Master Mac’s Notification Center to increase productivity
App notifications can be equal parts helpful and frustrating. On the one hand, they make it easier to stay on top of work updates. On the other, they can become distracting and overwhelming. If you use Mac OS X, the best place to start is configuring the settings in your Notification Center. Managing alerts within Notification Center You can see everything from previews of new emails to reminders about upcoming meetings by clicking the three horizontally stacked lines in the upper right-hand corner of your Mac’s screen. Selecting the Notifications tab will display all kinds of alerts that you can delete by clicking the X icon in the upper right-hand corner of the box. Alternatively, you can click the X to the right of Today if you want to clear all your notifications for that day. How to customize what is shown in your Notification Center If you would like to change which apps can display notifications on your computer: Open the System Preferences app. Select the Notifications icon. Click on the app that you want to modify. Choose which alert style you want that app to use and check or uncheck the boxes below it to configure things like whether or not the notification plays a sound or shows up on the lock screen. At the bottom of the screen, you also have the option for notifications to be sorted by one of these three options: Recents, Recents by App, or Manually by App. How to configure Do Not Disturb settings From the Notifications settings in your System Preferences app, scroll to the top of the list and select Do Not Disturb. This will display options for automatically enabling Do Not Disturb at certain times of day, when the computer is hooked up to a projector, or during calls. If you want to turn on Do Not Disturb at-will, just open your Notification Center, scroll to the top of the Notifications tab, and click the Do Not Disturb toggle. Getting your Mac’s alerts to a manageable level shouldn’t be too difficult. But notification overload may be a symptom of a much larger problem. Give us a call today if your Apple devices are creating more problems than they’re solving. Published with permission from TechAdvisory.org. Source.
Software challenges for virtual environments
Since the very first software release, software licensing was already considered a challenge. In the past, many software licensing models were based on concurrent connections or number of installations. Today, virtualization and multicore CPUs add a new level of complexity, making it more difficult to track costs and how many licenses you’ll need. Let’s take a closer look at the following considerations to help you make a better decision. Why are licenses an issue? Virtualization is a complex topic, but here’s a quick overview of how it works and why licensing is almost always an issue. Most people are starting to work the concept of cloud storage into their everyday lives. Think of virtualization as a cloud where your server(s) store their hardware capabilities and your network computers can pull from that cloud as needed. In this scenario, let’s assume employee A and employee B have two identical desktop computers with barebones hardware. Employee A needs to perform some basic text editing while employee B needs an in-depth scan of your client database. With the right infrastructure management, both employees will connect to your business’s server for the necessary physical processing power and server-hosted software. That means employee A will request the appropriate amount of processing power to edit text (which is likely very little) from the server, while employee B requests a much larger chunk of RAM, processing, and hard drive space for scanning the database. It gets really tricky when we start asking how many licenses are required for the server-hosted software. Licensing models were originally based on the number of physical hard drives with installed copies. However, in a virtualized environment, that’s not an accurate reflection of usage. Using the most recent platforms, administrators can divide their CPU into as many virtual machines as the SMB requires. What do current virtualized licensing models look like? Sadly, virtualization and software industries are still deciding on the best way to move forward. The very vendors that sell the software required to manage the creation of virtual machines and segmentation of your server disagree about which model to use. The company behind the popular VMware software has switched to a per-virtual-machine model after a huge response from customers, while other powerhouse vendors like Oracle and Microsoft have stuck with the per-CPU-core model that is based on server hardware capacity. In any software selection process there is almost always the option of open source software. Under the open source model there are no licenses and usage is free, and just last month, AT&T committed to virtualizing 75 percent of its office under the OpenStack cloud computing platform by 2020. What should I do? In the end, software license considerations and total cost of ownership calculations should be a huge factor in how you plan to virtualize your SMB. When discussing the possibility of an infrastructure migration with your IT services provider, make sure to ask about the advantages and disadvantages of different virtualization platforms compared with their licensing models. You may find that paying more for hardware-based models is worth it, or that open source platforms provide you with everything you need. No matter which platform you choose, remember to list every piece of licensed software in your office. Find out which licenses you can keep, which ones you’ll need to update, and most importantly, what the license migration will cost you in the short and long run. The process of virtualizing your SMB alone is a real pain. Get in touch with us now to avoid the headache entirely and we’ll walk you through all of the steps necessary to guide your organization through this next step in modernizing your business model. Published with permission from TechAdvisory.org. Source.
