Should I Replace My Desktop PC with a Laptop?

Laptop vs Desktop Computer

Which came first the Desktop computer or the Laptop? Well that’s not as hard as the “chicken or the egg” question. Answer: The desktop, of course. Desktop computers typically consist of several separate components: a tower (CPU), display (monitor), keyboard, and mouse. Whereas, a laptop was designed to combine all those components in one portable device.

In the earlier years, laptops were not as powerful, had slower performance, and were handicapped by battery constraints compared to a desktop computer. Today, laptops are not only still portable and convenient to use, but also can perform as well or better than a desktop PC. You can do whatever you want, whenever you want and no matter where you are - at home, work, or even on the road. You can use the same software on a laptop as you do on a desktop. Laptops also come with WIFI built-in, allowing you to the capability of accessing the Internet or networks wirelessly. Laptops are lightweight and are getting lighter with each new model.

A desktop computer is stationary - once you find a convenient place for it you’ll probably never move it. They don’t typically break as often and you typically get more bang for your buck with a desktop computer. When a new technology or a faster processor or something comes out, you can pretty much bet a desktop PC will have it. You plug a desktop PC in the wall and do not have to worry about any battery power limitations. Also, desktop computers have another advantage over laptops – they can be easily expanded as your needs change. For instance, adding more storage, memory, or a better graphics card can be done at a later date. Usually laptops cannot be expanded to the extent a desktop can. Desktop computers don’t typically come with WIFI built-in, but you could always buy a wireless card if need be.

So should you replace your desktop with a laptop?

Replacing a desktop PC with a laptop seems to be becoming the trend. But in deciding whether to do so will likely come down to personal preference, your computing needs, and possibly your budget. If you want to be able to work from your couch, your favorite cafe, your hotel room, etc, then a laptop may be the better choice. And if you are like most people and want a computer to email, surf the web, watch streaming video, create a word processing document or the like, a laptop will do – even a cheap one. Although, if you have high performance needs, you might spend twice as much for a laptop that has the same power as a desktop PC.

If you are interested in serious video editing or 3D gaming, a desktop may be the best choice. It has the ability and ease of being customized and upgraded and expanded throughout its life. However, some people may argue that computers come with pretty much everything you’ll ever want or need and the only thing you are apt to update is the memory. And by the time your computer has become deficient in this area, it’s probably lacking in other areas too and therefore it may be easier and cheaper to replace the whole thing.

Furthermore, you can get almost anything you want in a laptop. Even Bluetooth technology, WIFI, a built-in camera, and a card reader come standard on many laptops these days. Laptops can even be docked on a desk and be connected to multiple external devices including large displays (even a TV), keyboard, mouse, etc. In other words, a laptop can be used as a stationary desktop PC. And still allowing for you to unhook it and go mobile with it.

Obviously, there are pros and cons to both.  Kardon Technology offers New Computer Consulting and Purchases as one of our services.  We have an in depth questionnaire that you can fill out which will identify how you currently use your computer, and how you plan to use it in the future.  We then present options so that you can purchase exactly what you need vs. what's available off the shelf at retail locations.  We can order your new computer, load your data and applications and deliver it to your home or office.  Contact Us for a copy of the questionnaire.  

HELP! I have too many passwords!

Password overload. These days, that can become so serious that it borders on a medical disorder. Everyone has a password for their computer, for their email, for their phone, for Facebook, for company software, plus half a dozen other computer related things.

            Invariably, people will create shortcuts to avoid the stress of forgetting the important password on the morning it is needed. Many people just create a simple (and insecure) password, or there might be a sticky note on the monitor, or a note card under the mouse pad, or it may be the same password used for 15 different things. Each of these solutions displays a dangerous habit that can lead to numerous issues.  The Kardon Tech staff has observed these practices on multiple occasions, and we constantly encourage our clients to be more aware and careful.  It's interesting to see people scurry around the office hiding obvious hints and password 'clues' when we visit.  

           As compliance becomes the dangerous buzzword threatening fines and serious penalties for violations of health care and security laws, password security becomes even more important. Combined with the inherent issues with email itself, the above issues can spiral out of control leading to career altering issues like HIPAA violations and identity theft.

           The first step in keeping your passwords secure is to have a strong password. Don’t use your child’s first name, don’t use “password”, and don’t leave anything blank. Check out our previous blog on password security to get tips for designing strong passwords.

          The next step in password security is how they are stored. The longest and most complicated password in the world isn’t secure if it is written on a sticky note located on the side of the monitor. And, allowing your internet browser to remember all your passwords is nothing more than leaving your safe door open with all the valuables inside.

           In recent years, many different programs have come about providing password storage. If you make appropriate use of the right program, you can provide yourself added security while relieving a major headache seen in our technology savvy world. Check out available reviews at TopTen and TheHeatWeb.

           When looking through reviews and suggestions for personal accounts, it can be seen that there are dozens of available password managers. However, there were three password tools that consistently showed up on lists discussing the best available tools. The two free tools were LastPass and KeePass, as well as a paid version of RoboForm. Kardon Tech can help you set up something that works for your specific needs. Just give us a shout.

LastPass comes very highly recommended with top rankings from PCMag, PC World, and ZDNet. When first glance, there are not any features that stands out above and beyond any other program: single master password, automatic form filling, one click login, secure data, multiple browser support, secure notes for passwords. The listed features can be found in most password storage tools. The real positive is seen in browser support.

KeePass is highly rated within the open source community, but since it is a free open-source program, it may not have the publicity or recognition as some of the other programs. Also, it may not be the best option for recreational users. The feature set matches favorably to programs designed by a bigger company, but the usability is geared towards more advanced users and may discourage use by regular office workers.

