Keep Your Guard Up

Email hacking seems to be picking up, putting you and your computer’s security and well-being at greater risk. To continue our “look before you click” message from last month, here are a few protective reminders.

Above all, use common sense and trust your gut feelings. If something doesn’t seem right, it’s probably not right.

  • We’ve seen a lot of reports about messages sent through AOL. They come from hacked email address books and contain either a link or attachment. There is a tipoff: The sender’s address doesn’t look like a normal AOL address. It usually has a double “aol.com” in there.
  • Whoever is trying to attack your computer through any email address usually has a subject line such as “hey there check this out” or something similar. Does the person who is supposed to be the sender usually send you something with that kind of subject line?
  • Does the person who’s supposed to be the sender normally send you email, or is it from someone you haven’t heard from in a while – quite a long while?
  • Are you really expecting something to be delivered by UPS or FedEx? When was the last time the freight carrier – not the merchant – sent you tracking information?

If you click on a website address, open an attachment or even reply to one of these bogus messages, you can open up your computer to malware, a Trojan horse or some other attack that can be an inconvenience at best or a major problem at worst, such as a keystroke logger that can steal your passwords for financial-related sites.

You may not be able to protect yourself against everything out there, but a little common sense can go a long way:

  • Look before you click
  • Keep your anti-virus and malware/spyware up to date
  • Use strong passwords with combinations of upper and lower case letters, numbers and special characters

If you suspect you have a virus problem, call us – 973-433-6676 – right away. Don’t email us and don’t try to reboot your machine. Just call us, and we’ll take it from there.

 

Back-ups Beat Outage Woes

We typically associate outages with power outages, but communications lines – whether coaxial, copper or fiber optic – can go out, too. Do you have a back-up plan ready to go?

Power outages are relatively easy to overcome – or keep problems on a small scale. You can locate battery back-up systems strategically around your office to cover computers, servers, routers and other networking equipment and peripherals. These systems are not designed to provide long-term power to keep on working. Instead, they should give you and your workers enough time to finish a task, save your data files and then shut down systems in an orderly fashion. This will help everyone resume work more quickly when power is restored. You should augment your battery back-up systems with surge protectors to prevent sensitive electronics from getting fried when power comes back.

If your back-up plan includes storing apps and data files to the cloud, you can respond more effectively when power goes down. Within your office or home, make sure your work is regularly saved to an offsite storage server. That will make it easier to save work manually and help people get restarted from another location.

Depending on whatever else is happening, you may have the option to send your workers home, where they can reconnect – assuming they have power – and continue working through an Internet connection. Another option, depending on your location and size of workforce, would be to go to a coffee shop or some other place that has Wi-Fi – and power – available. The cost of coffee and lunch or a snack may be a good investment if it helps everyone tie up some loose ends or respond to customers’ immediate needs. And if the outage is short, everyone can get back to the office quickly.

If your business is in an office building, check with your landlord or property manager to see who supplies telecom connection services. You may be able to split your connections among multiple providers, and they may have contingency plans that keep at least part of your office running if communications go down. While we all love our feature-rich VOIP telephones, it’s important to note that the old copper telephone lines still function in a power outage or when coaxial and fiber-optic lines go down. You can generally use cellular connections for phones and devices when all else fails.

Once you know all of your available connection and networking options, we can work with you to design and deploy a system that will help you weather a storm or work through an outage. Call us (973-433-6676) or email us for a consultation. We can help make sure you ask your landlord or property manager the right questions and then install a system that best meets your needs.

 

Windows 8.1 Update – Do it Today!

Did you just install Windows 8.1 on your computer and think you are set? Think again. You need to install Update 1 (like a Service Pack update) Windows 8.1 today in order to get all service updates for that version of the Windows operating system. Here’s why it’s important to act now.

Windows 8.1 Update is a cumulative update to Windows 8.1, containing all the updates Microsoft has released for Windows 8.1. This means that if you install this update, you will not need any earlier updates. And that’s a good thing – because there won’t be any more updates for 8.1 unless you have Update 1. More important, Update 1 is the new servicing baseline for Windows 8.1, which means that May’s security updates and all future updates will be dependent on Windows 8.1 Update.

