How Do You Feel About IT?

• Who’s in charge - You or your computer?
• “My computer is always crashing”
• “A good workman never blames his tools”

The following tips have been provided by SAVO’s Information Officer Simon Waldron (a Microsoft Partner) who has 20 years experience in IT and tries to talk to computer users in plain English.

1. Protect Your Computer

There are two main ‘threats’ to your computer:

Virus - A programme or piece of code that is loaded onto your computer without your knowledge and runs against your wishes. Viruses can also replicate themselves. Even a simple virus is dangerous because it will quickly use all available memory and bring the system to a halt. An even more dangerous type of virus is one capable of transmitting itself across networks and bypassing security systems.

Spyware - Any software that covertly gathers user information through the user's Internet connection without his or her knowledge, usually for advertising purposes. Spyware applications are typically bundled as a hidden component of freeware or shareware programmes that can be downloaded from the Internet. Once installed, the spyware monitors user activity on the Internet and transmits that information in the background to someone else. Spyware can also gather information about e-mail addresses and even passwords and credit card numbers.

Definitions: www.webopedia.com

AntiVirus and AntiSpyware Software

All computers must have AntiVirus software and Subscriptions must be renewed annually.

All computers should have AntiSpyware software and Subscriptions (if applicable) renewed annually.

Many people think that having bought this software they are protected for life, but you have to renew your subscription every year so that your software is kept updated (daily) of the latest viruses.

I would not recommend buying Norton or McAfee products as they are relatively expensive and are ‘intrusive’, slowing your computer down.

AVG AntiVirus is FREE AntiVirus software (for non-commercial use) and can be downloaded from http://free.grisoft.com

If your organisation is classified as ‘commercial’ you will have to pay for commercial licences @ £10/computer/year.

Microsoft Windows Defender is FREE AntiSpyware software for Windows XP/Vista users and can be downloaded from http://www.microsoft.com/uk/

2. Protect Your Data

Data is one of your most valuable assets.

If your computer died, or the office burned down, would you have access to all your data?

You must regularly back-up all your data and keep a copy off-site.

How you back-up your data depends on what version of Windows you have (Vista has an automatic back-up programme) and how much data you have, but the two main types of back-up are:

3. Computer Housekeeping

• Computer running slow?
• Computer crashing?
• File missing / corrupted error messages?

Computers need love, and housekeeping

Running the following two Windows programs every month will help to keep your computer running smoothly:

Disc Cleanup - Start / All Programs / Accessories / System Tools / Disc Cleanup

This frees up space on your hard disc by deleting ‘housekeeping’ and backup files.

Disc Defragmenter - Start / All Programs / Accessories / System Tools / Disc Defragmenter

This analyzes your hard disc, to detect errors and determine whether you need to ‘defrag’. Defragmenter re-organises the files on your hard disc to make them faster to access, hence speeding up your computer.

4. Choose the Right Hardware

• Don’t cheat on the cheese!
• Buying cheap computers, and peripherals, is false economy
• Do not buy ‘unbranded’ products; you can never be sure of the reliability of the components

Some ‘umbrella organisations’ may have a trade account which gives them access to better prices. If you are looking to buying new hardware, please email This e-mail address is being protected from spam bots, you need JavaScript enabled to view it and I will be happy to search out the best, and hopefully best value, solution for you.

My recommendations:

5. Choose the right ‘Office’ software

Although many grumble about the dominance of Microsoft software, the majority of organisations use it and if you are exchanging files then you really do need Microsoft Office.

All versions of Microsoft Office from 2000 are backwards compatible, which means that as long as you have Office 2000 you will be able to work on files created in Office 2000, 2003 and 2007.

The other good news is that Microsoft Office is available to VCS organisations FREE of charge (you only pay for postage) from the Charity Technology Trust.

6. Make use of FREE software

Here are some details of other FREE software:

PDF (Portable Document File) Reader

Many computers have Adobe Reader installed as a PDF Reader, but this programme is large in size and clutters up your computer with updates.

I would therefore recommend that you uninstall Adobe Reader (and all updates) from your computer, then download and install Foxit PDF Reader from www.foxitsoftware.com/pdf/reader_2/down_reader.htm.

