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August 7th, 2014

Security_Aug05_AThese days, the security of various technology based systems is constantly being called into question. From attacks on mobile devices to ever increasing types of malware, many businesses are struggling to stay on top of their security. One of the best ways to help ensure your systems are secure is to be aware of common security issues. To that end, here are five common ways your security can be breached.

1. You are tricked into installing malicious software

One of the most common ways a system’s security is breached is through malware being downloaded by the user. In almost every case where malware is installed the reason is because the user was tricked into downloading it.

A common trick used by hackers is to plant malware in software and then place this software on a website. When a user visits the site, they are informed that they need to download the software in order for the site to load properly. Once downloaded, the malware infects the system. Other hackers send emails out with a file attached, where only the file contains malware.

There are a nearly limitless number of ways you can be tricked into downloading and installing malware. Luckily, there are steps you can take to avoid this:

  • Never download files from an untrusted location - If you are looking at a website that is asking you to download something, make sure it’s from a company you know about and trust. If you are unsure, it’s best to avoid downloading and installing the software.
  • Always look at the name of the file before downloading - Many pieces of malware are often disguised with file names that are similar to other files, with only a slight spelling mistake or some weird wording. If you are unsure about the file then don’t download it. Instead, contact us as we may be able to help verify the authenticity or provide a similar app.
  • Stay away from torrents, sites with adult content, and movie streaming sites - These sites often contain malware, so it is best to avoid them altogether.
  • Always scan a file before installing it - If you do download files, be sure to get your virus scanner to scan these before you open the apps. Most scanners are equipped do this, normally by right-clicking on the file and selecting Scan with….

2. Hackers are able to alter the operating system settings

Many users are logged into their computers as admins. Being an administrator allows you to change any and all settings, install programs, and manage other accounts.

If a hacker manages to access your computer and you are set up as the admin, they will have full access to your computer. This means they could install other malicious software, change settings or even completely hijack the machine. The biggest worry about this however, is if a hacker gets access to a computer that is used to manage the overall network. Should this happen, they could gain control over all the systems on the network and do what they please on it.

In order to avoid this, you should ensure that if a user doesn’t need to install files or change settings on the computer, they do not have administrator access. Beyond this, installing security software like anti-virus scanners and keeping them up to date, as well as conducting regular scans, will help reduce the chances of being infected, or seeing infections spread.

3. Someone physically accesses your computer

It really feels like almost every security threat these days is digital or is trying to infect your systems and network from the outside. However, there are many times when malware is introduced into systems, or data is stolen, because someone has physically had access to your systems.

For example, you leave your computer on when you go for lunch and someone walks up to it, plugs in a USB drive with malware on it and physically infects your system. Or, it could be they access your system and manually reset the password, thereby locking you out and giving them access.

What we are trying to say here is that not all infections or breaches arrive via the Internet. What we recommend is to ensure that you password protect your computer – you need to enter a password in order to access it. You should also be sure that when you are away from your computer it is either turned off, or you are logged off.

Beyond that, it is a good idea to disable drives like CD/DVD and connections like USB if you don’t use them. This will limit the chances that someone will be able to use a CD or USB drive to infect your computer.

4. It’s someone from within the company

We have seen a number of infections and security breaches that were carried out by a disgruntled employee. It could be that they delete essential data, or remove it from the system completely. Some have even gone so far as to introduce highly destructive malware.

While it would be great to say that every business has the best employees, there is always a chance a breach can be carried out by an employee. The most effective way to prevent this, aside from ensuring your employees are happy, is to limit access to systems.

Take a look at what your employees have access to. For example, you may find that people in marketing have access to finance files or even admin panels. The truth is, your employees don’t need access to everything, so take steps to limit access to necessary systems. Combine this with the suggestions above – limiting admin access and installing scanners – and you can likely limit or even prevent employee initiated breaches.

5. Your password is compromised

Your password is the main way you can verify and access your accounts and systems. The issue is, many people have weak passwords. There has been a steady increase in the number of services that have been breached with user account data being stolen. If a hacker was to get a hold of say your username, and you have a weak password, it could only be a matter of time before they have access to your account.

If this happens, your account is compromised. Combine this with the fact that many people use the same password for multiple accounts, and you could see a massive breach leading to data being stolen, or worse – your identity.

It is therefore a good idea to use a separate password for each account you have. Also, make sure that the passwords used are strong and as different as possible from each other. One tool that could help ensure this is a password manager which generates a different password for each account.

