For companies interested in trying out cloud-based services, email maybe something worth trying. Here’s a breakdown of two options from two industry giants that may be worth considering.
Google Apps is a service from Google that started in 2006, with the introduction of Gmail—a hosted email service, and which later incorporated other apps such as Google Calendar, Groups, Talk, Docs and Sites. Google Apps allow customers an independently customizable version of these Google products under their own domain name. The entry level option is free, but the package offered for Businesses is a paid service with an annual fee per user and additional storage space.
- Storage. Gmail, Google Apps’ email service starts with a sizable 7GB of free storage. Business users get 25GB. Bear in mind however that this storage space is shared with any data you have in other Google properties such as Picasa Web Album and Google Docs. Extra space can be bought however starting with USD $5 per year for an extra 20GB of storage. E-mail attachment sizes are limited to 25MB.
- Calendaring and Task Management. Gmail can be integrated with the overall excellent Google Calendar application. Google Calendar allows you to easily share personal calendars with colleagues, or create shared calendars used by groups of people (such as a calendar to track meeting room reservations, marketing events and others). Google Calendar also offers a built-in, but somewhat underpowered task management tool. Tasks can readily be added with due dates, but not readily shared or cannot be nested or linked with other tasks.
- Spam filtering, security and reliability. Gmail’s spam filtering features a community-driven system. Email tagged as spam by users help identifies similar messages as Spam for all other Gmail users. Generally the system works well, although some have complained that it can get over aggressive in its filters. In terms of security and reliability—Gmail has been criticized in the past with showing ads in its free Gmail service that display based on key words in the user’s messages—potentially violating their privacy. Its paid service offers however the option of disable these ads. Reliability is generally good with very few, but widely publicized disruptions in service.
- Usability. Gmail offers a host of unique usability enhancements that make it different from most other mail services. For one for a web app it loads really fast, as Google has been known to studiously optimize web page loading performance for their products. Another is that it offers a threaded view of messages by default. It also uses a starring/labeling system to tag and segregate messages instead of using folders. Another interesting enhancement done recently is the ability to sort messages by “importance” where it learns based on your usage over time what email messages it thinks you think are important.
- Mobile access. Gmail offers a version optimized for mobile devices, as well as support for a variety of devices for their native mail applications such as iOS and Android.
Overall Gmail is a solid mature choice if you are thinking of moving email to the cloud and are not afraid of being on the bleeding edge of cloud services and technology.
Microsoft Office 365
Microsoft Office 365, like Google Apps, offers a host of applications such as online versions of productivity tools which we all already know and use such as Word, Excel and PowerPoint. Most however work best when they are used in conjunction with your desktop-installed Office applications. Focusing on email, Office 365 offers a Hosted Exchange service, which transforms the mature, business-proven on-premise application to an on-demand service. Compared to Google Apps, it is quite new—being introduced only last June this year, although its suite of products in an alternate form has been around for much earlier.
- Storage. Microsoft’s Hosted Exchange email service gives users 25GB of storage. Attachment file sizes are limited to 35MB. Additional storage can be purchased for $2.5 per GB per user per month.
- Calendaring and Task Management. Exchange integrates a mature feature set for personal productivity including calendaring, resource management, and task management. As an example tasks can be grouped, color coded and easily sorted. Emails can be converted as tasks and so on.
- Spam filtering, security and reliability. This is an area where perhaps Microsoft easily outshines Google with Exchange’s roots as an enterprise-class application. It offers spam protection, antivirus and others via Microsoft’s Forefore Online Protection for Exchange technology. It offers other features such as more full features user management, identity access management, mail archiving, etc. If you are in a highly regulated industry like financial services or healthcare these features may be essential for your business.
- Usability. While the web apps of Office 365 is not as fast loading or as slick as Google, it does offer familiarity. Modeled after their desktop brethren, or directly integrating with them—they offer a smoother migration experience for users specially if they have been weaned on Outlook.