PDF Writer

It is sometimes useful to be able to convert documents etc. to PDF (to reduce file size and / or prevent your file from being changed) and if you buy Adobe Acrobat this will cost you £250+.

For a FREE program to produce PDF files from any programme, download and install CutePDF™ Writer (two files) from www.cutepdf.com/Products/CutePDF/writer.asp.

Microsoft Office Viewers

If you do not have Word, Excel, or PowerPoint but need to view these files, you can download free viewers from www.microsoft.com

Other Software

For a selection of other FREE programmes:

• PagePlus SE - Desktop Publishing
• PhotoPlus 6 - Photo/Image Editing
• DrawPlus4 - Graphic Design

visit www.freeserifsoftware.com.

7. Invest in Software Training

• Why do Businesses and VCS organisations spend hundreds of £'s on software and peanuts on training?
• Word Processing requires different training to typing!
• Training provides increased job satisfaction, and productivity!

Training is widely available, and affordable, for example www.learndirect.co.uk

FREE Training from Microsoft™

http://office.microsoft.com/en-gb/training/default.aspx for all Office software.

It is also worth signing up for the free Newsletter, which is packed with tips and tricks of the trade, from www.microsoft.com/uk/atwork/default.mspx.

8. Make the most of the Internet

The Internet, and Broadband in particular, have provided a technical revolution which allows access to cost-effective products and services for all.

• Access to Information and Services
• Data Storage
• Websites
• Voice over Internet

Broadband

Whilst there are hundreds of Broadband packages I would recommend the following package which costs £15.99 / month and includes

• >8Mb Broadband
• Domain Name and 100Mb website hosting
• Unlimited e-mail accounts with AntiVirus & AntiSpam
• FREE Virtual Private Networks
• UK 24/7 Support on 0845 number
• Access to Data Storage
• 240 mins anytime calls VoIP Telephone calls

Can you afford not to have Broadband? Please email This e-mail address is being protected from spam bots, you need JavaScript enabled to view it for more details.

Information and Services

• In 2001 a survey found 550 billion webpages, of which over 56% were in English.
• Search Engines are incredibly powerful; Google is used by 49.2% of people, Yahoo by 23.8%
• Make use of on-line, up to date, information i.e. Charity Commission, Government, Post Office.
• Make use of on-line training, often lower in cost and can be taken at times to suit you.
• Take advantage of on-line retailers (IT, Stationary), most of which deliver next business day.

Email

How many of your contacts have e-mail?

How much do you spend on postage?

How much could you save by replacing letters / newsletters by e-mail?

E-mail is informal, but:

• Get trained (i.e. BCC)
• Check your spelling (F7)
• Do not use ALL CAPITALS, people will think you are shouting!

Check you are sending to the right people!

Websites

Every organisation should have a Domain Name, i.e. www.savo.co.uk (for email addresses) and a website. They need not be expensive, they can even be free!

Recommended minimum content:

• Home Page
• What do you do
• Contact details

Websites are very flexible and can grow to meet your needs, and those of your clients, but remember that your website reflects your image so it is worth making it look professional.

You should also consider using your website to deliver information / services (saving you money):

• Calendar of events
• Brochures/forms in PDF
• On-line training

9. Organise your data

Data Storage should be logical so that it is easy for all users, whether it be 2 or 200, to find data.

Think of your data structure as a library with sections, bookcases and shelves. Folders and sub-folders should be named after the Process, not people (otherwise it gets very confusing if people leave / join).

If you have a server:

• Do not save files on your PC, as no one else can access them
• Have a Data Manager
• Do not save files in the ‘root’, save them in a named sub-folder.

10. Have an ICT Policy

So, now you know what the Top 10 Tips are, but do your colleagues?

All organisations should have an ICT Policy and Budget

Download a template here: ICT Policy

The ICT Hub

This website contains a range of free advice and support for charities and community organisations, to help you make the most out of technology. If you need to develop a database, or build a website, the ICT Hub has a range of services and support available.

They also have a section on developing an ICT Policy: http://www.icthub.org.uk/publications