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Getting started with SharePoint: Creating a vacation calendar

May 25, 2011 By Leave a Comment

Imagine my surprise when I visited one of my clients this past week to discover that they had created a staff vacation calendar. They have been using Small Business Server 2003 and now 2008 for about five years and had resisted any suggestion that they look at SharePoint. I had envisioned them using SP as a document repository, or “library” to house a number of business related books and document in PDF format that are currently accessed via CDs. Needless to say this fell on deaf ears; but the calendar is a hit. Well maybe you don’t need a document library or business knowledge base but how about trying calendar? The following two videos demonstrate how to set up a calendar in SharePoint. Keep in mind that SharePoint items can be set to integrate with your desktop Outlook.

Filed Under: Blog, Business Tools, Office Tools, Sharepoint Tagged With: , , ,

The Tablet Race!

March 31, 2011 By Leave a Comment

Rightly or wrongly I pride myself as not being tantalized and mesmerized by technology gadgets. Not only does my 2 years old+ Lenovo X61 convertible tablet go with me everywhere but it is my office. As much as I like my Lenovo I’ve always longed for a slightly smaller tablet. Note I said tablet not laptop or notebook. The option to write, take notes, or view videos/webinars in tablet mode is most appreciated. Now enter the iPad and the world is agog. It’s not just the iPad but also e-Readers, such as Kindle, Nook, Touch, etc. On a recent plane trip, I couldn’t believe the number of flat tablet sized Internet enabled devices. I plan to replace my Lenovo spring/summer 2012 and now I’ve begun my research. I’d like to share that process with you.

What is a smart phone, tablet, netbook, or notebook? Let’s be honest, there really isn’t much significance in debating nomenclature when discussing web based devices and the line blurs based on what you need or want; the real issue is portability. There is plenty of excitement about apps; but in reality apps are specialty items either for specific users, uses or markets. My primary use for a cell phone is for telephone calls (yes, I like talking to people and find it less confusing), good reception and location availability are my primary concerns. Beyond that email and text are secondary but if reception and availability is fulfilled then the other functions work accordingly.

I’m not a big app person and I don’t listen to music unless walking, writing, or on an airplane; thus apps are not a part of my criteria. For me everything personally and professionally is web based, including my email client (Google Premier), network monitoring and management tools, troubleshooting research (tech support sites), and marketing (Constant Contact, Biznik, and this web site). On the other hand I store documents, and download and test applications which support my business. What do you need your device for?

My Selection Criteria:

  1. Size-10-11″screen. I don’t care what my brother-in-law says and what features are available, you won’t catch me reading “War and Peace” on my smart phone.
  2. Weight- Not an issue for me.
  3. Operating system: Although I’m not opposed to the Android operating system, I’m not app oriented. I need to not only read and edit Microsoft Office documents but I’ll need access to Windows utilities for monitoring or testing client networks.
  4. Ports and connectors: I use external storage devices in my business from storing documents to backing up customer servers to external hard drives. I also run wireless software and USB external hardware for TV and projector viewing thus I’ll be looking for a number of USB ports for these services. In addition, part of my job is testing client wired networks which make an available Ethernet port essential.
  5. Durability: I won’t be carrying my tablet in my hip pocket but it will go with me everywhere and it will need to stand up to being tossed by a haughty TSA agent.

These are my preliminary selection criteria as I look forward to searching for a new tablet; in that same vein, Walter Mossberg of the Wall Street Journal reminds us that 2011 will be the year of the tablet with numerous offerings from all types of manufacturers who see this as a lucrative market.

Beyond my own tablet angst, I found that two of my current Microsoft oriented professional magazines were also getting on board the Tablet train. The Channel Pro magazine provides a high level overview outlining the proliferation of the small form factor PC business as it relates to IT professionals and should give you an understanding of the growth and options available in the PC market.

In the same vein, the Redmond Channel Partner, which targets part of the same tech professional market, looks at the functional aspect of full tablet PCs as it relates to Microsoft and Windows business. Take a look at both articles. I think you will find them informative and if you are like me, will not hurry to buy your next business tablet. On second thought, I still enter contests hoping to win a new iPad2!

Filed Under: Blog, Business Tools, Trends Tagged With:

Is your wireless naked? Last Post.

March 30, 2011 By Leave a Comment

You can never be too serious about network security whether it is a wired or wireless network. Brian Posey makes a case in his last wireless security article that wired networks can be more vulnerable than secured wireless networks unless some form of network access control is employed.

On a wired network anyone who plugs into a network jack can have access not only to the internet but also open access to your network. With the ready availability of mobile storage devices (flash drives and pocket hard drives) not only is the copying of sensitive data easy but malware can also be introduced into your system. Initially, this seems like a digression regarding our discussion about wireless security but this is really only a different side of the same coin.

The question is what are you doing to secure your wireless networks? I generally discourage businesses that have high visitor traffic from setting up wireless network or, if visitors need to have wireless access, I set up a separate non-domain (separate addressing scheme and DHCP server) router/access point. On the other hand the accountant or compliance auditor expects to plug into your network as a mere sign of courtesy.

