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.

Apps for Staying Connected

More and more travelers – whether for business or pleasure – are using tablets and cell phones to stay connected instead of dragging around their laptops. Here’s a quick look at some apps that can keep you as connected as you want.

Evernote is our particular favorite among all the mobile connectivity and synchronization apps. In addition to having two-factor authorization for accessing files, it has just about every capability you need for working with documents of all kinds while away from home and the office. You can use either free or paid “premium” service across all mobile platforms.

It allows you to add notes by keyboard, voice or even camera to files or notebooks. You can make it your travel diary, and you can use it to add notes to business files, such as sales call reports. Whatever you upload to the cloud, you can access from any type of device.

Documents To Go has been a long-time program for viewing and editing Word, Excel, PowerPoint and PDF files online. It can work with Apple, Android and Blackberry devices, and it allows you to synchronize with your desktop or laptop computer through cloud-based storage services, such as Dropbox, Google Drive and iCloud. You can get more information through the app store for your device. There is a charge for it, but you can get a free app for synching with your computer.

Microsoft has renamed SkyDrive as OneDrive. It’s built into the latest versions of Windows, Windows Phone and Office, and you can make it your default storage option. It also works with an iPhone or Android phone or an iPad, Android tablet, Windows device or Mac. You and collaborators can work on Word, Excel, and PowerPoint documents simultaneously. It’s available in home and business versions, with the latter giving you enterprise-grade content management, compliance, and administrative controls.

Android users can get note-taking capabilities from Google Keep. It’s an emerging program, and with Google’s backing, you can look for progress at a fairly rapid pace.

Whichever app you choose, set-up is really important – especially if you will be using your app over public Wi-Fi networks in other countries. Each app has numerous variables, including security settings. Contact us – phone: 973-433-6676  email: [email protected] – with questions about mobile apps and for set-up help. You don’t want an “uh-oh” moment while you’re halfway around the world.

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

Pros and Cons of Subscriptions as You Update Software

There’s something nice about getting a subscription for application software, such as Microsoft Office for business or home use. You get automatic updates, for one thing. On the other hand, relying more on the cloud requires attention to different details. The end of support for XP and Office 2003 is calling the question: Should you choose subscriptions and the cloud or multiple licenses?

Here are some factors to help you decide the best answer for you.

Just about all office and home computer systems that still use Windows XP and Office 2003 are likely to have individual licenses for the operating systems on each computer. Some users may have been able to get a license for multiple computers for Office. None is likely to use the cloud because that software was written well before server-based systems came into vogue.

With Microsoft ending its support for XP and Office 2003 in just two months, users need to switch both systems. Our recommendations continue to be moving to Windows 7 for your operating system, especially if you are a business user, and Office 365, the cloud-based version of Office.

For home users, Office 365 can be a good deal. For about $100 per year, you can install a full copy of Office 2013 on up to five computers – supposedly in one household.  With all files accessible from any computer via an Internet connection or Wi-Fi network (if it’s set up for sharing), it’s ideal for a family, especially for doing homework.

In an office, the business version is great for collaboration and for mobile and remote users. In fact, a business can offer it as a benefit, allowing an employee to have Office 365 on a home computer. If the employee and company part ways, all the employer has to do is deactivate that specific computer and activate another.

But sometimes, cloud-based is not the best way to go. Every computer under your license will have access to everyone’s email account. In my own family, I’m OK with that. If I had a business with a number of employees, I wouldn’t be crazy about it. If you want to give a friend one of your licenses, they also could have access to your email, and if you are the friend who gets to use a license, you could be shut off without warning and lose access to email and files.

If any of these drawbacks is a concern, you can buy licenses to install Office on each computer. That keeps everything separate, and when you replace computers, all need is the product key to reinstall the software and keep on running. If your business expands, you can simply add licenses to cover additional computers.

The key to succeeding with licenses, of course, is to make sure you retain all the paperwork.