RoboForm is the professional show. RoboForm Enterprise is designed for large companies and has the track record and infrastructure. Free trials, live demos, and a solutions team on top of a feature set that rivals the other options.

LastPass and RoboForm both provide very good browser support. There is, essentially, a password toolbar added to the relevant browsers. Both of these toolbars provide outstanding functionality without the need of an additional program being open (KeePass).

At first glance, both RoboForm and LastPass work efficiently, but the logins work differently when Internet Explorer opens. LastPass requires the user to login in to the password database upon opening Internet Explorer while RoboForm stays open to a user’s identity. There is a need for a manual log out or disabling of the RoboForm toolbar to remove functionality should someone else be using the computer a short time later.

Looking at the usability between the three mentioned programs, RoboForm and LastPass provide more integrated functionality and a better system for average users to understand and benefit from. There are constant reminders available and the programs provide one-click usability to constantly provide support and management without being obtrusive and controlling.

With the available options and the pricing considering the available features, LastPass looks to be above and beyond what someone would need in a password management tool.

The feature set of the free version is outstanding. And, the browser toolbar combined with simple things like auto-logout features make it comparable to a big company product like RoboForm. The integrated browsing also sets it apart from a light open-source program like KeePass which requires the secondary program to be available in the background.

Check out LastPass and make sure to implement it properly in your daily life. You will find that your mind isn’t as cluttered with passwords and you won’t need to second guess your security procedures concerning passwords.   Confused? Again, you can give Kardon Tech a call.

Phishing Email Scams - What They Are and How to Avoid Them

Phishing scams have been rapidly growing on the Internet for years. It is a means of online identity theft and fraud. Phishing emails typically look authentic and claim to be from a trustworthy company, usually a banking institution, credit card company, or other financial organization. Some phishing scams seek to steal personal information and financial data. Others can infect computers with viruses and try to convince people to participate unknowingly in scams, such as money laundering. Some well known companies that have been targeted by phishing email scams include eBay, Wells Fargo, Citibank, PayPal, Amazon and Bank of America.

Phishing scams tend to be pretty organized and well thought out. Phishers decide which businesses to target and then figure out how to get email addresses for customers of that business. They tend to mimic spammers in that they apply similar mass mailing and address collection techniques. The phishers use the seemingly authentic email messages to convince people to give up their personal information, many times by providing links to Web pages requesting this information. Then they use the information they’ve gathered to make illegal purchases, steal money from an account, open new accounts in your name, etc - committing fraud and/or identity theft.

There are several things you can do to protect yourself from phishing email scams. For starters, you should have adequate email protection and... make use of some good ole common sense. Here are a few other tips on how to spot phishing emails.

• Don’t trust the “From” address of an email as it can be easily faked.
• Be suspicious of emails that include upsetting, exciting, or are urgent requests attempting to get you to react immediately.
• Don’t blindly trust clickable links in an email as it can be a phony site to steal your personal information. If in doubt, go directly to the company’s website by manually typing the address versus clicking on the link in the email.
• Never send any personal information, such as social security numbers, online banking passwords, or credit card numbers to anyone via email.
• Only enter your online banking password on a website in which you have manually entered into the browser’s web address (URL) field.
• Watch out for misspelled words and incorrect company names. Sometimes an email contains spelling mistakes or misuses a company name. This can be a sign of a phony email and phishing scam.
• Regularly check your banking, credit card, and other financial statements to make sure all transactions are legitimate.
• Make sure your browser is up to date with the latest security patches installed.
• Check a site’s security certificate before you enter personal information into a website.

Furthermore, report phishing emails scams to the groups listed below. You can go directly to these web sites or forward the email scams to the email addresses provided.

• Federal Trade Commission – website: www.ftc.gov -- email: spam@ics.gov
• Anti-Phishing Working Group (APWG) – website: www.antiphishing.org -- email: reportphishing@antiphishing.org
• The Internet Crime Complaint Center of the FBI – website: www.ic3.gov
• Find the “abuse” email address at the company that is being targeted and forward the entire email, including header information to the address.

If you think you might have responded to a phishing scam, there are a few steps you can take to minimize the damage.

• Immediately change your passwords or PINs on all of the online accounts that might have been compromised.  If you are not sure, change them all (it's probably time)
• Contact the bank or online business directly concerning any fraudulent activity on your account.
• If an account has been opened without your permission, close it immediately.
• Place a fraud alert on your credit reports.
• Examine your bank and credit card statements routinely for possible charges that you did not initiate.

Phishing is simply a high-tech scam that works like old-fashioned con jobs, where a hustler convinces a mark that he is reliable and trustworthy. Bottom line: If you receive an email that you think might be a phishing scan, delete it. Don’t click on any links in the message.

Which mobile OS do I need? Part 2 of 2

Last time we discussed which mobile operating system would be best for you, as a consumer. In the end, it came down to personal preference. There are positives and negatives for each design. Easy-to-use and smooth design lends itself to an iPhone, while versatility and customization lead you to Android.

When it comes to smart phones in an enterprise situation, consumer preference can find itself on the back burner. Data/document management, overall security, and actual phone performance drive decisions.

RIMM (Blackberry) had long been the fearsome leader in the enterprise market. If you were a corporate professional, you were using a blackberry; simple as that. They led the way in messaging, email, and data management. Recently, however, there has been a noticeable shift in enterprise smart phone use.

The recent iPass Mobile Workforce Report Q4 2011 exposes a few of the trends seen in the changing market. The two biggest reasons for shifts in smart phone usage revolve around the changing business structure and a less structured business environment.

First, mobile business is not limited to email anymore. Apps rule the day and a desire to browse the internet help to explain how iOS and Android are gaining ground (or passing) RIMM. Second, corporations are less likely to issue their own smart phones to employees. There is a move to blend an employee’s personal phone with the business environment instead of rigid smart phone control as the idea of mobile working blurs the lines of business and personal.