- Mobile access. Like Gmail Microsoft made sure to support a variety of devices on launch, as well as integration with a variety of devices—specially enterprise stalwarts like Blackberry mobile phones.
Overall Office 365 is a solid choice if you are thinking of moving email to the cloud but may be hesitant with changing the apps your users already know and use. Also if you are a business with strict policies related to security and compliance—this service may be something your auditors and IT people may be more comfortable with.
Interested in learning more? Can’t decide which to try? Let us know and find out how we can help get you the right balance between your existing IT systems and infrastructure and the cloud.
Smaller businesses usually face the difficulty of having their voices heard in the market today. While traditional marketing and advertising methods cost a lot more than many of these firms can afford, an effective alternative has arisen that is both efficient and cost-effective: marketing through social networking.
One of the most difficult challenges smaller businesses face is having a bigger presence in the market. While many of these companies offer good, quality services at much more affordable rates, they are many times overshadowed by larger firms that have bigger budgets to spend on marketing, advertising, and the like.
Things have changed, though, with the advent of social networking. What was once a simple, social, get-to-know-each-other tool between people on the internet has now evolved into a tool that small businesses can take advantage of in order to get their voices heard.
The gist of social networking for business is the simple concept of reaching potentially millions of people at a mere fraction of what is normally spent on advertising and traditional marketing. The wide reach of social media allows businesses to find their voices and showcase what they can do. The playing field then moves from an unfair balance of advertising budgets to a battle of service quality and value for money, as it should be – and many smaller firms can compete effectively in this arena.
There are many ways to tap into the social networking phenomenon to boost your online presence and aid in your marketing. If you are interested in knowing more about this, please contact us and we’ll be glad to assist you in developing strategies that fit your specific requirements and needs.
Part of establishing a proper security cordon around your business data is having the right hardware – like a router/firewall – to get the job done, and done well. Resorting to cheap and basic equipment might cut it for simple personal or home use, but it’s not ideal for business applications.
In business, protecting important information and data is paramount. This is why it is recommended for any sort of business to invest in a security system that will prevent any cyber-attacks that might be launched against you.
Unfortunately, though, it’s lost on many that a security system is not just made up of one single thing – software, better staff, better hardware, et cetera. A good and solid security system is composed of several factors working together to create a virtual chain that envelops your business and keeps it safe.
And one of the most underestimated links in this chain is the router/firewall. Many businesses are content using the most basic and cheapest option available on the market, without realizing that their security chain is only as strong as its weakest link. And if you make do with a cheap router/firewall, odds are you’ll get what you pay for – not much.
While basic routers might work fine for homes or individual users, it is a much different scenario when it comes to business operations where basic just doesn’t cut it. Plus, there’s more at stake with business data, so why take the risk with cheap routers that lack the proper security features?
With viruses, malware, and the cyber thieves behind them continuing to grow and evolve, it is important that you understand what it takes to protect your system and your data – and invest in the best solution. Remember that it can take only one incident, one infiltration, to bring your whole business down.
We realize that every system is different and every business has its own specific needs, so if you want to know more about getting the right router/firewall for you, please don’t hesitate to contact us.
With so many smartphones out on the market these days, many would-be users find it difficult to choose which one works best for them. There is no right brand or model, only the right set of features for the intended use. Here are a few tips that might help confused buyers consider the right smartphone for them.
For many people these days, smartphones have become more of a necessity than a luxury. Being able to stay in touch through constant access to the internet and the thousands of mobile smartphone applications available has made smartphones an indispensable tool.
But with the boom in smartphone use, there also comes a conundrum for many: Which smartphone should I get? With so many choices out there, it’s becoming difficult and confusing to pick the right one. Here are a few quick and simple tips that you might find useful when canvassing the market:
1. Know what you want.
What do you need a smartphone for? Each handset has its own strengths and weaknesses. There are smartphones that integrate email and web browsing and put more focus on multimedia such as audio and video – while there are other no-frills, no-nonsense models that trim features down to those that are the most basic and essential.
