A sneak peek at new features in Outlook 15
Microsoft’s upcoming office suite including Outlook 15, offers a familiar experience with similar capabilities and a few additional features you may find handy.
Hotmail accounts previously required an add-on, Outlook Connecter, to work. Outlook 15 offers seamless integration. You can setup your Hotmail accounts like any other e-mail and use all of the features of Outlook to send and receive messages as usual.
Peeks is another new feature that gives you visibility into objects in Outlook without changing your view. Peeks allows you to mouse over preset headers in the footer of Outlook such as Mail, Calendar, People, or Tasks and view a pop-up box with a glance of the section.
An inline reply option helps you reply to your e-mail messages quickly in the reading pane. This feature will simplify the way you send a response. You can compose in a new window if you would like but, for faster replies, you have the option to drop a quick note without switching to another window.
No Social Connector add-on needed Outlook 15 allows you to include your social networking accounts like Facebook and LinkedIn. It’s as easy as adding the configuration to Outlook’s defaults.
These new features allow for a more seamless experience in Outlook eliminating the need for a few add-on’s. Whispers online are hopeful for a late 2012 release of Office 15. Let’s keep our eyes peeled!
Andrew Nevens
InnerTag
407-949-0106 x704
andrew@innertag.com
www.innertag.com
Sluggish computer slowing your start in the morning?
Does your computer take forever to turn on in the morning? If you find yourself wandering around the office cleaning up and making coffee while your computer warms-up, these quick easy tips may be a lifesaver.
Did you know... that when your computer starts, all the software logged in your startup utility kicks into action? Sometimes, with new software downloads, the installation program will even automatically add the new software to your startup utility. If you haven't reviewed your startup utility lately, you may not even use all the programs that start when you turn on your computer.
Clean up your startup utility. In all Windows based systems, there is a startup folder that tells you what programs are set to initiate when you start your computer. Keep in mind, not all the programs that startup with your computer even appear in your system tray. You may not even know what is working in the background.
Find your startup utility. Keep in mind, you may need to be logged on as an administrator to make changes to the startup on your computer. Here are a few steps to help you find your startup utility:
Windows 7 users - to visit your personal startup folder to make changes for just your account, go to “My Computer”, “C:\” drive, click on “Users”, your user name, “AppData”, “Roaming”, then click on “Microsoft”, “Windows”, “Start Menu”, “Programs”, and finally “Startup”.
Older Windows versions - go to the “My Computer” folder, click on “C:\” drive folder, select “Documents and settings”, click on your user name, then “Programs”, and finally “Startup”.
Please note, if these folders do not exist then the programs starting up may be set for all users on the computer. You may need to click on “All users” to view all startup items instead of just your user account name.
Want to add something new? If you would like, you can even add new programs to the startup folder too. Simply find the program in your “Start menu” or on your desktop and right click, then select copy, go back to the “Startup folder”, right click and select “Paste”. This will add it to the regular startup menu.
Advanced users… Sure, you can always use the “Start”, “Run”, and “msconfig” path to get to the startup utility. However, **a word of caution** If you start turning things off that are connected with your operating system, things may not work right when you reboot. Only if you’re confident that you know the programs you want to disable, simply find them (double check it is the proper program by viewing the program path) and uncheck the box.
No matter what, restart your computer after making any changes. You may find something missing that you wanted. But, this way, you will notice right away and know just where to look to fix the problem retracing your steps.
If your computer is still running sluggishly, you may need a technician to clean it up and run a virus check. Infected computers will often run slower when starting up because programs running in the background can slow you down.
Give me a call if your computer needs a tune-up.
Andrew Nevens
InnerTag
407-949-0106
andrew@innertag.com
www.innertag.com
Don’t rely on Luck! Is your company prepared for disasters big and small?
While your cousins brother or the Jerry in sales may know a lot about computers, how much time can you spend bogged down with technology issues before your business looses money. Consider greater risks like natural disasters, does your answer change?
