Two-Factor Authentication

Two-factor authentication is another security layer for remote access to websites and networks. With more and more web-based applications requiring more complex passwords, needing to enter some other information may seem like a royal pain. But it provides the protection you need to enhance your data safety.

Two-factor authentication is just what it says. It’s a second password, a reference to a graphic symbol or an answer to a question. While nothing is 100% foolproof, it’s a step to help the system you’re using verify you are you. And for now, it offers protection against hackers when you bank or purchase goods online or use a VPN (virtual private network) to access your work computer or corporate systems and data files over the Internet.

Getting up and running with two-part authentication for business and personal applications is quick and easy.

Many businesses are using mobile phones as the second part of two-factor authentication. When a user accesses a VPN from a laptop or tablet, just to use one example, you enter the normal username and password. Once the network identifies the user, it sends a numeric code to a designated telephone number. For most of us, this is usually a mobile phone. You then have 60 seconds to enter  the numeric code from the computer or tablet you are using.

For personal Internet applications, such as Facebook, LinkedIn and Twitter, you can go to “settings” to strengthen your security.

In Facebook, for example, you can go to settings and click the Security folder on the top left of your screen. You’ll have nine settings you can adjust. Some of them are two-factor authentication steps. You can also deactivate your account. Going down the left side of the screen, you can edit your privacy preferences and even block or restrict email addresses and invitations for apps.

In LinkedIn, you can access your settings from your picture in the upper right corner and use the drop-down menu to change your privacy and other settings. Twitter’s settings allow you to require having a verification code sent to a telephone number when you sign in.

We can answer your questions about setting up security programs for your business or for you and your family. Leave a comment or send us an email with your questions and concerns – or give us a call at 973-433-6676.

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

Google’s Revolving World

In the ever-changing world of online services and applications, Google is going through another round of transitions. Here are some of the key changes that may affect your business and home computing:

  • Google Reader, which lets you pull in articles from just about any blog or news site, is being discontinued as of July 1. The company says that with more people accessing news from smartphones and tablets in bits and bites (pun intended) throughout the day and night, it’s no longer needed. You may already rely on social media sites, such as Facebook and Twitter, to keep up with news instead of devoting a larger block of time to reading more in-depth articles online. If you want a replacement for Google Reader, Feedly is seen as a good place to start. It works with the most popular browsers, except Internet Explorer, and has an app for mobile devices.
  • Google Postini, which provides email security and archiving services for use with their existing email servers, will be transitioned to the Google Apps platform. Google will manage the transition for its customers, and they will not have to replace existing email servers with Gmail. Google says it will notify customers 60 to 90 days ahead of the transition to let them know who is eligible and how it will be done. Postini customers can learn more from the Postini transition page.
  • Google Cloud Print lets you send your file securely to your printer over the web from any connected phone, tablet laptop or desktop. It’s a new app, and it has a lot of exciting possibilities. You can learn more from Google’s Cloud Print page and contact us with specific questions about setting it up and using it.
  • Google Quickoffice is coming to the web. Google recently purchased the app, which allows users to read and edit Word, Excel and PowerPoint documents on the iPad, iPhone and Android without losing the document’s layout and other advanced features that Google Docs currently can’t handle. Google recently introduced Chrome Office Viewer for displaying Word, Excel and PowerPoint files in a browser. You will get Quickoffice as part of an automatic update. Likely to replace Google Docs, the new program will affect you if you use Dropbox. Google will not support it, and you’ll lose some functionality. Documents To Go may be an alternative to the new Quickoffice if you rely on Dropbox. We’re researching it, along with other possibilities, and we’ll let you know what we find.

Microsoft Office for iPhone

Microsoft last week released a version of Office for the iPhone. It’s available through iTunes or the device app store, but you must be an Office 365 subscriber to get it. The iPhone app has light (reduced capability) versions of Word, Excel and PowerPoint and syncs with Microsoft’s SkyDrive online storage service. You should be able to pick up a document exactly where you left off on another computer tied to the same account, while comments they add to a Word or Excel file should appear when you open it up on another machine. You should be able to preserve charts, animation, comments and other key properties. That’s not always the case with programs offered by Google and other companies to work with Office files on mobile devices.

We have a copy on our phone, and here’s our initial review: It does not have the option to sync with Dropbox or Google Drive. You can only sync with SkyDrive, which means you need to choose your platforms wisely.