We can guide you through the selection process to make sure you have the right product and the right options for your situation. Call us – 973-433-6676 – or email us with your questions or to set up an appointment to talk.

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

 

Having a Tech Relationship

Tech support is just about always available 24/7/365 from all reputable hardware and software vendors. But a relationship with a tech provider can help you find solutions to problems that involve more than one app or one device.

Help desk personnel are trained only to work on the systems of the company that hired or contracted for them. A tech provider who knows your system can “connect the dots” to solve your problem.

That point was hammered home recently. One of our clients’ IP phone line was down all day. It was a provider issue, something over which we had no control. But it didn’t stop the client from sending us a message at 10 p.m. one night to complain about a totally wasted day.

The service provider, he told us, had sent out a technician, who reset the router. When it didn’t work, the technician suggested there might be a short in the router. The technician agreed to be at our client’s office at 7 a.m. the next morning to look at the router.

I responded to the client, asking him if he was still at the office. He responded that he was, so I told him to call me. I walked him through some testing procedures, and we determined there was no short. What happened was that when the technician restarted the router, it went back to the factory default setting instead of the IP address that had been assigned to our client.

We established a three-way phone call with the provider’s help desk, and in a matter of minutes, we were able to put the right IP address into the router and get the phone system operational.  Our client went home and got a good night’s sleep, knowing the problem would not be waiting for him the next morning.

The solution didn’t happen by accident. We do all of our networks the same way, whether it’s in one office or networks covering multiple offices. We know how everything is supposed to be set up, and we know the right questions to ask a help desk.

Software problems can be more vexing for the average computer user. Everyone has the ability to call Microsoft, for example, if there’s a problem with email. Usually, the help desk can give you a quick, effective solution. But sometimes, they may not be able to give you all the advice you need, and you may not be able to do everything exactly as you’re instructed.

One issue that immediately comes to mind is Power Shell. Without going into detail, making a mistake when working with a Power Shell issue can wipe out your email if you don’t know what you’re doing. For us, it’s a piece of cake because we know computers and software and are trained to know why something is not working correctly.

We also have a personal connection to our clients and a desire and incentive to provide great service. If the help desk agent can’t help you solve a problem that goes beyond the scope of his company, he still has a job. If we, as a tech service and support company, can’t connect your set of dots, no matter who made the hardware or wrote the software, we lose a client.

We’re always available and always happy to speak with our clients when tech issues arise. So, when a problem strikes your IT system, give us a call – 973-433-6676 – or drop us an email with a few words about your problem in the subject line. We’ll get back to as soon as we possibly can because your call is important to us.

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

Cool Remote Control Capabilities

Did you know you can answer your doorbell from anywhere in the world? It’s one of the many cool things you can do by remote control over the Internet. Once you look past the “coolness factor,” you’ll find that some of the latest remote control capabilities have a lot of practicality.

Many homes now have universal remotes that you can control wirelessly over Wi-Fi networks. While universal remotes are not new, you can easily program today’s units through pre-packaged settings for many of the most popular home electronics. They can cost anywhere from $200 to $1,500, and the more sophisticated ones have some comprehensive control systems for just about any entertainment system in your house. If using your mobile devices is more to your liking, you can find a variety of apps for any operating system.

In addition to entertainment systems, you can install interfaces to turn lights on and off, regulate thermostats, lock and unlock doors and do a lot of other things. Security companies and telephone/cable providers offer a number of systems, which you can combine with video systems. You’ve likely seen them advertised on TV. It’s all pretty “gee whiz” when you stop to think about it, but in today’s world, systems like these enable you to better control access to your home and your utility bills.

They can help in other ways, too.

We recently installed a new doorbell in our home that allows us to answer a ring through our cell phones – from anywhere in the world, of course. It recently came in handy, when FedEx showed up with something we had ordered to install at one of our clients the next day.

