Tips & Tactics about Internet and Ecommerce

How to make sure your PCs don't fall victim to a virus
By Daniel Kehrer


Small biz owners — especially those with growing data stockpiles — are feeling the heat of looming disaster. It can strike from a growing list of sources, including viruses, worms, spam, spyware and phishing. Entrepreneurs now rank computer security among the most crucial survival and growth issues they face. "Any small business that's not worried about computer security isn't paying attention," says Kevin Gilroy, head of HP's small business division.


One reason: Business owners rely more and more on technology all the time, from PCs and servers, to laptops, local networks, wireless devices and broadband Web connections. These have aided productivity, but raised vulnerability.

Data damage or disappearance caused by computer viruses and related ailments can doom your domain. Too many small businesses install protection only after they've suffered a loss. Being proactive now can save your assets later on. Even if you lack formal IT backing like most small businesses, there are many solutions and precautions you can implement solo, such as:
1. Install antivirus software on all desktops, laptops and servers.
2. Use a firewall on all desktops, laptops and servers to block intruders.
3. Keep current with operating system and security software updates to ensure you have the latest protection.
4. Create strong passwords with at least eight characters combining alphanumeric and special characters. Change passwords from time to time.
5. Open email responsibly. Never open attachments from unknown senders and do not respond to spam. Email containing junk ads can carry viruses.

Action Steps
The best contacts and resources to help you get it done
Secure your computers with anti-virus software

Symantec and McAfee are terrific small business resources for computer security products, services and information.

I recommend: Symantec has many anti-virus software products for small business. Solutions include basic anti-virus, anti-virus for handhelds, anti-virus for Macintosh and a multi-user pack. Also get a free virus scan, browse articles on computer security, upgrade anti-virus products and sign up for Webcasts. Archrival McAfee also offers a full line of computer security software and services for small business and home office. McAfee Total Protection for Small Business is an all-in-one service that blocks viruses, spyware, spam, phishing, hacker attacks and identity thieves from desktop PCs, servers and email.

Manage anti-virus security updates with Microsoft and HP

Both computer giants offer a wide range of computer security solutions.

I recommend: Microsoft offers security info and software at its Web site. Download Microsoft Office security updates.Take a quick (20-30 minute) online security training course. Sign up to receive the Microsoft Security Updates. HP has several solutions that can help you manage anti-virus security across your entire business.

Raise your computer security I.Q.

The National Cyber Security Alliance (NCSA) is an organization dedicated to raising Internet security awareness.

I recommend: The small business section of Stay Safe Online (their Web site) offers security tips on safeguarding your systems as well as a self-guided security test, educational materials and other handy resources.


Use an outside service to secure your email

Hosted email services help many businesses eliminate email security threats.

I recommend: Webmail.us offers small business e-mail services (using your own domain name) with built-in spam filtering and virus protection. Their "no software-no hardware" approach is designed to maintain your entire e-mail system so you can concentrate on other matters.


Discover niche anti-virus software providers

You don't have to limit your search to the big names.

I recommend: Norman (not to be confused with Norton, from Symantec) offers a full line of software for virus, Internet, spam, e-mail and download control. Other options include: Sophos, Panda Software, MicroWorld and Computer Associates.


Tips & Tactics
Helpful advice for making the most of this Guide
• Teach employees to safely use email. The first rule of thumb is never open suspicious or unsolicited attachments. Avoid responding in any way to spam, especially links that claim you will be removed from the spammer's list.
• Don't let employees use peer-to-peer (P2P) file sharing Web sites and applications.
• Warn employees about the dangers of downloading applications from unknown sites.
• Keep all operating systems, software and security measures up to date. Older versions are more vulnerable.
• Install a "firewall" to block incoming traffic that is not needed for your business.
• If you discover a PC is infected, take it off your network (if you have one) so that fixes can be installed.
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Gmail is a powerful email program from Google. The tools included with Gmail make it a serious alternative to other email options available in the office, and unlike the office, you can check your email on your Gmail account with any computer that has internet access.

What you need to know about Gmail for work:

1) In most cases, your work email address can be forwarded to your Gmail account. This means Gmail can integrate multiple email addresses including your work and personal addresses.


