IT Support Blog

IT support alert - record number of Microsoft updates released

Microsoft issued a record number of monthly security software patches on Tuesday 10th Aug 2010, including fixes for eight critical holes affecting Windows, Internet Explorer, Microsoft Word and other programs that could be exploited to take control of a computer. Of the 14 patches addressing a total of 34 vulnerabilities, four of them should be given priority, Microsoft said in a Microsoft Security Response Center blog post.

The chart below explains the priority Microsoft is assigning to each of the 14 bulletins released in August:

Businesses without an IT service provider managing the maintenance of thier computers are strongly advised to perform Windows update checks on all computers as soon as possible. Computers that are connected to the internet and not regularly updated with security patches are a security hazard and likely to become infected.

As part of our IT support and IT maintenance contracts, we make sure all of our clients networks are updated within days of Microsoft releases, ensuring desktops and servers and always kept secure and up-to-date.  If you are uncertain about the state of your computer networks security then contact us or take us up on our Free IT Review.

Network support tip for a resilient business internet connection

Small businesses rely on network support and internet connections more now than ever before, anyone that’s been in an office unfortunate enough to lose its internet connectivity for 1 hour will know what a negative effect this can have on business productivity.  Not only does a loss of internet immediately slow down communication with clients and suppliers, it prevents a company from doing its essential daily procedures, such as e-banking and data transfers.  

It’s now possible for small businesses to have fast and resilient internet connections without hefty monthly bills.  If you currently have a slow or unreliable internet connection, research alternative providers that offer your postcode and telephone line a broadband connection.  You’re likely to find a range of providers, products and prices, the main things to look for are speeds, costs and customer feedback.  If you’re not sure who to go with contact us and we can assist you in finding the best provider to your area.  If they cover your area, we recommend looking at Be There Internet. They provide fast download speeds and for the money, some of the fastest upload speeds available, their support is pretty good too.

Once you’ve found a reliable, fast and cheap provider like Be There, you then need to find another one!  Having 2 internet connections is always going to be better than 1, it offers fault tolerance when you need it most and provides load balancing for times when internet activity is high. 

It’s preferable to have 2 different types of internet connection, the 2 main types of broadband are DSL (a cable type connection, traditionally supplied by Virgin Media and is generally faster than ADSL but not as reliable)  and ADSL (the most common form of connection, known as the BT connection).  Using 2 different types of connection will provide better fault tolerance if there’s a problem with either type of connection in your area, though having 2 ADSL connections will still improve speed and continuity.

Once you have chosen 2 broadband suppliers that can deliver your office fast internet, you will need a dual WAN router, such as the Draytek 2820n. These types of routers can offer 2 internet connections simultaneously; either 2 x ADSL connections (with the addition of an Ethernet modem) or an ADSL and a DSL connection.  Most dual WAN routers have options to either utilise both broadband connections at the same time, or provide fail over measures if one of the connections drop.

A dual WAN solution that uses 2 broadband connections is the best option for small businesses wanting fast and resilient internet, it offers;

• Cheap setup and on-going costs
• Faster speeds than a single broadband connection
• Greater performance during heavy internet periods
• Resilience in times of telecoms problems

Until we start to see fibre optic broadband become more widespread and a viable option for small businesses, this type of solution will continue to get our recommendation.

IT support for multiple monitor set-up

Adding 2 or more monitors can seriously boost your productivity, especially if you work with large images or spread sheets. So you’d think with technology these days, connecting multiple monitors to your computer would be easy.  Well it can be if you have the correct hardware in your computer; we’ve had many IT support calls lately from existing and new clients asking why they can’t get more than 1 screen working on their computer?