With nobody home, I was able to talk to the delivery man through the speaker in the doorbell system and arrange for him to leave the package at our home. Had we not been able to do that, we would not have been able to complete the scheduled service for our client. That incident alone made the doorbell a good investment for us.

Other applications are being tested for use with automotive vehicles. They’ll allow you to use your phone to lock and unlock doors and check the mileage on your odometer, the amount of gasoline in your tank and the date of your last oil change. You can also set off the alarm – from anywhere in the world.

All of this good stuff, however, requires two things.

First, you need to have a stable Wi-Fi network in your home. Whatever you choose to use, you’ll be adding another device to your network. If you’re adding something for your home entertainment, you want to make sure you’ll enjoy whatever you’re watching or listening to. If it has something to do with your home operations and/or security, you can’t afford a network glitch.

Second, make sure your network and your devices are secure. If you don’t have strong access security for your network or lose your device, someone could unlock your door and get into your home. That point needs no elaboration.

We’re more than happy to answer questions or help you set up remote devices and universal remote control systems. Just give us a call – 973-433-6676 – or shoot us an email.

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

 

Security Tips for What You Use or Recycle

Whether you’re activating new equipment or continuing to use equipment and websites, and whether you’re recycling old computers, peripherals and devices, there are a number of security steps you can take to avoid a variety of problems. Here’s how to cover your tracks.

Let’s start with passwords. Don’t raise your hands all at once. How many of you tape passwords to your monitor – at the office or at home? How many of you keep them in a file on your computer? How many write them on slips of paper? How many are frustrated by all the rules and by having to keep track of so many passwords?

Did anybody besides me not raise your hand?

Most security experts will tell you should have a separate, strong password for every place that requires one. In the real world, it’s a real pain and highly impractical.

Here’s what I recommend. Create one very secure password you really like and use it for everything. The same security experts will also tell that a very strong password will have three of the following characteristics:

  • Upper case letters
  • Lower case letters
  • Numbers
  • Symbols or special characters

My password has all four – and it’s long. According to the website How Secure Is My Password?, it will take 58 years for someone to crack my code. For perspective, if I would use just my name, it could be cracked immediately. If I add an exclamation point (!), it jumps to 48 seconds. If I add an initial capital letter to the exclamation point, it jumps to 25 minutes. Adding a number increases the time to an hour. Adding another symbol or number gets you up to 58 years.

To give you a better idea of passwords to avoid, SplashData, provider of the SplashID Safe line of password management applications, just released its annual list of the past year’s worst passwords. If you see something familiar in the list, you might want to make a change or two.

So, give your password some thought and some length, and you should be in good shape.  Just be aware that some sites may have some special rules about password creation, but you get the idea. Some sites also have two-factor identification requirements, so make sure you follow the rules. If you use Dropbox to store or share files, we can help you set up a two-factor identification for your protection.

Another area of concern, which is largely out of our individual control, is the theft of information from major retailers’ systems. Target and Nordstrom are the ones that come to mind. I believe the biggest threat to systems such as those is somebody inside stealing information – just like somebody in a company embezzling money.

However, it does raise a question that we, as consumers, need to answer. How much convenience do we want? We’ve all returned products without a receipt, and it’s possible when the retailer retains the transaction and your credit card information. We are trading privacy for convenience.

The newer credit card technology, which is widely used in Europe, uses a chip that the retailer scans. On the backend, no information is stored once the transaction is completed.

Finally, let’s talk about protecting your data – or more accurately erasing and eradicating your data – when you recycle a computer, smartphone, tablet, fax machine, copier or printer. All of them can hold data.

When you go to a reputable recycler, you can be confident they will erase all hard drives and chips. It’s always a good idea to verify that. You can also remove a hard drive from a desktop or laptop computer, and with a laptop, it’s pretty effective to wreck the hard drive by hitting it with a hammer. Desktop hard drives have a steel undercarriage, which makes destruction more difficult.

