Microsoft is a company that’s well-known for releasing many different versions of the same operating system. With the impending release of Windows 8, they’re aiming to slim down the number offered. There will be a core set of features available across all editions, with each version aimed at different markets.

There are going to be four editions of Windows 8 available at launch:

1. Windows 8. This edition offers all the features the majority of Windows users will need. It will be comparable to Windows 7 Home and Home Premium.
2. Windows 8 Pro. Pro will have Windows 8 components, but also offers more advanced options that businesses and expert users will appreciate. Some of the extras include encryption, virtualization and PC management. Pro will be most useful in a business environment.
3. Windows RT. This version of Windows 8 will come pre-installed on mobile devices and tablets with an ARM processor, which is used primarily in mobile technology. Many of Windows 8’s features will be available on RT, although some older Windows applications will not be compatible. If your company uses Windows tablets or smartphones, chances are you’ll use this OS.
4. Windows 8 Enterprise. Enterprise is an enhanced version of Windows 8 Pro that will be specifically for businesses with Software Assurance agreements. Noted features include stronger virtualization tools, PC management and deployment, and advanced security. At this time there’s no further information on this version, but it looks like a good choice for IT companies.

There’s no official release date for Windows 8 at this time, but it’s expected sometime in the last quarter of this year. If you would like to know more about Windows 8, or any other Microsoft programs please contact us.

“Cybercrime”, “malware”, “hackers”. Three common buzzwords that have caused businesses untold amounts of lost profits, breached data and so on. As much as we would like to say that cybercrime is being eradicated, we can’t. It isn’t going to go away, but if you are aware of the common cybercrime trends, you can take steps to protect your business.

A quick Google search for “cybercrime trends” yields over 78 million results, the majority of which are likely to affect large enterprises or governments. While it is beneficial for all businesses to be aware of the major trends, there are a number of threats that will affect small businesses more than others. Here are some current cybercrime trends that SMEs should be aware of.

Mobile Malware Smartphones are becoming ever more popular, and with this popularity has come an exploding number of apps. Malware developers have been picking up on this during the past few years and there have been an expanding number of apps dedicated to attacking your phone or mobile platform. The most common type of malware on mobile devices is spyware, followed by SMS Trojans. SMS Trojans run in the background of some applications, and make international calls or text messages from the developers’ services causing huge phone bills. The final form of malware targets online payment apps on the phone.

One of the main reasons this form of malware has become so popular is due to the openness of some markets, such as the Android Market. The owners of the app markets are working to track down and get rid of the guilty apps on their marketplaces, but you still need to remain vigilant. while installing apps. Look at the developer of the app - how many times has it been downloaded? Maybe double check the app’s integrity online before installing and double check the app on the internet.

Open-Source Malware Kits A common thing malware developers do is write code for malware and then sell it to interested buyers. But a rising trend is that developers are writing malware that is open-source—any person can download and change it. The worrying thing is, many developers of already powerful malware have been releasing open-source versions of their software. This means that there will be an increase in the number of malware attacks out there, as devious developers can easily come up with more elaborate hacks.

Banking Trojans Along with the open-source malware kits, there has been an increase in the number of banking trojans—aimed at stealing account information and passwords. While these trojans have been a threat ever since banks first started offering online banking, they have become popular again as people and businesses are starting to move their online banking onto mobile devices, and the trojan software is easily accessible. This makes mobile banking apps an easy target.

With cybercrime on the increase, now is a good time to review your security, ensure its up to date and remind employees of your mobile device policy. If you don’t have a policy in place, or feel that your security is inadequate, give us a call, we are happy to help you. Remember: with good security and knowledge, there is no reason you should fall victim to cyber theft.

Google has a bit of a sweet tooth, as is evident by the codenames it applies to the different versions of Android. The newest version, introduced in late June has been given the codename Jelly Bean, and will bring with it some great new features that will benefit many users. Are you ready for something sweet?

Here’s an overview of Jelly Bean’s new features.