How to keep your laptop from overheating
More employees are opting for laptops because they’re compact and easy to carry around. However, small frames mean less space for computer chips, transistors, RAM, hard drives, and other hardware components. This leads to overheating. Causes of overheating Laptops generate heat when in use. That’s why they have internal fans that blow out hot air and suck in cooler air. So when your laptop keeps shutting down or suffers some serious slowdowns, chances are it’s overheating. Some causes of overheating are: Damaged or malfunctioning fans are due to dirt and grime clogging up the fan, preventing it from rotating properly. Blocked air vents prevents air from flowing into the laptop. Old laptop battery rely on lithium, a chemical that naturally decays over time; as the battery gets older, it becomes less efficient and generates more heat Running too many software programs in the background can cause your processor and fans to go on overdrive. Bad habits when using your laptop, such as using uneven or soft surfaces as padding, can block the air vents, leading to overheating. What to do if your laptop’s overheating If your laptop starts overheating, the first thing you should do is turn your laptop off and check if the fan is damaged in any way. This can slow down its rotation. Next, inspect the vents and fan for any dirt, grime, or other possible causes of blockage. Also, check how many software programs or apps run immediately after switching your laptop on. If your laptop is overheating or shutting down after a while, you may have to disable applications on startup. Keeping it cool Always make sure that there’s adequate airflow when you’re using your laptop. Avoid using your laptop in bed or on a carpet. And never use pillows as padding as they can block the air vents of your laptop. Better yet, invest in a cooling pad. They lift your laptop and have built-in fans that facilitate better airflow. Other ways to avoid overheating are limiting the number of programs that run when you start your laptop, changing your settings to power save mode, and shutting down your laptop when you’re not using it. Users often take their laptops for granted because they’re built as plug-and-play devices. However, with a little extra care and attention, your laptops can last longer. If you want to prolong the lifespan of your hardware, call our experts today. Published with permission from TechAdvisory.org. Source.
How much does a VoIP system cost?
There are so many VoIP phone systems in the market that you’re bound to come across a few with similar features and add-on services. This might tempt you to compare their prices and purchase the more affordable option. But don’t just look at the initial price of the VoIP system; you must also look at the total cost of ownership (TCO). What is TCO? TCO is the overall sum of procuring, deploying, and operating a VoIP system over its life cycle, which is typically five years. An experienced VoIP expert should be able to give you an informed approximation. Upfront costs Upfront costs are largely determined by whether you buy a VoIP system outright or rent it from a reputable third party. Although the former carries a steep upfront cost, payment will not continue indefinitely. This makes sense for large, fully staffed corporations with massive budgets. Meanwhile, the latter option is better for small- and medium-sized businesses that prefer to pay a small monthly subscription rather than make a huge investment. Beyond the price of the VoIP package, upfront costs also include additional costs like headsets, webcams, and a stronger network connection to ensure crystal-clear calls. Implementation costs A majority of implementation costs goes to the fees of the consultant or managed IT services provider (MSP) that will design, deploy, and configure your VoIP system. But since you’re installing a completely new phone system, you’ll also need to factor in costs associated to training employees on how to use the VoIP system effectively and securely. Operational costs This covers monthly recurring costs of voice and data plans. For example, some service providers charge local and long-distance calls per minute, while others offer unlimited local calls for a fixed monthly cost. If you’re managing your VoIP infrastructure yourself, you’ll also have to take into account the monthly power, cooling, and maintenance fees. If you opt for hosted VoIP services, however, you’ll only be billed for maintenance. Upgrade costs You should also set aside some room in your budget for VoIP upgrades. For instance, to improve customer service, you may need to integrate customer relationship management (CRM) software with VoIP, but that requires a certified CRM expert to facilitate the entire integration process. Evaluating all the costs that apply to your business will give you a clear idea of how much you can expect to pay for your VoIP system. If you’re having difficulty calculating the real costs of VoIP, call our experts today. We’ll help you figure out which VoIP solution is most ideal for your business and budget. Published with permission from TechAdvisory.org. Source.