The app platform changes all the time, and new providers are always entering the market to bring you new products and services or to replace the apps you’ve liked and want to keep using. We’re ready to answer your questions and help you install and set up the systems and apps that will enable to be more productive at work and at home. Just call us – 973-433-6676 – or email us.

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

Administrative Alert

Are you the owner or key manager of a business? Do you know the passwords for your network and the software packages that keep your business running? If you answered “yes” to the first question and “no” to the second, it’s time to take the necessary steps to get control of your lifeline.

We’ve been seeing a lot of this password problem lately when called in to take over a company’s IT services. Neither the owner nor a key manager has any idea of the administrative user name or password, and that means they have no access to their system.

The issue typically shows up when a business takes on a new IT company to manage or troubleshoot its data system. It creates a huge problem because you can’t switch ownership of your system back to you and your new IT provider. That, in turn, prevents you and the provider from being able to fix problems with your network and operating system or from being able to update or upgrade your software packages.

As you would suspect, no business changes its IT provider unless it’s unhappy with the service. When we start with a new account, we find a system has deteriorated from neglect for one reason or another. Sometimes, we can use special tools to unlock a password and get into a system and/or software package. It all depends on whether the set-up is simple or complex.

When hard feelings and money are involved, the break-up is pretty bad. At worst case, the old IT provider can withhold or threaten to withhold passwords. Even if a company owner can successfully sue a former IT provider for the password information, it still takes time and money.

One of our new clients was in the middle of installing new hardware and software. With only part of the system delivered over the course of six months and only partial payments being made, the company’s owner decided to scrap the whole project and order all new hardware and software.

That’s extreme. But key point to remember is that not having your passwords makes next to impossible – if not totally impossible – to service your system properly.

To protect yourself from impending disaster, you should follow these steps:

  1. Make a list of all the user names and passwords your business has for your operating system, email system, software packages, Internet access, etc. Put them in an electronic format and decide who has access to what. As the owner, you should have all the access. You can give all or partial access to other people in your business, but make sure they will always be there or be accessible to provide the access information when needed.
  2. When you install or upgrade any system, make sure you have all the user names and passwords and that you give the information to people as required.
  3. When you change IT providers or when someone with access information leaves, change user names and passwords immediately. We recommend a complete password reset because bad break-ups lead to security breaches.

If you’re not sure about all of your passwords and access information or not sure how to set it all up, we’d be more than happy to help you resolve any problems. Just call us – 973-433-6676 – or drop us an email to schedule a consultation.

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

Lucky 7

Today at the Apple Worldwide Developer Conference numerous great announcements were made

 

The next release of OS X will be called Mavericks

What are some of the new features?

Now in Finder there are Tabs

You can create categories for your Files to easy find and group

Multiple Display Support and you can use Apple TV as a Display

You also have a Longer Battery Life with AppNap.   Talking about Battery Life now on the 11” Air we go from 5 hours to 9 hours and on the 13” we go from 7 hours to 12.    This means longer computing without plugs.

Now there is iCloud Keychain which can store passwords / credit cards and all your information and can sync to your MAC / iPhone / iPad

Now you can also receive Push Notifications for Apps

Send Maps to your iPhone for directions

iBooks will now be available on your MAC

 

Now there will be a new Airport Extreme / Time Capsule which will feature 802.11ac

 

A New Desktop will be coming called MAC Pro and it looks amazing

 

Now you will be be able to use iWork in the Cloud right from the web from any interface

 

Lucky 7 the next version will be IOS 7

What is one of the differences between iPhone and Android?   Version Fragmentation that means there are numerous versions of Android and some you can’t even use on your older device.

IOS 7 now will have multiple pages so you are no longer limited to just put a few apps in a folder.

Notification Center will now be available without having to unlock your device

Control Center gives you quick access to Bluetooth / Wi-Fi / Airplane Mode as well as a Flashlight

The Photos App now groups pictures to Moments so no more clutter

AppStore now you can look for Apps based on location or for the parents out there by Age Group.

Now remember the numbers you see on those apps that need updating.   No More they will update automatically.

Notification Sync – Don’t you hate when you have a reminder on your iPhone and you dismiss it and then you go to your iPad and you have to dismiss the same thing again.    Well NO More.

Now if you lose your iPhone and it gets wiped they cannot use it as it will have an Activation Lock where only you can access using your iCloud username / password.

