CONTENTS *** NewsBytes *** Time Recording in Outlook Part 2: Outlook Times plug-in Windows Server 2008 storage improvements The Protection Racket Convert PDF documents into Word format Sitting comfortably? Q&A: How to move and copy files 4 different ways Clicks of the Trade - print Outlook contacts as a list

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*** NewsBytes ***
Flushed with excess There's gold in them thar drains! Or more accurately, glass. Bournemouth is to become the UK's first city to plumb its depths in search of faster broadband: the so-called Fibrecity will get speeds over 20 times that experienced by most UK citizens, delivered over fibre routed via its sewers. Billed as the largest Fibrecity project in Europe H2O Networks Ltd will be funding and providing its FOCUS (Fibre Optical Cable Underground Sewer) system at a cost of around £30 million, potentially piping speeds in excess of 100Mbps to Bournemouth's businesses and more than 88,000 homes. Such Fibre To The Home (FTTH) networks have long been mooted as the way to circumvent Britain's legacy copper infrastructures, while avoiding the expense and environmental hassle of digging up roads. The deadly web Hundreds of thousands of web pages, many reputable, are being turned into launchpads for attacks on the computers of those who visit. "nihaorr1" refers part of an address hiding a malicious Javascript that attacks end users. An SQL-injected vulnerability in the Internet Information Server service succumbs to the rogue address pushing its way onto such web pages and possibly other web servers. Major government, news and travel web sites have been among those infected. The attack attempts to exploit 8 vulnerabilities, but the good news for those who keep their machines up to date is that all the vulnerabilities have patches. Zoho HR freeware Following up on the Zoho review in May comes the news of the Zoho human resources module. Aimed at organisations with more than 30 employees, Zoho People offers a range of HR functions encompassing organisational structure to recruiting new workers. Many organisations of this size start to outgrow their ad-hoc management employee data, typically via spreadsheets. PC makers keep XP alive Large PC manufacturers such as Dell, HP and Lenovo will continue to sell Windows XP installed on their hardware beyond the operating system's stated end of June cut-off date. By exercising 'downgrade rights' they can ship Windows Vista Business and Ultimate editions which allow customers wary of switching to Vista to load Windows XP Professional as a preference instead beyond the 30th June deadline. Since customers purchasing machines shipped in this way have still technically bought a Vista licence, Microsoft is unlikely to oppose the move as it will count these machines as Vista sales, thus promoting its success.	DIY Dilbert cartoons Dilbert has succumbed to the interactive nature of Web2.0 with a web site where fans can rewrite the final frame of the famous daily geek strip. Creator Scott Adams creates sets up the strip and you supply the punch lines. Or rate those of other wannabe gag writers. This one is set to run and run since fans will soon be able to collaborate in groups on the cartoon panels, then later there will be animated Dilbert strips launching on iTunes, YouTube, and the like and finally a new web site giving free access to the entire Dilbert strip library since 2001 plus widgets enabling Dilbert to reach personal social networking pages. http://dilbert.com/mashups/punchline Windows XP SP3 released ... eventually A stop-go-stop stuttering release for Service Pack 3 had industry watchers wondering whether the roll-up of Windows XP bug fixes would make it to market before the operating system was finally withdrawn, theoretically still slated for the end of June. Initially released on 29th April but then pulled at the last minute by a newly discovered a compatibility issue involving Microsoft's Dynamics Retail Management System (RMS) and affecting both Windows XP SP3 and Vista SP1. The release was finally launched a few days later (we have tested it without issues so far) and it will be rolled out via Microsoft's Automatic Update system "in early summer" - which must mean summer as in June. CEO Steve Ballmer has hinted that consumer demand may prompt Microsoft to extend the time limit, though such a move would damage Vista sales, so watch out for Windows XP support extensions à la Win 98. Botnets to fight botnets University of Washington researchers Colin Dixon and Thomas Anderson have proposed a novel method of countering the denial of service attack (DoS) floods frequently issued by malicious botnets that can bring down servers and web sites: give them a dose of their own medicine. The Phalanx white paper discusses the idea of swarm of 'good' computers deployed at ISPs, on corporate networks and in homes. Phalanx's assumption that, at any given time, the number of good accesses to a server will outweigh bad ones (from millions of infected automatons that launch the attacks), therefore DoS attacks would be minimised even on low bandwidth Internet links. The system could also challenge bad botnet computers by presenting a series of computationally-intensive cryptographic puzzles and pseudo-random end-host mailboxes to limit network congestion, creating fair queuing for incoming traffic. Another advantage is that ISPs could implement the system unilaterally. Over 60 clients think Co-Op is fantastic ... ... and have been prepared to say so unequivocally. Thanks to all for the compliments - let the staff step forward and take a bow!
