These steps can prevent the majority of potential hacks.

1. Don’t open email or browse the web while logged in as an Administrator.
Administrator accounts are only suitable for (un)installing software and changing computer configurations. If an admin account is exposed to malware the computer is more likely to be compromised to the core. That’s just making it easy for hackers.

If a computer login account is an admin and those rights are needed, do the following things:
- Go to control panel and create a local administrator account for the primary computer user with a strong password (see #3).
- Change the regular login account to a limited user account.

2. Keep your PCs patched.
Patches are usually applied by the IT department when they don’t interfere with work – at night or on weekends. Find out when the PCs are patched and leave computers on. Log off and let the system apply the patches that have passed testing.

Monitors can be turned off to save power.

3. Don’t use a simple password.
When other people get infected with malware (such as the Conficker worm) their machines continuously attempt to breach passwords of the machines around them (as many as three million guesses per hour for an indefinite period of time). The machines do this by downloading dictionaries of all known words and numbers and trying them in various combinations and with common letter substitutions. For example, P@$$w0rd42 is actually not a strong password, even though it will stand up longer than Princess42.

Use a passphrase to create a strong password. “All work and no beer makes Homer go crazy!” becomes Aw&nbmHgc! The phrase is difficult to guess, easy to remember and can just be repeated as each character is typed. An easy reminder can be kept without compromising the account that says password=crazybeer.

4. Turn off two simple settings in Adobe Acrobat and/or Adobe Acrobat Reader.
Half of all machines are infected by exploiting Adobe vulnerabilities.
a. Launch Acrobat or Acrobat Reader.
b. Click Edit.
c. Click Preferences – We are going to make two changes.
d. Under Categories on the left side, click JavaScript, then clear the box that says “Enable Acrobat JavaScript in the right window.”
e. Under Categories on the left side, click Trust Manager. In the right window, clear the box under PDF File Attachments that says “Allow opening of non-PDF file attachments with external applications.”
f. Click OK to accept the changes.

5. Call Responza to assist in patching applications.
Periodically, machines may prompt an update of Java, Flash, Acrobat Reader, Firefox or some other application that are prevented from automatically launching by security settings. In such instances, check with the IT department before accepting updates. Sometimes, updates break applications or cause weirdness in PCs. Responza’s IT Pros can assist with patching processes.

Call your Responza IT Pro if you have any questions about security and policies for protecting your business data: 206-762-2100.

Unlocking specific cells in protected worksheets
Unlocking input cells and protecting sheets is a simple enough process, but a truly knowledgeable user can get around it. For those users, there’s a simple macro for resetting things (which is the final tip noted here).

Unlock input cells in the simple sheet shown below:

There are only two cells that need to be updated in this sheet: B1 and B2. To unlock these for other users, do the following before you protect the sheet:

1. Select the input cells. In this case, that’s B1:B2.
2. Right-click the selection and choose Format Cells from the resulting context menu.
3. Click the Protection tab.
4. Uncheck the Locked option.
5. Click OK.

Protecting the sheet
To protect the sheet after you’ve unlocked cells B1:B2:

1. From the Tools menu, choose Protection, and then select Protect Sheet. In Excel 2007 and 2010, click the Review tab | Protect Sheet (in the Changes group).

2. Enter a password.
3. Uncheck the Select Unlocked Cells option.
4. Click OK.
5. Enter the password a second time to confirm it.
6. Click OK.

With these options chosen, only the contents of cells B1 and B2 can be changed. Other cells cannot be selected.

Using a spreadsheet that only gives access to the specific cells for altering, not only protects the author, but gives the user an easy-to-follow data entry map. There’s no confusion for the user—the only updateable cells are those the user can select.

The caveat
Knowledgeable users can quickly undo the selection property as follows:

1. From the View menu, choose Toolbars.
2. Select Control Toolbox.
3. Click the Properties tool.
4. In the properties window, change the EnableSelection property to 0-xlNoRestriction.
5. Click OK.

In Excel 2007 and 2010, users can also access this property via the VBE by displaying the Developer tab (via the File | Customize Ribbon route) and click Properties in the Controls group.

After resetting the EnableSelection property to 0, users can select any cell in the sheet, but they still can’t alter cell contents, except for the cells you unlocked before protecting the sheet.

For simple sheets, input cells are clear; however, a complex sheet will be confusing to less savvy Excel users and this is where the inability to select any cells but those they should update is valuable.

Responza helps companies and organizations of a variety of sizes and types determine their best computing strategies. Call Responza experts at 206-762-5100.

