Office 365 continues to be the leading platform for most Small Business IT environments in Australia, but as a hybrid cloud technology how does Office 365 sit with other mega trends in IT such as BYOD & Mobility?
BYOD, or Bring Your Own Device, is a term created by Intel in 2009 to indicate the growing trend of employees utilizing their personal devices in their work environment. While employees have been bringing their phones to work with, it wasn’t a big concern until personal devices like tablets and Smartphones started to be used by employees for business critical tasks.
BYOD is actually great for most small businesses owners, as they don’t need to invest in the latest technology as the devices are owned and upgraded by the employee. Employees tend to look after their own equipment much better than a company asset as they are using something they love and understand, be it an iPhone or Android, each person seems to have their own preference.
It is estimated that employees gain 45 to 60 minutes of productivity per week simply by having the anytime, anywhere access offered by their personal devices. Office 365 is built to allow this type of access from multiple devices with remote access.
So letting your employees use their own devices & get access to company information from anywhere at any time can be great for the business, but what are the key benefits &risks?
Office 365 on BYOD benefits
Each Office 365 licence can be deployed on up to 5 PC/Mac devices, plus up to 5 Smartphone Devices (iPhone or Android), or tablets (iPad or Android), so each employee can have synced access to hosted Outlook email, Word, Excel, & Powerpoint giving a single view & same feel from any device, anywhere.
- True mobility & flexibility for the user – Once the Office 365 account has been correctly provisioned & setup the downloading onto further devices is relatively simply using the Microsoft user account.
- Centralised Control – Office 365 as a hosted application is administered centrally so that access & profiles can be administered from a central panel rather individually on each device, this makes centralized control & management far easier than software being deployed individually & setup on each device.
- Linked Accounts – Office 365 uses server functionality to allow users to get all the benefits that was originally the domain of the on premise Small Business Server such as shared calendaring, shared inboxes, files sharing, & distribution lists.
- Employee Paid – in many cases most companies now just provide mobile plans with calls & data allowance to employees, so no need for company handset contracts or tracking mobile assets.
Office 365 on BYOD risks
While the business owner can rejoice at the large savings in technology spending and the dramatic increase in productivity, these benefits do come with risk. Allowing your employees to openly access your business network environment opens up many potential risks such as;
- External Threats – Employee exposure to external threats such as Viruses & Malware that could threaten your business IT environment.
- Security – Every device can be lost that is not properly secured becomes a potential doorway for hackers and data thieves.
- Employee Confidentiality – When an employee leaves your company, they can possess a lot of confidential and important information that your business can no longer access or control
How does Office 365 & Professional IT management mitigate these risks?
External threats still exist on the individual level (due mainly to individuals behavior) and we would always recommend that individual devices are protected using Anti-Virus and Anti-Malware products with backups to minimize frontline attacks, in addition Office 365 is managed in the Australian Microsoft data centre with enterprise grade security protect so it offers a second line of defense and backup. This also means that hackers & data thieves are dealing with 24/7 monitoring with enterprise grade detection & protection in the data centre.
Breach of employee confidentiality is probably the biggest threat to your business, with Office 365 the admin control panel is built to manage access from multiple devices. User access can be managed centrally so should an employee leave, passwords and access can be instantly shutoff. If a user loses a device, the software on the device & any company data can be removed using the centralized control panel.
Ultimately the centralized admin function of Office 365 is key to managing BYOD and mobility ensuring you keep your business IT environment protected.
How to embrace Office 365, BYOD and Mobility?
In reality over 53% of businesses in the US now allow BYOD for company business IT environments, so it is more than a trend, it is a reality. While large businesses can afford teams of IT specialists to manage this complexity what do small business do?
We of course would recommend talking to an expert like Computer Troubleshooters who understand these complexities & can help you setup an IT environment to suit your business. Office 365 is an affordable alternative for smaller businesses who want the flexibility of BYOD and Mobility with the functionality of a Small Business Server, however the Office 365 environment still should be professionally setup and administered to protect against threats.
If you would like to learn more, contact your local Computer Troubleshooters office and request that one of their technology professionals meet with you to assess your risks and discuss your options for keeping your business safe.
Microsoft Office 365 is now the default software architecture for Microsoft products in Small Business, with the launches of Office 2016 & Windows 10 in the July quarter we now have a fairly good picture of the new Microsoft Business Ecosystem – so what’s the verdict? Overall, I would say impressive technically, and ultimately reasonable value for the average business. In assessing you need to understand the changing IT environment that these products are designed around, the major trends being:
- Bring your own device (BYOD).
