Coleman Technologies Blog

Microsoft’s operating systems have been around for a long time, and since Windows 95, Microsoft has published free utilities that can help users make slight adjustments to their operating systems to suit their needs. Microsoft PowerToys are even available now, and we want to explore what they can do for your business, as well as how you can acquire them.

We’ll be delving into what PowerToys can do for users of Windows 10 and Windows 11 today.

What Can PowerToys Users Do?

This is only a small sampling of what PowerToys can do for you. We’ve curated this list for ones that you are most likely to use in a business setting.

Shortcut Guide

While this tool is activated, your Windows Key can be used to provide a list of available shortcuts. If you hold it down, native shortcuts in your active window will display. It’s a great way to see at a glance just what utility is at your fingertips.

Keyboard Manager

PowerToys also lets you adjust your own preferences, including how your device reads your keystrokes. You can replace some shortcuts with others, for example. Just keep in mind that you’ll need PowerToys to remain active in the background if you want your changes to stay applied.

FancyZones

FancyZones lets you keep your desktop and applications better organized, dividing your display into various zones that retain information on display configurations and other settings, allowing you to keep things consistent.

Text Extractor

PowerToys also lets you extract text from anywhere on your screen, including things from images, videos, and the like. It might not always be perfect, so it will need some oversight on your part, but it’s a nifty tool nonetheless.

Always On Top

You will always have applications which you would prefer to be on top of the stack, and this PowerToy allows you to make that happen easily. It will keep your specified window open above the others so it’s easy to get back to, as long as you have it activated. You can customize the shortcut for this feature and turn it on or off at will.

Discuss PowerToys with Your IT First

We know that it can be fun and exciting to play around with new features, especially if it’s your idea to make things better and more streamlined, but we always encourage you to consult your IT first before making any drastic changes to your operating system. PowerToys would have to be downloaded from the Internet, and as such, it could be subject to a threat of some sort. We recommend that only IT download or install any applications on your workplace devices, or an outsourced IT provider like us.

While security is one reason for this, the other is that you want to test any applications you want to install before you actually follow through on the installation to make sure that nothing breaks. There’s also the chance that you could be downloading malware or bootleg copies of the software, and no one wants to be caught with pirated software!

Plus, there’s always the possibility that you already have tools out there that accomplish the same task installed on your infrastructure, or there might be better alternatives to your proposed solution. IT can open your eyes to the possibilities while respecting your desire to make operations and processes better.

Want to get started with IT management from Coleman Technologies? It’s simple! All you have to do is call us at (604) 513-9428.

Adobe Flash Player was deprecated back in 2017, but its official end of life date lands at the end of this year. What this means is that the software will gradually show more and more vulnerabilities that will not be mitigated, and therefore, the software will be far more susceptible to attack. Therefore, it is important that you check to make sure that anyplace that Flash Player would be—including your Internet browsers on your computers and mobile devices—to make sure that Flash isn’t still installed there.

Chances are pretty good that you haven’t used Flash Player for some time, simply because other options are more useful. Despite the platform once dominating the space, it will soon be little more than a liability. Unfortunately, this also means that any legacy software that relies on Flash will not function after the year ends and will also need to be removed.

Reach out to our team to find out how you can help keep vulnerabilities out of your IT by removing software when the time comes. Give us a call at (604) 513-9428 today.

Cloud computing has become a common tool, especially Software-as-a-Service (SaaS). Hosted software provides robust options that make sense to all companies, including anytime-anywhere availability, scalability, and provider management of the underlying hardware. In today’s blog, we want to discuss a couple of tips people can use when working with cloud computing.

Automate Backups and Set Recovery Points

Every business should back up its platforms, no matter where they are hosted. For cloud platforms, businesses need to automate regular backups. Since most cloud platforms offer scheduled backups, you’ll want to take advantage of these to protect critical files and databases. Since data loss or corruption can be catastrophic to your business, automating backups ensures you always have a recoverable version, minimizing downtime and disruption.

Take Advantage of Integrations

The cool thing about many cloud platforms is their ability to integrate with others. To get the most out of your cloud solutions, you’ll want to maximize productivity by combining your cloud software with other tools you use, such as CRM, project management, or marketing platforms. Look for APIs or built-in integration features to streamline processes across different software. Cloud services are built to work together with other platforms, and integrating them helps promote automation to reduce errors and improve efficiency.