Can you afford to close the doors of your business for 2 days? Imagine if your network went down due to a virus attack, hardware issues or software problems (all common in a standard year of operation for small businesses in the US.) How long would it take to get your company up and running again?
Put a dollar amount on possible losses Quantify how much money you’re loosing each year due to minor technology issues like these. Don’t forget to include losses associated with paying employees to work when they aren’t, missed opportunities to serve your current clients, and potential customer losses due to downtime.
IT risks are inevitable, be prepared! Unfortunately, risk is a part of business; the question is how you handle the situations that arise. Will you be a proactive business owner with a plan or will you fix things only when they’re broken. Lessen the intensity and pain when downtime strikes; gather your resources and create a plan so you can take action immediately when the time comes.
Identify risks and solutions Take time to asses risks that can impact your business and create a Business Continuity Plan or roadmap for navigating your company operations during adverse conditions.
To get started, take a look at the threats associated with your business; earthquakes, fire, flood, malware attack, utility outage, or theft. While each company has a little different list of threats, all of these risks ultimately have the same negative impact.
Preventative steps and action plans After you’ve identified the risks, take a look at preventative measures and plan solutions. Preventative measures may include things like off-site backup, flood and fire planning, additional resources for communication if the phone lines are down, secure secondary computers or an alternate worksite.
Prepare an action plan so everyone in your company knows just what to do in an emergency. Create a list of who to call in an emergency: managers, utilities, repair resources, and emergency response groups like your local fire station, police, and EMTs. Be sure to include insurance information too like the carrier name, policy number, and contact information.
Real statistics Inc.com reported in a recent article titled Why You Should Stop Reading This and Go Get a Data Backup Plan,
“Some half of small businesses never reopen after a data Armageddon… Fifty-nine percent of the 130 owners surveyed said they have no disaster plan because they ‘haven’t thought about it’… yet more than two-thirds (69 percent acknowledged they would lose money if their business were unable to function for a single day.”
Are you prepared for the unexpected? Even if you are not anticipating a natural disaster, smaller issues like a building fire, flooding from a broken water heater, or a cyber attack can be just as devastating. Planning ahead may mean the difference between recovering gracefully with minimal damages and closing your doors for good.
Ready to get started? If you need a hand evaluating your IT systems to prepare for inevitable downtime, give us a call. We can help you analyze your current IT structure, identify risks, and set up a plan for ongoing management. We offer monitoring and support from our knowledgeable IT staff and low fixed monthly contract rates to cover all your IT support needs.
Offload your IT woes to a responsible IT expert dedicated to the well being of your business. So you can focus on what really counts, keeping your doors open even in a crisis.
Andrew Nevens
InnerTag
407-949-0106
andrew@innertag.com
www.innertag.com
How long would it take a hacker to guess your passwords?
463 years would be nice!
Passwords are always a chore. Whether you're struggling to create strong passwords, or just storing your passwords on your computer, learn how to keep hackers at bay for years! A strong password is your first defense. Creating strong passwords may seem like a mystery. Really, it's easier than you think.
Follow these three simple criteria and create strong passwords to protect your most sensitive information at work and at home:
1. Always choose a password that is 8 characters or more in length. Stay away from words in the dictionary as they are easily guessed by hacker software.
2. Be sure to include upper and lower case letters, symbols and numbers (one of everything!)
3. Use a variety of passwords for your online accounts, and be sure to change them every 6 months.
Acronyms and memory devices can help! Think of a sentence and chop it up into an acronym. For example: "I have 5 trees in my front yard!" Break it down into a password using the first letter of each word like this: Ih5timfy! If you're not sure whether your password is strong enough, you can test it at
microsoft.com/security/pc-security/password-checker.aspx.
Store your passwords safely. Keeping all of your passwords straight is such a pain in the can. You can keep all the details, such as website address and login information, in a password protected file with encryption. Or you can use a password manager like LastPass, KeePass, or 1Password. These password managers are even compatible with portable devices like smartphones and even iPads.
