Data Doctors Tech Tips

I've been assisting people with their technology for decades, but one consistent behavior continues to exist; users know the importance of backing up but just never seem to get around to doing it. If getting an automatic backup setup has been on your to-do list, hopefully this will get you to take action. Hackers have stepped up their ransomware attacks, which when successful locks down all your critical files that includes any attached backup drives. They've found ways to spread the threat in ways never seen before with the latest versions. If you don't have a secured off-site backup and you get hit with ransomware, you have one of two choices: lose everything and start over or pay a hefty ransom to get your personal files back. We highly recommend using an online backup service, Carbonite being our choice as the best way to avoid having to pay the ransom. Online backups are not vulnerable because they are not physically attacked to your computer. If you don't have a secure off-site backup automatically running every day, consider this your wakeup call.

Although you've heard over and over again that using public Wi-Fi can be dangerous, there's something about it that you may not have known. Without you realizing it, it's possible that your computer is sharing files with everyone else that's using the same hotspot at the coffee shop or hotel. You could be offering up some of your files or allowing others to save infected files on your computer if you have publicly shared folders turned on. Generally speaking, this isn't the biggest threat to your personal information, but it's potentially open access to your computer when you're on public Wi-Fi. Protecting yourself, especially if you never use the public share folders is pretty easy...just turn them off. I have been on connections where publicly accessible folders that contain actual files showed up because the owners had no idea that everyone connected could see these files. Whether you're a Mac or Windows users, you shouldn't have these turned on if you don't use them, so the instructions for turning them off is posted at datadoctors.com/radio. Disable public shares in OS X: http://osxdaily.com/2014/02/11/disable-public-folder-sharing-mac-os-x Disable public folders in Windows: http://www.raymond.cc/blog/how-to-remove-or-disable-shared-documents-from-my-computer

Just about every major hacking incident you've heard about recently, has a recurring theme connected to it. Most of the scams start by sending a targeted phishing message to lots of people in the company, hoping that just one of them gets opened. These very convincing fake corporate messages a.k.a. "spear-phishing" are the tool of choice for most of today's ransomware attacks. The likelyhood of someone falling for a message that appears to be from someone important in the same company is very high and the hackers know that. This means you have to start paying really close attention to messages that seem to be coming from your co-horts, especially when they are asking you to open a file attachment. If you'd like to test the users in your company, you can run a phishing security test at http://KnowBe4.com. The free version of the test can send what poses as a message from the IT department to up to 100 people so you can see who falls for the trick. These threats are growing and your users are the biggest point of entry for all of them, so educating them is critical. I've posted a link to the free testing tool at DataDoctors.com/radio https://www.knowbe4.com/phishing-security-test-offer

If you hate all of the inconveniences of conference calls, especially if you're on your smartphone or tablet, raise your hand! My hand is up too and that's why I've been preaching to anyone that will listen to make a chance when it comes to hosting conference calls. I started using a service called UberConference when I host a conference call because it's so much better than traditional services. And no, they have nothing to do with Uber the car sharing service. No need to type PIN numbers on your smartphone, no more beeping from people joining or exiting the call and no more trying to figure out who's all is on the call or who's currently speaking because it's all on your screen, visually. As the host, it's super simple to mute a participants line, like when music starts playing because someone put their line on hold. You can record the sessions, share your screen and find lots of other great features that will make the calls much more enjoyable for everyone, whether they are using a browser or a mobile device. The basic 10-person service is free, but if you need more, for $10 a month, you can host up to 100 participants. Take it for a test drive at http://www.uberconference.com

Web based e-mail programs are awesome because you are no longer tied to a specific machine for getting at your email. Gmail is still my absolute favorite system and if you're like me and use it every day, you should checkout the keyboard shortcuts which can make it even better. Shortcuts can eliminate the need to move your hands off the keyboard allowing you to be more efficient. Most of the truly helpful shortcuts start with the letter G as in Gmail followed by a another character. For example, typing G then A will let you see all mail,. Typing G then D allows you to jump to your Draft messages. Typing G then C will get you straight to your contacts. If you use the option for Starred messages, typing G then S will show them and if you type G then T as in senT, you'll jump to your sent messages. There are more than 60 keyboard shortcuts that can dramatically reduce your dependence on your mouse to get the job done. To learn more about Gmail shortcuts, checkout the link that I've posted at DataDoctors.com/radio. https://support.google.com/mail/answer/6594?hl=en

