Small businesses rely on the availability of their data to keep running, so data loss is arguably more catastrophic for them than for consumers. In fact, a recent survey found that 48 percent of small businesses had suffered data loss. The top causes of small business’ data loss included hardware/software failure, accidental deletion, computer viruses and theft.

Having said that, losing precious family photos of your children, birthdays, holidays and weddings can be equally as heart-breaking and backing up these precious memories is incredibly important.

Since online backup’s securely store your files away from your premises at off-site server locations, your data will stay intact and available even if your premises suffer a disaster. With more and more emphasis on “cloud computing” it only makes sense that backup services should take advantage of this hot trend in technology.

Nerd Online Backup is a powerful tool that backs up your important business and/or personal data to secure facilities in both Auckland and in Christchurch, meaning that your data will be safely preserved somewhere and easily recoverable in the event of a disaster.

Once setup by a friendly Nerd, backups occur automatically in the background so there is no reliance on someone remembering to do something (one of the biggest reasons backups don’t happen). And with our fantastic on-going support contracts, you can rest assured knowing that whatever happens, your data is safe with Need a Nerd.

Do you have a question about the Nerd Backup service? Send it to us below;

Some of the findings included:

• Mobile users get to the phishing site sooner than PC users;
• Mobile users are three times more likely to submit their username & password to a phishing site than desktop users;
• Eight times as many iPhone users accessed these phishing sites than did users of other platforms.

Why would this be so? Perhaps because PC users are more naturally suspicious of on-line scams as they have been spam victims for years. But smartphone users might think of their devices as being the same as the good old telephone, a trusted tool. But they are not.

As the number of smartphone apps continues to grow, you might want to ensure that any apps that you do download are just that – apps – and not points of entry into your smartphone and, by extension, your personal data. Even retired American four-star Gen. Michael Hayden, (former Director of the National Security Agency and Director of the CIA) is concerned. “In the popular culture,” Hayden is quoted in Wired Magazine, “the availability of 10,000 applications for my smart phone is viewed as an unalloyed good. It is not since each represents a potential vulnerability.”

Yep, each app that you install on your smartphone is a potential vulnerability. It is precisely for that reason you should be making decisions about what you install based upon rational thought processes. Sometimes the reward is not enough to balance the risk. For example, you might choose not to drive 130kph on the Western Motorway because the potential cost (i.e. a speeding ticket) isn’t worth the benefit of arriving home a few minutes sooner.

Take the same approach when installing software on your smartphone. Before you download any apps, take a good look at what you may be risking.

Do you do online banking or shopping with your smartphone? Do you have business or personal contacts? How about access to an email account with private emails? All of the information may be compromised if one single bad app is installed.

After you identify what assets you have and their value, then consider the app you are installing. What is the benefit it promises? Is it worth potentially risking your information for a funny picture or a game you might play a couple of times a year and can probably play online, rather than installing it on your smartphone?

The important thing to keep in mind here is that General Hayden is saying that any application is a potential vulnerability. This means that you should be prudent when installing every single application on your smart phone. Do a serious risk/benefit analysis. Do you use your smart phone for online banking? If the answer is yes, then there is more risk. Do you use your smart phone to compose emails that are private and you do not want shared with anyone other than the intended recipient? If the answer is yes, then there is a significant degree of risk. Do you have business information on your smart phone? If yes, that adds a degree of risk.

Do you know anything about the developer of the app? Reputation is a valid part of the equation, but even reputable developers will make mistakes that can allow a hacker access to your device. We are not saying that you should not install any apps, but do keep in mind that each app is a potential vulnerability and ask yourself if the benefit the app provides is worth the added risk.

FUNCTION KEYS

If you need to rename a file forget double clicking on it and risking opening it by accident. Instead click it once and press F2 and type your new file name.

Want to change text from lower to upper case? Click on the word and press Shift + F3. The first press will take the first letter of the word up to upper case. The second press will change the entire word to upper case. The third press will change the case back to lower.

Get to your web browser’s address bar in a hurry. Press F6 to get to the address bar in Microsoft’s Internet Explorer, Mozilla Firefox or Google Chrome and type the internet address you’d like to browse too.

THE WINDOWS KEY

The Windows key, in the bottom left of the keyboard, is often ignored. Pressing it on its own will open the Quick Launch list usually started by clicking the Windows Orb in the bottom left of the Windows 7 and Windows Vista screen and the Start button in the bottom left of the Windows XP screen.

Pressing the Windows button with other keys can also save time.