A hacker can crack a short password in ten minutes or less. According to Business Week's article "The Problem with Passwords," it takes hackers just 10 minutes to randomly guess a password with 6 characters, all lowercase. Even if you throw in numbers and symbols, they can still guess your password in just 18 days. In order to keep your company and personal information safe, use “long and strong” passwords for all of your online accounts, files, and even your computer.
Using the criteria above - at least 8 characters with numbers, letters (upper and lower case) and symbols - it could take a hacker roughly 463 years to crack your password!
Andrew Nevens
InnerTag
407-949-0106
andrew@innertag.com
www.innertag.com
Virus, Malware, Spyware, Oh my…
In the current age of global economy, no business can afford to be without access to the Internet. Unfortunately, there are a growing number of threats that cause headaches and frustration to novice and professional users alike. Below is a list of the 5 most common things that I hear when a client has an infection.
1. “But I have a firewall” – While a firewall is an essential part of any business network, its function is often understood incorrectly as the ultimate protection from the outside world. This isn’t really the case. The function of a firewall is to protect your network from outside intrusion. Your internet router is a door, and the firewall is the security guard asking if incoming traffic has permission to be there. Instead of just a simple firewall, you might consider a Unified Threat Management (UTM) device. There is an additional cost, but UTMs enhance the protection of the network by combining the technology of antivirus and even antispam with a firewall. They not only ask whether the traffic is allowed in, but also what kind of traffic it is.
2. “But I have antivirus” – Antivirus software is similar to the inoculation shots we all received as a child. First, the infection was identified. Then the cure was developed. And, just like the flu every winter season, as the strain of infection changes, a new cure needs to be created. One of the biggest things that can help is to make sure that your anivirus software has current definition files, and that the software is up-to-date. Using Norton or McAfee 2009, even with the most current AV definitions, will not be as effective as the current software version and today’s definitions.
3. “I didn’t do anything, it just installed itself” – While this statement may seem true, most current infections require some sort of user interaction, even if we were completely unaware of it. Attackers insert their infections and malicious code into everything from hyperlinks to even web images. The act of clicking on a picture on the internet can launch code that installs the infection into your computer. The code may even have a time bomb aspect which delays the infection so that it becomes harder to track the source of the malicious code. It also gives the infection time to insert itself into your computer's restore points and backups.
4. “I don’t go to those kinds of sites” – Malware and Viruses can be found nearly everywhere, embedding themselves into any picture, icon, or link on the web. The use of Site Advisor software may help mitigate this threat.
5. “I knew the person who sent the email” – This recently caused issues for some of my friends. My Yahoo account was used to send an email containing an internet link that took users to an infected site. This email was sent to people in my address book at 2:30 AM on a Friday night, which is not a normal time for me to be sending emails! Most of the people who received it realized it was malware and deleted it right away. Others saw the subject line, which said “About your stomach problems”, and realized it didn't apply to them. Finally, some people noticed that the only text in the email was the internet link and nothing else. For the one or two people who were tempted to open the email, this was the final red flag that scared them away. So when opening an email, remember these guidelines: First, see who it is from, and avoid opening emails from unknown senders. Second, check when was it sent - is this a time when that person would normally be sending me emails? And finally, look at the content of the email - is it something that this user would send me?
You do not need to be a rocket scientist to protect your computer; just be vigilant and use common sense (which often is not so common). If you don't, you will have to call the Wizard to get rid of the evil witch that infected your computer.
hope this helps; till next post,
Andrew Nevens
InnerTag
407-949-0106
andrew@innertag.com
www.innertag.com
Thy Buffer Runneth Over
What exactly is a buffer overflow? To answer this question, we have to understand a little bit about how computer programs use memory. A computer program consists of two things: 1) A set of instructions, and 2) A set of data that those instructions will operate on. Normally, all of the instructions are loaded into memory when the program starts. Data comes in from some input source, either disk, a user interface, or the Internet, and gets stored in memory temporarily so that the computer instructions can use it. Finally there is some output data, which is created within memory and then moved to an output device, which again may be a disk file, a user display screen, or the Internet.
