Small Business Technology Advisor

Focus: Gearing up for 2007

What's on the radar for 2007?

Microsoft will be releasing the highly anticipated Vista operating system in the beginning of 2007 as well as a new version of Office.
Apple also has plans to introduce their new operating system, Leopard, which has been touted as Vista 2.0.

So what will the new operating systems do to make your work life easier? Read on. All Covered has the answers for you along with some helpful tips for getting through your holiday returns.

As always, we're eager to hear what you think about this issue and what topics you'd like to see covered in future issues. Please send an email to Newsletter Comments.

Thank You,

All Covered

In this issue...

Microsoft Windows Vista 2007
Top 10 Reasons to Upgrade to Windows Vista

Increased productivity, better security, faster deployment. Would any of these get your organization to upgrade to Windows Vista?
Read more…

Microsoft Office 2007
Microsoft Office 2007: Highlights

First, here's a summary of what will be included in each version of
Microsoft Office 2007. Then read more to find out what's new and
different about how to use the Microsoft Office suite.
Read more…

Partner Spotlight
DriveSavers Data Recovery Tips for Protecting Your Valuable Data

All organizations need to adopt strategies to ensure business-critical information is protected from corruption and loss. They also need a recovery plan to get up and running as quickly as possible in the event of system failure.
Read more…

Spam News
The Spam Tornado Keeps Spinning

Why is spam on the rise? How do you protect your inbox from this onslaught?
Read more…

Macintosh Corner
What is Apple Up to Now?

Mac users are looking forward to the release of the newest operating system, which has been highly touted as Vista 2.0. Learn more.
Read more…

Personal Tip
’Tis the Season for Returning

Now that your holiday shopping is done, the only thing left to do is return it all the day after Christmas. We share our tips for making your holiday returns a bit easier.
Read more…

Microsoft Windows Vista 2007
Top 10 Reasons to Upgrade to Windows Vista

Windows Vista, the newest desktop operating system from Microsoft, is now available for large enterprise customers and will be available for small businesses and consumers at the end of January 2007.

There are many new capabilities within Windows Vista, but we thought we would highlight the top 10 reasons your business might want to upgrade.

1. Increased productivity

Dramatically improved search capabilities – type in a word and Windows Vista searches email, documents, and their content, folders and applications, regardless of where they reside.
Simplified user interface – the most widely used features are right at your fingertips. No more searching down several layers of menus to find what you want.
Tabbed windows in Internet Explorer 7.0 help navigate more easily between sites.

2. Improved security

Built-in Windows Defender to fight against spyware, malware and other unwanted software.
The improved built-in firewall prevents unauthorized connection to PCs, thus impeding the spread of viruses or other malware.

3. More security

User Account Controls help you balance the need for power users to do what they need to do to be productive, while locking down capabilities for those who need fewer privileges.
While Parental Controls are mainly thought of in a home environment, they can also be used to control access to inappropriate content and sites on the Internet. This can be used in conjunction with Group Policies.

4. Even more security

BitLocker Drive Encyrption (available in Enterprise or Ultimate Edition) to protect your data in case your PC is lost or stolen.
The Protected Mode of Internet Explorer mitigates damage to a PC by preventing access to critical areas of the operating system.

5. A better mobile workforce

Better synchronization across PCs, with PDAs or mobile phones with Windows SyncCenter.
Easy wireless network and remote access set up capabilities ensure you are not wasting time 'getting connected' when traveling.
Extend battery life or performance with better power management.

6. Protect and backup your data

Automatically store versions of files as you work on them using Shadow Copy. You don't have to set up a formal backup scheme or program for this functionality.
For scheduled backups of your key information, Windows Backup Center allows you to choose the files to backup, where to backup (file server, external device such as CD/DVD/Flash drive), and the frequency in which you backup.

7. Retrieve your data easily

As a compliment to the easy data backup, retrieving that data is also quick and easy. You can retrieve an earlier version of the file or document you may have accidentally deleted or made changes that you want to undo.

