Blog

September 10th, 2014

Office365_Sep08_CCloud-based solutions that are public oriented, such as Microsoft's Office 365, offer a wide variety of features that the majority of business users want and need. As a result, the service tends to look the same for all and the ability to customize how Office 365 looks has often been a requested feature. In an effort to make the cloud-based suite more useful, Microsoft has recently announced the ability to customize Office 365.

Coming soon to Office 365 (if not already): Themes

In early September, Microsoft announced that in the following weeks the company would be rolling out a couple of new options that will allow businesses to personalize the look of Office 365. In fact, there are not one, but two new personalization options available for Office 365 users with business subscriptions.

Option 1: Company-wide custom themes

The idea of establishing company brand is not a new concept to business owners, who realize that one of the factors to success is creating positive brand recognition amongst stakeholders, including employees. One of the best ways to achieve this is to include identifiable visuals and colors repeated in as many places as possible. Almost every company has colors that they use as part of their corporate image and brand identity.

To help cement your brand with your employees, you can now customize the theme of Office 365 so that the theme is applied to all users in your organization. When it comes to customizing your theme Microsoft has noted that you will be able to:

  • Pick the color scheme, which includes a base color and text/icon colors. Set the base as blue for example, and the menu bar across the top will be that color. Set the text as yellow and all icons/text in the menu bar will also be yellow.
  • Set the color of the Office 365 logo. You can pick up to three colors for the Office 365 logo.
  • Upload a custom logo. You can upload your company logo and have it applied to the top-left of all Office 365 menu bars.
  • Make the logo a clickable link. Once you set a logo, you can also make it clickable by adding a custom URL. When a user clicks the logo, they will be taken to the predefined URL.
If you would like to apply your company's brand to Office 365, and have it automatically applied to all users in the company, you will need to be the admin, or to log in as an administrator. Once you are logged on, click on Admin from the main Office 365 screen. Then, click on your company's hyperlink located at the top-right of the Admin screen (right below the menu bar) and select Custom theming.

In the screen that opens, you will be able to set your desired theme, and when you are finished simply hit Save and the theme should be applied.

Option 2: Personalized themes

While company users can set a theme related to their brand, individual users in the organization can also select their own theme from a list of 22 provided by Microsoft. Each theme changes:
  1. The top navigation bar color scheme
  2. Menu colors
  3. Background
  4. Office 365 logo colors
You can change the theme of Office 365 by logging into your account, pressing the Settings cog at the top-right of the screen and clicking Change theme. Once you have selected a theme you like, press Save and it should be applied immediately.

If you are looking to learn more about Office 365 and how you can get the most out of it, contact us today for a chat.

Published with permission from TechAdvisory.org. Source.

September 5th, 2014

Hardware_Sep02_CBusinesses today rely heavily on technology on a daily basis. And regardless of the industry you’re involved in, an essential piece of hardware is the computer monitor, whether used at work or in the home. While computer monitors come in a variety of shapes, designs, and colors, did you know that they can also be categorized broadly into three different types based on the technology used to make them?

CRT (cathode ray tube) monitors

These monitors employ CRT technology, which was used most commonly in the manufacturing of television screens. With these monitors, a stream of intense high energy electrons is used to form images on a fluorescent screen. A cathode ray tube is basically a vacuum tube containing an electron gun at one end and a fluorescent screen at another end.

While CRT monitors can still be found in some organizations, many offices have stopped using them largely because they are heavy, bulky, and costly to replace should they break. While they are still in use, it would be a good idea to phase these monitors out for cheaper, lighter, and more reliable monitors.

LCD (liquid crystal display) monitors

The LCD monitor incorporates one of the most advanced technologies available today. Typically, it consists of a layer of color or monochrome pixels arranged schematically between a couple of transparent electrodes and two polarizing filters. Optical effect is made possible by polarizing the light in varied amounts and making it pass through the liquid crystal layer. The two types of LCD technology available are the active matrix of TFT and a passive matrix technology. TFT generates better picture quality and is more secure and reliable. Passive matrix, on the other hand, has a slow response time and is slowly becoming outdated.

The advantages of LCD monitors include their compact size which makes them lightweight. They also don't consume much electricity as CRT monitors, and can be run off of batteries which makes them ideal for laptops.