In his final post regarding general wireless network security, Brian Posey outlines some basic concerns regarding wired versus wireless security: http://www.windowsnetworking.com/articles_tutorials/Securing-Wireless-Network-Traffic-Part5.html?printversion.

Filed Under: Maintenance, Network Maintenance, Network Security Tagged With: ,

MS Company Web 2010 video

March 28, 2011 By Leave a Comment

Recently I had a conversation with my brother who was lamenting that with his company’s mail server upgrade he is no longer able to access his public folder calendars from his smart phone. Given his dismay I was not able to console him regarding his loss. Not to mention that my statements regarding Microsoft’s desire to replace public folders with SharePoint brought no solace. In my final desperation I forwarded the following link which I thought would explain Microsoft’s position better than I could, http://social.technet.microsoft.com/Forums/en-GB/exchangesvrclients/thread/5549b57c-175e-47c4-991b-8b38117335fb.

From a more healthy position than sibling discourse, is Robert Crane, an Australian SharePoint guru who provides advanced technical information to small business technology consultants such as me. Although I understand Microsoft’s position, the whole cloud computing buzz is about placing everything in your web browser and solving the years old issue of cross platform computing. The primary problem with SharePoint is only a select group of people see its value as a tool. As I’ve mentioned before, my initial attraction to Robert was the fact that he produces good training SharePoint videos which I think help to bridge the learning gap for those interested or starting to explore SharePoint. Let me repeat, “Those starting to explore SharePoint”; as with any technology it is essential that we first understand that we have a need and take the time to learn the new technology. Robert has published an updated video, “Getting started with CompanyWeb 2010”. CompanyWeb is the SharePoint offering included with Small Business Server. Take time and see if you can find a use for SharePoint in your business.

Getting Started With Companyweb
View more documents from Robert Crane

Filed Under: Blog, Sharepoint Tagged With: ,

Are you Monitoring Professional News and Blog sites?

February 14, 2011 By Leave a Comment

Although we may have belabored the point with our following, Brian Posey’s wireless security articles in WindowsNetworking.com; it is important for all of us to be up to date with the latest developments and trends in our profession as well as understand the technological events that are shaping your industry.  News sites, Blogs, Newsletters, and list servers are the primary way of keeping up with the latest news and events.  “But I don’t have time to go to all of those sites every day to see what’s happening!”  If you are truly working none of us have that kind of time. Now enters RSS (most commonly expanded as Really Simple Syndication), as defined by Wikipedia as a family of web feed formats used to publish frequently updated works—such as blog entries, news headlines, audio, and video—in a standardized format.[2] An RSS document (which is called a “feed”, “web feed”,[3] or “channel”) includes full or summarized text, plus metadata such as publishing dates and authorship.  In short, RSS feeds allow you subscribe to your favorite site or blog and have updates sent to you as needed.  A better understanding of RSS feeds in illustrated in the following videos:

and

Keep in mind that most smart phones either have an RSS feed app or you can download an RSS feed app. The only question at this point is what sites are you following?

Filed Under: Blog, Business Tools, Online Tools Tagged With:

Brian Posey’s Wireless Security Continued

February 4, 2011 By Leave a Comment

Brian Posey’s fourth wireless security article touches on the more technical aspects of routers and security.

Encryption is a standard for any SOHO deployment of a wireless access point, a fact which Posey explains. Furthermore, he briefly touches on UTM routers (Unified Threat Management) which have the capacity to provide additional security features such as gateway virus protection, gateway spam filtering, content blocking, website blocking, and RBL (Real-time Black Lists) for blocking unsecure email sites. I like the idea of UTM routers but I’m not clear on how effective these devices are for anti-virus and spam protection. (I prefer third party inbound email filtering.) More to the point, I would  prefer that Brian or someone else to provide us with a clear picture of UTM routers.

From a small office/home office point of view, we should note that not only are these routers more expensive but many of the additional security features are enabled only on a subscription basis; thus, adding to the overall budget picture. While we wait for Mr. Posey’s final article on wireless security, I will look for a more comprehensive discussion of UTM routers. Again, part of our focus is to familiarize business owners with sites that increase our overall knowledge on the issues of office networking.

Filed Under: Blog, Business Tools, Maintenance Tagged With: ,

SharePointHosting.com’s – SharePoint Demystified

January 24, 2011 By 1 Comment

When I  first started this site I added a number of “How to…” videos  from Robert Crane which now make up the core of our SharePoint section.  It’s has been awhile since I’ve added anything new to this section.  Too often I find that SharePoint sites have more to do with the technical/administration side of managing the software or touting the latest version rather than how to work with SharePoint as a tool.  We believe that browser based applications are the future of productive technology.

With that in mind, I direct you to a site that I just discovered that I think will help you understand how to use SharePoint in your business, SharePointHosing.com’s-SharePoint Demystified.  Whether it’s SharePoint, Dream Weaver, Excel or any new program, to become proficient with software requires training.  What I like most about the site is the included numerous videos for the visual learner, which give a clearer understanding of the user interface and functions of the application.  Interested in SharePoint? Take a look at this site:

http://blog.sharepointhosting.com/Downloads/SharePoint-Tutorials.aspx

Filed Under: Blog, Browser Apps, Business Tools, Sharepoint Tagged With: ,

Are you talking about passwords, again!?