8. Ad-hoc collaboration

Windows Meeting Space allows you to share information on an ad-hoc basis, so you can start working with new vendors or contractors without waiting for them to have access to your network, just the files you want them to see.

9. Easy deployment and migration

Integrated suite of tools for easy and quick deployment. Some include:
- Windows Easy Transfer Wizard helps migrate your information and settings from your old computer to your new computer quickly and easily.
- Hardware 'agnostic' images can be created, so you save time without having to create images for every different type of hardware you own (Dell, HP, IBM for example.)
- User State Migration Tool (USMT), BDD, ACT, ORK (don't worry, you don’t need to know the meaning of these acronyms – just know that they will help when you are ready to upgrade and deploy Windows Vista.)

10. Lower total cost of ownership

Deploying or rolling out a PC with Windows Vista will be cut in half because of the imaging and deployment tools available to administrators.
1 + 1 = 3. All the new security, deployment, migration, centralized desktop management, user controls, collaboration and productivity features mean less money to manage your desktops, more productive users and a better bottom line.

As with any major operating system change, you should have a planned approach to the upgrade with these things in mind: hardware readiness, application compatibility, migration and deployment challenges and of course, user training.

All Covered will be hosting a web seminar on the Windows Vista in early February, so stay tuned for more information. Look in the Events area of our web site for more details. With the various versions of Windows Vista, you want to select the appropriate one for your company.

Contact All Covered if you want to learn more about Windows Vista. Let us help you plan for a Windows Vista upgrade, when the time is right.

Microsoft Office 2007
Microsoft Office 2007: Highlights

First, let’s review what the different versions of Microsoft Office 2007 will include, then discuss specific features.

Versions of Microsoft Office 2007

Standard

Small Business

Professional

Professional Plus

Enterprise

Word 2007

Excel 2007

Outlook 2007

PowerPoint 2007

OneNote 2007

Publisher 2007

Outlook 2007 with Business Contact Manager

Access 2007

InfoPath 2007

Communicator 2007

Integrated Enterprise Content Management

Electronic Forms

Advanced Information Rights Management and Policy Capabilities

Groove 2007

The Ribbon helps you navigate

When you open any of the Microsoft Office 2007 programs such as Word, Excel, PowerPoint, Access, or Outlook, you will still be able to easily navigate through the tools using the Ribbon. The old look of menus and toolbars have been replaced with tabs to get to the commands you already know how to use.

Instead of having 30 or so undisplayed toolbars, and commands buried on drop menus, you now have the Ribbon to bring the essentials together and make them very visual. Research has shown that people using Microsoft Office favor a core set of commands, which they tend to use over and over. Those commands can now be the most prominent.

Your often-used commands that are not quickly available can easily be added to the Quick Access Toolbar, which is above the Ribbon when you first start your Office program.

The Button replaces the File menu

The Microsoft Office Button will take the place of the File menu in several Office programs. It provides more options that are conveniently located together.

Key Tips, formerly known as keyboard shortcuts

The new keyboard shortcuts have a new name: Key Tips. You press ALT to make the Key Tip badges appear. You'll see Key Tips for all Ribbon tabs, the Quick Access Toolbar, and the Microsoft Office Button.

Press the key for the tab you want to display. This makes all the Key Tip badges for that tab's buttons appear. Then, press the key for the button you want.

Keyboard shortcuts of old that begin with CTRL are all still intact. For example, CTRL+C still copies to the clipboard, and CTRL+V still pastes from the clipboard. Although, most of the old ALT+ menu shortcuts still work, you will need to know the full shortcut from memory — you'll have no screen reminders of what letters to press.

Think back to a previous version of Office, when you pressed ALT+E to open the Edit menu and then you pressed the underlined letter in one of the commands on the menu. You can still press ALT, and then press one of the old menu keys E (Edit), V (View), I (Insert), and so on. But a menu won't open. Instead, a box will pop up saying you're using an Office 2007 access key. If you know the entire key sequence, just carry on and initiate the command. If you don't know the sequence, press ESC and use the Key Tip badges instead.