Windows + E will open the Windows Explorer window at the Computer or My Computer folder.

Windows + F together will open a search window from where you can search for files and folders which are hiding on your personal computer system.

Want to nip out for lunch, but don’t want to shut down your computer? Press the Windows + L simultaneously to lock your computer; you’ll need to put your user name and password in when you come back to the machine. If you haven’t already set your user account up with a password, do so.

Lots of windows open, making it hard to see what you’re working on? Press the Windows + M to minimise every open window and take you back to the Desktop. Pressing the Shift + Windows + M afterwards will restore your computer to how it was.

Want to run a program using the command line? You don’t need to delve deep into Windows inner workings to find it. Pressing the Windows and R keys simultaneously will bring the command line up.

The function keys are designed to give the keyboard special features. Pressing the Windows and F1 key will conjure up the Help window in whatever program you are running and also in Windows.

The Windows + Tab, pressed simultaneously, can help you switch between windows in which you are working. Great when you need to copy text from an email, for example, into fields within a web page. Internet banking just got a whole lot easier.

Sure you want to delete some files that you don’t want hanging around in the Recycle Bin on your PC? Hold Shift before you press Delete and the files will be permanently deleted. Be certain what you’re deleting.

Everything from the machine’s motherboard to its processor, RAM, optical driver and Wi-Fi hardware is packed into such a tidy package. Unfortunately the computer can get very hot and be in danger of overheating. Modern notebooks and netbooks contain cooling fans and a specially designed to reduce heat to prevent electrical meltdowns, but it doesn’t hurt to give your hardware bit of a hand.

Give your hardware a hand

The holes on a portable computers case have been put there for a reason – to allow cool air in, hot air out and prevent your notebook or netbook from overheating. It’s easy to forget this and accidentally cover up the ventilation areas with a blanket or clothing. This can cause serious hardware issues, especially if the notebook is used like this for an extended period of time.

One low tech solution is to place your notebook or netbook on a raised surface. A book or board placed to left the rear of the device off the surface below will allow air to flow in and out, keeping a more suitable temperature inside.

You can also obtain a cooling pad from a computer retailer. These devices are usually fitted with a couple of cooling fans which augment those built into the computer. They derive their power from the computer’s USB port when the computer is switched on.

Another option is a mounting station where your notebook or netbook can sit, held in place by the stand safely off the table or desk.

PERIPHERAL PLEASURE

While you are looking at ways of extending the computers life, buy yourself a full sized desktop keyboard for when you are working at your desk. You don’t have to take it on the road with you. A simple mouse can be a lot easier to use than the notebook touchpad as well. You can smaller ones for your computer bag, or normal sized ones, and as with keyboards you have wireless or wired options.

You could also pickup an LCD screen for use at home or in the office. A bigger screen can be better on the eyes, and is especially good for distance work. Check your computer for a VGA, DVI or HDMI port and make sure you get a screen that is compatible. You can find out about these ports at http://en.wikipedia.org/wiki/List_of_video_connectors.

OPTIONAL OPTICAL

Another option for the netbook owner is an optical drive. Consider a DVD or Blu-ray drive without burning. DVD writers will read and record to CDs and DVDs while Blu-ray writers will also read and record high definition video and have much large capacity for data.

A must for any computer owner is an external hard drive to back your precious data. With Windows 7 Backup and Restore Centre you really should invest in one to protect your precious information.

Others, treated correctly, can outlast the portable computer they came with.

If you learn to think “battery” and look after your computer’s power house you’ll get more out of them.

KEEP COOL

The first and easiest rule to remember is to keep the notebook or netbook as cool as you can. None of the computer’s internal components copes with heat well so blocking any ventilation ducts while using your notebook or netbook on a duvet or couch are bound to cause you headaches. Batteries can overheat in such conditions leaving causing the battery life to shorten considerably.

TWEAK SETTINGS

Extend your battery’s life by tweaking your notebook or netbook to use less power in the first place.

Dimming your computer’s display screen will help as will turning off hardware such as wireless, Bluetooth, card readers and optical drives when not in use. Unplug adaptors and USB devices when not using them to save more power.

Simple word processing and web browsing don’t use much power, but high end computing like digital photograph and video editing do. Avoiding doing these tasks on your notebook or netbook when on battery will help prolong your battery life.

USE PRE-INSTALLED SOFTWARE

If your notebook includes software from the manufacturer to manage its battery power, use that software to increase the battery life by changing the settings to the most power saving mode.

