CONTENTS *** NewsBytes *** Disposable servers are coming Don't let ISP downtime derail your mail Improve your web site search ratings Just when you thought it was safe to go in the comms room Compare Dell PC energy costs Q&A: How to get rid of tracked changes in a Word document? Clicks of the Trade - Create a manageable tasklist in Outlook

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*** NewsBytes ***
Recycled gadget drop off point benefits charities Yet another way to recycle your old mobile phones, MP3 players, digital cameras and inkjet cartridges came across our desk recently, but the aptly titled Simply Drop™ could earn cash for you or go to charity. Drop your gadget into one of their prepaid envelopes and you choose to receive a personal payment for its value (via PayPal, a local Post Office or Postal Order) or donate your payment to one of five charities. Go get your envelope now! PC on a stick So small you may have missed its appearance during the summer, a tiny computer small enough to fit inside a plug was released in the UK. Based on a generic design by Marvell's SheevaPlug, the module features a 1.2GHz processor, 512MB of RAM and 512MB of flash storage. The only connectors, aside from mains power input (variants for different countries), are just a USB 2.0 and an Ethernet socket. In the US, a consumer-orientated product called Pogoplug claims to get you started in 60 seconds, but many partner companies will be launching plug computer-based applications in the form of mini media centres, home serving file sharers, internet TV players, home cloud/home automation and security. It is claimed that partners such as Buffalo, Seagate, Lacie and D-Link will help push down the current priced of $99 to nearer $30. A community wiki and forum exists to help developers get started. The end of flipping newspapers The onslaught on the paper-printed word continues. Move over Amazon Kindle and Sony Book readers, step aside the Google book-digitising project, for Google now has its eyes on the common newspaper. Chief executive Eric Schmidt criticised the formats of newspaper online editions as slow and "pretty unpleasant to read" in the run up to the unveiling of Fast Flip at the TechCrunch50 conference in San Francisco. The Google Labs product mimics flicking through a magazine, something like clicking through an online PDF snapshot. Google claims three dozen top publishers as partners, including the New York Times, Washington Post, the Atlantic, Fast Company and Newsweek, with whom it will share contextual ad revenue. Fast Flip also sports a mobile version.	Notebooks in meetings - handy or handicap? The shrinking notebook PC is finding its way more and more often into the boardrooms and conferences among the corporate sector, much to annoyance of those focused on taking part instead of taking notes. Before such behaviour becomes an issue in your organisation, stay a step ahead by taking a quick look at HP's timely article "5 rules for using notebooks in meetings". Android invasion in 2010 Next year may see a surge in 'Androids' as Google's mobile platform gains ground, most recently in Motorola's new Droid, already dubbed by some an 'iPhone killer'. The trend towards smartphones becoming the mobile of choice (as opposed to phones with specific collection of features like photo-blogging) in 2010 underlies new moves by manufacturers in 2009. Just to confuse matters HTC has chosen the same 6th November launch date for its sub-$100 DROID ERIS, though the rumours suggest a repackaging exercise. However, the success of Hero has prompted HTC to warrant an upgrade to Android 2.0 and accommodate its Sense user interface. Google's operating system is also appearing on notebook computers such as Acer's Aspire One style version. Sony Ericsson are to launch their flagship Xperia X10 powered by 1GHz processor in 2010, while T-Mobile have promised the first Android PAYG phone Pulse at below £180. Research firm Gartner expects Android phone sales to overtake iPhone by 2012 with forecasts of nearly 100 million. Simple communications and collaboration online Co-Operative Systems is now an authorised reseller of Microsoft's Business Productivity Online Suite (BPOS), a set of hosted messaging and collaboration solutions aimed at streamlining your communications with high availability, comprehensive security, and simplified IT management. BPOS consists of Exchange Online, SharePoint Online, Office Live Meeting, and Office Communications Online. Suitable for small branches and mostly outward-focused organisations with a minimal need for IT infrastructure, your benefit from rapidly deployed technologies that are always up-to-date, maximizing valuable IT resources and reducing your investment. Contact us for more information. Gates open in London New Year's Day 2010 sees the opening of the new European office of The Bill & Melinda Gates Foundation headed by Joe Cerrell. "Expanding our work in Europe is an important priority for the foundation, and we're very pleased that Joe will be leading this effort," said Bill Gates, co-chair of the Gates Foundation. The European office will also liaise with Gates Foundation grantees throughout Europe. The foundation also funds European groups for a wide range of research, program, and advocacy projects, primarily related to global health and development. Some of these partners include Development Initiatives, Action Aid, German Foundation for World Population, and others.
