1. Familiarize Yourself With Keyboard Shortcuts

One of the things that separates the user from the power user is the ability to get things done without reaching for the mouse. The most common keyboard shortcuts are generally common knowledge. You probably already know that Ctrl+Z is the undo control, that Ctrl+A selects everything in the document, and that Ctrl+C copies selected text, but did you know that, you can use such handy shortcuts as Ctrl+B to bold text, Ctrl+I to italicize, and Ctrl+U to underline? You’re welcome.

If you aren’t in the habit of using keyboard shortcuts, you might be getting an inkling of why they’re a good idea. After all, if your hands are already on the keyboard, why stop to reach for the mouse and find the appropriate menu when you can simply reach over and hit Ctrl+Shift+F to change the font?

2. Text selection shortcuts

Here’s a special set of keyboard shortcuts that can be surprisingly useful when you’re doing a lot of editing and formatting. Selecting text with a mouse can be inexact, but selecting text with Shift+LEFT ARROW or Shift+RIGHT ARROW can take a while. Try Shift+Home to select a section of text from the cursor to the beginning of the line. On the flip side, Shift+End selects text from the cursor to the end of the line. Ctrl+Shift+ LEFT ARROW or RIGHT ARROW selects one word at a time, and Ctrl+Shift+ UP ARROW or DOWN ARROW will select from the cursor to the beginning of the paragraph. It doesn’t sound like much, but once you use it, you’ll wonder how you lived without it.

3. Compare documents

If you have multiple people working on a single document, it can be hard to keep track of all of the changes if you’re only using track changes and commenting. Fortunately, MS Word offers another tool. You can take two documents and compare them. Word will mark up the changes to show where they differ. All you need to do is go to the review tab of your ribbon, and click compare. This will give you the options that you need to either mark up the changes, or combine multiple versions of the same document into one.

4. Shift+F7 to access the Thesaurus

Word comes with a full thesaurus. If you find yourself at a loss for words, all you have to do is position your cursor in the word that you need to replace and hit Shift+F7. You don’t even have to highlight the entire word first. Just having your cursor there is enough. This will bring up a functional thesaurus which allows you to replace the problem word with a single click. This also comes in handy for horrible spellers like me, when even the red underline doesn’t know what I am trying to spell. I can quickly search the Thesaurus to find the word I am trying to use.

5. Paste special with Ctrl+Alt+V to remove unwanted formatting

If you copy information from the internet, or from a heavily formatted document, Word will paste the formatting along with the text. To avoid this, you can use the paste special command. Simply hit Ctrl+Alt+V and choose Unformatted Text. This will paste the text, but not the formatting, of the original, freeing you from taking the time to fix the formatting yourself.

With just these few tricks, you’ll be on your way to being a power user for MS Word. If your IT needs are greater than you can handle, though, why not consider IT outsourcing? There are smart outsourcing solutions for small businesses out there, and we invite you to contact us for more information.

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For years, I’ve struggled with getting a great Wifi signal throughout my home. I have no idea why construction crews in 1932 couldn’t be more forwarding thinking and select wifi freindly building materials. Linksys, Netgear, Dlink and others make Wifi range extenders and boosters that are supposed to make extending your Wifi signal a breeze. I have no idea how they can make those claims, because I think I’ve bought every single one they have ever made and not had consistent success. Until now…

Meet my new Wifi Access Point – the Apple Airport Extreme! And because I want full signal throughout my home, I also bought an Apple AirPort Express to extend my Wifi signal.

Within MINUTES of installing this duo in my home – I all of my Wifi problems were solved. MINUTES! I wasted hours of my life trying to get other products to work. Using this combo I suddenly felt like a Wifi expert.

Apple has 3 products in their home networking line up:

• The AirPort Extreme ($179) is a firewall, Wifi Access point, has 4 ethernet ports, and a usb port for sharing a hard drive or printer on your network.
• The AirPort Express ($99) is a firewall, Wifi Access Point, and has just 1 ethernet port. It also has an audio output which can be used with Apple AirPlay technology to play music from iTunes, iPhone, iPad, or iPod touch.
• Time Capsule ($299 or $499) is firewall, Wifi Access Pint, has 4 ethernet ports, a USB port for sharing a printer or (additional) external hard drive, and has a built in hard drive (2TB or 3TB) for storing backups of your Mac or Windows PCs.

For more details on the differences visit http://www.apple.com/wifi/

As with other Apple device, my experience was simply “magical”. It was easy to use the included software, click a few checkboxes and have my devices configured for me and my wifi extended within minutes. Apple suggests that the AirPort Extreme is meant for a large space and the Express for smaller spaces and that you can use up to 6 AirPort Extreme units to blanket an area with Wifi – all using the latest and fastest wifi technology (802.11n). My wife loves the ability to stream music to another room in our home and I love having a full Wifi signal on my patio (usefull for browsing the web while grilling some steaks).

