The Enstep Blog

Do you frequently struggle with creating PDF documents, sending large files through email, and converting various file types from one to another? If so, you may have found that some mainstream solutions are complicated and time consuming. But there are some online solutions that can help you with these common tasks without requiring you to learn complicated applications and workflows, or even install anything on your computer. CutePDF – makes PDF a piece of cake PDF files ave become a standard in document exchange between professionals around the world. The only problem with this is that you usually need expensive programs like Adobe InDesign or Photoshop to generate them, but thankfully CutePDF is here to save the day. CutePDF is an online tool that converts all compatible documents, such as MS Word or MS Excel files, into PDF format, which you can then send out. Simply download the easy-to-understand free version, and convert your documents to PDF in a jiffy. You can also purchase a pro version with more features if you need them. Send large files through YouSendIt If you exchange files on the web – especially audio or video files, or programs and installers – then you’ve probably been frustrated by most email servers’ inability to handle large files. Now you can use YouSendIt, a free online service that lets you send files up to 100MB easily and quickly. Just upload the files you want to send and enter the email address, and the recipient will get an email with instructions for downloading the files from the YouSendIt servers. If you register for a free account, you can opt to have your own email address appear as the sender. Again, there is also an optional paid version that increases the maximum size limit. Convert your files using YouConvertIt File conversion is yet another tricky and frustrating issue. Opening .docx (MS Office 2007) documents, for instance, in older versions, or using some video and audio files in foreign formats, requires the user of a special converter. The problem with converters is that you have to scour the internet looking for the specific converter you need for each situation, and often each operates differently. With YouConvertIt, you simply enter your email address, upload the file you want to convert, choose output file type, click convert, then follow the instructions given. It’s a simple as that. The more professional and long-winded approaches to accomplishing these tasks do have their merits, but most of us don’t need or want the hassle. With these free, online solutions you can quickly accomplish what you need in just a few simple and easy steps.

Last April 14, Microsoft officially announced the end of mainstream support for Windows XP , seven years after XP originally shipped. Non-security patches, fixes, and updates are no longer available free from Microsoft, and phone support for security and non-security related issues and change requests are no longer provided. Any future bugs found in the platform will not be fixed without a fee. This new development affects all versions of XP (except for Embedded): Home Edition, Media Center Edition 2002, Media Center Edition 2004, Media Center Edition 2005, Professional, Professional x64 Edition, Tablet PC Edition, and Tablet PC Edition 2005. About 63 per cent of all internet connected computers still use Windows XP, according to March 2009 statistics from Hitslink , while Windows Vista makes up about 24 per cent. Businesses are in no hurry to move to the forthcoming Windows 7, either. A survey released by appliance vendor Kace revealed that 83% of businesses have no plans to upgrade their PCs to Windows 7 within the first 12 months of its availability. Microsoft is expected to release Windows 7 later this year or early next . However, companies enrolled under Microsoft’s Premiere customer program have no worries, since Extended Support is available for them until April 8, 2014. Unfortunately this program is typically only available to large enterprise customers who enjoy volume licensing . Small businesses may be out of luck, unless they can work out a deal with a Microsoft channel partner for non-security related support. Microsoft emphasized that security-related patches will still be issued for all legitimate XP users at no charge. This includes fixes for vulnerabilities inside Windows that worms such as Conficker exploit . Those planning to upgrade, take note: while Windows 7 users will be able to downgrade to Windows XP, the reverse will not be true. Microsoft said in its Engineering Windows 7 blog that XP users will have to perform a full install to have a smooth experience with Windows 7. Concerned?  We can help you sort out how these new policies affect you. Call us today.