- Multi Device with Syncing between devices on multiple operating platforms.
- Tablets, Smartphone & PC smoothing (same software on different device types).
- Collaboration & anywhere access.
This means the Microsoft business office environment needs to be flexible, duplicable, accessible & remotely administered. Personally having used the combined office software now for some time, and having downloaded my Office 365 on 4 different devices and types (PC, Smartphone, Laptop, & Android Tablet) I am impressed, particularly with Outlook 365;
- Same Operation – Outlook 365 looks feels and operates similarly on all device types.
- Cross Platform – Microsoft, Apple, & Android all just work the same.
- Simple Downloads – once your Outlook 365 tenant has been professionally setup, data migrated, & deployed – downloading the software on extra devices is easy as long as you know you admin stuff.
- Syncing – it just works seamlessly regardless of what device I am using, it stays updated and syncs without any drama, knowing that the Microsoft data centre is doing all this in the background makes the value equation easier to swallow.
While Outlook 365 may not be the 2016 version it still works like a dream and think the difference between the Outlook 2013 & Outlook 2016 is minimal. I love these features in Outlook 365;
- Clutter inbox – working like a spam inbox it is like triage for email it learns which email addresses send you frequent emails that you are slow to open or just delete. It identifies these emails and puts them in “Clutter” to work through when you are not busy. It does work and becomes a cool feature.
- Conversations – is a way of displaying your emails so it will show all the previous emails on the same topic next to each other, it allow you to ignore whole topics plus when you are done you can delete everything in that conversation. Try it under View in Outlook.
- Search – big enough to warrant its own tab it gives some many ways to slice and dice your search filter than the straight old index search. Plus it seems to work at a much faster speed than previous search.
- Skype Integration – Use Skype to check in and collaborate with someone using Instant Messaging (IM), voice, video, or screen sharing. Also join online meetings while on the go using the Skype for Business mobile app. See who is online, IM meeting participants, and follow along when a presenter shares his screen – all from your tablet or phone.
Office 2016 is now available with a full updated software range including Word, Excel, PowerPoint with some new cool features, but to be honest when upgrading from 2013 they are not that different, but for Office 2010, & 2007 users it’s worth the change. Given Microsoft now include Office 2016 as the default download for new Office 365 subscriptions, most businesses will find they will upgrade their Office version when they switch to Office 365. A few other programs are included that may make the switch more interesting for old Office users;
- OneNote– Like an electronic notepad collect any and all relevant information (e.g., photos, videos, clippings, & drawings) in one central location, work with others, and watch the app sync changes within seconds.
- OneDrive – Access your Office documents from anywhere and any device by saving them to OneDrive, pick up anywhere you left off, and co-author with others from the comfort of your office or home, or even on the go.
Windows 10 now has over 100 million users worldwide so it has been stress tested & the commercial lagging with drivers & applications has in most cases been addressed. If you have a specific application it may still pay to check it is compatible with Windows 10. Why move to Windows 10;
- Improved performance – including decreased boot-up time, which is markedly quicker, while better hardware acceleration and a host of other tweaks mean general navigation feels nippier, too. Power management has also been improved, so mobile device battery life tends to be a little longer.
- Design – if you were hesitant to move to Windows 8.1 due its look, then Windows 10 takes a compromised view with the with the flat windows and bold colours taking over, but with the old comfort of the Control Panel and Computer Management interfaces using old icons
- Price – it is still free to upgradeso it is tempting, if you’ve got a copy of Windows 7 you’d almost feel like you’re missing out. After all, you can still downgrade back to whatever previous version of Windows you had if you decide you don’t like Windows 10.
Is Your Business Ready to Take Advantage of new improved Microsoft Ecosystem? The new Microsoft Ecosystem may be a great way to help improve your business. Office 365 offers a range of advanced tools that enables your employees to be productive anywhere and at any time across a range of devices. With Office 2016 & Windows 10 now in release you can combine to get the very latest software across your business knowing it works and is fully compatible. If you wish to upgrade your Microsoft Ecosystem it still requires guidance to get it right, so give your local Computer Troubleshooters office a call today and one of our technology professionals will be happy to discuss how Office 365 can benefit your business.
