TNCC Blog

July 22nd, 2014

Fred HarrahI hope everyone is having a wonderful summer? The weather has been great for the most part it seems pretty unpredictable hot one day and temperate the next. All I know is that we could desperately use some rain! But it’s a good time to take off for some much needed R&R with the family to someplace new.

TNCC has been busy upgrading some of its service offerings for the local small and medium business clients in San Diego and the surrounding county in order to “Make IT Easy” for people to get their jobs done without all the “IT Stress” we have all experienced. We are seeing a lot of our small business clients take advantage of some nice coset effective cloud solutions which are saving them money and reducing their need for storage! Its great STUFF!

We will be launching our new PRO-ACT Computer Support Services in September. The PRO-ACT program is designed to provide small business clients with Pro-Active IT support to keep their IT up and running around the clock. All clients systems are “Pro-Actively” monitored 24 hours a day and Pro-Actively maintained,  and will include service desk support to assist our clients in resolving technology problems or just to answer questions and provide How To guidance. More information will be provided as this NEW PRO-ACTIVE Computer Support Services program  is closer to its launch date, so stay tuned!

This month we have some great non-technical articles that address the needs of our local SMB clients-

The Cloud - Check Out 6 Cloud solutions for small business

Think your small business isn’t big enough for “the CLOUD”? Well think again, here are 6 ways your company can use the cloud, save money, reduce IT risk, and improve your efficiency. Oh did I mention that some of these suggestions will also reduce the manpower and costs to maintain and support the applications so staff can be better deployed using their time to generate revenue for the company! Who said that IT can’t make money for the company?

BYOD - Check out 4 great tips for BYOD security_AKA…Bring Your Own Device.

Everyone is bringing their own devices into work these days be it a smart Phone an iPad or a Surface Tablet and wanting to connect them to the company network. Great idea right? Well yes and no, Yes – people are providing their own compute resources to work which are often better and faster than the company provides. That’s great but have you thought about the security of the corporate computing resources? Think Edward Snowden as the company’ intellectual property goes out the door every night with your staff. Heaven forbid they lose their iPad on the way home after stopping at the local Starbucks for a cup of Joe!

Business Communications - Check Out Is VoIP right for you?

Without good business communications where would your company be right now? Can you improve your current company communications? It isn’t just about texting, emailing, or just using the phone to communicate any longer. We all know time is money, sharing information or collaborating, maintaining client information, and providing real time access can be key competitive differentiators to any business nowadays. Enter Unified Communications is capable of providing an integrated centralized communications systems that can be shared throughout the company if done correctly.

Personal Business Growth - Check Out 8 important LinkedIn profile steps

From what I have been told close to 80% of the businesspeople in the US has a Linked in account and profile, over 50% of the profiles have less then attractive business profiles. Think that is hurting your image or perhaps not showing you at your best? Here are some tips to refresh your profile and freshen things up a little.

TNCC would love hear from you – Let us know how you like our newsletter, what types of stories you would like to see, what we can improve on. Your feedback is always welcome. We come to work everyday to make IT easy for our clients so if you have a question, need some help feel free to contact us personally @ fharrah@tncc.com or give us a call at (760) 744-1780 and lets chat.

Have a great week and make someone in your life feel special today!

Sincerely,

Fred Harrah, CEO
The Network Co. of California

Topic Article
July 10th, 2014

Security_July07_CBYOD, or Bring Your Own Device, is one of the most common business trends of the past couple of years. To many, the idea of bringing their own phone, tablet, laptop, or even computer to the office is ideal because it is a system they are undoubtedly familiar with. They may also view personal devices as better than the office models. Even if you don’t allow your employees to bring their own devices to work, there is a good chance they do anyways. However, this could pose a security risk that needs to be dealt with.

What should I do about BYOD?

The first reaction of many office managers and business owners, worried about security threats that could stem from BYOD, is to impose an outright ban of devices. While telling your staff they are not to use their devices for work may seem like a quick and easy solution, you can be 100% sure that there will be employees who ignore this policy and use their personal devices for work regardless.

This could put your business at a higher security risk if the rule is ignored, especially if you don’t implement any security measures to protect your networks and data. In order to minimize the potential threats BYOD can expose your business to, we suggest you do the following:

1. Consider embracing BYOD

Instead of simply banning personal devices in the workplace take a step back and look to see if there are any benefits BYOD can offer. For example, if you operate on razor thin margins and have not replaced hardware in years, there is a good chance your employees will have better systems at hand. This could help you reduce your overall tech costs.