If you are looking to learn more about ensuring your systems are secure, contact us today to learn about how our services can help.

Published with permission from TechAdvisory.org. Source.
Topic Security
July 30th, 2014

Windows_July28_AHave you ever gone to talk with a colleague and gotten a look at their computer’s desktop only to notice that they have files, apps, and folders strewn about in a seemingly random fashion? Or maybe you are guilty of a cluttered desktop. Many people tend to have somewhat unorganized desktops, especially if they have used the same computer for a number of years. The problem with this is that it can be a chore to find files and folders, and if your desktop has a ton of icons your computer could be more sluggish.

Want to tidy up your desktop? Here are six tips on how you can get your desktop more organized and even reduce virtual clutter too.

1. Before you begin do a bit of recon

Before you go about simply deleting everything off of your desktop, it is worthwhile thinking about what you really want to keep on your desktop. This will be vary from person to person, of course, but most people treat their desktop as a place where they put files, folders, and app shortcuts that they want to quickly access.

Take the time to think about what you use the most and which files and folders you really need to access instantly or which you use all the time. An easy way to figure this out is to simply auto-arrange your icons by right-clicking on an empty area of your desktop (where there are no icons) and selecting Auto arrange icons. This will arrange your icons into a grid format that makes them easier to see and work with. Then, right-click on empty space and hover your mouse over Sort by and select Date modified to order the icons by the date they were last modified, or opened, with the latest at the top.

2. Create holding and app shortcut folders

People often use their desktop to hold files like downloads, photos, screenshots, and even email attachments. This can lead to an incredibly cluttered desktop in a short amount of time.

In truth, you probably don’t need all these shortcuts on your desktop. What you can do is create a folder on your desktop where all non-essential files and folders go. A folder like this is great to hold downloads or files that will only be used for a short amount of time.

The key here, is this folder is used for non-important, or temporary items. If you don’t plan on keeping it, put the file, icon, etc. into this folder. Once you are done with the file, simply go into the holding folder and delete it.

It could help to also create a shortcut folder. When you install new programs on Windows, a shortcut icon is often automatically added to your desktop. However, these desktop shortcut should be for frequently used programs only. For programs that aren’t really used that often, it is best to create a separate folder the shortcuts. This not only reduces desktop clutter, but puts shortcuts in one central location, making them easier to find.

3. Be ruthless

Once you have your folders set up, it’s time to start getting rid of the clutter. As with any clearout you should be ruthless. If you haven’t used a file, folder, etc. in the past two months or so, you should seriously question whether you can get rid of it.

To make this easier, open your desktop via the File Explorer. You can do this by opening any folder and clicking Desktop from the left-hand menu bar. This will make all of the icons and files on your desktop easier to see and work with.

Go through these and uninstall programs you no longer use, delete images you no longer need, move unimportant files, and place files in their relevant folders. Once complete, take a look at your browser to see where it downloads files too. If you have your browser set to download files to your desktop by default, try going into the settings and changing the download location to another file like the Downloads folder.

4. Stick with it

Once you have de-cluttered your desktop, try to stick with the rules you have set. With downloads ask yourself whether these need to be on the desktop or whether they can go into a folder somewhere else.

Of course, sticking with it won’t always be easy, so maybe take time once every month or two to revisit your desktop and clean it up a bit.

5. Use the taskbar or Start for apps, not the desktop

With Windows 8 and 8.1 you can actually pin apps to the Start menu, so when you click it the apps are available in the window that pops up. This is a great alternative to simply having program shortcuts on your desktop. Pin apps to the Start menu on Windows 8 and 8.1 by opening your apps list (clicking the down arrow from the Windows Start screen) and right-clicking on the program you would like to pin. Select Pin to Start to be able to access it when you hit the Windows key on your keyboard.

If you prefer the traditional desktop view of Windows 7, or are using Windows 7, why not pin your important programs to the taskbar at the bottom of the screen? This can be done by right-clicking on an open app and selecting Pin to Taskbar. The programs will remain at the bottom of the screen, and can be opened by simply clicking on them.

6. Strategically pick your wallpaper

An interesting way to minimize clutter is to pick a wallpaper that you enjoy looking at. Be it a favorite picture, slogan, etc., try to frame the image so the focus is in the center of your desktop. Then, place your icons around the image in a way that they still allow you to see the image. If you can’t see the image, then you have too many icons and it may be time to get rid of a few.