The Button controls the Options

In earlier versions of Office, you could set options in the Options dialog box, opened through the Tools menu. Many of those options can now be found when you click the Microsoft Office Button, where they are more visible and conveniently close at hand when you start work on old files or new ones.

Click Excel Options, or Word Options, and so on, at the bottom of the menu, and then click any of the categories in the list on the left. For example, in Excel, click Formulas to turn the R1C1 reference style on or off. In Word, click Proofing to turn on or off the feature to check spelling as you type.

What about the new file formats?

In Word, Excel, and PowerPoint 2007 there's a new file format. Why? Increased security for your files; reduced chance of file corruption; reduced file size; and new features. You will still be able to open a file that was created in Office 95 through 2003.

When you save a file created in a previous version, the default in the Save As dialog box is to save the file as a previous version. You can also select to save the file as a 2007 version. When you save a file as a previous version, a Compatibility Checker will let you know of any 2007 features that may be disabled, or matched as closely as possible. Colleagues who have Excel versions 2000 through 2003 (and the latest patches and service packs) can work in your 2007 files. When they click on your document, they will be asked if they want to download a converter that will let them open your document.

Access also has a new file format: .accdb. New databases you create in Access 2007 automatically use the format. You can open and work with the old .mdb format, if those files were saved in Access 2000 or Access 2002-2003. To use the new Access 2007 features in .mdb files, however, you must first use Save As to convert the database to the new format. You cannot open the new format with any version of Access except Access 2007.

What are some highlights of the individual programs?

Word 2007: Using Building Blocks, you can quickly assemble documents from predefined content.
Excel 2007: You can now have 1,000,000 rows in a worksheet so that you can import, organize, and explore massive quantities of data quickly and easily with Improved PivotTable®.
PowerPoint 2007: The new SmartArt diagramming capability dramatically reduces the time needed to create high-impact presentations.
Outlook 2007: Instant Search is a fast integrated inbox search, and the To-Do Bar efficiently centralizes calendar and task management.
Access 2007: Tracking Application Templates help users get started faster, and integration with Microsoft Windows® SharePoint® Services improves manageability.
InfoPath 2007: Office InfoPath 2007 email Forms streamlines information gathering through Office Outlook 2007 email messages.
Office Publisher 2007: The new Getting Started experience includes a one-click application of branding elements.

Does the 2007 Microsoft Office system require Microsoft Windows Vista to work?

In a nutshell – no. The 2007 Microsoft Office system is designed to run on Microsoft XP Service Pack 2 and later as well as Windows Vista.

The Microsoft Office 2007 suites contain powerful and easy-to-use productivity and contact management software with new tools to help you save time, stay organized, and deliver better customer service. You can easily manage your prospect and customer information in one place. Quickly create dynamic documents, spreadsheets, and presentations. Develop professional-looking marketing materials for print, email, and the Web, and produce effective marketing campaigns in-house. You can manage your calendar, tasks, and email more efficiently, and filter out unwanted email messages to help keep your computer safe and secure. And you will spend less time learning new features by using improved menus that present the right tools automatically. It's definitely something to look forward to for next year.

Partner Spotlight
DriveSavers Data Recovery Tips for Protecting Your Valuable Data

Never assume data is unrecoverable

DriveSavers has successfully recovered data from thousands of hard drives with extreme physical and logical damage. If your business has lost critical data, DriveSavers recovery service is your best and safest option.

Since 1985, DriveSavers has recovered data from hard drives and other storage media that have crashed, mechanically failed, been physically damaged, infected by viruses and worse. This has earned DriveSavers a reputation as the most advanced and progressive data recovery service in the industry. Their engineers have extensive experience developing innovative technology with major hard drive manufacturers to give you the most accurate data recovery possible. Their proprietary techniques are so powerful that they can consistently rescue data others might simply abandon. DriveSavers shares their sage advice for protecting data in your small business.

