The Pain Free IT Blog
With Dominic Jones

Is Your Outlook Bright?

Like many of us do you use Windows Outlook? It is mind blowing some of the stuff it is capable of! There is a lot to learn about Outlook! I wanted to give you some of my top nuggets when using outlook that you might find help you in your day to day using of outlook.

Here it goes…

1. Get a signature set up

If you regularly have to send out the same generic responses, which may be in customer enquiries, you can save a lot of time by setting up signatures that contain all of your regularly used passages of text. You want to make your signature look as though it is meant to be there so it flows with the other text around it. When you receive one of these emails that requires a generic reply, just hit reply and select your pre-set signature to reply in seconds. This could save you a lot of time over the long term.

Untitled2. Use Quick Parts

Quick Parts are blocks of content you can include in messages, I found this saved me a lot of time! They’re a lot like Auto Text, but can include links and pictures, as well as text messages. To create a new Quick Part, start an email message and enter the content you want to include.

Select it and choose ‘Insert | Quick Parts | Save Selection to Quick Part Gallery’. Now provide a name, category and description, and click ‘OK’. Whenever you want to use this block of content, choose ‘Insert | Quick Parts’ and select it from the list. You’ll see a small preview window for each Quick Part you have stored.

3. Shortcuts

We all need a few tips now and then to save us some precious time in the day. Outlook have some great time saving keyboard shortcuts, here are my favourite:

  • Ctrl+R: reply to email
  • Alt+R: reply to all in email or switch to the work week calendar view
  • Alt+W: forward email or switch to the weekly calendar view
  • Ctrl+M: F9 to Send/Receive all
  • Alt+S: Send email
  • Ctrl+G: open the “Go to date” dialog to jump to any date in the calendar

4. Group your messages

If you receive a high volume of email, tracking down relevant messages can be such a hassle. Outlook can group emails into conversations, so that a single click shows all related messages together yay!

You can set this on a global or per-mailbox basis by going to the View tab and ticking “Show as Conversations”. Click the “Arrange By:” bar at the top of the message list and select “View Settings…” from the dropdown menu to configure additional grouping options.

5. Organising your inbox

There is a very handy tool in outlook where you can set up rules for Outlook to do things with emails as they arrive. You can move emails from a specific person or domain and containing a certain keyword, to a specific folder. You can even choose to have different sounds played depending on the email’s sender or content, or do something different when you are not the main recipient of the email, but are cc’d into it.

To do this you will need to create a rule in outlook which is really simple. Just click on tools and then click rules and from there you can customise your inbox.

6. Creating folders

I have lots of folders set up in my inbox as I like to stay organised and have access to my emails quickly. Not only will you be able to find things easier, but any potential data loss or corruption is likely to be more limited.

  1. Make a rough sketch of your folder structure. A nested structure tends to work better than lots of “flat” folders.
  2. Start creating your subfolders in Outlook. Right-click on the folder that you want to create the sub-folder in and select “New Folder…”
  3. You can then rename the new folder to your requirements by typing and pressing the enter key when finished.

There is so much I could tell you about outlook that has saved me time but I don’t want to overload you just yet! See how you get on with my advice for outlook and if you found it helped you then I would love to know!

Happy Computing!

Great News!

We all love a bit of good news and you’re in for a treat! Recently we have upgraded our helpdesk system to Autotask – The world’s leading IT business management solution. Only the best for you…and most beneficial!Autotask+Logo+(Registered)+Squar

This means it will give you even better service then what you are already getting.

This is fantastic news for you. The new updated system will mean that nothing will slip through the cracks when it comes to dealing with your IT issues.

Not only this we will be working even harder to get all your IT calls dealt with faster and more efficiently!

When logging an IT issue this will be exactly the same. Don’t worry, you wont have you do anything different! You still will use the same process you always have! (Told you it was great news). The only difference is the correspondence you receive back from the technical team will look slightly different. It will still include all the same information it will just look even better!

What does this mean for you? You will be able to have access to a detailed reports that will give you a clearer view of the service you are receiving. This will also result in a quickerresponse time and more detailed information available to you.

The technical team here has done their very best as always to make sure this will not cause any disruption to you! The change should be seamless.

The most beneficial thing for you is the update with invoicing, rather than receiving thousands of different invoices that are difficult to keep track of, you will now get grouped invoices over a weekly period so it will reduce your administration which will give you more time!

Our new helpdesk upgrade has already been rolled out to a number of customers and the feedback we have had already has been brilliant!