2. Consider your carrier.
Carriers are important because there are some smartphones that are only available with certain carriers, or carriers that limit certain features of a particular smartphone. You do have the option of getting an unlocked phone (meaning the device does not come with carrier requirements), but this has its own set of pros and cons that you have to weigh as well.
3. Get a feel for your choices.
Nothing beats actual experience, so visit local stores to get the physical feel of each phone. Is the keypad big (or small) enough for you? Is the device too thick or too thin? Do you like the user interface or is it too complicated for you? These are just some of the questions that you can answer once you get an idea of how it actually feels to use them yourself.
4. User feedback is important.
Talk not only to sales people but also to other people you know. Your friends and acquaintances have actual experience with various smartphones, so ask them what concerns and issues they have with their particular models.
If you have additional inquiries about how you can better use your smartphone for your business, please give us a call and we’ll be happy to assist you.
Check out these top ten reasons why you should consider switching to VoIP phones for your business. Voice-over-Internet Protocol (VoIP) is basically technology that allows you to make and receive calls over data networks. Instead of traditional phone services which channel analog signals such as the sound of your voice over copper wires, VoIP converts these sounds to digital form first—so that they can be sliced, diced, packaged, and routed over a digital network.
Because VoIP technology uses the same ideas behind data networking, and allows the use of the same networks used by computers, voice traffic can also be routed through the Internet as well. Suddenly you can now dramatically reduce the cost of voice communications, as well as achieve creative combinations of both services to create new applications for use.
With today’s advancements in technology, and the constant lowering of prices as technology achieves mass adoption, VoIP is now within easy reach for most businesses—even small ones. In fact, many have already made the switch to an all-VoIP infrastructure, using a combination of VoIP phones and VoIP communication systems.
Here are ten reasons why you may want to consider switching to VoIP for your phone and office communication systems:
- VoIP can allow you to dramatically reduce the cost of communications, especially for interstate or international communications, since everything can go through the Internet instead of having to go through expensive long distance toll charges.
- You can make and receive calls from multiple devices—for instance, on a dedicated phone, your PC via a software-based phone, or even a mobile phone with VoIP capabilities.
- It’s easier to add extensions to your phone. You can provide a local number or extension for all your staff without additional costs or cabling.
- VoIP allows companies to maximize investments already made in their network infrastructure. The same network that handles the flow of data such web access and email can now accommodate voice as well—no need to add and maintain additional wires and devices.
- VoIP allows your employees to be more productive and efficient by giving them the ability to receive and make calls anywhere with a data connection.
- VoIP reduces the complexity associated with having to manage multiple networks and devices for communication. A company can potentially set up their office network so that each employee can use a single device such as a computer or a smart fixed or mobile phone to handle everything from email, chat, messages, faxes, and more.
- You can use VoIP as a tool for real-time collaboration along with video conferencing and screen sharing.
- You can potentially unify your communication channels, streamlining communications and information management—for instance, marrying email with fax and voice in one inbox.
- You can employ presence technologies that come standard with VoIP phones and VoIP communication systems. This technology can tell colleagues about your presence or give you info on the status and whereabouts of your staff.
- You can employ intelligence into how your calls are handled, such as: providing automatic call routing based on the number, time of day, etc; providing an interactive voice response when a call comes in, such as voice prompts that guide callers; call reporting; and more.
VoIP is certainly a technology that has come of age. It’s cheap, ubiquitous, and easy to use. Interested? Contact us and we can help you make the switch to VoIP for your business today!
While Microsoft’s Internet Explorer continues to enjoy a wide audience – businesses included – a new flaw has been discovered in the browser. Called “cookiejacking”, the flaw allows hackers to access passwords and other personal information stored in any cookie from any website.