2) Gmail organizes emails in 'conversations' that keep emails with one person together so you can see how the conversation has developed over time.

3) Finding old emails with Google is easier than just about any other email program. Gmail includes enough space to keep nearly all emails you ever receive, and uses the Google search engine to help find old emails. Gmail also supports labeling, making it even easier to locate old emails.



Action Steps
The best contacts and resources to help you get it done
Sign up for a Gmail account

Signing up for Gmail gives you access to Google's email program as well as other tools like Google Docs.

I recommend: Gmail accounts are free. In the beginning you could only get an account by getting an invitation from someone who already had one (I got my account in 2004 by bartering a video game guide I had written). Now anyone can get a free account. Just visit the New Account page.

This account gives you access to Gmail, Google Docs (including a word processor, spreadsheet program, and presentation program), Google Base (Google's online database program), Google Calendar, and lots more. Here's the full list.
Have emails from other email accounts sent to your Gmail account

In most cases, you can consolidate your email addresses so that all of the messages can be accessed with Gmail. This includes email addresses on your own domain, your work email, and even emails from other free email services like Yahoo! email. This allows you to read and respond to all of your email in one place.

I recommend: Gmail can access up to five different email addresses using their Mail Fetcher service. Gmail provides complete instructions for this process. I was even able to access my Yahoo! Mail using the Mail Fetcher even though my free Yahoo! Mail account doesn't offer POP access.

In addition to the Mail Fetcher, many email accounts can be forwarded so that they appear in Gmail. I actually have eight different email accounts, which I have accumulated over the years, now being sent to Gmail automatically. If you would like to forward your email from a web-based email account, check the help files to find out how to do this.

If Mail Fetcher isn't working for your Outlook mail, try this short article on how to forward email from Outlook.

It is possible that your company does not allow POP access or email forwarding for security reasons. In that case, you are stuck with your office's email program.
Get super-fast using Gmail keyboard shortcuts

Now that you have all your email addresses going to one place, you can focus on the shortcuts for that one email program to maximize productivity.

I recommend: Gmail's keyboard shortcuts include one- or two-key commands to dramatically increase your efficiency. However, they must be turned on to work.

In your Gmail account, click on 'Settings' on the top right of your screen. Keyboard shortcuts are found in the 'General' tab.

Once the shortcuts are turned on, it's time to learn them. I have taken Gmail's help page on shortcuts and made them printer-friendly. My favorite shortcut is sending a message. Just hit the Tab key followed by the Enter key and the message is sent.
Organize your Gmail

Gmail doesn't use a folder system, as I'm sure Outlook users will be shocked to know. Don't worry. I was a long time Outlook folder user and I transitioned to Gmail's use of conversations and labels easily and will never go back. Also, Gmail uses a filter system similar to Outlook's 'rules.' When you receive an email from your work email address, you can have Gmail automatically label it 'work' when it arrives.

I recommend: Google has a nice tour of Gmail including this description of organizing your emails.

To sum up, you rarely delete a message. Gmail's ample storage space allows you to simply archive nearly everything. Gmail's search and label system makes finding old messages easier than just about any other email program.

Instead of folders, Gmail uses labels which work almost the same way, except they are more flexible.

Gmail allows you to use filters so that emails from your boss can be starred, or emails from your sister can be labeled 'family' automatically.
Use additional tools with Gmail

Gmail add-ons enhance Gmail's functionality with fast notifications, additional organization, and mobile services.

I recommend: Use Gmail Mobile to receive and send messages with your cell phone.

Gmail Notifier gives you a pop-up on your computer as soon as a new message is received.

Gmail Chat allows you to IM (instant message) any of your contacts who are also logged into their Gmail account.

GTDGmail, a Firefox extension that incorporates David Allen's Getting Things Done philosophies into Gmail. This only works if you are using Firefox as your browser.

Google Apps is Google's attempt at creating an office suite (as in sweet!) that is entirely web-based, highly user-friendly, and free. Gmail is an integral part in the suite, but as a bonus, you can set up "real" email addresses with your company's domain name instead of @gmail.com. Definitely worth a look, especially for companies that haven't yet spent thousands of dollars on MS Office.