The program has to arrange for a place within the available memory to store the data. You might think of computer memory as a plot of land, with different sections separated by fences. The computing instructions go into one fenced-off area. From there, they direct the data into, and out of, a different fenced off area or “corral”. So what happens if some of the data decides to jump the fence, and trample all over the instructions?
Luckily, data doesn't have a mind of its own. But, suppose your program doesn't have a very good fence. Or, suppose the programmer drew a line in the dirt where the fence was supposed to go, but forgot to actually build it. Then, suppose you get some data coming in that doesn't fit inside the corral. It's going to overflow right into the instruction area.
If this happens by accident, the most likely outcome is that the program will either freeze or just crash. There's also a chance that nothing strange would happen, if the data overwrites some instructions that are not going to be used. But there's also a slim chance that the data might be interpreted as program instructions, and cause the program to do something it’s not supposed to.
Enter the hacker. If someone knows enough about the structure of a program and the operating system it is running on, they can predict the "size of the corral" that is supposed to hold the data. They can also tell the exact place in the program instructions where they could intercept the program flow. Then, they can craft some input data that is bigger than it is supposed to be, but is just the right size to "jump the fence". They add some special instructions in just the right place. They send the data to your program, where it leaps into the program instruction area and it takes control of your computer.
If this sounds scary, then I've succeeded! It's easy to find instructions on the Internet to take advantage buffer overflow vulnerabilities. Websites like packetstormsecurity.org and exploit-db.com list updates on new vulnerabilities that are being discovered every day. Hackers monitor these sites, but so do security professionals and software developers. This is why it is vital to always keep up with the latest patches and security upgrades. It's how you can keep your fences in good shape, and the data in the corral.
Andrew Nevens
InnerTag
407-949-0106
andrew@innertag.com
www.innertag.com
Backup vs Disaster Recovery vs Business Continuity
You’ve heard me preach in the past about good backups. A backup is no good unless you can restore your data and get “back up” and running. I’ve had clients ask me about Disaster Recovery plans, but sometimes I’m not sure they really know what that means. Do you know the difference between backups, disaster recovery, and business continuity? Which is right for you? Your level of paranoia about your network will determine which one(s) you need, and which you are willing to pay for.
Backup: This is the simplest and least expensive of the options. A backup is like a spare tire. It is an extra copy of your data. In case you delete a file by mistake, or some data becomes corrupted, or someone modifies a file but needs to get the original one back, you can retrieve an older copy quickly and easily. There doesn’t have to be any interruption to the rest of your network, and other users should not be inconvenienced.
A backup may be created on tape, on a USB drive, or offsite over the Internet into the cloud. Tape backups are NOT for Disaster Recovery or Business Continuity, since you can’t run applications from a tape. We have been actively moving clients to USB drives or network attached drives for backup, and in some cases backing up into the cloud.
Disaster Recovery: Your server or main computer just crashed. It’s no longer functional, and you can no longer get to your data. Disaster Recovery means getting you back up and running once the failed components are replaced. The quicker this takes place, the better. If you are using tape backup, it means reinstalling Windows and the backup software before a restore can take place. And if your backup system is configured to backup just data, then you need to find all your applications and reinstall them too. This process will take anywhere from 1-2 days, if you have access to all your application media.
If your backup process includes taking an image of your server, recovery time can be measured in hours, not days. This is the process we are now recommending and implementing for our clients: Local backups that include an image of their main computers, and also ALWAYS getting a backup offsite.
Business Continuity: Business Continuity gets your business back up and running after a major disaster, such as a fire, tornado or earthquake. It involves not only your computers and data, but your actual workplace as well. This is obviously a much bigger deal than just restoring data or replacing a server. It means having access to a facility with computers and servers available to you.
If all your data and applications are in the cloud, you probably don’t need this. All you have to do is go home, or to any location with internet access, and you can get to your data.