If you have been struggling with extending your Wifi signal at home, I highly recommend this combo!

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As promised, here are the notes from my presentation and links to find additional information we spoke about today.

Video on how to set a passcode on an iphone: on YouTube

Demonstrations of the different functions of the Home button: on Acroment YouTube Channel

Apps we discussed:

• Dropbox: Website Link  Apple App Store
• AirDisplay: Website Link  Apple App Store
• Dominos Pizza: Website Link  Apple App Store
• Apple Remote: Website Link  Apple App Store
• Zillow: WebsiteLink  Apple App Store

More information about Siri: at Apple.com

Airplay Demo: Video on Youtube

More information about training available from Apple: at apple.com

It is amazing how quickly unused tech can pile up, so we offer this service to our clients, friends, and family twice per year at no cost.

We have partnered with a local recycler who will receive this equipment – then shred it and recycle the raw materials. We cannot provide certified data destruction certificates, however we will be drilling holes through all hard drives (physically destroying them) before they too are sent to the shredder.

Please give us a call at 216-255-6300 before you stop by, or if you are a business or client with several items call and schedule a pickup.

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It’s a common issue shared by many of our clients too, and we’re often asked for suggestions on technologies that can help improve employee productivity. While our recommendations vary from client to client, there are three technologies we almost always recommend: enterprise-class email, smartphones and GPS.

Enterprise-Class Email

Since the early days of the Internet, email clients such as Outlook or Entourage have used POP or IMAP Internet standard protocol to retrieve emails. The problem with these methods is that emails are downloaded to a computer’s hard drive and then deleted from the email server, limiting what employees have access to when they’re away from their computers.

Today, enterprise-class email solutions, like Microsoft Exchange and Google Apps for Business Gmail, store email on remote servers or in the cloud instead of locally. This allows all devices connected to the email portal (i.e. desktops, laptops, tablets and smartphones) to synchronize access to all email folders and any individual folders set up by the employee.

This level of email access offers employees the flexibility to read and respond to email while on the road or at home—increasing their productivity away from the office. In addition, should an employee’s hard drive crash or should there be an issue with a lost/stolen computer, email archives are safe and accessible, eliminating downtime while the computer is repaired or restored.

Smartphones

Advancements in smartphone capabilities and software have made these devices some of best for improving employee productivity. According to Citrix, 53 percent of U.S. businesses that have integrated smartphones, tablets and other mobile devices into operations experience productivity improvements of more than 10 percent, and 16 percent showed gains of 30 percent.

Useful apps are the main reasons for the jump in productivity. Thirty percent of small businesses surveyed in a recent AT&T Small Business Technology Poll use mobile apps because they “save time, increase productivity and reduce costs.” Some of the most popular small business apps in a recent Fox Business poll include: email, location-based navigation services, social media, and mobile banking.

Additional Reading: If you’re evaluating smartphone options for your business, check out our recent post on the topic.

GPS Navigation Units

While driving is an essential part of business—especially for small businesses with locally based customers—it is also a significant threat to employee productivity.

To combat this, small businesses are outfitting their mobile employees (i.e. sales representatives, support technicians and delivery professionals) with GPS navigation devices (i.e. Garmin, TomTom) and smartphone turn-by-turn navigation apps (i.e. Google Maps Navigation and AT&T Navigator).

According to Honeywell, GPS units help to improve employee productivity by:

• Cutting down on the frequency of employees getting lost.
• Improving route planning—getting employees from point A to point B more efficiently.
• Helping employees avoid congestion with access to real-time traffic reports.

Also, keep your employees safe on the road with GPS turn-by-turn navigation that eliminates the need to look down at paper or smartphone maps.

Your Turn

How are you improving employee productivity with technology? Please share your suggestions in the comments below.

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Improve IT Innovation at Your Business

Can your IT professionals give your business a competitive advantage over your competition?

Christopher O’Malley, CEO of Nimsoft and Computerworld contributor, thinks so. In his article, Stimulating IT Innovation, O’Malley argues that IT is no longer a system-delivery support arm of your business. Rather, IT is the most likely source of your industry’s next great technology-driven innovation.

How can you foster innovation at your business? O’Malley lists three suggestions:

1. Ask: Encourage IT professionals to bring new ideas on how technology can improve ongoing operations and processes to the table.
2. Recognize: Give IT professionals that offer ideas credit, and publicly acknowledge their insights.
3. Reward: Offer incentive for ideas that deliver powerful, positive results for the organization.