Microsoft Office 365 is increasingly integrating cloud capabilities within it’s core Office range (Outlook, Word, Powerpoint, & Excel), cloud applications such as OneDrive are fully included in most subscriptions.
OneDrive is an external storage resource located in the Microsoft Data Centre in Australia, available as part of your Office 365 subscription package. OneDrive will simply appear as drive in your computer when you migrate to Office 365, much like any other external directory such as your C: drive, USB or portable hard drive. So when you go to save a file you have choice to save to your own hard drive or the OneDrive drive which is located in the Cloud.
Why use OneDrive?
OneDrive is great place to store & share files, as simple as if you would like to hold a duplicate external copy of your file for protection, or you wish to access the file from a remote location from a different device.
OneDrive however is much more, it allows syncing between your devices and sharing with external parties with a permissions. OneDrive for Business is particularly useful for small businesses who may share files on a continual basis and provides a similar advantage to a server in centralizing access and versions with permissions for access. Office 365 business subscriptions include a 1TB data allowance of storage per user, this is a very large amount of data stored in secure & external data centre operated by Microsoft, The three main benefits of OneDrive:
Store – Offsite Storage for up to 1TB of files per user
Sync – OneDrive syncs files changes from any device or location back to the central version so you always get the most recent version
Share – OneDrive allow files to be shared and accessed with permissions both internally within your organization & externally.
Small business in particular may be able to get most of the benefits of a file server by using OneDrive with little additional cost – so why not use it?
What are the limitation of OneDrive?
OneDrive is wonderful cloud enabled extra in the Office 365 package, but it does have limitations and you need to consider warnings when you choose to move any of your storage to the Cloud.
Data Transfer – like all cloud based service the transfer of data from your premises to the data centre can come with a costs either in additional data usage costs, or in data traffic congestion of your network. The effect on your business will depend on your broadband connection method, ISP, and rate plan, but if you slow down your core business IT infrastructure, it can spell disaster.
Sync – OneDrive is driven by a syncing mode that means newer versions of files can be overlaid over older versions, this is a great feature when you have multiple users using the same file and ensures you always access the latest version, however if you are using OneDrive for backup purposes, the backed up original version may automatically be overwritten by the sync mode.
Off Site but Connected – While the OneDrive storage is physically located remotely from your premises, it still is connected as drive to your system and network. As it appears a dive on your machine (much like your C: drive), should you catch a virus or worse a malware Trojan, such as Crytolocker, it can easy be encrypted or corrupted like any other data on your system. If you are using OneDrive for backup we still recommend a rotation of media or specific backup facilities to fully protect you.
Are you Ready for OneDrive?
OneDrive for Business is a place where you can store, sync, and share your work files. As part of Office 365, OneDrive for Business lets you update and share your files from anywhere and work on Office documents with others at the same time. It can be a great way to great the benefits of a server network without the upfront cost.
Office 365 is increasing the preferred IT platform option for most businesses, we can help with the user setup, data migration, & ongoing administration of the your Office 365 environment, as well as making sure you get the most from the other value added Office 365 services such as OneDrive, Skype for Business, Sharepoint & Yammer.
Computer Troubleshooters can help you understand how your business can benefit by using OneDrive as part of your Office 365 solution and ensure you understand the limitations and recommendations we have around the implementation of these services. Call Computer Troubleshooters today to see how we can get you started with Office 365 and at the same time get you started with OneDrive for Business.
As IT support specialists virtually every day we are asked to recover deleted files. With so much valuable information now stored in digital format, so many devices and options we are all increasingly vulnerable to human error! That’s right over a quarter of data recovery requests are as a result of human intervention.
The good news is that of all the file recovery requests we receive, accidently deleted files are regarded as our most likely to have a successful file recovery. Recovering deleted files can still be complicated and may require an expert to use Data Recovery software to examine computers storage to find the hidden remains of the deleted files and extract them back into a workable form.
What to do if you accidently delete a file?
Don’t Panic – we recommend that you keep the computer turned on, and all applications open while you investigate the simple solutions below:
- Deleted Items – if in email, check the deleted items folder (it is generally near your inbox) this holds all deleted emails until you close your email application. If you can see your deleted file in the deleted items folder just click & drag across back into your inbox. File restored.
