Tip of the Day: The Power of Free Word Processors

a person typing on a laptop keyboard

Computers are wonderful machines that can be our best friend or our worst enemy. If one wishes to harness the power of that friendly side of computers, it helps a great deal to understand computer word processors. 

In the computer world, if one wants to type a statement, letter, or some other kind of document, a word processor program will typically be used. The most common word processor program in use today is Word which is sold by Microsoft. There are some other options that may be used for typing documents that are free. OpenOffice Writer and LibreOffice Writer are free options.

Issues

The only major obstacle to using these particular free options is that the file extension (.odt) generated by the program when a document is saved might not be readable by the word processor program installed on another computer.

For example, say a document is typed and saved with a .odt file extension. Then, sent to a computer with Microsoft Word installed. Depending on which version of Microsoft Word is being used, Word might not be able to read the document. However, the free options mentioned above both have a function to convert .odt files into .pdf format. Most computers have software installed that can read .pdf file types. If no software is installed to read the .pdf file type, simply download and install a free .pdf reader program.

As implied, there is no exact science to collaborating with word processor programs. However, the benefits are many including saving money. Furthermore, the information herein only skims the surface of what word processors can do. If a business has several employees requiring the use of a word processor but there is no budget for purchasing such software, the free options could serve nicely as an alternative.

Please contact us if consultation is needed with regards to word processor options.

Computer Tip of The Day: Knowing When to Replace Computers

a person is holding a remote control in front of a rack of wires

If it has been a few years since you replaced the computers in your office. You may be wondering how you will know when it is time to replace computers.

In general, depending on what you use them for, and how heavily they are used, business computers will need to be replaced every 3-5 years. This is in order to ensure maximum productivity.

If you are coming up to the five-year mark, you may want to consider replacing all of your computers preemptively. Thus, before you start encountering problems. However, your computers will also begin to give off other signs indicating that they will soon need to be replaced. Here are a few of these signs you can look out for in your office.

Computer Problems Are Disrupting Your Day

One of the clearest signs that you should consider replacing your computers is if you have begun to spend more time fixing your computers than using them. Your computer should help you get work done, not disrupt your workday.

Thus, if it seems like you are constantly battling your computer because it won’t connect to your WiFi, it keeps crashing, or you are continually encountering the blue screen of death, then it is likely time for a replacement. The fact is that computers don’t last forever. When they begin to become more troublesome than they are helpful, it is likely time for a replacement.

Speed is Everything

Another obvious sign that it is likely time for a new computer is if your computer has become painfully sluggish. In today’s fast-paced work environment, speed is everything. This means that it is critical that you have a computer that is fast and up to the task of getting everything done in the day that you need it to.

However, computers slow down over time, and you may begin to find that pages take forever to load. Or you can make a coffee run before your computer is done booting in the morning. These are signs that it is time to replace your computer. Being a slow computer can have a negative impact on the overall productivity of your business.

Contact us to learn more about how you will know when it is time to replace the computers in your office.

Business Technology: Don’t Ignore These Password Tips

a man sitting at a desk using a laptop computer

One thing that has remained a constant in the battle against data breaches in business technology. The importance of adhering to a well-rounded password policy. This should be outlined by the company’s network administrator and supported by management. 

If a data breach should occur, poor passwords such as “1234” or “password” are no match against hackers.  Any organization that wants to avoid a data breach should create and strictly adhere to a comprehensive password plan.

Password Essentials

A good password plan requires some effort on both the part of the systems administrator and individual staff members.  An effective system administrator will make use of tools that lock someone out after a few failed login attempts, force the requirement to select new passwords every 30-90 days and require staff members to use new passwords rather than simply reusing old ones. 

They also may be able to control the content of passwords by requiring the inclusion of numbers, symbols, and both upper and lower case characters when passwords are created.

Staff members should be informed not to use personal information such as their date of birth, addresses, or SSNs for passwords.  In addition, staff members should be instructed to always log out of applications after use, or employ a password-protected screensaver when they leave their desks in order to discourage others from gaining access under their login.