Also, having an image you like also serves as a reminder to try to keep icons to a minimum in the first place. This could be a proactive solution to keeping desktop clutter down.

If you are looking to learn more about using Windows in your office, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.
July 29th, 2014

GoogleApps_July28_AAt Google’s annual developer’s conference in late June, the company announced a number of changes to their popular cloud storage and collaboration service, Google Drive. In mid July the company began rolling out the changes and many users are being asked if they would like to try the newly updated Google Drive. If you want to know what the difference is then here’s an overview of the latest version.

How to activate the new Google Drive

If the overall look of Google Drive hasn’t changed for you yet, you may be able to trigger the update by:

  1. Logging into Drive.
  2. Pressing the Settings cog at the top-right.
  3. Selecting Experience the new Drive.

The app will reload with the new version. If you don’t see the option to upgrade to the new Drive, try signing out of your account and then signing in again. Should that not work, you may have to wait a few weeks or talk to your account admin as they may not have enabled the update.

Looking at the new Drive

When the new Drive loads you will notice that the menu bar that goes across the top of the screen has been enlarged and the icons have changed slightly. Now, there is a tab that says My Drive with a gray arrow beside it. Clicking the arrow will allow you to create new folders in My Drive or upload documents or files.

Another icon of note is the information icon (i in a grey circle). Clicking this will enable the information panel, which shows you useful information about the file or folder you are looking at. For example, if you click on a document you will see the Activity Feed with information about who has worked on the file, who created it, etc. Clicking on Details will bring up an overview of the file along with information such as where the file is stored, who owns it, and the last time it was modified.

Aside from the bigger toolbar at the top of the page, the files and folders have also been modified, and enlarged, with files having live previews of the text and information they contain.

Creating files in Drive

The next thing you will notice about the new version of Drive is that the Create button is gone, replaced by the New button. Pressing it will bring up a drop-down menu with the following options:

  • Folder - Create a new folder at your current location. E.g., if you are in the My Drive folder, a new folder will be created in My Drive.
  • File upload - Upload a file to the folder you are currently looking at.
  • Folder upload - Upload a folder which will become a subfolder in the folder you are currently looking at.
  • Apps - e.g., Google Docs, Google Sheets, Google Slides. Click on one of these Google Drive apps to create a new file. This will be placed in the folder you are currently looking at.

Managing files in Drive

Google has made managing and interacting with your files on Drive much more similar to interacting with files on your desktop. You can now click and drag around files and folders to select more than one at the same time. Right-clicking on files brings up a menu that allows you to interact with files and folders.

You can also use the same commands on Drive to select multiple files or folders on your computer. For example, holding down CTRL and clicking on files will allow you to select multiple files. You can then interact with these by right-clicking on them, or move them by simply clicking and dragging.

Possibly the biggest change however is that to open files in the new Drive, you are going to have to double click on them – the same as you do on most desktops. While this will take a few minutes for some users to get used to, it really makes Drive feel more like a Web-based desktop which is something many users will undoubtedly appreciate.

If you are looking to learn more about Google Drive and how it can fit into your organization, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.
July 24th, 2014

Productivity_July21_AERP, or Enterprise Resource Planning, is often seen to be the domain of large businesses. However, with numerous new software solutions being released on a regular basis, small to medium businesses are quickly realizing the power of these back office automation and management tools. While it is true not all businesses will need it, there are several indicators as to when you should implement ERP.

There are several common business situations that indicate your business may be ready to implement an ERP solution. Here are 5:

1. Your business is entering the growth stage

If your business is experiencing a period of growth of profits, sales, and employees, chances are high that the number of systems and processes you use and require are also growing. If not managed properly, you could see a significant slowdown in growth due to inefficient processes.

By integrating an ERP solution, you can avoid this largely because these systems allow you to manage processes from a central location and provide you with the right resources when you need them. Essentially, they provide the platform that can support the systems and processes that enable healthy growth.

2. You have a tough time accessing business information

Companies without ERP often see employees wasting time tracking down important information. Think about the time you need to spend looking for accounting data. Is it available at the click of a button, or do you need to search for it across different locations?

If you are spending more time tracking important information than actually using it, you would do well to look into an ERP solution. It can centralize information and make it much easier to access when you need it, thereby increasing your overall productivity.