- Recycle Bin – if the file deleted was a document or image file, check your recycle bin, which has icon that is generally found on your desktop, click on the icon, it will show you deleted files that are awaiting permanent deletion (generally these are deleted when the computer powers off), just click and drag back onto your desktop.
- AutoSave –applications such as word and excel have an Autosave function that can sometimes saved an automated version copy. Within the application click on the top left Office button which will show a menu that includes an item such as Word Options & Save Options, this will generally show the autosave settings and the file location of the autosave directory. You can then go to the indicated location and recover the deleted file (this may vary on depending on which version of Office is installed).
- File Search – Use the Microsoft Search function located in the Start Button (on the bottom left) to try find your file as you may have saved into the wrong directory or you may find an older version.
If you tried these simple solutions with no luck, then it may be time to get serious,
- Restore Backup Files – if you have a backup in place you should be able to restore the file back on to your main computer hard drive or course it will only be a version available from last time you backed up. It will depend on where and what software you are using for you backup how this can be done.
- Software Retrieval – this will mean you need to consult a professional to use data recovery software to interrogate your drive, find, & restore your deleted files. Do not run any disk cleanup or defragmentation tools in the interim as these will overwrite drives which may contain your deleted files. Call your local Computer Troubleshooters for this professional service.
- No file found – of course we do find times when even we can’t retrieve an accidently deleted file, that’s when we call in our data recovery partners. Our data recovery partners have specialist equipment, software and use dedicated data recovery technicians to extract hidden data.
Hopefully you will recover your deleted files, of course being proactive about protecting your data is the best protection, back up regularly whether it’s for your business or your personal data.
Yet even with a tested and reliable backup system, sometimes unexpected accidents can still happen. Of course the other 74% of data recovery involves physical damage or corruption which can happen to all data storage devices including hard drives, cell phones and memory sticks.
If required we can use our Data Recovery Partner for the following specialized data recovery services:
- Hard Drive Recovery: Hard drives are becoming increasingly less common in laptops. External storage devices are in greater use but are at greater risk for being dropped, damaged and compromising your data.
- SmartPhone and Flash Drives: Flash drives are no moving drives problems such as deleted files, corrupted partitions, file system damage and physically damaged devices can be remedied by their recovery experts.
- Notebooks, Tablets, Digital Cameras and MP3 Players: recovery services for Notebook PCs and Tablets. Damaged image or audio files can also be recovered..
Computer Troubleshooters is Here to Protect You and Your Data
If you have accidently deleted files; don’t panic, if approached logically the deleted files can generally be retrieved.
If you need for help recovering a deleted file, or more serious data recovery services, or assistance in establishing a reliable backup solutions, call Computer Troubleshooters and one of our technology professionals can help you.
Windows 10 is the latest Operating System (OS) from Microsoft; you may have read our explanation of Windows 10 the feature, benefits and risks associated with upgrading, plus some Windows 10 help tips.
Having taken all this into account if you are keen to proceed with your upgrade to Windows 10 here is our Before & After advice to help you protect yourself in the noticed a Windows 10 notification on your current system. Here are some Windows 10 help tips:
- Check your computer to see if you have any devices, apps or compatibility issues that would mean an unsuccessful upgrade.
- Check whether your computer has enough resources to run Windows 10. Most computers running Windows 7 or Windows 8 won’t have a problem unless you’re already running out of disk space.
- Download 3GB over your internet connection.
- Build in some protection for ‘rolling back’ the upgrade if it fails.
But being a realistic and slightly cynical systems administrator (one who sees the pain when updates go bad), here’s what I want you to do:
- BEFORE the upgrade, create a System Repair Disk (Windows 7) or USB Recovery Drive (Windows 8)
Instructions for creating a Windows 7 System Repair Disc:
- Click Start, then Control Panel, then System and Maintenance, then Backup and Restore.
- Click Create a System Repair Disc and follow the steps. You will need a blank CD.
Instructions for creating a Windows 8/8.1 System Recovery Drive:http://windows.microsoft.com/en-AU/windows-8/create-usb-recovery-drive
- BEFORE the upgrade, lay your hands on your original software installation CDs and/or license keys for any of your critical software applications.
3. BEFORE the upgrade, confirm that you have a copy of your important files (documents, photos, saved projects etc) somewhere else other than that computer i.e. in OneDrive/Dropbox/Google Drive/external USB hard drive
And sure, if the upgrade goes painlessly, you’ve wasted a little time being super prepared. But if it turns sour, your computer repair person will thank you for your diligence (and so will your wallet when you get their reduced bill).