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	1. Time Recording in Outlook Part 2: Outlook Times plug-in More time recording techniques in Outlook.
Help at hand. Back issues just a click away	Last month we looked at the Journal entry method of recording your time within Outlook. In Part 2, we look at a method based around the Calendar, that lets you look back and analyse what you spent your time on, neatly answering that old puzzler, "What the hell did I do last week?" Which worker are you? Journal v. Calendar At this point, it's worth repeating the suggested modus operandi for likely Journal and Calendar users where we left off last month. Suitable users for Journal working (where private and public time are separate): staff/employees volunteers long-term in-house contractors, eg working on a single project Suitable users for Calendar working (where private and public time are mixed): part-time workers short-term contractors self-employed However what this doesn't show is how these people actually enact their time recording process. For example, people may choose to: look at the clock guess the time worked afterwards decide on a time slot and work to it use the stopwatch on their aeronautical-chrono-alarm-Blu-ray player wristwatch So if your chosen method doesn't include the Journal working of Outlook, then you can benefit from either an overview of a hard-working calendar in glorious colour, or from calculations of an excellent calendar analysis tool. Life in color colour at last First though, it's worth understanding a few Outlook calendaring concepts that may be unfamiliar, namely: Labels – a set of text labels that define calendar appointment colours Categories – the ability to assign Labels and/or custom text tags to a calendar item (or indeed any other Outlook item), eg fundraising, brochure design, mailout (which three we will use here) Colouring – the ability to assign colours to a calendar item for at-a-glance viewing Automatic Formatting – combine the two above features to make calendar items change colour on their own depending on which categories you assign. This last feature is really versatile and brought Outlook 2000/2 out of its monochrome doldrums into blazing colours - well, inoffensive pastels actually - and the shame is you can't change those. Extroverts beware. Automatic Formatting lets define any number of categories to turn appointments into a coded colours via a series of clever rules using the Auto Format button or from the Edit menu | Automatic Formatting. As an example, we could colour all holidays a bright sunny yellow inside Outlook Calendar: Edit menu | Label | Edit Labels Assign the yellow label (OK, it's a light ochre then) a text tag of "Holidays" click OK Edit menu | Automatic Formatting | Add button | Name = "hols", Label = pull down "Holidays" Condition button | More Choices tab | Categories button | tick "Holidays" click OK, OK, OK We now have an assignment whereby any appointment (or all-day event) tagged as "Holidays" turns yellow using its standard Label. However, we can take this a stage further and make all Bank Holidays, high days and Holy days conform to same rule, without using up another label. Back in the More Choices tab, it is possible simply to add further custom category tags (say "BH" for Bank Holiday) and tag all your May Days and Christmases. Thus a self-employed person could invoke this schema for customer codes, a charity could indicate project names, or an enterprise could tag costs centres and all of those codes in the same rule would adopt the same colour, reflecting Customers, Projects and Costs respectively. It should be fairly apparent that you can do this for as many categories or types as you wish ... individual projects, types of activity (travel abroad, meetings, telephone conferencing), staff roles, and so on. Analysis – the Times they are a-changin' Snap on a plug-in called Outlook Times you can begin to answer questions such as, "How hard am I working?", "Is there the right amount of slack in my schedule?" and "Am I expending effort on the right tasks?" Scary, but becoming essential in these performance-monitored days. Installation is a quick download from http://wang.se/en/outlook/times and works best when you are an Administrator level of the PC being installed on. You will know that it has installed correctly when you see a new Outlook Times toolbar along the top, but double-check by looking in: Tools | Options | Other | Advanced Options | COM Add-Ins, and see that the Outlook Times Add-In is ticked. Swedish export Outlook Times displays provides own category tags (see its Settings button on the toolbar), but it will pick up Outlook's standard tags too if they match. Now the clever bit ... The export facility of Outlook Times (the Export Times button, surprise, surprise) now pipes all the calendar info (for the period you specify) into an Excel spreadsheet. Not just any old spreadsheet however, but one that is a beautifully crafted pivot table to show the total times dedicated to each tag (eg a project, a volunteer, an activity). As with most Pivot Tables, the tag pull down allows you to ponder selective analyses by omitting certain fields or reassigning others, such as huge quantities of time that come under the 'blank' category. Now you really get to to where the effort of your organisation is being