Leave of absence / Sabbatical
You may have noticed that my site hasn't been updated in a while and I'd like to take a moment to apologise for that and offer the following by way of explanation;
Louise and I have recently moved house, got married and are expecting our first child any day now. I want to devote more time to my family and spend it in our new home.
In order to do that I have stopped taking on new I.T. work. I am happy to offer assistance and advice to any existing/previous customer by email however I will not be taking on any paid work or trading as Get I.T. Dunn for the next year.
I may continue to write short articles for this site but I suspect it may be sporadically until things settle down.
In essence I will be;
changing nappies, drinking tea, reading stories, doing the housework.
I won't be;
sleeping, fixing computers, answering the phone
I'd like to offer my thanks and gratitude to everyone who has supporthed me over the last 3 years and to everyone who has used my services or recommended me to a friend.
The problem with email.
Originally published in the Norwich Evening News on Wednesday 30th June 2010 - written by Leum Dunn
You might not realise it, but email has been around for a while now. It's gone from humble beginnings as a Cold War emergency system, to something so ubiquitous that not only my computer, but my phone, my television and my games consoles all chirp for attention every time someone sends me a message.
Last year 90 trillion emails were sent worldwide and reported statistics suggest that between 81 - 92pc of those were unsolicited bulk email (spam). That equates to 247 billion emails sent each day, most of which were junk.
Email is now a problem.
It's a problem because email is convenient and yet it has somehow managed to maintain the nostalgic regard we have for its paper equivalent. That means that we take our time constructing email, correcting spelling and changing phrasing.
When we receive email we like to mark it for importance and sort it into folders (we even have a folder for spam!).
Our attachment to email wastes time and costs money!
In particular I'm worried by this desire to keep email. It creates a tendency to rely on it being there for future reference and that's just silly.
Hoarding email is problematic because none of the major email clients save data to the My Documents folder and the attachments (the bit you actually want in most cases) are often saved in another location entirely. As a result, your emails are rarely backed up properly, if at all.
There are ways to alleviate this issue, although none of them are foolproof.
Get out of the habit of creating folders and filing email. If it's really that important, print it and file it. Better still, save the contents into a folder within My Documents and make sure it gets backed up. You'll be surprised how much time you save when you hit delete a little more often.
Switch over to a webmail system. This way your emails are accessible from any internet connected computer you happen to be sat near (which is convenient) and they are not likely to be lost if your PC breaks down. Many of the better online systems even have calendaring functions now.
Switch to text only emails. HTML emails may look pretty, but they don't display correctly on phones or other peripheral email devices, they take longer to compose and ultimately, they cost more.
Stop emailing people in the same room/office as you!
Use the phone or arrange to meet up - you'll enjoy it more and probably find it more constructive.
When is the 'best' time to upgrade your PC?
Originally published in the Norwich Evening News on Wednesday 5th May 2010 - written by Leum Dunn
When is the best time to replace your PC? Should you buy the latest and greatest machine on the shelf, or stick with your current computer?
Let's face facts; we are still using our computers for exactly the same things as we were five or more years ago.
Admittedly the internet looks better nowadays but fundamentally we do our accounts, check our schedules, email our colleagues and write correspondence.
The aesthetics of a modern PC are undoubtedly prettier but computers of five years ago are just as capable at doing those things as a new one.
PCs haven't gotten any faster in terms of their computational speed for several years now.
Manufacturers hit a limit a little while ago which meant that faster processors got too hot to work efficiently.
As a result, new computers tend to have two or more processors inside rather than one increasingly faster processor as had been the case previously.
This makes a new PC better at doing more than one thing at a time (multitasking), but it doesn't mean they're any faster at doing them!
Since typical office work such as that described above doesn't tax a PC very hard, I like to apply a business-like approach to recommending upgrades.
Upgrade only when the cost of not upgrading exceeds the cost of upgrading.
Since any functional PC purchased in the last four or five years is capable of performing office tasks, the primary motivation for upgrading tends to be a need to run new or additional software.
