backup system that backs up and restores connected PCs, simple hard disk expansion and quick and easy access your programs and files from anywhere.

HP has a few machines designed around Home Server. You can also purchase the Home Server software separately if you’re adventurous and want to install it yourself.

Quite frankly, we’re excited about the product and believe it has great promise.

Microsoft designed it as a consumer product with only consumer support - no priority business support is available. They even published a children’s book, prepared a video and designed a web site about it to accentuate the point that the product only belongs in your home!

Even though it's attractively priced, businesses should stay away from Home Server for several reasons. First, and most importantly is that we’ve seen computer repair shops sell it to small businesses as a “cheap” server. For some, the results have been disastrous as the product has some shortcomings:

It doesn’t have the same security as the other Windows Server products, so your data is not nearly as secure.
While it can back up your PC, it doesn’t notify you when there’s a problem.
Very few people know how to support the new operating software. Using standard Windows tools can cause data loss.

If you need a robust platform to help your business grow, don’t get a Home Server. Give us a call and we’ll guide you in the right direction.

The New Word, Excel and PowerPoint File Formats are No Big Deal.

2009-05-30T08:05:00.000-07:00

When Microsoft introduced Office 2007, they changed the file formats for Word, Excel and PowerPoint. Rather than using the old proprietary format, the new files are now compressed “zip” files with extra formatting information.

The upside is that the files are usually smaller and it’s easier for third parties offering customizations.

The downside is that it can be an inconvenience for those who don’t have the 2007 version.

If you have Office 2007, you can easily save your files with the old format. However, if you have an older version of Office, Microsoft has an add-on that let’s you work with files in the new format.

Open your browser and type http://tinyurl.com/3xr4tt to download the free add-on directly from Microsoft. Call our office if you need help or if you have questions.

Has Your Internet Connection Slowed Down?

2009-05-23T08:33:00.000-07:00

We’ve heard several reports from our clients that their internet connections are slow.

What many people overlook is how the internet is being used. Specifically, we’ve found in several instances that slow internet connections are frequently caused by the computer users and not by a computer problem or a slowdown by your internet service provider.

In these instances, computer users are watching You Tube, listening to internet radio stations, watching web casts, downloading big mail attachments or software updates which reduces the amount of bandwidth and causes the internet to respond slower for everyone else.

Communication services such as Vonage, Packet8 and Skype also can add to the internet traffic and will slow things down.

If it’s too slow, please give us a call as we can determine how your internet connection is being used. Then you’ll know if you really need more speed.

Using the “Places” Bar in Microsoft Office

2009-05-16T10:17:00.001-07:00

You’re probably seen the Places bar countless times when you save a file. It’s the vertical bar of icons you see on the left when you save or open a file in Microsoft Office with Windows 2000 or XP (It’s looks and behaves differently in Windows Vista).

But did you know you can add icons with shortcuts to your favorite folders?

It’s actually very easy.

To get started, open a Microsoft Office application, such as Word, Excel, PowerPoint or Publisher.

Using the menus, select File -> Open. You can also click the Open File icon on the toolbar, as shown below.

This will display the Open File dialog box.

Now, let’s add some room for our new Places icons. Move the mouse over the bottom border of the dialog box. The mouse pointer will change to a double headed arrow.

Using the left mouse button, click and drag to increase the size of the box. It will look like the screen shot here. See the extra space below “My Network Places” icon?

Now we’ll add a new
“Place” to the icon list.

Using the Open File dialog box, navigate your way to the favorite folder you want to add and highlight it.

Now, click the “Tools” drop down menu on the top right of the box as shown below.

Select the “Add to “My Places” menu choice and your folder will appear as a shortcut icon at the bottom along with the other icons.

If you want to rename the new icon, right click on it and select Rename. You can also remove the shortcut as well.

You may want to select “Small Icons” from the menu so you can display more icons in the same space.