applied efficiently, or disappearing uselessly. You can also opt for an Excel diagram to show a quick comparative view of the blocks of time spent. The neat export options box permits a fixed time period to be specified (last month, last week, yesterday, last 10 days), the ability to include other (non-Times-tagged) items and recurring or all-day events, a choice of minutes or hours for the units of time and even the possibility of dumping all the events once you have exported them – resulting in a cathartic emptying of the diary! What's really amazing is that such an indispensable and much-awarded tool is also free. More power to the Swedes! The whole calendar still remains as an entity that is 'sync-able' with many smart phones and PDAs - a big attraction for people with appointments on the move - though the calendar colours and categories are unlikely to translate to the mobile device unless it is running Windows and Outlook. The Clock-on Combo Finally, one can employ a 2-step combo of Journal (see last month) and Calendar to create a true time-recording facility by dragging and dropping items from the Journal to the Calendar. The disadvantage here is that one still has to edit all the dates and times since drag-n-drop operations create an appointment with today's date. Contacts Download Outlook Times from http://wang.se/en/outlook/times Learn more about calendars. -IB- Acknowledgements: Paul Craig

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	2. Windows Server 2008 storage improvements The release of Windows Server 2008 marks a number of improvements to the server's storage-based mechanisms.
Help at hand. Back issues just a click away	Microsoft's new Windows Server 2008™ sets stability as a key aim, with such features as a reduced Server Core option, which lets you install only the services and features you need, thus less to maintain, fewer patches needed, and therefore fewer disruptions. The resulting 'attack surface' is likewise reduced lowering its vulnerability to hacks, attacks and downtime. Complement this with Failover Clustering to make for easy configuration, management, and migration of highly secure server clusters and you can have 24x7x365 applications and services, that can be automatically shifted to suit workloads and hardware. Less has been discussed, however, in the arena of Server 2008's storage refinements. Here we look at four aspects : Self-healing NTFS BitLocker Drive Encryption Symbolic links SMB 2.0 Self-healing NTFS Once merely the stuff of science-fiction, computers are now indeed able to heal themselves. A blessed relief for many admins who have had to reboot a Windows server in order to run chkdsk.exe and correct a corruption in NTFS, perhaps taking time out after hours or, worse still, interrupting colleagues in the middle of their working day. Enter the self-healing NTFS, a corruption repair tool that will fix many problems live, and while it won't substitute for volume repair tasks, it does avoid the disruption of a reboot. BitLocker Drive Encryption Purchasers of Windows Windows Vista Enterprise and Ultimate editions will already have noticed Microsoft's BitLocker Drive Encryption software, employed to encrypt and protect the contents of the operating system volume, usually on the C: drive. In the initial version of Vista, BitLocker could only automatically encrypt the C: drive, but with release of Service Pack, it can also encrypt other volumes (D:, E:, etc), a feature already enjoyed by Windows Server 2008 users. Although total disc encryption is normally only a consideration for portable items such as laptops at risk of theft or loss, it is also worth contemplating in remote areas in which physical security cannot be guaranteed, such as branch office environments or outbuildings. A relatively quick implementation could be less expensive than securing the immediate environment in the short term. SMB 2.0 Server Message Block, aka the Common Internet File System (CIFS), is a venerable protocol responsible for a huge number of server features, including file sharing, short/long file names, access to printers and ports, and various communications between nodes on a network. It also provides an authenticated inter-process communication mechanism so that all these processes know what the other is doing. Updated through decades into version 1.0, the new improved SMB 2.0 was first shipped with Windows Vista, and is now included in Windows Server 2008. SMB 2.0 allows multiple SMB commands to be sent in a single network packet, significantly reducing network transmission overheads and therefore communication lag. Larger buffer sizes and a greater number of concurrent file handles renders increased scalability in pure Windows environments, namely when talking to Windows Vista machines. To work with older and non-Windows systems, Windows Server 2008 supports both SMB 1.0 and SMB 2.0, automatically selecting the most appropriate version. Among these SB 1.0 communicators is the well-known Samba server version of CIFS, frequently implemented on Linux servers. (note the letters s, m, and b appear in sequence in the Samba name), though Samba 4 includes experimental support for SMB 2.0. Finally, with a further nod to Linux and Unix admins, SMB 2.0 at last gains support for symbolic links, a powerful feature enjoyed by said admins since Internet computing