If this software isn’t included, Windows includes its own power management options under Control Panel > Power Management. From there you can set the computer to a more power saving mode and also customise the display brightness as well as control when the notebook will sleep or shutdown when power is low. Most of the advanced settings relate to saving power when the notebook is not being used however.

REMOVE RATHER THAN REPLACE

If you’re primarily working from a single location for weeks at a time and have access to mains power, take the battery out of your notebook or netbook all together. When you are plugged into the mains, with the battery plugged in, your computer is constantly drawing from the battery and then topping it up. Such an activity will very slowly shorten its life. Make sure that no dust or dirt will enter the compartment where the battery was housed.

The simplest thing you can do to conserve battery power is to turn the computer off when you have finished using it. Clicking “Shut down”, rather than closing the lid will ensure it is off and not in some low power mode.

The most important thing is that you have the right amount of power when you need it so that you can enjoy your portable computing experience. If you are a mobile warrior, consider buying a spare travel battery which has increased storage power (and weight) to keep you going longer.

Windows 7, the latest flavour of Microsoft’s operating system, comes with “Windows Easy Transfer” which lets you copy files and settings from one computer to another.

You can use it to transfer User Accounts, Documents, E-mail, Internet Favorites, Music, Pictures, Videos and no information is deleted from your old computer.

If your old computer is not running Windows 7, but an earlier version of the operating system like Vista or XP, you can download Windows Easy Transfer from Microsoft (http://bit.ly/KG0HK). If you need to download it you’ll need to make sure you get the right version for your operating system which could be 32 bit or 64 bit.

Transfer via cable or hard drive

When you launch Windows Easy Transfer on your old PC you’ll be asked whether you’d like to transfer via an “Easy Transfer cable” which you can buy online, an external hard drive from any retail shop or a network connection such as your broadband router. The easiest and quickest way is via an external hard drive.

When you have selected you’ll be given two options: “This is my new computer” and “This is my old computer”. Select the second option and let the utility search your hard disk drive for files and displays them in the window. If you want to transfer everything Windows Easy Transfer has found over to your new machine click Next, otherwise click Customize to edit the folder list. Further customization is possible by clicking on the Advanced tab.

When you are ready to transfer your files the utility calculates the total size in the bottom right hand corner of the window so that you can be sure you have enough room on your external hard disk drive (if that’s the option you’ve chosen).

Click Next and you’ll be prompted to “Save your files and settings for transfer” and you are given the option of creating a password which will stop others from secretly copying your files when your back is turned.

The length of time it will take to save the file will depend on the amount of data on your computer. You might need to leave the computer on overnight if you have a lot of data.

Now unplug the external hard disk drive from your old computer and plug it into the new one. Find the transfer file and double click on it, initialising the second stage of the transfer operation.

If you’ve password protected the file you’ll need to enter it now. Again, for large files you might want to set this process in motion overnight.

You’ll be asked “What do you want to install?” If you click on “Choose the programs you want to install” you’ll be given a list of applications which must have been on your old computer. You can do a screen print and use the list to hunt out the installation CDs you have hidden away in that shoebox of computer goodies somewhere. Now might be the time to throw out any disks you no longer need.

Whether it’s an old fashioned desktop computer gathering dust or a lavish laptop languishing in its carrying bag, your computer needs to be honed for that next task you have for it.

There are plenty of things you can do to help make your next computing job a lot easier next time you re boot your machine. Why not get it done now?

CLEAN OUT

If it’s hard to find that important icon containing the shortcut to your favourite program or file, try having a file clean out. Sometimes Windows will prompt you to delete seldom used icons. Don’t wait until then to get rid of the rubbish. If you really must have icons as far as the eye can see try downloading the free version of Fences from www.stardock.com.

Fences helps you organise your desktop and can hide your icons when they are not in use. After installation Fences will automatically tidy up the clutter on your desktop.

COMPUTING BY NUMBERS

Windows 7 and its predecessor Vista enable you to launch any program on the Taskbar at the bottom of the screen by pressing the Windows button and a number. Pressing Windows + 1 will open the first program on the Taskbar, which is Internet Explorer by default, Windows + 2 launches Windows Explorer,  Windows + 3 Windows Media Player 10 and so on.

Drag shortcuts from the Start menu, or the desktop, to the Taskbar to customise this function to suit you. In Vista you’ll need to enable the Quick Launch toolbar by right-clicking the Taskbar, clicking Toolbars, and then click Quick Launch.