The same goes for phones for your employees. Why not offer to pay for the plan and allow employees to use their own devices? Of course, you are going to want to implement security measures and usage rules, but if this is easily achieved then it may help reduce your overall operating costs. Before you do implement a system like this however, we strongly recommend you read the rest of this article and follow the steps below.

2. Set up separate networks for employee devices

Oftentimes, the main reason employees bring their devices to the office and use them for work purposes, especially when it comes to mobile phones, is because they can happily connect to Wi-Fi for free without using their data plans throughout the day.

Chances are high that because they use the work Wi-Fi on their device for non-work tasks, they simply keep using the device when they are doing work related activities. This could pose a security risk, especially if you run business-critical operations on the same network. You could nip this potential problem in the bud and simply install another Wi-Fi network for mobile devices and non-critical business processes.

It is usually quite affordable to simply purchase another line and the networking equipment to support this, not to mention the fact that it will keep business-critical processes secure from errant malware. As an added bonus, you will likely see increased productivity because the bandwidth demand will be limited, so important data will move quicker.

3. Educate your staff about security

In our experience, the vast majority of BYOD related security risks are exposed by mistake. An employee may have a virus on a personal phone and be unaware of it. When they connect to the network it can then be unintentionally spread to other computers resulting in a potentially massive security breach.

One of the simplest ways to prevent this is to educate your employees about proper mobile safety. This includes how to spot apps that could contain malware, sharing security threat updates, and teaching your employees how to secure their devices. You really need to stress just how important security is to them.

On top of this, contact an IT expert like us for a recommended anti-virus and spyware scanner for mobile devices that users can easily install. Encourage employees to not just install this but to keep it up to date too. Many of these mobile specific scanners are free and just as powerful as desktop versions.

4. Work with an IT partner to establish a solution that works for you

Beyond education and simple network establishment, it is a great idea to work with an IT partner like us. As experts, we keep tabs on the trends and solutions related to BYOD and will work with you to establish a program that works for your company.

It may be that you don’t actually need to integrate BYOD but to update hardware or software to newer versions instead. It could be that there is a simple solution to employees feeling frustrated with slow performance of existing systems at work.

If you do implement BYOD, we can help establish security measures and policies that will ensure your networks and employee devices are secure. The best advice we can give however, is to do this before you start allowing BYOD, as it can be far more challenging to implement and enforce changes when employees are already using their devices at work.

Looking to learn more? Contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Security
July 8th, 2014

Web_July07_CThe cloud, once an obscure concept, has become one of the most widely demanded and integrated tech solutions of the past half decade. It has become so important to computing that many business processes, like email, document creation, and even music services are all offered over the cloud. For some businesses however, there is an uncertainty as to what processes they should be moving to the cloud.

Here is an overview of some of the more popular cloud solutions small to medium businesses might want to implement:

Email

All businesses, regardless of their size, rely on email these days. In the past, many businesses wanting individualized email addresses needed to host the email client on their own servers. This demanded an IT staff and investment into an email specific server, which many simply couldn’t afford or manage themselves.

The cloud has changed all this for the better, by allowing you to move your email hosting to a cloud-based solution whereby you don’t have to manage or invest in the hardware needed to run your email as the host is usually responsible for that.

What many business users enjoy about cloud-based email is that it is usually more affordable than an on-premise solution, especially if that existing set-up is an aging one. Switching to email in the cloud will reduce costs. On top of this, because these services are usually managed by a skilled IT company, you can guarantee that they are not only up-to-date but also secure.

File storage

Mention the cloud and many people automatically think of cloud storage services. These are a dime a dozen and are often the most popular type of cloud solution employed in businesses.

There are many business oriented cloud storage services that offer ample storage as well as the security needed to ensure that critical data is secure both on the service and when it is in transit between your systems and the cloud.

Much like email, many of these services are managed by IT professionals who ensure the system is up-to-date and secure. Also, some offer a storage rate that is on a par with, or less expensive than, physical hard drives, which can help you save money in the long run.

Hosting servers

Some businesses require numerous servers in order to support operations. A problem with physical servers is that they require in-house IT staff in order to manage them. They also can be quite bulky and resource demanding, which can lead to high IT bills.