3. Finance and HR processes are becoming harder to manage

Companies with a small number of employees or customers can likely get by without specific software to help track relevant information and can use spreadsheets instead. But as soon as you see growth, you will quickly find out that spreadsheets simply won’t cut it and managing Finance and HR related activities and information will become an uphill struggle.

If your teams rely on paper or other base information to develop reports and fill orders, you could see labor costs shoot up, possibly becoming your biggest expense. By integrating an automated solution like an ERP, you can cut back on these costs and make your employees’ jobs more manageable.

4. Databases contain double entries and errors

When each department uses their own software to keep information, it can become impossible to manage it all and ensure that all systems contain not only the same information but are up-to-date. When different departments have different information for the same client, person or function you are going to see inefficiencies and errors made.

These mistakes and the time spent correcting them can result in increased wages, decreased productivity, and even potential loss of sales. By implementing an ERP, you can ensure that everyone is accessing the same information which is not only correct but also up-to-date.

5. There are numerous processes carried out on different software and systems

It is common to see many businesses invest in different software and systems for different functions and departments. In many cases, this can lead to high overhead and management costs which in turn can eat away at profits.

Many ERP solutions are developed to support a variety of business processes and departments. What this equates to is one solution that covers all aspects of your business. This is almost always more affordable than multiple systems. The same can be said if you need to add new employees. With traditional systems this means investing in new software licenses. However, with ERP you can usually add a user for a low monthly cost, or even no cost at all – depending on the solution you integrate.

If you are looking to learn more about ERP and how it can be implemented in your organization, contact us today and discover what might turn out to be a successful solution for increased profits and productivity.

Published with permission from TechAdvisory.org. Source.
Topic Productivity
July 24th, 2014

BusinessValue_July21_AWhen it comes to the technology in your business, it can often be a challenge to keep it running smoothly and working effectively. Frankly, many small business owners simply can’t keep up and their business can suffer as a result. To avoid this, one of the smartest things you can do is outsource your IT to a Managed Service Provider (MSP).

What is an MSP?

When small to medium businesses look to outsource the management of their technology, many turn to a Managed Services Provider. These service providers function as partners in the management of a business’s technology and often assume responsibility for managing, installing, and monitoring all, or at least a large part, of your tech on your behalf.

Because many of these IT partners are focused on technology services, they can often provide technology services equal to, or better than, hiring an in-house IT team. Beyond that, most IT partners offer services at a fixed monthly rate, thus allowing your business to effectively budget for IT expenditures.

5 Ways an IT partner can help

Aside from stabilizing costs and offering powerful IT solutions, there are many ways an IT partner can help your business. Here are 5:

1. Provide stability and direction

Technology is always changing, and the number of services and solutions available is simply staggering. Do you go with Windows, OS X, or Linux for your operating system? What about servers? Do you want cloud services? If so, which? Simply picking the right solution for your business requires an IT expert.

IT partners know technology and take the time to get to know your business needs and goals. From there, they can help pick and implement the best solutions that will support your current demands and provide the necessary IT platform on which you can stably expand your business.

2. Allow you to focus on your core business function

Anyone who is not an IT expert but has been thrust into the role of managing technology quickly comes to realize that technology management and implementation is a full time job. What this means in many small businesses is that someone has to give up time focusing on their main role to focus on technology. This inevitably results in a loss of overall productivity.

By outsourcing your IT, you and your employees can focus on core business functions, without having to worry about pressing technology issues and staying up-to-date with tech developments. This results in an overall increase in productivity.

3. Help you learn how to leverage technology to meet your business goals

To many, new technology like the cloud, advanced databases, and web languages like HTML and CSS are simply too confusing. They may even be downright scary! When people feel overwhelmed by technology, they will often not be able to use it in the best possible way or they will shy away from it. This can lead to decreased productivity, unused technology, and a wasted investment.

Many IT partners don’t just install and manage systems, they also take the time to ensure that employees are comfortable with them and understand how to use them. This increases overall tech buy-in and can in turn reduce wasted investments, saving you money in the long run.

4. Enable you to use the latest technology

A common complaint of many who work in small to medium businesses is that the technology systems in the company are old or slow. This is largely due to the fact that many businesses operate on thin margins and simply cannot afford to update systems or integrate new ones.