Use Multi-Factor Authentication

Security always has to be a priority. Always enable multi-factor authentication (MFA) for any cloud-based software. This adds an extra layer of security by requiring a second form of verification in addition to the traditional password. Since cloud software is accessible from anywhere, it can be more vulnerable to unauthorized access. MFA significantly improves security by protecting your accounts from being compromised, even if your password is stolen.

Optimize Storage and Costs

Controlling costs is always important in business. You need to monitor and manage your cloud storage usage. Archive old data and files rarely accessed to cheaper, long-term storage options and set up alerts for when you approach your storage limit to avoid unexpected costs. As your business grows, so do your data and cloud storage costs. You can optimize your storage by shifting infrequently accessed data to lower-cost options, which helps control expenses while ensuring important files remain accessible when needed.

If you want to talk to one of our IT professionals about making the cloud work for you, call us at (604) 513-9428.

Let’s go over how to set up this capability. As a disclaimer, it will require you to edit some of your menu options, so reach out to your IT resource to confirm that it is okay to do so and to assist you if need be.

You should also know that Track Changes won’t work if a spreadsheet contains a table that hasn’t been converted into a range. To make this conversion, select the table, navigate to the Design tab, and click the Convert to Range option. If you want others to be able to collaborate on your workbook, it needs to be saved in a shared location.

Adding the Track Changes Buttons

To access these options, you’ll need to add them to your Ribbon menu (unless your version of Excel includes them by default). Doing so is simple:

• Right-click on the Ribbon menu. From the options available, select the Customize the Ribbon option.
• On the resulting dialog screen, find the drop-down menu labelled Choose commands from: and select All Commands. In the other menu, select Main Tabs, and find Review in the list that appears. Click on the + next to Review, and then click the New Group button.
• Right click on New Group, renaming it to “Track Changes.”
• With “Track Changes” selected, find Highlight Changes and Accept/Reject Changes in the left-hand list. Click the Add button to add them to your “Track Changes” group.

Once your Highlight Changes button has been added to the Review category of the Ribbon menu, click on the Highlight Changes button. A box will appear, where you should select both Track changes while editing… and Highlight changes on screen. Click Okay once you’ve done so.

Once you’ve done this, any changes made to the spreadsheet will be marked with a small triangle in the corner of the cell to display the most recent change.

Reviewing all Changes

After everyone has contributed their input, you can choose to accept or reject the changes that have been made with the Accept/Reject Changes button. You’ll be asked to Save the Workbook, and once you have, the changes will be highlighted one by one with the option to Select Changes to Accept or Reject.

All changes will be listed so that you can Accept them or Reject them accordingly. The cursor will automatically proceed to the next change for you to repeat the process. If there are multiple instances of a similar change (like all ampersands or percentages written out instead of the symbols used), you can use the Accept All button to mass update them.

With any luck, we’ve helped make collaboration that much easier for you and your team members. For more tips like this, as well as best practices and other IT assistance, make sure you subscribe to our blog. Remember, our team is always available at (604) 513-9428 for your IT needs.

Whatever your industry, there are going to be processes that need to be followed, and this will require no small amount of organization to keep all the moving parts in tandem with each other. Fortunately, tools that can help with your project management needs are readily available, so long as you take advantage of their capabilities.

Take Google Sheets, for instance.

It’s true! Not only does Google Sheets offer fully customizable templates intended specifically for project management purposes, there are a lot of other features that are conducive to the kind of processes that should make up your project management activities.

For instance:

Google Sheets Allows You to Create Custom Dropdown Lists

With all the standard updates that proper project management will require—for instance, the status of certain goals and initiatives within your process—having the ability to select from a preconfigured list is hugely helpful. 

The existing templates that Sheets offers give you the opportunity to edit the drop-downs they come populated with. All you have to do is click the small downward arrow in the cell, select the pencil icon in the resulting menu, and edit the rules for the dropdown. For added visibility, you can even apply different colors to the different options. 

However, you won’t be able to add new options to your dropdowns or change the order in which they appear if using a preconfigured option. That will require you to create a dropdown menu from scratch. Once you’ve selected the cell or range of cells you want the dropdown to appear in, click Insert and then select Dropdown. A sidebar will appear for you to populate the data validation rules you want… or in other words, what options you want your dropdown menu to include. Once you’ve added and arranged your options, click Done to complete the process.