1. Location based help. Google aims to make your phone smarter with this feature. Using location services like GPS, your phone will update you with relevant information. For example, you’re going to a meeting, using your phone’s GPS, your phone will keep you up-to-date with traffic reports and suggest quicker roots. This could be a useful service for users who have to travel a lot.
2. Faster interface. Dubbed Project Butter, Google touts an update to the user interface that makes it “smooth as butter.” Essentially using your phone will be a smoother and faster experience compared with older versions. They even noted that less battery power will be used due to a new feature that guesses where you’ll click next.
3. More intuitive home screen. The home screen - the place where all your icons are - has had a bit of an adjustment as well. Previously, you had to make space for new apps and widgets. With Jelly Bean you place one on your screen, and the others will be rearranged so it can fit. Beyond that, If you don’t want an app on your screen, simply flick it off.
4. Voice search engine. One of the most promising smartphone features of the past few years is using your voice to interact with your phone. Apple popularized the trend with Siri, now Google has introduced a similar service, and improved it. When you search for something, the result will be returned in a card, swiping to the right will show the full search result. Beyond that, you’ll also be able to use your voice for typing, even if you’re offline.
5. Better notifications. Notifications on the Android have been upgraded, with more information and live updates being introduced. Receive an email, pull down the notification page and be able to reply to it directly, no need to open the mail app. Another cool feature is with the calendar notification. If you’re running late, bring up the notification and email all attendees a canned response, all without opening calendar or email.

These are just a few of the new features that will be introduced with Jelly Bean. Businesses who use Android as their mobile OS will no doubt see some value in the upgrades. The most notable is a better user experience that could make employees happier with their devices and therefore, more productive.

Google noted it should be available by OTA (Over The Air) updates for Galaxy Nexus, Nexus S and Motorola Xoom sometime in the middle of July, and for other phones by the end of 2012. If you’d like to learn more about how an Android device will fit into your organization, please call us.

Update: As of July 10, 2012, Jelly Bean has entered Open Source, which means it’s finished and phone companies and developers can access it to begin to modify it to meet their needs.

IT is a constantly evolving industry and one of the newer integral parts of it is cloud computing, which has been gaining in popularity especially with small businesses. As we are just finishing the first quarter of the year, cloud users will be glad to know that there are several emerging trends that promise to make cloud computing more efficient and secure.

Anyone who tells you that the cloud has reached a peak is definitely mistaken. While cloud computing is already a powerful IT service that has made a positive difference in the way businesses operate—especially small and medium sized ones—there are still many aspects of it that are continuously being improved and developed.

Better security One of the major trends in cloud services is improvements in the security aspect. Businesses trust cloud providers with important and sensitive data, and with cyber-attacks becoming more frequent and clever, vendors have to step up their security protocols and keep clients’ data safe.

Wider integration and compatibility As it stands, there are still several issues between clouds (especially public ones) and an enterprise's systems, which limits the connectivity and data exchange between users. The same can be said for the current standards being used, which have the tendency to be very vendor-centric. The trend now is to reverse this, and provide better connectivity and data sharing, as well as less vendor-centric standards for better compatibility and integration.

A more ‘solid’ cloud It’s unfortunate, but expected, that there are service providers who are hitching onto the increasing popularity of cloud computing by offering half-baked cloud services. As time progresses, expect to see a better definition—which will reflect in the service provided—of what cloud computing can and cannot do.

As expected of any emerging technology, cloud computing has a ways to go before it reaches its peak. Expect to hear better things about the cloud in the coming months and years as businesses continue to maximize the potential of cloud computing, and vendors and service providers constantly find ways to improve what is already a fantastic concept.

If you are interested in knowing more about cloud services and what it can do for your business, please don’t hesitate to contact us so we can address your specific inquiries and concerns.

Many companies realize the benefits of virtualizing their systems, and some have even started the process. In the current economies around the world, businesses are looking at ways to save money and streamline processes. A recent report on virtualization found that some organizations achieved investment returns of up to 269%. Read on to learn more.

What is Virtualization? Virtualization is the creation of a virtual computing environment, where one hardware system can run multiple virtual environments. Common types of virtualization include servers, storage devices, or networks. The benefits of virtualization include lower costs, improved IT management, and reduced energy consumption.

The Survey A report published by CDW-G focuses on government organizations in the United Sates. Many SME owners and managers like yourselves are probably asking, “How do study results involving the government help my business?” Well, if you look closer you can see that what the government organizations did can easily be replicated by SMEs, just on a smaller scale.