To have 2, 3 or more monitors connected to your computer requires you to have either;

• A graphics card and an on-board graphics adapter

or

• A graphics cards with 2 or more ports

or

• 2 or more graphics cards

or

• An external USB device capable of multiple monitors

For the best performance from multiple monitors we advise installing 1 or more dual or multi-port graphics cards.  Before purchasing a graphics card for your PC, you must first check a few details on your computer’s hardware;

1. Check your PC’s Power Supply Unit’s wattage, most dual or multiple adapter graphics cards will require a wattage greater than 150 Watts
2. Checks what slots are available in your computer, modern graphics cards are usually designed to fit into PCI Express slots
3. Check whether your PC’s on-board graphics card can be used at the same time as a PCI graphics card

If your existing computer is not capable of providing 2 or more monitors, then we advise opting for a new computer that is.  When looking for a new computer that will provide multiple screens, look for a machine that preferably has 2 x PCIe x16 slots and a high wattage power supply unit.

Computers that we have sourced for clients wanting 3, 4 or more monitors have been from the Dell Precision series, the HP Elite series and from the multiplemonitors in the link below, who specialise in building multiple monitor desktops:

http://www.multiplemonitors.co.uk/computers/

If your business has the requirement for a multiple monitor set-up and you need some pre-purchasing advice or IT support to get it working, then contact us for a free assessment.

Anti-spam – what business software should your company be using?

The volume of spam email is increasing every year and now accounts for over 80% of all email traffic; this is proving to be a widespread problem for businesses, governments and the public in general.  The fight to control spam is an on-going battle with spammers constantly devising new methods and tricks to get their unsolicited messages to the widest audience possible.

Software vendors are continuously releasing new products to control spam, and there are now hundreds of solutions to choose from.  Spam is not just a hindrance to businesses by wasting time; many spam emails also contain malicious viruses.  As most viruses are spread via email, it’s better to have email scanning anti-spam and anti-virus software catch them at the gateway than rely on network anti-virus software to detect infections. Most anti-spam solutions now have anti-virus built in or it’s available as an add-on feature.

There are 3 main types of anti-spam solutions on the market, these are;

Hosted anti-spam service – this type of hosted IT solution is installed and hosted on an anti-spam vendor's network.  Your incoming emails are filtered by the vendor before reaching your network. This type of solution requires changes in DNS to ensure emails are directed to the vendor's network first. Corporate privacy issues should be taken into account while considering such services. Some of the main providers of this type of solution are;

http://www.mxsweep.com

http://www.google.com/postini/index.html

http://www.messagelabs.co.uk/default.aspx

Server based anti-spam – this is software designed for companies with an in-house server providing an email service and running software such as Microsoft Exchange.  Software is installed on the server and scans all incoming emails; generally this type of software will either filter spam before or just as it arrives at the server.  Historically this has been the preferred method of filtering spam for businesses with email servers; however the hosted anti-spam solutions are becoming more popular. The hosted solutions are blocking the spam before it even reaches the server, which ensures email servers are left free to process solicited emails instead.  Server based anti-spam software is still very effective in combatting the problem of spam, below are some recommended software products;

http://www.gfi.com/mes/?adv=895&loc=1

http://www.symantec.com/business/products/allproducts.jsp

http://www.sunbeltsoftware.com/Business/VIPRE-Email-Security/Exchange/

Desktop based anti-spam – this is software that resides on your desktop computer, performing spam filtering as you receive it. Such software may be available as a stand-alone product that filters mail before reaching the email client or as an add-on that integrates with your email client.  This type of solution is for companies without in-house email servers, and that are using ISP’s without spam filtering , below are some examples of this type of software; 

http://www.cloudmark.com/en/home.html

http://www.spamfighter.com

http://www.spambully.com

The type of anti-spam business software that your business requires depends on a number of factors, these include; the size of your company and number of email addresses, whether your office has an in-house email server, whether your business is governed by email privacy regulations, whether you have an IT support specialist to assist your business in supporting the product.

If your company has a spam problem and you require more information on any of the solutions detailed in this blog, please don’t hesitate to contact us.

The future for business backups is cloud computing

These days there are a vast number of hosted IT solutions flooding the market that use the Internet to copy and synchronise data to secure servers, known as ‘syncing to the cloud’.  We believe this could be the future for business backups. File synchronisation software backs up company data as it changes, without the need for changing backup tapes and USB disks and removing the on-going stress of storing data off-site.  This type of software is also useful for staff that work away from the office and have a requirement to securely access and share data across the Internet. 