The Inherent Collaboration within Google Sheets Makes It Easier to Fully Plan a Project

Today’s workplace is increasingly built on collaborative work, which means that it is all the more important that the tools used therein are conducive to this kind of collaboration. Google Sheets, just as with the rest of the Google Workspace offering, is built to help you accomplish just that. Adding contributors to your spreadsheet is a simple matter… all you need to do is click the Share button at the top right of your page, select who you want to grant access to and specify the level of access and permissions you want to provide.

Once you’ve done so, others will be able to interact with a given Sheet at the level you have permitted them to—and you’ll still be able to adjust these permissions as needs change.

Google Sheets Allows You to Tag Your Collaborators

Google Sheets offers a feature called smart chips—small interactive widgets that can be embedded into your documents that link to pertinent information. You can tag different collaborators directly in the spreadsheet, and from there, email them, kick off a video chat, or (most applicable to our purposes today) assign a task to them.

We Can Help Outfit You with Proper Project Management Software, Too

Of course, you may prefer to use a dedicated software to help organize your company’s activities. Turning to us means you’ll have someone in the wings to help you procure, manage, and maintain all of the tools that your company uses.

Give us a call at (604) 513-9428 to learn more.

The entire point of modern technology is to make things easier. Businesses don’t invest in computers and software simply to throw away money—technology exists to streamline operations and help you get more done in less time.

Let’s look at some of the standard technologies your business should consider to gain more value out of your technology.

Customer Relationship Management

A high-quality CRM solution can help you establish better connections with your customers. You can automate marketing and sales tasks associated with specific departments or segments of your audience. This also integrates with your productivity and administrative tools that you already utilize so frequently. In this way, CRMs provide a considerable value compared to their deployment costs.

Collaborative Productivity Tools

Many solutions out there enhance productivity, and they almost always have tools built into them that allow for real-time collaboration. These tools include word processors, spreadsheet programs, presentation software, file sharing, and more. The right productivity solutions should be able to integrate with the other tools your business regularly uses to conduct business.

Task Management Software

A business is only successful if it can effectively manage many tasks contributing to the end goal. It stands to reason that your business should have a way to manage them all in one place. Task management platforms are great for this, as they allow teams to collaborate on projects, schedule or request services, and manage time or resources appropriately. Task management tools are often built right into project management platforms, and they should also integrate well with your collaboration apps and CRM. Additionally, these platforms allow admins to track tasks as they move from start to finish.

At the end of the day, the goal of any business is to make money. You can improve your chances of success by being organized; Coleman Technologies can help you work toward that goal. To learn more, call us at (604) 513-9428.

Businesses Depend on IT

There are a lot of different pieces of technology that go into a business, and like a puzzle they all need to fit together and work. So where do all of these puzzle pieces come from? Let’s examine different types of technology.

Servers and Networking

Here are two scenarios, and the different methods businesses use to handle them:

Walter’s business is growing extremely quickly, but his servers are the same ones he’s been using for years. He realizes he is running low on storage space, and his increasing staff puts pressure on him to upgrade his server. Walter manages to cobb something together, hoping it will suffice for the time being. When Walter attempts to merge his servers into one slightly larger server, he misconfigured a few components resulting in downtime for his entire staff. Not only has he wasted his own time, but now he is experiencing the most expensive segment of downtime he has ever experienced. 

Jesse, on the other side of town, also is experiencing extraordinary growth. Jesse however, makes a simple phone call to his managed service provider. He is connected to a professional, who advises Jesse on server options that will sufficiently support his growing business. His managed service provider not only points him in the right direction, but also comes on site to install this new technology. Jesse knows he isn’t a tech know-it-all, so he leaves deployment of servers to the professionals. His business is ready for increased data storage that same week he decided it was time to expand. 

Workstations

Your business’ employees are only capable of what their technology can handle. When it comes time to upgrade or add additional workstations, there are a few options one can take. Let’s see how our two business owners handle these situations.

Walter, who is an impulse spur of the moment shopper, sees what he believes is a fantastic deal on eBay. He decides that these second-hand computers will be able to handle all of his employee’s programs without issue. However, upon arrival Walter notices that his computers are missing a few components. It turns out that the eBay listing was actually for five home-made computers that the builder was never able to get to operate properly, rather than complete working PCs. Overlooking the description just set him back a large amount of money, and the computer repair shop charges nearly as much as a brand new PC would have. 