Images transmitted by these monitors don’t get geometrically distorted and have little flicker. However, this type of monitor does have disadvantages, such as its relatively high price, an image quality which is not constant when viewed from different angles, and a monitor resolution that is not always constant, meaning any alterations can result in reduced performance.

LED (light-emitting diodes) monitors

LED monitors are the latest types of monitors on the market today. These are flat panel, or slightly curved displays which make use of light-emitting diodes for back-lighting, instead of cold cathode fluorescent (CCFL) back-lighting used in LCDs. LED monitors are said to use much lesser power than CRT and LCD and are considered far more environmentally friendly.

The advantages of LED monitors are that they produce images with higher contrast, have less negative environmental impact when disposed, are more durable than CRT or LCD monitors, and features a very thin design. They also don’t produce much heat while running. The only downside is that they can be more expensive, especially for the high-end monitors like the new curved displays that are being released.

Being aware of the different types of computer monitors available should help you choose one that’s most suited to your needs. Looking to learn more about hardware in today’s world? Contact us and see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Hardware
September 4th, 2014

BCP_Sep02_CWhile it’s important for businesses to perform risk assessments, it’s equally important to initiate a business impact analysis (BIA) in order to maximize business continuity. Why? Simply because the crux of any recovery is about whether it is achieved in a reasonable time, and BIA, if performed effectively, will determine exactly that. Knowing this, isn’t it time you for you to have a look at some tips for successful business impact analysis?

Five tips for successful business impact analysis:

  1. Treat it as a (mini) project: Define the person responsible for BIA implementation and their authority. You should also define the scope, objective, and time frame in which it should be implemented.
  2. Prepare a good questionnaire: A well structured questionnaire will save you a lot of time and will lead to more accurate results. For example: BS (British standard) 25999-1 and BS 2599902 standards will provide you with a fairly good idea about what your questionnaire should contain. Identifying impacts resulting from disruptions, determining how these vary over time, and identifying resources needed for recovery are often covered in this. It’s also good practice to use both qualitative and quantitative questions to identify impacts.
  3. Define clear criteria: If you’re planning for interviewees to answer questions by assigning values, for instance from one to five, be sure to explain exactly what each of the five marks mean. It’s not uncommon that the same event is evaluated as catastrophic by lower-level employees while top management personnel assess the same event as having a more moderate impact.
  4. Collect data through human interaction: The best way to collect data is when someone skilled in business continuity performs an interview with those responsible for critical activity. This way lots of unresolved questions are cleared up and well-balanced answers are achieved. If interviews are not feasible, do at least one workshop where all participants can ask everything that is concerning them. Avoid the shortcut of simply sending out questionnaires.
  5. Determine the recovery time objectives only after you have identified all the interdependencies: For example, through the questionnaire you might conclude that for critical activity A the maximum tolerable period of disruption is two days; however, the maximum tolerable period of disruption for critical activity B is one day and it cannot recover without the help of critical activity A. This means that the recovery time objective for A will be one day instead of two days.
More often than not, the results of BIA are unexpected and the recovery time objective is longer than it was initially thought. Still, it’s the most effective way to get you thinking and preparing for the issues that could strike your business. When you are carrying out BIA make sure you put in the effort and hours to do it right. Looking to learn more about business continuity? Contact us today.
Published with permission from TechAdvisory.org. Source.

August 28th, 2014

socialmedia_Aug26_CBusinesses in many industries rely on visuals to sell their products. From that bicycle shop on the corner to the bakery down town, and even the local electronics retailer, having high quality images of your products will help attract customers. What many business owners want to know is how some businesses have such appealing images and how they can add these quality visuals on platforms such as Instagram.

The truth behind some of Instagram's best images

Those awesome Instagram photos we see aren't always taken using mobile phones. Instead, many users use digital cameras which offer much better image quality. You can capture some amazing shots with a higher end DSLR cameras with multiple lenses.

If you have one of these cameras and are looking to create high-quality images for Instagram, or any other social media site, you may be slightly confused as to how to get the images onto the platform - especially since many of us use this via the mobile app. To make uploading a little easier, here is a brief guide detailing how to get images from your digital camera onto Instagram.