began. Symbolic links A symbolic link is simply a pointer - an object in the file system that points to another similar object, such as a file or directory. One could think of this like the familiar shortcut, only it's a lot more versatile. Symbolic links are listed as a normal files or directories/folders and can be used transparently by applications, which read or write to links just as if operating directly on the target file itself. Thus software such as backup utilities may identify and manipulate symbolic links directly. This established Unix/Linux feature now makes it much easier to administer Windows Server 2008 files systems and share data. Aside from storage advances, Windows Server 2008 boasts security enhancements too, such as Network Access Protection that locks out mobile computers not complying with its security policy, a Read-Only Domain Controller designed for branch offices or edge sites offering rapid, one-way authentication, so that only local user credentials are stored and a Server Core only installation option minimising the surface area of the operating system kernel to reduce vulnerability to attack. Verdict With a significant set of improvements to the underlying storage infrastructure, Windows Server 2008 promises better stability and availability for users. Contacts Microsoft Windows Server 2008 unleashed Windows Server 2008 overview -IB-

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	4. Convert PDF documents into Word format Just how successful are the 'Adobe-bypass' converters? IB discovers that what you see originally is hardly ever what you get.
Help at hand. Back issues just a click away	Just about everybody by now knows at least one method of creating PDF files without buying into Adobe's fairly expensive tools designed to author its proprietary Portable Document File format. Utilities like PrimoPDF have been around for ages, but what about the ability to take a PDF and edit it and convert it back into some format you can tinker with? Private Design Features The raison d'étre of the Adobe PDF format from the beginning was to embed font, layout and picture information into its own portable file such that when copied to someone else (and with the aid of free Adobe Reader software), the recipient would see exactly what the author or designer intended, rather than a result distorted by screen resolutions, limited fonts or even the operating system on the receiving computer. However, access to the format has always seemed to be predicated on the basis of 'wealthy editors': in other words, to read PDFs was fine for the masses, whereas to create and edit them you had to be a professional creator with enough cash to invest in a reasonably pricey bit of design software, initially Adobe Acrobat. This exclusive design club was soon shaken up companies who had bought a licence into Adobe creation started releasing free or trail software that allowed anyone to create a Portable Document Format file, even if they couldn't then later edit that directly. Create PDFs online Web2PDF Online is a free HTML to PDF Conversion service for your web site, allowing visitors to save pages and blogs as PDF files. The converter also keeps track of all PDF conversion activities, providing you with stats to establish the importance of your site contents. Convert documents now https://www.pdfonline.com/convert_pdf.asp A PDF export feature is today attached to most of the major document applications (under File | Export), such as OpenOffice and Microsoft Office so if you have the master ODF or Word file, it's easy to edit that and export anew. In fact you can even produce them online (see panel) However, that still doesn't allow the ordinary Jo Bloggs to edit a PDF received say via email. Until now. Word document to PDF converters There are at least half a dozen possible ways to convert PDF files into Word .doc format, including freeware programs or free web and email services. Among the contenders, Koolwire rates as one of the best all-rounders (English/Italian versions) where you simply upload your PDF file (up to a limit of 10MB) and receive a converted Rich Text Format (RTF) document by email in a couple of minutes, though Koolwire still identifies itself as a beta service. Others meriting a mention for their faithful conversion are another beta Zamzar with an increased upload size of up to 100MB though the converted email may take a couple of hours to get back to you in busy daytime hours. Sadly it can fall down on image handling, lumping separate pictures into one big one. For those preferring fast turn around conversions from the homely comforts of the desktop rather than potentially nebulous emailed services, the PDF2HTML project is a downloadable package with a separate PDF2HTMLgui (latter contains both packages) presenting a more usable, straightforward interface than the bare project. However a third package, Ghostscript, also needs to be installed and couple of tips and some manual reconstruction of documents may be on the table (see below). Another installable converter, hellopdf's Free PDF to Word Doc Converter version 1.1 does a fairly accurate rendition job without needing a web site (in theory), but the software soon starts prodding you for one-off registration keys, so to remove the annoyance you have to visit the site, answer a mathematical question(!) and