Blog posts in Business software

Five reasons why you should upgrade to Windows 10 for business

Windows 10 has been available for five months now - which means a lot of the kinks and bugs have been smoothed out. So now's the time for businesses to see what Microsoft's newest OS iteration has to offer.

1: Usability

Microsoft dropped the ball somewhat with Windows 8 but it has redeemed itself with the release of Windows 10. Various features have been improved and have been designed for normal users, not least the return of the classic Start Menu, which many Windows users had missed.

Another feature that has been upgraded is virtual desktops, a feature providing opportunities to manage different projects on the go, without cluttering up the traditional desktop.

2: Security

With Windows 10, Microsoft has introduced multi-factor authentication, based on standards laid out by the FIDO (Fast IDentity Online) Alliance. Biometric authentication has also been added in the form of the Windows Hello and Passport features, using facial recognition, iris or fingerprint analysis. Passport relies on similar security measures, but allows you to access some services without using a password, such as email, social networks and ecommerce pages.

3: Consistent experience across devices

Microsoft's software has felt confused since Windows 8, with its focus on tablet usability, reducing efficiency for desktop users dramatically. Windows 10 has remedied this, giving both desktop and mobile users a consistent and enjoyable experience across devices. This is further enhanced by the introduction of universal Windows Apps that work across all devices, including Mail, Calendar, Photos and Videos.

4: Microsoft Edge web browser

We've seen the slow and steady decline of Internet Explorer. Now Microsoft has developed a new browser called Edge that promises minimalistic design with plenty of functionality.

Features such as annotation, saving and sharing of web pages will be a handy tool for companies that share information and resources, as well as being useful for web designers for editing web pages.

There's also a reading mode that eliminates ads, which allows the user to store and save articles for offline reading later on.

In addition, Edge boasts strong security features in comparison to its predecessor. Microsoft has also ensured that each web page loaded is processed in an app container, a client-side sandbox, minimising the risk of malware.

5: Cortana

Cortana has been seen as something of a gimmick. However, business users have welcomed Cortana's ability to help users find documents and to make notes and reminders. Let's face it, finding files can be a chore. Having a voice-assistant on hand to help you locate files is a real bonus.

Cortana isn't difficult to use either; unlike other voice-operated assistants, there's no need to use a robotic voice. Also, Cortana won't prevent you from typing or using the mouse, so you can use it to find files or ask for information without having to stop what you're already doing.

So - should your company upgrade?

If better and more streamlined security, enhanced user features and consistent experiences across devices appeal to you, then Windows 10 is well worth looking at.

It offers several editions, with the Home and Pro editions being suitable for home users and small businesses respectively. Alternatively, Windows 10 Enterprise is aimed at businesses of all sizes.

Author Ben Palmer-Wilson is a freelance copywriter.

© Atom Content Marketing 2016

More on this topic:

• The five best freemium business services
• Office suites
• Find the best web browser for your business

IT for Donuts: three reasons to use private browsing

IT for Donuts is our regular feature where we explain a tech term or answer a question about business IT. This time, we take a look at private browsing mode.

What is private browsing mode?

Most web browsers - like Internet Explorer or Google Chrome - offer a private browsing mode. This lets you visit websites without:

• Leaving a record in your web browser's history. (Your history is a big list of all the websites you've visited.)
• Keeping cookies on your computer or mobile device. (Cookies are small pieces of information used to uniquely identify your computer.)

Private browsing has different names in different web browsers:

• Google Chrome calls it incognito mode
• Firefox and Safari call it private browsing
• Internet Explorer calls it InPrivate browsing

In all these web browsers, you'll find the private browsing option either in the File menu, or from the new tab page. Private browsing mode is generally available on desktop and mobile device browsers.

There are many legitimate reasons to use private browsing. Knowing it's an option can make things a bit easier and quicker in your business. Here are three ways to use it.

1. Sign in to alternative accounts

If you're anything like me, you probably have a bunch of duplicate accounts for certain websites. Some sites - like Google - are good at managing this, letting you switch between accounts via a dropdown menu.

But some aren't so good. For instance, what if you have personal and business Facebook accounts and want to switch between them easily?

Well, when you open up a private browsing window, it's completely separate from your other browser tabs. That window doesn't know that you've already logged in to that website. You can log in again using a different username - without having to log out of your other account.