1. Transfer and process images

Once you have taken photos with your camera, you will need to get them off of your camera's memory and onto your computer's hard drive. Most camera's have apps that allow you to do this, so be sure to follow the instructions in the app that came with it.

When your images have been transferred to your computer, you are likely going to want to process them a little bit. This is especially true if you have a DSLR or other high-end point-and-shoot which takes RAW images. These can be quite large and are not compatible with Instagram.

Most images taken with a camera are quite large in size, so you are going to need to use an image editing program like Adobe Photoshop, or free tools like Pixlr to process them. What you are looking to do is to crop your images so that they are square.

If you are used to the advanced photo editing features, then do your edits before cropping. When you crop your images you should crop or resize them so that they are 640X640 pixels. This is the size of all images taken using Instagram's camera app.

Also, be sure to save the images as JPEGs, as this is the image format used by most smartphone cameras.

2. Save processed images in their own folder

It helps to create a folder somewhere on your hard drive (we recommend in the same folder where you save all of your other folders) that is specifically for images you want to post on Instagram.

When you have processed and edited the images to your liking, save the images here. Try using an easy to use file name like the date and a letter or note so you can easily tell which images are which, so you know which to use.

3. Move the images to your device

You can move images using the cloud or by manually transferring the images to your phone. If you decide to manually transfer your files, you will need to plug your device into your computer.

For users with iPhones, you can open iTunes and click on your device followed by Photos. Then select the box beside Sync photos from. Select the file you created in the step above and then Sync to transfer the images over.

For users with Android devices, plug your phone into the computer and drag the folder you created in the step above into the Photos folder of your Android device.

For Windows Phone users, plug your device into your computer and open My Computer on your desktop. You should see your device listed in the window that opens. Open the file system for your device and drag the image files you created above into the Photos folder of your phone.

If you choose to use the cloud to transfer your files, use the operating system's cloud (e.g., iCloud, Google Drive, or OneDrive) to upload the files. Just be sure to use the same account as the one on your phone.

4. Add images to Instagram

Once the photos are either on your device, or in the cloud, you can now upload them to Instagram. This can be done by:
  1. Opening the app and tapping on the camera icon.
  2. Tapping on the button in the bottom left of the screen.
  3. Selecting where the image is located on your device. E.g., the Gallery app if you placed the photos in your phone's hard drive, or the cloud service you used.
  4. Editing them as you see fit.
Once this is complete, you should be able to post your images as you usually do with any other Instagram image on your phone. Take the time to add filters, and hashtags as well as a good description before you post.

If you would like to learn more about using Instagram to share your images then get in touch and we will show you the advantages of the bigger picture.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
August 28th, 2014

office365_Aug26_CChances are high that you spend a good amount of time editing or compiling Microsoft Word documents. Regardless of what you are editing, there will come a time when you are working on a file and the words are replaced as you type new ones. This could cause some problems, especially if you are unsure how to turn this feature off.

Word's two editing styles

Every version of Word used in businesses these days has the same two editing styles or modes:
  1. Insert mode: This is the default editing mode where words are inserted where the blinking cursor is placed. All text that comes to the right of the cursor will be moved to the right with newly typed text coming before it.
  2. Overtype mode: This mode replaces text to the right of the blinking cursor. So when you type new text any existing text to the immediate right will be replaced with the new letters.
While the vast majority of users prefer to use insert mode, overtype mode can be useful when editing documents and replacing words, or rewording paragraphs and keeping track of what needs to be rewritten.

Turning overtype on and off

On some older versions of Word, and on some computers, overtype mode is already enabled, and simply hitting Insert on the numberpad of your keyboard will turn it on. You will know overtype is active by looking at the status bar at the bottom of your document. The words OVR should be visible in bold letters.

If you don't see a status bar, try clicking on File > Preferences > View. Once in the View window, scroll down to the Windows section and tick Status Bar. Finally, press Ok and the bar should pop up at the bottom of the window.

