Windows 7 – Aero Thumbnails for Firefox Tabs

By default, multiple thumbnails are not displayed in the Windows 7 tasks bar for each tab you have open in Mozilla Firefox. This is fixed in version 3.6 of Firefox, however Mozilla have not enabled this functionality by default or made it very obvious to switch. Here’s how:

1. Upgrade to version 3.6 of Firefox.
2. Type about:config in the address bar and hit Enter.
3. Ignore the warning message and proceed.
4. Type browser.taskbar.previews.enable in the filter bar.
5. This will display a single entry whose current value is False.
6. Double click on the entry to change its value to True.
7. That ’s it!

Critical Adobe Updates Released

On Tuesday 12 January Adobe released critical fixes that defend against highly publicised exploits in Adobe Acrobat and Reader.

The vulnerabilities in Adobe’s software have been the target of hacking attacks since mid-December.

Users of Adobe Reader 9.2 and Acrobat 9.2 and earlier versions for Windows, Macintosh and Unix are advised to update to Adobe Reader 9.3 and Acrobat 9.3, while users of Acrobat 8.1.7 ought to upgrade to Acrobat 8.2.

Adobe’s update article can be found here: http://www.adobe.com/support/security/bulletins/apsb10-02.html

Instructions for updating Acrobat Reader:

1) Open up Acrobat Reader and go to the Help menu.

2) Select the “Check for Updates” option.

3) Click on the “Download and Install Updates” button.

If you have a very old version of Acrobat Reader, then we suggest you go to Adobe’s website (www.adobe.com) and click on the “Get Adobe Reader” link on the right-hand side to install the latest version of Adobe Reader (9.3).

End of Support for Windows XP SP2, Windows Vista RTM and Windows 2000

Microsoft has recently reminded us that from 13th July 2010 the following operating systems will no longer be supported:

• Windows XP with Service Pack 2 (SP2).
• Windows Vista RTM (i.e. the initial release of Vista, without any Service Pack).
• Any version of Windows 2000.

In order to continue to receive security updates, critical functionality updates and to have access to Microsoft support (usually via a Microsoft Partner) you will need to upgrade to one of the following:

• Windows XP with Service Pack 3 (SP3)
• Windows Vista with Service Pack 2 (SP2)
• Windows 7

If you would like help with planning and implementing an upgrade, large or small, then please get in touch.

How small firms can get real results with CRM

Good short article on Marketing Donut about the benefits small businesses can get from CRM: http://www.marketingdonut.co.uk/marketing/direct-marketing/your-mailing-list/how-small-firms-can-get-real-results-with-crm

A Good Password: The first, last and sometimes only line of defence

For years there has been much collective best practice about creating strong passwords, such as:

• don’t use a word found in the dictionary
• don’t use a word found in the dictionary with a “1″or other number after it
• create a password containing eight characters or more
• use a mix of letters, numbers and punctuation
• don’t write your password on a Post-it note and stick it under your keyboard

For user names the big rule is: change any default username or password as soon as you install an operating system or application.

Some security researchers at Microsoft recently posted the results of year long a study into real world password hacking attacks. They put an FTP site up on the Internet and then logging all of the hacks that were targeted at it over the year. Here were the most common user names and passwords used by attackers (in order):

• User names:
  • Administrator
  • Administrateur
  • admin
  • andrew
  • dave
  • steve
  • tsinternetuser
  • tsinternetusers
  • paul
  • adam
• Passwords:
  • password
  • 123456
  • #!comment:
  • changeme
  • F**kyou (they didn’t really use the asterisks)
  • abc123
  • peter
  • Michael
  • andrew
  • matthew

They said that one attacker ran more than 400,000 user name and password combinations in one attack.

Some ideas for strong passwords:

• use phrases (i.e. “I_like_orange_juice”)
• use patterns on the keyboard, but not “qwerty” or “123456″

How strong is your password? Use this website to test it: http://www.microsoft.com/protect/fraud/passwords/checker.aspx

Windows 7 Was My Idea

You may have heard that a new version of Microsoft Windows, called Windows 7, is now available. Microsoft has even been advertising it on TV, with the slogan “I’m a PC, and Windows 7 was my idea”. If you are wondering whether it’s any good, and if you would benefit from having a Windows 7 computer, we hope we can answer your questions. We’ve been using it for over 3 months (it was made available to IT professionals in August), and we’re very impressed. However, that’s not to say that you should just rush out and buy it. Here are the answers to the important questions about Windows 7:

Do I need to get Windows 7? If your current computers are working well with Windows XP or Vista, the simple answer is “No”. Windows 7 is good, but not so good that it justifies the expense of upgrading or replacing existing machines that are working properly.

