Tag: Computer

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Increasing Your Office Productivity With Streamlined Android Apps – The 3 Best Solutions

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February 6, 2022

4:49 pm

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Productivity, Technology

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Is your team also using their Android mobile devices to do their tasks? Incorporating an Android suite of apps into your workplace can dramatically improve productivity.  

Many organizations opt for Android to take their office productivity to the next level. After all, they can provide higher flexibility, better workflows, and efficient communication.

All sectors in your business can even benefit from a high-quality suite of Android apps.

For instance, your account representative can use an app to update client information while on sales calls instead of making notes and submitting the information later. This can save a lot of time and can reduce errors that can occur due to extra steps.

Another great thing about these apps is that they help reduce paperwork. Your team won’t have to wait until they go back to the office to fax, print documents, and maintain hard-copy files. They can perform these tasks on the go with less effort, all while also lowering ink, power, and paper consumption.

Numerous companies have gained a lot from using Android apps on their team’s devices, and you can reap the benefits, too. You just need to integrate a powerful yet intuitive suite of apps.

To help you do so, this article will detail the three best Android app suites for boosting office productivity.

THE THREE APPS

APP #1 – MICROSOFT 365

Unlike Microsoft Office (a one-time purchase), Microsoft 365 is a subscription service. With Microsoft 365, you don’t have to worry about paying full price when a new update rolls out.

Subscribers automatically gain access to new features, security updates, and tech support (at no additional cost). These can all be accessed through multiple PCs, tablets, smartphones, and Mac devices.

How many devices exactly? This depends on which Microsoft 365 plan you subscribe to. There are currently 4 business plans and 4 enterprise plans, so you can always tailor your subscription to optimize your return on investment.

Microsoft 365 is probably best described as a productivity hub. It provides much more than convenient access to the Office desktop apps that most people are familiar with: Word, Excel, Outlook, and PowerPoint.

Subscribers also gain access to a holistic suite of productivity-boosting features:

  • Inbuilt professional email and calendaring
  • Store and share files from multiple devices, with 1 TB of online storage per user.
  • Collaboration tools: Microsoft 365 Groups, Yammer, and Microsoft Teams
  • Advanced security and device management: Microsoft 365 Defender

You can also consider pairing Microsoft 365 with other productivity tools like Windows 365 (aka “Cloud PC”) and Windows Analytics.

There is also the option of integrating third-party apps with Microsoft 365 In September 2021, Microsoft unveiled third-party integration options for Salesforce and Atlassian’s Confluence Cloud. They join other popular third-party apps like Slack, Mailchimp, Trello, and Evernote.

APP #2 – GOOGLE WORKSPACE

Google Workspace (formerly G Suite) is probably Microsoft 365’s main competitor. Subscribers gain access to a suite of communication and collaboration apps.

These include worldwide favorites like Gmail, Gdrive, Google Meet, and Calendar, as well as Google Docs, Sheets, Slides, Forms, Sites, and more.

Google offers three business plans (Business Starter, Standard, and Plus) and one Enterprise plan (with custom pricing). Since you subscribe to Google Workspace on a monthly basis, there is more flexibility here. You can easily change from one plan to another each month if your business changes considerably over time. Furthermore, all Google Workspace plans feature a free 14-day trial. This is probably the best way to discover if a particular plan is worth the monthly price tag.

It is worth noting, however, that Google Workspace’s entry-level plan (Business Basic) only comes with a measly 30GB of storage per user. (Microsoft 365’s equivalent offers 1TB). Google Workspace’s Business Standard and Business Plus plans are nevertheless very competitive as far as storage is concerned. And both Microsoft 365 and Google Workspace allow you to buy more storage on a per-user basis if you exceed your current quota.

If your business needs specific apps that go beyond Google Workspace’s core and supporting apps, you can head over to The Google Workspace Marketplace. This directory of third-party apps contains hundreds of additional apps that are compatible with Google Workspace. For example, Dropbox, Trello, HelloSign, and MindMeister.

APP #3 – WPS OFFICE

WPS Office can be a huge boon in your workplace, supporting nearly 50 languages. It’s free to install and consists of Spreadsheet, Presentation, and Writer. You can also purchase more features.

