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October 18, 2010

How to send Big Files By E-Mail

Have you ever tried to send someone a large file (like a picture, audio file, or graphic) only to discover it failed?
This usually happens because your file exceeded the size limitations imposed by the recipient’s mail provider – meaning, any e-mail exceeding a certain size is blocked. Why would someone do this? Mostly to save server space and bandwidth.
At the moment, Comcast, Earthlink, and MSN’s Hotmail all enforce a strict 10 MB limit. AOL’s limit is 16 MN, and Gmail, Verizon, and Yahoo allow e-mails up to 20 MB in size.
While this may seem like plenty of space, you can quickly exceed it if you send multiple photos or music files. Plus, sending large files by e-mail is not always a “polite” practice. Downloading a message can take up a considerable amount of the recipient’s’ total mailbox storage space. If they don’t archive or remove the message, the mailbox will read “full” and reject other incoming messages until additional space if freed up.
So what’s the best way to send large files electronically? We recommend using a free, web-based file transmission tools.
These services will allow you to upload large files to their servers so your recipient an download them via their browser directly to their hard drive. Almost all of these services are free with the option to pay a small fee for additional services.
One of the simplest is www.YouSendIt.com. This service will allow you to send up to 100 MB files. It also prompts you for the recipient’s e-mail address and will automatically send them a mail message that contains a link to your file. If you need more that 100 MB, check out www.DropSend.com, which lets you send files as large as 1 GB. DropSend’s free plan does require registration and limits you to five file sends per month.
The downside to services like the ones mentioned above is that they require you store file on an unknown server (of course, sending your e-mail via an ISP is the same).

October 1, 2010

Urgent Warning To All Business Owners

If you can't answer "Yes" to these 6 questions, your current IT guy has too much control.

Most business owners would agree that you need to have a certain level of trust in your IT specialist. After all, he or she does have access to all of your company's data and systems. But what if you were no longer satisfied with their IT services and were looking into replacing them? Could you be sure that he or she wouldn't do something to jeopardize your computer network and ultimately your business? Ask yourself the following 6 questions:

1. Do you know all the passwords? Every machine and Internet related device on your network has (or should have) a password. If your current provider is the only one who knows what they are then you cannot view, change, or update the system settings. You should also know the passwords to your company's database and accounting package so you can change them whenever there is a change in IT providers.

2. Do you know where your backup files are stored and if they are being stored properly? If you are like most business owners, you're too busy dealing with the "crisis of the day" to think about system backups and probably leave tasks to your internal expert. If your database gets fried and your tech is nowhere to be found, you might be in a lot of trouble.

3. Do you have all the product keys to your software? Product keys are long, alphanumeric codes, usually printed on the back of the software's packing material, that are required to install the software. Once installed, you don't need them again... UNLESS your system becomes unstable and you need to reinstall the program. Always make sure you have these stored in a secure location.

4. Do you know where all the software disks are stored? Taking a minute to organize and store your software disks in a secure place can save you a considerable chunk of money in the event that you need to restore a program on your computer. If you don't have the disk, you might be forced to buy the software again.

5. Do you know what routine maintenance must be done to your network? I know that the very idea of learning about and keeping track of all the servers, workstations, and peripherals on your network probably gives you a major headache, but it is important information to maintain. If your expert leaves without providing you with this information, you may need to pay a new professional to take this work over.

6. Do you know how to protect yourself from an ugly security breach if your computer expert leaves? What happens if you let go of your IT expert and he or she still has access to your company's network? As soon as humanly possible, you should disable his or her access, including remote access to your network.

If you answered "NO" to any of these questions, you need to get the answers soon. IT providers who are secure enough with the quality of their services will welcome the opportunity to provide you with the answers.

September 30, 2010

Is Your Computer Keyboard Making You Sick?

If you are squeamish or a germaphobe, don't read this!

Now that we're at the height of cold and flu season, you might want to take a closer look at what's living on your keyboard.

A series of studies called "Germs in the Workplace" found that the following four office surfaces had the most bacteria. (Ironically, none of these items are in the restroom.)

Phones

Desks

Computer Keyboard

Computer mouse

Obviously these are items you touch all day, every day. Germs and dirt from your hands and mouth get transferred easily onto these items, and vice-versa, making them breeding grounds for harmful bacteria.

A company named Which? swabbed more than 30 keyboards in it own office and found that four keyboards were "potential health hazards" because of high levels of bacteria. A microbiologist suggested the company get rid of one keyboard as a precautionary measure because it had 150 times more bacteria than acceptable limits and was five times dirtier than a toilet seat the company swabbed for comparison.

If you find the prospect that germs lurk under your fingertips too much to bear, there are steps you can take (and products you can buy of course) to help keep them - and your keyboard relatively sanitized.

The best advice isn't to worry about compulsively cleaning your keyboard, experts say. Equipment like keyboards and telephones can harbor bacteria and viruses, but using "good old soap and water on our hands is the best way to prevent transmitting illness to someone else," says Ardis Dee Hoven, a member of the American Medical Association.

Carrying portable hand sanitizers and using them regularly - particularly if you're in a public place, frequently shaking hands with others - may also be a good idea.

Which? asked more than 4,000 people how often they clean their keyboards. 46% said they do it less than once a month, and the remaining 32% clean their keyboards more than once a month.

The Bottom Line: to lessen your chances of picking up colds and flu this flu season, clean your phone, desk, mouse, and keyboard with disinfecting wipes regularly and practice common-sense hand washing techniques.