DON’T BE TOO HASTY

It’s very easy to clog up a small hard drive with software you don’t want, even when installing software you do.  Even reputable software makers include add on toolbars which you might not want when you install their software. Be sure to read every pop up that appears as you install, and that you tick only the components of the software that you want.

GET YOUR BACKUP

Finally, remember to keep your data backed up. Losing precious family photos can be annoying but the loss of vital business data could send your business to the wall.

Make regular back- ups of your data through Windows built in “Backup and Security Centre” and make multiple copies. Backup media, whether it’s an external hard disk drive or optical media like a Blu-ray disc, DVD or CD, can fail.

SURE SHUTDOWN?

When you’ve finished your maintenance chore be sure to shut down using the Shutdown command in Windows. Using the power button on your computer’s case may only put it into Sleep mode which will still consume power. This can be disastrous for a road warrior relying on his laptop’s battery to send that next email.

Rebooting is also essential to ensure all those automatic updates Windows gets are properly installed into your computer system.

Treating your computer like a master craftsman treats his tools will give you hours of more trouble free computing.

Nokia, the world’s largest manufacturer of mobile phones, signed a deal with Microsoft last year promising to have Microsoft’s mobile software installed on its phones by next year.

Windows phones to outsell Apple

Improvements to the Windows Phone 7 software, codenamed Mango, coupled with the Nokia deal has New York based IT analysts Gartner predicting Windows Phone sales will reach 20 per cent of the market by 2015, outselling the iPhone by a few per cent.

Microsoft has not said when it will bring its 500 new features to market other than it will be before Christmas and it will not be called Mango.

Android leads

Google’s Android smart phones are currently leading the market, with 22.7 per cent of it last year compared to the iPhone’s 15.7 per cent of the market and Microsoft’s 4.2 per cent.

Apple jealously guards information around it’s iOS operating system, running on iPhone’s and iPad’s, while Google allows it’s Android operating system to be installed on any supported device, currently installed on 42 different handsets from a range of manufacturers.

That surely is the secret to its success.

The smart money, according to Gartner, is on Android which is expected to double its market share in the next three years. Windows Phone 7 Mango is expected to have half of what Android will have in three years and Apple is expected to trail behind with the iPhone.

Why’s it smart?

A smart phone, if you are wondering what the fuss is all about, is a mobile phone whose functions go over and above those of the standard mobile phone.

Early smart phones, such as the Blackberry and Palm Pilot, were high end devices whose functionality, and price range, was beyond all but the richest and most connected (in more ways than one) business people.

Apple changed all of that with its iPhone, in 2007, and Google followed suit.

Modern smart phones can easily be personalised to suit the owner.

Still and video cameras come as standard, but if you want to make video calls over your mobile connection or the internet you might want to download and install a specialist application for the job.

The iPhone comes with Facetime, Apple’s answer to Skype, while Skype can be downloaded for free for the Android. Skype for the Windows Phone is undoubtedly, coming after Microsoft announced it had bought the free software last month for more than US$8 billion.

All Windows smartphone’s come with stripped-down word processing packages, which allows you to work on the go. Some have pop up keyboards, which are touch sensitive, and others have slide out keyboards which emulate micro laptop.

If you’re in the market for a smartphone don’t get caught up in the hype. The best advice is to choose your mobile carrier and look at the models on offer. Do your research before you wander into the retail shop and ask if you can handle the model you have in mind.

Check the keyboard

If word processing is the main feature you want from the phone you probably need a laptop instead, but if you are serious about using your phone for such a function check out both the ease of use of the keyboard, and whether the software comes pre-installed on it.

Maintaining your computer software and hardware can take up more of your time as your computer approaches the end of its lifetime. As you install more software, create more files and as your hardware ages you will find your computer running slower and slower.

Old unwanted, programs can be uninstalled. Unwanted files can be consigned to the Recycle Bin and the internal workings on the machine can be given a spring clean, but getting someone to do this for you can on an older computer can cost hundreds of a dollars a year

When should you upgrade?

When your maintenance costs reach roughly a quarter of what you would spend on a new machine it’s probably about time to upgrade.

It usually takes about four years to get to this stage. That said, a well looked after and maintained computer can go on for years, only requiring upgrading to run the latest software.

Before you upgrade

Do some homework. Look at the requirements of the software you want to run first. Your favourite computer aided design package, for example, has probably gone through three or four versions since you last installed it and you may find its minimum system requirements have increased.