Results In recent years, many companies have had to tighten their belts due to economic difficulties. Government agencies are no exception. The results of the survey found that agencies and organizations realized investment returns as high as 134 to 269%. The survey found that if IT managers invest in Server Virtualization, Document Management, Storage Virtualization, and Cloud Computing in that order, the returns on Server Virtualization alone can help pay for, if not totally cover the cost of, the other three processes. CDW-G found that on average, the total cost of implementing all four separately is over USD 1.1million, but when implemented in order, the average cost was around USD 400,000.

While it is unlikely that SMEs will see a return on investments of this magnitude, it is highly likely that they will see increased returns if they follow this method of re-investing returns from Server Virtualization into the other three steps. In times of economic stress, this could be a huge boost to your bottom line.

Helpful Recommendations From the results, CDW-G offered some useful recommendations that all businesses can use:

• When budget cuts are needed, first look for ways to increase efficiency without service cuts.
• Review technologies and processes to identify inefficiencies.
• Consider savings and efficiency opportunities in all new solutions.
• Leverage available savings into new projects.

As with any new process, it’s equally important to ensure that you educate the users of the processes and stay on your toes to keep updated.

Running a business is often a fine balance between profit and expense. Any hidden expenses can see profits evaporate, and may put your business at risk. One potential problem area that could have drastic impact on your bottom line is technology. It's essential and can be very costly if it breaks down. That's why it would be a good idea to take measures to control your IT costs.

Here are five ways you can reduce IT spending.

Backup everything If your business is like most other small to medium companies, the majority of your important files are located on one server or maybe a couple of computers. Technology doesn't last forever and the machine where you have your data stored on will eventually stop working.

When it does, you will have to replace it, and your files that were on it could be lost. The cost to recover them will be high. To minimize this risk, you should invest in a solid backup platform that runs on a regular basis.

Yes, this will cost money now, but would you rather have a copy of your systems and data from Yesterday which can be easily implemented when you have a problem, or would you like to pay to maybe recover year's worth of data? Backups will save you costs in the long-run, not to mention the stress they will help you avoid.

Have a strict anti virus policy The idea that your employees won't download programs or browser extensions simply because you tell them not to is like telling a child not to eat candy; they are still going to do it. By simply having computers and devices accessing the Internet through your network, you are at risk. If your systems are hacked or infected, you can face lost data, high recovery costs or worse.

How do you minimize the chance of malware infections and the risk of being hacked? Antivirus software and security solutions installed on every computer that can be run from one machine are your answer. This makes it easier for you or your IT partner to ensure all of your systems' antivirus software is up to date and scanning when it should be. This will minimize the chance of infection and keep costs down.

Document everything As your company grows, you will start to use more technology. Over time, it will need to be replaced, and you likely won't be able to afford replacing all your systems at once. This means that you will have to track down the systems, software, etc. that need to be replaced; which will take time and cost you money.

If you take steps to document all of your systems, computers, software, etc.; where it's located; when it was implemented; who is in charge of it, etc., you will be able to track things down quickly when needed, thus managing your systems better. This time saving measure will cut your costs.

Look into a CRM/ERP/HRM solution There are so many software solutions out there that can help you plan and run your operations. If you've been tracking employee data or planning using a simple spreadsheet, you could be getting more out of a tailored solution.

Solutions like Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) or even Human Resources Management (HRM) can help you spot hidden costs or even plan more efficiently, which will reduce costs well into the future.

Look for fixed-price solutions A major problem with all technology related systems is that predicting costs is nearly impossible. You simply don't know when/if an important piece of hardware will fail. This becomes even harder if you don't have expertise in tech.

One of the best ways to save money on IT costs is to outsource. Almost every IT provider offers flat-rate services that cover your systems and can ensure you maximize your IT investment. This makes budgeting for IT easier, as you know what your monthly costs will be. You can then focus on your business, and over time will see a decrease in IT costs.

If you are looking to cut your IT expenses, why not contact us. We may have a solution that will ease the budget burden.

Peer-to-peer networking (P2P) and cloud storage services have both been hot topics in the news lately. Whether it’s about the seizure of servers or security threats, both have been causing businesses problems with regards to recoverability and security of data. Does your company use P2P or cloud storage? If so, there are a number of things you should be aware of.

