Microsoft Small Business Specialist, Microsoft Exchange Expert, Microsoft Exchange Trouble shooter, Microsoft Exchange Problems, Microsoft Small Business Server 2003, 2008, 2011, Exchange 2003, 2007, 2010, Microsoft Partner
This article has been written by a small business for small businesses as a free, easy to read and understand document on the benefits of Microsoft Exchange Server.
We have tried to use plain English to simplify the technical jargon, to help businesses make an informed decision on how Microsoft Exchange Server will help and support their business.
What is Microsoft Exchange Server?
Microsoft Exchange Server is comprehensive piece of email and collaboration software designed for businesses.
Microsoft Exchange Server can make your business more productive and make your email system more flexible and feature rich. You should consider that a Microsoft Exchange Server as a massive upgrade in features and capability when compared to Internet Service Provider’s (ISP’s) hosted POP3 mailboxes.
Microsoft Exchange Server is a reliable and robust industry standard email and collaboration system suited to businesses of all sizes.
Quite simply put, Microsoft Exchange Server, if properly installed and setup, has the potential to make your business more profitable by making certain operations of your business slicker and less time consuming in manpower.
What Productivity Features Can I Expect
• User and Group mailboxes
• Unlimited Mailbox and Group Email Aliases
• Shared Calendars & Tasks
• Centrally stored contacts
• Full integration with compatible mobile phones
• Integration with CRM products
• Remotely Access email via a web portal – Outlook Web Access
• Secure Remote Microsoft Outlook email functionality
• Spam filtering
Besides all of the immediately obvious features/reasons for implementing a Microsoft Exchange Server in your business there are also some other not well known benefits of resource management.
For example you can use the Microsoft Exchange Server to electronically manage the following shared resources
• Meeting rooms
• Projectors
• Company pool cars
• Booking of company vans
• Employee Sickness
• Employee Holidays and Holiday Requests
What Compliance Features Can I Expect?
A Microsoft Exchange Server is primarily, a robust and reliable email platform specifically designed for businesses, but you can also utilise Microsoft Exchange Server systems to help you ensure you meet your electronic communication’s legal and compliance obligations.
There are numerous facilities which can be implemented but generally the most commonly used benefits are:-
• Centrally Stored Email within the Business Premises
• Journaling (Recording Copies of) Incoming and Outgoing Emails
• Centrally Controlled Email Footers and Disclaimers
• Auto responding of incoming Emails to ensure SLA’s are met
• Central Data Backup and Data Restore of Key Email Systems
Utilising a combination of the above can help your business meet its compliance and data protection obligations.
Ensuring compliance with governing bodies for example FSA, ACCA, Law Society and also Data Protection obligations.
How Can I Get Microsoft Exchange Server?
Microsoft Exchange Server can be purchased either as a separate product or is included within Microsoft Small Business Server.
If you would like to speak to an I.T Expert, why not give us a telephone call to discuss your requirements and clarify any business specific questions you may have.
To ensure you purchase the correct version we would recommend you get sound expert advice.
If you are looking for support for your Microsoft Exchange Server – Telephone us on Tel. 023 8007 0101
Microsoft Small Business Specialist, Microsoft Exchange Expert, Microsoft Exchange Trouble shooter, Microsoft Exchange Problems, Microsoft Small Business Server 2003, 2008, 2011, Exchange 2003, 2007, 2010, Microsoft Partner
Century IT Services – Getting IT Right
Providing Computer Support & Network Support to businesses in Hampshire, Dorset, Surrey, Wiltshire, Sussex & Berkshire.
My IP Has Been Blacklisted What Can I Do
May 17th, 2011
I think my IP Addresses may have been ‘Blacklisted’
If you are trying to send email but emails are being bounced or not delivered to the recipients email system – your IP may have been blacklisted.
Your IP address can be ‘Blacklisted’ for a number of reasons
You have a virus or malware on your PC or network which is sending out SPAM
You have been reported for sending out SPAM
Your Mail server / Exchange server has been compromised
What can you do? Well the first thing is to make sure that your computer system including your server is free from viruses or malware and if it is infected remove the infection as soon as possible. There are many companies that offer ‘blacklist’ services on the internet, the longer you leave the problem, the more ‘blacklist’ systems you will start to appear on.
If you can’t find any viruses or malware on your computer systems after running a full scan using your current antivirus software I would recommend you try some alternative antivirus software and run another full scan.
Once the infection is removed you can run through a process of requesting your IP addresses are removed from the ‘Blacklist’ To find out which ‘blacklist’ you are on you can try one of the following MX Toolbox, Black List Check, SPAMHAUS or one of the many other ‘blacklist’ providers.