Best practices to avoid data loss

Never upgrade any system without a verified backup.
Use up-to-date hardware and software utilities for data security, such as firewalls and virus protection.
Scan all incoming data, including packaged software, for viruses.
Use ventilation, fans, and/or air conditioning to keep servers at the proper operating temperature.
Connect systems to an uninterruptible power supply (UPS) to protect against power surges.
Power down and take extreme caution when moving computers.
Avoid static electrical charges when touching or handling the media, especially in arid environments.
Maintain an alternate and remote data center with 'real-time' copies of corporate applications and data.
Train users to report any unusual noises and power down immediately if a hard drive makes scraping, tapping, clicking, or humming sounds.

Backup strategies for small business

Invest in redundant backup systems.
Establish a structured backup procedure, using software compatible with the operating system and applications, to make copies of all critical data files.
Periodically test the backups to verify that data – especially databases and other critical files – are being backed up properly.
Keep at least one verified copy of critical data off-site.

When disaster strikes

If possible, backup the data immediately.
If the drive makes scraping, tapping, clicking, or humming sounds do not use utility software.
Do not power up a device that has obvious physical damage, or is making unusual sounds.
Shut down the computer to avoid further damage to the drive and its data.
Do not attempt recovery yourself on severely traumatized drives (i.e., turning the computer off and on, using over-the-counter diagnostic tools), as this may cause further damage or permanent data loss.
Configure another computer/server to temporarily replace the problem unit, restore available backups onto the new unit, and reconfigure it as necessary to begin productive work.
Contact DriveSavers for recovery advice. Because of the broad range of complex operating systems – such as Windows NT/2003, Mac OS X, UNIX and NetWare – using utility software can potentially cause data loss.

About DriveSavers: Hard drive data recovery

For more information about DriveSavers, visit their website at www.drivesavers.com or call a DriveSavers Recovery Advisor at 800.440.1904 or 415.382.2000. All Covered clients are eligible to receive a 10% discount off all recovery costs.

Spam News
The Spam Tornado Keeps Spinning

Many people thought that once companies implemented spam solutions and started educating their users, spam would wind down and eventually be a non-event. Many people even speculated that spam solution companies would either consolidate or go out of business. However, this situation is far from reality. The truth? Spam is definitely on the rise.

Spam on the rise

In the last three months, spam has risen 73%, according to Postini. They also report that spam represents 93% of all email-- the highest ever recorded. Image spam and office document spam made up as much as 45% of all junk messages in the fourth quarter, up from less than five percent in 2005.

Spam is unlikely to stop

All Covered recently attended a discussion where CEO's of Barracuda Networks, Postini and Proofpoint were panelists. They all stated the spam is on a "hockey stick" rise and that companies should expect this trend to continue. Virus writers, in general, are motivated by silent or underground recognition of their clever work. Spammers, on the other hand, are motivated by money. If a miniscule percentage of people respond to any of the spammer's emails or offers, they still make a lot of money. So, the only way spammers will stop is if people stop clicking the links and buying from these companies. Given the nature of people, it is unlikely this behavior will stop.

What you can do

So, given these grim prospects, what can you do to protect your company or organization from the growing amount of spam attacks? The following suggestions come from a variety of sources including All Covered, Postini, and Proofpoint.

If you have no anti-spam solution, find one and deploy it. All Covered has Email Protection Service, which is powered by Postini. This service helps insulate your company's network from spam and virus attacks before messages ever reach an in-box.
Don't provide your email address unless absolutely necessary. Watch for check boxes in small type that automatically have you "opt-in" for 3rd party mailings or partner offers.
If possible, use "disposable" email addresses when signing up for one time events, when posting to blogs or unfamiliar websites. Use these like you would a virtual credit card number.
Never unsubscribe from spam messages. This action simply verifies that your email address is an active one. Valid businesses will adhere to your unsubscribe request, but if in doubt, don't unsubscribe, simply delete the spam or create a filter to delete the unwanted email.