Managing overtype

If you find that overtype cannot be activated, or have received a document where it is already activated and can't figure out how to turn it off, you can manage overtype by:
  1. Right clicking on the status bar at the bottom of the document.
  2. Clicking on Overtype to add it to the status bar.
  3. Clicking on OVR in the status bar to turn it on or off.
You can also activate or deactivate overtype by:
  1. Clicking on File followed by Options.
  2. Selecting Advanced.
  3. Scrolling down to Editing options.
  4. Ticking or unticking Use overtype mode.
If you untick Use overtype mode you will disable the feature, meaning you won't be able to hit Insert to switch between the two editing modes.

Looking to learn more about using Word in your office? Contact us today as we specialize in this area and have great tips, advice and solutions for you.

Published with permission from TechAdvisory.org. Source.

August 23rd, 2014

Productivity_Aug18_CThe world is becoming increasingly connected, especially when you look at all the different apps on your device and computer. The problem for some though is that all these apps simply aren't connected enough, and it takes time to share information across devices or services. One tool that may help, while also helping increase productivity is If This Then That (IFTTT).

What is If This Then That?

IFTTT is a Web and mobile app that was developed to connect different Web apps like Google Apps, DropBox, Facebook, Instagram, etc, together into one general system. In general, the service runs on conditional statements - or recipes - that fit the IFTTT statement.

The service is set up on a number of different conditional statements that make up what the developers of the app call a recipe. Each recipe is broken down into two different sections:

  • This - Also referred to as a trigger. Each trigger in a recipe is kind of like a requirement in that the set trigger has to happen for the recipe to start working.
  • That - That refers to an action that happens when a 'this' condition is triggered.
Once you have set up a number of recipes, the app runs in the background to check for triggers and then will automatically execute the action when it notices a trigger.

Examples of IFTTT recipes

There are a wide variety of recipes out there that you can create. For example, some of the more useful IFTTT recipes for businesses include:
  • If a photo is posted on the business Instagram account, then it is shared with Twitter and Facebook.
  • If a Square payment is processed, then this creates a line in a specific spreadsheet.
  • If a contact is added to a phone's address book, then this information is placed on Evernote.
  • If an article is posted on a specific blog, then the post is shared on Twitter, Facebook, and Google+.
  • If an email is starred on Gmail, then a reminder is set on my phone to review starred emails.
  • If I enter the office, then my phone is muted.
  • If a client emails an attachment, then a copy is saved to DropBox.
  • If my device is in the office, then my office lights are turned on (if you have Phillips Hue bulbs).
There are a wide variety of supported apps that allow you to create recipes for nearly anything you can think of. The developers are constantly adding support for new channels (apps), including many from the Internet of Things.

How to sign up for this

Because you can access IFTTT from the Web and via an app on your mobile device, we recommend first thinking about how you are going to use it. If you are going to be using recipes for your mobile device, then we recommend downloading the app onto your device. Regardless of how you are going to use it, you can create an account by:
  1. Going to the IFTTT website (https://ifttt.com/)
  2. Clicking Join IFTTT.
  3. Setting a username and password and clicking Create account.
From there, you will be able to log in and start creating rules. If you do want to use your mobile device, you should then download the free app for your device - Windows Phone, Android, iPhone - and then log in using the account information you just created. When you first log in you should see a number of channels (apps) related to your system have been activated. This means you can now start creating recipes.

Creating recipes from your browser

  1. Go to the IFTTT website (https://ifttt.com/) and press Sign in.
  2. Press Create.
  3. Press This and select your trigger - try picking your app first, then click on it to get a list of actions.
  4. Press Create Trigger.
  5. Click That and select an action channel.
  6. Select Create Recipe.
You can also click Browse from the menu bar at the top to find and activate already created recipes.

Creating recipes from your mobile device

  1. Open the app.
  2. Press the mortar and pestle icon at the top-right.
  3. Press the + followed by the + besides If on the next screen.
  4. Select the app from the icons at the top of the screen, and select the related trigger.
  5. Tap the + beside Then and select an action or app.
  6. Press Finish to activate the new recipe.
If you are looking for a cool way to connect different apps, and even save yourself time, then this could be something worth looking into. And, if you are looking to learn more about how you can increase your productivity, contact us today to see how our systems can help.
Published with permission from TechAdvisory.org. Source.

Topic Productivity
August 22nd, 2014

BValue_Aug18_CThe vast majority of countries in the West have some requirement or law that states that businesses need to meet the needs of their employees. For many businesses this means implementing systems that afford a duty of care and allow employees to do their job adequately. As such, it is a good idea for companies to have an accessible technology plan.