One option many small businesses are embracing is the cloud-based server. The idea is that the same capability is delivered over the Internet, without the need for a server to be located at your physical business. This frees up space, while allowing for easier management.

When many business owners do due diligence on different server solutions, they quickly find out that cloud-based servers are often more economical in the long run, especially if the business is running older hardware or operating on a lower budget.

Ecommerce

Ask any business owner who runs an ecommerce business how resource intensive it is, and they will be quick to tell you that managing an in-house solution is not only costly, but can be inefficient, especially when you try to scale your store.

Over the past few years, a number of powerful cloud-based ecommerce platforms have been introduced that not only allow you to easily manage an online store, but also scale without the costly hardware investment. Beyond this, because the servers that host the cloud solutions pool resources, you can be sure that your store will always be available online, even if you are experiencing heavy traffic. This could crash on-premise solutions found in many small businesses.

Like many of the other cloud solutions, ecommerce cloud solutions can be managed by an IT team, leaving you to focus on running your business.

Document creation and collaboration

A common trend in many businesses is the increasing reliance on remote workers. If your company employs remote workers there is a good chance that you have run into at least some productivity issues. If you are using a traditional document creation system, time will have been lost passing different versions of documents back and forth and ensuring everyone is using the same version.

There are a number of great cloud-based document creation services available to businesses. These services offer features that ensure that documents are always up-to-date on all systems, while promoting collaboration.

Because these services are accessed over the Web, you don’t need to purchase expensive licenses for each user, but pay a minimal monthly fee instead. In general, companies that have moved to a cloud-based document suite have seen a ROI in excess of 300% and an overall increase in productivity.

Backup and recovery

Believe it or not, your business is constantly facing disaster. Not every disaster will be enough to wipe your business out, but even a small one, like a hard drive crash, could be enough to put a damper on your overall business success and profits. It therefore pays to be prepared with a Disaster Recovery or Business Continuity Plan in place.

One of the most essential elements of these plans is a backup of your data. Because cloud solutions are off-site, you can backup your data and systems so these backups are available, should disaster strike and you can’t access your data.

Many of these backup solutions can be automated to ensure systems are backed up regularly, and also offer speedy recovery time. Some businesses have seen their critical systems back online in as short as half an hour after re-establishing network connection.

If you are looking to move your business into the cloud, contact us today to learn more about our products and cloud services.

Published with permission from TechAdvisory.org. Source.

Topic Web
July 2nd, 2014

SocialMedia_June30_CLinkedIn, while lacking some of the clout of Facebook, is still one of the most powerful social networks for business owners and managers who want to connect with their peers. Like many other networks however, in order to be noticed you should not only simply have a profile, but create one that is strong. The question many ask is: How exactly do you go about achieving this?

In this article we will go over eight important steps you need to take in order to build the perfect LinkedIn profile. In fact, we came across a great infographic on Link Humans that could be a big help when following these steps. We strongly suggest you take a look at this when building your profile.

Step 1: Establish your profile

While you don’t have to join LinkedIn, it is a good idea if you are looking to connect with other business owners and colleagues through a more professional, business style networking oriented social network. If you do want to connect at this level, the absolute first thing you need to do is to create a profile. This can be done by:

  1. Going to LinkedIn’s website (linkedin.com).
  2. Clicking on Join Today.
  3. Entering the relevant information on the following page. We recommend using the name the majority of your customers and clients know you by and your work email address. Personal email addresses are fine if you don’t want to fully represent your company.
  4. Selecting Join LinkedIn.

If you use your Facebook account for business, you can also sign up using your Facebook account. Just follow steps 1. and 2. above and click Sign Up with Facebook. You will be asked to log into your account (if don’t already have Facebook open in another tab on your browser) then approve the account access rights. Once you’ve done this you should see your basic profile pop up.

Step 2: Select an appropriate picture

LinkedIn is a work-related network, and to that end you will need to present the right corporate image; this means uploading a professional profile photo. This image should clearly show your face and be cropped to show mainly your head and upper body. The background should be clear or unobtrusive, allowing you to be the main focus.

If you don’t have any professional head shots, it might be a good idea to get some taken. Most photographers can snap a few for you, and will be able to provide you with information about how to pose and dress for the shots.