Apparently, the well known adage “All work and no play make Johnny a dull boy” isn’t just some excuse to be laid back and take a break from the drudgery of work (hah, drudgery), but is really a fact based on science. At least as far as the fellows from the University of Melbourne in Australia are concerned. A recent study conducted by the University’s Department of Management and Marketing has shown that moderate internet browsing for personal uses during working hours (and MODERATE is the operative term here) actually increases productivity among workers. This a big “Ha! I knew it.” moment for many, with most employers preferring that their employees not be posting new status messages on Facebook or checking out the latest sensation from Britain’s Got Talent from YouTube. Their reasoning being that it wastes company resources and makes employees lazy. 300 employees from different companies were made part of the study, where it was found out that workers who use the internet for personal reasons, called “Workplace Internet Leisure Browsing” or (WILB) in the study, for less than 20 percent of their working hours were 9 percent more effective, focused, and therefore productive in their respective jobs. WILB activities usually encompassed searching for and researching about products to buy online, reading blogs and news websites, social networking (like Facebook, MySpace or Friendster) activities, playing online games, and watching streaming videos from sites like YouTube and Veoh. Professor Brent Coker, the man behind the research, explains that people need short breaks to reset their concentration. According to him, focusing on a certain task for too long degrades the level concentration, making “zoning out” from time to time essential in maintaining an optimal frame of mind to be able to accomplish a work task efficiently. But before you lug your gaming CDs to the office or prepare for marathon runs of your favourite Facebook application, Dr. Coker is quick to remind everyone of the term MODERATE usage. Anything beyond that, he says, will then result in loss of productivity. So don’t feel too guilty when you watch Susan Boyle belt her heart out on YouTube for a couple of minutes or post a comment or two on Facebook. As long as you get right back to work afterward, no harm, no foul.

Voice over Internet Protocol (VoIP), technology that lets you make and receive phone calls over the Internet, may have started out as a novelty, but it’s quickly becoming mainstream – and many small businesses are finding that it can save them a lot of cash. Benefits Features. VoIP has the same features as conventional phone service: multiple lines, conference calling, and voice mail, to name just a few. Cost. VoIP costs much less than conventional phone service, and most VoIP services charge a flat monthly fee, so bills are predictable. Simplicity. Calls are routed through the same network you use for e-mail and Internet access, so one system serves all functions. Mobility. You won’t need separate office and cell phone numbers: You can receive calls on your laptop or so-called “IP” phone while traveling, essentially taking your entire business phone system with you wherever you go. Some things to consider Audio quality still isn’t perfect, but you can make VoIP calls with regular phones or IP phones with little difference in quality. Depending on the number of employees you have and how many are on the phone at once, you might need higher bandwidth (such as a T1 line) to handle VoIP. You may want to keep a conventional phone line—primarily as a backup, but also to ensure that you’re listed in the local phone book. More information VoIP is integrated with your existing IT system, so contact us today for details about how you can get started enjoying its benefits.

3 Reasons 2 Screens are Better than 1 Increasing your employees’ online workspace by expanding it across two or more monitors can significantly improve productivity with minimal cost investment. In the past, multiple monitors have been the domain of programmers. Visit Google headquarters, for example, and you’ll see awe-inspiring configurations of screens: two, four, even six monitors, stacked side-by-side or one on top of the other. However, multiple monitors can also benefit just about any type of office worker. Increased Multitasking According to a number of studies by specialists in human-computer interaction, the bigger your employees’ screen space, the more work they can see and therefore the more work they can do. For example, employees can keep their email and chat screens open on one monitor while working on a Word or Excel document on the other. They no longer have to spend time switching between one or the other, and can respond to each more quickly. Higher Productivity In a study commissioned by the electronics company NEC and conducted by researchers at the University of Utah, office workers were asked to perform several basic tasks using various monitor configurations. The workers using two 20-inch monitors were 44% more productive than the workers using a single 18-inch monitor. Minimal Cost Multiple monitors may not have been feasible in the past due to cost, but the price of LCD panels fell by almost a third in 2008, and the trend is likely to continue through much of 2009, according to market research firm iSuppli. Ready to enable your employees to get more done in less time? To upgrade to two monitors, in addition to the extra monitor you’ll need two video cards or an upgraded card with two outputs. Read more here, then contact us to help make it happen.