Just keep in mind that when you close your private browsing windows, your web browser will forget that you were logged in. That means you'll have to enter your username and password again next time.

2. Test your own website

If you're making changes to your website, it's a good idea to check it over from a 'clean' browser. This means using one that doesn't already have your site in its history, cookies and search history.

You could use another computer to do this, but private browsing mode provides a good shortcut, letting you see your website as a new visitor would.

You won't be signed in, you won't see any targeted content - and there won't be any cookies hanging around from previous website visits.

3. Use a shared or public computer

You should always be wary about entering sensitive details (like usernames and passwords) when using a public computer, or one used by someone else. It's easy to install keylogger software that records your log in details.

However, if you're sure you can trust the computer you're using, fire up a private browsing window before you start. That way, you can be sure that subsequent users of that computer won't be able to access any of your accounts or even see what websites you visited.

(To be safe, always quit the browser completely once you've finished using it.)

More on this topic:

• How to mute a tab in Google Chrome
• Two handy web browser shortcuts
• Find your system information easily

IT for Donuts: write emails people can understand

IT for Donuts is our regular Friday feature where we explain a tech term or answer a question about business IT.

This week, we reveal a quick way to check and improve your emails before you send them.

The plague of email

Long, badly-written emails are a plague on productivity. They can leave the recipients confused and unsure of what — if anything — they need to do in response.

If you find yourself writing an involved message, it’s a good idea to run it through Hemingway before pressing send.

Hemingway is a free online tool that gives your writing a readability grade. It also flags up complex sentences and highlights words that might be unclear.

I recently blogged about how I use it when I’m writing for websites like IT Donut. But you can use it to write emails, too.

How to use Hemingway

Using Hemingway is easy. Just write your email as normal, using Outlook, Gmail or whatever you normally use.

Once you’ve finished, click and drag with the mouse to highlight the text in your email. Then copy the text using CTRL+C (or CMD+V, if you have a Mac).

Then go to the Hemingway website. Click in the middle column, which will contain some introductory text about Hemingway. Delete this text, then use CTRL+V (or CMD+V) to paste in your email content.

Hemingway will give your text a readability score, shown in the top right of the window. Aim to get this below 10.

Editing your email

Hemingway will highlight your text where it identifies areas for improvement. Work through these one-by-one.

Often you can see suggested edits by running your mouse over the highlighted text. Good ways to make your text more readable include:

• Splitting long sentences into two or more separate sentences.
• Putting short, simple words in place of complicated ones.
• Using accurate, descriptive words that leave little room for doubt.

You can edit your text within Hemingway, then paste it into your email software once you’re happy.

Just remember: although Hemingway is a good way to sense-check a message, it’s not foolproof. Language is complicated, and often you’ll want to overrule its suggestions.

Previous tips:

• How to scan documents without a scanner
• Wipe your computers for disposal
• Copy formatting in Microsoft Word

IT for Donuts: the quickest way to make text bigger in your browser

IT for Donuts is our regular Friday feature where we explain a tech term or answer a question about business IT.

This week, we reveal the fastest way to make text bigger (or smaller) in your web browser.

Why change the text size?

There are lots of reasons for changing the text size in your browser. Maybe you're finding a website hard to read, or you want to fit more onto the screen at once.

Either way, it's super-easy to zoom in and out. If you're using a Windows PC, try these shortcuts:

• Hold down the CTRL key, then move your mouse wheel up (to make text bigger) or down (to make it smaller)
• Hold down the CTRL key, then tap + (to make text bigger) or - (to make it smaller)
• If you want to reset everything back to normal, hold CTRL and tap 0 (zero). This shortcut is handy if you've changed the zoom setting by accident.

On a Mac, use the same shortcuts but hold CMD instead of CTRL. 

It really is that easy — so you never need to squint at a website again!

Previous IT for Donuts tips:

• How to spot adverts on Google
• How to upgrade laptop memory
• View a website that's currently offline

Windows XP is dying - here's what you need to do

Are any computers in your business still running Windows XP? If so, listen up. The information in this blog post could help your company avoid unnecessary risks over the next few weeks.

As you might be aware, Microsoft is retiring Windows XP on 8 April 2014. After that date, Windows XP will no longer receive updates from Microsoft.

Security issues will not be fixed and bugs will no longer be resolved.