As can be seen from the image below, iOS and Android saw huge upticks in market share with Apple leading the way. While Blackberry is holding on, the ever-changing workforce indicates that Android will soon overtake them for second in enterprise market share.

Figure 1. Mobile Mobile Workforce Report – iPass

Over the past couple of years, as Apple and Google have worked towards expanding their footprint, they have put great effort in to solving business issues as an effort to make themselves worthy RIMM competitors. Most notably, we see the importance of document control and overall security concerns as features that are changing the OS market share. Important features include things like the use of complex passwords and the ability to wipe a phone’s data remotely are present on RIMM and iOS early on have been integrated in to Android in recent updates. And, of course, exchange/mail support has been standardized across the board.

However, there are areas where the “newer” enterprise participants lag behind Blackberry. Android and Windows Phone 7 properly run each application in a sandbox preventing what outside information may be accessed by an application (and giving you notice of what it may access). You can choose to not install apps should they violate any perceived privacy.

From InformationWeek, we can see that enterprise readiness of each operating system still fights with Blackberry’s RIMM in feature-set. With iOS, while it does provide encryption preferred by enterprise environments, the keys for that encryption are found on the phone. An attacker would have access to such things and puts a big dent in iOS’ enterprise credentials. For Android, you need the newest of the new phones running the Ice Cream Sandwich operating system for proper encryption. Windows phones don’t even attempt such features currently.

Past the nitty-gritty importance of security and enterprise integration, the choice of operating system always comes down to a few personal choices. Within the scope of business, I would focus on usability and comfort.

With concerns on comfort, no physical keyboard on iPhones means that those looking for some actual keys to press will have to look at Android for their phone. It is often overlooked, but excess typing on a screen can be uncomfortable, especially in a work environment. As for usability, iOS features like Siri and the ever present massive app store (combined with the previously mentioned walled garden) put the iPhone ahead of the pack in expected performance. You can find an app to do what you want and you know the phone will perform flawlessly repeatedly. Knowing that the app and phone will do what you want, when you want is the bottom line decision maker for enterprise customers.

There are countless areas to grade and measure when making a decision. But, the negatives that may appear from Android strike me as insignificant when looking at device encryption and security. Android has caught up to RIMM and iOS in regards to passwords and wiping ability and they lead the pack in device encryption and data protection. That is hard to ignore. While usability and style may be second to an iPhone, it looks as though Ice Cream Sandwich running on a Galaxy SII is the enterprise choice to make. You cannot choose style when security is put in to question.

Full iPass report here

Which Mobile OS do I need? Part 1 of 2

In an effort to make the world complex beyond our wildest dreams, cell phone choices have exploded over the past decade. It was not that long ago that cell phone choice was made between the gray Motorola brick or the black Motorola briefcase phone. Then, you could choose between smaller and smaller or, in true futuristic technology, a flip-phone. These days, the term “smartphone” has invaded our brains like a Justin Bieber song.

Phones put out by Apple or Samsung rival the laptops and desktops of 15-20 years ago. And, you can get lost trying to decide which one is for you. You need to choose your carrier, you need to choose the hardware (phones come in all shapes and sizes), and the often overlooked operating system.

Many people are looking for the coolest looking phone with the carrier they currently use and that’s the end of it. However, choosing the operating system that works for you can help to improve your phone experience in ways you did not think of previously.

RIM used to be the 900 pound gorilla throwing around its Blackberry OS weight in the business and personal environment. This has changed with the impressive leaps that Apple and Google have made in the past 5 years or so. Mobile phone OS is dominated by iOS and Android (Apple and Google) with Windows Phone 7 (Microsoft) attempting to carve out its own niche.

Apple’s iOS is currently at 5, Android on Ice Cream Sandwich, and Windows Phone at Mango 7.5. The current top end phones to choose from are the Apple iPhone 4s, Samsung Galaxy Nexus, and Nokia Lumia 800. There are arguments that can be made for days about the available hardware and the carrier choices between these phones, but we are focused on only the operating system for now.

Figure 1. Techstify.com Phone Comparison

The biggest defining factor between the operating systems is a nebulous description of each system’s “openness”. Terminology is thrown around and, sometimes, you can get lost in the bias of whoever is selling you a device. Is the “walled garden” for you? What is the “walled garden”? Where do I find a “walled garden”?

The “walled garden” is used to describe the system that Apple has designed with its iOS. The operating system is setup in a particular way, with particular settings, and any customization is done within Apple’s guidelines. Android, on the other hand, is far more open with countless customizable options and changes available for everything under the sun. Mango 7.5 and Microsoft have tried to stake out a safe middle zone, but drift towards the idea of a “walled garden”. They want you to use the phone in a certain way.

The most defining factor is a user’s ability to install third-party apps on a new phone. Android allows this with the click of a button while Apple and Microsoft do not allow it. To do such a thing on the iPhone or Lumia, you would need to jailbreak the phone (something for another blog). For this reason, Android is more vulnerable to malware. Apple’s App store and Microsoft’s Marketplace approve everything to fit within their requirements.

This is the biggest differentiating factor, the most controversial, and the first stop in deciding what phone is for you. It is a matter of personal preference. The “walled garden” provides you with a consistent, simple experience where you know the apps are tested and approved for your phone and operating system and this is balanced by a more restrictive environment. A more open environment means more choice, but you balance that by risking a less than perfect experience. Every app may not work perfectly on your phone.

When choosing a phone and/or operating system, this is the biggest decision to make. Past that, the available options are too numerous to list.