 

Standby, Reboot

When your computer is idle for a specified length of time, it automatically goes into standby mode. It uses less power, and your applications or programs are usable faster when you go into operating mode. Some people contend it’s greener to shut down the computer when it’s not in use. Technically, it is, but we don’t think it makes that much of a difference. Further, we can make a good case for leaving it in standby mode overnight.

Why leave it in standby mode? In many cases, you can set your operating system, anti-virus program and other programs to download and install updates overnight or run system scans. In some cases, this all happens seamlessly, and your computer is ready for action when you summon it to duty. In other cases, you may need to reboot your computer for the changes to take effect, but that usually takes a lot less time than going through the entire process.  You can shorten the reboot time by closing down all applications before you go into standby mode. Once you’re back and running, your computer will perform better with fewer applications open.

So, if you’re asking our opinion about standing by or shutting down, we think you’re better off on standby. But you’re also fine with shutting down.

As for rebooting, we’re strongly in favor of doing it on a regular basis. It’s a good idea to shut down programs or applications on computers and devices when they’re not in use. Regular reboots shut down the programs or apps and any extra baggage they may have picked up as part of their normal operation. When you reboot, they’ll start fresh, and your computer or device will run better.

Any questions or concerns about having your system run better? Contact us by phone – 973-433-6676 – or email.

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

Making Your ‘Bargain Computer’ a Real Bargain

SOHO business users and home users are always tempted by low prices when it comes to buying a computer. That low price – the $399 special – may truly be a bargain, but you can negate any cost-saving benefits if you don’t set up your system properly, especially in an office with two or more units and in any location with a network. We can help you get off to a running start by covering a few out-of-the-box basics.

Depending on who built your computer and where you bought it, the new computer could be several months old. While the manufacturer loads OS software, depending on the available version they had and how long the computer sat on a retailer’s shelf, there’s no telling how out-of-date your OS might be.

So, the first thing to do after getting your computer out of the box and online is to check for OS updates. Microsoft has now made this easier for most Windows 7 users. Until recently, installing SP 1 (Service Pack 1 – a comprehensive upgrade) was optional. If you exercised the option, you had to install all the updates required before you could download SP 1. A lot that had to do with corporate IT managers wanting complete control over their large data systems and networks, but it was not good for SOHO and home users.

You can now do all the updates for the OS and the Windows Internet Explorer web browser when you set up your computer, but that’s only part of what you really should be doing.

A lot of SOHO users are tempted to buy the Home Premium version of Windows 7 because it’s cheaper. After they get up and running, they realize that the Professional version of the OS is better. With Windows’ Anytime Upgrade, you can get the more powerful OS, and you don’t need to backup and reinstall all of your other software as part of the process.

However, the upgrade has a lot of options, and installing it requires a lot of time and monitoring to make sure you select the right options at the right time. If you don’t make the correct choices for how you use your computer, you won’t get the full value of your investment in the computer and the software you’ll be using.

How can we help you?

By having us do your setup – especially if you are adding new computers and other hardware such as printers or upgrading your router for your Wi-Fi network – we can head off compatibility issues and help you select the options that best match your technology system and the way your office functions.

We start by taking an inventory of your IT system and how you use each piece of equipment and mobile devices. Then we review the capabilities of the new OS and the requirements for any programs you will run to make sure you understand any compatibility issues that may crop up. Before we do any work, you may need to decide whether to upgrade any hardware or software in your office, which parts of the new OS to install or whether to forgo installing the new OS.

Unless you have a compelling issue to resolve, your decision will be the result of a cost/benefit analysis that we’ll guide you through. If you decide to go ahead, we’ll escort you through the installation of all hardware and software to maximize the system-performance level you selected. This is critical with the OS installation to make sure you have all the updates properly loaded and that you select the correct options. The process takes about an hour for an OS installation, but it can take a lot longer if you need to restart your computer unnecessarily.

We don’t want to scare off anybody from software and system upgrades. We want to make sure you fully understand all the cause-and-effect possibilities that will result from your decision. Many people are intimidated by technology changes, and that can reduce their productivity. But when you make a carefully considered decision, you can quickly increase your ROI. Call us – 973-433-6676 – or email us to see about a better bargain ROI.

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

Fresh Fruit? Rotten Fruit?