Today, May 13, Microsoft will issue security patches that detail flaws they are fixing and those flaws will be left unpatched for all Windows 8.1 users until you install Update 1. If you stay with Windows 8.1 and don’t install Update 1, you will face the same problem as Windows XP after Microsoft cut off security updates last month. This is nothing new. Major updates to previous editions of Windows (“Service Packs”) also had “cut-off” dates for users to apply updates. But the XP cutoff came after 13 years, not after just eight months.

Once you install Update 1, you’ll be fine. In fact, you’ll be able to take advantage of some features that should have been in Windows 8 all along.

If you don’t have a touchscreen, Update 1 intelligently goes to the desktop by default on startup or reboot and uses desktop apps by default. It also reduces the sensitivity of hot corners, highlights newly installed apps and dramatically improves the Modern UI for keyboard and mouse users. It also cuts its install size in half (from 32GB to 16GB) on SSDs, runs faster on slower hardware and drops minimum memory requirements from 2GB to 1GB of RAM.

While the results are better, we still believe it changed too much too quickly for businesses with users accustomed to using a keyboard and mouse. The update won’t solve all of our issues, but it will help make them more manageable.

Regardless of your OS, it’s important to keep the software up to date. Updates maintain protection against malware and hackers and help keep your system at peak performance. Having all your software up to date also makes it easier and faster to install new programs and equipment.

We do have some cautions about updates. Make sure you get them from the software publisher to ensure you’re getting the genuine product. Also, don’t click on “extra products,” such as other browsers that you may accidentally set as your default or that may reset your search-engine preference.

If you have any questions about the Windows 8.1 Update 1 or any other updates, contact us right away for help – [email protected] or 973-433-6676. Keeping your OS and other software up to date aids security and keeps your IT system running more smoothly.

 

Get Internet Explorer Update Immediately

GET INTERNET EXPLORER UPDTE IMMEDIATELY

 If you’re wondering why we didn’t put out a notice this week when the IE security issue blew up, there are two main reasons why we didn’t hit the panic button and get you all stirred up.

But first, if you rely on Internet Explorer as your web browser, let’s take care of that problem. You can get an update from Microsoft, and we strongly recommend you download and install it now.

Here’s what you need to do:

  • Click on the Start button
  • Click on Control Panel
  • Click on Check for Updates on the left side of your screen
  • Click on the update for your version of IE
  • Reboot your computer after the update is installed

Once you complete these steps, you can go back on the Internet using any browser you like.

With your IE update successfully installed, here’s our reasoning on staying calm.

The first reason is that this really wasn’t earth-shaking news. The security problem with IE started back in 2001 with the release of IE 6, and it has continued through IE 11.

The second reason is that we believed that rushing to download Firefox or Chrome browsers could have created more problems. Businesses have been using IE for many years and are set in their ways. Mass changes at the spur of the moment would have upset a lot of work routines, and the likelihood of inefficiencies were greater than the likelihood of security breaches. That’s our opinion.

An extension of the rush to download a new program is a problem we’ve discussed before. When people download programs in a hurry, some don’t look at everything carefully. They can make the wrong choices and get versions riddled with spyware and malware that could disrupt their computers and networks and lead to bad security problems.

XP users have dodged a security bullet this time around. Whatever you want to say about Microsoft, the company has acted responsibly to plug up this hole. XP users may not be as fortunate the next time around. It’s time to stop playing electronic Russian roulette and move on to new technology.

Free Software Has a Price Tag

We love free software, and we use a lot of it. Programs like Adobe Reader, Java, media players and browsers come immediately to mind as indispensable tools. But they can get pretty costly pretty quickly, unless you look before you click.

It’s really easy to download free software with strings attached – especially from Google. Here’s a typical scenario:

  • You want to download the Google Chrome browser. It’s free.
  • You type Google Chrome into the search box – using Google.
  • What do you see first? You see an ad for a free download, but who is offering it?

Here’s a hint: It’s not Google. We strongly urge you NOT to find out the answer to this. It’s not because we want to single out this particular third-party program provider. Rather, we want to suggest what may be behind a provider’s free offer.