There are ways to erase or eradicate the data, but we recommend you let us take care of it for you. We can make sure all the data and files you want to keep are backed up so you can restore them for use on other computers and devices. We also can use tools that wipe everything clean and can test to make sure we took off everything.

We are also happy to take any electronics you want to get rid of to GreenVision. State and local laws that affect most of our customers require recycling for all electronics to protect the environment. We take your old stuff there when we install new equipment. Please feel free to call us – 973-433-6676 – or email us to answer your questions, wipe out your data and/or help with your recycling. You can also call us or email us about your password and data security questions.

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

The Downgrade Upgrade

We can’t verify that Microsoft will make a last-minute decision to support the XP operating system. But we can tell you that nothing has shaken our belief that you should replace XP with Windows 7 because Windows 8 and 8.1 are a disaster for business. If you have Windows 8 or 8.1 Professional, you can upgrade your capabilities by “downgrading” to Windows 7 Professional. There is no charge for the software.

Downgrade rights are an end-user right that Microsoft offers for certain OEM products that meet specific technical requirements.  In practical terms, just about any computer or server from a manufacturer with a Microsoft Windows license can be eligible. You can tell from the codes on the stickers placed on your computer in the factory.

For Windows-based computers, you can take advantage of your “downgrade” right if you have Professional or Premium versions of your operating system. For example, if you have a computer with Windows 8 or 8.1 Professional, you can replace it with Windows 7 Professional.

If you are so moved, you can even go down the chain from Windows 7 Professional to Vista Business and then to XP Professional. Needless to say, we don’t recommend it.

Nor do we recommend that you install the “downgrade” from Windows 8 or 8.1 to 7 by yourself. The first reason is that you must have the actual disk for the new OS. While you can create a recovery disk when you set up a new computer (how many of you did that?), most users don’t have a readily available disk.

Second, you will need to migrate all your data and programs to the new OS. That requires having the proper systems for backing up and restoring everything. You can lose any advantage of an OS switch if you lose your data.

In addition to covering computers, the right to upgrade by downgrading applies to certain Windows servers.

Understanding all of your available options can be daunting and confusing. Call us – 973-433-6676 – or email us to set up an appointment to discuss your options to upgrade your computing capabilities by downgrading your Windows OS version.

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

Freebies for Non-Profits; Savings for Others

Non-profits can keep their shoestrings from fraying by taking advantage of free software offerings from a number of publishers. Even for-profit businesses can realize savings. That can be especially helpful for small and home-based businesses that operate on shoestring budgets or have little margin for extra expenses.

For legitimate, duly registered non-profits, numerous software publishers and web-based services providers offer free programs. They can cover email, application software and web-based (cloud-based) file storage and collaboration tools.

We’ve worked with two non-profit clients to help them save $2,600 and $500 per year, respectively, in software and service costs. We helped them achieve their savings by looking at the availability of free software and services from current providers or finding alternatives they could use free of charge. While the savings may not seem like a lot of money, they do free up dollars to spend on fulfilling their missions.

For one of our non-profits, GreenVision Inc., which provides jobs and learning experiences for students and adults with developmental disabilities, we could have saved them an immediate $150 per year had they been a for-profit business. That’s because one of their providers was charging them for features they didn’t use.

Paying for products or services that are neither used nor needed is one of the biggest cost drains for many small and home-based businesses. The problem can initiate when buying and setting up software or services. If you’re not sure whether you need a feature or capability, you may take it as part of the purchase price or ongoing subscription charges.

In some cases, you may be able reduce the number of licenses you need because not everyone in your company needs access to a specific web-based service. In other cases, you may be able to save money by using a subscription service that provides discounts for multiple users within the same company.

Whether you are a non-profit organization or for-profit business, we can help you sort through all of your options to find the software and services that meet your needs – and can be provided to you free or for a reduced cost. Call us – 973-433-6676 – or email us to learn how you can eliminate or reduce your software and web-based service costs.

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

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