*** end of NewsBytes ***

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	1. Disposable servers are coming Duff server? Just clone another one.
Help at hand. Back issues just a click away	Using drag-n-drop to copy a server's contents to another virtualised server - while running live - and mark the old one as duff, is becoming as easy as managing files in Windows Explorer. A taste of computing to come? Massive data centres coming online now are making this kind of manipulation feasible and almost trivial, but the nascent computing sea change is growing from a whole array of features in the most common of operating systems such as Windows. Windows 7 launched in October and has proved a hit with testing labs in that, not only does it run on hardware that runs Vista, it can often run faster too. Existing applications and software should make the transition seamlessly, except for those that operate at binary levels, such anti-virus and firewalls, so it's worth checking for compatibility and newer versions. Among Windows 7 benefits are the fact that its designed to go hand in hand with recently released Windows Server 2008 R2. But delve further and we see how key new features ease wide area networking and secure connections to outlying offices. Direct Access – replacing Remote Desktop Protocol (RDP), this a secure VPN type capability embedded in the product, so that remote PCs and laptops can now be a seamless part of an organisation's network BranchCache – an easier off-line syncing process to benefit enterprises with employees connecting from branch offices or locations abroad Search Federation – a new search facility that ferrets not just through local drives, but also SharePoint portals or Internet resources. Literally federate sources - such as a networked archive, server documents, a USB drive, YouTube and Flickr - all into one search hit BitLocker - built-in data encryption for drives and USB sticks to allow sectors such as banking to comply with legal regulations in respect of storage that strays outside the perimeter of their network AppsLocker - a black- and white-listing service for applications, for example to prevent a laptop or handheld running rogue software and only allowing it to run Microsoft Office Virtual Desktop – a preset desktop built on a remote machine that allows enhanced profiles to be distributed to staff, for example switch “my work desktop” and “my travelling desktop” Some of these features may only be available in Ultimate editions of Windows 7. Windows Server 2008 R2 Efficiency is the new old buzzword for this R2 edition of Windows Server 2008, with an emphasis on helping server farms and data centres. Don't forget, if you have 2 servers in your office, you already effectively own a data centre! Windows Server 2008 R2 provides Client and Server virtualisation through Hyper-V and Presentation virtualisation through Remote Desktop Services (an embedded Terminal Server). Hyper-V has been improved and permits for instant fail-overs - cutting over to a new server before the current one fails Better management of power consumption File Services - metrics for analysing how data is used and stored, implementing expiry and retention policies, mitigating the risks of leaking data remote administration – looking after all your servers from one console management from command-line and automated scripts Reduced administrative effort compliance with established standards and best practices - Windows Server 2008 R2 includes an integrated Best Practices Analyzer for each of the server roles In the future, we won't all be wearing shiny clothes – as promised by a myriad sci-fi writers - but we will be storing much of our data in massive data centres. Really, really big data centres You can now buy processor cores like apples, by the container-load. In the last 12 months Amazon has already abandoned one computing facility in Oregon only to begin another in North Virginia, adding to its raft of facilities in the US and a handful of European cities. Google, necessarily a long time player in the data centre market, unveiled its surprisingly simple secrets for server power support mechanisms, as bundled into thousand-strong containerised server packs. Even Apple, a surprise contender in the data centre arena, admitted to building a North Carolina facility of some 500,000 square feet (46,000 sq metres). Imagine this huge space equivalent to walking 6Km along one side, then 8Km along the other. Billed simply as the company’s East coast data hub, current speculation is that Apple may be scaling up capacity for future cloud computing ambitions. System X, an Xserve G5 supercomputing cluster CC-licensed pic by Christopher Bowns Such projects now reach well into billions of dollars, an undertaking of which Microsoft is only too aware as it invests in its new European Data Centre in Dublin - the size of 8 football pitches – as part of its move towards Azure, its cloud computing solution. Supplying literally millions of users, these batteries of servers are mounted in shipping-size containers, with no space for human access. If a server dies, it's just replicated and marked like a bad block on a disc. When too many units in a container become unusable, the whole container is simply replaced. Massive benefits What are the benefits of these Borg-esque structures for people who actually buy into them? Instant scalability (essential for companies that merge or buy others), automatic updates of operating systems, high availability with proper Service level Agreements (SLAs) and penalties when downtime occurs, ability to support a whole range of applications and operating systems, portability of existing applications, and low costs because massive scale means smaller environmental impact per server. Cloud computing eases DR and migration