It’s All in the ‘How’ Have you ever wondered how to fix a leaking pipe or a broken light? Or how to check your car’s coolant or radiator fluid? How about maintaining a lawn, or tying a Windsor, or cooking a tasty meal for you or your kids in less than 30 minutes? The answers to these questions and more can be found in self-help sites such as eHow and WikiHow. These sites are databases of how-to articles presented in a clear, concise, and simple manner that anyone can easily understand. Unlike other guides that drown you (albeit unintentionally) in so much technical jargon that you end up completely lost, these sites make it a point to keep things uncomplicated – it’s all about helping you get something done right, and done fast. You can always learn the mechanics of why or how it works after you’ve gotten it done. Here, results are the primary consideration. Both websites offer a variety of subjects to browse through. If you’re looking for a specific topic, simply enter the inquiry in the search box. Certain topics even have video tutorials and/or illustrated guides that make the learning process even easier. However, if you don’t have anything particular in mind, then you can browse through topics that are classified by category. Navigation is intuitive and user-friendly. Another good thing about these websites is that the information is absolutely free – you don’t even have to register an account to gain access to them. And with WikiHow, if you feel like sharing a bit of your own knowledge, you can contribute your own how-to articles and become part of the WikiHow community. eHow also accepts entries that, depending on how you play your cards, can even help you earn a bit of extra money (there’s an eHow article to help you get started). So the next time you find yourself in a spot with anything from a stubborn stain to treating a bee sting, try visiting these sites since they just might have the simple and straightforward solution you’re looking for.

Are you avoiding instant messaging (IM) for fear that it will distract your employees and cut productivity? In fact, the opposite may be true. What is IM? IM is software that allows you to communicate in real time with other people who have the same software. It’s like email, but instantaneous. IM was originally considered a way to stay in touch with friends and family, but lately it’s taken off in the workplace. That’s because IM offers a fast, convenient way for employees to interact with colleagues or clients in real time. In fact, many cutting-edge employers now encourage their employees to use IM instead of phone calls or e-mails. Benefits include: Increased productivity: Workers can remain at their workstations instead of walking across the office or picking up the phone to obtain information, and the need for time-consuming meetings is reduced. Real-time communication with vendors and customers. Connection of traveling employees through mobile devices. Where can you get it? While there are many free IM services available such as AOL, Yahoo!, Skype, and MSN, many companies now offer solutions specifically designed for business. We can work with you to determine the best solution for your specific needs How to get started: Select a single provider. Expand services as needed. While basic IM may be adequate for some small businesses, others may benefit from expanded offerings, such as text conferencing, pop-up messaging, and email integration. Make sure your information is protected from external threats such as hackers and viruses. Create a usage policy to avoid internal misuse. Ensure that all employees know the rules and have installed the software on their systems. To be effective, your IM application should be carefully integrated with your existing IT system and workflow. Give us a call today and we’ll help you through these steps to implement a secure and productive IM solution.

These days there’s a lot of buzz about “ going green ” – helping preserve the environment, conserving energy, and looking for sustainable ways to grow the economy. The IT industry is doing its part as well, with “ green computing ,” which is basically computing by more efficient and sustainable means. You can get on board with some of the suggestions below: Save on energy, save on costs: A lot of today’s computing devices feature power management features and energy saving modes, thanks largely to US government efforts to develop energy-efficiency standards called Energy Star. This is a voluntary labeling program adopted by many vendors to clearly identify and promote their efforts in bringing down energy costs for customers as well as to showcase their own use of eco-friendly production processes and materials. When you purchase Energy Star products and make full use of their features, you not only help the environment but also save significantly on your energy bills. Reuse and Recycle: Consider retiring old equipment and replacing it with more energy-efficient models. Reuse what you can (such as RAM modules, cables, controller cards, and drives), and find a reputable recycler to help you dispose of remaining parts safely. Consolidate what you have: Be eco-smart about your purchases. Advances in technology such as machine virtualization now allow you to consolidate computing resources on fewer machines, such as all-in-one printers, saving not only upfront capital costs but also recurring operating expenses such as maintenance, space, power, and cooling. Over time this means less equipment goes into landfills, better utilization of resources, and more money freed up to apply where it counts – to growing your business. Do more with less: Instead of travelling, consider teleconferencing. Instead of hiring full time, onsite employees consider telecommuting arrangements. Not only do you reduce your carbon footprint by reducing transportation impact but also save a considerable amount of time and money as well. Outsource IT: For non-core elements of your operations, consider outsourcing , which leverages economies of scale by sharing resources among several customers without losing efficiency or effectiveness. For example, instead of hosting your own website, outsource it to a hosting service provider instead. We have lots of ideas for going green at your office and saving energy costs along the way. Give us a call and we’ll be glad to share them with you.