This does not even touch on the procedures that need to be developed to communicate to your staff about what to do and when. This is not an easy undertaking, nor is it inexpensive.
What is the cost to your business if your computer system is down? How long can you afford to be down? Answer these questions, and it will lead you towards the backup plan that is right for you.
Till next blog,
Andrew Nevens
InnerTag
407-949-0106
andrew@innertag.com
www.innertag.com
Shopping Online with Amazon
I recently decided to make all my non-perishable purchases online. What I found was with a little bit of creativity and patience, I was able to get almost everything I needed through Amazon. Amazon offers the average Internet shopper an abundance of options to make their lives much easier, including flexible shipping options and a huge variety of wares. I was able to get everything I needed, from the comfort of my home, delivered within two business days. The flexibility saved me time and a lot of headache.
Amazon has changed the way we shop for almost everything (besides groceries), and it is often cheaper than retail stores. When Amazon launched in 1995, it was a fledgling online bookstore that sought to compete directly with stores like Barnes & Noble and Borders. As those “brick and mortar” stores began to close because of competition from online stores, Amazon picked up their market share, and currently has a net income of over $1 billion. By comparison, Barnes & Noble has only an income of $76 million.
Amazon's customer service is also one of the best. Occasionally boxes that are left on my front porch succumb to theft . If this happens, I contact Amazon and they will quickly send a replacement—usually with next day delivery. In the unlikely event that they have committed an error, they will fix the problem and provide compensation like a gift certificate. They have a wonderful customer service model that makes it attractive for their customers.
Nowadays, Amazon sells more than just books. They have a host of things for sale, including home improvement supplies and household items. This is what gave me the idea: could I buy everything I need through online stores like Amazon? As an experiment, I tried it for one month. What I found was that yes, it is possible, and also advantageous for a young professional like myself who lives in a city where transportation is sometimes a pain. I was able to find such unlikely items as toilet paper, Tide, Halloween candy, furniture, and many others. It was easy, simple, and straightforward.
Amazon continues to grow and expand its business. It has recently invested immensely in its media market, including e-books and streaming services. This service is directly competing with both Barnes & Noble and Netflix. In these new channels, it looks like Amazon may be beating out its competitors. It was the first service to get e-books to be widely used. And it has recently reached huge deals with the four major TV networks for its streaming services.
As long as the Internet is a viable option for people to shop and use as entertainment, Amazon is here to stay.
Andrew Nevens
InnerTag
407-949-0106
andrew@innertag.com
www.innertag.com
Why Hire a Consultant?
As a consultant, I am frequently asked why people would want to hire my company. There are a number of reasons: experience, cost effectiveness, objectivity, and independence. Depending on your situation, some or all of these attributes may be enormously valuable to your business.
What is a Consultant? Dictionary.com defines a consultant as a person who gives professional or expert advice. Consultants do give advice, but they frequently also perform tasks that result from that advice. Those tasks can range from running a public relations campaign to building a customized order fulfillment system.
It's important to note that consultants are not temporary employees. They are business people selling services to clients. Evaluate potential consultants as you would any other type of vendor.
Experience: Good consultants have valuable experience in one or more areas of specialty, and they can use this experience to your advantage. Consultants, by the nature of their business, frequently work on more projects than employees in the same field and generally do so across many more organizations. As a result, they may have seen more successes and more failures, enabling them to learn from both. They also interact with many different types of people and learn to adapt quickly to new situations. Finally, consultants must keep up with industry trends in order to maintain their expertise.
Project Work: Whatever your business is, you likely have projects that are out of the line of daily business operations, but are important to your success. Even if your staff has the expertise needed to complete these projects, can they accomplish their daily tasks, and still execute the additional work required for the project? What if they don't have the expertise? In either case, hiring a consultant may be the answer. They can provide missing expertise and relieve pressure on your staff, enabling your business, and your cash flow, to continue humming along.