You can add an image to your profile by:

  1. Logging into your profile.
  2. Hovering over Profile which is located in the menu bar at the top of the screen.
  3. Clicking on Edit Profile followed by the camera icon at the top of your profile.
  4. Pressing Change photo and then selecting the image you would like to use as your profile picture from a file on your hard drive.
  5. Ticking Save to set your picture.

The reason a good picture is more important than on other networks is because it has been proven that profiles with professional looking pictures are easier to find and also enhance the potential that other members will want to connect or even recognize you.

Step 3: Fill in your basic information

Once you have a great picture set on your profile go back to the editing screen and add your basic information. This includes your name, role, location, and company. Also, click on the Edit Contact Info tab to the right-hand side of your basic information section. Add as much contact info as you feel comfortable with; we recommend your email address and company website at the very least.

Step 4: Determine who your main audience will be

Before you begin to fill in your profile, you should take time to determine what the purpose of this profile will be. Will it be used to find new colleagues? Or will it be used to connect and communicate with your colleagues? Or, will it used to find prospective clients? Each reason will determine what information you should include in your profile along with the relevant keywords.

For example, if you would like to find new employees you can tailor your profile to show what you do in your job and what makes it so great. You can then also come up with more relevant keywords to use in your content. For example, using the words ‘career’ and ‘job’ and including in your summary information about who you are looking for will definitely attract prospective hires. However, this profile likely won’t attract colleagues or clients.

Don’t feel that you have to limit yourself to one set function however. For example, there are many crossover terms that both clients and prospective employees will search for. So, if you want to use your LinkedIn profile for more than one reason, take some extra time and try to figure out which keywords and ideas you think will work well. The great thing about LinkedIn is that you can always edit everything at any time. So, if you want to switch your audience, you can easily do so by simply editing parts of your profile and changing keywords.

Step 5: Write a solid summary

The summary of your LinkedIn profile is a place where you highlight who you are. Take time to craft this so that you can showcase what you do and your main strengths. Be sure to use relevant industry and position specific keywords and terminology that you believe your audience will be searching for, as this language will make your profile easier to find in searches.

The key here is to write a summary that not only explains what you do and your experience, but showcases who you are. Use active language like ‘I’, ‘my’, and ‘me’, and be sure to include a way for people who don’t have a LinkedIn profile to contact you – usually an email, link to your website or a phone number.

Step 6: Add your past and present positions

Once your summary is finished, you should move onto your current and past positions. This section should reflect your resume and highlight the experience you are talking about in your summary. It would be helpful to try and work in some of the keywords you used in the summary or identified earlier in order to really make your experience really stand out.

Chances are you aren’t looking for work, so you can deviate a little from your resume here, and highlight what you do best, or how you can help your audience best. Feel free to leave out points that may not be 100% relevant or interesting e.g., how many people you manage, sales goals, etc.

Step 7: Start connecting

Once your profile is mostly complete with experience and a summary, you can start looking for people to connect with. Start by searching for people that you know or work with on a regular basis and inviting them to connect.

Next, join a few groups that are related to your position and industry. These can be found by hovering your mouse over Interests which is located in the menu bar near the top of the window. Select Groups from the menu that drops down and then select Find a group from the right-hand side of the page that opens. Some groups are private and will require you to ask to join them, but don’t be afraid of sending in your request.

Once you have joined some groups and started to make connections be sure to be active on the network. It will help to join in on conversations held in your groups and post content on a regular basis. And, if you meet new clients or people don’t be afraid of looking them up on LinkedIn and asking to connect with them!

Step 8: Work on your awards and recommendations

Finally, start recommending people that you know. You can do this by going to a colleague’s profile and scrolling down to their Skills and Endorsements section. Find skills that you know they possess and press the + Endorse button beside the skill. Most people will also do this for you as well.

If you have won awards in the past, be sure to include these as well, especially if they are relevant to your intended audience. Just be sure to pick the awards that really highlight your skills, as an Employee of the Month award may not be the most relevant.

From here it’s really just a matter of tinkering with your profile on a regular basis. Be sure to be active and ensure that your profile really reflects who you are. Doing this will create a stand-up profile you can be proud of.

Looking to learn more about LinkedIn and how to use it for your business? Contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
June 26th, 2014

VoIP_June23_CTechnological advancement has played a huge role in helping businesses increase productivity and save money. One such tool is Voice-over-Internet Protocol (VoIP), which moves phone communications to a network connection, allowing you to access communication services from anywhere. Though VoIP is quickly gaining popularity, many businesses are still on the sidelines, doubtful whether VoIP is right for them. With that in mind, here’s what you need to know about VoIP to help decide if it’s the right system for your business.