1. Mainstream means mobile
For many years, mobile has been a peripheral afterthought when developing enterprise applications. Even when running in a browser, the laptop or desktop PC has been the primary user platform, and a mobile client was always an option at best. This year will bring a seismic shift. Significant numbers of enterprise software vendors will set development priorities on mobile, before desktop.

2. The cloud fails the crowd
It should be no surprise to find me predicting that so-called ‘private cloud’ will disappoint. Confusion over what could computing is and is not will lead the way to this disillusionment. Its concepts have been hyped by the best and have left many seeking to capture the benefits of cloud computing without understanding the core principles. This will cause cloud’s reputation to suffer – even if it is undeserved.

3. IT management gets wired in
Even when utilizing cloud computing, hosted providers or outsourced IT services, those managing IT within their organizations will require visibility and accountability. Small to medium business owners are reaching new levels of understanding when it comes to oversight and governance of their computing.

4. Data just wants to be mined
The volume of data being accumulated every day is exploding, and it’s yielding huge new value for those who know how to mine and refine it. Many organizations (not to mention consumers) are sitting on rich seams of data whose value they have barely realized. Others are mining that wealth and learning how to benefit from it.

5. Social technologies remake enterprise apps
The ability to collaborate in real time, to instantly initiate conversations or to develop a thread across time zones is bringing people together in new ways that cut across the old business processes that put the organization and its process automation first. Now applications are being remade to put people at the center of process and have automation serve their needs. The result? A people-centric automation stack instead of resource-centric process management.

6. Adapting surpasses the actual technology
People are obsessed with the pursuit of the new, new thing in technology. 2011 will turn this on its ear because the new, new thing is not a technology, but a new way of doing business. The new year’s most telling innovations will not be in mobile, cloud or social technologies but in how smart, entrepreneurial business people adapt to the potential that blossoms from the above-mentioned technologies.

Responza uses its expertise in applying new computing processes and technologies to the needs and goals of the small to medium business to help them take advantage of innovations to improve the way they do business. Call Responza experts at 206-762-5100.

The small business IT Growth Monitor increased five points from October to 54, a record high since December 2007.

The budding recovery in IT investment that started to take shape in 2010 appears to be heading for an uptick in 2011 as small businesses report a positive outlook on IT investment for their organizations. According to the latest CDW IT Monitor, which has been tracking IT sentiment since the beginning of the recession in 2007, 49 percent of IT decision makers at small businesses expect to replace or install new hardware in the next six months, up 10 percentage points from the October IT Monitor.

The confidence level among small businesses was also echoed in the medium business segment. Ninety percent of IT decision makers at midsize businesses expect to purchase new hardware in the next six months, also up 10 percentage points since October 2010. The small business IT Growth Monitor, which measures IT investment expectations, increased five points from October to 54, a record high since December 2007.

Rising growth expectations among SMBs (small and midsize businesses) are influencing sentiment across the entire corporate sector, according to the report, despite a leveling-off in the large business sector, which showed greater optimism earlier in 2010. Three-quarters or more of overall corporate IT decision makers anticipate replacing or installing hardware (75 percent) or software (78 percent) in the next six months—a record high in the corporate sector since the launch of the IT Monitor in December 2007.

In addition, the report found 61 percent of IT decision makers at small businesses anticipate replacing or installing new software in the next six months. However, the outlook for IT staffing is not keeping pace with investment expectations: Eight percent of corporate IT decision makers expect to cut IT staff in the next six months, up three percentage points from October 2010.

“As the economic climate improves, investing in technology will be critical for organizations seeking to increase productivity,” said Thomas Richards, president and COO for CDW. “Focusing on the IT refresh cycle and upgrading existing technology clearly is taking immediate precedence with decision makers over increasing IT staffing in the near term.”
The CDW IT Monitor was created by CDW, and independent polling firm Richard Day Research conducted research and analysis. Decision makers are invited from two large national panels of IT decision makers built and maintained by E-Rewards and Survey Sampling International. Data reported in this release are based on a survey of 1,056 IT decision makers conducted between Nov. 30 and Dec. 6, 2010.

At the center of the CDW IT Monitor is an index number, which registered an initial benchmark reading of 69 in December 2007. Results are calculated on a scale of 0-100, with 100 indicating the highest level of confidence. In terms of government sentiment, the optimism among corporate IT decision makers is not as strong in the public sector. The IT Growth Monitor, which measures anticipated IT investment, fell four points in the federal government sector to 69, the lowest reading of 2010.