Have a look on the websites of your favourite technology stores for a rough guide before buying and consider having a new computer custom built by your favourite techie. Sometimes building a machine can be cheaper than buying off the shelf.

Personal computers are almost out of date when you buy them. There’s always a more up to date, and expensive, model that you could get with a faster processor, a larger hard disk drive and more memory. It’s worth setting your basic requirements, and then looking for a machine with higher specifications so that it will handle whatever you throw at it when you get it back to your home or office. It should then be able to handle the other jobs you hadn’t thought about when purchasing.

While it will vary from machine to machine, depending on its specifications, expect to get about four years out of a PC. Not because it becomes unusable after that time, but because new components have become so much more powerful.

What was hot, and expensive, when you bought your last computer is now standard and cheap. Because of this every year, you get more bang for your buck.

Game on

When buying your new PC consider games for the kids. Windows 7 has some basic ones, such as Purble Place, built in for the pre-schoolers as well as old favourites such as chess and backgammon.

You might want to consider a machine with wireless capabilities, which connects to the internet via a Wi-Fi receiver. To do that you’d also need a Wi-Fi modem. The advantage is that you can connect to the internet without cables trailing about the place.

Extended warranties offer extra piece of mind, but make sure you are paying extra for protection over that provided by the Consumer Guarantees Act. The act gives you the right to have your machine fixed if it fails and it must last a “reasonable amount of time”. If it can’t be fixed you have the right to a replacement or a refund.

For more information visit consumer.org.nz.

Goods purchased for business use, however, are not covered by the act. Finally, when you buy that new machine grab a portable hard drive at the same time make sure to back-up regularly. Set your machine to copy your important files on a daily, or at least weekly, frequency to give you extra peace of mind.

The software giant behind the Windows operating system has built HomeGroup into all editions of its Windows 7 operating system to make sharing files on multiple home personal computers, such as a desktop and laptop, easy as well as sharing the home’s printer.

Network with just a few clicks

Setting up a home network used to require an intermediate or advanced computer technician, but the HomeGroup function can be used to link two or more computers with just a few clicks of the mouse and a few keystrokes.

You can use HomeGroup to share all your documents, just a few selected folders such as Pictures and Video, or just one folder such as Music.

If all the personal computers in the HomeGroup belong to you, you can give every machine permission to open and edit files in your Documents folder. If they don’t you can give other computers read only access. Files, such as Microsoft Word documents, can be opened and read but no editing is allowed.

Before you set up a HomeGroup you’ll have to physically connect the computers you want to join using an Ethernet cable with a router in the middle. Most broadband modems are great for this job. If your computers have wi-fi capability you can also connect them via a wireless router using the Wireless Network Connection. If you don’t know how to do this go to microsoft.com and type “Setting up a wireless network” in the Search box.

To set up a HomeGroup go to Start>Control Panel>Network and Internet>HomeGroup.
If there isn’t a HomeGroup in place already Windows 7 will ask you to “Select stuff you want to share”. There are boxes alongside the Pictures, Documents, Music, Printers and Videos folders. Tick which ones you want to give other computers in the group access to, with your mouse pointer. Click on Next.

On the Create a HomeGroup screen Windows 7 displays a random passcode which it is advised you print, alongside instructions for others to join the HomeGroup. Once you’ve printed it and used it to set up other computers in the HomeGroup be sure to put it somewhere where others can’t find it.

To join an existing HomeGroup go to: Start>Control Panel>Network and Internet>HomeGroup. A window entitled “Share with other computers running Windows 7” pops up and you can either click Join Now or, if you have second thoughts, Cancel. You will only get this screen if a HomeGroup already exists. If one doesn’t you’ll be prompted to create one.

After clicking Join Now you’ll be asked what folders you’d like to share with others computers in the HomeGroup. Now’s your chance to share the contents of your computer’s hard disk drive with others in your HomeGroup. Maybe you want your children to critique that novel you’re writing before it’s finished, or you’d like to share some of your favourite music or videos with them. After ticking the appropriate boxes click Next.

You’ll be prompted to type the HomeGroup password. You only need to type the password once to get access to whatever folders and printers others in the HomeGroup have already granted you access to. Click Finish.

Now you’re connected click Start>Computer to see a list, in the right hand side of the screen, of all the computers connected to the network. You might have to scroll down to find the Network list since it’s below information related to your personal computer.

Under Network click on the name of the computers whose files you want to peruse, then click Users to get a list of users who use that machine. Once you’ve clicked on a user’s names you’ll be given access to the folders they are prepared to share with you.