You can keep using Windows XP after 8 April, but that would be taking a gamble. With Microsoft no longer actively fixing security vulnerabilities, you can bet hackers will redouble their efforts to find new holes in Microsoft’s venerable operating system.

You must replace Windows XP

If your company is still using Windows XP, it’s not alone. By some estimates, worldwide there could be 100 million computers still running Windows XP when Microsoft pulls the plug. (Somewhat worryingly, 95% of cash machines are based on XP, although they tend to use a special version that will remain supported for a couple more years.)

For you, by far the safest option is to stop using Windows XP by 8 April. But how?

Well, if your computers are under four years old, it should be possible to upgrade them to a more recent version of Windows. (You might consider a memory upgrade, too.)

Microsoft is keen to push users towards Windows 8. However, it’s still possible to buy Windows 7 from some suppliers. Many people prefer this because the interface is more familiar if you're used to XP.

If your computers are getting long in the tooth anyway, it’s probably time to bite the bullet and invest in some new hardware. New computers are typically cheaper to maintain than older machines, which are more likely to break down.

Before you upgrade, check software compatibility

Before you rush out to buy new copies of Windows and install them on your computers, it’s important to do a few checks.

First of all, make sure all your current software and data will work with the new version of Windows you choose. Some older software packages don’t play nicely with newer versions of Windows.

Pay particular attention to business-critical applications, like your customer database or accounting software.

If you find software compatibility is going to be a problem, consider upgrading that software too, or switching to a different package.

It’s not too late to get Windows XP help

It’s wise to speak to an IT supplier. They can help you understand your options and make sure you haven’t missed anything that might cause problems.

For example, it’s not possible to install Windows 8 straight over Windows XP. You must perform what’s called a ‘clean installation’. This gives you the Windows 8 default settings, instead of carrying your existing settings over.

A good IT supplier may also be able to buy you some breathing space. For instance, in the short term you might continue running Windows XP on a computer that’s not connected to the internet, so hackers can’t attack it.

There’s plenty of official advice on the Microsoft website, although keep in mind that this will push you towards Windows 8 instead of Windows 7. If you’re not sure which version of Windows you have, you can also use Am I running XP? to see if you need to worry about upgrading.

Finally, a number of IT manufacturers are offering deals or trade-in programmes to businesses ready to move away from Windows XP. There’s a good round-up on the PC Pro website.

• The end is near for Windows XP
• Does your business need Windows 8?
• How to find an IT supplier
• Cheerio Windows XP (infographic)

The confusion of master spreadsheets

Spreadsheets are great. They’re easy to set up, personalise, and use. Except when you want more than one person to access the information in the spreadsheet. That’s why it gets trickier.

However, there are a number of ways to work around the problem.

1. Use a master spreadsheet

This method doesn’t require much technical knowledge, but can be labour-intensive, especially if you work with big files.

To begin with, set up a spreadsheet with all the calculations and fields in place, laid out and formatted exactly as you want.

Give a copy (with or without data) to each person who needs to use the spreadsheet. Let them add or change data according to their requirements.

Once everyone has finished changing the spreadsheet, someone has to manually open each edited file and collate the information back into a single spreadsheet.

This master copy can then be copied and disseminated, starting the process again.

If you take this approach, it’s important to have a convention for naming the files so you don’t get confused. I tend to use a combination of file name, user name and date. For instance:

• ItemPrices_John_19.1.14.xlsx
• ItemPrices_Martin_21.1.14.xlsx

Sometimes I have to add the time to a file name too, like ItemPrices_Martin_21.1.14_11:33.xlsx.

2. Have one spreadsheet file on a server

If your business has a server — whether in your office or in the cloud — you can keep a single copy of the spreadsheet.

Because only one person can open the spreadsheet at a time, there shouldn’t be any data issues, because one person has to close the spreadsheet before another can open it.

However, you'll inevitably find that more than one person wants access to the data in the spreadsheet at any one time. So what happens is one of your team takes their own copy, changes it … then confusion reigns and you’re back at method one again.

3. Set up shareable spreadsheets

Spreadsheets are just tables, with columns (field names) across and rows (records) down.