Quality improvement

Since its inception, the quality of VoIP service has come a long way. Today’s VoIP services allow you to make and receive calls using standard phones. Sound quality has improved tremendously, to the point where many businesses have abandoned traditional phone systems in favor of VoIP.

Reduction of telecommunications costs

Operating costs for the majority of VoIP service providers are significantly lower than traditional phone companies. This allows VoIP providers to charge customers – you – much less than their competitors, both in calling rates and monthly fees. With VoIP, businesses no longer have to maintain separate networks for phones and data which also helps save money.

And while some businesses do pay their current phone company extra for features like call holding, call display, and call forwarding, most VoIP providers include these features in their product, meaning you don’t have to pay extra for the features you need.

Easy to set up

With most VoIP connections, there’s no need to install switching boards or phone connections. Some systems can be installed easily by downloading an app to your computer, while others might require that you install an adaptor that converts voice signals into digital signals using your existing phones. These adaptors are small and in most cases all you have to do is plug the phone’s cable in before plugging the adaptor into an Internet connection socket.

More than just voice calls

Many VoIP programs also allow for chat capabilities, video calls, video conferencing, and even screen sharing. Not only that, but you’ll be able to see if your employees are available through presence technology, as well as giving them more ways to stay connected.

Highly flexible phone systems

VoIP systems allow you to do far more than is possible with traditional phone technology. You can:

  • Take your phone system with you: As long as you have access to a broadband connection you can use your VoIP system anywhere.
  • Talk on your laptop: Many VoIP systems include telephone software that enables you to send and receive calls using a headphone unit connected to your computer. This helps eliminate the risk of you missing an urgent call when you’re on your laptop.
  • Receive voicemail and faxes via email: Many VoIP services allow you to have voicemail and faxes forwarded to your email inbox. You then receive all your messages in one place, and your voicemail and faxes can be easily archived or forwarded.
  • Have virtual phone numbers: Your phone number can have any available area code, meaning you can have a business based in one place but can have a phone number with a different area code; advantageous if your business has, or wants, customers in specific areas.
  • Increase productivity: Many VoIP phone numbers can be configured to simultaneously ring on multiple devices, such as your cell and landline phones. This eliminates time-consuming phone tag. According to a recent survey conducted by Sage Research, the increased productivity enabled by Internet telephony added up to 3.9 hours per week, per employee.

No matter what industry you operate in, VoIP is a surprisingly flexible, affordable, and continuously evolving technology. Interested in implementing a VoIP system into your company? Contact us today to see what we have to offer and how we can help.

Published with permission from TechAdvisory.org. Source.

Topic VoIP General
April 10th, 2014

VoIP_March31_AVoIP, or Voice over Internet Protocol, refers to the technology used in communicating calls and videos via an Internet connection. Since its introduction in the market, more and more companies have switched from using regular phone lines to this method of communication. There are several good reasons why many businesses choose to use VoIP, so if your company is still using older methods of communication you might want to learn about VoIP and decide if it’s time to make the switch.

More affordable communication costs

Using VoIP services like users communicate to other users either for free or at drastically lower call rates than regular providers, as long as they are connected to the Internet.

Other VoIP services let you use your existing phones that are connected to the Internet to enjoy unlimited calls for a lower price compared to the per minute charge of telephone companies. These service providers offer different packages to choose from, many of which might suit the size of your company, your business needs, and your budget.

More affordable hardware and software

If you are having second thoughts about using VoIP because you are concerned that the hardware and software used would cost you a fortune, fret not. The vast majority of VoIP systems require little to no installation and many can run using existing equipment.

When it comes to the hardware, companies that choose to use VoIP through a computer need a working sound card, which your computer probably already has, as well as a headset or microphone and speaker, whichever you prefer.

Other service providers may also require the use of VoIP phones. The price of these phones is also not that costly and in some cases these phones might be provided by the VoIP providers for a nominal monthly fee.

VoIP supports multiple calls at the same time

A regular phone line normally only lets you talk to one person at a time. VoIP allows multiple calls, including conference and group calls, which is an important advantage to many businesses. This makes it easier for employees, management, and business associates to collaborate with each other and to communicate with clients.