Source: Nathan Eddy, eWeek.com Midmarket News, January 6, 2011

With experience providing outsourced IT and expertise in best practices for SMBs, Responza analyzes requirements and determines computing strategies tailored to fit business needs. Call Responza experts at 206-762-5100.

Give Word a more readable default font
The default font in Word 2010 is Calibri, which looks elegant on screen but some consider it unreadable. To change Word’s default font, press Ctrl-Shift-F to open the Font dialog. It is advisable to review fonts and have a replacement font determined before opening the Font dialog. Choose a font and size. Click Save as Default, choose “All documents based on the Normal.dotm template,” and click OK.

Change other layout defaults in Word
To disable other default settings, follow the same procedure as when changing the Font. Press Alt-O, then P to open the Paragraph dialog (or click the More Arrow in the Paragraph group on the Home tab). Set spacing and other options, and click Save as Default. Go to the Page Layout tab, click the More Arrow in the Page Setup group to open the Page Setup dialog. Set margins and other page-layout settings, and click Save as Default.

Make Word warn you when you save or print a file with tracked revisions
Those who use revision tracking in Word documents have probably mistakenly sent a document out with revisions still present in the file and easily visible to anyone who uses the option to display revisions and changes. Word 2010 finally adds a dignity-saving security option that provides a warning when the user tries to save or print a document that contains revision information, or e-mail it from Word’s menus. To turn on this warning, go to the File menu, then Options, then Trust Center. Click on Trust Center Settings and then Privacy Settings, and add a checkmark next to “Warn before printing, saving or sending a file that contains tracked changes or comments.”

Responza helps companies and organizations of a variety of sizes and types determine their best computing strategies. Call Responza experts at 206-762-5100.

A good starting point for both planning and execution of the digital part of a business is to find knowledgeable technical and legal help. There are attorneys and technology companies that have amassed expertise in this area and are familiar with the nuances and process of digital survivorship.

Even with outside expertise available, it helps to have a basic understanding of the right questions to ask and some immediate steps to take or not to take with proper closure, notifications and dissemination of digital assets.

The Top Five Issues in Getting Digital Affairs in Order
1) Change all passwords as soon as possible. Make copies of Web sites and other online accounts. Remove all credit card information from shopping accounts.

2) Make a list of applications, sites and social media systems that the person has used and determine if and how they should be transitioned or closed.

3) Do not start closing accounts, shutting down hosting and e-mail, or taking other drastic steps until it can be determined how best each should be handled. Keeping a Web site up for a year or more will not be expensive. Shutting it down too early and losing valuable data could be quite expensive.

4) Buy an external USB hard drive and make a copy of all hard drives, flash drives and other data and keep them in a safe place. Once the data is reviewed, another drive can be utilized to store any items of value.

5) Be slow to delete, and when deletion happens, do it in accordance with forensic standards so data cannot be retrieved by others. Err on the side of keeping e-mail, documents and photographs for family members.

Responza’s experts can help businesses establish the IT elements that support the protection of their digital assets for all phases of business needs including day-to-day operations, growth and expansion strategies and succession plans. Call Responza at 206-762-5100.

• State-sponsored malware attacks
Malware attacks that target critical infrastructures such as water supplies and electrical grids are high on the list of potential threats for 2011. Attempts on critical infrastructure systems first took place about 4 years ago. While the intruding organizations may be difficult to determine, it is obvious that these exploits have been designed and tested by organizations with much greater resources than the usual individual hacker, such as other countries or organizations owned by other governments. Such attempts have generally been non-crippling, but they are costly and they test infrastructure systems to determine what is effective for future attacks. Experts predict that as many as three of these attacks could take place in 2011. The timeframe for these complicated attacks depends on how long it actually takes cybercriminals to develop them.

• Blended threats will expose the companies with weak security policies
SMBs’s penchant for operating with lean resources exposes their systems to greater potential for attack and intrusion from blended threats. Blended threats give cybercriminals access to sensitive information, such as banking account. Such threats are more cunning than standard malware because they More cunning than standard malware because they blend mediums, such as the Web and email, and they hide in blended threats hide in rich media or innocuous-looking emails, and end up giving cybercriminals access to sensitive information, such as banking accounts.

Cybercriminals have targeted consumers with these attacks in the past, but are now targeting SMBs. With much more cash in bank accounts than the average consumer and generally subpar security arsenals, SMBs are ideal targets. Losses can be significant – in the hundreds of thousands of dollars – which makes it vital for SMBs to engage knowledgeable resources that can help them put security solutions in place that address different angles of Web attacks and data leakages.