Instead of storing your data in a spreadsheet, you can save it using database software. This still keeps your data in a table (or several tables), but is superior in several ways:

1. You are not visually limited to a grid format. You can take (some or all of) the fields and lay them out however you want. Perhaps as a form on the screen, as a report, as a customer receipt … or anything.
2. You can filter your records easily. Select data using almost any criteria you can come up with, then view only the matching records.
3. Lots of people can use it. Anyone can create a new record at anytime. Only one person can edit a particular record at a time, but their changes become immediately available to everyone.
4. You can save more data. In spreadsheet software, you usually end up using multiple spreadsheets when you have lots of types of data. However, a single database can contain several tables that are linked.

   For instance, you can have a table of customer details and a table of invoices, linked together.

The advantage of using a database like this is that you only ever have to enter information once. You can simply re-use it when you need to. That avoids cut-and-paste errors and eliminates worries about which copy of the data is the right one.

• There’s beauty in business data
• Keeping your data safe
• Customer relationship management software

 Martin Bridges is an expert in office admin and developing relational databases who works at dataBASED.biz.

The end of Windows XP: what you need to know

Microsoft recently reminded Windows XP users that this venerable operating system is being retired in April 2014.

Windows XP has just passed its 12^th birthday, and on 8 April next year Microsoft will end support for it. If you’re still using it, this means you will no longer receive security patches or updates — and Microsoft won’t be able to provide you with any sort of support for Windows XP.

Time to ditch Windows XP

Because Microsoft will no longer be updating Windows XP to guard against new security threats, it’s important to move away from the software before April next year.

This may pose a challenge for any companies still using Windows XP — and there are plenty of those. Despite just passing its twelfth birthday, according to Net Market Share Windows XP is still the second most popular operating system, with a significant 31% market share.

XP has been a great choice for businesses. It was relatively easy to pick up because it feels familiar to many users and supports a lot of bespoke business software. As a result, many businesses have been reluctant to upgrade. 

Software has moved on

However, desktop software has come a long way since Windows XP was released in October 2001. So has hardware. In fact, Microsoft released three new versions of Windows over those 12 years: Windows Vista, Windows 7 and Windows 8.

Vista never really gained a foothold with businesses, but Windows 7 now enjoys considerable market share.

How to cope with the end of XP

If you currently use Windows XP on any of your business computers, it’s time to take action. Don’t put it off — once Microsoft drops support for Windows XP, so will many other software companies. You could soon find you’re unable to run some of your key business software.

More worryingly, in six months time you will be at an increased risk from malware and viruses, as hackers begin to target the unmaintained operating system. Consider your options now and plan to replace Windows XP before the deadline.

Upgrading Windows XP: your options

The most recent Microsoft operating system is Windows 8. It has a significantly different interface compared to its predecessors and has attracted some criticism for this, so you may be more comfortable upgrading to Windows 7, with its familiar look and feel.

There are also hardware factors to consider when you upgrade. A computer running Windows XP is likely to be as dated as the operating system itself.

Even if it can handle a newew operating system, it’s likely to be considerably slower than Microsoft intended — and this could hit your productivity. The end of Windows XP could therefore be a good time to replace your business computers, too.

Can we keep using Windows XP?

On the morning of the 9 April, your Windows XP computers will still start up as they have done for the past decade. However, the lack of support and updates — not to mention the increased threat of malware — should be enough to put you off of doing so.

Quite simply, after 8 April, the longer you hold on to Windows XP, the greater the chance you’ll suffer some sort of problem or catastrophe from which it’s hard to recover.

Microsoft is keen to see businesses upgrade, as this allows it to focus resources on developing new software, rather than maintaining older versions. However, it costs to upgrade, so there’s certainly a commercial incentive too.

In all, Windows 8 is a considerably more advanced and future-proof operating system than Windows XP. If you’re currently persevering with this old software, there’s no better time to make the leap and upgrade.

• Does your business need Windows 8?
• Will you have to upgrade to Windows 8?
• ISS it time to ditch Microsoft Windows altogether?

This is a guest post from Adrian Case, technical director at Akita IT support in Kent.

Friday tech tip: how to cut the background out of an image

We recently stumbled upon an amazing website that can automatically remove the background from photos and other images.

To do this properly, you usually need a copy of photo editing software (like Photoshop or the free Paint.NET), a steady hand and some patience. But now this site promises to do the whole thing for you.