Yahoo Toolbar and Messenger Suite Found to Stop PCs

2009-05-09T08:50:00.000-07:00

Have you ever seen your PC suddenly stop and display a blue screen with a cryptic white text message? We hope not!

In tech circles, it’s known as the “Blue Screen of Death”. This behavior is built into Windows to stop everything and prevent any damage.

We recently saw two systems come to a grinding halt with these messages. With the proper tools, these messages can be used to quickly find the problem and get the computer running again.

Usually, the message is caused by an incompatibility with hardware and software. In this instance, we determined it was due to the Yahoo Toolbar and Messenger suite!

As soon as the software was removed, the problem disappeared. It seems a recent update may have caused the instability.

We’re actually very surprised as we know several clients who have used this software for years without problems.

However, with all business PCs, we strongly recommend only installing the software needed to do your work.

Be Careful of Microsoft’s Windows Live SkyDrive

2009-05-02T08:42:00.001-07:00

Have you heard about SkyDrive? It’s an online service from Microsoft that allows you to store files to a “virtual disk drive” on the internet.

It’s a great idea for transferring files from one person to another instead of using email, which really wasn’t designed for that. If you haven’t checked it out, take a look at http://skydrive.live.com.

As of now, Microsoft is offering 25 gigabytes of storage for free for anyone signing up. While this is a great idea, we want you to be alert to what this service does.

If someone in your organization wanted to, they could transfer your company’s data, including client files, marketing data and other information and store it in SkyDrive.

A few months back, we warned our clients of the same danger with iPods in the office. Now it’s even easier to take your company data out of the office if you’re not careful.

If you are concerned this may be an issue for you, appropriate restrictions can be placed on your network to prevent access.

In addition, we recommend an “acceptable use policy” regarding the computers in your office should be prepared, communicated and signed by your employees.

All These Updates Are Dizzying!

2009-04-25T08:06:00.001-07:00

Whew! Just when you think all of the updates are done, some more come along to take your time.

Or ignore.

And that’s what the hackers and spammers are hoping you’ll do.

We’ve found that many businesses ignore software updates because they don’t see the benefit or the value to their businesses. And since resources are often precious, this falls to the bottom when things are prioritized.

So why are all the updates we see so important?

Updates released by a software company don’t just correct a software bug or problem. They also fix problems that compromise the security of your systems and could allow someone to access your system without your knowledge. Which could turn your PCs into hosts for spam, illegal music, games or much worse.

One of the most ignored updates are those for Sun Java.

The Sun Java updates are now especially critical. A recent update closes up a “software hole” and prevents a particularly nasty Trojan horse program from infecting your system.

Not only does the infection cause pop ups, it makes your system just about unusable. Even worse is that it cannot be easily removed even if your PC has anti-virus and anti-spyware protection.

An infection of this type recently hit one of our newer clients, slowing down their staff and causing a lot of wasted time and frustration.

Prefer not to worry about all the updates needed to keep your business safe, productive and focused? Call us and we’ll help you!

There’s No Such Thing as a Free Lunch

2009-04-18T07:48:00.001-07:00

A colleague began installing a free word processing program for clients instead of Microsoft Word. For home users, it made sense.

Several business owners were enthused by the free software and began to use the program in their offices. Unfortunately, support for the software was never considered.

Some time later, the free program began to corrupt the document files due to a bug in the software. Untold dollars were spent and resources wasted trying to find the problem and recover the lost data.

So, please be careful. If you decide to use free software in your business, be certain you know how and where to get support if problems crop up. It makes no sense risking your valuable business data just to save money on software licenses. Please let us know if you are considering free software for your business.

Using Distribution Lists in Outlook

2009-04-11T08:45:00.000-07:00

Do you regularly send messages to the same group of people? Instead of keying in or selecting the names one by one, you can create a group of names known as a “Distribution List”.

We’ll use Outlook 2007 in the example. The process is very similar in older versions of Outlook.

From the File menu, select New and then Distribution List.