Improve your PowerPoint skills with these tips
Office workers are far too familiar with slideshow presentations that are either more soporific than cough medicine or are horrible time sinks that make them miss their deadlines. To avoid becoming the next target of their ire and resentment — and perhaps become the presenter everyone actually enjoys — here are some tips on how to use Microsoft PowerPoint. Start slideshows instantly The audience doesn’t want to see the speaker’s cluttered desktop or unread emails as the PowerPoint presentation is being set up. Simply select the file and save it as a PowerPoint Show. Bypass the editing mode and start the show with a double click and end it with the Esc key. Pull back the focus with blackouts and whiteouts Audience members tend to lose focus or drift away when presentations are longer than usual. If you suspect audience members are starting to lose focus, hit the B key for a complete blackout or the W key for a total whiteout. Then hit any key or click the mouse to return to the slides — this technique helps get the eyes back on you, where they belong. Say no to bullet points Both Steve Jobs and Tim Cook agree that bulleted lists aren’t the ticket. A better way to create lists is to drop each item in one at a time, if possible, next to a big image that is the main focus of your presentation. Don’t forget to talk about each individual list item, but not with bullets. Insert pictures from Flickr and OneNote Jazz up presentations by including images or memes that’ll make the audience laugh instead of doze off. Head to the Insert tab and select Online Pictures — you’ll see Office.com Clip Art, Bing Image Search, Flickr, OneNote, and even Facebook. A vast pool of online imagery is now at your disposal. Chart animation The challenge doesn’t lie in inserting a chart into the presentation, but in making it interesting. Enter chart animation. After inserting the chart, click the Animations tab and activate the Animations pane. From there, click Add Animation. Pick an animated effect. Then, in the Animation Pane where you see the entry for the chart’s animation, right-click and select Effect Options. This lets you customize sound and animation timing. But on the final tab — Chart Animation — be sure to change Group Chart from “As One Object” to “By Category.” This makes charts display on screen one element at a time as you click, with bars or pieces of pie arriving one after the other, as if each was its own slide. Kiosk presentations Kiosk mode simply plays your presentation on a loop without allowing any human intervention or desktop access. This is ideal for trade shows and kiosks that you’d find in malls. Simply click the Slideshow tab, then go to Setup Slideshow > Next (in the dialog box) to browse the kiosk. Duration, audio, animations, and transitions are fully customizable. Extend music over multiple slides To add music to your slide, go to the Insert tab, select Audio > Audio on My PC. Then, in the file explorer, find the music file you want to use and then select Insert. But why confine your favorite tunes to just one slide? Expand it over the duration of your presentation by clicking on the speaker icon that indicates the embedded audio. On the Playback tab, choose Play in Background to have the audio play across the next few slides or until the music stops. Duplication If you are constantly reusing the same element throughout your presentation, the good old Ctrl-C+Ctrl-V is fine, but Duplication is better. Hold Ctrl while you click and drag on the object to create an exact dupe; keep selecting and making dupes and they’ll all space themselves out evenly. You can even duplicate entire sets of slides: simply select one or more slides on the left navigation pane, select Insert > New Slide > Duplicate Selected Slides. Animate, animate, animate Any element of a PPT slide can be animated. Choose the element, go to the Animations tab, and at the right end of the Animations Gallery, click the down arrow to get “More.” You can choose from many options about how an element appears, gets emphasis, or disappears — but for animated motion, go to the fourth section. If you pick Custom Path, you can get the object to do just about any wild motions you want on the screen before it settles down. Use animations to add flair to your presentations. Don’t overdo them — you don’t want your audience to get motion sickness. PowerPoint presentations are complicated — that’s a fact. So is how effective it becomes once utilized properly. If you have any further questions regarding our tips or how to execute them, please feel free to give us a call or send us an email. We’re more than happy to answer all of your questions. Published with permission from TechAdvisory.org. Source.
Website cloning: Don’t fall for that trap!