Depending on which ‘blacklist’ you are on you may be able to get your IP address removed within hours, although some removal requests take days or even longer. I would recommend you are absolutlely certain the virus/malware or server compromise has been resolved before you request removal from a ‘blacklist’ otherwise your removal request will likely suffer unnecessary delays.
Often the reason behind the ‘blacklist’ can be complex and beyond the skills of a normal computer user and you may need to speak to an IT professional to rectify the situation.
Century IT Services – Getting IT Right
Providing Computer Support & Network Support to businesses in Hampshire, Dorset, Surrey, Wiltshire, Sussex & Berkshire
Exclaimer Email Disclaimers
January 9th, 2011
IS YOUR COMPANY SENDING EMAILS ILLEGALLY?
Avoid a fine of £1000 and a daily fine of up to £300
Since the 1st October 2008, your company could face a considerable fine for not ensuring all it’s business emails contain specific information about it.
The Companies Act 1985 requires all LTD, PLC, and LLP companies to include the following details on all it’s business e-mails:
The Company registration number.
The place of registration. (E.g. Scotland & Wales)
The Registered office address.
This must be presented in a clear a legible manner. Although many companies add signatures, Confidentiality notices and Disclaimers to their emails, these are often inconsistent between users, computers and mobile devices, and when new people join this is an important task easily forgotten.
For many businesses it can be very difficult to police their email systems and ensure each user meticulously complies with not only business law but the company policies on email and internet use. It can be impossible to check every computer,workstation, laptop and mobile phone (or ipad) complies with email disclaimer policy – thats before we begin to look at remote and home users (thats another bag of worms!)
In an age where company personnel will send emails from a range of different sources including Office mail, Web mail or a portable handheld device the chances of a single email slipping through the net is even greater. Unfortunately one improperly disclaimed email is all it could take to land your company a significant fine.
Thankfully there’s a simpler, more cost effective way!
Thankfully you don’t need to worry about this issue any longer if you speak to the right I.T experts, there is now a simpler, more cost effective and relatively inexpensive way to ensure all your business emails remain legal, a method which is not dependent on individual users or computers and doesn’t have any time implication at all.
If you are using Microsoft Small Business Server (2003, 2008 or 2011), or Microsoft Exchange (2003, 2007 or 2010) you can install some disclaimer software directly on the Exchange Server and this software will automatically disclaim emails as they leave your server
Automatically and Reliable – Guaranteed!
This disclaimer software will automatically add the vital business information to each and every outgoing email. Wherever your company email is sent from, Disclaimer will ensure your business stays legal
If you need an I.T expert to take a fresh look at how your business works and to dicusss how you can make significant and affordable productivity improvements to your business why not give us a call and let us Empower Your Business For Growth – Contact Us
Century IT Services – Getting IT Right
Providing Computer Support & Network Support to businesses in Hampshire, Dorset, Surrey, Wiltshire, Sussex & Berkshire.
Windows 7 Is it ready for you?
November 2nd, 2009
In this article we will have a look at Microsoft’s newest Operating System and what the differences are than previous Versions, its availability, and what it can do for you.
But first a few words about Windows Vista, well after the success of Windows XP it was always going to be a hard act to follow, and unfortunately for Microsoft Windows Vista did not follow it very well. Microsoft conceded and continued to supply Windows XP to the PC Manufacturers due to high demand for it.
Enter Windows 7, and a very public announcement it was too, with Microsoft freely distributing a late Beta Version, and after that a Release Candidate. This was a marketing plan and a good way of getting Windows 7 to as many people as it could before the launch date, so that the code could be tested, corrected and revised as much as possible before launch. Another criticism of Windows Vista was that it lacked drivers for much of the hardware that users already had purchased, that means that printers, scanners, video cards and the like would not work with Vista out of the box. Microsoft has addressed this problem by providing as many drivers as possible built into Windows 7, in fact more and more have been added from even the ones included in the beta and release candidate versions. The fact that the drivers that were produced by hardware manufacturers for Windows Vista will also work with Windows 7 makes the problem of limited drives a lot less of a problem. Delivering the drivers to the pc has also been enhanced, now Windows Updates provides these drivers in the same way that critical updates and service packs are delivered. The new features are a big step forward a dynamic task bar, windows manipulation, better driver support, Windows XP mode for Business and Ultimate versions. However one of the biggest steps forward is the start up and shutdown times, anyone who has waited for Vista to shutdown will be please to hear this!