Instant Messaging , or IM, can be a boon for any business because it saves time, improves efficiency, and even enables greater employee/customer intimacy. IM allows real-time communication and interaction between two or more people via the Internet , and its use is growing steadily. IM provides users with instant feedback about the presence of online “buddies” or users you know – for instance, whether they are online, busy, or currently offline, what they are currently doing, and whether they are able to successfully receive your communication. Even when one party is not currently connected to the Internet, you can leave offline messages for later viewing. Information sent can be in the form of text, media, and recently even voice and video. While IM has traditionally been used for quick and instant personal interaction such as chatting between friends and family, people are now finding that it can be effective in business as well. But before diving in and using IM in your organization, be aware that there can be significant risks. For instance, it can expose the company to outside threats such as hackers and viruses, or from problems from within such as employees sharing secret or sensitive information to outside or unauthorized parties. Finally, if not monitored properly, it can be a huge timewaster if employees spend their time chatting with colleagues, family, and friends instead of working. Here are some tips to get the most out of IM safely and effectively within your organization: Create guidelines for use . Let employees know of the dangers and risks in using IM. Create policies to allow the use of IM only for certain people within the organization (such as sales) and only during certain times of the day. Ask your IT consultant to configure your network to enact the restrictions you want. Standardize . Choose one piece of IM software (such as Google Talk, AIM or MSN ) and try using it internally first. You won’t be able to prevent some employees from adding buddies outside of work, so make sure to ask them to separate buddies inside the company from those outside. IM software allows you to easily create “buddy lists” to do this. Know when to use it . IM is a tool that can complement e-mail on one end and voice calls on the other. Consider using e-mail for detailed information sharing or communications such as memos, requests, letters, and proposals that readers need to refer to repeatedly. Consider using voice calls for more intimate interaction, clarifying communication, or in cases when you need to build rapport with the recipient. IM can be something in between the two, such as when you need to ask a quick question, send a short update, or get presence information . Keep it short . Keep IMs short and direct. In IM, unlike in voice conversations, you don’t need to do go through pleasantries. Unlike email, because of their real-time nature, IMs can be intrusive so be conscious of what the other party is dong and to make it brief and to the point when necessary. Use your status to your advantage . IM software allow you to set your status (i.e., Busy or Away) to let others know if you are free to take their messages. You can also set your status to Invisible so that you can be aware of others’ presence but be invisible to others. Set your preferences . Most IM software allow you to control certain behaviors, such as window pop-ups, whether to archive messages or not, whether to startup automatically when you log in, and much more. Explore the features of your software and use them to your advantage.

The past couple of weeks, a new malicious and particularly virulent worm known as Downadup, also more popularly known as Conficker has started to infect millions of PCs. In fact by some estimates, it has infected over 10 million PCs worldwide. As with many threats proper prevention can greatly reduce or eliminate your problem. This worm is particularly dangerous as it can infect your PC in many ways. You can be infected by simply visiting your favorite Web site, downloading a file or email from the Internet, loading a USB drive, or just by leaving your networked computer on, overnight while you’re asleep. The worm takes advantage of known vulnerabilities in Windows to spread. Its removal can be difficult, as it blocks many known antivirus software and associated websites. In some cases it even disables antivirus software already installed or the Windows Update service. After infection, it may choose to run rogue software on the machine, or use it as a host to infect other machines. Particularly troubling, security experts believe, is that on April 1st, a new variant of the worm will begin to randomly check various websites on the Internet to download new instructions. What those instructions are unknown at this point and could be anything as harmless as telling a joke, displaying an ad or as harmful as destroying files or even stealing usernames and passwords. The worm itself is not new, it made its first appearance late November 2008, known under the names Conficker or Kido. It shouldn’t have spread if people had made sure to the latest Windows and other updates were applied to their PCs and have kept up to date with their security vendors’ latest antivirus releases. Also since it spreads via network shares, making sure to use strong passwords on shared network drives would have helped to contain it early as well. If you aren’t sure if your PC and network are protected, make sure to contact your IT service provider for advice. Here are some other articles you might want to check out for more information: Related articles: The Conficker worm’s evil genius. (slate.com) Conficker Worm Draws a Counter-Attack – PC World (domainmacher.com) FAQ: Conficker worm (cbc.ca) Your Quick Guide to the Conficker Worm (shankrila.com) Windows PC Worm Set to Activate on April 1st (littlegreenfootballs.com)