In the Distribution List window that appears, click on the “Select Members” button.

The Select Members window will then appear. Using the mouse, select each contact you want in your distribution list. Once the contact is selected, click on the Members button at the bottom of the box to add the name.

Here’s a shortcut—hold down the Control key while you click. This allows you to select several contacts at once instead of just one at a time.

Once you’ve selected all of the names you want in the list, click on the OK button at the bottom right. All of the names you selected will appear in the Distribution list box.

We’re almost done—type a descriptive name for your list in the Name field and click Save & Close. That’s it!

To use your new Distribution List, just select it from your address book it instead of selecting a contact. Distribution Lists work with new email messages, tasks, task requests and meeting requests.

If you plan on using a Distribution List to send a message to more than fifty people, you may want to create several Distribution Lists, each with less than fifty recipients. You don’t want to send out more than fifty messages at once as your internet service provider may think you’re sending spam.

If they suspect you’re a spammer, they may suspend your internet service or flag your domain (or dot-com) name as a source of spam.

If you need to send a large number of messages on a regular basis, we recommend using a commercial email marketing service to do the sending for you, such as Constant Contact or AWeber Communications. These services offer email templates, tools to manage your list, results metrics and other professional services that Outlook can’t provide.

So, consider the Distribution List feature for small mailings or groups you frequently contact and save the big jobs for the professional services.

“Out of the Office” Email Notifications

2009-04-04T08:01:00.001-07:00

Ever get an automated email message from a colleague stating they’re “out of the office”?

Sounds like a great idea, as it lets everyone know who sends you an email message that they may not get a response in a timely manner.

You can turn this feature on in Microsoft Outlook when you use an Exchange email server. It was added by Microsoft in the early 1990s when email was only sent inside a company and not throughout the internet. (At the time, internet email was only used by universities and the government.)

Unfortunately, “out of office” messages are no longer a good idea even if you're using a robust spam filter. The return message validates your email address to the spammers. And that increases the value of your address, getting it placed on more spam mailing lists.

If a colleague of yours uses this feature, you may want to pass along this tip.

Be Sure the Phishing or SmartScreen Filter is Turned On

2009-03-28T09:22:00.001-07:00

A while back, we explained what “phishing” is. It’s an attempt by carefully crafted email messages and web sites to get your personal information for fraudulent uses.

To help combat this problem, Microsoft has added a “phishing filter” to Internet Explorer 7. The filter receives updates whenever Windows Update runs. In Internet Explorer 8, it's called the "SmartScreen Filter".

To check if your PC has the filter turned on, open Internet Explorer.

From the menus, select Tools. (If you don't see any menus, press and release the Alt key.)

For Internet Explorer 7: Select Phishing Filter and look at the second choice. If it reads “Turn Off Automatic Website Checking”, then the filter is on - no action is needed. If it says “Turn On Automatic Website Checking”, select the menu choice and the Microsoft Phishing Filter box will appear. Select “Turn on automatic Phishing Filter (recommended)” and click OK.

For Internet Explorer 8: Select SmartScreen Filter and look at the second choice. If it reads “Turn Off Automatic Website Checking”, then the filter is on - no action is needed. If it says “Turn On Automatic Website Checking”, select the menu choice and the Microsoft SmartScreen Filter box will appear. Select “Turn on SmartScreen Filter (recommended)” and click OK.

You’ll now be better protected from these problems when browsing the internet. Internet Explorer 7 and 8 is only available for Windows XP and later. If you don’t have it, you should install it.

Internet Explorer 8 Released Yesterday

2009-03-21T10:25:00.001-07:00

If you like being on the bleeding edge of technology, go download and install Internet Explorer 8 here. It's been thoroughly tested and works well with most web pages. You can always uninstall it if you don't like it.

However, in a business, the bleeding edge is not appropriate for a production environment. An application that may rely on some of the components of Internet Explorer may need an update to work properly. This type of discovery is done through testing.