IT partners offer their services to many different companies and therefore need to ensure that they are using the latest technology. Because most of these services are offered over the Web, they can pass along the features and updates to your business without you having to invest in new technology.

Beyond this, many MSPs offer full-service solutions that include picking the best technology for your business. They can install systems based on your budget and also manage them, ensuring that systems remain up-to-date and fully support your business needs.

5. Ensure compliance

Many industries like healthcare, education, finance, and real estate, require that businesses comply with strict regulations regarding technology and its use. Some governments even require that all businesses meet privacy regulations, making it difficult for businesses to know what the requirements are and if they are actually compliant.

IT partners also operate in these industries and are compliant. This means that they can often ensure that your business and systems are also meeting regulations.

If you are looking for an IT partner who can help your business get the most out of your technology, contact us today to learn more about our managed services.

Published with permission from TechAdvisory.org. Source.
July 23rd, 2014

iPhone_July21_AThe days of simple texting are behind us. Today, messaging apps like the iPhone’s Messages allow you to do much more than sending a block of text. With business operators relying on messaging apps more than ever before, let’s take a look at five iPhone messaging tips that will help make your communication experience a little easier and faster.

1. Create Shortcuts

Have you ever typed phrases that you often use on the iPhone messaging app only to correct the typos that often come from typing on the touchscreen? To do away with this annoyance, you can create shortcuts for phrases by going to Settings>General>Keyboard>Shortcut and clicking on Add new shortcut. Now, whenever you type in a particular word that matches the shortcut you’ve entered, you won’t have to type out that entire phrase again.

2. Voice Messages

While voice messages have been ignored by many people, they’re actually a fast and effective way to communicate in the iOS messaging app. Simply record any message through the Voice Memo that is available in the Utility folder and tap on the arrow symbol in your recording page to share them on your messaging app. Now you won’t have to worry about typing your message or there being any sort of miscommunication again.

3. Share Contacts

Sharing contacts is handy for business operators. And while you’d usually go into your contact page and type in a contact’s phone number, there is a quicker way to get the job done. Simply tap into contact information and then scroll down and hit the Share Contact option. Not only will you eliminate having to type that contact’s phone number, but other information from that contact such as their email or work address will also be shared without you having to copy and paste it.

4. Share Messages

Sharing of information is a basic task in any business, and if you want to share a message but don’t want to type it out or even copy and paste it, the iPhone messaging app features another alternative. All you have to do is tap and hold down the message, tap on More and then on the blue arrow on the bottom right corner of the prompt command. By doing this, your message will be placed in a new message screen and you can simply choose your recipient.

5. Hide Message

We all need some privacy, especially where work is concerned, and the messaging app on the iPhone allows you to keep your messages to yourself by stopping the message preview from showing in the Notification Center. Go to Settings>Notification Center >Messages, then tap Show Preview to turn the message preview off. Now, when you receive a message, your iPhone will only display who sent that message without compromising its content.

Familiarizing yourself with iPhone’s messaging capabilities will save you time and frustration – and in chaotic business environments that can be a huge advantage. Looking to learn more about iPhone and its capabilities? Contact us today and see how we can help.

Published with permission from TechAdvisory.org. Source.
Topic iPhone
July 18th, 2014

Virtualization_July14_AVirtualization – the act of moving something physical to a digital environment, normally delivered over a network connection – is one of the most beneficial tech concepts, especially for small businesses. For many business owners and managers however, this is a vastly complex concept, that carries with it some confusing terminology. To help, we have come up with a glossary of 10 virtualization terms every owner, manager, and employee should be aware of.

1. Virtual Machine (VM)

You will often hear virtualization experts bandy about the term VM. What they are talking about when they say this is the Virtual Machine. The VM is essentially a virtual representation of the computer on your desk. It can do everything a physical machine does, only everything is virtual and usually delivered over a network connection.

Because VMs are software based, you can often run more than one VM on the same physical machine. This could equate to having say two separate versions of Windows running at the same time, or even running a different operating system, say Windows on your MacBook.

2. Virtual server

A specific type of VM, in this case a server, that is running in a virtual environment. A common setup many offices employ is to have one physical server on premise. This server then hosts separate virtual servers that in turn host different services like email, networking, storage, etc.

Other businesses choose to rely completely on virtual servers. This is where another company hosts the servers which are delivered to you over the Internet. To the computers and users it appears the servers are there on your network, and can be interacted with normally when in truth, the servers are actually virtual.