NOW THE ABSOLUTE MOST IMPORTANT THING YOU SHOULD DO AFTER THE UPGRADE IS … create a Windows 10 recovery drive.
- In the ‘Search the web and Windows’ box on the task bar, type Create a recovery then click the Create a recovery drive (Control Panel) that appears in the search results
- Please wait will appear while the computer searches for a USB drive. You’ll need one that holds at least 4GB and it will be completely formatted, so don’t have anything else on it.
- Once the file copy is finished, remove & label your USB recovery drive and store it in a safe place.
A recovery drive is the best way for a computer technician to restore your computer with your settings, but it an only be created BEFORE your computer has any problems.
For a complete Windows 10 Help – Before & After upgrade guide
Call your nearest Computer Troubleshooters for advice and Windows 10 help with your upgrade.
Windows 10 is the latest Operating System (OS) from Microsoft; you may have noticed a Windows 10 notification on your current system. What does it all mean & what should you do?
Microsoft have has announced that eligible computers running Windows 7 or Windows 8.1 can gain a free upgrade to Windows 10 from the of 29th of July. This free upgrade offer is available to be taken over the next 12 month; those who are eligible will receive a system icon and popup on their screens.
Windows 10 notification
Once you have the notification after this date you will be able to upgrade. But the question is should you upgrade or not. Most experts are confident about the stability of this operating system than any previous version. The end user testing (through the Windows Insider program) has been unprecedented, so a significant amount of feedback has already gone into this product from technical people who are very particular! That doesn’t guarantee that your upgrade will go smoothly, but all software upgrades come with a degree of risk.
Windows 10 Recommendation
Our general recommendation is to initially hold off upgrading until there are sufficient worldwide users to stress test the OS and isolate any bugs that may have slipped through testing, after a few weeks there will be a consensus on performance. The free upgrade offer will be available until at least 29th July 2016 so there is no rush. Some of your applications may not work properly or some features may not function. QuickBooks has been identified as a potential problem, for example. Intuit does not have Windows 10 on their supported Operating Systems. Windows 10 introduces a totally new browser called Microsoft Edge/Spartan, replacing Internet Explorer. This is sure to offer challenges and compatibility issues with web based applications many of our clients depend on every day.
Why upgrade to Windows 10?
Windows 10 is regarded as a mesh of the best of Windows 7 look & the enhanced apps & multi device functionality from Windows 8.1. Here are some reasons to upgrade:
- Improved performance – including decreased boot-up time, which is markedly quicker, while better hardware acceleration and a host of other tweaks mean general navigation feels nippier, too. Power management has also been improved, so mobile device battery life tends to be a little longer
- Design – if you were hesitant to move to Windows 8.1 due its look, then Windows 10 takes a compromised view with the with the flat windows and bold colours taking over, but with the old comfort of the Control Panel and Computer Management interfaces using old icons
- Search – Windows 10 greatly enhances the features of search that was started in Windows 7, useful search functions that will quite rapidly look up matching programs and documents as you type. It also provides quick access to core features and your chosen programs. It’s simple but effective. Click on the now separate search box and it will also now include Windows Store apps and web search, with results shown in a much more organised fashioned.
- File Management the tools used for finding and managing your files are some of the most oft used and fundamental to a good operating system. A new Share ribbon which makes it much easier to move files between different apps such as Outlook, Dropbox or Skype. Now copying/moving tasks are grouped into one window for easier management. Transfer speed is also shown in real time and operations can also be paused, where they could only previously be cancelled.
- Tablet Mode & Touchscreens – Windows 10 is a vast improvement over Windows 7 when it comes to user experience and operation on touchscreen devices. Windows 10 is designed to work smoothly across a range of devices, making it much easier to switch between your desktop, hybrid laptop and tablet.
- Price – we don’t know how much a standalone copy of Windows 10 will cost, but the big news is that it is free to upgrade from either Windows 7 or 8 for the first year of Windows 10’s life. So it is tempting, if you’ve got a copy of Windows 7 you’d almost feel like you’re missing out. After all, you can still downgrade back to whatever previous version of Windows you had if you decide you don’t like Windows 10.
If you can see the benefits of upgrading then make sure you read our advice on what to do Before & After you upgrade to Windows 10 or ask your local Computer Troubleshooters for some expert advice