If you are intending to install Windows 7 on a laptop the initial indications are that the power saving is more efficient, which means that battery life should be longer. Other features for mobile users include a Location-Aware printing, which makes printing documents far easier if you are moving from office to office. Another technology that is maturing with Windows 7 is the support for 64bit computers. Using a 64 bit Operating system with the appropriate hardware means that Windows can use gigabytes of memory, the limit of the traditional 32bit Windows is 3 – 4 Gb. This means that with 64 bit computing many more programs can be running at the same time than before, and swapping between them will become easier.
Improved User Interface
Microsoft has made a considerable number of enhancements to the User Interface from Windows Vista. This addressed a few problems regarding windows management; some of the changes are of a more entertaining nature.
Aero Shake Hold down a window by its top border (or any other part) and shake your mouse to minimize all other windows. Alternative Shortcut: Win + Home.
Aero Peek
Hold your mouse icon over a program icon in the TaskBar to get a preview of the program (if it’s running), then move your mouse and hold it over this icon to bring up the actual window itself. Click to bring this window up permanently or just move the mouse away.
Action Center This feature is an extension of the old security centre that first appeared in Windows XP in Service Pack 1. It basically informs you of any potential security problems, and system updates that are required. Most of the time it will sit quietly monitoring, but when things need attention it will start alerting.
ISO Burner
As software distribution is now mostly electronic, this has created a need for a in built Windows utility that will create a CD or DVD from an ISO image. Well the ISO burner in Windows 7 is just that very useful when you need it.
Biometric Device Management Windows 7 provides a basic framework for biometric devices, enabling manufacturers of these devices like fingerprint readers to use this framework to develop their programs. This unified support will mean that these types of devices should be similar in operation.
Credential Manager This is a useful addition to the Windows 7 Utility Set, it allows you to store all your usernames and passwords in one place, and when you go to use a website or network share the credential manager can login for you. Another useful feature is that your password vault can be backed up and restored should you ever have a problem
Display projection Windows Mobility Centre If you give lots of presentations, you’ll welcome a new tool in Windows 7 that makes it easy for you to display your Windows 7 portable computer’s desktop on a projector. Just press the Windows logo key + P and you’ll see the pop-up box this will take you through a wizard to get you connected.
Windows Mobility Centre This is a blend of the Windows Sync Centre and Power settings, giving information on screen brightness, battery capacity, secondary monitors, wireless networking etc. Some of the sections can be adjusted to save power or adjust wireless networks that are connected.
System Repair Disc The Vista Service Pack 1 betas included a new feature that let you easily create a system repair disc with a friendly graphical interface, but it was removed in the final release of SP1. Windows 7 restores this functionality, and enables a full image backup of the computer. This means that you can have a set of restore DVD’s to return your computer to a previous state.
Better backup utility Of course, previous versions of Windows included a backup utility, but this tool has been significantly improved in Windows 7. Vista’s backup program was user friendly but not very flexible. Windows 7 gives you more granular control over what you want to back up.
You can invoke the “Backup and Restore” applet from Control Panel or by typing Backup in the Search box on the Start menu. You can back up your files to a local hard disk, a removable disk, a DVD, or another computer on the network. (You may need to provide credentials to access a network location.) Then, you can choose to back up libraries or individual folders.
Task bar / Jump lists The Jump List feature is designed to provide you with quick access to the documents and tasks associated with applications. You can think of Jump Lists like little application-specific Start menus. Jump Lists can be found on the application icons that appear on the Taskbar when an application is running or on the Start menu in the recently opened programs section. Jump Lists can also be found on the icons of applications that have been specifically pinned to the Taskbar or the Start menu. The task bar has had some changes to it and in many ways is looks like the Apple Mac Dock, but does include some further enhancements. They include larger icons to allow the new features to be seen clearly. One of the new features is the inclusion of a progress bar built in to the programs running on the task bar. So if you are downloading a file in Internet Explorer then the icon will show the progress. Shortcuts can also be “pinned” to the taskbar allowing quick and easy access to them.
Windows 7, like previous versions of Windows Operating Systems come in different versions, for the home, business and extreme users, below is the details of the features that come with each of these versions.
Windows 7 versions
There are 3 main versions that will be offered by Microsoft from launch day the 22nd October 2009 they are Business, Home Premium and Ultimate below is a summary of the components of each of these versions.
Windows 7 – Home Premium
Available worldwide, to OEMs and in retail
Includes Aero UI tweaks
Features multi-touch capabilities – on Touch screens
Adds “premium” games
Adds media capabilities (Media Center, DVD playback, DVD creation, etc.)