Some of the main benefits of file synchronisation software are;

Easily and securely share data– rather than emailing or using FTP to share data, software can easily be configured to share data automatically, changes to files and folders are live and these are reflected across all machines with the software installed.  A really useful feature if you’re based in a different location from your co-workers

Automated off-site backups – rather than manually copying files and folders to a USB stick or using backup software to perform regular backups to tapes and disks, this type of software automatically picks up modifications to files or folders and uploads changes to a secure off-site server

Access data on the move – files can be accessed from any computer with an Internet connection. Offering flexibility and backup continuity for if you’re ever caught short without a laptop or memory stick and need instant access to important files

We think file synchronisation software is the future for small business backups and on line collaboration; it’s cheaper than most on line backup providers and offers security, simplicity and continuity.

Most on line synchronisation providers offer a free but storage limited edition of their software; that can easily be downloaded and installed to get a feel for the product.  Some vendors have designed their software with the domestic user in mind but most are targeted at businesses.

Listed below are some of the main providers on the market aimed at businesses;

PowerFolder Pro – A fast, easy to configure solution with excellent support
http://www.powerfolder.com/

Drive Headquarters – An FTP like interface from one of the first companies to produce file sync software
http://www.drivehq.com/

Drop Box – The most widely used file sync software in the world
https://www.dropbox.com/

OpenDrive – Offer 5GB on line storage on its free account
https://www.opendrive.com/

Spideroak – A feature extensive product aimed at enterprise users
https://spideroak.com/

ZumoDrive – Similar to Drop Box in looks and features http://www.zumodrive.com/

If we can offer any further advise or if you would like a free IT review, please get in touch.

Charity IT support - cost saving measures

As you may have heard in the press lately, there is mounting pressure on charity funding due to the governments austerity measures.  IT support could be one way to start saving on costs.  

Charities could make savings on their IT support using the following tips;

1. If your organisation is a UK registered charity or a charitable housing association, you are eligible to use a program called the ‘charity technology exchange’,  who can offer up to 96% cost savings on IT software and hardware. The CTX has partners such as Microsoft, Cisco and Symantec and offers a large product catalogue on its website.  More information and registration details can be found on their website:  www.ctxchange.org
2. Some IT support companies offer discounted rates to charities, which can add up to big savings annually and is well worth consideration.  We offer a 15% reduction in fees to charitable organisations and are also appointed members of the www.suppliersdirectory.org.uk, which connects voluntary and community sector organisations and registered adult social care providers in England with suppliers of ICT products and services.

If we can be of any assistance or you would like a free IT review to help identify further cost savings please get in touch.

Office 2010 – are you eligible for a free upgrade?

Office 2010 – are you eligible for a free upgrade?

Office 2010, the latest version of Microsoft’s Office suite, was released in June of this year.  If you’ve only just heard of Office 2010 and have recently purchased a copy of Office 2007 you can upgrade to Office 2010 for free.  To qualify for the free upgrade, you must purchase and activate your Office 2007 suite between March 5, 2010 and September 30, 2010.  For details, visit www.office.com/techg.

There are three retail versions of Office 2010 available: Home & Student (£109.99 inc. VAT); Home & Business (£239.99); and Professional (£439.99). Two further editions are available under volume licensing agreements: Standard and Professional Plus. The table below gives details on the programs included in the retail edition: 

For those that are still using Office 2000, 2002, 2003 or 2007 (purchased prior to March 5 2010); is it worth spending the money and upgrading?  The answer depends on the demands of your business and staff, hopefully this blog will help with your decision.

Office 2010 has many new features in all of its core programs but Microsoft’s main concentration has been to bring Office to the web.  The new ‘Office Web apps’ included in 2010 are basically a web based edition of its programs, this means you can easily access programs like PowerPoint and Excel from any computer with an internet connection. For example, if you find yourself visiting a client with a presentation on a USB stick but no laptop, you can now log into any computer and present your slides via the online application.  Office Web Apps are free for home users but businesses will need to have bought into Microsoft’s software assurance scheme.