We are due to release this from Monday 14th July (The grouped invoices may take a few more weeks to be rolled out) but if you do have any questions give us a call or drop us a line and we are more than happy to help you!

Also don’t forget to sign up for the free CryptoLocker webinar! Register Here

Embrace your geek!

Geeks of the world unite and celebrate! July 13th is national geek day! This means that on this day you have the chance to let your inner geek out…if you want to!

You may think that IT is a bit geeky and nerdy and you maybe right but when you have an IT issue or need some support then we are always the ones being called upon. You may call us IT geeks but really we are superheroes masked as geeks…there is no IT tragedy too difficult for us!

As national geek day is coming up I thought it would be a good idea to give you some helpful tips on backup as this is a problem many of our customers face:

  1. Backup regularly – Make sure you are backing up your data every day or week!
  1. Use dedicated software to do your backup – It takes a lot of time to do backups manually, so use dedicated software that schedules and backs up your system automatically.
  1. Password protect back-ups – Use a strong password to secure your back-up. This will make it much more difficult, if not impossible, for someone to view it or misuse it.
  1. Offsite or online storage of back-ups – You should ensure that you create additional copies of your data so that they can be stored offsite. Having an offsite copy ensures that in the event of a break in or fire that you have a copy of your data away from the danger.
  1. Make sure you are backing up your phone too – It really is important to backup your phone data incase it gets lost of stolen. A lot of phones have basic backup installed in them but sometimes that’s not enough. Make sure you are backing up your data regularly on your mobile.

If this is a bit too technical for you then why not contact us? We offer secure and reliable backup services that will help your business!

Why not have a look at the fantastic backup solutions we have? Click here to find out more

P.S Have you registered for our security webinar on CryptoLocker? If you don’t backup or don’t have a great system in place I strongly recommend you get on this quick! Make sure you do as spaces are going fast!! Register now by clicking here

 

Untitled

Our Barton Superheroes

Do you like a Pizza?

What’s your favourite topping on a pizUntitledza? Spicy hot? Or are you more for a margarita?

All this information could soon be released if you are a customer of a leading pizza franchise (their legal team have told us we can’t say who it is but if you google ‘pizza hacking ransom’ you can find out) . If like myself you have ever ordered one of their pizza’s then your details will be saved on their databases. This means that they have hold of full names, addresses and phone numbers even your favorite pizza topping!

Recently hackers managed to break in to their systems and have stolen well over 600,000 customers’ records. They are now demanding £24,000; if they don’t receive this money then they are claiming that they will release all this data.

The hacker posted a tweet stating, “If <the pizza company> doesn’t pay us (on Monday) and we publish your data, you have the right to sue them. Speak to your lawyer.”

Lately there have been a lot of data breaches within companies. Are you sure that your files are safe?

If this is something you are worried about in your business then we will be offering a free security webinar in the next few weeks. We will be giving an in-depth look at what the CryptoLocker virus is and how to prevent your business from being attacked by it!

Sign up for our free security webinar now! Click here to register

John Browne…The Master of Backup at Barton

Please put your hands together and congratulate John Browne who is now the Master of GFI MAX Backup.

GFI MAX Backup offers military-grade protection for our customer’s data. This basically means that if you ever have an issue with backup then all you need to do is call John! Meaning fewer headaches all round! – Maybe not for John though!

The Master is now fully trained on how to operate and manage GFI MAX Backup this means we can provide our clients with a reliable and secure offsite backup solution!

Well done John..or should I say Master Johnphoto

No project too big?

Have you ever had a project that got too expensive and unmanageable?

Recently it has been leaked that the former Surrey Police chief constable has spent £15 million of public money on a computer system for Surrey police that was never even put into effect.

In 2009 the project ‘Siren’ was put into action and was meant to implement a new ICT system for Surrey police. However in 2012 the scheme was scrapped stating “it was an ambitious project that was beyond the in-house capabilities and experience of the force and authority at the time” this was said after the total cost had accumulated £14.86m – a lot of money wasted!

Now this is out in the open, lots of people are demanding that the former chief constable is held accountable for – someone is always to blame for an error like this!

Surrey Police and the Crime Commissioner will be holding a public meeting at the end of June to consider the report’s findings and answer questions from the public about it. I am sure that will be a very heated meeting.