With Blackberries and Apples, it’s easy to slide into all sorts of juicy metaphors about comparing products and their underlying technologies. We’ll resist taking this any farther, but here is some food for thought about where and how technology companies move forward and what it means for us.

RIM (Research in Motion) started a technology revolution when it introduced the Blackberry, the first smartphone, as we know it today. But the company almost died on the vine (sorry about that) when Apple launched its iPhone and a slew of Android-based smartphones soon followed. One of those smartphone makers, Samsung, has the most popular phone in the world – for now – the Galaxy s4, and we’re hearing rumors that Samsung will drop it Android operating system (from Google) in favor of its own OS.

If we’ve learned anything at all from the history of smartphones and tablets, it’s that the technology arms race forces hardware and software providers to innovate constantly. The results are good and bad, and they affect us in many ways. Sometimes we buy and use the right products and increase our productivity and enjoyment immensely. Sometimes we don’t, and often we do OK but think we may have made better choices.  In those last two instances, we’re always comforted by the prospect that something better is just around the corner.

Sometimes, I wonder if we are going to see a “technology bubble.” In 25 years in the technology business, I’ve seen a lot companies and ideas come and go. Blackberry was given up for dead by many of us, but the company may rise like a Phoenix to be a big-time player again. Microsoft has been a giant in the industry, yet we’ve seen it struggle with mobility issues with devices, and Windows 8 is an acute pain or giant ache to many.

Apple has avoided compatibility issues by being a single-source supplier of hardware and software, but sometimes its independence gets in the way of the user experience – like in the iOS maps misadventure. Google, in the meantime, is doing some housecleaning of its own by getting rid of some products, Samsung, as we mentioned, may be looking to put its own operating system on its mobile devices.

But for most of us, a lot of this is secondary to our own experience. What concerns us is: How cool is this new product? How innovative is it? Is it compatible with what I have and need to use?

This is where a technology advisor can help. We’re always looking at and testing out new technology as it hits the market. We see how it can fit into the various technology systems our business and residential customers use so that we can make solid recommendations when you ask for our opinions – or provide effective solutions after you run into problems.

To go back to our “fruit” analogy, some innovations are really fresh, and others are destined to rot very quickly. Sometimes, a technology’s life will depend on how well it meets your needs. Talk to us. We’re always available by phone – 973-433-6676 – or email to help you sort through all the temptations of technology and find the ones that will be delectable for you.

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

Windows XP – Countdown to Cutoff

An era is coming to an end! All support for Microsoft’s Windows XP will end April 8, 2014 – less than a year away. While the clock is ticking, many small businesses are really watching or listening to a time-bomb ticking. We can help you understand how it can affect your business and defuse an impending IT disaster.

What does this mean?

We’ve covered this ground before for many of our small business customers. Once Microsoft support ceases, there will be no more software updates and security patches. While XP will continue to work, computers on your network will be open to security weaknesses and vulnerable to cyber-attacks and malware. Running Windows XP and Office 2003 in your environment after the end of support will expose your company to risks.

Let’s face it. When Microsoft issued XP, it was great technology with really good security features. It became the operating system of choice for business-computing environments of all sizes. Because it was so widely used, hackers looked for all sorts of ways to breach its security systems and do their dirty work. Updates and security patches were designed to keep users one step ahead of the bad guys, and those who have been diligent about keeping their systems up to date have kept unwanted intruders out of their systems. But Microsoft and other software developers have pushed the envelope as far as they could. Three operating systems – Windows 7, which we like, and Windows Vista and Windows 8, which we never liked – have come on the market since then. XP and its users have had a good run. It’s time to move on.

Can I continue to use XP?

Yes, but why would you want to do that? With more malware than ever, unsupported and unpatched environments are vulnerable to bigger security risks. Using XP will be like putting out a huge, brightly lit sign that says: “Hey, our system is wide open, and all our sensitive data is there for the taking.”

XP will become, by far, the most vulnerable platform ever when connecting to the internet.

Do I have to use Windows 8?

Pardon the play on words, but the window to get Windows 7 is closing. Some computer manufacturers will allow you to downgrade to Windows 7, but you are better off doing it before you start to use a new machine.

What should a business owner do?

Definitely start planning your exit strategy now. There are many things to consider with the expiration of Windows XP. Give us a call – 973-433-6676 – or drop us an email to discuss your best technology solutions and map out a plan to protect your IT investment and business operations.

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

Which cloud-storage service is right for you?