Tips for All Covered's Email Protection Service

All Covered clients who are using Email Protection Service should also note the following during a spam attack:

Increase your spam settings (5 is the highest)
Ensure all users and distribution lists are included in your setup
Review and update your Approved Senders List. Experience indicates that obsolete approved sender entries have an adverse impact on spam catch rates.
You will likely see an increase in the raw number of spam messages you receive. This is because a constant catch rate applied to a larger traffic flow will yield a higher absolute number of misses.
Spam variants often look the same to the untrained eye because spammers make very subtle changes in obscure parts of their messages to get-around anti-spam technologies. This is the fundamental reality that makes anti-spam management a highly specialized discipline.

Continue to educate users

No matter what solution you have in place, continue to educate your users on the simple actions they may take when they type in an email address on a form, paper application or anywhere else they're asked for an email address. Protect this as vigorously as you would other personal information. The alternative is the annoying junk mail and spam that interrupts your daily productivity.

Macintosh Corner
What is Apple Up to Now?

We have an exciting Mac Corner this month! We'll be previewing Mac OS X 10.5 and Mac OS X Server 10.5 (code-named 'Leopard') as well as the latest Intel-based Macintosh with a special business interest, the XServe; speculating on when the Apple set-top box (code-named 'iTV') will be released and what its final feature set will enable home theater enthusiasts to do, and finishing up with a Mac rumor roundup.

Mac OS X 10.5 Leopard

Apple proudly proclaimed: 'Mac OS X 10.5 Leopard: Vista 2.0' on banners at the World Wide Developer conference in August. Now that Windows Vista has been released to manufacturers (RTM) and is slated for consumer release on 30 January, the race is on. Mr. Jobs has already told us 'shipping in Q1 2007' so that could mean as late as March. What does the next big cat have in store for us? Let's take a look at three of the most anticipated new features:

Time Machine: Apple already has Backup, but has gone one better with Time Machine. Initially it makes one complete backup of your system (on an external drive or network sharepoint) and then periodically backs up files that have changed. You can retrieve past versions of files or files you've recently deleted by zooming your window back through time just like the name suggests.
Mail: Mail, Apple's email program, is much improved in Leopard. Stationery templates, notes and to-do lists, which are able to cross-propagate to iCal, make their debut here.
Spaces: Take your desktop and cadre of constantly running applications to task, and organize it. It can be pretty busy, even with Exposé to organize things. Spaces allows you to divide your running applications and items into multiple desktops; a 'web' space for your browser(s), HTML authoring apps, etc., a 'creative' space for iLife and iWork, etc. The names we've suggested here are just that- suggestions. Your limits are your own.

Check out the rest at Apple's website. http://www.apple.com/macosx/

Leopard Server (Mac OS X Server 10.5)

Mac OS X Server 10.5 is Apple's sixth release of its Mac OS X Server operating system in as many years. Leopard server brings to the table a few much anticipated features, as well as a couple unexpected ones:

iCal Server: is based on the CalDAV standard, a conglomeration of existing standards allowing cross-platform calendaring, free-busy checking, and full Open Directory integration.
Teams Directory: is Apple's catch phrase for its built-in Wiki Server, taking their previous attempt at a blog-server (based on bloxsom) one step further.
Spotlight Server: adds Apple's incredibly-fast content and meta-data search engine capability to mounted volumes, allowing for lightning-fast searches across your company's gigabytes (or terabytes?) of shared storage.

Though Apple's website does not mention it, rumors are about that Time Machine may extend a backup service of sorts to connected workstations.

XServe

Apple's last product line to make the transition from PowerPC processors to Intel was the XServe, announced back in August and expected to ship in October. That ship date was pushed to November and was well worth the wait.