Despite a few flaws, Internet Explorer remains one of the most commonly used browsers in businesses today, making it a ripe target for hackers looking for security flaws to exploit.
One such flaw has been discovered recently by a security researcher in Italy. Dubbed “cookiejacking”, the flaw allows hackers to hijack a cookie of any website, thereby allowing them to gain access to passwords, credit card information, and various other data stored in the cookie. The flaw is found in any version of Internet Explorer in any version of Windows.
However, users must first drag and drop an item before the exploit can be activated. It might sound like a bit of a stretch, but hackers are known for their creativity, so expect that a seemingly appropriate situation will be presented in which you will find it perfectly normal to do a drag-and-drop action.
Microsoft responded to the threat by labeling it as “low risk”, citing the level of user interaction required for cookiejacking to occur. It did, however, encourage users to be more vigilant and alert, as well as to refrain from clicking suspicious links and visiting dubious websites.
Regardless of what platform or OS you use, there is always the constant threat from cyberattacks – all it takes is one attack to break through and put important business data at risk. It is essential to always educate users on how to avoid being victimized by scams and hacks, and to have the right security software to ensure that your company’s information is safe and secure.
If you are interested in user training for security and / or better security protocols, please give us a call and we’ll be happy to draw up a custom security blueprint that’s tailor-made to meet your needs.
Keeping your IT system safe is more than just getting the right security software – it also entails training your employees to become more responsible users and making them more aware of how to prevent becoming unwitting accomplices in letting malware into your system.
One of the things many people fail to realize is that securing business data from malware and other sorts of cyber-attacks doesn’t stop with implementing the right security software. These days, cyber-criminals also use all sorts of tricks to bait unsuspecting employees into being catalysts for malware entering your system.
Reports cite that as much as 60 percent of cyber and malware attacks on businesses are done through social engineering – meaning that instead of a direct attack on your system, hackers are using ploys found on email and social networks to get people in your organization to unwittingly introduce malware into your IT infrastructure.
This is why it’s equally important to put emphasis on training your employees to recognize common cyber-attack strategies such as phishing, or how to use proper virus scanning software so any external or thumb drives they plug into their computers are malware-free. Remember, it only takes one mistake from a gullible employee to open the gates of your system to keyloggers and other sorts of malware and viruses.
Keeping your company’s IT system safe is an investment. Getting the right security protocols and then training your employees to not only use and respect these protocols but also be more aware about security risks goes a long way in keeping your data safe and your operations stable.
If you’re one of those people who believe that Macs are impervious to virus attacks, it may be time to rethink that belief: A new threat to Mac systems has been discovered. Called MacDefender, this malware deceives and bullies users to pay for fake anti-virus software.
It is a widely held belief that one of the reasons Macs are superior to other systems is because of their ‘invulnerability’ to viruses, malware, and similar threats. All well and good, except for the fact that a recent rogue anti-virus malware that specifically attack Mac OS X systems has been discovered.
So much for the ‘Mac = no virus’ myth.
Called the ‘MacDefender’ and also known as Mac Security and Mac Protector, this malware tricks users by having them think that their system is under attack. It begins when users visit a malicious website where the program automatically downloads itself to the computer. If you have the “Open safe files after downloading” option selected, it automatically installs itself onto the system. The original installation package is then also automatically deleted.
Next, a new menu item appears on the Mac OS X menubar. You’ll see a small orange shield that becomes red, which supposedly means that there are viruses in your system. You’ll then be prompted to “register” – which involves giving out your credit card information – to a website to clean the virus. If you don’t, the malware will then direct your browser to porn sites to ‘encourage’ you to register and pay up.
To know more about how MacDefender works, check out this video.
While Macs are certainly targeted less than Windows systems, the threat of getting infected by viruses and malware is very real, especially if myths like Macs being impervious to viruses persist. To know more about protecting yourself from threats like these, please contact us so we can draw up a plan to keep your system safe and secure.