If my business partners move to Windows 7, will we still be able to read documents we send to each other? Yes. Document compatibility depends on the applications used to create the documents (e.g. Word, Excel), not on the version of Windows. Changing the version of Windows will not in itself have any effect on the ability to read documents.

Here’s a tip: if you or your business partners have a version of Microsoft Office before 2007, make sure the Compatibility Pack for Microsoft Office 2007 is installed, so it can read Office 2007 documents. We can help you with this if necessary.

I need to buy a new computer. Should I get one with Windows 7? This is very probably the best option, but do check with us first. Windows 7 has been especially designed to be compatible with hardware and software made for earlier Windows versions, so you can carry on using the same programs and printers. There’s even an XP Mode in the Professional and Ultimate versions, which runs older programs in a Windows XP subsystem. However, there’s a very small chance that you’ll still need Windows XP, if you use very old or unusual hardware.

Will Windows 7 network with my existing XP/Vista computers? Yes. Windows 7 will happily integrate into a network with PCs running older versions of Windows, but do please note the question about Windows 7 editions below.

There are different editions of Windows 7 available. Does it matter which one I choose? Yes, it does. The Home editions are only suitable if your business is a one-man (or woman) band with a single computer. If you want to make any sort of local area network to share files or printers etc, you’re much better off with the Professional version (there is a feature called HomeGroup for networking Windows 7 Home PCs, but it only works if all the computers on the network run Windows 7). For a network of 10 or more computers, the Professional edition is essential. If you carry around a laptop with confidential business data, it’s even worth paying for the Ultimate edition. This allows you to encrypt your entire hard drive, meaning that nobody can read any data from it if the laptop is lost or stolen. (Please note that the Windows XP Mode mentioned above is only available in the Professional and Ultimate editions.)

I’ve seen Windows 7 and I really like it, can I upgrade my existing computer? Possibly, but please ask us for advice if you’re considering this. If you have a fairly new PC (no more than 18 months old) with at least 2GB memory and a dual-core Pentium, Core or Athlon processor, it will almost certainly run Windows 7 very well. However, it’s NOT worth experimenting with a mission-critical business PC that’s working well. You could try installing Windows 7 on a spare/home machine, but make sure you back up all your data (documents, emails, photos etc) before you start. Keep our phone number handy in case it goes wrong!

Hardware Purchasing Recommendations – Part #2

This is part two of a two-part post with our recommendations for purchasing “fit for purpose” desktops, laptops and servers for business use (with an emphasis on Small and Medium sized businesses).

Servers:

1)     Hardware Specification. With a server you are looking for a machine that will be fit for purpose for between 3 and 5 years, depending on the function of the server. Therefore, you should build in a degree of room for growth within the specification, as follows:

1. Hard Disk Capacity. Allow enough hard disk space for growth in your file storage needs. Depending on the industry you work in you can probably expect your storage needs to double (or even triple) each year. You should also allow extra storage for additional staff if you anticipate growing your business over the next 3 to 5 years.
2. RAID. Redundant Array of Inexpensive Disks (RAID) is where you use a number of hard disks configured in such a way as to provide built-in redundancy against the hardware failure of any one disk. With an entry level server you should always go for RAID 1 (mirroring), where you have two disks, with one being a copy of the other. There are additional RAID “levels” for larger servers.
3. Memory (RAM). Purchase enough memory to support your immediate needs and those further down the road.  With a server, you can never really have too much memory; buy as much as you can afford.
4. Maximum RAM. Modern servers can accommodate massive amounts of memory (up to 2TB), but each physical server model will have its own model-specific limitations. For example, entry level servers will have a maximum of 8GB, while the next level up will most likely have a limit of either 24GB or 32GB. When planning for growth you should think about whether or not you need to purchase a model that will allow you to expand the memory beyond 8GB in the future. Note: Microsoft Small Business Server 2008 requires a minimum of 4GB, but 8GB is recommended.
5. Processor (CPU). As with desktops and laptops, most manufacturers will offer you a range of processors within each server model. In many cases the base processor will easily be sufficient for your needs. Some entry level servers may still be offered with the option of a Dual Core processor. If this is the case, then I would recommend stepping up to at least the first Quad Core processor offered. If you have a bit of room in your budget, then going for the best processor that you can afford will future proof your server more.
6. Number of Processors. Entry level servers can accommodate one processor. The next level up will support two processors. One processor will be sufficient for most small business server requirements, unless you have a heavily used database server or are using virtualisation.
7. Power Supplies. Ideally you should go for a server that has two power supplies. This provides built-in redundancy should one of the power supplies fail (they do occasionally). Many entry level servers do not come with, or offer the option to have, a second power supply.