• More corporate data breaches will occur over social media channels
Search poisoning is on the rise. In 2010, when searching for a current event or news story, 22 out of the top 100 search results were malicious Web sites, up from 13 the previous year. During 2011, it has been predicted that these malicious threats will not be limited to Google searches, but will migrate to Facebook and other social media platforms. By setting up malicious sites that look like popular legitimate sites, cybercriminals easily capture those interested in popular topics.

That is not the only danger with social media. Social media users are vulnerable to spam and malicious data-stealing content. Companies can be exposed because employees may post confidential corporate data to these public pages, thinking that they are secure. Because cybercriminals often use URL shorteners, users have no way of really verifying the link that is being posted by another user. It is important that SMBs alert their employees to these dangers and help users understand that even clicking on links from “people they trust” can be risky.

For SMBs this comes down to using an IT vendor that is in lock-step with innovative threats and puts a security solution with real-time capabilities that can protect users from these dangers.

• An increase in zero-day vulnerabilities and drive-by download attacks
More zero-day vulnerabilities will be discovered due to malware exploit kits and increase the use of drive-by download attacks. Zero-day vulnerabilities are exploits that take advantage of security vulnerabilities on the same day that the vulnerability becomes generally known. So there are zero days between the time the vulnerability is discovered and the first attack. Drive-by download attacks automatically download malware to the user when his or her browser is at the compromised site.

These types of vulnerabilities make data loss prevention and real-time threat protection a necessity for SMBs who want to keep information in and cybercriminals out.

• The iPad, iPhone and other smartphones will be prime targets for cybercriminals
Phones have always been a target, but this year will be the year they become true targets for cybercriminals. Of particular appeal is the iPad because of its growing popularity among executives who chose the smaller device over heavier laptops. Many executives have their entire corporate life on their iPad, making it particularly vulnerable to drive-by download attacks.

The need for mobile device security has increased as more people – especially SMB executives – get non-BlackBerry smartphones for business use. Regardless of the devices used – inside the office or out – it is vital to keep data safe as its exposure beyond the walls of the office is more and more common.

With experience providing outsourced IT and expertise in best practices for SMBs, Responza analyzes requirements and determines computing strategies tailored to fit business needs. Call Responza experts at 206-762-5100.

Excel’s Advanced Filter feature requires three elements:
• Data
• A criteria range, where you specify criteria as an expression.
• An extract range, where Excel displays the data that satisfies the criteria.

A simple AutoFilter
This is a simple AutoFilter example that uses a partial set of data from the Products table from Northwind (the database that comes with Access). To apply an AutoFilter, users select the column headings in A1:F1 and choose AutoFilter from the Data menu. In Excel 2007 and 2010, users click the Data menu and then click Filter in the Sort & Filter group. Excel will display a dropdown arrow for each column in the selection. Using this feature, users can perform simple filtering tasks, such as which products have no units on order. It’s quick and easy, but sometimes inadequate. (To remove a filter, simply choose All from the same list.)

An Advanced Filter and And
Suppose users want to know which products with a price of $20 or more have 10 or less units currently in stock. This filtering task has two requirements – two criteria – and the user would want to satisfy them both. In other words, the product must be $20 or more and have 10 or fewer units in stock. An AutoFilter just can’t do that, so an Advanced Filter must be used.

The criteria range, in this case, requires only two columns: Unit Price and Units In Stock. Copy just those column headings to an out of the way place. (It is recommended to copy ALL of the headers since they made be needed in another filter.)

Next, state the filtering requirements in terms Excel can understand, using an expression. In this case, both expressions are simple comparisons:
Unit Price: >=20
Units In Stock: < =10

As you can see in Fig. 4, the criteria range is above the actual data. This placement is efficient and easily accessible. Both expressions are in the same row – Row 2. By placing both expressions in the same row, Excel knows to apply an implicit And operator to combine the expressions.

The extract range is optional. To copy the data to another location, specify the columns you want to extract. User beware here – the headings must be an exact match to the original column headings. If the exact range is left empty, Excel will extract all of the columns – simply select the top-left cell in the range. To simplify the example, extract in place.

Apply the filter as follows:
1. Click any cell in the data range.
2. Click the Data menu, and then click Filter | Advanced Filter. In Excel 2007 and 2010, click the Data tab and then click Advanced Filter in the Sort & Filter group.
3. Retain the default setting, Filter the List In-Place.
4. Excel automatically fills in the List Range, correctly in this case.
5. Specify the Criteria range, A1:F2. It is necessary to identify only the column headings

6. and the criteria row or rows.
Click OK

Eight products have a price of $20 or more and have 10 or fewer units in stock. To remove the filter, click the Data menu, then click Filter | Show All.