Website cloning: Don’t fall for that trap! Have you watched one of those horror movies where the something impersonates the protagonist only to wreak havoc later? Well, website cloning does the same thing–to your business–in real life. Website cloning is one of the most popular methods among scammers to fleece you of your money. As the name suggests, the cybercriminal first creates a ‘clone’ site of the original one. There can be a clone of any website, though retail shopping sites, travel booking sites and banks are the favorites of cybercriminals. The clone site looks exactly like the original one, barring a very miniscule change in the url. Next, they will create a trap intended to get unsuspecting victims to visit the clone site. This is usually done via links shared through emails, SMS messages or social media posts asking them to click on a link to the clone site. The message urges the recipient to take an action. For example, a message that presents itself as though it is from the IRS, asking the recipient to pay pending taxes by clicking on a specific link to avoid a fine or business shutdown, or an SMS about a time-bound discount on iPads. Sometimes, they go straight for the target and masquerade as a message from your bank asking you to authenticate your credentials by logging into your banking portal–the only glitch, the banking portal will be a clone. Staying safe So, how do you identify a clone website and a dubious message? Does the email sound too good to be true? Well, then it probably is. Nike giving away free shoes? Emirates Airlines giving you free tickets to Europe? Apple iPhone X for just $20? All of these scream SCAM! Even if the message sounds genuine, such as an email from your bank asking you to authenticate your login credentials, check the email header to see if the sender’s email domain matches your bank’s. For example, if your bank is Bank of America, the sender’s email ID should have that in the domain. Something like customercare@bankofamerica.com could be genuine, whereas, customercare@bankofamerica.net is suspicious. Check the final URL before you enter any information to make sure it is the actual one. Most shopping/banking websites, where payments are made and other personal details are shared are secure (HTTPS)and will have a lock symbol at the beginning of the URL. Also, check the domain. For example, something like- www.customerauthentication.com/bankofamerica is not Identifying a cloned website is tricky, but it is not something you can afford to ignore.Giving away your personal and financial information to a fraudster can cause a lot of harm to you and your business.
Get a load of these neat PDF features in Google Drive
Google Drive keeps improving as a productivity suite. And yet for reasons unknown, its time-saving PDF management features have gone under the radar — features like scanning documents with your phone and saving them as PDFs without switching out of Google Drive. Here are some of the other underused PDF features in Google Drive. Save PDFs to Google Drive Google Chrome’s PDF viewer can do much more than just read your PDFs. Like other web browsers, Chrome lets you save web pages as PDFs by right-clicking on the web page, selecting Print… from the menu, and selecting Save as PDF from the Destination drop-down menu. However, if you’re logged into Chrome, you can save PDF files into your Google Drive. To do this, go back to the Print window, click the Destination drop-down, and select Save to Google Drive. This will save you some time from having to go to your Google Drive and manually uploading the file from your local disk. Convert docs into PDFs If you have a Google Doc that needs to be sent out as a PDF, you can do that without using any third-party applications. On your doc, go to File > Download as > PDF Document (.pdf). Google Drive scan and search On Android devices, you can access a Google Drive app feature that is normally unavailable on iOS devices. Google Drive on Android gives you the option to scan a document with your phone’s built-in camera and convert it into a PDF. Once scanned and saved to your drive, the contents of the document are searchable by using Google Drive’s search tool. Unfortunately, handwritten documents cannot be detected. Only typewritten text is searchable within Google Drive. This feature is great for scanning and recording receipts, certificates, and signed official forms. To create scanned PDF documents in Google Drive you have to: Access the Google Drive app on your Android phone. Select the plus (+) button on the screen to create a new project. Choose Scan. This will open your phone’s camera application. Take a picture of your document. From here, you can choose to rescan the page or create another PDF file. If you’re happy with the scanned document, tap the checkmark button to save it to Google Drive. Electronically interact with PDFs While PDFs are compatible across a wide range of platforms, they don’t give you the option to edit. Luckily, third-party services like Kami or HelloSign allow you to electronically interact with a PDF document. Kami is a Google Drive extension that enables you to draw, highlight, strikethrough, underline, and add text and comments to a PDF. On the other hand, HelloSign gives you the ability to add check marks and signatures to your PDFs. Consider these add-ons if your business needs to edit PDFs. Merge PDFs If you want to combine several PDF documents together, we recommend using PDF Mergy. This is another Chrome add-on that allows you to simply right-click on any selected PDF files within Google Drive and open it by clicking Open with > PDF Mergy. Your selected PDF files will be immediately imported to this third-party application. You can also rearrange the order of the PDF documents as well as add more files from your drive. Select Merge, if you’re satisfied with the changes, then you can either save the new PDF to your local disk or back in your Google Drive. Google Drive has become a strong cloud-based tool that not only lets you export PDFs but helps you interact with them in various ways with native functions and third-party applications. The next time you have to manage a lot of PDFs, have a go with these underused and underappreciated time-saving features. Want to know more about helpful Google Drive features? Contact us today. Published with permission from TechAdvisory.org. Source.