Adds Direct Access – Transparent tunnelling to Head Office
Adds BitLocker – Drive Encryption
Windows 7 updates
If you wish to purchase an upgrade version of Windows 7 for your Vista Operating system and you live in the Euro Zone, you are out of luck. Due to legal wrangling with the EU Commission, Microsoft will not offer any upgrade pricing or product. Also they are not shipping Internet Explorer with Windows 7 within the Euro Zone for the same reason. This will affect over half a billion people. This means that people who want to install Windows 7 on an existing system will have to backup their user data and do a clean install, and then restore your data.
Compatibility issues – Microsoft have thought of the users who still have programs that don’t work well with Windows 7. XP Mode is essentially a Windows XP PC inside Windows 7. So when you want to run those old programs you can use this XP machine to do this quickly and easily.
So we originally asked is Windows 7 ready for you? Well the answer is probably yes, in fact when you buy your next new pc or laptop it will be pre-installed on it. However those of you who want Windows 7 on an existing pc may be in for a painful installation. There is no upgrade path you can go down in the UK as mentioned above, so the only way to get Windows 7 on an existing PC is to buy the full version then wipe and install.
“Taking a backup of all your important data first of course.”
If you are still unsure what Windows 7 has to offer or if it is the right time for you, then please give us a call today on 02380 070 101for a full, confidential and without-obligation discussion of your needs.
This Article is only the opinion of Century IT Services LLP. All features mentioned were correct at time of writing we take no responsibility for issues arising through incorrect planning, installation or incompatibility with other applications.
Proactive Monitoring 24×7
September 1st, 2009
Proactive Monitoring is the modern way to manage a computer network
The traditional method of computer support or network support has always been Reactive, i.e. you notice a problem and then report it to your IT support company.
Proactive Computer Support is the modern way to manage your computer network. A properly monitored, proactive computer network service can help you cut costs by identifying problems or issues before they affect your business for example would you know if :-
Backups are Failing
Anti Virus software not updating on ALL computers
Web site is not online or available
Server running out of disk space
Server Hard Disk failure
Wouldn’t you like to know if your computer network had problems before they affect your business?
Proactively Monitored Network checks
Backup Monitoring
Server Disk Health
Disk Space Monitoring
Exchange Store Monitoring
Anti Virus Checks
Performance Monitoring
Web Site Monitoring
Hacker Checks
Asset Tracking
Another benefit of Proactive Monitoring is the Asset Tracking which can provide you with a monthly list of all computers and servers on your network along with their hardware specifications and serial numbers? Such information can help you identify old or problem machines so you can plan at budget times for upgrades and replacements, after all no one like those unexpected expenses.
Network Security
Installing the monitoring software client is easy, safe and secure using the latest https encrypted technology to pass critical alerts back to our monitoring system, and you won’t need to degrade your existing firewall security by opening any additional ports or pin holes.
Monthly Reports
Customers on our Proactive Monitoring service (Century Plus) receive monthly reports which uses our unique traffic light system so you can quickly identify problems or issues that have occured. Monthly reports include:-
Server Tape Backup history
Anti Virus update history
Disk Space & Historical usage
SPAM detection statistics
Server Physical Disk Health
List of support calls logged in calendar month
List of Hardware Assets including specification
Would you like to know about that network problem before it impacted your ability to do business?
Do you have that nagging worry that your backup probably hasn’t worked for some time?
Contact Us to find out how our Proactive Monitoring Service – Century Plus can help your business. (click here)
Century IT Services – Getting IT Right Providing Computer Support & Network Support to businesses in Hampshire, Dorset, Surrey, Wiltshire, Sussex & Berkshire
When I delete files from my hard disk is it really deleted or can someone access it?
July 22nd, 2008
Were you aware that when you delete files from your computer that the files are not really deleted and can be undeleted? Defragmenting your hard disk after deleting files or rebooting your computer will make no difference.
Some companies, when disposing of their IT assets don’t even bother erasing the contents of their computer or server hard disks, or ensuring their IT support company properly erases the contents.
There has been a lot of bad press recently about hard disks, computers and servers being sold on EBay, found in computer auctions or sold on from companies which recycle computers. This IT equipment has been found to still contain the previous owner’s data and the data is still readable by the new owners!
Basically this occurs because when you delete a file from your computer, only the information which maps the location of the file on the hard disk is erased, the location of the file still exists and the file still exists. These files can be retrieved using a range of readily available software titles on the internet or from your local computer shop. Undelete or un-erase software programs basically search the hard disk for files which can be undeleted and restore the ‘bookmark’ or location information so the files can be accessed again.
When disposing of computers and servers, you should ensure that the hard disks are professionally wiped, this means that some specialist computer hardware or software is used to properly erase the contents of the hard disks. The contents are erased by writing a sequence of meaningless data to each area of the hard disk, often several times over, this is normally enough to stop the opportunists or even an experienced computer technician. More intensive and a more complicated pattern of writes means the less likely a 3rd party will be able to see your data after you have disposed of the computers or servers.
Have you become a Zombie?
January 7th, 2008
New computers or freshly wiped and reinstalled computers pose little or no threat to your online safety, it is not until you start surfing the internet, downloading files or perhaps receiving emails that you start to be at risk. The majority of people simply don’t realise or are unaware that the internet poses a security risk to your computer network and privacy.
Have you ever had an email from the bank asking for your passwords? Really?
Do you often get SPAM emails?
Have you ever downloaded something from the internet?
Have you ever sent a private or sensitive email thinking no one would read it?
Ever surfed the internet and ended up at suspicious website?
Ever received a funny joke email from a friend?
If you have answered yes to any one of the questions above then your computer security could be compromised!
Banks never send emails asking you to confirm your account details; they already know your details and go to great lengths at sending you secure letters via the royal mail postal system. If you have mistakenly replied or given your details, I would suggest you urgently contact your bank.
There are varying different types of SPAM emails, some maybe from legitimate companies you have registered your details with, e.g. suppliers, partners or customers. These emails, although they maybe flagged as SPAM or potential SPAM by your computer system, are probably only being sent to you after you consented to be included on mailing lists.
You may receive other emails which include subjects such as Rolex watches, Viagra or online chemists, these are probably SPAM and you should be careful opening these emails or clicking on links or attachments.
If you click on one of these links, many things can happen, you could inadvertently:-
Download and install a Trojan horse
Install a Malware program
Install a Key loggers
Install Spyware
[For information on the above see our blog article]
A lot of people think that they can send a private email and it will remain private as long as no one looks over their shoulder before they hit the send button, this is very important misconception.
The ability to send a letter electronically via Email has become a major convenience to many people. Before the wide take up of Email, historically we would have sent letters via the Royal Mail postal system, secure in the knowledge that the letter would not be opened until it was received by the recipient.
In the electronic world, as your email travels from source to destination it travels through many computer systems, people can intercept, read your emails, take copies, tamper with them or even forward them to someone else without your knowledge.
I have been in the IT industry for many years and have seen many things; a couple of recent notable events were two separate, unrelated email correspondences from a Solicitor and an Accountant, both obviously containing private and sensitive information. It made me pause to consider whether my data protection rights were being violated and if the Accountant or Solicitor were aware of the dangers. As a rule you should not send private or sensitive emails as they will not be private for long!
Were you aware that a lot of jokes forwarded by your friends and family, even if they are Excel or Word documents can contain macro viruses?
Most people are aware that Internet Explorer records a history of which websites you visit and when and then clears down the history when the information expires. Were you also aware that there is a hidden internet surfing history log which is not normally deleted, this logs contains the ‘forever log’, all the surfing history!
Microsoft Internet Explorer 8 now includes a new feature called “In Private Browsing”. When you visit an online banking or other secure web site, would you want a record of where you went and how often you went there? The “In Private Browsing” options allows you to surf the internet more securely by preventing Internet Explorer from storing data about your browsing session. This includes cookies, temporary Internet files, history, and other data. Toolbars and extensions are disabled by default.
When considering the subject of computer network security a holistic approach should be taken. Properly installed and supported computer networks should have layered security; starting at the perimeter of the network, and ending with robust security policies on the user’s computers.
Century IT Services offer a range of support options to suit different types of business and budgets. We are particularly skilled in fault finding on some of the most troublesome computer networks.
Do you know what software is installed on your computer systems?
Century IT Services – Getting IT Right Providing Computer Support & Network Support to businesses in Hampshire, Dorset, Surrey, Wiltshire, Sussex & Berkshire
Benefits of Microsoft Exchange Server
Were you aware that when you delete files from your computer that the files are not really deleted and can be undeleted? Defragmenting your hard disk after deleting files or rebooting your computer will make no difference.
emails asking you to confirm your account details; they already know your details and go to great lengths at sending you secure letters via the royal mail postal system. If you have mistakenly replied or given your details, I would suggest you urgently contact your bank.
ide take up of Email, historically we would have sent letters via the Royal Mail postal system, secure in the knowledge that the letter would not be opened until it was received by the recipient.