An Advanced Filter and Or
To specify an implicit Or operator, users must place the expressions in separate rows. The criteria shown below will find products with a price of $20 or more or products with 10 or fewer products in stock.

After adjusting the criteria range by moving one of the expressions down a row, apply the new filter as follows:
1. Click any cell in the data range.
2. Click the Data menu, and then click Filter | Advanced Filter. In Excel 2007 and 2010, click the Data tab and then click Advanced Filter.
3. Retain the Filter the List In Place setting, the default.
4. Excel automatically fills in the List Range, correctly in this case.
5. Specify the Criteria range—that’s A1:F3. Notice that this time, the range includes Row 3.

Click OK. Many records meet one or the other criteria.

An Advanced Filter may also be used with just one expression, but using implicit And and Or operators opens the door for some very complex but powerful filters. Just be careful that the expressions and their placement make sense, in terms of applying the And and Or operators.

Responza helps companies and organizations of a variety of sizes and types determine their best computing strategies. Call Responza experts at 206-762-5100.

Summing filtered records is another matter. Trying the SUM() function will be surprising, so abandon that method and follow the method below:
Fig 1 shows a filtered list. It is obvious by the row numbers to the left that many rows are hidden. How the filter itself works is not covered here, but you can read more about using filters in Excel on another posting on Responza’s blog.

Fig 1

The next figure shows what happens when users try to sum the filtered values. It is obvious that the result isn’t correct; the value is too high. The SUM() function is evaluating all the values in the range D14:D64, not just the filtered values. There’s no way for the SUM() function to know that you want to exclude the filtered values in the referenced range.
Fig 2

The solution is much easier than it might seem. Simply click AutoSum—Excel will automatically enter a SUBTOTAL() function, instead of a SUM() function. See Figs 3 & 4. This function references the entire list, D6:D82, but it evaluates only the filtered values.
Fig 3

Fig 4

Responza helps companies and organizations of a variety of sizes and types determine their best computing strategies. Call Responza experts at 206-762-5100.

If the owner already has a will, that attorney can draft an addendum that spells out who should receive the keys to the various digital accounts. However, a will is not the place for usernames and passwords since it will become a public document. A better way would be to store the information on a USB flash drive that is kept it in a safety deposit box or a safe in the owner’s home. Along with that, it is important to include instructions so the successor knows how the data is organized, including email and where sensitive company information is stored. Most importantly, keep this master information updated and make sure a trusted person knows where to find it if the need arises.

Here are 5 Basic Steps to Digital Succession Planning

Step 1. Inventory Digital Assets. Track down and identify a list all of the digital assets. In the digital world, it is also helpful to a successor to create an inventory that includes hardware, software, file structures for accessing key data, online accounts and work information.

Step 2. Identify Appropriate Help. How is that trusted person selected? Perhaps the IT person in the business could assist the surviving spouse and then make it clear that he or she should be engaged to help.

Step 3. Provide for Access. While all warnings caution against writing down passwords and PIN numbers, the simple fact is, if those passwords and PIN numbers key to the business aren’t written down and kept in a safe place where the appropriate person can find them, the business will basically be frozen. This can cause delay, frustration and inconvenience.

Step 4. Provide Instructions. There are a number of areas where survivors would appreciate instructions:
Notifications. Many have Facebook “friends,” LinkedIn “connections,” Twitter “followers” and others communicated with on a regular basis or a blog or Web site with readers that visit sites on a regular basis. These items should be included in the plan along with the owner’s plan for the blogs and sites after his or her passing. There may even be opportunities for the content of popular blogs, photography or online video sites to be recognized as income from licensing, the creation of a book or monetizing content.

Step 5. Give Appropriate Authority. For some, it makes sense to designate specific knowledgeable people as authorities who can properly manage digital assets and to designate them as co-attorneys-in-fact, co-executors or co-trustees, where one is specifically tasked with taking the responsibility for digital assets and affairs. Finding estate planning lawyers who are experienced and knowledgeable in “digital estates” is also essential in certain cases.

Online services are available that offer what is essentially a “digital safety deposit box”. These web-based services generally allow safe storage of key digital files and data and assign beneficiaries for all or specific accounts in the event of the owner’s passing. The service requires someone responsible for confirming the owner’s death to be named.

Responza’s experts can help businesses establish the IT elements that support the protection of their digital assets for all phases of business needs including day-to-day operations, growth and expansion strategies and succession plans. Call Responza’s experts at 206-762-5100.