Why should you automate SMB marketing?
One of the biggest innovations in business and technology is marketing automation. Previously reserved for well-funded enterprises, marketing automation is now accessible to small businesses, thanks to affordable cloud solutions. Here are five profitable benefits to automating some of your most mundane marketing tasks. Instant responses to email requests If a customer or prospect sends your business an email via your website or a “Contact Us” form, any delay in response could ultimately cost you a client. But if you have a marketing automation plan in place, you can customize automatic email responses to respond to these leads as soon as an email is received. This either provides potential customers with the information they requested or informs them that you will be responding in greater detail soon. Stop leaving voicemails and start closing deals There’s a reason most people prefer to communicate via email: Keeping in touch over the phone can be tough if both parties are always busy. An automated system solves this by logging when you’ve contacted leads and automatically emailing them about follow-up times. The call, email, and its response are all logged in your CRM and calendar without a single minute wasted on inputting mundane information. Inbound lead assignment When you have phone calls, emails, and meetings piling up, it’s hard to keep track of which customer goes where and who is working with them. With marketing automation software and tracking, customer service representatives are automatically assigned to inbound leads based on specialties and demographics so they can begin working on building profitable rapport right away. Give and you shall receive Potential clients and leads get dozens, sometimes hundreds, of business emails every day. You need something to set your business apart from the rest. By offering valuable content such as how-to guides and total cost of ownership tools in exchange for contact information, you can provide prospects with content they actually want. All it takes is a web form and some creative writing that ultimately leads visitors back to your products and/or services. Your automation software delivers content to anyone who provides contact information, and it downloads metrics that can be tracked and analyzed by your solution. Never type another phone number again Networking events mean new contacts and new leads. They used to mean having to keep track of thick stacks of business cards, but cutting-edge marketing tools now make it possible to take a picture of contact information and automatically store it as part of a cloud-based database. Call-ins, scanned business cards, and received emails all get organized into a single digital Rolodex with recommendations on whom to contact and when it is best to do so — without one minute of tedious data entry. Every business owner knows that automating mindless tasks is a worthwhile investment. But not everyone knows just what sort of tools are available to help you cut down on wasted work. Our team specializes in using technology to add value to your business, and we believe that if you’re not utilizing any of the solutions above, that’s the best place to start. Get in touch with us today to make your marketing technology work for you. Published with permission from TechAdvisory.org. Source.
The benefits of a cloud-based ERP
Businesses seeking to integrate their various systems may be intrigued by a cloud solution. An increasingly popular cloud solution for small- and mid-sized businesses (SMBs) is the enterprise resource planning (ERP). Find out what a cloud-based ERP is, and how your business can benefit from it. Define: Cloud-based ERP ERP is management software, usually offered as a bundle of applications, that aims to help businesses automate the collection, storage, management, and interpretation of data from various sources like accounting, inventory, marketing, service delivery, etc. With ERP, business owners and managers can get an integrated real-time view of business processes, resources, and commitments. Cloud-based ERP solutions are simply a suite of ERP apps delivered to users over the Internet, usually accessed via a browser. The software usually does not need to be installed on computers and is offered on a per-user, per-month, flat-rate fee. Companies using a cloud-based integrated ERP solution have experienced the following five benefits: 1. Increased ERP performance One issue with in-house ERP solutions is that they require proper set up and maintenance to function at their most efficient. If all that is done poorly, then performance suffers. With cloud-based solutions, the provider takes care of hosting the solution. You know that experts are the ones maintaining the system, so you’re assured that your ERP should perform at its peak performance. 2. Decreased operating costs An in-house ERP solution requires the purchase of the software, its related licenses, and the hardware to support it. Plus you need to hire staff to install and maintain it. All that will drive up the overall IT budget, something most SMBs cannot immediately afford. But with a cloud-based ERP, you normally only have to pay a flat-rate monthly fee, so the total cost of implementation will likely be far lower. Many providers can also manage the solution for you. This will even out your operating costs, and if implemented correctly, will result in an overall decrease in expenses. 