That third party might be collecting data about you to sell to its customers who have an interest in selling you something. They could be putting cookies on your computer to track where you browse and then send you ads and spam. That could be an annoyance and an invasion of your privacy, even though you likely agreed to accept those cookies without even realizing it.

At worst, you could be downloading a Trojan horse that could put some serious malware and/or spyware on your computer. It could also compromise your address book and get to any financial information or passwords stored on your computer. We guarantee you’ll get some sort of infection on your machine.

Some of those “free” offers also offer help with the application or with some aspect of your computer’s operation. Here are two more guarantees: They’re not going to help you, and you’ll have to go through a long, aggravating process to get rid of their “help.”

We don’t think of these consequences often enough. We tend to download free software when we need it to continue something we started. You might need Adobe Reader to open a PDF file. You might need RealPlayer to watch a video a friend just sent you. You might need Java to fill out a form. You might need to update Chrome – or Firefox or Internet Explorer – to access information on a website.

The temptation is to simply click on the first link we see because it’s convenient and because we’re rushing or trying to do two things at once. Our advice: Slow down. Look before you click, even if it’s the software publisher.

Yes, the publisher can create problems, too. Many have marketing partners, and their products are part of the free download. You need to look carefully to remove accepting those partners before you click to activate the download. Yes, you can get rid of those partners and all the baggage they load onto your browser and computer, but it’s a pain in the neck. It’s one of the biggest complaints we get.

The solution, of course, is to look before you click. There will always be strings attached to “free” offers, but you can keep them from tying up computing resources or even wreaking havoc on your computer by taking that little bit of extra time. Go to the publisher of that program you want and get it directly. Look closely at everything that site offers and make sure you agree that you want whatever you download.

If you have any questions or need help getting rid of unwanted software, please contact us (973-433-6676 or [email protected]. We won’t say we told you so. We’ll just remind you to look before you click.

This article was published in Technology Update, the monthly newsletter from Sterling Rose LLC.

‘Clean Your Room’ and Improve Performance

Every computer user is like the kid who doesn’t clean his or her room. Stuff just piles up, and at some point, you can’t get to things easily. Your hard drive is like that room. When you have too many files, your computer can’t store and then find bits of data easily. As a result, performance gets excruciatingly slow.

Here’s a spring cleaning tip: Get rid of as many temporary directories and files as you can.

Whenever you install or download a program, the process creates temporary directories and files. In very simple terms, the programs need to be able to write and transfer files from the source to your computer. When you install an upgrade, those temporary directories and files are used to hold the new program while the process removes the old one.

Most programs are pretty good about removing the temporary directories and files, but some are not. In those cases, the temporary directories and files become the operative files, and every time you need to retrieve a file or save a new or existing one, your computer starts looking for the applicable directory and needs to find its way to the temporary one.

In many ways, it’s like you looking for something where you think it should be. When it’s not there, you stumble around and eventually find it.

How do you get rid of all those temporary directories and files? It’s actually a simple process:

  • Click Start.
  • Type %temp% in the Search Box. A lot of directories and files will appear.
  • Type Ctrl+A (the universal Select All command)
  • Click on Delete
  • Click on Yes

This will get rid of most – if not all – of your temporary directories and files and give your computer a more room to put things and fewer places to look for them. You can enhance performance even more by running a defrag and optimization program. Think of those processes as reorganizing your closets and shelves.

If you still believe your computer is running more slowly than it should or need some assistance with deleting temps and getting your hard drive organized, contact us (973-433-6676 [email protected]). We’re happy to answer your questions or walk you through the process.

This article was published in Technology Update, the monthly newsletter from Sterling Rose LLC.

XP in Context

It’s one thing to measure a lifespan in dog years. It’s another to measure it in technology years. If a 12-year-old dog is like an 84-year-old-person, then a 12-year-year-old operating system is truly older than dirt. Here’s a look at XP’s timeline.

Most of you will remember Sept. 11, 2001 forever. As grave as that day was, six weeks later, Microsoft issued the XP operating system.  We can all remember where we were and what we were doing when we heard the news of the terrorist attacks in New York, Washington and a field in western Pennsylvania.

Do you remember what technology you were using at the time?