With the seizure of a number of cloud storage and sharing websites, including Megaupload, and the seemingly omnipresent malware in P2P files and the shaky security in relation to P2P networks, businesses have had their hands full staying secure. Do you know what your options are when it comes to data security?

Cloud Services Knowhow The recent seizure of Megaupload’s files and servers by the US Government caught many people and businesses unprepared. While Megaupload’s main purpose was file sharing, it was found that a large number of organizations were using their services to store files. If you had files stored on Megaupload, the chances of getting the files back are non-existent.

It needs to be pointed out that many cloud services don’t guarantee that files stored on the service will be recoverable in the event of a crash, or disruption in service, e.g., a government seizing servers. If you read the user agreements of a number of major cloud services, they all have clauses stating that if data stored on their service is lost for any reason, it’s gone forever, and the hosts can’t be held liable for losses.

Risks of P2P With high speed Internet widely available at low prices, P2P file sharing has become incredibly popular, it’s almost uncommon to find someone who has never used a P2P service. If you or your employees use P2P at your office, there are a number of potential security threats you should be aware of:

• The unknown share: If you put a file in a folder that is shared on a P2P network, it’ll be shared with all other people connected to that folder and almost anyone can access it. This is normally done by mistake, i.e., not looking where the file will be saved when you save it. There’s also malware out there that will move files into a shared folder which the developer of the malware can find and upload with ease and without the user knowing it is happening.
• Open network: Typically P2P works on open networks: users give and share. What this means is that when using P2P on a poorly configured network, the whole network could be unsecure, allowing for access to other computers connected to the network.
• Untracked data: If you share a document with another person, and they then share it with others, there is potentially, an unlimited amount of people that can get the data. If you want to take it back, it can be impossible to do so, even if the original document is deleted.
• Storage hijacking: There’s news of malware that has been developed with the purpose of downloading illegal material onto your hard drive. This could pose a problem if the data is found, as you will be liable.

What Should I do? With regards to cloud services, as with anything that comes with a contract, the first thing you should do is gain an understanding of it by utilizing reading material such as blogs, news articles and Wikis. It’s a pain in the neck, but it’ll help you understand the boundaries of the program and your responsibilities. Remember that if you go to court to get files back from a company, and it becomes known that you didn’t read the agreement, you’ll probably end up losing that case.

Second, it’s not recommended to keep single copies of data on one cloud service. Chances are high that in your business, you store your data and backups in a place separate from the computer. This makes sense with the cloud as well - keep your data with a number of different cloud services. If it’s important enough, have physical backups of what you put in the cloud.

For P2P networks there are also a number of steps you can take to protect the data on your network:

• The most obvious one is to ban employees from using any file sharing services outside of your network.
• If you do allow file sharing, it’s a good idea to establish and strictly enforce a protocol for this. You should also set which users are allowed to share files, and what files are appropriate to share. Be sure that all staff are aware of your policy and the measures that will be taken in the event of any deviations.
• Develop a system to classify documents by whether or not they can be shared, and who they can be shared with.
• If you work in an office where you need to share files, but don’t want to use a P2P network or the cloud, and are unsure of other solutions out there, don’t worry. There are companies that specialize in document sharing solutions that should be able to provide you with assistance.

The most important thing is that whatever the situation is, you take action to try to solve the problem while frequently revisiting the actions to ensure that they are working. If you’d like to learn more about document sharing over the cloud, or via P2P networks, give us a buzz. We’re more than happy to help.

Like it or not, there will be a time when you have to give a presentation. Most people will use Microsoft PowerPoint to create it and will generally do a good job of setting up the presentation. Where some stumble is if they have to input information or a graph from an Excel spreadsheet into the presentation. This can be a frustrating experience, but there are ways to make it easier.

Here's how you can take data from spreadsheets in Excel and turn it into graphs and charts in PowerPoint.

Before you start

Before you can transfer data from Excel, you should take a look at the spreadsheet. If you have a ton of data and only want to take a certain chunk to make your graph, it would be best to copy and paste it into a new Excel workbook. This way, you can get the data from Excel to PowerPoint easily and turn into a graph or chart.