Part-time Work: Sometimes you have a need that doesn't require a full-time employee, but is too much for existing staff. A part-time employee might be an option, but sometimes it can be difficult to find an employee with the right skills who is willing to work part-time. A consultant who provides the needed services might be able to fill your need, particularly if the amount of work varies. Employees generally want a predictable number of hours (and thus a predictable paycheck), while consultants are accustomed to clients whose needs come and go.
Cost: Whether you are looking for project help or part-time assistance, the expertise and experience you need can be expensive. Particularly when it comes to specialties that are in high demand, it can represent a significant payroll cost to hire someone full time. Hiring a consultant represents a way to acquire the needed expertise, at a cost that is lower and shorter in duration.
When comparing the cost of using a consultant to the cost of hiring an employee, remember that there is more than just payroll. You must also factor in employee overhead expenses that do not apply to consultants, such as your half of Social Security and Medicare, FUTA, SUTA, and other benefits.
Objectivity: Consultants have no vested interest in existing ways of doing things. They also bring another perspective to the table. Both of these attributes can be valuable, particularly if you're dealing with internal biases or resistance to change. Sometimes just having an idea pitched or endorsed by someone perceived as an unbiased outsider can be useful.
Office Politics: Like it or not, office politics can be a significant factor in business. Fiefdoms are built, friends and enemies made, and bailiwicks guarded. Consultants are not part of office politics and do not have an agenda; they just want to serve their clients. This neutrality can help avoid political conflicts, and, when combined with objectivity, can cut through obfuscation and attempts to derail or co-opt projects. Most consultants have been through this multiple times, and are skilled at identifying, overcoming, or even working around political agendas.
Hiring a consultant is not the solution to every problem and not always the right fit. In many cases, however, it can provide significant advantages in experience, flexibility, cost, objectivity, and impartiality. The next time you find yourself with a project on your hands, think about these factors, and consider whether hiring a consultant might be the right move.
Happy Thanksgiving!
Andrew Nevens
InnerTag
407-949-0106
andrew@innertag.com
www.innertag.com
Virtual Conference Saves Money
By attending a conference virtually, I saved money in more than one way. First, attending via the Internet saved me the travel money. Second, I became aware of an industry trend that has changed how I spend the business money and my time.
In March there was a conference that I was interested in, but my only option was to attend the conference virtually. I would be able to hear some sessions as they happened, and I could listen later to any sessions that I missed. One session that I was able to listen to “live” has proven to be vital.
Since I was attending via the Internet, I missed the personal contact and especially the discussions between sessions. Apparently this particular session caused a lot of controversy, and even anger. When the conference reconvened, a later session was being changed to answer more questions. I realized that I could hear that one live, and I’m glad that I did.
I decided that I needed to know more about this topic and signed on for more information. This meant webinars over a period of several months, and another conference in August. I checked the calendar to make sure that I could physically attend the conference. Through the webinars and the conference I obtained a better understanding of the trend.
In October I was able to physically attend a third conference in my industry. During one session, one sentence was spoken that explained the original controversy. Had I not attended the first conference virtually, this sentence would not have meant much. Now it changes how I spend my time and money. I now have a clearer understanding of the impact of cloud computing.
The virtual conference experience also let me pay more attention to information from other contact tools. My Outlook has become a great tool for checking who I know that may be impacted by a trend or company change. LinkedIn discussion group notices are telling me about input others are seeking. Facebook is allowing me to keep up with the actions of others. Blogs provide me with detailed information on a thought or action.
I have also realized that I am using the “old media” to get more details. The Internet is great for getting one-minute news info, but I like the longer interviews and in-depth topic reporting on some TV networks, and in some of the newspapers and magazines.
With the industry changes, and in this economy, multiple information sources are an asset. Each source is like a piece of a picture. If just one piece is missing, the picture may give a different impression. I am thankful to have the virtual conference as one more piece of the puzzle.
Andrew Nevens
InnerTag
407-949-0106
andrew@innertag.com
www.innertag.com