You are likely reading this article on the Internet, which you reached either by a Wi-Fi connection to a high-speed, broadband network or by a mobile device, such as a smartphone or tablet.

In 2001, the Internet was nothing like it is today. You probably accessed it through a dial-up modem as a customer of AOL, CompuServe or a local provider. DSL service was in its infancy, usually only available to phone carrier customers who lived less than two miles from a switching facility. Internet access by cable TV companies was also in its infancy.

While both industries could offer Internet access, you still used the phone company for telephone service and the cable company for TV. Today, either company can provide Internet, TV and phone service with speeds and capabilities only imagined by a few scientists. And more people are using the Internet to bypass those companies for all of their services.

Think about your smartphones and tablets. Cell phones in 2001 were clunky devices that you could only use for talking. And, it didn’t take too much mobility to be outside your service area and racking up roaming charges. Your phone? It could have been a Nokia. That was the leading manufacturer in 2001.

Today, more and more people have no landlines in their homes, and many business people on the road use cellphones as their primary phones. And the cellphone itself? In addition to being a telephone, it keeps calendars and contacts and provides access to email and the Internet.

If you have a tablet, can you imagine life without it?

Some people thought X-10 was a cool way to control the lights in their houses from their desktop computer. Now, you can control lights, appliances and door locks – and answer your doorbell – with a mobile device.

Video conferencing through Skype or any number products may have done more than any technology to shrink the world.

All of this change happened since 2001, during the life of XP. Our technology has advanced by leaps and bounds. XP really did withstand the challenges of its time and more. But when you look at everything you want to do with computers and devices, your needs have outgrown the capabilities of a technology that dates back more than 12 years.

If you still have XP, you had a good run. Now, it’s time to catch up. We’re available to help you. Just call us (973-433-6676) or email us.

This article was published in Technology Update, the monthly newsletter from Sterling Rose LLC.

Pop-Ups at XP’s 11th Hour

“Hear ye, hear ye,” the Windows town crier is saying. “It’s 11 o’clock for Windows XP, and if you haven’t upgraded or made your upgrade plans, all is NOT well.” The town crier will come in the form of pop-up messages, starting today, that can lead to either a bad solution of operating-system issues or a breach of your security. If you want to eliminate annoying pop-ups and their consequences, you need to replace your XP OS with a new one that will meet your needs and avoid the ultimate pop-up problem.

Security of your data – and likely your identity – will be your biggest problem if you remain on XP. As soon as Microsoft stops issuing security updates, hackers will swing into action. They will have had a month to crack the last security patches, and they have all the time you give them to further their exploitation of your vulnerabilities. Their clock will stop ticking when you stop using XP.

In the meantime, the ticking – in the form of pop-ups – could drive you batty and lead to a security breach before the end of XP’s support. The pop-ups from Microsoft will direct you to the company’s web pages for Windows 8, which we believe is not good for businesses. Your annoyance level is sure to increase, but the worst consequences will come after you let your guard down and click on any of the many hacker redirects that are sure to come.

We all click on pop-ups at some point without really knowing to where they are redirecting us. In essence, these links are no different than bank and credit-card scam links that try to get you to enter sensitive information. Once a scammer has you unknowingly at their website, they likely will be in your network – with access to all the information stored on computer drives and servers.

If you move away from Windows XP ASAP, you’ll have no more pop-ups and one fewer set of security worries.

In addition to the annoying pop-ups and security vulnerabilities with XP, you’re going to lose operating efficiency. The newer operating systems are suited for the newest programs you use for business and home. As Microsoft ends XP support, it ends support for Office 2003. But if you try to use Office 2003 with a newer operating system, you’ll find it just doesn’t have the same capabilities. Any perceived savings from not investing in OS and software upgrades will be quickly eaten up by operating inefficiencies.

One more note, this one on timing. You need to allow time for ordering and taking delivery of computers with a Windows 7 OS. You cannot buy them off the shelf at your favorite retailer. Major manufacturers may have some computers in stock, but a late rush could wipe out their inventories, pushing delivery back considerably – even with expedited shipping – and leaving you exposed. You could buy new computers with Windows 8 installed, but businesses will not be happy. The OS’s totally different look and feel will bog down operations.