So, avoid the temptation and leave Internet Explorer alone for the time being - especially until you know your business specific applications run OK.

Google’s Free Toolbar—Why Bother?

2009-03-14T08:20:00.001-07:00

Google's ubiquitous toolbar is like an unwelcome guest. Several programs (like Adobe Reader and RealPlayer) include it with their downloads, many people don’t even realize they’re installing it!

A few years ago, during the time Microsoft was not actively working on Internet Explorer, Google’s Toolbar made sense. It added a quick way to search for content on the internet and it also helped stop those annoying pop up windows.

However, Google decided to add a web site tracker in the toolbar. By tracking the websites you visited, Google could have a better understanding of web surfing behavior and would subsequently improve the quality of it’s internet search engine.

After many people complained it would compromise security, Google added a way to opt out of the tracker, however most people don’t know how to do this.

Besides tracking your web surfing habits, Google also runs a software program in the background to check when the toolbar should be updated. This program slows down the startup of your system and uses additional memory needlessly.

Ever since Microsoft added a search bar and a pop up blocker to Internet Explorer, the most commonly used Google Toolbar functions are no longer needed.

We recommend removing the toolbar unless you use the other toolbar buttons regularly.

iTunes Updates Push Safari Internet Browser

2009-03-07T08:10:00.001-08:00

Last year, Apple began offering it’s Safari internet browser for Windows as part of the iTunes update process.

Unfortunately, this has caused confusion for many people. Some people thought it was for Macs only, others thought it was needed to keep iTunes working.

To clear up any confusion, the Safari browser is an alternative to Internet Explorer. Apple is offering it as part of the iTunes update as it may eventually have a tie-in to the iPhone.

However, we’ve read several reports that it’s not as safe as Internet Explorer or Firefox. To make matters worse, some web sites don’t display properly. Our recommendation is to pass on it for now as it’s not needed for business.

Vista is Really OK - Service Pack 1 Fixed Vista's Problems

2009-02-28T08:52:00.001-08:00

Last year, on March 18, Microsoft released Windows Vista Service Pack 1. Highly anticipated, it was much more than just a collection of fixes and patches, it was a complete update of the underlying Windows software code.

We’ve been working with Vista Service Pack 1 since it was released and we’re very pleased with the update. The numerous issues that prevented us from recommending Vista to our clients are now been resolved.

Microsoft corrected a major flaw that slowed down any operations with files (opening, moving, copying, deleting, etc.) Vista is now just about as fast as XP in this area.

Another Vista disappointment that was fixed was its lack of support for existing hardware, like printers and scanners. When it was released, Vista only supported about 10,000 peripherals; now is supports over 50,000! Oddly enough, the 10,000 number wasn’t nearly enough, so Microsoft worked with hardware manufacturers and added the support to the service pack.

You'll also notice all of those negative Apple ads (I'm a Mac) have disappeared because those problems don't exist anymore. However, it's not a good idea to go and buy an upgrade version of Vista and upgrade a PC with XP installed. In most instances, you won't like the results as operating system upgrades never work very well.

We've also heard of numerous glitches with older software and Vista. If you use a software program that’s specialized for your industry, you may need an update or a configuration change in order for it to work properly. In our experience, there are very few applications that don’t work with Vista. And since Vista's been out over two years, there's no reason not to purchase your next PC with it installed.

How Do I Use Styles in Microsoft Word?

2009-02-21T07:30:00.000-08:00

One of the most often ignored features in Word is styles. Microsoft thinks it so useful, they placed the styles buttons front and center in the toolbar in Word 2007 so you wouldn't miss it. So what exactly is a style?

A style is a collection of formatting selections that can be saved and reused. Instead of selecting text and changing the font and margins over and over, just pick a style and it’s done. Using styles can be a big time saver.

We’ll use Word 2007 to demonstrate how this is done. If you have an older version of Word, you can create styles using the menus.

To create a style, start with a paragraph or other block of text that you’ve formatted the way you want. Then highlight it using the mouse.