fetch a free code. In the face of all this free competition, Adobe has launched its own emailed-based conversion service pdf2html [at] adobe.com - one of the fastest but, disappointingly, one that can truncate tables and lose the contents. Finally the Media-Convert web service: allows a massive 150MB upload capacity for your PDF document but generates rather too many text boxes, that may require follow-up manual editing. To give this versatile web site its due credit though, Media-Convert also converts a vast number of other file formats such as Flash (SWF), movies (mp4, avi, wmv ...) as well as most sound, text, spreadsheet and presentation files, though we didn't text the conversion quality of all those. Truly impressive if it lives up to its name. Any PDF converter pitfalls? You bet. A WYSIWYG business it ain't. Tables and images Many converters make a real hash of tables - flattening, omitting or truncating the boxes and their contents. Likewise with images with the results that multiple pictures can end up being placed wrongly on the page, lost or even combined into one! PDF versions As with Word document files, some versions are more equal than others, meaning that the latest is usually the most current. Unfortunately this means that creators who render PDFs with the latest, newest features using Adobe's design software (Acrobat, InDesign, Illustrator, etc) may exclude those who still using older versions of the Acrobat Reader software. While it is straightforward to download and install Adobe's most recent Reader (currently version 8.0), this format creep also affects the quality of conversions. Most converter providers here supported PDF versions 1.0 to 1.6 but over time, bear in mind that this may change unless they keep step with Adobe; for those running a beta program, the time invested may tax their initial enthusiasm to provide a free service. Privacy You probably won't be wanting to convert tables of salary structure PDFs online for instance, unless you have checked out and really trust the site's privacy policy, and probably not even then for anything containing personally identifiable information (PII). Verdict For quick, labour-saving conversion of PDF files into Word, at least of the free services here will offer a solution, as long as the content and layout of original files is not too complex, or doesn't require faithful reproduction. Contacts PDF to Word doc converters comparative test Find more about converters. -IB- Acknowledgements: Samer

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	5. Sitting comfortably? Posture problems could be more serious than you think - straight up and on the level.
Help at hand. Back issues just a click away	Striking the pose It's a subject we bang on about from time to time, but it really can't be said too often: the digital life takes a terrible toll on the health of your average screen-fixated worker. Pain in the neck Those with a straight back, level arms and thighs and head erect, like Mr. Good in the example, either recognise the importance of their typing posture on bodily health or have just been jerked into a course of Alexander Technique by the realisation that something was slowly going pear-shaped - probably the spine. For the rest of us - the Mr. Bads - a life of hunched depression lies in waiting, for 'computer crook' can become a vicious circle as time passes. To take the case of one's neck, for example: Neck pain causes you to avoid normal movement, followed by ... Lack of activity weakening the neck muscles, followed by ... Loss of confidence in ability to undertake normal activities, followed by ... Deleterious effects on work, social life and relationships, followed by ... Depression and anxiety, frustration and anger, followed by ... Lack of exercise, weakening muscles further. Break the habit This is a sad demise because, although painkillers, massage and relaxation can help relieve symptoms enormously, there's nothing quite like not letting bad posture take over in the first place. Exercises (yes, even at the computer) and breaks are good preventative steps, but since most of us sit way too high and seem determined to tower over our desktop towers and screens (is it an inferiority complex?), ensuring a good seated environment that gives us the parallel arms and legs of the enviable Mr. Good is the starting point for a healthier position. If you haven't literally sat up and taken notice by now, then premature Wrinkly-dom is lurking almost certainly just around the corner. Worry not: you can sit back (or hunch forward) and bask safely in the knowledge that you have dutifully spent more hours glued to a monitor than all your colleagues put together while computer simpletons will flock to hear your founts of online knowledge pouring forth. Assuming you can tear yourself away. Contacts Exercises for Office Workers, PDF, 1 page WorkPace Repetitive Stress Injury prevention software -IB-

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	6. Q&A: How to move and copy files 4 different ways Question Mark Hi Mark, Sounds like a stupid question, but how do I move files between different drives? Sometimes it seems to insist on copying them (which then means I have to go back and delete the originals manually) and other times I find it's moved files without me asking, which I only discover days later (grrr!).
