TechTidBit - Tips and advice for small business computing - Tech Experts™ - Monroe Michigan

Brought to you by Tech Experts™

Network Security: Keep Your Network Environment Secure

As more and more people rely on the Internet to get things done in their daily life, network security is more important than ever. Typically, small businesses and home network users haven’t had to worry much about security.

Poor network security exposes you to viruses, spyware, and most dangerous, cyber criminals a.k.a. hackers.

These guidelines and best practices can help eliminate, or at least mitigate, the majority of network breaches and security vulnerabilities.

Security Policy
An active security policy is always the most important item for protection of your network, whether it is in your home or in a business environment.

This is simply a statement, or guideline of the rules and how security is setup in the organization.

This role will govern the level of security users are allowed access to on the network. The roles and responsibilities of each person on the network, as they are part of the system, should be clearly defined.

Passwords
Although the most obvious, it is definitely one of the most important,and often, most neglected ttems.

Be sure to enforce strong passwords across your network – a weak password could lead to a user account being compromised.

Email
Certain email attachments can become a major problem if the wrong one is opened, and a lot of the time it is by accident.

Some of the most common file types to block would be: .bas, .bat, .vbs, and .exe.

Patches/Updates
Be sure your operating system is up to date with most recent patches, security updates, and service packs. This will close many of the vulnerabilities that can be exploited by hackers.

Inventory
Keep a good inventory of your network devices by developing and maintaining a list of all hardware and software components that are implemented on the network.

Try to understand which software applications should be installed, and which provide a weak security configuration so you can monitor those applications.

Adopt The Least Privilege Concept
The least privilege concept influences the network and/or systems administrator to create custom policies for having permissions and access to network resources.

Try to allow only what access is absolutely necessary to users, not giving them more rights to the system than they should have.

Remote Access
Certain ports can be blocked to keep unwanted users from remotely accessing your network and any of its resources.

If you’re one of the many small business owners who also works from home on occasion, there should be a security policy in place for VPN (virtual private network) access and your IT support company should assist with getting connected properly.

Keeping these simple guidelines in mind when thinking security on your network, and you’ll prevent several possible problems from happening, as well as maintaining a safe and effective performing work environment for work and for pleasure, in home or in business.

How To Protect Your Computer From Lightning Damage

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

During thunderstorms many people are leaving their computers unprotected. Simply turning a computer off during a thunderstorm does nothing whatsoever to protect the computer.

Nearby lightning strikes can cause surges through the power lines or phone lines into your house or office, and these often damage your computer.

Sometimes, just the power supply is damaged, and other times the damage is so extensive that the whole computer has to be replaced.

Power surges also do incremental damage to electronics, so the computer may work properly for a while, but occasionally lock up.

This type of fault is hard to diagnose or repair, so when storms approach, the best idea is to turn off the computer and unplug it from the outlet.

Don’t forget to unplug your phone line or cable Internet from the computer too. These are the second most likely way for surges to get into your computer – the first being the electrical supply.

We often have a large number of service calls in the days following a severe thunderstorm – the most common complaint is: “My computer was fine when I shut it off, but now it won’t power on.”

Having a good, quality surge protector is great for the minimal day-to-day power surges that happen mostly unseen in the background. These surges and spikes gradually damage electronics.

But if lightning strikes, a surge protector will be instantly destroyed along with anything it was  supposed to be protecting.

Also, keep in mind that cheaper surge protectors wear out over time, but there is no way of knowing their status.

Your best bet for safe computing during our spring thunderstorm season is to leave your computer unplugged when not in use – or at the very least, unplug it as storms approach.

Be sure to see this month’s special newsletter insert, “What Every Small Business Owner Needs To Know About Computer And Network Power Protection.”

Should you Leave your Computer on at Night?

Clients frequently ask if they should leave their computer on all the time or turn it off when they are not using it.

Several years ago we would have said to turn their PC off to save power, but with the proliferation of viruses and threats over the last few years, the answer has changed.

Today, anti-virus and anti-spyware applications need regular updating. These updates are often scheduled to run late at night when the computer isn’t in use.

Windows needs to be updated often for security patches. This doesn’t happen daily, but it may happen several times a month, and usually at night.

In addition to the above, you should be backing up your data every day. The best time to do this is at night when you are not using the computer.

Bottom line: Leave your PC (but not your screen) on at night so it is updated properly. But,  restart the computer several times a week to clear the memory.

Key Features To Keep In Mind For A New LCD Monitor

If you’re looking to upgrade your computer monitor, you want to make sure that you get the most bang for your buck, and buy the best monitor in your price range.

There are literally hundreds of monitors on the market, each with different features and specifications. You’ll want to keep these in mind when going over your options.

Response Times
The response time refers to how fast the monitor’s pixels can change colors.