It's great for achieving effects like cutting a person out of a photo or removing a dark background from an icon. For this week's Friday tip, we explain how to use it.

The website is called Clipping Magic. It's currently being tested, but seems to work very well. Here's how to give it a try.

1. Find an image to work with. We're going to use this photo of a boat, because it was the first photo that came to hand:

2. Go to the Clipping Magic website and select Choose file to upload your image. You can also drag and drop the image file into the page.

3. While the image is being uploaded, you'll see instructions about how to use Clipping Magic. Have a read if you like — it's pretty straightforward.

4. Next, you'll see your image on screen twice. On the left will be your original. On the right is how it'll look once the background has been removed.

5. To tell Clipping Magic which areas are the background, select the red minus sign, then click and drag to highlight the background on the left image.

6. Next, select the green plus sign, and use it to highlight the bits of the image you want to keep. Once you release the mouse button, the right image will change to preview the new image:

7. If the preview doesn't look right, you can highlight other areas to help Clipping Magic work out what to remove. Use the eraser icon to remove highlighting and the 20px dropdown to change the width of the highlighter.

8. Once you're happy, select Download to get a final copy of your image. Here's how ours turned out:

There are other settings to play with as well. It's best to just experiment with them to see what gets the best results.

We think that's not bad at all for a couple of minutes' work. Go on, give it a try yourself at Clipping Magic.

• The easiest way to flick between apps in Windows
• Shortcuts to create your PowerPoint presentation
• Quickly add annotations to screenshots and mockups

Friday tip: easily enter repetitive data into Excel

It's not much fun being an Excel novice. While undeniably powerful, Microsoft's spreadsheet tool is pretty intimidating if you don't know your way around it properly.

One of the most common Excel tasks is to enter repetitive information, like a list of sequential dates or the same number over and over again.

These tasks are time-consuming and soul-destroying, unless you know these handy shortcuts.

1. Enter a list of dates in sequence

Ok, say you want column A of your spreadsheet to contain a list of dates, running from 1 May - 30 May. You could type in each date manually. Or you could just follow these steps:

1. At the top of the column, type in the start of your sequence of dates. For instance: 1 May, 1/5/2013 or 01-May-13. 
2. Now, click to select that cell, and hold the left mouse button.
3. Drag the mouse down the column, still holding the button.
4. You should see a date appear next to the pointer, which changes as you move down the screen.
5. When you release the mouse button, a list of sequential dates will appear in the cells.

This also works for other data, including numbers, days of the week, times and more.

2. Enter the same thing into lots of cells

Sometimes you might need to enter the same number or text into several cells dotted around your spreadsheet. Here's how:

1. Click one of the cells into which you wish to insert the data
2. Holding the CTRL key on your keyboard, click the other cells into which you wish to insert the same data
3. Once you've selected all the cells, type in your data
4. Hit CTRL + Enter and the data will be added to all selected cells

What are your most-used Excel shortcuts? Leave a comment and let us know.

• How to upgrade your computer's RAM
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ISS it time to ditch Microsoft Windows?

The Windows blue screen of death. Seen one lately? (Image: namho on Flickr.)

We tend to focus on Microsoft Windows here on IT Donut. Although there are many alternative operating systems that are reliable capable and even free (like Linux), we've taken the view that it's easiest for small firms to stick with the status quo.

Quite simply, Microsoft Windows is one of the few pieces of software that's used almost universally by companies across the UK. Sit a new member of staff in front of a computer running Windows and there's a good chance they'll know how to use it.

Windows gets the job done

That's not to say for a moment that Windows doesn't have its problems. From the famed blue screen of death (see image) to the ridiculous Windows Update system that seems designed to kill productivity dead, Windows can be frustrating at times.

But by and large it gets the job done. And although it's arguable that the dominance of Windows has stifled innovation, if you're just trying to get stuff done then there's a lot to be said for having what pretty much amounts to a standard operating system.

Is change in the air?

However, having said all that, we're starting to wonder if change might be in the air. The ties that bind that businesses to Microsoft Windows may be loosening. Here's why:

• Although Windows dominates laptop and desktop computers, the picture's less rosy in smart phones and tablets. Apple and Google command the lion's share of these emerging markets. This means that as more businesses use tablets and smart phones in place of traditional computers, Windows may become less crucial for business.
• Windows 8 - the latest version of Windows - has an entirely new interface, which means bits of it are like learning to use a new operating system. Many companies seem reluctant to upgrade. Is it too much of a leap to imagine them considering entirely new operating systems?
• The cloud is making Windows less important. You can use online cloud services to replace much of your traditional software. These work on any computer, regardless of the operating system. They just run inside a web browser. Google's Chromebook works on this principle. Could it be the future of business IT?