Unlike the other apps, WPS Office can even convert PDF to WPS and read Adobe files. This app supports several file types, including HTML, TXT, PPTX, DOT, RTF, and DOC. All documents are compatible with Google Docs and Microsoft Office.

Furthermore, WPS Writer lets you securely store your documents with passwords. You can also edit your files without the risk of data loss due to the auto-save feature. Additionally, the app comes with a spell checker, comments, and it can track changes.

That said, WPS Writer might be the strongest app for boosting office productivity on the Android platform.

OPTIMIZE YOUR WORKPLACE WITH CUTTING-EDGE ANDROID APPS

While all three suites are an excellent choice for Android users, Microsoft 365 might be your best bet.

It delivers the tools necessary for fruitful collaboration, including Word, Excel, Outlook, and PowerPoint. The ongoing customer support is admirable, too, meaning you can overcome setbacks quickly. With that said, it is always best to carefully consider all your options before committing to a productivity suite for the long run.

Whichever app suite you choose, it is evident that addressing workplace productivity is pivotal. The trend towards digitization has influenced even the most skeptical and change-resistant.

Furthermore, the COVID-19 pandemic has accelerated the adoption of remote and hybrid working across multiple industries and countries. While everyone is undoubtedly looking forward to a post-pandemic future where the virus has finally been vanquished, it is evident that a new paradigm of work, management, and productivity will also be at hand.

If you wish to increase your business’s productivity and profitability, give us a call today. We can have a non-salesy chat to work out how we can be of help.

Article used with permission from The Technology Press.

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Improve Workplace Productivity With Microsoft Word: 11 Tips To Make the Most of This Program

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January 30, 2022

10:04 pm

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Productivity, Technology

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Microsoft Word is an indispensable part of most business environments. It has numerous features that can help you boost productivity.

Microsoft Word is one of the most popular office programs in the world. It allows millions of people to complete their duties more efficiently.

Whether you’re a beginner or advanced user, you can use the software to create many different documents. The list includes business letters, resumes, flyers, marketing newsletters, labels, plans, employee reports, and seminar documents. Best of all, you can print and share them within seconds.

It’s easy to see why most companies rely on Word. But the reality is, many people haven’t tapped into the full potential of this tool. It’s chock-full of features that can help you be more productive, yet not a lot of people know about them.

This article will provide 11 tips on making the most of Microsoft Word to enhance your workplace productivity.

THE 11 TIPS

TIP #1 – SWITCH TO AN ONLINE WORKSPACE

One of the best things about Microsoft Word is that you don’t have to install it on your smartphone, tablet, or computer. The office.com website allows you to sign in with your Microsoft account and use Word Online, the online version of this program.

This is especially useful for people with limited storage on their devices since Word can be hefty. It uses around 1.2GB of storage space for Mac and 2.10GB for Windows.

It provides the same functionality without taking up space on your device.

TIP #2 – COLLABORATE EFFICIENTLY

Word allows you to edit the same documents simultaneously. You only need to save your file to your OneDrive account, use the Share function, and send it to your colleagues. People who receive the link can then edit the file with Word Online or the desktop app.

TIP #3 – INTEGRATE WITH DICTATE

Businesspersons do a lot of writing throughout the day, including responding to emails and creating presentations. This can cause both physical and mental fatigue. Using speech-to-text can be much easier, and this is where Dictate comes into play.

This Microsoft Garage add-in for Word, PowerPoint, and Outlook converts what you dictate to writing with advanced speech recognition technology. As a result, your fingers can finally take a break from all that typing.

TIP #4 – ESTABLISH EDITORIAL CONTROL

The Track Changes feature in Word enables you to monitor all the edits in your document. You can find it in the Review tab, and clicking it allows you to see all changes other users made.

Best of all, you can also accept your employees’ suggestions so that you don’t have to do all the work.

TIP #5 – USE LINKED NOTES

Facing deadlines is no fun when you can’t find the motivation to compose your articles. The best way to get around this problem is to keep your thoughts in OneNote. This program allows you to compose quotes and thoughts to keep your articles spotless.

To further improve your experience with this program, be sure to use Linked Notes.

Linked Notes enable you to place OneNote to the side of your screen. You can create Word articles and take your notes in OneNote simultaneously. This way, you can stay organized and focused.

TIP #6 – RESEARCH WITH SMART LOOKUP

Search

Word’s Smart Lookup feature lets you perform online research while working on documents. Consequently, there’s no need to type in your query in a different tab.

