Software: A Cost of Doing Business

A common question from a number of our smaller clients is:” Does that computer price include (Microsoft) Office?” Our answer is always “no,” and it’s followed by the comment: “Well, our previous guy included Office.” That inclusion may have been questionable at best and didn’t do the client any favors.

The issue typically arises when we go to set up a computer system we ordered for a client. They may have been running a copy of Office but have no master disks or a product key, which indicates they don’t have a licensed copy. That makes it impossible to install the software.

We are not the software police, and we’re not making any accusations. It’s entirely possible you had a legal copy to use if the person who installed the software had a license to do so. Our tipoff is when we see a small business running the enterprise version of Office. No small business would ever buy this version of Office, and Microsoft doesn’t sell single copies. If you happen to be running it, only the person who installed it would be able to reinstall it – if he still has the license.

But as with everything else in life, nothing is really free. If you have “free” use or reduced-cost use of software such as Office but can’t reinstall it and continue your operations seamlessly, what have you saved?

What other costs might you incur? The cheaper cost is simply buying the software. The more expensive cost is any business interruption that results from losing your application software unexpectedly.

What are your options?

First, you can buy a single copy for one-time use on one computer. Shop online. The cost should be somewhere around $220.

If you have more than one computer, you can buy a subscription to Office 365, which provides your Microsoft Office suite and Outlook. It costs $150 per year to cover up to five computers, and you can find plans to cover more computers if needed. With Office 365, you will access your application and data files over the Internet – through the cloud – and you can store a data file, such as a Word document or Excel spreadsheet, on your computer’s hard drive.

You can also buy multiple-computer licenses from Microsoft, and that might be beneficial for small businesses still using Office 2007 or 2010. You’ll need to buy Office 2013, but you’ll have “downgrade” rights to license the software and get the media and product keys you’ll need for reinstallations.

We can help you select the right software purchase plan for your business or home based on the number of computers you have and the versions that make sense for continuity and consistency. Give us a call – 973-433-6676 – or send us an email to set up an appointment. Software has a cost, but not having licensed software usually carries a higher cost.

It’s a Matter of Trust – and Reassurance

Choosing the right technology is a balance between investing your money wisely and getting enough system capability and capacity to do a little more than you might envision at the time of purchase. The planning stage is the time to ask questions and get advice from your IT provider and trusted friends.

Most people are not that tech savvy, but they buy what they’re told because they trust an advisor or more knowledgeable friend. To paraphrase a PSA (public service announcement) from a few years ago, friends don’t let friends buy the wrong technology. Our friendly and professional advice is: Don’t skimp on technology today because it will cost you more money in less time than you think.

The story of a client with a two-year-old computer illustrates the point. He’s rapidly running out of space on his hard drive – which has only 80 GB of storage. Not only is the storage space too small, the rest of the computer’s tech specs are just not up to date for today’s world. A computer should last three to five years. So, spending $100 or $200 more would have avoided spending $500 to $600 or so now.

In 25 years in the IT business, one of the things we’ve learned is that we always ask our technology systems to do more than we planned. Today, a hard drive with 250 GB of space is relatively small, 500 GB can be acceptable, and 1 TB (terabyte) or more is ideal. Besides needing more storage space for bigger files – at work or at home – we need more RAM (random access memory) and faster processors to work with larger more complex files or handle streaming video over the Internet. Disk speeds are faster, too, also improving performance.

As for cost, we haven’t raised our prices on computers for the past two years, but you still get more. That’s because technology continues to improve and prices actually come down. In a sense, you get more power for the same money every time you make a purchase.

In addition to giving you more power, we don’t partition hard drives. This gives you the flexibility to add more programs and the space to store files and access them. When you change computers or hard drives, it’s easier to transfer your data and programs.

Rapidly changing technology makes it imperative to have a professional assessment for your business and a consultation for home computers. Good planning will help you get the best value for your money and give you better performance with fewer worries about your system’s ability to handle more tasks. Call us – 973-433-6676 – or email us to start your assessment or just to ask our opinion. And check with your knowledgeable friends, too. As we see it, the only way you can go wrong is by not going far enough.

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.

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.

iOS 7 and Gadget Goodies

The new iOS 7 for iPhones already has wider acceptance than the upgrade from 5 to 6. While any new software has some issues – did you download the patch, too? – there’s a lot to like.

I’ve preferred the iPhone to the Android phones in part because of their tighter controls over app development. iOS 7 is the third operating-system upgrade for the iPhone and Apple devices while there have been some 10 Droid upgrades. Although open software opens up the Droid devices for more innovation, Apple developers can put more time into their efforts knowing that they will be around longer and their work more profitable.

Before I tell you what I like about iOS 7, I do have one disappointment. I bought a new car, which has the capability for Droid phones to read my email and allow me to use voice-to-text to reply. My iPhone can read the message, but Siri can only respond that I’m driving and will reply later.

With that out of the way, I like the new control center. By swiping up, you can immediately access well-used or needed functions such as a flashlight, clock and timer, calculator and camera and tweak several settings. You can also call back a trashed email message by shaking your iPhone after you delete it – something that can come in handy if you’re trying to handle email while walking.

If you combine the new phone with the new OS, you get much faster navigation. Nav is still better on the older phones, and you get a better keyboard, the ability to brighten your screen and a more functional Siri. One other really good feature is automatic updates.

And, of course, with the gift-giving holidays coming up, now’s the time to start thinking about new gadgets. We should soon be seeing a new iPad and IPad Mini along with ultra-high-def 4K TVs and smart watches.

But one of my new favorites is the Sonos Wireless Hi-Fi speaker system that works with your computer and wireless network to provide Internet radio or music stored on a device throughout your house. My system is set up with five zones, and the speakers in each zone can each play a separate channel or play any combination of channels in any number of zones. The system is controlled by any computer or device that has the software and is connected wirelessly to the router. The only cord it needs is the power cord.

What’s your favorite new gadget? How do you like the new iOS 7 or latest Droid OS? Leave a comment to share your thoughts. If you need any advice about using a device or choosing a gadget, we’re always available to answer your questions by phone – 973-433-6676 – or email.

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