Faster is obviously better because it reduces the ghosting effect when an image moves across the screen. The lower the response time is, the less you are going to see a faint trail in applications such as video games, streaming videos, or even Internet Explorer.

The response time is measured in milliseconds (MS). So the lower response time you get with your monitor the better performance you’ll receive.

Viewing Angle
Have you ever looked at a computer monitor from an angle and noticed that the image became dimmer or even disappeared. To compensate for this problem, LCD manufacturers have designed wider viewing angles. Don’t confuse this with a widescreen display, which means the display is physically wider.

Manufacturers give a measure of viewing angle in degrees (a greater number of degrees is better).

In general, when you’re choosing a new monitor, make sure it’s rated between 120 and 170 degrees.

Manufacturers measure viewing angles differently, so the only best way to really evaluate it is by testing the display yourself. Look at it from the top, bottom, side to side, and also keep in mind how you will have the monitor positioned on your desk.

HDMI Inputs
HDMI is becoming the future of video input devices. The top of the line computer monitors provide at least one HDMI input on them.

The HDMI input is on there so you can use a high-definition source such as a Blue-Ray player or even a high-definition camcorder.

You might also want to consider HDMI outputs in case you need to run a monitor to another highdefinition video source, such as a high-definition television or another HD monitor.

If you do decide to go with the HDMI, ensure that the ports are HDMI 1.3 compatible so that you are ready for any future upgrades to the HDMI standard.

Resolution and Contrast Ratio
Many manufacturers will try to sell you on resolution and contrast ratio as the two most important considerations when buying a new computer monitor.

While these features are important, they’re less of a consideration among the best monitors.

Contrast ratio numbers are way too easily manipulated to be an indicator of a good monitor, so don’t just rely on this number to tell you whether a monitor is good or not.

All of the best monitors have a ton of flexibility in resolution and support all of the most common resolution formats.

If you are running video editing software you might want to double check to see if you need something specific that meets your needs.

Remember if you need any assistance in choosing a new monitor, or comparing options, give us a call at (734)-457-5000. We’ll be happy to help.

Cleaning Tips For Flat Screen Monitors

Unlike their CRT cousins, LCD monitors require a bit of special care when cleaning. Their displays are much more sensitive and are easily scratched and damaged.

Follow the easy steps below to safely clean your flat screen monitor in just a few minutes.

1. Turn off the monitor. A dark screen will show dirty or oily areas better.

2. Use a dry, soft cloth and very gently wipe the screen. A great choice would be the microfiber type of cloth used to clean eyeglasses.

3. If the dry cloth didn’t completely remove the dirt or oil, don’t press harder to scrub it off. Pushing directly on the screen can cause pixels to burn out.

4. If necessary, dampen the cloth with distilled water or with an equal ratio of distilled water to white vinegar.

Tips
1.Avoid using paper towels, toilet paper, tissue paper, or something like your shirt to wipe the LCD screen. These non-ultrasoft materials can easily scratch the screen.

2.Avoid cleaning products that contain ammonia, ethyl alcohol, acetone, or ethyl acid. These chemicals can react with the materials that the screen is made of which could damage it or make it go yellow.

3.Never spray liquid directly on the LCD screen or it could run inside the monitor and cause damage.

3 Easy Ways to Green-up Your Small Business

E-waste contains all kinds of nasty stuff, including lead, mercury and cadmium. Sadly, much of this waste gets shipped to landfills and smelters in developing countries, exposing tens of thousands of people to harm.

Your first question when seeking to get rid of office equipment should be this: Can someone still use this stuff? If yes, post it on Craigslist or eBay. It’ll be gone in a New York minute.

If it’s beyond repair, you’ve got a few options.

The best is to find a recycler that’s involved in the Basel Action Network’s e-Stewards program, a group of companies that have vowed not to export hazardous waste to poor countries.

Another option is to give it back to the manufacturer. The problem with this approach is you can’t be sure they’ll use a morally sound recycler.

To sum up, here are your options:

Best: If the device is still operational, sell or donate it.

Second best: Find an electronics recycler near you that is an e-Steward member.

Third best: Use the manufacturer’s take back program.

Resources

Craigslist.org: Sell or donate your unwanted (but functional) electronics. http://craigslist.org/

E-stewards.org: Lists recyclers that have pledged not to dispose of hazardous e-waste in developing countries. http://www.e-stewards.org/local_estewards.html

Epa.gov: Find local recyclers. View a list of manufacturer take back programs. http://www.epa.gov/waste/inforesources/news/2009news/08-r2.htm

Buy a water cooler
These aren’t just for idle chitchat! By quenching your thirst at the water cooler you avoid having to buy plastic water bottles—the scourge of Earth.