New software offers increased security, additional features and increased compatibility with modern phones and peripheral devices. Occasionally you may even find that your customers are using features of newer software, and that you need to do the same to keep working for them.
I can only recommend the purchase of new hardware if your current equipment is incapable of running software that you require, or if it is faulty and uneconomical to repair.
Consider the following before making your decision:
Are you running any old applications or devices that are not supported by Windows 7?
Have you thought about the cost of transferring your old data to the new PC, of upgrading your backup procedures and peripheral devices to ensure compatibility and the costs of retraining staff?
Also, Sony has announced that it will cease production of blank floppy disks in March 2011 (Sony is the last remaining manufacturer of the format).
Windows XP will no longer be supported by Microsoft from April 8th 2014.
Generally speaking: if it ain't broke - don't fix it!
How to keep your computer clean.
Regularly cleaning your computer will save you money, it really is that simple!
Over time, dust will clog up the fans and vents in your computer. This in turn will reduce the airflow inside the case and eventually cause the computer to overheat. Overheating is one of the main causes of component failure in PC's.
This process can take a couple of years, but certain environmental factors will speed it up. In particular I have found that computers used in smokey environments (home's and offices where people smoke cigarettes) will fail much faster because the tar in the cigarette smoke is drawn through the fans, sticking to the dust and causes it to 'gum' up.
Obviously making sure the computer is off the floor and in a clean room will help. If that's not possible then endevour to clean around the computer regularly.
It's also worth considering cleaning the computer itself once every few months, here's how:
The following advice has been provided by Alyson Monroe which was in turn adapted from an original article in the Microsoft Home magazine. I have added additional comments in brackets [ ].
Preparation
You'll need:
screwdriver
can of compressed air (available from computer dealers or office-supply stores)
cotton swabs (do not use a cotton ball)
rubbing alcohol [Leum would like to add: acetone/nail varnish remover can be used in a pinch]
paper towels or anti-static cloths
water
Always turn your computer off before you begin and unplug all the cords.
Step 1: Inside the case
Using a screwdriver, remove the side of the case that's opposite your motherboard. Touch as little as possible inside the computer, keeping fingers away from cards and cords.
Blow air around all of the components and along the bottom of the case, keeping the nozzle four inches away from the machine. Blow air into the power supply box and into the fan (from the back of the case). Lastly, blow air into the floppy disk and CD drives. Wipe the inside of the cover with a lightly moistened cloth before replacing it.
Do this every three months if your case sits on the floor, if you have pets that shed, or if you smoke. Otherwise, every six to eight months is fine.
[Leum would like to add: never use a hoover inside your PC case - sucking air can cause a build up of static electricity that can damage your computer. That is why you must use an air duster/can of compressed air to blow the dust out of the case]
Step 2: Outside the case
Run a cotton swab dipped in rubbing alcohol around all of the openings on the back of your case. Give them one swipe with the damp end of the swab and one swipe with the dry end. Do this as often as you clean the inside of your computer.
[Leum would like to add: cotton wool balls may snag and leave tufts of cotton on the sharp edges of your computer which will soon get sucked into the machine once it's turned on. That is why would should use cotton buds instead]
Step 3: Keyboard
Turn the keyboard upside down and gently shake it. Most of the crumbs and dust will fall out. Take a can of compressed air and blow into and around the keys. Next, take a cotton swab and dip it in rubbing alcohol. It should be damp, but not wet. Run the cotton swab around the outside of the keys. Rub the tops of the keys. If you have a laptop, follow the same procedure but take extra care with your machine. Do this monthly.
Step 4: Mouse
Rub the top and bottom of your mouse with a paper towel dipped in rubbing alcohol. Open the back and remove the ball. Wash the ball with water and let it air dry. To clean inside the mouse, dip a cotton swab in rubbing alcohol and rub all of the components. Scrape hard-to-remove grime with your fingernail. Finally, blow air into the opening. Replace the ball and the cover. Do this monthly.