It’s also faster for clients to connect with customer support. As a result, their concerns can be handled and resolved faster, which in turn improves the customer experience and strengthens your business relationship with them.

VoIP offers more features that traditional systems

Aside from supporting multiple calls simultaneously, there are also several more features that you can enjoy from using VoIP. These features may vary from one particular service to another, but the most common features include:

  • Fax
  • Voicemail
  • Caller ID
  • Call waiting
  • Call forwarding
  • Call blocking
  • 411 directory
  • Last number redial

There are also advanced features that some service providers offer, including call transfer, return call, speed dialing, SMS, and area code selection. Many of these features come included in VoIP subscriptions, which help keep costs of add-ons low.

These are just some of the reasons why you might choose to switch to VoIP for your business communication. If you have further questions about VoIP, don’t hesitate to give us a call. Our support team is always ready to help.

Topic VoIP
April 10th, 2014

Security_March31_BA malware infection is an attack that you do not want invading your business systems. Malicious software can often make its way on computers without your knowledge, causing various disturbances. What’s even worse, is that vital information saved on your computer or data that you access online could be stolen. Computers must have proper protection. In the event that malware infection is detected an immediate response is required.

Signs of a malware infection

Before proceeding with the steps on how to respond to malware infections, we first need to learn about the signs and symptoms of a malware infection. These include:

  • Several pop-ups appear even when not browsing the Web.
  • Unusual slowness of the computer and Internet connection.
  • System hangs or freezes.
  • Corrupted programs.
  • Antivirus is disabled.
  • E-mails sent to or from your account which you did not send.
  • High network activity, even when not using large programs or accessing huge data.
  • Redirected access to some sites.

How to respond to a malware infection

In case you experience any of these symptoms, the first thing to do is to ensure that your antivirus and antispyware program is updated. This is to make sure that they detect the latest known threats on their database. You should then run scans to see if an infection is detected. If it is, the programs usually have a way to remove the infection. You then need to follow the steps the program recommends.

If this doesn’t work, disconnect the infected computer from the network to prevent the spread of the malware. Furthermore, avoid accessing the Web and using vital information such as bank account and credit card information. Let the technical department or your IT partner handle the concern since they are trained in determining and eradicating system malware infections.

Once the problem has been pinpointed, a tech specialist will go through the process of eliminating the infection. This includes backing up data on the computer and restoring the system to its original state. Depending on the extent of the infection, the computer may need to be wiped clean, or reformatted before restoring backed-up files.

After the whole process, the computer must be tested to ensure that the infection has been totally removed. Moreover, further investigation and studies must also be done to determine where the problem started, as well as to create a strategy as to how to prevent this from happening in the future.

How to prevent a malware attack

Prevention is better than a cure and this definitely applies to malware infections. It’s best to arm yourself with knowledge on how to avoid malware attacks and prevent your systems from being infected.

  1. Ensure that security protection is always updated and that you run system scans on a regular basis.
  2. Avoid downloading attachments or clicking links from unknown sites or senders.
  3. Enable firewall protection.

Malware can hugely affect business operations and the security of private information. One of the best ways to prevent this is to work with an IT partner, like us, who can help recommend and install protection systems. You might want to think about getting help in managing these solutions too, to ensure that your systems are secure at all times.

If you have questions or concerns with regards to malware prevention and resolution, feel free to call us. Our support team is always ready to help.

April 10th, 2014

iPad_March02_BSince the launch of the iPad one of the most commonly requested business oriented apps has been Microsoft Office. While there are apps that can open and edit various Office apps on the iPad they often lack the finish and overall functionality/formatting of official Office apps. Some users were starting to lose hope that they would ever see iPad specific Office apps. However, Microsoft has delivered their wish with recently released Office apps that are optimized specifically for the iPad.

Wait isn’t that Microsoft Office Mobile?

Earlier last year Microsoft introduced Office Mobile for Office 365 subscribers. With this app users could access, create, and edit Office documents on a mobile device. The only issue with this app is that it is optimized for smaller screens e.g., the iPhone. While it is possible to use it on your iPad, optimized apps specifically for the iPad have until now been lacking.

In late March this year, Microsoft finally released iPad specific versions of Word, PowerPoint, Excel, and OneNote. Anyone with an iPad Mini, iPad 2,4, and Air can download the apps for free from the App Store and view any related Office documents on their device.