Teaser: Stay tuned for our upcoming ebook on this topic.

Advanced Wi-Fi Technology

In his Entrepreneur.com article, Three Technologies That Will Change the Way You Use Wi-Fi, Stewart Wolpin (@StewartWolpin) predicts that recent advancements in Wi-Fi technologies will evolve to better how businesses and remote employees stay connected.

1. Mobile Connectivity: The GSMA and Wireless Broadband Alliance are working on an initiative that will create a network of Passpoint-certified Wi-Fi hotspots. If your smartphone and tablet is in range of one of these hotspots and is Passpoint compliant, it will automatically connect to a safe, secure Wi-Fi signal without you having to remember a password or go through a sign-in process—easing pain points of mobility and business travel.
2. Faster Wi-Fi Speed: “Gigabit” is a 5G Wi-Fi that is expected to offer speeds up to 1300 Mbps, which is potentially 1,000 times faster than 4G.
3. Wi-Fi Access: “Super Wi-Fi” is a router that can transmit a Wi-Fi signal up to five times farther than today’s standard router. How? Channeling unused TV white space. In other words, one of these routers can transmit a Wi-Fi signal accessible from thousands of feet away, instead of merely a couple hundred feet away.

Check out the full article for more on how Wolpin believes these technologies will affect businesses and global Internet access, as well as when they will likely be available.

Related Post: Check out our recent post—“What To Do When Your Internet Goes Down—A Small Business Technology Action Plan.”

Fan of Shortcuts?

For those businesses testing Microsoft’s Windows 8 or thinking about upgrading when the operating system becomes available, Steve Clayton from the blog “Next At Microsoft” found the following video that shows the various keyboard and mouse shortcuts available for Windows 8.

Clayton also posted a link to a PDF download that lists all the keyboard shortcut commands for Windows 8.

Share Your Favorites

What were some of the other interesting small business and technology articles you found this month? Please share them in the comments below.

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This is the first of our monthly blog series—Small Business Technology Action Plan—that centers on solutions for common small business IT challenges. Posts will outline actionable steps small businesses can take to resolve these technology issues. Subscribe to our blog to catch the latest post.

The Internet is essential for today’s business. In fact, the FCC reports that two-thirds of U.S. small businesses rely on broadband Internet for day-to-day operations, including communication, research, monitoring, collaboration, and sometimes phone (VOIP).

With this type of reliance, productivity and business processes can halt when the broadband Internet in your office goes down.

In this post, we’ll look at what can cause your Internet to go down, and detail the process you should follow to get your business online as quickly as possible.

3 Likely Causes of Internet Issues

Typically, Internet issues can be traced back to one of three sources:

1. Hardware and software, including the modem/router, firewall and DNS/DCHP.
2. The “last mile,” or the wiring between your office building and Internet service provider (ISP).
3. The Internet service itself.

The modem/router and firewall software will be located within your office building, and are maintained by your internal IT manager or IT firm. The “last mile” and Internet service are managed by your ISP, which in Northeast Ohio will likely be Cox Cable, Time Warner or AT&T. Isolating the problem then knowing who is responsible is good background information to have for your fix.

Following is the recommended process to troubleshoot and resolve your Internet problems.

3-Step Process to Troubleshoot and Resolve Internet Problems

Step 1: Reboot the Modem/Router

In essence, modems/routers are little computers with their own internal memories and processors. As with standard computers, sometimes these devices freeze and need to be rebooted.

Our experience finds that about 80 percent of Internet issues are caused by a modem/router. Fortunately, resolving these issues only takes a couple minutes and does not require specialized support. To reboot your system, simply:

• Unplug the modem/router.
• Wait 20-30 seconds, and then plug them back in.
• Give them 30 seconds to boot up, and then test the Internet by opening a browser window and visiting a site that is sure to be live, such as Google.com or Amazon.com.

If problems persist, proceed to Step 2.

Step 2: Reboot the Firewall

A firewall is designed to protect your network from unauthorized transmissions based on a specific set of rules. Similar to the modem/router, firewalls can also freeze and require rebooting.

Unfortunately, the firewall rebooting process is more complicated than rebooting the modem/router, and it varies based on the type of firewall you’re using. Work with your IT manager or an IT provider to reboot these programs. If Internet remains down, proceed to Step 3.

Step 3: Call Your ISP

If rebooting your system has not resolved your Internet outage, the issue is likely outside of your control and needs the attention of your ISP.

HELPFUL TIP: Have your ISP’s phone number and account number posted next to the modem/router for quick access.