What is accessible technology?

Accessible technology, also commonly referred to as assistive technology, is the idea of creating or implementing technology and systems that cater to employees with disabilities. While not every company will have or require accessible technology, it is required by many countries that businesses meet the needs of disabled employees.

To that end, it is a good idea to develop a plan on how to implement accessible technology. To help, here are five steps you could take:

1. Defining your strategy

The accessible technology strategy should be the first thing you develop as it will be the foundation of the overall plan. When looking at your strategy you should define how accessible technology fits into your overall organization plan and how it will fit with your existing strategies.

What you are looking to do is to figure out how this form of technology will fit with existing systems and increase overall operating effectiveness. From here, you can define the overall objectives, budget, and vision for the plan.

2. Identifying requirements

In this step, you should look closely at existing technology in the organization and the needs of your employees. Because each company is different and the needs of employees are different you should be careful to also identify the technology needs of your employees.

When looking at both the needs and existing systems you can work to come up with an overall set of requirements, along with a general priority. For example, will you need to modify existing computers or purchase new ones?

The key idea here is that you need to figure out exactly what you need.

3. Picking the new technology

Once you have identified what changes you need to implement, what new technology you will need, and your budget, you can then begin looking for the best solutions. The most effective way to do this is to work with it experts like us who can help you find and integrate the best technology and changes that will meet your adaptive technology needs.

4. Implementing and training

Once you have defined the changes, and new technology to integrate, you need to implement it. This may include altering physical devices and machines where necessary, and then testing the systems to make sure they are working properly.

It is also be a good idea to train your employees who will be using the systems, and the team who will be managing the systems.

5. Maintaining

As with all tech systems, it is important to realize that the solution you implement will not work forever, and will eventually require maintenance, updating, or even replacing. You should take steps to audit systems on a regular basis to ensure they are still meet the needs of your company and employees.

This can be a time consuming and potentially costly step, especially if you neglect it. We strongly recommend working with a company like ours, who can help manage your solution and ensure that updates and any necessary changes are implemented when they are needed, and that should needs change, systems are subsequently updated to meet the new requirements.

If you are looking to implement accessible technology in your business, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

August 21st, 2014

iPhone_Aug18_CPeople today are relying on their iPhones more than ever before, especially when it comes to keeping contact information like names, numbers, and email addresses. Despite its ease of access, having to update your contact information every time someone changes their number can be a pain. And what do you do if your iPhone breaks or get stolen? Bear this in mind when we take a look at five essential apps that’ll help keep your iPhone’s address book secure and convenient for contact management and recovery.

Five essential apps to boost your iPhone address book’s capabilities:

  1. Contacts+ (Free): This app lets you sort contacts into groups and import personal information from Facebook and LinkedIn. A quick tap lets you jump to a contact’s social networking profile, or even map a live route to their home or office. It also adds birthdays to your contact list.
  2. Sync.ME (Free): Sync.ME brings widgets to your iPhone’s Contacts app, adding a powerful set of tools that let you do everything from capturing business cards by photograph to recording some phone calls. This is particularly helpful when it comes to recalling previous conversations and connecting names with faces.
  3. Cloze (Free): Cloze compiles Twitter updates, Facebook posts, LinkedIn snippets, text messages and emails from each of your contacts, then combines all of it into one master feed, organized by person rather than by time. It automatically figures out who the most important people in your network are and puts their information at the top of the feed.
  4. ABBYY Business Card Reader (USD $5.99): Contrary to today’s digital world, old-school business cards are still an essential. And while transcribing cards into digital data is time consuming, ABBY does exactly that in a flash. Just snap a photo of each card and this scanning system instantly does the translation work, bringing contact information on business cards right into your iPhone’s address book.
  5. iCloud (Free): iCloud is Apple's cloud storage app that everyone with an Apple account has access to. Chances are high that when you first setup your device, you signed up for an Apple account in order to purchase/download apps from iTunes. On your device, open the Settings app and select iCloud. Enable it and login with your Apple account and you should be able to backup important data, including contacts. If you lose your device, or get a new one, simply log into your account again, and your contacts should pop right up.
While iPhone’s address book is a convenient tool for contact management, proofing it with these applications will not only make it more powerful but also more secure, so you won’t have to worry about losing your contact information or missing out on updated information again. Looking to learn more about iPhone and its features? Contact us today and see how we can help.
Published with permission from TechAdvisory.org. Source.

