Backup Friday

We've been using Twitter to talk about backing up your data for the last dozen Fridays.  We think that this is the most important step any small business or individual PC user can take.  Your data, music, tax returns, personal photos, and videos are worth more than the PC or laptop itself.  There are a few basic, easy steps that you can take to ensure that your data is safe when your PC crashes.

Local Backup Option #1: You can set up a simple backup system using your CD or DVD Burner and a backup burning program.  Most programs like Nero and Roxio can be used to make copies of your data.  

Pros: CDs and DVDs are cheap and you can backup when your schedule allows. 

Cons: Manually scheuled backups are easy to forget.  CDs and DVDs don't last forever.  Backing up large amounts of data is very tedious and requires multiple disks.  

Local Backup Option #2: Use an external hard drive to backup your data.  Most external drives come with a program that automatically backs up your data on a predetermined schedule. You can buy a large hard drive and use it for extra storage space, too.   

Pros: Easy to set up and maintain

Cons: Higher cost initially

Remote Backup: Why not use a local backup and copy your data to an online source, too?  It makes sense to backup your data outside of your home or office.  It helps ensure your data from a catastrophic event such as a fire.  There are some great, reliable options such as Carbonite and iBackup that cost between $50 and $120 per year.  You can back up all of your data for those prices. 

Pros: Easy to set up and maintain; backup happens automatically 

Cons: Ongoing expense; your data is held by a faceless company

5 Steps To Take Before Your PC Crashes

Every PC will crash, eventually. Hard drives have delicate parts that need to work in harmony with each other. Motherboards and processors are susceptible to high heat. DVD Drives get used as cupholders! What can you do to protect yourself from the stress that will happen if your PC just won't turn on after your next power surge?

1. Back Up - Backing up your data is the first critical step in getting it returned in the event of a crash. I recommend using a local and remote backup at the same time. Use an external source like a Western Digital Network Drive and a remote service like Carbonite or iBackup.
   
2. Work in the "Cloud" - Cloud computing seems to be the buzzword of the moment, even though it has existed for years. You can work with email, documents, chats, calendars and more using Google, Google Business Apps, Zoho, or AirSet.
   
3. Got Spares? Unless you just purchased your first computer, there is a fairly good chance that you have your previous generation PC sitting around somewhere. Don't put it in a landfill! Besides having your data stolen, PCs have heavy metals that are bad for the environment. Keep your spare laptop or PC in case you need to fall back into using it due to a crash. If you have already moved your data to the new PC, run the "Restore Disks" on the old PC. When you need to use it, it'll be ready to go.
   
4. Synchronize Online - You will be amazed at how easily it is to share your data across multiple computers using an online synchronization service like Dropbox. You can sync up to 2 Gb worth of data for free, which is probably enough for your current workload. And, Dropbox just works. It's easy and can be used on Windows, Macs, and Linux.
   
5. Make Friends with your local Geek, the professional one, not the moonlighter or your cousin Joe who "knows a little something about computers." Everyone who depends on computers should have the number of their local tech support company handy. Get to know your Geek and let them get to know you. You'd be surprised how nice they can be when your PC is on fire.
   

Top 10 Outlook Tips

127tech has been using Google Business Apps for three years now; we recognize that there are quite a few Outlook users out there.  Here are our Top 10 Outlook Tips: 

1.       Add a new 'Contact' from an e-mail message - Open the message and right-click the name of the person that you want to add to your contacts.  On the pop-up menu, click Add to Outlook Contacts.   

2.      Reduce Your Data File Size - Archive - Outlook data files slow down considerably and eventually crash if they get too big. If you have a lot of large attachments, you need to occasionally purge your data file.  In the menu, choose File>Archive.  Make sure you are choosing an archive date that you are comfortable with and click OK.  

3.      Reduce Your Data File Size - Compact Your Data - After you have archived, you need to reclaim this space.  Do the following: 

·         On the File menu, click Data File Management.

·         Click to select your Personal Folder, and then click Settings. 

·         On the General tab, click Compact Now.  

·         Click OK, and then click Close.

4.      Color Code E-mail addressed to you – If you receive a lot of e-mail, wouldn’t it be nice to filter your mail that is addressed only to you?  That e-mail is likely to be more important than if you are one of fifty people in a cc list.   From the Tools menu choose Organize, and then in the "Using Colors" section hit the "Turn on" button next to "Show messages sent only to me in ."

5.      Start Outlook in a folder other than Inbox - On the Tools menu, click Options, and then click the Other tab.  In the Advanced Options dialog box, set the startup folder that you want.

6.      Try the quick way to print an item - Right-click the item, and then click Print on the shortcut menu. 

7.      Outlook doesn’t have a great default font setting when you first set it up – Change it! 

·         Select Tools>Options from the menu. 

·         Go to the Mail Format tab.

·         Click Fonts under Stationary and Fonts. 

·          Use the Font buttons under New mail messages, Replying or forwarding messages and Composing and reading plain text messages to choose the desired font faces, sizes and styles.

·         Outlook 2003, use Choose Font for When composing a new message:, When replying and forwarding: and When composing and reading plain text. 