Highlights of available differences include the virtual assistant, Siri, for the iPhone 4s. Natural voice assistance can be found elsewhere, but it is not integrated in to the phone to the extent Apple has gone. Android provides excellent Google Maps functionality with turn-by-turn directions. The mobile Windows OS has impressive social media and xBox integration, but lags behind the other two in customizing options, available Apps, and various functions like over-the-air syncing and tablet support.

Check out the below table for an extensive comparison of the various features available between the three operating systems.

In the end, it is hard to provide an answer for what comes down to a personal choice. There are positives and negatives to each operating system. Microsoft is just getting its feet wet in the mobile space, so it may be wise to choose a more establish player (Apple and Google). They provide a new flavor, but it is hard to argue with the success that Google and Apple have had in the past few years. They’ve already experienced the mobile phone growing pains that Microsoft is just starting to go through.

And, as mentioned before, a choice between Google and Apple is a choice between simplicity and expected performance or variety and customs. Even after all of that, this is just one part of a decision that also involves a phone that you like and a carrier that you can tolerate.

In the second half of this blog, we’ll look at the phone operating systems and their impact on the corporate and small-business world.

Figure 2. Redmondpie.com OS Comparison

Important Concerns When Moving Your Apps to the Cloud

Internet-based services have been around for more than a decade. Believe it or not, many of us already have a foot in the cloud. For instance, if you use Gmail you are in the cloud allowing Google to handle your email (and Hotmail, and Yahoo). There are also a growing number of tools and applications for businesses available online. More and more businesses are exploring options of moving one or more of their applications to the cloud. If you are thinking of moving to a cloud based solution, there are a few things to consider. Here I will explore the issues of security, reliability, cost, and data backup.

Security:

With the recent Amazon Web Services security breach, many companies are concerned about security with cloud providers. Creating a secure environment in-house is typically something businesses invest heavily in. Ultimately, security and management of an organization’s data remains the responsibility of the organization. In order to alleviate these security concerns, companies will need to seek the right provider that will provide assurances for adequate data security. Along these same lines, cloud providers need to be transparent in regards to a security breach and notify their customers immediately. IT departments should have a direct hand in reviewing the cloud provider’s processes in handling problems such as these.

Reliability:

When there is downtime or outages with a cloud based solution, typically many companies are affected. And these periods of downtime become public knowledge, therefore creating a perception that cloud computing is unreliable. Cloud providers typically have Service Level Agreements which state that they will commit to a percentage of time the system can be expected to run without interruption, also known as uptime . Of course, we’d love for it to be 100%, but hiccups are inevitable. When coming up with this percentage, cloud providers typically take into account times for regularly scheduled maintenance as well as unplanned downtime. Most of the time, the percentage shakes out to be somewhere around 99.9%. To be fair, in-house systems make promises on uptime percentages as well. Although, when an outage occurs inside a company the public doesn’t typically hear about it. Moreover, servers can and will fail occasionally, whether they are hosted in-house or in the cloud. If an outage occurs, cloud service providers can usually resolve problems more quickly than small businesses because they typically have multiple data centers to help ensure that a business’ information is always available so as to minimize downtime. Reliability considerations are important for any organization’s ongoing performance and therefore businesses should review a cloud provider’s reliability practices.

Cost:

The simplest benefit of cloud computing is the lower total cost of ownership. Moving to the cloud means less physical hardware, software purchases and maintenance. The cloud is changing the way people buy software. Many software products use the traditional seat licensing model that can become costly because the minimum number of users required is sometimes greater that what an organizations’ needs are. Cloud based software services use a subscription based model . This allows companies to buy whatever level of service they need and can afford, and many times there is no set-up fee. It enables companies to start cloud services with a small budget and grow as quickly as necessary. Usually companies pay a monthly or yearly subscription fee. Cloud based software can be cost-effective when it comes to application upgrades within a company as well. Upgrades and new features are provided seamlessly on a regular basis with cloud based services. No longer do businesses have to concern themselves with maintaining specific software applications nor pieces of hardware. Furthermore, businesses tend to no longer need a large IT staff to maintain and upgrade these applications across a network.

Data Backup:

It has been said that the most useful feature of cloud computing is its use to backup data. There are many cloud computing providers that will backup and restore your data in the event of a disaster. Many of these providers can also enable you to work through the disaster via the cloud without requiring the need to restore the data. If you are currently using a cloud computing service, it is likely that you are guaranteed redundant backups of your data in real time. Regular data backups are usually built into a service level agreement which helps to lessen disaster recovery concerns. In most cases, recovering data is as good or better via the cloud versus a company’s own IT infrastructure. Still, businesses should find out where the cloud provider stores the data and whether it is backed up in real-time, and how often, to limit loss of data.

The cloud is inexpensive, adaptable, and scalable, but it can also be daunting to move your critical data and applications outside your organization. Security, reliability, cost and data backup are just a few factors that warrant consideration when moving pieces of your organization to the cloud. If you are new to cloud computing but are interested in using some cloud services, maybe a good starting point is email or some productivity applications such as word processing, maintaining your critical applications and sensitive data in-house. Ultimately, use common sense. Find your cloud comfort level.

If you'd like assistance with comparing the options or discussing whether the cloud is right for your environment, contact Kardon Technology!

Data Sharing - Part 2 of 2

Last time, we discussed hardware solutions for data sharing issues.  Software and cloud solutions provide a more flexible way to share data across multiple platforms. They also combine similar ideas to allow for backup, sharing between people, and sharing between your own devices.

Dropbox and YouSendIt are two software solutions that provide the desktop ability to share or move data between multiple devices. There is an added bonus of providing cloud storage for files as backup.

