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 info@sterlingrosellc.com. 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 info@sterlingrosellc.com). 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: info@sterlingrosellc.com) 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: info@sterlingrosellc.com). 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: info@sterlingrosellc.com – 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: info@sterlingrosellc.com – 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.