From time to time, you probably find yourself in need of some basic graphic design work, but it's rarely important enough to hire a professional, whether it's for personal or business reasons. If you don't have the software or find that you lack the talent to do it yourself, there's a website called Canva ... like canvas without the s...that you should check out. Canva is dead simple to use, because it's a template driven tool that's also web-based, so you don't have to install anything on your computer to get started. You can use it to create flyers, posters, business cards, blog graphics, perfectly formatted Facebook Cover images or any number of other social media related needs, Canva is a great DIY tool. You start by picking a design style, then choose a template you like and make changes to the text to fit your needs. You can use your own images or choose from Canva's large library of professionally generated images; some are free others only cost a buck to use. It's a dream tool because it's easy to use, cost-effective and produces really great results in a very short period of time. For those that lack the skill, money, vision or the time to generate professional looking graphics, Canva.com is worth taking a look at...that's C A N V A.com

When your computer starts to run slow, far too often, too many users assume that it's just time to get a new computer. If your computer is really old, that probably makes sense, but for most people there's a much less expensive option to get the system running great again. It's known as a Hybrid hard drive and it's still one of the best kept secrets in the computer business. There are 3 major components in your computer that primarily determine how fast it'll run: they are the processor, RAM and hard drive. The hard drive is always the biggest bottleneck so opening it up can make an old system seem brand new again. It's a lot less expensive then buying a new computer. What makes a Hybrid hard drives unique is that is combines a lightening fast Solid State circuit with a traditional magnetic drive and includes the intelligence to keep the files and programs you use the most on the faster portion. If you go this route, don't forget you can turn your old hard drive into a backup drive just by getting an external enclosure kit. If you're looking for more speed from your computer, check to see if a hybrid drive can save you lots of money and return your computer to the performance you need!

We all face the constant challenge of deciding what to make for dinner but usually end up picking from one of a handful of regulars from our rotation of meals. If you want a new spin on this regular challenge, There's an app called Dinner Spinner you may want to check out. The app is from the folks at AllRecipes.com and allows you select a type of dish you're interested in, such as a salad, main course or side dish, and a main ingredient, like pasta or fish. You also include how much time you have to prepare the meal and then give it a spin. I tried it by asking for a main course that included chicken with less than 20 minutes to prepare it and got 25 different ideas, which all looked appetizing. When you view the potential matches, you'll get a long list of recipes that also includes their ratings from other users. For those that are little more adventurous, try shaking your phone for random recipes that you may never have thought of cooking. Those with dietary restrictions can use filters to limit the results if you're looking for low sodium, vegetarian, high fiber or you want to avoid things like dairy. Bon appand#233;tit! http://allrecipes.com/features/mobile/default.aspx

The many great features in our smartphone's are awesome, but lots of features can suck...battery power that is. When you're traveling and you only have a short window to recharge, maximizing the charge for the little time you have is critical. A quick way to improve the quality of a quick charge is to shut the phone off while you're recharging. Putting the phone into airplane mode is another options which will turn off background tasks as well as wifi and bluetooth so you don't spin your wheels while trying to recharge. Don't forget the TV in your hotel room can be an additional charger if it has USB ports, especially when you have more items than outlets. The TV needs to be turned on and it won't charge as quickly as a regular charger, but it can come in very handy in a pinch. And always be mindful that heat is your phone's worst enemy. Nothing shortens battery life like excessive heat, so always avoid leaving your electronics in direct sunlight or hot vehicles. If it's hot to the touch, you should let it get back to room temperature before attempting to charge your devices.

When you come to a fork in the road, take it! When we hear or read a famous quote, we often wonder 'who said that?', which can be solved with today's tip. A cool website called Quotery.com has done a great job of compiling famous quotes in a database that's easy to use. There are over 100,000 quotes, quips and proverbs that you can search directly or by author or topic. Quotery.com is an excellent resource for those working on research papers, blogs or presentations that rely on accurate information. They website claims to be an encyclopedia of wit and wisdom, so you can also randomly search for interesting quotes using their tools. One of my favorite things about Quotery.com is their inclusion of sources and context that can help make better sense of the quote or the person that wrote it. You can also help improve the information by suggesting edits when you feel you have something to add. One of my favorite things to do at the site is read the many quotes from the great American philosopher Yogi Berra. Quotery.com isn't something you'll use every day, but the next time you're trying to figure out who said what, give it a try!