3. Enhanced access to information Companies that don’t have any ERP will likely struggle to find the information they need, when they need it. ERPs can help consolidate the relevant information in a more effective manner than, say, spreadsheets. And since cloud-based ERP solutions are accessible via the Internet, you now have access to your information from anywhere with an Internet connection. 4. Increased security ERP systems process critical business information, so you will want to keep your data secure from outside sources and unauthorized users within your organization. To keep your data safe from unauthorized outside sources, cloud-based ERP solutions offer enhanced security measures that protect your data when it is at rest and when it moves from your systems to the host servers. And for internal data security, users will need an assigned account to access your ERP systems. This gives you control over who is given an account or not. Furthermore, you can also limit who can access your system via central admin panels. 5. Continued support Cloud-based ERP solutions offer 24/7 support. ERP solutions providers can fix problems faster than if you leave them to your employees. Providers also make sure that solutions are kept updated. Hackers have been known to attack businesses that use outdated versions of popular ERP programs. If you want to learn more about cloud-based ERP solutions, contact us. We’ll be glad to assist you. Published with permission from TechAdvisory.org. Source.
Windows 10 May 2019 Update introduces new features
Microsoft is constantly rolling out new versions of its Windows operating system, and the latest is finally here — the first major update of Windows 10 in 2019. Find out what you can expect from the Windows 10 May 2019 update and how it can help you be more productive. Light theme If Windows 10’s dark mode is, well, too dark for you, you’ll love the new light mode. You can enable light mode on your Windows 10 computer by tweaking the Colors settings. In the Settings app, click on Personalization > Colors, then select the Light option from the “Choose your color” drop-down menu. Alternatively, you can enable light mode by changing your PC’s Themes settings. In the Settings app, click on Themes > Windows (light). A cleaner Start menu The May 2019 Update features a new, less cluttered Start menu. The tiles and shortcuts are now arranged in a single column instead of the default two columns in previous versions. Also, for those using a new Windows computer or user account, the number of pinned apps on the Start menu has been reduced and grouped together in a single section. This way, you can quickly unpin all of them without having to remove tiles one by one. Uninstall more built-in apps Paint 3D, Groove Music, and Mail are just some of the built-in applications that you can now uninstall from your Windows 10 device. To uninstall one of these apps, go to the Start menu and right-click on the app’s shortcut and select Uninstall. If you change your mind, you can always get the app for free from the Microsoft Store. Separate Cortana and search box The May 2019 Update separates Cortana from the search box. The Windows 10 digital assistant now has its own icon on the taskbar, while the search icon keeps its place right next to the Start menu. Settings and group policies for these two functions have also been split up. The split means you can use the search box for text queries and Cortana for voice queries. This is a change from previous Windows 10 versions, which showed Cortana every time you clicked the search box. The new search interface also lists your most used apps as well as recent files and activities along with options to filter search results by apps, documents, email, and web results. Automatic backup for folders Backing up your folders has never been easier with Windows 10’s new OneDrive option. You can now specify which folders you’d like to automatically sync to Microsoft’s cloud file storage service. To enable this option, click the OneDrive icon on the right side of the taskbar, then go to More > Settings. On the AutoSave tab, click Update folders and choose the folders you’d like to automatically sync. Space for updates A common problem when updating is not having enough disk space on your computer. When this happens, it’s likely that Windows updates won’t install properly. Microsoft has solved this problem by allocating 7 GB of your hard drive to Windows for updates and temporary files created by apps and processes. When it’s time to update your PC, these files will be automatically deleted to free up space for downloading the update files. Note that reserved storage depends on other features and languages installed on your computer. If there are more of such on your system, more space will be reserved for temporary files. Installing the latest updates ensures that you get the most out of your Windows 10 device. For more information on the latest Windows 10 updates and features, give us a call today. Published with permission from TechAdvisory.org. Source.