With Dropbox and YouSendIt, a desktop setup allows you to create a folder on various computers that will sync in the background. With such functionality, you can:

• Share files and documents with clients in a quick and secure way
• Provide inter-office file sharing without direct network access or a fileserver
• Transfer documents between home and office computers or mobile devices easily
• Provide simple off-site backup for the most important documents

Both solutions provide you a folder on your computer that allows for known and simplistic functionality. This usage is straightforward and comforting to beginners as it is simply another folder on your computer. Beginning and advanced users can automatically take advantage of the background synching which provides efficient sharing and storage with limited user interaction.

There have been hardware or physical data sharing solutions and there have been software solutions for data sharing. Now, mobile devices and the idea of the cloud have given rise to a whole new industry. Cloud storage has exploded as it has spread across phones, laptops, tablets, home networks, work networks, and everything in between.

The importance of cloud sharing and storage is seen in what companies are spending money to enter the market. Microsoft and Apple have both pushed their own versions as they move to extend their product stables. Skydrive and iCloud provide cloud backup and data sharing across multiple devices. Both of these cloud solutions provide some level of storage just for signing up for the service (25GB for SkyDrive, 5GB for iCloud).

You are given the ability to store certain files and documents and a website interface to access, view, and manage your stored data. SkyDrive also gives you the ability to email files and documents to someone, while iCloud is a personal storing and sharing solution.

With SkyDrive, you are given free rein on documents or files to share and store. Upload the files and documents that you want and access them on your mobile device or another computer at your pleasure (excluding open music sharing). iCloud restricts usage to Apple-based documents, contacts, and email through the use of Me.com emails, iWork documents, and iTunes based music purchases.

Now, while I just focused on two of the newer cloud storage solutions, don’t forget that there are several to choose from:

Figure 1. From LivEnterprise.com

And, as you can see, the debate is far from over…

• Liveside.net
• Mac Life
• Know Your Mobile

There are benefits and drawbacks related to accessibility, security, and ease of use. You may always have the hardware solutions at your fingertips, but a cloud solution may provide mobile use that you’re willing to exercise without giving up any security protections.

The correct decision is as varied as the choices themselves. You can only make the decision based on what is best for you. That decision is made easier, though, by knowing just how many options there are to choose from.

Data Sharing - Part 1 of 2

In today’s busy world, the idea of mobile computing has invaded every aspect of life. Work and play is filled with using a computer on the train, on the couch, in the office, at your house, with a mouse, at the park, for just a lark.

The avenue of information gathering is filled with laptops, phones, tablets, netbooks, and even that trusty desktop sitting at home. Our daily lives are spread across two or three devices. Contacts and calendars can be found on our phone or work computer, but not the tablet or home computer. The music library can be found on the iPod or home computer, but not the phone. That important document, that you finished last night, is sitting safely on your home computer, but you need it today at 11am on your work computer.

Trailing behind the idea of mobile technology is the idea of mobile data sharing. Soon after everyone realized they could take a computer with them in their pocket, they realized they needed to take their documents, music, and movies right along with them.

Data and file sharing can take many different forms. And, solutions can be found to meet anyone’s particular needs. Answers to data and file sharing problems can be found through hardware, software, and cloud solutions.

Hardware solutions are the simplest and most straight-forward way to share data between multiple devices. However, these solutions are only relevant for desktops, laptops, and netbooks. External hard drives and flash drives can be thought of as simply a handy box to throw extra stuff in.

If you need to take a document or file to work, just throw it in the box and take it with you. Obviously, this limits your transfers between computers that have available USB ports, so tablet and smart phones are still out of luck. The range of use for flash drives, though, makes them a needed hardware for any mobile worker. And, with the variety out there, you can find a flash drive that works for you.

Don’t just limit yourself to moving files, too. There are countless mobile activities for a flash drive. Tech Republic provides this list of ten cool things you can do. Make sure to bring your own private internet browser, mp3 player, or many other applications with you on the go. You can even tote a full operating system on a flash drive that is smaller than a stick of gum.

In part 2, we will address software, mobile, and cloud solutions.

Email is Absolutely NOT a Secure Way to Exchange Information

If anyone tells you email is secure, don't believe them.  I now explain email security the same way my brother-in-law explained text messages to his teenage son.  "Don't put anything in a text message you wouldn't mind seeing on the front page of the local newspaper."

There are both technical and human reasons this statement is true.

Email is just like a postcard.  If you have ever sent a postcard in the mail you know that anyone who touches the card can read anything written on the card.  An email is the exact same thing.  The biggest difference is so many more people touch your email AND they can make a copy of it to keep each time they touch it.

Email travels from you to the recipient across actual servers on the Internet and in offices all over the world.  Each server that sees the email then determines where to send it next.  It isn't meant for them but they are the middlemen of the Internet world.  Plus, it gets to the other persons email server and you have no idea where that is or who has access to it.  Before your recipient even sees your note there are already unknown numbers of people with access to the information.

Logging into a website does not secure your email just your reading and writing.  Think of HTTPS and SSL this way, they are tools that allow you to pass the note across the room without yelling what you want to say across the room.  All the people who pass the note can still open it and see it but those who don't touch the note can't get to it at all.

Some people believe that they login to HTTPS or SSL site and that makes their email secure.  The only thing that makes secure is your conversation between you browser and the server you are interacting with through the browser.  That keeps people from seeing your conversation as it is being sent to the server but once it gets to the server it can be seen again.

Your email address and contacts are very valuable to Internet criminals.  I have been told that people don't really worry about getting hacked and their security because no one would care what was in their email.  Even if you do make sure you don't include real secure information in an email you should still use a secure connection and password with your email to protect yourself from spammers or others hijacking your account.