According to this story in Outside Magazine, there is a flotilla of plastic crap the size Texas in the Pacific Ocean – wait, scratch that: the “Eastern Garbage Patch” is actually twice the size of Texas. http://outside.away.com/outside/culture/200912/david-de-rothschildplastiki-1.html

Don’t go to work
Skype, Google Wave, GoToMeeting. The technology required for telecommuting is cheap and readily available.

And there’s no better way to lower your carbon footprint than to reduce your highway time. If your boss wants you in the office, consider carpooling a day or two per week with a coworker.

Or just build a crack case for telecommuting:a quick Google search will give you all the material you need.

Assemble a PowerPoint presentation and channel your inner Al Gore. Just promise us that when you start telecommuting you won’t be that guy in his pajamas jabbering into his cell phone at Starbucks.

Do You Know What Junk Email Costs Your Business?

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

I used to think of junk email (spam) as just minor nuisance. Not so anymore. Today, spam is a major problem that costs businesses more than $100 billion a year in lost productivity and mitigation and prevention measures.

Spam used to be sent primarily by small time hackers trying to sell hair restoration, fake university degrees, and of course, anatomy enhancement pills.

The junk mail to real mail ratio was small, and spam didn’t take up a lot of room in email boxes. Spam didn’t place a huge burden on email servers, and they were easy to block.

Today, small time scammers are still responsible for some of those spams. The majority, however, are the work of organized criminals who use spyware and botnets to flood inboxes with an unprecedented amount of junkmail.

Spam profits can be huge. Hot stock tip scams, where criminals use spam to artificially create interest in a stock and raise the share price, can net the spammers millions of dollars.

Phishing scams, designed to steal your identity, can provide criminals with access to a mass amount of credit card data and sensitive corporate information.

Estimates put the cost of phishing alone at more than $8 billion in 2009.

With so much money at stake, spammers are constantly looking for new ways to get their junk emails past spam filters and to make their scams appear more convincing.

It has also drove an increase in the volume of junk mail. More than 2.8 million emails are sent every second – over 247 billion per day. Over 90% of that is junk email.

The cost to business
So, how does spam cost your business money?

Lost productivity: Experts put the labor cost of deleting each junk email at around four cents. By itself, that’s not all that significant. Multiply that, though, by perhaps 20 employees, each deleting 50 junk emails per day, and you’ll be spending over $14,000 over the course of a year.

Computer and network costs: Spam sucks up Internet bandwidth, and server storage space, both of which are significant costs to your business. This is especially true since a lot of spammers are using attachments to get around spam filters.

Security breaches and infections: Most malware and spyware infections are distributed via hacked websites. Even so, email has become more and more popular for infecting innocent users.

If your network becomes infected as the result of spammed spyware or malware, you’ll be facing a potentially expensive clean-up operation.

Phishing emails can lead to the exposure of sensitive corporate or financial information.

What you can do
The most effective way to prevent spam is to block it before you see it. We have dozens of clients with several hundred e-mail accounts currently utilizing our e-mail filtering system. We eliminate over 98% of the junk mail you normally would receive before our clients ever see it.

Our Experts Total Defense spam filtering system lets only the relevant and important messages come through.

You’ll have a clean inbox every day, and your Blackberry won’t ring all day with junk emails. You and your staff will become much more efficient and e-mail will be more useful again.

Plus, Experts Total Defense offers email archiving and off-site storage, saving valuable drive space on your servers.

You can use our filtering system if you have email hosted with us, or if you have your own in-house e-mail server (like Microsoft Exchange and Small Business Server). Give me a call if you’d like more information.

Reduce Printing Costs With These Six Tech Tips

Printers are an essential part of daily business, and often, business owners struggle with ways to reduce the costs associated with printing office documents. Here are a few tips that will help keep printing costs in check.

1. Set the print quality to its lowest setting for day-to-day printing. Most printers automatically default to high-quality printing to make sure the pages come out looking good. However, these high-quality images require a lot of ink or toner which can cost you a pretty penny over the life of your printer.

For most print jobs, the lowest quality setting will work just fine.

When you need a sharper print job, you simply change the setting for that one document. How to change your printer’s settings varies depending up on the type of printer.

In Windows, go to the “Start” menu and click on “Control Panel.” Choose “Printers and Faxes,” right click on the printer you wish to change and choose “Properties.” While you’re there, set the default to black and white to save on color ink and toner too. If black and white is fine for most day-to-day print jobs, you will save you a bundle on color ink.

2. Print more on every page. This will save ink as well as paper costs. Reduce the font size in a document by a point of two In just one year, going from 12 point to 9 point type, could save 3-5 reams of paper, per user.

3. Don’t let your inkjet printer go for more than a few days without use. If it sits for long periods of time, the tiny jets in the printer cartridge can dry up causing print jobs to have white streaks. Correcting this causes a large amount of ink to be used. And for laser printer users, turn off the printer when it won’t be used for a period of  time. Keeping the printer’s fuser hot takes a lot of energy.