3. Virtual desktop

Much like the virtual server, the virtual desktop is a specific type of VM. In this case, it is a virtually delivered version of an operating system like Windows, Linux or even OS X.

Since the advent of virtual desktops, the idea that companies have to stick with one type of operating system has started to become irrelevant. For example, if you own a Mac and need to access a Windows only program, one solution is to use a virtual version of Windows. If you have access to one, you will be able to run Windows from your Mac without having to physically install it on your computer.

4. Hypervisor

The hypervisor is essentially a small operating system that enables virtualization. Its job is to take physical hardware resources and combine them into a platform that is then delivered virtually to one, or many different users.

5. Host system

The host system, also referred to as the parent, is where the physical hardware and software is installed. These physical components are then copied by the hypervisor and delivered in a virtual state to the user. If you are creating a virtual desktop environment, then the host system will have the desktop’s OS installed on it, along with the necessary software.

6. Guest system

The guest system, also referred to as the child, is where the VM is accessed. To carry the example on from above, the OS that is installed on the host machine is replicated by the hypervisor and the copy is then delivered to the user.

The user can interact with the OS just as they would with the physical host machine, because the guest system is an exact copy of the host. The only difference is, the guest machine is virtual instead of physical.

7. Virtual Infrastructure

When you combine a bunch of different types of VMs together into one solution, including hardware, storage, desktops, and servers you create a virtual infrastructure.

This can then be deployed to businesses who are looking for a completely virtualized solution. The easiest way to think of this is that your whole IT infrastructure is combined into one solution and virtualized. Many companies look for a solution like this because it reduces the need for on-premise hardware, while making it easier for an IT partner to manage.

8. P2V

P2V, or Physical to Virtual, is a term used by IT experts to refer to the act of migrating a physical system to a virtual one. The most common example of P2V is the merging of physical servers into a virtual environment that is hosted on one server.

9. Snapshot

A snapshot is an image of the state of the virtual machine at a specific point of time. This includes all of the data, configurations, and even windows or programs open at that time. Snapshots are used kind of like the Save button on video games – it saves your progress. When you next load up the VM, you will get all of your data, programs, and configurations back.

Snapshots are also kept in case something goes wrong with the VM. You can easily revert back to an older snapshot, one that was taken before the problem.

10. Clone

The action of taking one VM and creating an exact copy that can then be used by another computer or user.

If you are looking to learn more about virtualization, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.
July 16th, 2014

Office_July14_AWhen it comes to being a spy, nothing is more important than a good alias. From Archer’s Chet Manley to James Bond’s James St. John Smythe, no secret agent is ever without one. When it comes to business however, it may seem like an alias is not so important, and at first glance it isn’t. That being said, there is a great alias feature available to Outlook.com users that you may be interested to find out about.

Outlook.com’s alias management feature

If you are using Outlook.com, chances are high that you aren’t a spy or superhero and in need of a top-secret alias. There is a good chance however that you may have need for more than one email address.

Maybe you attend a lot of conferences or events and would like a way to keep your main email inbox from being flooded with the usual “nice to meet you” emails and follow ups; or perhaps you are launching a new product associated with your name and would like a way to easily track communication directly related to this one product.

If this sounds like your situation then Outlook.com has a great feature that allows you to create up to 10 new email addresses, or aliases, and manage them from your main account’s inbox. The main idea of an alias email is that you get a different email address that is tied to your main account. Your aliases share the same contacts, calendar and even account settings with your primary account.

What’s more is you can actually sign into your account using any alias, because the same password is used for every address you create. When sending an email, you also get to pick which alias the message will come from, which is undoubtedly a really useful feature.

How to create an Outlook.com alias

To create an alias email address:

  1. Log into Outlook.com with the account you would like to set as your main or primary account.
  2. Press the Settings icon which is the cog located at the top-right of the screen.
  3. Select Options followed by Create an Outlook.com alias in the window that opens.
  4. Type in the email address that you want.
  5. Click Create an alias.
  6. Untick the box in the pop-up. If you don’t, the alias you set up will be set as the primary email address.
  7. Click Done.

When you are sending an email, you should now be able to click your name at the top of the email window which will drop down a menu with your aliases. Click on the alias you would like to send the email from, and you should see the name change. Any responses to that message will be made to the alias email address as well.