[Leum would like to add: More modern mouses (yes - mouses is the correct plural when referring to the computer peripheral) will have an optical laser instead of a ball, blow it clear of any dust but don't be tempted to rub it in case you scratch the surface]
Step 5: Monitor
Moisten a paper towel or a soft, lint-free cloth with water. (You can also buy monitor cleaning products at computer-supply stores.) Don't spray liquid directly onto the screen - spray the cloth instead. Wipe the screen gently to remove dust and fingerprints. Never touch the back of the monitor.
For laptop screens, consider buying a special cleaning solution available at computer stores. Do this weekly.
Finally, make sure that everything is dry before you plug your computer back in.
Advice on choosing a password
My second article for the Norwich Evening News is now online! I have duplicated it below for your convenience but I recommend you take some time when you can to read the various 'ask the experts' articles that are available on the Norwich Evening News website. I feel that there is a good selection of help and advice being offered on a range of subjects of interest to small business startups in particular.
You can find it here:
http://www.eveningnews24.co.uk/content/eveningnews24/norwich-news/business/
Originally published in the Norwich Evening News on Wednesday 7th April 2010 - written by Leum Dunn
Passwords fascinate me. I love the psychology of them, I love their purpose as guardians and protectors and I love the way they tell me about their creators.
From your password I can tell if you have family or pets. They tell me where you went on holiday and what your dreams are.
I can tell how knowledgeable you are about IT and whether you take computer security seriously.
We all know passwords are important, but most of us consider them to be an annoyance.
Email, voicemail, phones, computers and websites all seem fond of asking us to prove our identities in some fashion and I confess I often use the same password for a lot of them.
I'm often asked how to rationalise dozens of passwords into something easier to use, whilst maintaining a good level of security. Here's my advice.
Use pass 'phrases' not pass 'words' - HowcanIhelpyou is much harder to guess than your surname.
Use capital letters and numbers to make the passphrase even harder to guess: H0wC4n1H3lpY0u
Add special characters: H0wC4n1H3lpY0u?
Avoid common passwords. 12345, abc123, letmein, opensesame, iloveyou, your name followed by a number or anything similar. These are all fairly easy to guess, particularly if the person guessing your password knows you.
Now that you know how to construct a good passphrase, you should create three passphrases using this technique.
Next, divide your virtual life between the following categories, red, amber and green, and assign a password to each.
The idea here is to use your top secret (red) password for online banking and anything which is vital to your life, your private (amber) password for websites and forums such as Facebook and your throwaway (green) password for everything else.
You should find that if you use the internet a lot you will have only one or two passphrases in the red category, a few more in amber and quite possibly dozens in green. Don't let your computer remember your red passphrase and remember to use your browser's 'in private' mode for additional security.
“Don't give your password to anyone!” has become an IT mantra in recent years.
But the point to remember here is that the guy who runs the website you just logged into could be anyone and you just gave him your name, email address, date of birth and password.
It's unrealistic to expect you to remember half a dozen or more passwords every day, but don't use the same one you use on MySpace as you do for your online banking!
Evening News readers, welcome to my website!
As you may be aware, I have been invited by Sam Williams of the Norwich Evening News to join his panel of small business experts. Between the five of us we will be contributing articles and advice on the various issues and challenges that small businesses face on a weekly basis. I encourage you to have a look at the 'Ask the Experts' section of the Evening News and to forward any questions you want to see answered in print to Sam Williams via the Evening News website:
http://www.eveningnews24.co.uk/content/eveningnews24/norwich-news/business/
This week I have written a short article encouraging you to try alternative web browsers on your PC. I believe they can improve both security and your general browsing experience.
As a small update to that piece I want to highlight the announcement by YouTube this morning that as of March 13th 2010 it will no longer support Internet Explorer 6.
This has been expected for a while since Google (who own YouYube) dropped support for IE6 some time ago (for Google Apps, not the search page).