January 19, 2011 By Leave a Comment

One of the disturbing things for smart phone clients on their new Windows Small Business Server 2008 network is that Exchange 2007 locks their devices and requires that they use a security code to open their phones.

I’m not sure how to impress upon on all Internet users that the Internet is shark infested waters. Every phone, laptop, desktop, printer, wireless router, server (or node in tech terms) is virtually connected to those sharks. One of the easiest ways to protect yourself is to log off or turn off your computer when you are no longer using it. Next, is to use serious passwords to protect your devices. Yes, even printers because most printers have browser based configuration utilities which makes them accessible by everyone. For example, over the last several months have you received an obvious bogus email from someone’s Hotmail account? But, I digress; I received a newsletter today from WindowsNetworking.Com which contains a fairly comprehensive and readable article on passwords so I pass it on to you. Remember, the longer the password, the better.

http://security-forums.com/viewtopic.php?t=18842

Filed Under: Blog

What is your Pain Quotient?

January 13, 2011 By Leave a Comment

Several months ago I was approached about how to determine when a business owner should outsource their technology needs. Originally I wrote almost 900 words but decided it was pontifical and still hadn’t gotten closer to a true guideline. I’ve tried several other times to write this article but was challenged by my content editor that I sounded too much like a sales person.  During the post-Thanksgiving and pre-Christmas period I re-read Rework by Jason Fried & David Heinemeier Hansson of 37 Signals. I was reminded that businesses should hire to alleviate pain.

When you started your business you knew everything about the business and you wore many hats from product/service development, delivery of service, network administrator, and janitor. This not only saved you money but “it’s your baby”; you want to nourish every aspect of growth because it is YOURS. As a “solopreneur” some of these roles never change but whether you are a one person CEO or master of a 30 person company, as a small business owner there are several aspects of network administration that we think you should know or at least have documented at your site:

  • Know your passwords
  • Know how to properly start and restart your server
  • Know how to add or disable a network user
  • Know how to change a password
  • Know how to check to make sure your backup is running
  • Know how to restore a file from backup
  • Know how to check if your antivirus is up to date
  • Know how to run and schedule a virus scan.
  • Are your system security patches up to date? Are you only relying on MS/Apple updates?
  • Do you have a recovery plan? Could you start over again if you had to?
  • (See more…)

In the beginning, computer/networking was easy and you had time to learn not only about computers but you also learned about printers, routers, firewalls, Office software, QuickBooks, etc. Besides, how much trouble can one computer be? Yet as time marched on and things changed, you probably focused more and more on your marketing and providing good customer service.

You save money by being your own janitor or network administrator and this is a good practice as long as everything is housed in your second bedroom or garage. But when you move to an office suite the trash is sometimes forgotten and the office manager only vacuums the reception area and conference room. In short, it is no longer convenient and control has been relinquished. The same applies to your network; if you or someone isn’t checking on your daily/weekly backups, taking care of the printer that requires constant restarting, applying the security or product updates for your workstations, or monitoring your client/ inventory/business software then it’s time to seek assistance. In short, what is your pain quotient?

Many of us view our pain in a “break fix” fashion or better yet all problems are approached from the “If it ain’t broke don’t fix it” position.  For the occasional break down this is a workable philosophy, i.e., printer, router, or hard drive failure. On the other hand, how much time does a reoccurring problem cost you? How much is your time worth? Did you interrupt your business call to crawl on the floor because you lost your connection to the internet again? How long can you afford to be offline? If you no longer have time to maintain your list of network “should’s” and you’re still crawling around on the floor pulling wires instead of making a sales calls, then you’ve reached your network pain apex. Is it time to outsource your IT network support?

Filed Under: Blog, Business Tools, Maintenance Tagged With: , ,

Is Your Wireless Naked? – Continued

January 5, 2011 By Leave a Comment

Pardon me if I lost momentum during the holiday blitz but I hadn’t forgotten that we are following Brian Posey’s articles on wireless security.

I’ve chosen to follow Brian because he’s a known expert and I want my readers to become familiar with security issues and good technology support sites, but I feel no inclination to repeat Brian’s work and somehow “tweeting” just doesn’t do it. In his December article, Brian focus is on the visibility of your wireless access point, SSID broadcasting and MAC address filtering.

I’ve always thought that MAC address filtering was cool but as Brian points out it isn’t always practical. To the point, many SOHO wireless devices will automatically populate attached network adapter device addresses (MAC address) and give you, the user, the opportunity to “lock in” only those addresses. This is a simple process until Cousin Max or your attorney visits and wants to connect his laptop to your network. My suggestion for businesses concerned about security is: set up a second wireless device which distributes a different range of addresses for non-office computers. If this sounds complicated, call me.

Filed Under: Blog, Business Tools, Network Security Tagged With: ,
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