With virtualisation on hand, being online continuously for users becomes much easier. Let's take two examples. Disaster recovery: How do you know your DR strategy works? No longer do you have to invest in physical hardware and spend a whole weekend testing data recovery. In a few minutes, a new virtual server can be cloned, then tested for DR without disturbing the live server(s). Suddenly DR tests really can be done quarterly or monthly as your strategy demands, instead of it being theory. Migration: Got 100 users to migrate from one creaking server to another? No sudden downtime necessary while users are migrated en masse. Clone a server, test a few key power users by migrating them to the clone, then run both servers live, gradually migrating users in blocks until the old server can be decommissioned. Pay-as-you-go servers For everyday clients in need of a virtual server, the commitment can be small by eliminating the purchase factor altogether. Resellers can either sell server access on a pay as you go basis or longer contract or clients can deal direct with server suppliers or an Azure cloud partner. There will be service fees to manage each client's part of an Azure cloud, but the lack of commitment to capital expenditure makes it very attractive to investors, funders and accountants who prefer the more predictable operating expenditure. If you haven't seen articles littered with "CAPEX vs. OPEX" lately, IT costs obviously don't register on your horizon. For small networks, the costs will be similar to an in-house network, but large e-commerce enterprises will see savings of up to 70% on conventional IT infrastructures or hosting. In 5 years, such trends could mark big changes in the traditional server model with the large scale implementations bringing costs down further. Many of these large scale developments have been driven by environmental awareness and have come to fruition at a rather fortuitous time when economic downturn is forcing organisations to think about getting IT costs down. There's a lot here to comprehend, and more that is still to come. If you want to avoid being hit with a tidal wave of technology and just have a chat to get to grips with some of it, use the follow up form below. Tell me moreHelp me set it upRemind me later Email* Org -IB- Acknowledgements: staff team

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	2. Don't let ISP downtime derail your mail An office without email can induce train-wreck style panic if there's no sign of services returning to normal. But it doesn't have to be like this.
Help at hand. Back issues just a click away	Most organisations have email routed via their broadband Internet Service Provider (ISP), or perhaps one dedicated for the purpose. The trouble is that email has become a 24x7 addiction, so that its loss, however temporary, suddenly becomes an organisation's entire focus, to the detriment of all other work. When all your employees are just sitting around wringing their hands instead of writing reports, such frustration is expensive. Rusty Siding vs. Fast Track The scenario above is the technical equivalent of shunting trains into a dead end siding while you wait until a track is repaired. What if you could re-route trains on to say, Track 2 via a set of points, to avoid repairs on Track 1, and then switch back again when repairs are done? Well the good news is that it is possible, and in fact increasingly common, these days to redirect your mail automatically to another mail server for those rare but crucial moments when mail providers do maintenance or generally 'throw a wobbly'. No more DIY email routing Techies have been to do this for some while of course, by 'fiddling about' with MX records, but skill and testing are required to make the ad-hoc switch-overs reliable. For the rest of us, there are now so-called email backup services that make the whole process easier and come in at a few tens of pounds per year. This is a minuscule insurance cost for the peace of mind accorded by the ability to get at important mail even in a crisis. Features and benefits In the event of an outage at your site, Automatic switch-over of mail forwarding means your correspondents won't notice your email server problems Multiple high availability secure email servers means backups don't depend on one machine Scanning for viruses and spam of backed up email as standard means that no junk is liable to pass through as the result of the switch-over Default storage period of 10 days or more means mail server problems can be mitigated however long they continue Webmail access to the backed up email queue means you can view, read, and reply to emails even without using your normal email software such as Outlook Downloading all backed up mail via POP3 in an emergency means you can save all the current mail locally, for example, if your ISP is likely to experience connection problems as well as mail service problems Forward or copy email to another address or delete unwanted emails means you can manage your email queue remotely at any time Comprehensive statistics means you can see what is being forwarded Technical support on hand means you won't get left high and dry without mail The whole point of such services is to allow all your emails to be backed up for a few days and if an important email is required you can forward the email on. In an emergency, you can even download the whole lot. Contact us here or use the form below to find out which email backup service is most suitable for you. Tell me moreHelp me set it upSend me a quoteRemind me later Email* Org -IB-

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	3. Improve your web site search ratings Not on page 1? Does it even matter? Most organisations start piling money and effort into SEO without having thought it through.