I suspect that over the coming months more and more major internet companies will drop support for IE6 due to security concerns as well as functionality issues.
As always, feel free to contact me if you have any computing issues that need addressing.
edit: 09/04/2010
Several of my readers have asked that I duplicate the Norwich Evening News articles on my website to avoid them getting lost or deleted should the Evening News change it's website at any point in the future.
The original article entitled "Could switching my browser improve security" is now duplicated below.
Originally published in the Norwich Evening News on Wednesday 24th February 2010 - written by Leum Dunn
Business needs the internet. We order everything we can online, from our business cards to our next mobile phone.
It informs our choices and offers reviews on our purchases. We even look up potential employees on Facebook in order to vet them prior to interview.
Business needs the internet and there's no going back.
Most of us have an opinion about websites we like and what draws our eye and companies will spend a lot of effort making their website as easy as possible to navigate.
But did you know that the software you use to view a website with, can affect how it looks and works?
In recent weeks the world's most popular browsing application, Internet Explorer came in for some heavy criticism. It was the weak link that allowed hackers access to the accounts of a number of Google's high profile email account holders.
In light of these security breaches both Germany and France's governments have urged their citizens to switch to a more modern browser.
Admittedly our own government hasn't followed suit, but since switching to an alternative offers both increased security and functionality, I strongly advise using an alternative browser.
There is a lot of choice nowadays, so here's a brief rundown of the top five free alternatives:
Firefox is the browser the IT crowd recommend to their families. It benefits from active and rapid development which keeps it secure and up to date, it's easy to use and can be customised with 'add-ons'.
Opera pioneered modern features such as 'tabbed' browsing (a feature now found in all of these browsers). It is fully compliant with the World Wide Web Consortium's standards and has won a number of awards. It's the browser of choice for most IT professionals.
Chrome is a newcomer to the scene and is heavily focussed on speed. It is gaining ground due to heavy promotion and its excellent compatibility with Google's 'Cloud Computing' applications.
Safari will be familiar to users of the iPhone. It has a growing fan base due to Apple's current popularity but in terms of features and security it falls behind its competitors.
Internet Explorer 8 is the current replacement for IE6 and is a definite improvement over its predecessors. If you don't want to switch from IE, make sure you run Windows Update to patch the problems that caused last month's security concerns.
Any of the above can be found easily using your favourite search engine and you don't need to uninstall one before trying another. Why not try them all?
Avast Antivirus updates to version 5.0
Avast Antivirus has been updated, it offers a number of improvements and new features over 4.8 and continues to be my preferred antivirus application.
Please ensure that you install the update over the next few days.
You can find it here:
Staying safe online - suggested reading.
This week saw the government introduce the "Click Clever, Click Safe" scheme, a plan to bring internet safety discussions into classrooms. Part of the effort to keep our children safer online.
I had been planning to write a piece on this subject as well as bring in some of the topics I cover when teaching internet safety to adults. It seems I've been beaten to the punch in this instance however so I would like to draw your attention to the BBC's coverage of the announcement itself:
http://news.bbc.co.uk/1/hi/technology/8398763.stm
As well as a recent 'Lifehacker' article on staying safe online and how to avoid online scams which you will find here:
http://lifehacker.com/5420356/the-complete-guide-to-avoiding-online-scam...
I think the two articles do a good job of covering most of what I wanted to say so please have a read of them and should they raise any questions - feel free to register and comment or contact me directly.
Backing up your data - are you doing it correctly?
During the course of the last three months I have dealt with an upsurge in data recovery service enquiries, this article is intended to highlight some of the common considerations people should make when backing up their files.
The key thing to remember when planning your backup strategy is that you are aiming to create two copies of all your important data, a copy to work with and a redundant copy in case something goes wrong with the original!