The key idea here is that you don't want to do a data-dump - putting every single number, most of which could be useless - into a slide. You want to take only the most relevant information from the spreadsheet. It's easiest to do this on a slide-by-slide basis, after you have setup the presentation outline. Copy the information only pertaining to that one slide. If you're not sure whether it will be useful or not, it likely isn't, so don't take it.

Create the graph/chart

Once you have only the data you are going to need for the chart, you can switch over to PowerPoint and go to the slide where you will put the chart. This can be done by:

1. Clicking on the slide's body field - where you enter the main text of the slide, below the title.
2. Selecting the Insert tab from the top of the screen and clicking on Insert Chart. Note: This will only work if the slide's layout supports Content. To change the layout of the slide, right-click on it and select Layout, then pick one that says Content.
3. Choosing the type of graph that's relevant to your data from the window that pops up and pressing OK.
4. Deleting the information in the dummy Excel spreadsheet that comes up by left-clicking and dragging over the content. It will be highlighted and pressing Delete will get rid of it.
5. Copying and pasting the information from the Excel spreadsheet you setup earlier into the window in PowerPoint. Be sure to click on A1 before you paste it.
6. Renaming the chart by double-clicking on the title above the cells.

You can click back to the slide to look at the chart. Often times the data will be opposite. For example, the date will show on the X axis, when it should be on the Y. If you click on the chart, and select Switch Row/Column in the ribbon above the slide, you will be able to re-arrange the information.

Time to format

It's highly unlikely that the graph you placed into the slide is formatted the way you want, or even optimized for your audience. Here are four tips to help you format it so it not only looks good, but can be seen when you give your presentation.

1. Don't get too flashy - Yes, there are a large number and variety of charts available. No, they are not all good for presentations. It's best to pick a simple layout - stick with the classics: Pie, Bar and Line. Don't pick 3-D charts as they are hard to read and can confuse the audience. Also pick colors that can be seen. For example, light green, yellow, grey, etc. can hardly be seen on most projectors.
2. Use big text - It may look big enough on your screen, but you can be sure it isn't going to be big enough for your audience. Use the biggest font size possible, and limit any explanation text.
3. Remove Gridlines - But Gridlines make it easier to determine amounts don't they? Yes, on reports. But this isn't a report, it's a presentation, so it's ok to be general. Gridlines will just confuse your audience, and make graphs look cramped. Remove them by clicking on any grid line in the middle of the graph, and pressing Delete on your keyboard.
4. Test it - Before you give the presentation, it would be a good idea to test the presentation on a screen that is similar to the size you will be presenting on. If that's not possible, get a colleague to look over it. They will likely be able to point some changes out - if need be.

Having attractive graphs in your presentations can go a long way in keeping your audience engaged, and it could increase the chances of your message sinking in. If you would like to learn more about how you can leverage PowerPoint or any of Microsoft's other programs in your office, please contact us today.

“Microsoft PowerPoint”, “presentations” and “effective” are three common buzzwords used throughout all businesses. Heard separately, most employees are comfortable with each, but put all three together and a problem appears: Many presentations are simply not effective. Is this true for your organization?

It’s important that you, that as a manager, you ensure that your employees are creating PowerPoint presentations that are effective. Here are a few tips you can give to your employees to help them improve their presentations.

Simplify and minimize The best presentations are simple and minimal, often shifting focus from the presentation to the presenter. Minimal presentations follow the 6-6-6 rule. There should be no more than: 6 bullet points per slide, 6 words per bullet and 6 slides full of words in a row. Being visual creatures, you should encourage your employees to create slides with engaging and related visuals. A caveat: be sure that you have the rights to use the images.

A great rule taught in business schools across the country is: KISS (Keep It Simple, Stupid). Refrain from using confusing words, jargon, uncommon acronyms and irrelevant information. Keep it short, sweet, and to the point. Following these rules will help engage the audience and hold their attention for a longer period of time.

Be consistent “Consistency is key” - a saying often used but rarely followed in the creation of PowerPoint presentations. You should ensure that grammar and spelling are all consistent, and errors are minimal, if existent at all. Have another employee or manager review it for errors and inconsistencies.