2)     Vendor Choice. Always purchase from tier-1 vendors, such as Dell, HP, and IBM. There was a time when Compaq (now part of HP) were the undisputed leader in the server market, with IBM coming second. These days, for small and medium sized business, there is no real difference (other than price) between Dell, HP and IBM.

3)     Payment Options. If you are not cash rich then you should lease your server across 3, 4 or 5 years. Manufacturers like Dell will offer you various leasing packages, as do various asset finance companies. Solutions Shared can also finance your server purchase (plus the software and installation costs) via Microsoft Finance.

4)     Warranty. Always take out a minimum of 3 years Next Business Day (NBD) warranty for your server. Depending on the business criticality of your server, you can take out additional warranty levels, such as 4 hour response, 4 hour fix, 24 x 7 coverage, etc.  Running a server without the basic 3 NBD warranty is madness.

Hardware Purchasing Recommendations – Part #1

This is part one of a two-part post with our recommendations for buying “fit for purpose” desktops, laptops and servers for business use (with an emphasis on Small and Medium sized businesses). This part covers desktops and laptops. I’ll post part two (servers) in a day or so.

Desktops and Laptops:

1)     Hardware Specification. When you are looking to purchase a new desktop or laptop you should be thinking along the lines that you are buying a machine that will be fit for purpose for at least 3 years. Therefore, you should build in a degree of room for growth within the specification, as follows:

1. Hard Disk Capacity. Allow enough hard disk space for growth in your file storage needs. Depending on the industry you work in, you can probably expect your storage needs to double (or even triple) each year.
2. Memory (RAM). Purchase enough memory to support your immediate needs and those further down the road. While memory is cheap and can easily be added to most machines, it is often cheaper and simpler to buy a bit extra when you first buy the computer – this also means that you get the benefit of the extra memory from day one.
3. Processor (CPU). Most manufacturers will offer you a range of processors within each PC model. If your day to day work only consists of writing a few documents, spreadsheets, dealing with email and accessing the Internet, then the base processor will easily be sufficient for your needs. However, if you have a bit of room in your budget, then going for the best processor that you can afford will future proof your machine more.

2)     Vendor Choice. Always purchase from tier-1 vendors, such as Dell, HP, Lenovo (formerly IBM), Fujitsu and Toshiba (laptops). While these manufacturers are slightly more expensive than the budget brands you will see offered in places like PC-World, their build quality is better and you will get superior after sales support. If you remind yourself that you are buying a machine to use for 3 years, then spending an extra £100 on the initial purchase only equates to an extra £33 per year.

3)     Payment Options. If you are not cash rich, but would still like to purchase suitable machines for your business, then you should seriously consider leasing the equipment as a means of spreading the cost across lifetime of the machine. Manufacturers like Dell will offer you various leasing packages, as do various asset finance companies. Depending on what else is being purchased at the same time (e.g. software & services) Solutions Shared can also offer your finance options via Microsoft Finance.

4)     Business Models. If you are purchasing direct from a manufacturers website, such as Dell, always do your shopping within the “Small and Medium Business” channel on the website, rather than the “Home and Home Office” channel. This gives you access to more business-focused models and better warranty options (see below).

5)     Warranty. With regard to warranty, we strongly recommend that you always take out a minimum of 3 years Next Business Day (NBD) warranty, rather than the default one year warranty that is offered with most models.  This is your spare parts policy and “get out of jail free” card for when you have a hardware failure (and trust me they do happen to all manufacturers). As well as covering you for hardware failure for 3 years, the NBD warranty is also an on-site warranty, meaning that the engineer will come to you (usually wherever you are) in order to replace the broken hardware item, rather than you having to send your PC back to them and waiting up to 28 days for its return. A 3 year NBD warranty will usually only add between £50 and £80 to the cost of a desktop or laptop, which, over 3 years, only amounts to an extra £16 to £20 per year.