How Office for iPad works

The best way to think of these apps is that they are simply touch versions of the popular Office programs that have been developed specifically for the iPad. Here’s four things you should know about the apps:

  • They’re free - Currently the Word, Excel PowerPoint, and OneNote apps are available to download for free from iTunes. It is highly likely that more apps will be coming soon.
  • The program links closely with your OneDrive account - OneDrive was SkyDrive until Mid February when Microsoft renamed their cloud storage service, thus allowing you to create documents on the desktop version of Office and then save them to your OneDrive and work on them on your iPad.
  • Document formatting is supported - The iPad versions of the apps have the same formatting features as the desktop versions. Any formatting changes you make to documents on the desktop version can also be made on the iPad.
  • Excel has a unique number pad - Many iPad users don’t have a keyboard, and the numbers on the stock iPad keyboard require a number of button hits to reach. To increase usability, Excel on iPad has a special numerical keyboard.

Two caveats

We noted above that the apps are available for free. While this is correct, you will only be able to open and view documents. If you want to edit you will need an Office 365 subscription. The following Office 365 plans will allow you to open, edit, and save documents:

  • Office 365 Home
  • Office 365 Small Business Premium
  • Office 365 Midsize Business
  • Office 365 Enterprise E3 and E4
  • Office Education A3 and A4
  • Office 365 ProPlus
  • Office 365 University
  • Office 365 trial subscriptions

While the vast majority of features found on desktop apps can also be found on the iPad versions, there is one missing – for now: Printing. At this time, printing documents directly from the app is not supported. Microsoft notes that they are working on this and that this function will be introduced in a future update. For now however, your best option is to save files to OneDrive and then open these on your desktop and print from there.

Getting the apps set up on your iPad

If you have an Office 365 subscription getting the apps setup may be a little confusing. Here’s how you can do it:

  1. Download the apps from the App Store. (Make sure you have enough free space on your device). You can find the apps by opening iTunes and searching for: Office for iPad. Note: You will need to download each app separately.
  2. Open the app and you should be asked to log in using your Microsoft account. If your business uses Office 365, or if you have an Office 365 account, enter your username and password as you usually do to access the Web and your email.

If you choose to log in using a free account to begin with, you can upgrade to an Office 365 account from the app. This can be achieved by opening the app, and clicking Activate which should be located at the bottom left of the main menu. You can then follow the app’s steps to purchase an Office 365 subscription through iTunes. Alternatively, you can go to the Office 365 website and subscribe through here. Once you open the app, after your account has been updated, you should be able to access, edit, save, and share documents.

Should I get this app?

Office 365 is one of the most popular versions of Office for small to medium businesses, and many users are wondering if they should download the app to their iPad. The answer to that is that it depends on whether you want to use your iPad for work or not.

Generally speaking, business owners who have an iPad and Office 365 subscription will benefit from downloading this app. The main reason is because it offers another way to connect with the office and potentially increase productivity, especially when you are away from your desk, through greater flexibility.

If you don’t have an Office 365 subscription but use Office in your business, the iPad versions of Word, Excel, and PowerPoint could be useful, especially if you only need to view documents. That being said, you might want to consider updating to Office 365 in order to gain full access.

Contact us today to learn more about the different plans available for your business.

Topic iPad
April 10th, 2014

Office365_Apr07_BOneNote is a popular application developed by Microsoft as part of the Office suite. As a standalone version it is available for free on various platforms, including the iPad, Mac, Windows, Android, and iOS devices. It allows users to create notes and supports inserting images, photos, web clippings, audio files, and more into files. Accessing and sharing notes is more convenient with OneNote.

If you are looking for a powerful note program, OneNote has some great features.

Access and edit notes anywhere

Windows PC, Mac, iOS, Android, and Windows Phone all support OneNote. Install the appropriate version and you can access your notebooks from any of these devices. Previous versions require that you manually sync your notebooks to make them accessible on all devices. However, with the latest version this is no longer required as your notes are automatically synced on your OneDrive. This means you can view and edit them anywhere where you have an Internet connection.

You can access notes on your mobile device that you originally created on your computer. If you have access to a computer that does not have OneNote installed you can easily find the application on the Web. If you go to OneNote’s page on the Web you can log in to the account linked with your installed versions of OneNote and use as you normally would.