The XServe is powered by up to a pair of Intel dual-core 3.0GHz Xeon processors, boasting some 500% performance boost over its G5-powered predecessor. Along with performance gains, the XServe sports a few high-profile features as well as a few things IT professionals will appreciate:

Built-in mini DVI
Dual PCI-Express slots (one can be configured as PCI-X)
Optional dual power supplies
Lights-out Power Management (allows for remote full power cycling)
Support for up to 32GB DDR 667MHz memory
DB-9 serial port
Dual FW800, dual USB 2.0 ports
Slide-out tab for easy serial number and MAC address reading and bar-code scanning

The XServe comes with Mac OS X Server 10.4.8 Universal (a build capable of running on the PowerPC Processor or Intel Processor). As always, Apple eschews Microsoft's a-la-carte mode of distributing client access licenses, giving customers a completely unlimited licensing approach to all services on the operating system.

iTV

This past fall Apple announced it was selling movies on the iTunes Store and followed right along with something not seen in a blue moon; a pre-announcement for a product. Apple showed off the 'iTV' (a code name, not the final product name): a set-top box that will stream your iTunes media (movies, music, TV Shows) from your PC or Mac to your TV wirelessly (or ethernet if you wish). The iTV has HDMI and component video outputs to send video to your TV, as well as digital audio outputs capable of delivering 5:1 surround sound.

All we have to do now is wait for the first quarter of 2007 when Apple has said they will ship it.

I heard a rumor...

The rumor mill has been a-flurry with talk of a 'true video iPod' ever since the 5th generation iPod came out and showed customer the wonders of 320x240 pixel U2 music videos. It would supposedly have a video screen across the entire front of the unit and feature 'no-touch' controls, allowing your fingers to hover directly above the screen to control selection and playback. No official announcements as yet, so we'll have to see.

Apple fanatics have also been looking for Apple's iPhone: a rumored device that would not only be able to download music straight from Apple's iTunes Store, but also be linked to the carrier of your choice.

Personal Tip
’Tis the Season for Returning

So what are you doing on December 26th? Many of us will be headed to the mall to do the dreaded task of returning the presents that weren't quite a perfect fit on the seconded busiest day of the holiday season. Keep in mind, retailers are not legally required to offer cash refunds for merchandise; however, you can make the process easier for you and the stores with these simple tips:

Pay with a credit card

Although many retailers frown upon doing cash returns, they are usually willing to easily do a credit back onto a credit card. It's an easy transaction for them and it doesn't deplete their cash drawers.

Ask for a sent check

If what you really want is cash, but the item is over the cash limit for returns; ask if the retailer will have their corporate office send a check to your home. This usually works with the bigger-ticket items.

Try to exchange it first

As much as you would prefer the cold hard cash for the item, consider exchanging as your first option. Retailers want to keep their bottom lines level so they tend to be more willing to exchange. Plus, you can get just what you want and at this time of year, it's probably on sale too!

Keep all of your holiday receipts

I don't know about you, but for me the one receipt that I need for a return always seems to be the one that ends up in the garbage can. Have a container ready to hold all of your holiday receipts so you can quickly find the one you need. This is like your 'get out of retail jail free' card. It's not a guarantee that you'll get your money back, but at least you will get the full price paid in a store credit rather than the end of season clearance price.

Ask for gift receipts

Before the cashier ever starts your transaction, ask for a gift receipt. Many of the major retailers will issue gift receipts in addition to the regular receipt. A gift receipt proves that a purchase was made without any of the pricing information. In addition to being a backup to your regular receipt, you've given the recipient of your gift a chance to have a hassle-free experience.

Know the return policy before making a purchase

Many retailers have their most lenient return policy during the holiday season, but there are usually limits that may not apply at other times of the year like time limits or 'store credits only' for gift items. Ask to see a copy of the retailers return policy if it's not posted at the register.

Don't throw away anything

Keep the packaging. So before gifts are torn open (even though that's the fun part) preserve the packaging, just in case. Many retailers require all of the original packaging in order for a return.

Don't open it

If you have any doubt about keeping a gift, don't open it. This is especially true for electronics, movies, or music. Once it's opened, the only thing you can hope for is a same-item exchange for damages.

Go today

Try to make all of your returns as soon as possible. The longer you wait, the harder it can be to make the return, especially for seasonal items.

Bring a friend

You can tag team while you wait in line and the long lines don't seem so long when you have someone to talk to while you wait.