Termination – Voluntary and Involuntary

Many organizations allow their employees to log in to corporate applications from home or from their own smart devices.  When employees leave a company, it is imperative that the former employee has zero ability to gain access to corporate systems.  Employers must keep a comprehensive, up-to-date list of every application an employee has access to. Additionally, all devices from which they access corporate systems.  If an employee is fired, all passwords must be changed. Also, access cards, hardware equipment, and keys to buildings must be accounted for.

In the case of voluntary terminations, some employers will ask their former employees to vacate the premises immediately.  In other cases, an employer will allow the employee to fulfill what is typically two weeks’ notice.  Regardless, employers need to have a system access policy already in place. This ensures a smooth transition of the employee over to a former staff member.

If you would like to know more about creating a comprehensive password policy for your business technology, please contact us.

6 Tips for Conserving Battery Power

four people holding hands over a wooden table

There’s nothing more frustrating than having your battery die on you just as an important deadline looms. Fortunately, there are a number of ways to conserve your laptop’s battery. Here are six tips for keeping your battery power going.

Display Auto Turn-Off

Set your laptop so that your display turns off by itself if your laptop is not used for a specific amount of time. This can be one minute, five minutes, ten minutes, or whatever. This way, your battery won’t drain while you are on a bathroom break.

Reduce Brightness

Even when the display is on, reducing the brightness will help save a lot of battery power.

Disable Wifi

If you do not need the internet and can work offline, disable the wifi. Having your laptop connected to the internet causes a strain on the battery. A lot of things will be going on in the background. For example, Windows may be updating its software.

Remove External Devices

If you are not using them, remove any external drives or devices from your laptop. Take out any USB sticks and DVDs. Do not use your laptop to charge your phone. All of these things take up precious battery power.

Use the Battery Saver

Turn on the battery saver feature that is built into Windows if you need to save battery. Some manufacturers install additional features to help you save and conserve battery power.

Shut Off Background Noise

Focus on one thing at a time when your battery power needs to be conserved. Shut off things that are running in the background by using your task manager to figure out what is using up the CPU. Don’t have multiple windows open at once; if you do not need a program at the moment, close it instead of minimizing it.

For more information, contact us today.

Find Your Weak Link And Help Prevent Security Breaches – Computer Tip Of The Day

a woman sitting at a table with a laptop and cell phone

There have been many unfortunate incidents of hackers stealing customer and employee information. Including, social security numbers, credit card numbers, checking account numbers, and other highly-sensitive information. Basically, data security is not something that should be taken lightly. Thus, you should never assume that your business will not become the target of security breaches.

Hackers have become very sophisticated. Many of them will tend to find a weak link in a business’s security features. It can be extremely difficult to access a business network through various firewalls and other barriers. However, many businesses will still have their data breached because hackers will find access to the system through a weak link.

What can you do to prevent breaches from occurring in your business?

Use a Risk Assessment

What kind of sensitive information is being used in your business? Once you take the time to evaluate the different types of sensitive information, you will gain a better understanding of what information will likely be targeted by hackers. The information that you feel is most vulnerable should be at the top of the list of data to secure first.

Encrypt Your Data to Prevent Security Breaches

Do you have encryption software installed on all the computers in the office? Do you have encryption software installed on your workplace’s mobile devices and USB drives? Not only should you use data encryption, but you should also make sure all devices and important accounts are being secured with passwords.

Revisit Your Security Policy

When some data breaches occur, it is due to what is taking place on the inside. Only the employees you trust the most with sensitive data should have access to it. If it is unnecessary for an employee to have access to sensitive data, they should not be able to easily access it. We encourage you to have a data privacy policy that will lay down the rules for accessing sensitive data. Additionally, any paper documents you have in the office should be secured. Therefore, they cannot be easily accessed by unwanted hands and unwanted eyes.

Security is a constant struggle because there is always someone who is looking for any weak links and vulnerabilities. Do you want to reduce the chances of your business becoming a target of security breaches? Contact us today for more information.