To do it, highlight a word or phrase, right-click it, and choose Smart Lookup from the following menu. Word will then perform a Bing search and display the results in the right section of your display.

TIP #7 – PROTECT YOUR VISION WITH CONVENIENT ZOOMING

One of the biggest obstacles to productive work is eye strain caused by sitting too close to your screen. To resolve this issue, use the zoom feature.

Look for the slider in the lower-right part of your document to find the ideal setting, or press the Windows and Plus keys on your keyboard. Use the setting that feels most comfortable to you, as it can help prevent eye fatigue.

TIP #8 – INCORPORATE ICONS

Your documents need to be readable. Since most people focus on your images and headings, you should give them some artistic value.

Word’s Icons will help you accomplish this. They are a simple way to draw the reader’s attention to crucial information without cluttering your document. With it, you can help improve the readability of your files, meaning readers – whether you or a teammate – won’t have to look for distinct words or phrases.

TIP #9 – FORMAT YOUR FILES

The Styles section comes with ready-made text formatting options to help customize your documents more easily. Furthermore, you can add your own styles or frequently used ones.

By saving your preferences, you can incorporate them anytime without manually formatting your documents.

TIP #10 – LOOKUP AND USE IMAGES FASTER

With Word, you don’t need to open a web browser to find the perfect photo for your files.

Just place your cursor in the section where you wish to insert an image, navigate to the Insert tab, and choose Online pictures. Select the suitable image to add to your file, and it can become more visually appealing instantly.

TIP #11 – EDIT YOUR PDFS

You might think that you need to download and install PDF editing software to edit your PDF files, but that’s not the case.

Word has a convenient PDF editing feature that lets you quickly change your documents. This can save you a lot of time and prevents you from installing potentially malicious apps.

But before you start, note that you’ll need to convert your PDF file to a format compatible with Word.

STAY ON TOP OF YOUR DUTIES WITH MICROSOFT WORD

Microsoft Word is a must-have if you want to improve communication and collaboration in your business. It allows you and your team to create documents easily to facilitate correspondence with crucial clients.

But while using Word, be sure to utilize the above features to speed up document creation. You’ll then be able to work more efficiently and switch to other tasks faster.

That said, there are more ways for you to increase productivity when using Microsoft Word. To find out more tips, feel free to contact us. We can have a no-obligation chat about it.

Article used with permission from The Technology Press.

Making Your Mobile Devices Safe From Cyberattacks: The 9 Best Practices

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January 2, 2022

2:32 pm

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Safety, Technology

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The reality is, mobile devices are less safe than desktop computers. Boosting security on such devices is essential if you use them in business. 

Technological breakthroughs have streamlined your operations in several ways. Primarily, you can now use mobile devices to make your communication and data sharing more convenient.

But this technological advancement also means that information on your team members’ mobile devices is no longer limited to just phone numbers and contacts. They now contain much more significant data, such as emails, passwords, and other account details.

That’s why here at “Callow and Company” we believe in keeping those mobile devices secure is key to shielding your reputation and minimizing the risk of losing money.

Unfortunately, the protection of tablets and smartphones against cyberattacks isn’t as robust as that of desktops and laptops. Anti-malware applications may be present, but they’re not as powerful as their computer counterparts. In addition, many devices don’t support certain measures and applications that companies develop to enhance business security.

Fortunately, you can still implement robust safety measures to protect your smartphones and tablets.

This article will cover the nine best practices in improving cybersecurity on mobile devices.

THE NINE PRACTICES

PRACTICE #1 – ESTABLISH A SOUND SECURITY POLICY

Before issuing tablets or smartphones to your teams, create an effective usage policy. Define rules about acceptable use and determine the penalties for violating them.

Your employees must be aware of the security risks and measures that can help them reduce the risks. They should know that they are the first line of defense against cybercrime.

Furthermore, be sure to develop a BYOD (Bring Your Own Device) policy if you permit your team to use a personal device for business. Your company policy can include the following:

  • Requirements for the installation and remote software wiping on any personal device that stores or accesses company data
  • Employee training and education on safeguarding company information when using wireless networks on their mobile devices
  • Data protection methods that include automatic locking or other security measures applicable after long inactivity periods
  • Protocols for lost and stolen devices
  • The use of security software and antivirus platforms
  • Backup requirements

PRACTICE #2 – ENSURE THE OPERATING SYSTEM IS UP TO DATE

Updating Android and iOS operating systems improves overall user experience, but their most significant role is in addressing security vulnerabilities.