Spammers are always looking for accounts they can take over or for confirmed email addresses they know people use.  They will quickly start sending all kinds of email under your name and address to anyone you ever sent an email to before.  Do you really want to risk some of those X-rated emails from a spammer being sent to your Mom from your email address?  Or, what if potential employer you sent a resume to starts to get a rash of "enlargement" emails from you?

Email on your phone makes security even less likely.  If you access your email on your phone you have all that information at your fingertips.  It is great!  If you lay your phone down when you come in the house or on your desk at the office or on the table in a restaurant, you are allowing access to everything on the phone including your email.  These days when someone loses a phone they lose a lot of data!  If you can pick up your phone and open you your email, there is no reason someone else can't and won't do the same thing given the opportunity.  A thief gets so much more than just the physical device when they steal a phone.

Oh My Word, What do I do!?! Yes, that is exactly what you should be saying.  No one can consider they have perfectly secure email transactions but you shouldn't be the most likely to be hacked.  Just like burglars will choose a house with less security precautions, so will Internet criminals.  Make some effort to protect yourself as well as your contacts and you will become a less enticing target.

• Never, ever send credit card information, social security numbers or anything you don't want on the front page of the local paper in an email.
• If you must send sensitive information via email than you must use a tool that encrypts the email all the way to the recipient.  There are several, and they all cost money to use regularly.  If you just need to send an occasional one, try using something like this.  They usually require you to have a special email address and website to provide that security.
• Be leery of any email that requests you to link somewhere and/or enter a password.  It is always better to err on the side of caution.  Ask someone to look into it for you, or look it up on the web first.  If you think you know the difference be sure by taking a quiz to see if you can tell the real from the fake sites.
• Set a password on your email account that isn't obvious and easy to crack.  
• Always log out of your email account if you use another persons computer to access it. 
• Add additional levels of authentication to your phone and computers for accessing your email accounts.
• Use a password management tool but only those that you have checked out every detail of how it works.  Get some advice before selecting one if you don't understand all the implications those tools entail.
• Add a password to your phone and set it so the phone will be locked or wiped clean if the wrong code is entered too many times.
• Set up tools to let you remotely lock or wipe your phone if it is ever stolen
• Know how to immediately access your accounts and change the passwords without your phone or computer available to you.
• Use common sense when you leave your computer turned on and logged into your accounts, or your phone is connected and just laying around.  Be careful out there!

Donating PCs and Other Equipment

Now that 2011 is winding down, you may discover you have some old PCs, smart phones, peripherals, tablets, and flash drives laying around. Why not donate them? There are several reasons to donate or recycle your used equipment. According to techsoup.org:

• 75% of the fossil fuels and energy used by a computer are actually consumed during manufacturing. Extending the computer’s lifespan through reuse means more return on that initial environmental cost.
• Every computer dumped into a landfill represents a missed opportunity to provide technology and tools to individuals and organizations across the digital divide.
• Even if a computer cannot be reused, recycling ensures that valuable raw materials are recovered from used computers and that any waste is disposed of in an environmentally sound fashion.

In 2009, 25% of 2.37 million tons of used and end-of-life electronics were collected for recycling. 38% of these were PCs, 17% were televisions, and 8% were mobile devices, according to the EPA.

When deciding whether to donate your used, but still useful equipment, consider these tips:

1. Determine if your old computer can be reused. The lifespan of a PC can vary depending on lots of factors, including how often it is used and what it is used for. But I’d say the typical lifespan of current PCs is approximately three to five years. So if your computer is five years old or less, chances are someone else could put it to good use.
2. Donate Newer Equipment to a Reburbisher. Instead of donating directly to a school or charity, it is usually a better idea to donate newer equipment to a refurbisher. They can make sure the PC or printer or mobile device runs well and is using legal software. Refurbishers tend to pass on equipment that is ready to use to those who need it - many times at little or no cost.
3. Recycle Older or Broken Equipment or Hardware. Most equipment that is older than five years old or that no longer works should be disposed of responsibly. Consider sending your electronic devices to a computer recycler. They salvage useful parts of your equipment before breaking down the rest and can safely remove any hazardous material. Check out Earth911 for a drop-off location in your area, or better yet let Kardon Technology help you recycle your old equipment.  Twice a year, in the spring and the fall, Kardon Technology carries used equipment to the Decatur Recycle Center.  
4. Remember to Include any Accessories. When donating a computer try to include such things as the keyboard, mouse, printer, software, and any documentation that came with your equipment. These can almost always be used by the next owner, plus it’s always nice to have a complete system.
5. Clear your Computer of Personal Information and Data. These days it doesn’t take much for someone to recover deleted data from your PC. Putting files in the Trash and emptying the trash can does NOT permanently delete the files. It can still be recovered. The best way to wipe your data from your PC is to use special software such as Disk Book And Nuke or WipeDrive. You can find dozens of similar programs on the web and they all are work pretty much they same way. These programs typically overwrite your whole disk with random data several times and therefore preventing the bad guys from reconstructing your files.
6. Maintain a List of What You Donate. With tax season approaching, you are likely eligible for a deduction if you donate equipment to a nonprofit refurbisher or a recycler. You can request a tax receipt from refurbishers and recyclers. You can also determine the fair market value of you equipment by using an online evaluator tool like GadgetValue. This site provides fair market values for desktop computers, laptops, televisions, and even iPods.

So clean out that closet of old and unused equipment. Be environmentally and socially conscious. Donate your devices to someone who can put it to good use or dispose of it responsibly. If this seems like too much of a hassle for you, let Kardon Technology help. You’ll feel better that you are helping the environment and you can rest easy that Kardon Technology will take care of your equipment responsibly.

Are you updated or outdated?

Most Android and iPhone users know that the real value of their smartphones lies in the Apps.  The App Stores make a smartphone a handheld computer that also makes phone calls.  Otherwise, the device is a phone that can do some cool things.