Open the Styles window by clicking here:

At the bottom of the window, click on the New Style button.

The Create New Style from Formatting dialog box will appear.

Type a brief, descriptive name for your style in the name field. In the next field, make sure the Style Type is set to “paragraph”.

At the bottom of the box, click on the check box “Add to Quick Style list” and the button labeled “New documents based on this template” so the style will be available to other documents.

Now, click OK. The style you created will appear in the ribbon bar at the top of the page.

To use it, just highlight some text and click on the button to apply the style.

So how is a template different than a style? A template can have several styles, along with a return address, page numbers, logos and other items that you want consistent in your document. We’ll cover how to create a template in a future post.

Google Your Kids

2009-02-15T07:50:00.001-08:00

Recently, the ABC program 20/20 ran a story regarding online harassment of children.

During the segment, Parry Aftab of WiredSafety.org suggested you should “Google Your Kids”.

Specifically, you should do a Google search using your children’s names, cell phone numbers and instant messenger screen names to see if there is any negative references posted on the internet.

Even more interesting was her suggestion to use Google Alerts (http://www.google.com/alerts) to send you an email message when any of your child’s information is found on the internet.

The Google Alerts service is in a “beta” or testing phase, so it may not work 100% of the time, but it’s a clever way to keep tabs on the references to your children on the internet.

Why All These Adobe Updates?

2009-02-07T10:42:00.001-08:00

Do you find it frustrating to be interrupted with reminders to update your Adobe Reader or Adobe Acrobat software? We find that most computer users ignore the reminder because they’re busy and don’t notice any visible changes when they do take the time to install the update.

If your program isn’t updated, security flaws could allow a malicious website to run software that will crash your PC after opening a PDF file. That's why it's very important not to ignore these alerts. When installing the update on an individual PC, the update takes about five minutes depending on the speed of the computer.

Recycling or Donating a Used PC? It’s Not So Easy...

2009-01-31T08:25:00.001-08:00

You’d think that donating your PC to a school, charity or other non-profit organization would be a welcomed gesture. If you’ve ever tried to do it, you’ll find that there are many strings attached to the process that almost make it not worth the effort.

In order to keep a PC legal, the receiving organization often insists on having all of the software licenses accompany the gift along with the original software installation CDs. Most organizations also ask that donated PCs meet a certain level of technology so they don’t receive junk.

When confronted with these obstacles, consumers and business owners frequently “just say no” and pass on a charitable donation.

Sometimes, this hassle causes people to just toss their PCs in the trash, but that’s now illegal as PCs contain lead, mercury and other toxic chemicals that leech into the ground when they decompose.

Your home computer, as well as any electronic device should be recycled at the county landfill. A business recycling several computers at once must work with a commercial recycling firm as the landfill only accepts computers from consumers.

If your business is planning on recycling several computers at once, please call us. Not only can we help with the disposal process, we’ll make sure your data is safely erased and does not get compromised.

QuickBooks Running Slowly? Make a Backup!

2009-01-25T19:43:00.001-08:00

Has QuickBooks started to run slowly? And everything else on your PC seems just fine? Then it’s time to use the backup feature in QuickBooks.

QuickBooks records your changes in log file that’s separate from your company file. As your log file grows, QuickBooks takes longer and longer to open your file and record your changes.

When you create a backup in QuickBooks, it combines your log file with your company file, rewriting and optimizing your QuickBooks file at the same time.

So, even if you store your QuickBooks data on a server, you still need to use the QuickBooks backup process to keep your file in top shape.

Office 2007 User Interface Guides

2009-01-17T20:55:00.000-08:00

Have you made the switch to Microsoft Office 2007? Some find it a little confusing as everything has been moved around.

We found a great page on Microsoft’s site that has a collection of downloadable guides that help you find where the old menu choices have been placed in the new versions. It’s been very helpful for our clients.

View the page by clicking here.