To expedite this call, explain what you’ve already done to remedy the problem (Steps 1 and 2), as the ISP’s first step will be to ask you to reset your modem/router and firewalls.

From here, the representative should ping different parts of the network to isolate the issue. If your ISP cannot resolve the problem remotely, it will dispatch a service technician, which can take a couple hours or days depending on the availability of support personnel.

What Then?

Call your IT professional—often it is best to attack an Internet issue from multiple angles. An IT professional may be able to confirm the cause of the issue, and then offer solutions that can get your business back online faster.

In the meantime, if your business lends itself to employees working remotely, now would be a good time to release them to a location with broadband access so they can remain productive.

If you haven’t integrated remote access technologies, this may be the catalyst to start the discussion with your IT provider.

How have you resolved Internet outages in your small business? Do you have a backup plan in place? Please share any helpful tips in the comments below.

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This post provides an overview on the types of remote access technologies available for small businesses, as well as discussion points and considerations when mapping out your remote access strategy.

What Types of Remote Access Are Available?

Web-Access—Cloud-based platform-as-a-service (PaaS) technologies can virtually host your business programs and applications, which offers employees access via any secure, standard web browser. Web-based remote access offers small businesses the easiest way to integrate virtualized integration and configuration into everyday processes.

• Typical Applications: Email, customer relationship managers (CRMs), and collaboration tools.
• Examples: SalesForce or Google Apps (sign in for access to documents, calendar, email, etc.)

Remote Desktop Control—Enable individuals to use one device (such as a computer, tablet or smartphone) to interact with a remote computer as if the user were sitting in front of it.

• Typical Applications: Display a remote computer’s desktop, run native programs, access hard drive and server files, and work with documents.
• Examples: GoToMyPC, LogMeIn and pcAnywhere.

Virtual Private Network (VPN)—Establish a secure tunnel between remote devices and your company’s network. VPNs are the most secure of remote access technologies.

• Typical Applications: Remote access to printers, databases, files, and multiple organizational servers and networks.
• Examples: Citrix and Cisco offer VPN solutions, which are typically set up and customized for individual businesses by an IT provider.

Remote Access Selection Criteria and Considerations

As Mathew McKenzie argues in “Inside Remote Access,” remote access software covers a range of products, services, licenses and pricing models. Talking through these details and more with your trusted IT provider beforehand can save time and headaches later on.

Specifically, work closely with your IT provider to discuss details of the following:

• Applications—Determine which programs, networks, files and databases employees need remote access to, as different applications lend themselves better to different types of remote access. For example, a flat, database-driven application—such as Quickbooks and Microsoft Access—perform better through a remote desktop application compared to a VPN.
• Security Requirements—Remote access products create windows into your network, which if left unguarded can leave you open to attack. Review existing security infrastructure, including firewalls and anti-virus software, to ensure all the necessary security is in place.
• End-User Segmentation—The remote access technology you choose should allow for end-user segmentation because your marketing intern should not have the same access to files and programs as your CFO.
• Control—One of the greatest remote access security threats companies face is a disgruntled employee. Your selection must offer the ability to immediately cut off an employee’s access if they are suspected of tampering.
• Employee Training—To ensure proper use and the ongoing safety of your data, work with an IT consultant to put training sessions in place that continually educate employees on new technologies and proper use. This   safeguards remote access programs, processes and information from prying eyes or hackers. To start, provide employees with training on using passwords that are difficult to crack.

When integrating any new technology into your small business infrastructure, the most important thing you should do is talk to your IT provider. Take the time to make sure remote access technologies will integrate seamlessly with your existing infrastructure, and take steps to upgrade where necessary.

By going through this process up front, you’ll be better positioned to maximize the impact these technologies can have on your business.

What are your challenges with remote access technologies? Please share them with us in the comments, or contact us at 216-255-6300.

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As small business owners build out or update office infrastructure, they face the decision of whether to buy Mac or PC computers. During this decision, it is important that you restrain your inner Apple fan-boy—he’ll cloud your judgment. Below, I’ve outlined what I believe to be the three most compelling businesses cases that support the purchase of PCs over Macs: price, support and applications.
Full disclosure: Acroment is a Microsoft Certified Partner and does not offer Apple technology or support.

1. Competitive Pricing

Apple has always charged the premium for its products, boosting it to become the most valuable company in the world. Unfortunately for many small businesses, premium pricing is what puts Apple’s technology out of reach.

“We would love to have a ton of Apple products in the office, but in reality, they are just too expensive to purchase and upkeep. When it comes down to it, we can successfully run all our business operations through PCs.” —Ian Aronovich, CEO of GovernmentAuctions.org in the Inc. article, Is Your Business a Mac or a PC?