Does this sound familiar to you or your company? Ever had a project that you just couldn’t continue? We provide a consultancy service that will not cost you anything near £15 million! Our simple unique audit will let us know what work needs to be carried out, then we put plans in place to get the job done at an affordable price.

If you would like to prevent a situation like this happening in your business then call Trevor our project specialist on 020 3301 003

PC's - police blog

 

 

Blow Your Whistle

Now it is four years on from the last World cup, which ironically is the same life span as a server.

Everyone has got football fever….have you?

I am sure like most of the country you watched the England vs. Italy game on Saturday night?

How encouraging was it when Daniel Sturridge scored the equalizer for us in the 37th minute? Only 2 minutes after Italy scored the first goal of the game.

We were all hopeful that we could win this game, but unfortunately for us it all went a bit pear shaped and Italy managed to get another goal and win the game….BOO

There are a number of things that can go wrong for us in this world cup, but also there are many things that can go wrong with your IT….

What are the worst things that can happen in a football game?

Below we have come up with our Top 5 Football Calamities:

  1. Red card – Does your company have up to date security? Or will you be getting a red card when the virus hits?
  1. Own goal – Do you have an IT provider you can rely on if anything goes awry?
  1. Injuries – Does your IT support provide you with all the latest system updates or installs?
  1. Offside –Do you have online back-ups or data recovery service?
  1. Penalties – Do you have a disaster recovery process?

As you can see a lot of things can go wrong in football and it’s the same with your IT.

If you don’t want to let your team down like David Beckham did in the 1998 world cup then ask yourself the above questions….

You never know what might happen, we might just win this world cup and you might get a decent IT provider like us!

P.S Just incase you missed it check out our boys in action from Saturday night

http://www.youtube.com/watch?v=51BE09ezJJE

Cybercrime could loose you GBP60,000

Earlier this week I was speaking to a colleague about an article we both saw on the Sky news website. The article stated that cybercrime costs £266bn every year, which is apparently as much as the global drugs trade. This figure is more than twice as high as previous estimates; this is based on data gathered from 28 countries around the world, which between them account for 80% of global cybercrime.

The article mentioned that the cost of cybercrime will continue to increase as more consumers and businesses around the world move more to online shopping and Internet use. A number of companies have been hit by cybercrime; one British company told officials it had incurred revenue losses of £770m because of one attack. The UK ranked fifth in the G20 countries most affected, with an annual loss of £6.8bn as a result of cybercrime.

Last year, 93% of large corporations and 87% of small to medium sized companies suffered data breaches, with the average cost of an attack worth £770,000 and £60,000 respectively.

Recently I read that eBay have also been attacked by cybercrime; between late February and early March eBay’s databases were hacked which included eBay customers’ names, encrypted password, email address, physical addresses, phone numbers and dates of birth. eBay have urged customers to change their passwords not only on eBay but on all other password protected sites.

Since the attack the company have stated that after a number of tests the cyber breach has not resulted in any unauthorized activity for their customers.

This is only the latest in a recent string of high profile cybercrime incidents. In February, the details of 2,200 Tesco clubcards were leaked online – I hope it wasn’t mine!

I know this story is worrying but we can help you to protect yourself from cybercrime. Below we have put together five helpful tips to help you prevent Cybercrime.

  1. Choose strong passwords and keep them safe
  2. Protecting your computer with Security Software
  3. Install the latest operating system updates
  4. Ensuring that your personal information is protected
  5. Secure your wireless network.

If you would like to get further information on preventing cybercrime or any other help please do not hesitate to contact us on 020 3301 0003 or email info@barttech.co.uk

Watch the Team in Christmas Cheer!

It’s that time again…

Yes, the Barton elves are working hard to get all our customers support calls finished before they have to help Santa on Christmas Eve. However they did get chance to decorate the new Barton HQ!

Click on the video below to see how they got on…

Christmas Wishes…

Seasons greetings from all the team. I thought it would be a good idea to publish our opening times during the period to ensure that you know we are on hand should you happen to be working over the Christmas break.

Please pass on this message to any members of your team who may need us during the festivities.

Times are as follows:

Christmas Eve – 09:00 to 13:00
Christmas Day – Closed
Boxing Day – Closed
27th December – Closed
30th December – 09:00 to 17:00
New Years Eve – 09:00 to 13:00
New Years Day – Closed
2nd January – Normal operations

I would like to take this opportunity to thank everyone for using Barton Technology during 2013. All the team here wish you all a very merry Christmas and an extremely prosperous New Year.

Dominic and the team.