Topic iPhone
August 15th, 2014

iPad_Aug11_CThe app is arguably the most important part of the iPad. After all, it is the apps that give the device it's unparalleled usability and features. A common issue many users come across though is that they often have a large number of apps and it can be tough to figure out what apps you have installed, or even to find all of your apps. If you have had this problem before, here are three tips that can help.

1. Finding installed apps via Settings

While there is no set section of the iPad's Settings that allows you to view installed apps, you can actually view installed apps by looking at the Usage section. This section tells users how much storage space installed apps are using, therefore giving you a list of installed apps.

You can access the Usage section of Settings by:

  1. Opening the Settings panel on your iPad.
  2. Tapping on General.
  3. Selecting Usage.
This will list the apps you have installed, organized by how much hard drive space they are using. What's great about this method is that you can not only see the apps you have installed but also see if there are apps you aren't using, or apps that are taking up valuable space. You can also select apps to learn more about how much memory they are using and even uninstall an app should you not need it anymore.

2. Finding installed apps via Spotlight

If you have iOS 7 on your iPad you can view all installed apps via the Spotlight feature. Spotlight allows you to search your iPad for files, folders, apps, and more, and can be accessed by swiping down from the top of the screen when looking at the Home screen.

You can see what apps you have installed using Spotlight by:

  1. Opening Spotlight by sliding down from the top of your iPad's screen.
  2. Tapping on the blank spot beside the magnifying glass.
  3. Typing "." (period/full stop) without the quotations.
You should see a list of your installed apps come up, though there is no apparent way they are organized. If you tap on an app name, it will open.

3. Finding installed apps via iTunes

The other way you can find out the apps you have installed is via iTunes. You can do this by:
  1. Plugging your iPad into your computer via the cord that came with the device.
  2. Opening iTunes, if it doesn't open automatically when you connect it.
  3. Clicking on the device's name under Devices.
  4. Selecting Apps.
You will be able to search for apps, or you should see a full list of installed apps. The great thing about this feature is that if you search for apps, you should see where they are on your device's screen. From there you can move the apps around, or even delete them.

If you are looking to learn more about using the iPad, please contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic iPad
August 14th, 2014

Offie_Aug11_CMicrosoft Excel has become an increasingly versatile work application catering to most businesses, big and small. While most users are familiar with all the functions the app has to offer, many are still unaware that you can add a header or footer to your spreadsheets. With that in mind, it's time for a comprehensive view of what headers and footers are and how they work in Excel.

What are headers and footers?

As with Word, Headers and footers are lines of text that print at the top (header) and bottom (footer) of each page in an Excel spreadsheet. They often contain descriptive text such as titles, dates, or page numbers displayed in page layout views and on printed pages.

Headers and footers are useful in providing quick information about your document or data in a predictable format and also help set out different parts of a document. Simply put, they make calculations, graphs, and pivot tables much easier to read and follow.

How to add and remove headers and footers:

  1. Select the spreadsheet for which you want to add headers or footers.
  2. On the Insert tab in the Text group, click Header & Footer; this displays the spreadsheet in page layout view.
  3. To add a header or footer, click on the left, right or center of the Header or Footer text box at the top or bottom of the spreadsheet page.
  4. You can now add a preset header or footer to your document, or create a custom header and footer.
  5. To start a new line in a header or footer text box, press ENTER; to include a single ampersand (&) in the text of a header or footer, use two ampersands. When you are done, click anywhere in the spreadsheet to close Header or Footer.
  6. Return to Normal page view by clicking on the View tab and Normal button.
  7. To remove the header or footer from a spreadsheet, select the View tab and click on Page Layout. Delete the information you want to remove.
The next time you need to repeat text on a page to make information more organized and easier to digest, you can simply do so with Excel's header and footer feature. Looking to learn more about Microsoft Office and its features? Contact us today and see how we can help.
Published with permission from TechAdvisory.org. Source.