6)     Microsoft Office. When purchasing your desktop or laptop you will be usually given the option of purchasing Microsoft Office at the same time. When you purchase Microsoft Office in this manner you are buying what is called an OEM license for the software. OEM licenses restrict you to only using your purchased software on the machine with which it was purchased. As an alternative you should consider buying a Retail copy of Microsoft Office, as the retail software license allows you to install one copy on your desktop and another on your laptop. A Retail copy will be more expensive, but if you have a desktop and a laptop it works out cheaper. You can also install your retail copy of Microsoft Office on a new PC should you replace the original one; you would not need to re-purchase Microsoft Office again, as you would with an OEM license.

Microsoft Office 2007 Tip: Save as PDF Add-in

Shortly after they launched Office 2007, Microsoft made a free add-in available for Office 2007 that allows you to save the document that you currently have open as a PDF file. The problem is, they didn’t really publicise its availability very much. I keep coming across small and medium sized businesses that are struggling with other freeware and open source PDF maker tools that aren’t really up to scratch, when they could easily be using this functionality direct from within their Office documents.

Recently Microsoft released Service Pack 2 for Microsoft Office 2007 – a collection of security updates, minor bug fixes and some new functionality. Included within the Service Pack is the “Save as PDF” Add-in. So there are now two ways to add this handy functionality to your Office 2007 installation.  I’d recommend installing the Service Pack as it will also bring the rest of your Office installation up to date.

You can download just the add-in from here http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=f1fc413c-6d89-4f15-991b-63b07ba5f2e5

You can download Service Pack 2 for Office 2007 from here: http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=b444bf18-79ea-46c6-8a81-9db49b4ab6e5

How to use it?

1) From within your Office document go to the Office menu and select “Save As” and then “PDF” (or “PDF or XPS” as in the picture below).

Select "Save As PDF"

2) Select where you want the document saved. You can also change a few options by clicking on the “Options” button.

3) Click the “Publish” button to create the PDF copy of your document. Your existing document still remains – it is not changed into a PDF.

I hope this post has been helpful.

Two very easy to use PC security scanning tools

Time and again I’m amazed at how many small businesses blindly ignore (or more likely, are blissfully unaware) of the very basics of keeping their PCs secure on the Internet.  As a very minimum you should have the following:

1) A network firewall, either built into your broadband router or as a separate device. The firewall should be enabled – many older router models were shipped with the firewall disabled by default. We often find that these have still not been enabled!

2) A software firewall, such as the Windows Firewall or one included with your anti-virus product. Again, the firewall should be enabled and, depending on what programs you are using on your PCs, set to block all incoming network connections from the Internet.

3) All Microsoft security updates installed. These are generally released every second Tuesday of the month.

4) The latest versions of media & utility programs like Adobe Reader, Adobe Flash Player, Apple iTunes, Apple QuickTime, RealPlayer and Java installed.  These programs are often the target of virus and malware attacks; it’s not just Microsoft that gets targeted these days. In fact, the number of attacks that target older versions of these programs is steadily increasing as Windows becomes more secure.

5) Anti-virus and anti-spyware software installed on all PCs (and servers if you have them).

The Tools

Two great tools that you can use to check the current state of your PCs are:

1) Secunia’s Online Software Inspector tool (http://secunia.com/vulnerability_scanning/). This will inspect your operating system and software for insecure versions and missing security updates. Instructions:
- Click on the “Scan Online” button (towards the bottom left).
- Click on the “Start scanner” button.
- Un-tick the “Display only insecure programs” checkbox.
- Click on the “Start” button.

The scan will only take about 30 to 40 seconds to run. Example results are shown below:

2) Shield’s Up scanning tool (https://www.grc.com/x/ne.dll?bh0bkyd2). This scans your PC looking for holes in your firewall. Instructions:
- Click on the “Proceed” button.
- Click on “Continue” in the pop-up window.
- Click on “All Service Ports” to run the scan.

The scan will only take about 30 seconds to run. In the results, Blue and Green squares are good, Red is bad.