Help at hand. Back issues just a click away	This question comes up time and time again, so it's worth dispelling some myths about Search Engine Optimisation. Understanding the motivations of search engines providers is key. In prioritising their results, search engines try to emulate human recommendation methods, such as word-of-mouth and reputation, and the corollary to that is that they try prevent people cheating the system! Litmus test: "If I had to choose just one method of promoting my organisation, would that be via the web?" This skew was definitely the case just after the dot-com bubble burst, when tiny, unknown e-commerce outfits would suddenly and inexplicably rise to the top of search results in Google. When the adverts presented don't match the search results on that page, search engines lose revenue and that really is the bottom line. Here are the top three goals for success and the reasoning behind them. They apply to Google or any other search engine. 1) Search idol The most effective is to become famous (seriously), or be famous already. But not necessarily through the web. Think of the top 5 well-known charities in the UK and you find they all have a good search rankings – it's no coincidence. How to do it Use all your traditional non-web marketing strengths (newspaper ads, press releases, email, viral marketing, people networking, events, rallies, etc) to promote your name and your web site. You will start to get recommended on other web sites which is crucial. A mention or recommendation by an organisation more famous than yours is way better than even a whole feature article appearing on hundreds of unknown sites. It's the foot-in-the-door thing. What's the catch? In the early days, even organisations who were leaders in their field still didn't have a web presence. Associate organisations even showed links to these leaders' non-existent web sites on their own pages. The eventual launch of their web sites instantly rocketed them to the first page of search results because people had already been searching for them. However, we're into "build a better mouse trap" territory: fame isn't a formula you can buy. 2) Fine-tuning Fine-tuning your web site, aka Search Engine Optimisation (SEO), attempts to match what you say on each page with other hidden data on that page, such as keywords and description, inside that page. The reason is that search engines weed out pages that are inconsistent (for example those with promotional keywords repeated hundreds of times) as cheats and scammers, and rank consistent pages higher. How to do SEO You can pay people to do this but you can do it yourself, and there are only a few elements. First, you need to decide which words are those you want to be searched on, and whether they match your activity, for example, "charity" is so common it doesn't distinguish anyone. If you chose some very ordinary words, like "Good Cause", as the name of your charity, you're sunk. Conversely, words like Oxfam, Alzheimer, and indeed Google are all distinctive. Or a groups of everyday words that say exactly what you do, such as Guide Dogs for the Blind. So, convince people that your title is a mark of your Unique Selling Point (USP in marketing jargon), and you've cracked it. You may come to the conclusion that you shouldn't have started with this name in the first place. The alternative is to set up a mini web site with a completely different name and link from there. Very popular and the nearest thing you can do to starting again. Second, it means going through your web pages and making sure the words that appear on each page are the words people will want to see or to search for - which will likely be different from what you want to say - there's the rub. (I say "donations" and you say "income", let's call the whole thing off, etc). This is the toughest bit, but not if you do market research, which means getting out there and polling your existing audience. Handy SEO tools Quick SEO 5-step guide SEO Centro meta tag analyser presents tags from your web pages as search engines see them. Lots of other checkers on the same site, such as Rank Checker, Keyword Analyzer, Link Popularity, Search Saturation, Keyword Suggestion, Keyword Density Keyword analyser shows repeated words, keyword density, outgoing links and more Third, you need to make the hidden data on each page match the visible words on that page - the easiest part. That simply means editing the title, keywords and description for each page with any basic web editor. Content Management Systems will usually provide spaces to fill in keywords and so on, or even attempt to derive them automatically by scanning the text. You can't beat doing it by eye, but there are several analytic tools that can make