Increasingly I have found that people are buying external hard drives (or in the case of some business clients of mine, network attached RAID arrays) and trusting that so long as the files are kept on the backup drive - everything will be fine. Sadly this isn't the case. An external drive has just as much chance of hardware failure as an internal drive and whilst a RAID array offers some protection against hardware failure, neither device can protect you from incidents such as; accidental deletion, virus infection, theft of your I.T. equipment or should you be very unlucky - fire.
No backup strategy is going to be foolproof but here are some things to think consider:
How regularly do you need to backup your important files? If disaster struck, would you be happy with files that are a week old, a fortnight? Or would you need them to be as up to the minute as possible?
How much data needs to be backed up? Backing up the whole system on a regular basis is likely overkill, eliminate files from your regular backup proceedure that you can live without (e.g. shopping lists) and files that you already have copies of elsewhere (on Compact Disc for example).
Where will you keep your backup? Consider how important your data is. Is it is subject to confidentiality laws such as the Data Protection Act 1998? Are you required to store copies for a set period of time (6 years in the case of taxation self assessment data)? Keep in mind that storing data using online backup providers, often makes it subject to US law as well as our own. Check the terms and conditions of your service provider and ask where their servers are physically located in the world (if you are particularly concerned about privacy - ask what other firms share server space with your back ups - a warrant issued against another company, but with whom you share server space, will allow the authorities access to your data as well as that being investigated because they are both on the same physical machine). If the backup data is to be stored on your premises, does it need to be connected to the network 24/7 or can it be kept in a safe or fireproof box until needed?
Once you have put some thought into the above questions, you should be ready to make a decision about which strategy to use. Looked at in simple terms, there are only two ways to backup your data; backing up to a local source, and backing up to an online (offsite) source.
Local sources include network attached storage devices in their various guises (external drives [USB/Firewire/eSATA/Ethernet/RAID Arrays]) as well as optical media (such as CD/DVD/Blu Ray), tape drives, flash memory devices and even floppy discs. The advantage of local storage is that you do not require an internet connection to perform and retrieve backups and that you can backup large quantities of data easily and quickly (when compared to an online source).
Online/Offsite sources are many and varied ranging from small amounts of space offered for free (such as the webspace that comes free with your email/webspace accounts) ranging to large (50 GB or more) amounts of space offered by backup companies who may offer guarantees on safeguarding your data. My personal favourite is 'Dropbox' which can be found here: https://www.dropbox.com/ although other popular services include; http://www6.crashplan.com http://mozy.com/ http://www.jungledisk.com/ and http://www.carbonite.com/ each service has a slightly different take on online backup so it's worth looking at each of them and making up your own mind.
By now you should have a fair idea of what to backup as well as where you are going to backup to. If the amount of data involved is in excess of 5GB my personal suggestion would be to backup locally with provisions for fire/theft as dictated by your risk assessment.
Obviously neat and organised filing will help considerably from now on. Try to keep everything in the My Documents folder and off the desktop.
I realise that there are numerous software applications (even some that come free with windows) for doing this job on an automated schedule but my advice is to ignore all of them! If you manually copy and paste the files and folders you want to keep from your computer onto the backup drive - you control which files are copied, you control when they are copied and you have the peace of mind of knowing that the backup was successful! Using modern equipment such as a fast flash drive or eSATA device backups are very swift (dependant on the quantity of data being stored) and in my experience - automated scheduling software is unreliable.
My recommended solution would be to manually backup all of your data on weekly basis and to use an online service such as dropbox to backup/synchronize the few vital documents that have to be up to the minute.
Remember that however and whenever you decide to backup your data - you must produce two identical copies of the file and they must exist in two seperate physical locations, or it simply isn't a backup!
Date for your diaries! 13th October 2009
Hi folks, September 13th October 2009 is an important day for everyone running Microsoft Windows.
Microsoft have decided to issue their largest ever security update tomorrow to fix 34 seperate faults/flaws, eight of which are deemed to be 'critical'.
Please ensure you have 'Windows Update' set to accept critical security updates. If you have any questions or concerns please call for assistance.
You can find more here:
