Have you ever wondered how to customize a slide show with designs, colors, images, and sounds?

Would you like to know how to add a hyperlink to a particular slide?

Our IT Support team has received many questions on how to use the various features in PowerPoint. However, please be advised that using too many can be distracting and take away from your key message and the professionalism of your presentation.

Themes/Schemes

·         Select a design template or create your own

·         Keep design basic, non-distracting

·         Choose a color theme, and be consistent throughout

Stay tuned for “Creating Backgrounds in PowerPoint”

Have you ever sat through a boring PowerPoint Presentation? Did you find yourself nodding off? Did the presenter reads directly off the slides, word…for…word?

Certainly, you’ve never been the presenter of such PowerPoints….or have you?

Before we uncover some of the tricks and features of PowerPoint, IT consulting expert Cheryl Smith shares  a few guidelines to keep your PowerPoint professional but still interesting and eye appealing to your audience.

A Few Suggestions for Professional, Yet Engaging PowerPoint Presentations

Creating Slides ~ Appearance matters

·         Use easy to read fonts, stay away from script and cursive fonts

·         Keep design basic non-distracting

·         Use legible font size, smaller fonts are harder to read

Consistency ~ Organized and professional

·         Design theme

·         Color Schemes

·         Over all design-keep same one throughout entirety

Backgrounds ~ Watch for Contrast

·         Black text with white background – very effective

·         Bright colors are distracting

·         Light colors strain the eyes

·         Consider printing – color backgrounds use more ink

Take Home Message ~ Highlight or accent message

·         One point per slide

·         Limited custom animations – only on main message preferred

·         Use WordArt to bring home the message

Straight and Simple ~ Remember audiences can only read or listen, they can not do both!

·         Use Keywords ONLY!

·         No sentences or paragraphs

·         Do NOT read from the slides

Images should be used ~ A picture is worth a thousand words!

·         Include images, but limit them to one per slide

·         Keep image relevant to subject of presentation

·         Be careful resizing images, images can be pixilated

Keep your audience in mind when creating the presentation, and rehearse over and over until you know the content - without having to look at the slides. Make eye contact with the audience and interact with them.

If you feel you need to add more information to the slide, give them a handout to take home instead. Do not worry about covering everything within the presentation. Most people like a handout to take with them for future reference.

After all, all the computer services and software in the world won’t help you if you don’t know how to use it.

We hope you have found this information helpful. If you would like to learn more about this subject, please feel free to contact us:

·          Questions about this article?

·          Suggest a topic

·          Learn more about our Houston IT Consulting

In the IT services world, we always hear buzzwords like TCO (total cost of ownership) and ROI (return on investment).

But what about using IT as a tool to maintain or enhance public perception? Determining the ROI of keeping a well-kept lobby or hiring friendly staff may be difficult, but it can mean all the difference in the world in creating a credible and professional image.

Constant technology problems send a bad message

Though we may beg to differ (wink, wink), no computer service is perfect. But if you’re constantly apologizing for server downtime or systems malfunction, your clients might start searching for a competitor whose technology does work.

If you’re having a hard time dealing with your in-house IT systems, IT outsourcing can be a viable option. But make sure you’ve done your homework first. Here are a few tips to finding the right IT outsourcing partner.

Whatever you do, make sure to keep your systems available. You never know when a client might take his or her business elsewhere.

Never lose your client’s data

Losing your client’s data makes you look irresponsible and unorganized – no matter how justified it may be.  In today’s marketplace, there’s just no excuse.  

Make sure to back up your data. You can do it yourself or choose from an array of hosting services that will do it for you via the Internet.  Here are a few tips for backing up your data.

Remember, there are only two kinds of users—those who have had a hard drive crash already, and those who will. Make sure you have a solution in place.

A solid IT infrastructure can make the difference in the eyes of your clients and prospects.

We hope you have found this information helpful. If you would to learn more about this subject, please feel free to contact us:

·          Questions about this article?

·          Suggest a topic

·          Learn more about our Houston IT Consulting

You don’t have to be a techno-geek to secure your data. Sure, we recommend having a certified IT consultant ensuring the security of your IT systems.

But, there are also many steps you can take to protect your personal and business data.

Take these small steps to help with your data security:

1. Completely wipe out all information on computers and printers prior to disposing of them.
2. Be very careful when clicking links and attachments within email from unknown senders-you could be allowing a virus to your files.
3. When entering personal information on a website, look to make sure it is a secured site. You can tell by looking for a Padlock icon on the website or you can also visit www.wot.com which will alert you to whether is safe or not.
4. READ prior to clicking OK on any pop-up windows. You may be giving someone access to your computer.
5. Social Networking sites such as; Facebook, Twitter and LinkedIn can be great for socialization and business but if you place too much information it can be dangerous. Many times people use their spouse’s, children’s, and pet’s names for password and this information is displayed on these sites and can be used to determine passwords. Be careful about the information you share!

Poor password management may be just as harmful as malicious viruses

In 2009 alone, McAfee detected 1.5 million malware samples representing an increase of 1,800 percent over 2006.  But viruses aren’t the only security risk to your business.

The greatest threat may come from within your company.

Tips for creating a strong, yet memorable password

A recent survey by Channel Insider reports that in 43 percent of security assessments, solution providers say they find poor password policies, enforcement and practices. 
  
One simple solution might be to choose a complex password, using a blend of numbers, special characters (Examples: “@,$,&”) and uppercase and lowercase letters

However, with complexity comes an increased, difficulty to remember the password. You never want to use the same passwords for business and personal accounts, write down passwords on a Post-it note or save them openly on your desktop. IsUtility expert Cheryl Smith recommends something easy for the user to remembe:

• Use numbers for some of the letters (ie "leet" or "1337" )
• Use symbols to replace letters (ie "!" for "i")
• For capitalization, something less obvious than the first letter

For example, if your password is Gaggia (brand of espresso machine) the password might be "$gaGG1a".

*Alert: Ignore emails that ask for your passwords via email

A credible organization - a bank or any other online software or service - will never ask for your password via email. If you receive any emails that ask you to “update” or “verify” your password, ignore it immediately. It is likely fraudulent.

We hope you have found this information helpful. If you would to learn more about this subject, please feel free to contact us:

·          Questions about this article?

·          Suggest a topic

·          Learn more about our Houston IT Consulting

If you’re like many of our clients, you frequently receive email attachments that need to be printed.

So what happens when you get multiple emails containing multiple attachments – and you need them printed quickly?

Print email attachments without opening the email

Traditionally, we open the email, open the attachment, click ‘File’ and print. But there’s a quicker option. Houston IT Consulting specialist Cheryl Smith has compiled the following steps to opening jpegs, pdfs or any other attachment - without ever opening the email.

(*Please bear in mind that this option does not allow you to choose a printer or certain preferences like stapling/collating, but it’s much quicker to print if these things are not important to you.

Follow these two easy steps:

1. Make sure the Reading Pane is open. Click ‘View’, ‘Reading Pane’, and select “Bottom” or “Right” (depending on your personal preference)
2. Right click on the attachment in the Reading Pane, and click “Print”

The attachment will open briefly, close, and print the document on your defaulted printer. This works with any attachment, of any size, saving you considerable time.

If you have any questions, please feel free to contact our IT support specialists.  

Do you spend too much time searching for old emails?

 You've searched everywhere...

• Inbox;
• Sent Items;
• Even your Deleted Folder

...but they're nowhere to be found?
 
Prevent wasting time searching for emails by changing the subject line.

Now, if Microsoft Outlook wasn’t such a dynamic tool, you’d probably have contact every email sender and give them an email etiquette lesson on how to be more descriptive in their subject line.

But lucky for you, you can change the subject line easily once you receive it - saving yourself search time and energy.

Try one of these two easy options when an email with an undesirable subject line arrives in your Inbox :

1.        Open the email, click where the subject line appears (note: does not look like you can edit it but you can.). Make sure to save when closing the email so the changes take place.  

2.        Change the setting of your inbox to allow in-cell editing

a.       View

b.       Arrange By

c.       Current View

d.       Customize Current View

e.       Other Settings

f.         Click Allow in-cell editing

g.       Ok, Ok….done.

You can modify the subject line to a specific Company name or File # or Document ID to use within your search folder criteria settings. This will allow you to view those emails quickly by clicking the Search folder which matches what you are looking for.

We hope you have found this information helpful. If you would to learn more about this subject, please feel free to contact us:

• Questions about this article?
• Suggest a topic
• Learn more about our Houston IT Consulting

 Will we stay or evacuate when a hurricane threatens?

How do you communicate with clients, vendors and employees?

Will our disaster plan work when the going gets tough? 

1.       Risk Assessment & Management 

a.       Identify & categorize risk of disaster on business

                                                               i.      Impact on revenue

                                                             ii.      Impact on clients/reputation

b.       IT systems assessment

                                                               i.      How much data can the organization afford to risk?

                                                             ii.      How long can the data be inaccessible?

1.       Email

2.       Core applications

3.       Non-core applications

c.       Related preparation costs

2.       Data Backup and Accessibility (based on “Risk Assessment”)

a.       Data backup

b.       Applications backup

c.       Data accessibility & ability to work from anywhere (during disaster period)

d.       Back-up power supply

3.       Restoring Data & Applications

a.       Purchase replacement equipment (if necessary)

b.       Restore applications

c.       Restore data (Are the backups up-to-date and intact?)

d.       Sync data and applications (ensure compatibility as previously)

e.       Ensure accessibility and ability to work from anywhere

4.       Test & Re-test Disaster Preparedness Plan

a.       Test plan definition

b.       Results and analysis

For more tips and best practices on preparing for Hurricane Season, contact our Houston Disaster Recovery Specialists.

A Disaster Preparedness plan is a critical part of preparing for disaster. Over the next few weeks we will outline a few basic steps on how to develop and implement a plan.

Appointing an Emergency Response Leader

The first step is to appoint a leader who will be responsible for creating and implementing the plan. This individual should have the authority to:  

·         Declare the emergency (and implementation of plan)

·         Classify the nature of the emergency

o        Natural (hurricanes may set off tornadoes, flood, illnesses, etc.)

o        Human (hurricanes have spawned physical and computer intrusions)

o        Environmental (hurricanes have caused power, telephone, Internet and transportation failure)

·         Relocate employees (if necessary)

Create an Emergency Response Team

Next, the team leader should appoint a team that will be responsible for:

·         Compiling, updating and verify contact lists for communication

o        Employees

o        Clients

o        Vendors

o        Distribution channel

·         Verify data is backed up and accessible throughout the disaster period

o        Data backup

o        Data restoration

o        Data accessibility (before, during, after hurricane)

 (*IsUtility® clients: All data on the system is automatically backed up and secured. This underscores the importance of a comprehensive plan  to provide safety and Internet access to employees in advance of a disaster)

A 3-part interview with Kirill Davydychev, Senior Technical Specialist, Xvand Technology.

IsUtility® Technical Specialist Kirill Davydychev takes a look back and a peek ahead at the evolving nature of IT consulting and IT support in Houston.  The business community has witnessed - and embraced - many technological transformations since Xvand first introduced utility computing (as “IsUtility®”) in 2000. Davydychev offers his perspective on the significant changes in IT and what businesses can expect moving forward into the next decade.

Q. With all of the utility and cloud computing  options available, why would someone want to invest in in-house IT resources?  

Until recently, many of today’s business executives see IT as a sinkhole rather than as a profit-center. As a result many have opted with what, at first glance, was the least expensive option. I think many recognize that IT has become more integrated into the business process.

Some IT professionals believe that you can better control your own destiny by using your own IT equipment. This way you’re not at the mercy of third-party computer services or tied into their long-term contracts. Owning your own IT resources is fine if you’re just starting a company, but as your business grows so does the complexity of your IT system.

Q. Should Houston businesses be concerned about being ‘locked-in’ by an IT consulting firm?

Unfortunately, yes. Most of the firms that provide IT support remote PC support in Houston are credible and competent. However, you should always be careful about signing a long-term contract. Computer technology evolves so quickly that it’s hard to know whether your vendor has the resources to keep pace. This is especially the case with cloud or utility computing which sounds great in theory, but you don’t want your vendor to learn new systems at your expense.

Q. What are the primary disadvantages of owning and managing your own IT equipment?

As I mentioned earlier, buying your own equipment seems fairly innocuous for a small business just starting up. However, over time, key components - such as CPU, disk, RAM, and, to a certain extent, the network – begin to bottleneck, resulting in latency or crashing of your system. These problems grow exponentially in organization with satellite locations and remote users or when remote pc access is required. All too often the typical in-house answer for these problems is to throw more money at it. Buy another server. Add more redundancy. Hire another IT support person. It’s becomes a vicious, never-ending cycle.

For these reasons, budget forecasting for IT is also an issue when you invest in your own equipment. You never know when IT problems can arise, and to what extent. You find yourself having to assume more capital expenditures and risk.

Q. What should a prospective client look for in an IT vendor?

Certainly be wary of long term contracts. Also, if you’re venturing into “newer” IT solutions, such as cloud computing, make certain that the prospective vendor has significant experience in this area of IT expertise. We cover this topic extensively in our Nine Tips for Choosing the Right Outsourcing Provider whitepaper. 

We hope you have found this information helpful. If you feel that your current process does not meet these standards, or if you would like more information on IT outsourcing please feel free to contact us:

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