Many people, though, don't understand what they are really doing when they download an App.  Many of you can recall when you purchased software that came on a CD (for some of us a floppy disk or even reel tapes, yep, we installed software from tape).  You would load that software on your computer and you used it.  In many cases, you never updated the programs until you bought a new version of it and loaded a new CD.  To get an update often involved a process handled by a technician or another CD. That process is happening now using a download from thin air when you install Apps on your smartphone.

There is a major difference between those old installations and the new ones, besides the obvious "thin air" magic involved.  These applications are connected to the Internet any time your device is connected.  The Internet connection means you are connected to the entire world.  Most people don't envision the device in front of them could, technically, be connected to some kid's bedroom in Siberia or a crime ring network in China.

Applications today must stay up-to-date to handle the constantly changing technology and security requirements.  You may be loading an update that just fixes a bug when you tap a special spot on the screen or you could be loading an update that fixes a security flaw.  Yes, there are some bad updates that get loaded.  But, overall, you are much better off loading updates regularly than not at all.

We find so many smartphones loaded with Apps that never get an update loaded until there is a complete reset or someone like us comes along and takes care of it.  Kardon Tech clients are able to let us take care of keeping their Windows servers and Windows computers applications up to date automatically.  We will eventually be able to do that with your smartphones, but not yet.  Until then, everyone should take the need for updates seriously and update weekly.  If not weekly, how about at least once a month, please.

The update process is different for each OS.  They don't automatically update the apps for you.  There are many discussions on the pros and cons of doing that, but, for now, you have to manually request all your updates.  Here is a good article on running the updates for both iPhone and Android devices.  Windows Phone also has a Marketplace.  You can update the apps you install from there following the instructions here.

2011 Web Products of the Year Blog

As we enter December, it is time for year-end wrap-ups of all kinds. Images, songs, movies of the year provide time to reflect on what was a part of our life for the past 12 months. With ReadWriteWeb’s Top Consumer Web Products of 2011, we can see just how attached to web technology our lives have become.


The top 5 list gives us a glimpse in to what is most important for our technology. The straightforward idea of viewing the web or viewing information and the abstract idea of the cloud.


Starting with Evernote, we know that sharing and syncing data is a hot commodity, but Evernote does the work with a little twist. Instead of just simple file sharing, there are countless ways to take advantage of this program and sync information across platforms and devices:

• Share rich-text files, images, and to-dos
• Character recognition allowing for documenting notes, receipts, or business cards (and capturing the text
• Web clippings and Instapaper-like service for saving articles
• Usage through standalone apps and browser extensions.

Use it on your phone, tablet, or computer and always find a way to save and share the data for later.


This has been a big addition to our company and it can be put to use in your company, as well. Whether you are sharing a copy of the business card you just picked up at a networking lunch or sending a task list with appropriate picture to your colleague, there are times when just sending a text isn’t enough or a phone call doesn’t give the whole picture.


Next up, the Kindle. With a tad bit of leeway, I’m going to take this opportunity to talk about e-readers and tablets. The iPad, Galaxy, and Xoom join the Kindle as providing mobile access to the Internet and data that used to be limited to a laptop or the newspaper. This year, the Kindle made a move to become more than just an ultra-fancy book with services for video, music, magazines, games, and the omnipresent app.


The ability to carry around an entire library can always be appealing to those bookworms among us, but improvements to services like Amazon Prime stretch the Kindle (and other tablets) beyond the Barnes and Noble in a can.


These tablets should definitely be viewed as more than just a novelty, too. Carrying a laptop to half a dozen meetings can be cumbersome. Not to mention time lost getting it out of a carrying case, starting it up, and loading a PowerPoint or Word for note taking. However, the versatile tablet provides mobile connectivity in a quick and easy to use format. It also provides an avenue for data sharing and research capabilities that can improve any meeting. Instead of telling someone about their website or document, pull it up in a easily viewable format and pass it around the conference table.


Over the past year, there have been several clients looking for a new laptop that have spent time investigating the idea of replacing that old laptop with a new tablet. It has a place in medical offices and financial offices for doctors and investment planners all the same. And, with the increased focus on mobile apps, many of the proprietary programs are beginning to be be seen with a tablet conversion. No longer are people tied to their desktop to run their company’s web app. An iPad and a bluetooth keyboard and you are running your company from the local coffee shop.


The next two products of 2011 are Dropbox and iCloud. Both of these products use the nebulous idea of the “cloud” to provide backup and cross-device syncing. That buzzword can get people in trouble if they don’t make sure they understand what is going on and, in many cases, they can miss out on impressive functionality.


Dropbox provides a computer folder that can be anywhere for nearly anyone. Share documents, pictures, presentations, and other files by simply putting them in the right folder. As an extension of the folder system on your own computer, it lends itself to being user-friendly and easily implemented. With Dropbox, multiple people can work on a file without the dreaded “what version did you update” conversation. Make sure those in your office are always using and working on the most current version. 


At the same time, the off-site cloud storage provides a straightforward and simple backup solution for the most important of documents. A dependence on computers means depending on the consistent performance of the technology for important personal and work data. There’s nothing worse than needing information and it just not being there.


In the same vein, cell phone backups have become a vital part of the working life. Cell phones have contacts, voice memos, bookmarks, apps, and they are in-use 25 hours a day. Dropping it in a water puddle or leaving it on the subway is just not a pleasant thought.


iCloud provides simple online backup for everything iPhone/iPad related. The idea of cloud backup for cell phones is being passed around the various companies and will, soon, become just as prevalent as the App store or Android marketplace. Lose your phone or destroy it beyond repair and iCloud provides a way to locate it or restore the data on a new phone. With the astronomical prices of a phone combined with the importance of the data they contain, this is a product that anybody with a smartphone cannot live without.