Organize data in notebooks

OneNote is a great tool for organizing different data and files. You can create various notebooks that contain information on specific subjects. For instance, you could create a notebook for personal use, a notebook containing client information, etc. Each of these notebooks can then contain various sections with color coded tabs, making it easy to organize files.

This feature is helpful, especially if you are working with a large volume of data. Searching for specific information or data is also straightforward with a convenient search function. You can simply type your keyword in the search field and wait for the result. Click on your chosen result and you will be taken to that particular note.

Third party integration

The latest version of OneNote also has a new cloud API that allows third party applications to be used. This allows users to enjoy more features, as they are not just confined to the features that are native to OneNote. One of the apps that you can use is OneNote Clipper. Install this on your browser and use it to automatically save clippings from the Web in just one click.

Work on important tables

Tables are often used for creating databases or for comparing and listing data. Creating tables in OneNote 2013 is more convenient as it now allows you sort data within a table, designate header rows, as well as change the color of the cells. You can also insert an Excel spreadsheet into your notes.

Write handwritten notes

If you are using a touch capable device you can write notes or draw using a stylus or your fingers. This is especially helpful for jotting down quick notes or reminders about what to insert on a page. Circling or underlining a word or group of words is quick and easy to do.

Organized data and files are easy to access, which is vital when you need this information at your fingertips. OneNote keeps data in order so you can easily find what you need when you need it.

Find out how OneNote and other tech innovations and updates can support your business productivity. Get in touch today!

April 10th, 2014

Fred HarrahApril showers are non-existent out on the west coast this year so I guess that means we won’t be having any May flowers either! It’s really sad because one can’t help but wonder how this is going to affect the cost of food at the market since California provides more food than any other state in the country to the US market. Just something to ponder in the days ahead.

Lots of changes happening in the technology space these days, most of the changes are a boon for company’s that leverage technology to run their businesses and support their clients. This month’s article will touch on some of the new changes along with some other useful tidbits -

Articles this month include -

All About Office on the iPad

Microsoft finally had released Office for the iPad – so now all the Office applications can now run on your iPad. Apple did provide the iPad office apps with the new release of the iPad Air last year. They work OK but aren’t anything to write home about. All you will need to do to get Office for the iPad is purchase an Office 365 subscription and install Office on your device. You will be able to share documents with your PC and vice versa.

Why businesses should use VOiP $$$

Company’ spend a lot of money on telephone and communications costs and services. VOiP or Voice over IP can save you lots of money if done correctly. VOiP uses the internet to communicate through providing company’ with digital voice quality, low cost or free long distance and more capability then you ever thought possible especially if you get a unified communications systems that will integrate with the company’ data. Bottom line is your internet and voice can now share 1 high speed digital line instead of having to purchase a separate circuit for just voice calls and paying per minute for each phone call. The Network Co. of California has a fantastic VOiP unified communications system from Zultys that is easy to use, full featured, and inexpensive to acquire and maintain. Give us a call today at (760) 744-1780 to learn more about how you can save money and really communicate with people.

OneNote is your digital Notebook

Remember when people used to carry around the tabbed notebooks to make notes in for their classes? Each tabbed section was used for a different subject and by the time school was over you would have a collection of these notebooks. Well Microsoft has a cool little app called OneNote that is a digital notebook with tabbed sections and all. It is one of the gems that most people don’t even know exists. It’s a great tool for storing free flow notes in, printing documents to that you want to store instead of printing it out on paper, capture website information and links to refer to later, or for recording and storing voice or video clips in. My wife has a recipe notebook that is basically a digital cookbook of all the recipes she found online with pictures and all. It is made finding recipes a breeze instead of researching a plethora of cookbooks. I get dinner a little quicker. Check this tool out it’s a big time saver plus you can share your notebooks with others.

How to respond to a malware infection

Malware, Viruses, Trojans… all stories of what business nightmares are made of. Most people don’t take their security that serious and these little buggers will make you pay dearly for your ignorance. Good little read on how to protect your systems before it is to late. Give us a call if you would like to have you company’ data security assessed. An assessment takes very little time and you get a summary report and grade that shows where your company security protection stands today.

Have a wonderful month and let us know if there is anything that The Network Co. of California can do to make your company’ IT world class, even if your just a little guy!

Sincerely,

Fred Harrah, CEO
The Network Co. of California

Topic Article