4. Clean your printer frequently. Faint output, unprinted lines running across the page, or streaks on your printouts can indicated clogged nozzles or a dirty printer. Check your user’s guide for the recommended cleaning procedure for your printer.

5. Refill your cartridges. You can buy kits and do this yourself or you can buy refilled cartridges. The quality is just as good as new, but the cost is much lower. Plus, you’re helping keep old cartridges out of the landfill.

6. Buy a laser or solid ink printer. Inkjet printers cost significantly more per page than laser printers. If you do a lot of printing, a laser or solid ink printer is an economical investment.

For example, this newsletter is printed on a Xerox Phaser 7400 color printer. The output is amazing, the printer is fast, and best of all, the cost per print is extremely affordable.

What About Remanufactured Toner Catridges?

Looking for a way to save money and increase use of “green” products in your business? Try using remanufactured toner cartridges, which have the same quality as new cartridges at a lower cost.

The quality of remanufactured toner cartridges has improved dramatically since they were introduced more than 20 years ago. High-quality remanufactured cartridges now undergo a process that makes them equivalent in performance, print quality and page yield to new models, and they meet all original equipment manufacturer (OEM) standards and specifications.

The current remanufacturing process requires cartridges to be disassembled and inspected to determine any problem areas. Worn components are replaced with new parts, all  sections are cleaned, and a fresh supply of toner is added before the cartridge is resealed.

The environmental benefits of using remanufactured toner cartridges include keeping non-biodegradable material out of landfills and conserving the equivalent of three quarts of oil per cartridge.

It’s important to note that it’s illegal for a laser printer manufacturer to require you to use or purchase a particular brand of cartridge. An OEM cannot void your warranty simply because you choose different brands of supplies for a piece of equipment like a printer.

Tips to Optimize Your Laptop’s Battery Life

Laptop batteries… Ugh! Need I say more? We all know how annoying and unpleasant your laptop experience becomes when you find yourself rushing around for the nearest power source to keep those precious emails and spreadsheets alive.

It seems like the battery life on laptops lasts for only a couple hours, and if you’re doing some heavy work that time can drastically decrease.

So I’m going to share some tips and tricks to keeping the life of your laptop batteries as strong, and long lasting as possible.

Defragment your hard drive
Believe it or not, keeping your computer’s hard drive defragged on a regular basis is one of the key things you can do to improve your battery life.

The more efficient your hard drive works, the less power and time it needs to do its processing, which ultimately decreases the amount of power required to process.

Minimize multitasking
Keep the number of programs you have open and running down to a minimum.

For example, time and time again I see users that have a dozen or more programs running at the same time, when they are only using one or two of them.

Keeping programs that are not needed running increases the load on the CPU and wears the battery down. Try to keep only programs you are working with up, and eliminate anything extra.

Clean the battery
Keeping the battery contacts clean is another key point, and I’m amazed as to how many laptop owners have told me they’ve never once cleaned the terminal posts that connect the battery to the laptop, nor even thought about doing so.

Just like any other electronic device, or piece of equipment, laptops needs regular cleaning and maintenance. Every couple of months or so, you can take a damp cloth with rubbing alcohol and wipe down the posts on the laptop, as well as the battery to keep a clean connection and keep the power transfer more efficient.

Make sure the power is off to the laptop, and that it isn’t plugged into the AC power before you start cleaning.

Add more RAM
This may sound misleading, but having more RAM can actually help reduce the power consumption of the laptop by reducing the amount of virtual memory you are using.

Virtual memory writes to the hard drive, which does require more power than writing to the RAM. If you see your hard drive blinking constantly, you could benefit from more memory in your laptop.

Use Windows Power Options
Utilize the features of Windows Power Options. Simply go into Windows Control Panel, choose Power Options, and set your laptop to use the predefined power plan of “max battery.”

This will ensure your laptop is getting the maximum optimization of power usage, while the computer is on or idle.

Turn off unneeded devices
Lastly, you can cut down on the use of external devices with your laptop. For example, if you’re simply doing some photo editing, word processing, or just working in a program that requires no Internet connectivity, shut off the Wi-Fi and Bluetooth adapters. If your laptop screen has a backlight, you can turn the brightness down to save power. These types of adapters and devices consume a lot of power, even if you’re not using them.

Another biggie is the fact that people love to charge all their gizmos and gadgets with their USB ports (iPods, phones, etc.) and this greatly affects the battery, and often can drain it in less than an hour.

These tips, along with a regular charging schedule will do wonders for the life of your battery. Remember, it is a best practice to keep your batteries on a regular charging schedule, and you should routinely completely charge and discharge your laptop batteries.