Help at hand. Back issues just a click away	There are several ways to Move files (or Copy them), but the key principle is to note that, by default, Windows will: - MOVE files between folders on the same drive (eg C: to C:) and - COPY files between folders on different drives (eg C: to H:). You can override these default behaviours easily by several methods. The descriptions below are going to sound a bit wordy, but once you have practised each the actions become second nature. Don't experiment with valuable files just yet though! First, highlight your files/folders by picking them out with the mouse (a left click) and the Ctrl key, or entire file blocks with the mouse and Shift key. Method 1. (the safest) RIGHT-CLICK AND HOLD the file selection, then drag to the new drive (eg H:) A context pop-up appears from which you can choose Copy/Move/Cancel with the default action shown in bold Method 2. (the slickest) HOLD DOWN the Shift key for Move or HOLD DOWN the Ctrl key for Copy, then ... LEFT-CLICK the file selection and drag to the new drive (eg H:) then let go of the mouse button (drop), then unhand the keyboard key you're stabbing You can reverse the hold-down and click operations - it really doesn't matter which order - in which case note that the small "+" (plus) symbol appears next to file group when you are hovered over the drive prior to a Copy operation. You can toggle this action with the Shift key (or the Ctrl key if the default was a Move). Method 3. (most familiar) Pull down the Edit menu and use Cut/Copy/Paste menu functions as you would normally, or the Copy To Folder/Move To Folder functions. Many people use the Ctrl + X/C/V keys as shortcuts instead Needless to say, a Cut-then-Paste moves the file selection, while Copy-then-Paste copies it. Method 4. (the fastest) Use the defaults. Once you understand the default Copy/Move behaviours, a standard drag-and-drop is the fastest. Override the default with a single key as in Method 2. Discover answers in more Q&A topics -IB-

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	Clicks of the Trade - print Outlook contacts as a list --- Quick tips for happier clicks! ---
Help at hand. Back issues just a click away	If, like many people who store contact details in Outlook, you would like a printed A4 hard copy for reference - say, to have handy for phone calls - it's very simple to arrange names, phone numbers, email addresses, postal addresses, etc into a printable format. To print a contact list from within Outlook's Contacts: pull down View menu | Arrange By | Current View | Phone List (if the fields on offer aren't the ones you want printed, rearrange them ... use the Field Chooser button on the toolbar above to add or remove fields, perhaps selecting All Contact Fields in the Field Chooser panel drag-n-drop fields between the column headers and the Field Chooser panel at will (eg you may want to remove the File As column) pull down the Outlook File menu to Preview or Print. More tips on choosing Outlook Contacts fields To remove fields quickly such as Pager from the any standard Outlook view, simply grab it with the cursor and slide upwards on to the toolbar. A big black "X" is superimposed to indicate the field's banishment, though actually it just gets shunted back into the Field Chooser panel. However the definitive way to alter any Outlook View is: pull down View menu | Arrange By | Current View | Customize Current View | Fields button What appears in the box labelled Show these fields in this order are the fields that will display and print. ** try it now ** More Clicks of the Trade -IB-

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