43Folders.com has an excellent series called "Inbox Zero" with tips on how to stay on top of emails and keep your inbox empty.
Protect your Gmail Account

Take a few steps to secure your account from hackers or other mischief makers.

I recommend: This step comes from experience. I had the unpleasant shock of getting my Gmail account hacked into. Read about it here.

How did this happen? I typed in my user name and password while using an unsecured wireless network at a book store. It took a few days, but I got my account back with minor damages.

My advice:
Print out your welcome/invitation email and keep it in a safe place. Make sure it has the date and time on it. Don't log into your Gmail unless you are on a secure network. If you do by accident, change your password as soon as you can from a computer on a secured network.
Tips & Tactics
Helpful advice for making the most of this Guide
• Don't go overboard on creating labels and taking time to label everything. In my experience, finding old emails is almost always done using the search function. The advanced search allows you to search within a specified time period which has been very helpful at times.
• One of the biggest reasons to use Gmail is the SPAM protection it offers. Most people see a dramatic decrease in their SPAM, and if a Viagra email gets through, click 'Report Spam' for that email and it gets added to Google's giant database meaning that not only are you less likely to get another message like that, but everyone else who uses Gmail is less likely too.
• Check SPAM for false positives. However, even though Gmail is super-good at eliminating SPAM, there have been times when it throws legitimate emails into the SPAM folder. Check this once a week or so to make sure nothing got in there. In the past this has been a bigger problem, but every so often, there is something in the folder that may have been a mass email, but it was something I had signed up for and actually wanted.
• Archive everything, don't delete. There are only two reasons to delete an email: 1) if the email is SPAM (in that case click 'Report Spam'), and 2) if the email contains an attachment that is huge and you don't want it to cut into your 2.9+GB of your allowed space on Gmail. Otherwise, archive all your emails. You never know when you'll find yourself searching for that one phrase your buddy used to describe your sister's new terrier.
• If you run out of room on your Gmail account buy more. Gmail allows a huge amount of room for emails (currently, mine is at 2.9GB), but if you need more, you can buy more...up to 250GB.


By Brian Brown

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As consumers increasingly turn to the Web for information, it's becoming vital to have an online presence. The good news is creating a Web page is no longer an expensive proposition. Many Internet service providers (ISPs) offer free Web hosting as part of the subscription package, and a host of blogging services and social networking sites allow users to create free Web pages.

But the bad news is that free services usually curtail the amount of memory and pages you can use on your site, restricting your ability to post video, audio, or in some cases, pictures and lengthy text. It's also usually not possible to use your Web site for e-commerce unless you pay for Web hosting services.


When deciding whether to use a free Web site hosting service, consider the following factors:

1. Will potential customers look for your business online?
2. Do you intend to sell goods online?
3. Do you want to include video, audio or other large files on your site?


Action Steps
The best contacts and resources to help you get it done

Go with a portal

Some large online media companies, like AOL and Google, now offer free Web site hosting, but on a limited basis.

I recommend: Google is testing a free Web site hosting feature, Google Pages; to sign up, you must create a free Google account. If you need a Web site with fewer limitations, some companies offer low-cost packages that bundle hosting with marketing and other services. Yahoo! Small Business offers packages that start at less than $9 a month.

Go with a social networking site

Social networking sites like MySpace offer users the ability to create free Web sites. These types of sites probably are most useful if your business is very small, or a sole proprietorship, and you want to use your site to spread information about yourself instead of advertising your services. Networking sites often only allow users to create sites for noncommercial purposes, and don't permit companies to advertise or collect user names or email addresses for the purpose of sending ads.

I recommend: News Corp.'s MySpace is the most popular social networking site. Web users over the age of 14 can sign up for a free account and create a Web page.

Go with a blog service

A blog is a regularly updated Web site built from standard tools. Many blogging services will allow you to create free blogs, where you can post information and/or pictures about yourself and company.

I recommend: Set up a blog on Blogger or WordPress, which are among the more popular providers of free blogging services.

Tips & Tactics
Helpful advice for making the most of this Guide

* Free Web sites through ISPs or social networking sites work best for very small businesses that don't intend to engage in e-commerce.
* Some networking companies will prohibit you from advertising on a free site or from collecting email addresses of potential customers.

By Wendy Davis
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