Case in point: if you compare two similar laptop computers in terms of screen size, memory, hard-drive space and warranty, the cost savings from a PC is clear. The comparison below looks at manufacturer pricing:

Now, multiply this cost difference across dozens, or even hundreds of computers. PCs make more fiscal sense for small businesses, especially those on tight budgets.

2. Greater Technical Support Options Available

PCs have a greater share of the business-computer market than Macs—in Nov. 2011, Mac’s made up 5.2% of total world market share (a 15-year high).

As you would expect, the availability of qualified support professionals mirrors this difference. A Google Maps search for Cleveland computer support shows PC support out numbers Mac support by more than 4 to 1:

• “Cleveland PC Computer Support”—697 results
• “Cleveland Mac Computer Support”—162 results

PC owners have the advantage, as neither PCs nor Macs are immune from technical troubles. Troubleshooting and resolving issues takes time, which many small business owners and employees just don’t have. As small business owners know, access to qualified IT support professionals is essential in getting your employees back up and productive as quickly as possible.

3. Available Business Applications

Before choosing Mac or PC, understand the impact for applications critical to your business—there are often a few unavailable for Macs, or at the least, available with less functionality.

For example, CNet users gave Microsoft Office for Mac 2 out of 5 stars, while PCmag.com reviewers voiced similar dislike for the software despite a positive overall review by the publication. Other applications may be only available on Windows machines.

Available software—like Boot Camp, Parallels Desktop for Mac, or other virtual desktop programs—can virtually turn your PC into a Mac. Unfortunately, this software is an additional expense, challenging to install and requires significant hard-drive space.

“Without a question, these cross-platform tools can be useful for occasional use of PC-based programs on Apple equipment. But keep in mind that the cost in time, equipment, software and training won’t be trivial. Unfortunately, the frustrating, bipolar Mac-PC relationship still remains somewhat polarized.”

—Jonathan Blum,

How to Run Business Software Between Macs and PCs, Entrepreneur

Conclusion

When customers ask us which computers they should choose, we almost always recommend PCs. I’m a fan of Apple, and I believe they make great products. However, until prices are competitive, support is more readily available and all programs are created equal, I side with my buddy PC when it comes to computer selection for small businesses.

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Roku was cool at first because I could quickly access movies without the hassle of wiring my computer to my TV, which if you’re like me is the last thing you want to do before you relax. However, I wasn’t thrilled with the list of available content accessible through the device (Amazon Prime content is sparse and I couldn’t access my iTunes content). So recently, I ditched my Roku and purchased the Apple TV 2.

Why did I switch to Apple TV?

• Brighter Future—I believe the war over Internet TV devices will be won by the companies that offer the best content. While Apple’s network isn’t jaw-dropping, the company has already proven it knows its way around licensing digital content. For example, when was the last time you bought a physical CD? I suspect the same will be true of DVDs in the near future.
• Purchase or Rent Video—Through the iTunes store, I can rent or purchase an array of movies, TV shows and additional online content. I’ve stopped buying physical DVDs, and instead I plan on renting or buying all digital copies moving forward.
• Apple AirPlay—We are an all-Apple household. Using features built into our other Apple devices, Apple TV and AirPlay enable us to access iTunes content—including TV shows, movies, pictures and music—from any room in the house. We can now watch the same show in different rooms, and control the playback using our iPhones’ “remote” app. (This  Airplay Demo is what sold me on Apple’s home media system.)

Should you run out and buy one?

If you already use iTunes, and have an iPod Touch, iPad and/or iPhone—absolutely. At $100 (plus the $10-$99 for an HDMI cable), I would consider this a “low-risk” device. If you aren’t happy with it, you aren’t necessarily taking a huge financial hit, not to mention Apple devices have a good resale market (on sites like eBay or Craigslist). With AppleTVs in the living room and bed room, we can now enjoy our growing library of digial content from any room in the house. In short order, I may ditch my Blu-Ray player as well!

Saddly, I cannot watch Hulu Plus or HBO Go content from my AppleTV and having those options in the future may be unlikely because Apple sells subscriptions to that content through its iTunes service – but I am certain that the content library will only grow with time. For my TV viewing habbits, AppleTV isn’t a cableTV-killer, but for others it may be.

If you choose to purchase an Apple TV, one of the first things I recommend that you do is to gather the family into the living room and “watch” your digital photo albums on the TV (using AirPlay from your iPhone for example). I never thought about doing this until we tried it last weekend. The entire family had a great time, and it sure beat the pants off my parent’s old 35MM slide projector.

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