If you are looking to learn more about Outlook.com or any other Office program contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.
July 15th, 2014

Office365_July14_AEver wonder how we managed without email? Having been a vital part of businesses for over a decade, email not only simplifies communication processes but has evolved into a versatile platform for collaboration too. One such service is the Outlook Web App for Office 365, which has just made document collaboration easier through its added features, ensuring your daily email routine is a little less painful. With that in mind, let’s take a look at what it has to offer and how it can help with collaboration.

Side-by-side view of documents and email

When your colleague sends you a document to review, you’ll see the document attached in an email in your Inbox. When you open the attachment, you can now see the contents of that document within the email itself. No more flipping back and forth between windows to get the information you need.

Files supported for viewing in this new feature include Microsoft Word, Excel, PowerPoint files, most types of image files and PDF files. You can perform all of the standard messaging actions right from within this unified view making it easy to review information in the email alongside the attachment itself.

Easy document editing and reply

What do you do when you want to edit the attachment in your email? You download the attachment, make your changes, re-attach the file and send your reply. Now you can say goodbye to all that hassle. With the new side-by-side view, all you have to do is simply click Edit a Copy right above the attachment and message.

When you do this, a draft reply-all message is created for you to store this new edited version of the attachment. Then, a new editable copy of the attachment you received is created and renamed with your name at the end of the filename. This way you can differentiate the new copy of the file from the original one. The new copy of the attachment is live, meaning any changes made are automatically saved. Once you’re done editing, simply type a response in the email and click Send. Types of files supported for editing include Word, Excel and PowerPoint files created in Microsoft Office 2007 and above.

Additional enhancements

In addition to the side-by-side view and edit-and-reply enhancements, the attachment user interface has also been updated. Now when you attach files, the overview is bigger and better looking. You can also now download multiple attachments at once in the form of a single zip file, making life a tad easier.

While Outlook Web App’s added features might not be a total game changer, you can be sure that the next time you’re looking to collaborate, you’re able to do so faster and easier. Want to learn more about Office 365 and its apps? Contact us today.

Published with permission from TechAdvisory.org. Source.
July 15th, 2014

GoogleApps_July14_AIn late June, Google announced a number of new products and features at their annual I/O conference. While many of the announcements at I/O centered around mobile products, new features for Drive were also talked about. Some of the most useful being new advanced editing features for productivity apps like Docs, Sheets, and Slides. Here is an overview of these new editing features.

A big leap forward in editing

Before the introduction of Drive’s new document editing features users simply edited on the same document. Changes they made were automatically made to the document regardless of whether the main author wanted them or not. For the majority of users, this works fine, but it did kind of feel like the apps were missing more advanced editing features like those found in other productivity programs.

Also, while the collaboration aspect of Drive’s apps is second to none, there are times when an editor or document owner would prefer to limit the power collaborators have in terms of editing and controlling the overall quality of the file. To make things easier, Google has introduced new editing features to the Docs, Sheets, and Slides apps.

Now, when you open a new file you should see a pencil icon in the toolbar at the top-right, this is the new editing function. Clicking on it will bring down a menu with three options:

  • Editing - Allows you to edit a document with changes being made directly in the document.
  • Suggesting - Allows you to make suggested edits that the document owner can approve or deny.
  • Viewing - Allows you to view the document as it will look when printed or finalized.

While Editing and Viewing are both useful, it’s the Suggesting – or Suggested Edits as the feature is also called – that could prove the most valuable to writers and teams who collaborate on the same file.

Utilizing Suggested Edits

If you are managing a Doc, Sheet, or Slide and want to ensure that all collaborators are working together towards the same idea, without stepping on each other’s toes, try using this feature. You can turn it on by:

  1. Pressing the pencil icon located above the document field, to the right of the page.
  2. Selecting Suggesting.
  3. Making edits.

You will know Suggested Edits is on when the pencil icon changes to lines with an eye, and a different color.

When you enable, this feature, you can make edits in the doc, which will show up on the screen as comments. The changes will appear to other users in different colors and as comments on the side. If you agree with the changes, you can press the checkmark to implement these on the final version of the file, or you can press X to delete the suggested changes.

You can also see the final version before you accept changes, by clicking the pencil or Suggested Edits icon at the top and select Final from the drop-down menu. This will show the document with all of the Suggested Edits implemented. Going back to the Suggested Edits will allow you to approve or reject them again.

Looking to learn more about using Google Drive and the included apps? Contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.