8.      Sync Outlook to Google Calendar – Do you use Outlook at work but Gmail at home?  Use Google Calendar Sync to make your two calendars match up.  Works with Outlook Exchange environments, too!  Google Calendar Sync

9.      Turn off Desktop Alert – Do you need some additional privacy?  A Desktop Alert is a notification that appears on your desktop when you receive a new e-mail message, meeting request, or task request and are ripe for prying eyes! 

·         On the Tools menu, click Options.

·         On the Preferences tab, click E-mail Options, and then click Advanced E-mail Options.

·         Under When new items arrive in my Inbox, clear the Display a New Mail Desktop Alert (default Inbox only) check box.

10.  Are you an advanced Outlook user?  Try Xobni!  Find People, Email & Attachments Instantly.  Xobni

Tech Tip Summary

Summary of Tech Tips for February 16 through 22.

Would you like to receive these via email? Let us know! Tech Tips are currently published via Twitter & Facebook at 9 AM daily. Our blog provides a weekly summary.

2/22/09 - No Daily Tech Tip. While we're off, check out Google Chrome, a new web browser http://tr.im/gDK0

2/21/09 - Use "Alt-Tab" to quickly move to another program running on your PC. Vista Users use "Windows-Tab" for a nice visual effect.

2/20/09 - It's BACKUP FRIDAY! Don't let your Backup Plan consist of Hopes & Prayers. Check out iDrive Portable http://tr.im/gBMH

2/19/09 - Call 1-800-GOOG-411 (1-800-466-4411) for free voice activated business search. It's especially great for cell phone users.

2/18/09 - Facebook Users- Check out every privacy setting you need using http://tr.im/gto6 You can stop embarrassing slip-ups

2/17/09 - Top Ten Tuesday! Top Ten Ways to Protect Your Digital Life - Go to http://127tech.blogspot.com/2009/02/top-ten-ways-to-protect-your-digital.html

2/16/09 -Schedule your PC to run scans when you're away from the PC. They'll keep it running smoothly for you while you are using it.

Top 10 Items That Will Improve Your Laptop Experience

A laptop provides additional conveniences than a desktop, but you do lose some functionality in order to gain portability. Since laptop purchases have clearly overtaken desktop purchases, consumers have some additional purchase considerations they should think about in order to fully utilize their laptop.

1. Universal Power Supply: It's a good idea to have an extra power supply so that you can be mobile and still have one tangled, I mean, bundled up in your office. If you spend a few extra dollars, your Universal Power Supply will power your laptop in your car and in some airplanes, as well as charge your mobile phone, Gameboy and more! Check out the Kensington Universal Wall/Auto/Air

2. Privacy Screen: Are you tired of the guy in seat 2C peering at your screen? Do you have to protect client data? What about your own data? If you are on the go, you need a 3M Privacy Filter. A 3M Privacy Filter blocks your laptop screen from prying eyes and keeps your data safe! 3M Solutions

3. Wireless Portable Mouse: Mousing on a 3" x 2" trackpad is fine in a pinch, but if you work on your laptop for a long time, you'll get finger cramps. Try the new Microsoft Arc Mouse. It's a radical new design that blends the portability of a laptop mouse with the full functionality of a desktop mouse.

4. Carry Case: Even if your laptop is only 4 pounds, that is a lot extra to lug around when you are carrying paperwork and laptop accessories. You can minimize back stress with the Kensington Contour Case Line. You can choose from a backpack, standard case, or for the best stress relief, the Roller Case! If you travel a lot, be sure to look at the Overnight Case which will transport your laptop and a change of clothes!

5. USB Number Pad: Do you have to type a lot of numbers? If so, you really need to use a USB Number Pad. This product will allow you to quickly perform number entry on your laptop. You can find good models manufactured by Kensington and Targus.

6. Lap Protection (Lapdesk): Laptops were never meant to actually be used on your lap! If they were, they wouldn't be so darned hot. Protect yourself by using a Lapdesk which keeps the heat from the laptop from burning you. Check out the models from Belkin or Targus.

7. Docking Station: After you finish up your time in the coffeehouse, it's easy to be able to click your laptop into a docking station at your office and just start working. You don't need to reconnect all of your cables as long as you have a docking station. Not all laptops have dedicated docking stations available, but you can use a generic station by Kensington. This product allows you to quickly plug in one cable and your power supply so that you can get back to work right away.

8. Lock: You can't enjoy your laptop if it has been stolen! Most laptops produced since 2000 have a special hole in the laptop that is a Kensington Security Slot. Use this both in your office and in public spaces, like the library or Starbucks. Kensington Laptop Locks

9. Laptop Stand: If you are not using a 'full-sized' monitor at your desk, a Laptop Stand is a good alternative. A Laptop stand will elevate your laptop screen to a more manageable height and help eliminate neck strain. Check out the Allsop Laptop Stands that can help you do that.

10. Portable Backup: Since laptops are portable, they do have a greater risk of being dropped than the average desktop PC. If you do drop your laptop, you will want to have made sure that you have a good backup plan. iDrive Portable is a unique solution which can backup your data to a portable hard drive and to an online account. This gives you a dual backup which is doubly safe!