the job easier. To sum up the approach to this technique, look to the newspapers: summarise your page in a paragraph and that's your description. Summarise it in a few words, and that's your page title. Hey presto - SEO! 3) Dmoz Dmoz is the root from which Google and many other directory and site cataloguers take their directory tree (different from search engines). Submitting an entry and appearing in the dmoz directory will boost your findability. How to do it Drill down into dmoz.org and find the right category (crucial) that fits your organisation. Unless you are a worldwide player, then Regional: Europe: United Kingdom: Society and Culture: Charities is a good place to start. When you find a valid category, a clickable menu item called "suggest URL" will become visible at the top. What's the catch? A listing entry is free, but since Dmoz is moderated by a limited number of volunteers, it may take up to a year for your entry to appear, but it's worth the wait and easy to do. What about submitting our web site to search engines and SEO promoters? There are limitless numbers of promotion sites willing to submit your site to search engines, but what most of them are after is to put your contact email address on a newsletter list, with which they will bombard you later; promoters often form syndicates and the stream of emails can be relentless! Some newsletters have useful tips, but if you opt for this route, use an email address you can ditch fairly quickly. Better still go to each search engine and find out if they have a “Submit site” page, and avoid promoters altogether. Are there any short-cuts to optimisation? There are some useful tools, such as those which allow you to see your web site pages as viewed by a search engine. These assist you with the fine-tuning part, but don't guarantee a sudden rise in the search results charts. There are other tools which tell you which keywords are more sought after than others (eg climate change), but unless you go down the route of creating a campaign or project that actually fits those words, you are veering towards the tactics of the cheats and search results will suffer. The 'wrong' pages show up in searches! You want your flagship pages (eg About Us) to come up first in search results, but are disappointed when the most popular are events, actions or even courses on a different web site. Slowly a valuable lesson is being learned: what interests your current visitors. You have to draw a balance between attracting larger numbers of viewers arriving for the wrong reasons - with the potential for new publicity - versus smaller numbers who really want to find out about what you do. The alternative - "Don't bother" So is Search Engine Optimisation worth all the hassle? Not as daft a question as it sounds. To understand the motive behind this web litmus test, ask yourself another question: "If I had to choose just one method of promoting my organisation, would that be via the web?". If you find all your supporters and funders through say, networking and events, your web site may just be a bit of puff to furnish background info for those who already know you. Many people operate globally-visible 'closed shop' web sites with no pretensions of promoting themselves; it's just convenient. However if, say, as little as 30% of your supporters sign up via a web form on your site, then it's clearly crucial to make your web presence easy for others to find. Hopefully this got you thinking about your audience, how they come to learn about you, and even whether such things are important. So we've come right away from digital tips and moved into marketing strategy. And if you want to learn about that, why not look it up on the web. Learn ore about search engines. -IB- Rate this article * ** *** **** *****

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	4. Just when you thought it was safe to go in the comms room
Help at hand. Back issues just a click away	Got a central comms or server room that looks like this? Chances are it will soon tidy itself. Uh, really? Yep, but only by means of a crisis first! Patch panels often only turn into this kind of spaghetti when too many cooks are involved. Sooner or later someone pulls out the wrong Ethernet plug and plunges a whole department into Internet darkness. Worse still, the weight of cabling starts to drag cables inexorably out of their connector housings leading to a series of intermittent failures that are impossible to trace. Long before you get to this situation, do contact us to help sort it out and save you stress and pointless troubleshooting. -IB- Acknowledgements: Wayne Toolan

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	5. Compare Dell PC energy costs The purchase price isn't the whole story.