At the number one spot is Google Chrome.  Surprisingly, the “Internet” is not simply Internet Explorer. Web browsers are the vehicle for email, YouTube, Facebook and every other site out there. And, just like a vehicle, nobody wants to use the economy sub-compact to drive on the Internet superhighway. Knowledge about web browsers is imperative for today’s computer user. Faster and more secure browsing can be achieved simply by using a better browser and keeping it updated.


Google Chrome has made an effort to integrate many of the plugins (like adobe flash and Ad-block) to improve the web viewing experience. There are also apps and email integration that provides shortcuts to the most important things in for a user’s experience.


Internet slow, decreased computer performance, annoying redirects, and more can lead to a very short conversation with the IT tech. “Let’s clean the computer of any viruses and start using Chrome or Firefox”. It is a simple and easy transition and it can provide instant relief when viewing the Internet. In the coming year, Chrome will provide more than just simple web page viewing, too. New APIs and its very own Web store are leading to an all-in-one computer program that allows connectivity to web-based platforms and cloud services. More and more work can be done within a web browser.


Looking in to these and other recent web products can help you find a niche that needs to be filled. You never know what products will help improve your work efficiency or overall business experience.

8 Tips to Get Your Emails Read

8 Tips to Get Your Emails Read

Have you sent out a gazillion emails only to get no response... at all? One of the hardest things for people to admit is that it’s difficult to get people to open emails. You don’t want to spend a lot of time writing a great email to send out only to have people delete it without reading it. You want people to not only open your email but also be interested in what you have to say.

That's why I've compiled a few useful tips that will help ensure your emails get read - first!

1. Create an intriguing subject line: One of the most important things to have is an email Subject: line that captures your recipient’s attention. Your email will most likely be opened sooner if your subject line is well thought out and provoking. Actually, the email subject line is the most important thing you’ll write to your recipient – if it doesn’t grab the attention of your reader and make him open the email, it doesn’t really matter what you have to say in the body of your email. Use these tips:

a. Don’t use a [blank] subject line. It could be portrayed as being arrogant by assuming all your reader needs to know is that it’s from you.

b. Keep the subject line short and informative. The subject line is your first opportunity to inform or influence your reader. It should provide an overall summary of your email contents. Only about 70 characters are displayed when an email arrives in your inbox, so keep the subject line short.

c. Create some curiosity in your email subject line and thereby nearly forcing the reader to open your email. Try asking a question in the subject line. By doing so you are gaining an emotional reaction from your reader. As they answer it for themselves, they will tend to open your email to read what you have to say on the subject.

2. The "from" line: If your "from" line contains a name your reader will have no trouble recognizing, chances are your email will be opened and read.

3. Get to your point quickly: People tend to say too much in an email. Readers don’t want to read long introductions and backgrounds. They want to know what you need from them. So, jump to the point. State your purpose clearly using minimal words and details.

4. Readers hate spam with a passion: The last thing people want in their inbox is spam. And you certainly don’t want to have your email caught up in your recipient’s spam filter or junk mail folder. So, keep your subject lines free of words that sound “spammy”. Avoid words such as subscribe, cheap, free, promise, order now, opportunity, guarantee, winner, and amazing as much as possible.

5. Avoid attaching unnecessary files: By sending large or multiple attachments you can annoy readers and even bring down their email systems. Only send attachments when it is appropriate and productive to do so. Try to compress attachments whenever possible and have a good virus scanner in place to avoid sending documents full of viruses.

6. Time it right: The first day of the workweek is not usually a good day to send out emails and neither is the last day. You don't want your emails to be left unread, or worse, deleted. Just because your reader is overwhelmed by the number of emails in his inbox on Monday morning or is eager to leave for the weekend early on Friday evening doesn't mean your email should be ignored. So try sending your email on Tuesdays, Wednesdays, or Thursdays. People tend to be more receptive and in “business mode” on these days.

7. Create an effective email signature: It can be challenging for the recipient of an email message to find your contact information if your signature is very long and overly formatted. Likewise, a poorly formatted signature can hurt your professional reputation, add unnecessary bulk, and be a distraction from the content of your message. So, keep it as short as you can while still including all the information you consider important – four lines is the accepted standard.

a. Condense information into fewer lines by using pipes (|) or colons (::) to separate the text. Ex: Christa Hartman | Kardon Technology

b. Optimize your logo or graphics and when appropriate, use a link to your website that will take your recipient to the exact web page you want them to see versus your home page. For example, if I wanted you to read about who Kardon Tech is, I would use the URL: tech.kardongroup.com/about-us-2 not just provide a link to our www.kardontech.com homepage and hope you’d got to the About Us page.

c. Skip including your mailing address as not everyone wants or should have access to that information.

d. Include your email address. Not every email client displays the header information for your recipient, therefore providing your email address in your signature is helpful.

e. Simple plain text is always best – skip colors, special fonts, and graphics.

8. Proofread your email: Many people don’t bother reading an email before they send it out. Spell checker will catch at least a few typos, but it won’t catch every mistake. Use standard capitalization and spelling, especially when your message asks someone to do work for you. Avoid fancy typefaces and using text lingo such as “thx 4 ur help 2day”. Take the time to make sure your message makes sense and looks professional. Reading your email though the eyes of your recipient will help you send a more effective message and avoid misunderstandings and inappropriate comments.

Remember, emails that get read have subject lines that are intriguing and "from" people they know and trust. Above all else, keep in mind that everyone is busy and gets too much email.  The KardonTechnology social media marketing team can help keep your campaigns intriguing.    Communicating via email isn’t hard. Doing it well is what’s difficult.