Here are some of the key new features of Microsoft Office 2010:

1. Save documents to the Cloud

With Microsoft Office 2010, you can directly upload documents to your Windows Live SkyDrive account and access them from any other computer.

SkyDrive provides 25 GB of free online storage and, since the service is integrated with Office Web Apps, you can view and edit these documents anywhere in the web browser without requiring Microsoft Office (even on a Mac).

2. Embed Web Videos in your Presentations

With Office 2010, you can easily embed video clips from the Internet into your PowerPoint presentations just the way you embed Flash videos in regular web pages. Just copy the embed code from YouTube (or any other video sharing site) and paste it anywhere on the slide.

3. Quick Steps in Outlook

With the new Quick Steps feature in Outlook, you can create a sequence of commands (Send & Archive is just one example) and apply them to any Outlook item with a click. For instance, here’s a quick step for “Send and Delete” which would delete the email from your inbox after you’ve replied.

4. Built-in PDF Writer

All Office 2010 programs include a built-in PDF writer to help you save documents into the PDF format with a click. Earlier, you had to download an add-on separately but now PDF support is native.

5. Document printing made simple!

With Office 2010, Microsoft has completely revamped the print dialog and it’s a great improvement. For instance, you can change printer settings (like page margins, etc.) and preview the changes side-by-side.

6. Broadcast Slideshows within PowerPoint

You can deliver live presentations over the web from within PowerPoint and anyone in the world can view your presentation using a web browser.

7. Video Editing meets PowerPoint

Do you want to trim some parts of a video clip before using it in your presentation? Or do you want to apply professional styles to a video (like reflection coupled with 3D rotation) so that your audience stay glued longer? Well, that’s easy because PowerPoint 2010 now includes some very powerful video editing features.

8. Built-in Screen Capture

All Office 2010 programs now include a screen clipping utility to help you quickly capture any area of the desktop screen. The tool will automatically take screenshots of all open applications on your desktop (that are not in minimized state) and you can insert them directly into your document or presentation.

9. Outlook gets social

Outlook now connects to social networking sites such as Facebook, Twitter and Linked In, so updates from friends and colleagues display direct into your contacts in Outlook.

Now when you open an email message inside Outlook 2010, it will show you related information such as email attachments, pictures, meeting requests and all previous email messages that you may have exchanged with that person.

If you are interesting in any of the new features of Office 2010 and would like us to arrange a free trial for you, contact us at info@fenton-it.co.uk or give us a call on 0845 6039726.

Choosing the wrong IT Support provider could cost your business...

So, who to choose when selecting an IT Support provider?  It’s a big decision for any small business and making the wrong choice could cost your company unnecessary time and money.  To help minimise your stress in this important decision here is our quick guide for selecting the right provider for your business.

1. Pick a local supplier 

We recommend selecting a local provider, as this helps to ensure that you are provided with the best possible service.  It will be a lot easier to hold initial meetings with a local supplier and suss them out face-to-face, during the selection process. In a crisis a local provider will be able to carry-out an on-site visit swiftly, with minimum stress to you.  You don’t want to end up unable to work and waiting for hours or even days for an engineer to reach you.  In addition, it’s always good for your local economy to support other local businesses.

2. Consider pricing

Especially in today’s climate, pricing is extremely important to small businesses.  We advocate a 3 quote system, whereby you approach a few different suppliers.  Ensure you are precise about your requirement with each supplier, to get the best comparables.  Obviously, the priciest is not always the best, and the cheapest may not offer value for money, so it’s important to consider other factors.

3. Check the credentials

As a small business, it’s imperative that you employ the services of a supplier with the correct experience, skills and staff qualifications, as having an engineer without qualifications and lacking in experience working on your IT systems is a very bad idea.  Always check the credentials of a proposed supplier, we would advocate a small business selecting an IT provider with the Microsoft Small Business Specialist accreditation and also ensuring that their engineers have the relevant qualifications, such as Microsoft Certified Systems Engineer (MCSE) or Microsoft Certified IT Professional (MCITP).