Help at hand. Back issues just a click away	Ever thought to query how much your new PC purchases are going to cost to run before you buy them? Well now you can run like-for-like comparisons with Dell's Energy saving calculator and the good news is that newer models cost less to run even though they often have better features. Comparing up to 3 systems, we can thus find out that a Optiplex GX270 desktop costs approximately £57.75 (262.56 kWh) a year to run. Stack this against the newer Optiplex 760 with efficient power supply – only £31.12 (141.44 kWh). Laptops too are becoming more efficient. Take the not-so-old Latitude D620 with a 14.1" screen - its 83.3 kWh will cost £18.32 pa. Now a similarly specified Latitude E5500 with the same power supply and default power management, takes those figures down to 65.67 kWh and £14.44 pa, even with its larger 15.4" wide screen. A handy site, though you need to know your Dell model numbers or have the Dell product pages open in a separate window. Contacts Dell Energy saving calculator Learn more about the costs of energy consumption. -IB- Acknowledgements: Chris Harris

-IB-

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	6. Q&A: How to get rid of tracked changes in a Word document? Question Mark Hi Mark, My colleague sent me a Word document to use as a template, but it's full of notes in the margin that I don't need and can't seem to delete. How do I get rid of them?
Help at hand. Back issues just a click away	Word's feature called Track Changes is the likely reason. It's a useful feature that allows people who are sending a document back and forth to collaborate on the final content and see changes the others make via 'red-inking' and pointers. Although forwarding this as a template to someone might preserve headings and font sizes, it also includes all the details of the interaction that occurred during the collaborative process, which get in the way for anyone starting a new document. There is a further impact as you make changes in that Word spawns new temporary versions of the document. So if you started with a picture-laden document of 2MB, you can easily find that 10MB of disc space has been consumed in a short time - no benefit to people working on a small capacity USB memory stick, for instance. The Track Changes feature will appear automatically in such a document and can be turned on and off by pulling down Tools menu | Track Changes, (or pressing Ctrl+Shift+E keys together), or clicking the toolbar icon. But that doesn't remove the changes. What about changing the option on the Reviewing toolbar from "Final Showing Markup" to "Original"? The margin notes and changes stop being displayed, but they're still there, and so is the massive file size. First we need to check that all the types of changes really are going to be removed. On the Reviewing toolbar, click Show, and tick each of the following items: Comments Ink Annotations (Word 2003 only) Insertions and Deletions Formatting Reviewers (Point to Reviewers and make sure that All Reviewers is selected.) To finish, we need to move along the Reviewing toolbar a little and click the down arrow next to the red X button marked Reject Change/Delete Comment and choose Reject All Changes in Document. Discover answers in more Q&A topics Found this article helpful? Rate it * ** *** **** ***** Got a "Q" for which you would like an "A" ? Submit your IT question here:

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	Clicks of the Trade - Create a manageable tasklist in Outlook --- Quick tips for happier clicks! ---
Help at hand. Back issues just a click away	Task and to-do lists are great helpers. Until they fill up with so many tasks you suffer from overload! Filter down your Outlook task list so that it shows a rolling 'here and now' and make it manageable again. Let's create a new view to show 7 days either side of today's date. Inside Outlook tasks, pull down View menu | Arrange By | Current View | Define views click the New button to create a view called, say "Week either side" based on type Table in the Customize View window, click the Filter button in the Filter window, click Advanced tab select Field button | Frequently-used fields | Due date under Condition, select in the last 7 days click Add to List button repeat the above 3 steps for Condition = now and Condition = in the next 7 days click OK in the Filter window, and also the Customize view window click Apply View to see how your tasks have reduced! The idea here is to push aside tasks that are a long way ahead in order to focus more on what's happening now. You could equally narrow the filter conditions to show yesterday/tomorrow or last month/next month. Don't forget you can use the Field Chooser to further shape columns in your new view. ** try it now ** More Clicks of the Trade -IB-

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