For the slides, use the same background and font throughout. The easiest way to ensure this is by using a template. A word of warning: don’t use templates that are heavily animated because they can cause significant distractions, and don’t choose backgrounds that are similar in color to your font. The best slides have a light color for a background with a darker font for your text.

Summarize The goal of most presentations is to build interest and inform or update the audience. In fact, the majority of audiences just want a short summary so they can develop their own questions to ask after the presentation, or at a later meeting.

When creating the presentation, be sure to keep the audience in mind. If a presentation is being made to IT managers, chances are it does not need to have advanced financial spreadsheets. If you are presenting on a topic that has lots of graphs, extra information, or appendices, put the most important information in the presentation and the rest in a handout. This will keep the audience’s attention on the presenter, not the slides.

Practice, preview, review Practice makes perfect. In an ideal world there would be hours and hours to practice and tweak a presentation. Normally, that’s not true. Schedule at least a comparable amount of time the day before a presentation for a dry run. Always review the presentation with your team and ask them for feedback. This will help encourage employees to keep improving and developing themselves.

For more tips and tricks on giving presentations using Microsoft PowerPoint and other Microsoft products, please contact us.

The Windows Operating System is the most widely used OS in the world and many users have adopted, or will adopt, Windows 7 as their main OS. By most accounts, Windows 7 is a stable OS, but it’s an inevitability that Windows 7 and its programs will stop working from time-to-time forcing the user to restart the computer.

It can be extremely frustrating when you are working on an important document, Windows 7 stops working and you’re forced to reboot. Before you restart your computer, here are three useful things to try.

Using the Resource Manager If your computer starts to act sluggish or slow, and is taking a long time to open a program or respond, it may be because it’s taking up a large amount of processing power, forcing other programs you have open or running to use less - this is commonly known as a “bottleneck”. To figure out where the bottlenecks are when your computer is slow is relatively easy:

• Click Start and type: RESMON and select RESMON.exe. A window with all running programs and processes, graphs and tabs will pop up. This is called the Resource Manager.
• Under the Overview tab, you will see a list of programs. Click Status and the programs will be ordered by their status, an easy way to quickly figure out what is working and what isn’t.
• Once you have identified the bottlenecks, you can look for solutions using the Internet or contact the people responsible for your IT. It will make their job easier if you can tell them exactly what’s wrong.

If you want to find more information on why a program isn’t working, click the CPU tab, beside Overview. You will be presented with a dialog box similar to the task manager from XP. Select a program which isn’t responding, right-click on it and select Analyze Process. Windows will run an analysis and try to tell you why that program isn’t working. This goes a long way in figuring out what is happening, and also gives you more information if you have to call your IT team.

If you have a program that has completely stopped working:

• Open the Resource Monitor; click start and type RESMON.
• Click the CPU tab, and the program should be highlighted in red.
• Right-click and press Analyze Wait Chain.
• If there are more than two processes, the lowest one on the bottom is the process that isn’t working.
• Click the box beside it and select End process. The program should re-open.

A word of warning on the Resource Monitor: don’t go stopping programs or processes just because they take up what looks like a lot of processing power. They could be essential to the operation of Windows, and if stopped you could make the problem worse. If in doubt, make a note of the program, search the Internet for more information, or ask your IT department for help.

Open Program in New Process If you are working on an important project and would prefer not to have it crash when another program does, you could start the program in a new process. This essentially creates another window in the same environment. If one crashes, it won’t affect the other. To open in another process, hold down Shift and right click on the program, and select Open in a new window. The downside to this is that it will consume more system resources, so your computer will run slower.

Record Your Steps One neat and underutilized feature is the Problem Steps Recorder. When activated it will record mouse movements and clicks, key presses, folders opened and even take screenshots. When the problem is solved, it will put them all the recordings into a file and email them to you. This is extremely useful if a problem keeps happening, and you have your IT team come in to help. To turn on the recorder:

• Press Start and type in PSR, select PSR.exe
• Press record.

If all else fails, and you can’t fix the problem, then you can try restarting the computer or calling IT. As ever, don’t forget to save your work often, and ensure your data is backed up regularly. If you would like to learn more about Windows 7, or other Microsoft products, please contact us.