Therefore, install updates as soon as the developer rolls them out to reduce exposure to cybersecurity threats. Delaying it may give criminals enough time to attack your weaknesses and take advantage of outdated operating systems.

 

PRACTICE #3 – ENABLE PASSWORD PROTECTION

A complex password or PIN can help prevent cybercriminals from accessing mobile devices. Besides using alphanumeric combinations, you can also use facial or fingerprint recognition, depending on what suits your employees.

If you opt for digits and letters, don’t share the combination with people outside your company. On top of that, be sure that your staff doesn’t store them on their phones. Unmarked folders and physical wallets are a much safer option.

PRACTICE #4 – INSTALL BUSINESS PROGRAMS ONLY

Lenient download policies can allow your team members to install non-business apps. Downloading such apps might seem harmless, but they are also infamous for their harmful advertising codes and many other threats.

To mitigate this risk, tell your employees they can only download and use apps necessary for their roles.

PRACTICE #5 – AVOID PUBLIC WI-FI CONNECTIONS

Your team may need to use public Wi-Fi networks in emergencies to send crucial emails or schedule a meeting. However, connecting to such networks can expose confidential company information to cybercriminals using the same network.

The easiest way to minimize this risk is to provide a high-quality internet plan that features roaming services for your remote workers.

But if there’s no way to avoid public Wi-Fi connections, a reputable virtual private network (VPN) or secure global network (SGN) may do the trick. It can help shield your data by creating direct, secure links from your location to the intended website.

PRACTICE #6 – LEVERAGE PHONE TRACKING

Losing company-issued mobile devices is unfortunate, but it’s not the end of the world.

Enabling Android Phone Tracker, Find My Phone on iOS, or other device-tracking software can help locate your lost smartphones. Some programs also enable you to remove data on your stolen devices remotely.

Installing these apps takes a couple of minutes and gives you much-needed peace of mind. With it, even if your staff loses their mobile device, cybercriminals are less likely to get their hands on the content.

PRACTICE #7 – INCORPORATE MDM (MOBILE DEVICE MANAGEMENT SOFTWARE)

For even more security, you may want to integrate with reliable MDM. It’s an excellent way to separate personal and business information while allowing your team members to set up robust security measures on their devices.

In most cases, cloud-based software is the most affordable, flexible, and manageable type of MDM. Many platforms let you check out device information, update and manage apps, configure your devices, create usage restrictions, and remove content remotely.

If possible, implement MDM software that enforces security measures across all devices. As previously mentioned, this can include data encryption, strong passwords, and setting up containers to separate personal information from enterprise data.

PRACTICE #8 – SCREEN MESSAGES CAREFULLY

Cybercriminals frequently employ SMS phishing to trick your team into clicking dangerous links. They pose as someone credible, asking your staff to share confidential information.

If your employees encounter such messages, they should delete them or alert the IT department. here at “Callow and Company” we recommend avoiding opening the SMS and blocking the sender.

PRACTICE #9 – BLOCKING AND WHITELISTING

Many threats can compromise your company due to employee errors. For example, a team member may not realize they’re downloading a malicious app that allows thieves to steal data from their mobile devices.

Blocking and whitelisting can enable you to protect your employees from these risks by determining which sites and apps are safe.

On one hand, blocking certain applications can give your IT department peace of mind and alert them when someone tries to access those applications.

On the other hand, whitelists can work great for highlighting the tools your team should prioritize over social media and games.

DON’T DROP YOUR GUARD

Securing your desktop computers and laptops only is a disaster waiting to happen.

Your employees may still use their mobile devices to send emails and share sensitive information. That’s why shielding them from cybercriminals should be your top priority.

So, develop a strict usage policy and follow other recommended practices to make your team’s smartphones and tablets virtually impervious to data theft. We recommend these practices to our customers in the Dallas, Ft. Worth area.

Get in touch with us today for even more cybersecurity tips. We can schedule a non-salesy chat to help you identify and address any potential security risks.

The article was used with permission from The Technology Press.