11. BONUS - Wireless Printer: Your main goal with any laptop is mobile freedom. You can purchase a good quality wireless printer for about $150. Using this, you can print from anywhere in your home/office without having to go back to your desk and plug in. Just don't forget that you have printed something and leave it sitting there when you go to your important appointment!

Tech Tip Summary

127tech posts Daily Tech Tips each day via Twitter & Facebook. The tips arrive at 9:00 AM. They are 140 characters or less with a focus on how you can remove one small stress related to your computer.

Would you like to receive these daily via email? Would you prefer them posted in the blog? How do you want to see them?

If you have a question that needs answers, email us and we'll include it as soon as we can figure out how to help you!

2/15/09 - Even we need a day off. Google Picasa - The easy way to find, edit, and share your photos http://tr.im/eukm

2/14/09 - Happy St. Valentine's Day! Send your sweetie a Conversation Heart on her PC or mobile phone - http://tr.im/e29z

2/13/09 - Once again, it's Backup Friday. We'll keep doing this until all of your data is safe. Protect Your Digital Life

2/12/09 - You can skip typing the www & .com when internet surfing if you type CTRL ENTER after you type the site name. Nice shortcut!

2/11/09 - Passwords need to be remembered but difficult to guess. Pick something easy, like a pattern on the keyboard like zxccft6678

2/10/09 - Why use Comcast/Verizon as your email? When you cancel, you lose the account! GMail, Yahoo, etc might be better choices

Top Ten Ways to Protect Your Digital Life

I am sure that you have heard the story of two hunters in the woods that accidentally stumble upon a bear. As the bear turns to them, the first hunter dahses away in the opposite direction. The second hunter is confused, and doens't think that they can outrun the bear. However, he also concedes that his fellow hunter may know something that he does not. He starts running and tries to catch up to the first hunter, and yells out, "Do you think we can outrun the bear? ” With a wink, the hunter replies, “I don’t have to outrun the bear. I just have to outrun you.”

That's the basic fact with digital security. If someone really wants to get into your data, they just need time and advanced technology. Your job is to make sure that casual hackers find it too difficult to play with your data. Here are my "Top Ten" tips for you:

1. Password protect your computer. This is easily the most overlooked "1st Step" in securing your computer.
• XP Users - Click Start, Control Panel, User Accounts. Click "Change An Account" and choose your User Name. You will see the password settings there. Make your password strong. "Password" is the most common password out there and is the first thing any hacker will try. You can be creative here. If your name is Steve, you can choose stevespcpassword
• Vista Users - Click Start, Control Panel, User Accounts & Family Safety. You will see the password settings there. Make your password strong. "Password" is the most common password out there and is the first thing any hacker will try. You can be creative here. If your name is Steve, you can choose stevespcpassword
2. Protect Your Network #1 - Change the default password & network name in your local router. Every hacker and most PC technicians know all of the default passwords/network name combinations for every major router on the market. It takes about 10 seconds to hack that if you haven't changed the default settings.
3. Protect Your Network #2 - Add wireless encryption to your network. Each manufacturer has a different interface, but it's easy to see from your laptop if your connection is encrypted. In this picture, there is a padlock next to my wireless network name, which means that I am protected. Use WPA, which is a good security level for homes and small businesses.
4. Firewall – Even the Windows Firewall is better than nothing. Most network routers also have a Firewall built into them. Some Firewalls play better than others, and the list is constantly changing.
5. AntiVirus – You need to run basic AntiVirus protection. If you can’t afford to pay $50 for the software, you can try AVG Free or AVAST.
6. Anti-Spyware – Viruses aren’t the only bad things looking to get into your PC. Spyware is the fastest growing threat to your PC. Try Malwarebytes'Anti-Malware or SpySweeper.
7. Windows Updates – Turn on Windows Updates to keep your PC up-to-date with the latest patches. Windows updates will download the latest security updates to protect against malware and other potentially unwanted software; Updates that improve reliability and performance; Upgrades to Windows features and Drivers from Microsoft partners.
8. Basic Laptop Lock – All of these security steps won’t really help if your laptop gets stolen. Do you know how many unattended laptops I see in Starbucks every day? Check out these Kensington locks.
9. Backup, Backup, Backup – Do I really need to tell you why it is important to backup your data? Check out Carbonite or iBackup for good solutions. The best backup solutions do the work for you automatically.
10. Encrypt Your Hard Drive - This is a more advanced solution, but in today's world I highly recommend it. Do you have sensitive employee or client information on your computer? If so, you must encrypt it. You don't want to be responsible for letting that data excape into untrusting hands. TrueCrypt is a great solution as it balances tough secrutiy and an easy-to-use interface. http://www.truecrypt.org/
11. BONUS - Stop using Internet Explorer. Switch to a more secure browser, like Firefox, Google Chrome, or Opera. You can still keep Internet Explorer on your PC in case you have a special need to use it.
    

I know that this list is tough for a non-techie. However, it is absolutely necessary to follow these steps in order to Protect Your Digital Life. Seek out your personal geek and schedule an appointment with them. They'll love you for it!