But one story emerged this week that'll bring cheer to opponents of Windows, particularly those who prefer to use Linux. As it turns out, the International Space Station (ISS) is moving from Windows to Linux in order to improve reliability.

And let's be honest. If it's good enough to run the ISS, it's probably good enough for your average business.

• Operating system software
• What Windows 8 means for your business
• How to add a Start menu to Windows 8

TOTW: shortcuts to help you use PowerPoint professionally

Giving a presentation can be nerve-wracking. And let's be honest: although PowerPoint is a useful aid, many presenters rely on it too much.

But once you've made sure you're not committing any crimes with PowerPoint, here's a tip of the week (TOTW) with some useful shortcuts to make your presentation run smoothly and professionally:

Move through your presentation

Most people who use PowerPoint will know this already. However. if you tend to flail with your mouse to move through your presentation, why not try using the left and right arrows keys instead?

Tap these to step through your presentation one slide at a time - forwards or backwards.

Alternatively...
For a more professional look to your presentations, consider using a presentation remote control. This will allow you to step through presentations without having to stay by your computer. Kensington and Targus both make good models.

How to take a break

If someone interrupts your presentation unexpectedly, or you want to hold a group discussion without the distraction of what's on screen, use these shortcuts:

• Tap W to turn the screen white
• Tap B to turn the screen black

Just tap the key again to resume your presentation.

Scribble on your slides

You can literally underline a key point in PowerPoint, by drawing on the screen:

• Press CTRL + P to turn your mouse pointer into a pen icon
• Then click and hold the mouse to draw on your slides
• When you're finished, press CTRL + A

(If you use a Mac, tap the Command key instead of CTRL.)

Alternatively...
You can use a laser pointer to point at key items. These are available for a few pounds - just be careful not to point it in anyone's eyes!

• Three ways to avoid online scams
• Sound a warning when you hit Caps Lock
• How to edit a PDF

TOTW: four great Easter eggs - secret software features

Flying over London in Google Earth.

As we're about to head off for a nice long weekend, instead of the usual useful business IT tip of the week, this time round we thought we'd give you some useless ones. They're arguably more fun though.

Easter eggs aren't just big bits of chocolate you eat at this time of year. They're also hidden features in software that can be revealed if you know how. Here are our top four Easter eggs.

1. Fly a plane in Google Earth

You'll need to have Google Earth installed on your computer for this one, but it's worth getting just to see it in action.

Once you've opened Google Earth on your computer, press CTRL + ALT + A on your keyboard (on a Mac, hit CMD + ALT + A).

You'll enter the secret(ish) flight simulator mode, which allows you to pilot a plane through Google Earth. Be warned though, it's not easy to get the hang of. More instructions here.

2. See the beginnings of Firefox

Firefox may be losing ground to Google Chrome in the web browser wars, but it still has a surprise up its sleeve.

To see this Easter egg in action, open a new Firefox window, type about:mozilla into the address bar, then hit Enter. You should see a quote from The Book of Mozilla about the birth of Firefox. (Mozilla is the non-profit organisation behind Firefox.)

3. Turn your search on its head

Go on, hop on over to Google. Then type in do a barrel roll and hit Enter. You can also try searching for tilt.

(Warning: not for those who get motion sick easily.)

4 Play Snake on your Mac

Readers of a certain age will remember the game Snake from their Nokia phones with fondness.

But did you know you can play it on your Mac? Go to Applications, then Utilities, then Terminal. In the windows that opens, type emacs, then hit Enter.

A text editor called Emacs will open. Hold Esc and tap X, then once the cursor is at the bottom of the screen, type snake and hit Enter. Then prepare to waste the rest of your afternoon.

I'd hoped to include more Microsoft Easter eggs here, but it seems that by-and-large the company has stopped including them in its software. Spoilsports!

• Play a warning when you hit Caps Lock
• How to edit a PDF file
• Cut email replies down to size