4. Client feedback

Any reputable provider should readily have references available for prospective clients to review, along with client feedback posted to their website.  References and feedback are an important aspect of sourcing your supplier, as they will give you an insight into credibility.  If their clients are willing to ‘go on the record’ with positive feedback, it’s a good sign.

5. Service

Ensuring you are going to receive an optimum service is important, check out what sort of service levels are being offered / contracted by your prospective supplier.  We offer all our clients a contract which adhere us to strict service level agreements, we will normally send out a copy at time of tender, just to give clients an insight to the kind of service we offer and deliver.

6. Ask for a trial period

Some suppliers won’t even offer a contract, but we feel it’s important to ensure your supplier is bound to deliver good service and it also protects the client should something go wrong.  Most contacts are for a 12 month period, and break clauses could end up costing your business dearly should you decide to terminate.  For this reason, we suggest asking for a 1 - 3 month trial period before being tied into a contract (and maybe even negotiating a lower trial rate for that period), that way, if it’s not working out you can cut your losses and move on, without too much hassle.

 

We are currently offering a free IT review to the first 20 business that sign up.  So, it you want to find out if you could save money and get more out of your IT systems or if you are looking for a new IT provider, sign up for your free IT review now.

IT Cost Savings - Tip No.1, Think Small!?

Our tip no. 1 for IT Cost Savings is consider using a smaller IT service provider.  They could save you money and offer a more personal service....

Not only can money be saved by using a smaller IT service company but you’ll often obtain a better level of customer service.  Smaller IT companies are built up of a team of experienced and qualified engineers who you will speak to regularly.  Bigger IT service providers usually have many front line engineers, some with little experience, and it’s unlikely you will be able to speak with the same engineer throughout the resolution of a support case. 

One of the main complaints we've recieved from clients who previously used a large IT firm, was the length of time taken to have faults resolved.  We, as a small IT business, pride ourselves on getting to know the IT infrastures of all our clients, so whenever a problem arises we know exactly how to fix it and fast.  The more time it takes to get to the bottom of a fault, the greater the cost to the client, through business down time and IT charges.

Using a smaller IT provider helps to ensure you receive a high level of service and also ensures that a specific engineer, who you can speak to directly, takes ownership of your issue and is accountable for having it resolved quickly.

If you are thinking about changing IT provider, it is always a good idea to 'shop around' and ask a range of providers to tender.  That way you'll be able to compare the costs and service levels offered.

Should you wish, we could provide you with a quote for IT services, whatever your reqirements.  If we can be of assistance please contact us at info@fenton-it.co.uk.

In addition we are also offering a free IT review, which would identify further ways which you could save costs on your IT.

 

Hosted IT Solutions……is this the end for Small Business Server?

We are starting to see one of the biggest changes in small business IT since 2001 when Microsoft released SBS 2000, this change comes in the form of hosted IT solutions, also known as ‘Cloud Computing’. More and more companies are now looking to run their business using hosted IT solutions which, completely removes the necessity for an in-house server and potentially spells the beginning of the end for Microsoft Small Business Server.  

But, surely hosted IT services can’t provide the same level of service as having your own in-house server?  Well….actually, yes we think it can, ‘Cloud Computing’ enables a wide range of online facilities. It lets you store all your businesses data and programs on a hosted server – which also means everything is backed-up safely off-site, should disaster arise.  Businesses can use online email servers, such as Microsoft Exchange and Zimbra, for their email.  In addition it offers Infrastructure as a Service (IaaS), which frees you from your office binds by delivering your business desktop in an innovative way securely over the internet, wherever you should decide to work.

All this provides a very tempting proposition to small business owners, which along with the annual cost savings of not having to run an in-house server, and even the potential to do away with your office space altogether (as some of our clients have opted to do), creates the biggest threat we’ve seen so far to Microsoft Small Business Server.

For more information on our hosted IT solutions and information on how they could reduce your businesses costs, please email us at info@fenton-it.co.uk.