So, if you haven’t done anything yet, we advise to contact us right away (phone: 973-433-6676 email: [email protected]) to set up a plan and a schedule to move from XP. Here are some options, in order of preference:

Replace Your Computers with Windows 7 Machines

We can get them, and we can get them in quantities from 1 to 10. We can best help you by not only determining how many computers you need but what you will need each one to do. Some users in an office will require more computing capability, meaning faster, more expensive machines. We can help you get a computer that matches each user’s needs and avoid overpaying.

Replace Your Software – or Phase in What You Can’t’ Do Now

While it would be preferable to get all new software to take advantage of more speed and capability, you may need to phase in transitions. We can analyze your new computers and the capabilities of your current software to determine which programs should be upgraded first. This will give you the opportunity to perform your most critical tasks with the most up-to-date systems and minimize the consequences of having to take fast action in less-than-ideal conditions.

Business and home users can lower their out-of-pocket expenses or manage cash flow better by subscribing to Office 365. Microsoft offers a number of plans, but basically, you get a subscription that includes a number of licenses that cover computers and devices. We discussed this in detail last month, and we’ll be happy to review your options with you.

Switch to Mac

We would only recommend this for home users and some SOHO businesses with one or two users. While we love Macs – and fully support them, there are a couple of major issues. First, most of the robust programs for business applications are written for Windows-based computers. In many cases, Windows versions are better when you have programs that run on both platforms. Second, you will need to train everyone in your office on the Mac, and that could present the same issues as switching to Windows 8.

Ideally, you should replace all of your XP computers and business software at the same time, but in the real world, we know it’s not possible for everyone. However you choose to approach the end of XP, contact us right away to help you (phone: 973-433-6676 email: [email protected]). The clock is ticking, but it’s more like a time bomb that is going to go “boom” very soon.

This article was published in Technology Update, the monthly newsletter from Sterling Rose LLC.

iOS Upgrade and No Get-Out-Of-Jail-Free Card

Apple just released its iOS 7.06 upgrade, and in a recent comment, someone complained about losing your ability to “jail break” your device. Well, you can unlock just about any device, but is it worth it? You could be sacrificing data security.

The more we learn about data breaches at large companies and financial institutions, the more we start to realize how vulnerable we are and how much more we need to protect our information.

Technically, unlocking phones is illegal. When you have a contract with a carrier, they essentially have offered you a discount on device, usually a smartphone, in return for using their network. Unlocking your phone or device from their network to use other carriers breaks the contract.

We don’t offer legal advice. We offer technical advice and services that we hope will make you smarter users of your devices. So, let’s look at the security aspects.

The process of unlocking your smartphone, also known as jail breaking, decrypts all the data on your phone. It also removes all of the manufacturer’s restrictions and allows a phone to be used on any network. That’s the benefit you hoped to gain, especially when traveling abroad, where different cellular protocols can be used.

However, these unlocked phones carry a higher security risk than standard phones due to the changes to the operating system needed to make this occur. Once you use that phone to access the Internet, you and your phone are open to malware, spyware and just about any other tool you can think of that hackers can use to get personal data.

If that doesn’t stop you from thinking about jail-breaking your phone and/or device, consider this: You don’t know what security laws may apply when your data are breached in another country. Even though redress through a legal system may be possible, it will be after the fact. Damage can be done, and nobody can tell you what your liabilities may be and what any redresses can cover.

If you are traveling abroad, check with your carrier about capabilities. In many cases, your phone or device will work on Wi-Fi networks – though they may be public networks just like those from your local coffee shop. Wi-Fi Internet can allow you to talk to people over through services such as Facetime, Skype or Viber, and to access your email, bank and charge accounts and business files. Of course, you should make sure ahead of time that your device will be secured, and security can be enhanced through two-factor authentication systems.

In some cases, such as traveling to China, you may be better off leaving your phone or device home or having it shut off completely. Many business and government travelers to China and some other countries simply buy or rent a phone – with none of the information on their current phones and devices – for one-time use in those countries. Vacationers should follow their lead.

Contact us – phone: 973-433-6676 email: [email protected] – with any questions you have about securing your phones and devices while traveling.

This article was published in Technology Update, the monthly newsletter from Sterling Rose LLC.