Cloud storage gives you 24/7 access to your documents, photos, music, and you can access them wherever you are and on whatever device you’re using. It also makes sharing photos, videos, and documents easy. Even better, a number of services are free. Here’s the scoop on four of the biggest cloud services:

Apple iCloud: Best for Apple users. Apple iCloud is built into many Apple apps, including Keynote, Pages, and Numbers. You can start writing a to-do list in Notes on your iPad, for example, and finish it later on your iPhone. iCloud also syncs your e-mail, contacts, and calendar on whichever Apple gadget (or Windows PC) you’re using.

Other cool ways iCloud automatically syncs your stuff across all of your Apple devices: Snap a shot with your iPhone, and you’ll find it on your Mac. Buy a song on iTunes on your desktop, and it downloads to your iPod Touch. Bookmark a site on Safari on one device, and it updates your bookmarks list on all of your gadgets. 5GB of storage is free; you can add more starting at $20 a year for 10GB.

Dropbox: Best for sharing files. Store and sync documents, photos, videos, and other files on your computer, tablet, or smart phone, then invite others to download. Just be aware that your allotted free storage includes data others share with you, so clean out your folder periodically and ask people who have shared their folders with you to remove them from your account. 2GB is free; add 100GB for $99 a year.

Google Drive: Best for collaborating in real time. Two things distinguish Google Drive from iCloud and Dropbox; first, you get the tools you need to create presentations, documents, spreadsheets, and drawings right from Google Drive. And once you create a file, you can not only share it with someone else, but you can also work collaboratively on it. When you make a change, the person you’re sharing with sees it right away.

It works well for work but has handy personal uses, too. For example, you and your siblings can work together on an anniversary-party invite for your parents, even if you live miles apart. Whenever your device goes online, Google Drive automatically syncs the latest versions of all of your documents. 5GB is free; add 25GB for $2.50 a month.

Microsoft SkyDrive: Best for Windows fans. It’s a no-brainer for Microsoft users, but SkyDrive has another big upside: It’s the best deal of these services. You can collaborate on projects and edit documents with free online versions of Word, Excel, PowerPoint, and OneNote. SkyDrive works on computers using Windows 8 (including Surface tablets), 7, and Vista, and Mac OS X Lion. You get 7GB free; add 20GB for $10 a year.

Some final advice: Always be familiar with your chosen service’s policies. And never use a cloud service as the only storage for files you can’t afford to lose. Your best option for backing up everything on your computer is still an external hard drive.

This story originally appeared in the May 2013 issue of ShopSmart magazine.

Happy World Backup Day! Go Backup Your Stuff! Seriously.

Hard drive backups are like the socks of gifts you give yourself. They’re initially about as unexciting as gifts can get, only to become the best gift ever in a pinch. Got a meeting in 20 minutes and your normal sock reserve is empty? Thanks for the bag-o-socks, Uncle Steve! Your hard drive just exploded, taking the past 3 years of your digital life with it? Thanks for the backup, past-me!

Besides being the day that keeps the people who make Peeps in business, today also marks the Third Annual World Backup Day. World Backup Day is a tradition that started on reddit back in 2011, and has been rippling out through the rest of the tech-loving world ever since.

Making today’s Backup Day particularly special is the fact that it falls on Easter, which, if nothing else, means you get to use “BRB! Gotta go check my backups!” as a way to escape any awkward family conversations that pop up before the ham is done. Or you could be a cool guy and introduce your less tech-centric family members to the concept of backin’ up their bits.

Oh, and tomorrow is April Fool’s day. Probably not the safest day for data, you know?

So, how should you go about backing things up?

If you’re trying to keep it simple, just go buy/find a big ol’ external hard drive, plug it into your operating system’s built-in backup tool (Here’s a guide to Backup on Windows, or Time Machine on OS X), let it do its thing, and then stick the backup somewhere safe. If you can find somewhere off-site (like a trusted friend’s house), that’ll help you retain your data in case of fire or flood.

If you want to get fancy and push your backups online, a couple of the big backup guys are doing deals in honor of today’s techno-holiday. Crashplan dropped their annual price from $71 down to $42 for the day, and Backblaze is giving away 3-months free to all newcomers. If you’ve only got a handful of files that you need to keep backed up, Dropbox’s free 2GB plan is a solid option.

Hard drives are cheap. Lost data isn’t. Go, go, go!