Jesse, has a few empty desks he would like to fill with capable computers as well as a few new employees. He reaches out to his managed service provider to discuss which computer might fit the needs of his business. The professionals are able to use their connections to get Jesse a fantastic deal, and most importantly, the purchase of the computers comes with free installation.

Software as a Service

What good would a computer be without the necessary software? Businesses should be utilizing the latest and greatest software. There are a few different approaches a business owner can take to procure the necessary software to boost productivity within the office.

Walter knows that software can be expensive, so he decides to torrent a few versions hoping that he doesn’t get caught. Unfortunately, however, Walter is exposed as a fraud and his business is the center of attention for all things media. His business suffers massively, and he wishes he had spent a fortune on the software instead. 

Jesse too knows how expensive software can be. Unlike Walter, he once again leans on his managed service provider. They offer what is known as software-as-a-service. This service gives you all the latest and greatest software, for a low monthly cost. It’s like renting a tool, as opposed to buying it outright. Not only does this tool come with free installation as well as support, but it doesn’t set Jesse back a large sum of money. He is able to give his employees all of the programs they need to proficiently do their jobs. 

Which Experience Sounds More Enjoyable?

If you had a choice to be Jesse or Walter, which would you choose? Managed services truly offer support for all of your business needs. If you would like to learn more, reach out to our professionals by calling Coleman Technologies at (604) 513-9428 today!

Create Procedures for Both Routine and Emergency Patches

Many patches are released on a predictable schedule, so as to make it easier to keep up on patches - after all, if you know that a patch is going to be released on a certain date, you can set aside time to apply that patch. There are also emergency patches that are released when a vulnerability is discovered and remediated.

As you might imagine, both are important to maintain - one, to keep your business as free as possible from vulnerabilities, and second (and perhaps more obviously), to keep your business secure in the face of an impending threat. That’s why you need to make sure you have set processes in place to ensure that all patches are tested and applied. While it may not always be a pressing security issue, it is better to be prepared for anything that the vendor is concerned about.

At Coleman Technologies, we always build out and update our procedure, and test updates before they are applied to prevent downtime and other issues. It’s all about working smarter, not harder.

Have a Controlled, but Realistic, Environment for Testing Purposes

Let me ask you a hypothetical question: someone comes up to you on the street and offers you a pill that would make you immune to the common cold, but with no peer reviews by any medical board or the FDA. So, do you take it?

I would hope you would say no, simply because you have no idea of the effectiveness of the pill without it having been tested. Patches are the same way. Without any testing, you simply don’t know how well the patch will work, or if it will interfere with another process. Before you apply any patches to your primary infrastructure, you need to have made these evaluations in a reasonable approximation of it. An effective means of doing so is to spin up a virtualized environment and stress-test the patch there, before actually applying it - just make sure you give your tests enough time to produce trustworthy results.

Keep Track of When Patches Are Released

Depending on the hardware and software you use, patches are going to be released on a different schedule. This is because different manufacturers and vendors manage their schedules differently. Just look at Microsoft and their famous Patch Tuesday (typically the second and sometimes the fourth Tuesday of each month). In order to properly keep your patches up-to-date, you need to know when to expect them.

For assistance with your business’ patch management, you can always turn to Coleman Technologies. Give our professionals a call at (604) 513-9428.

A Few Brief Disclaimers

Before we get into how this is possible, we should mention a few of the prerequisites of this process.

As of right now, the Windows/ChromeOS compatibility is clearly intended for enterprise use, as it is configured for company-wide setups and rings up an annual per-user cost of $70. Furthermore, the method we are covering here is only compatible on higher-end Chromebooks, with at least an i5 or i7 Intel Core processor, 16GB of RAM, and 128GB of onboard storage.

How Does Windows Run on a Chromebook?

By collaborating with a company called Parallels, Google has successfully brought Windows to the Chromebook via the capabilities of a locally installed virtual machine. As a result, any Windows program can be utilized with or without an active Internet connection.

This approach makes the user experience somewhat unique, as the Windows install effectively runs in its own window, almost as if it were simply an application installed in Chrome OS. From within this window, the user can access and utilize the Windows software they need. As a result, it almost feels as though you’re utilizing a remote desktop software, despite the OS being present on your hardware. Starting up the Windows software will take you through the entire boot process you’d typically see in a Windows device, and applying updates will sometimes prompt you to restart the OS environment, rather than your entire device.

How Well Does This All Work?

Besides the unconventional user experience and a few minor oddities, however, hosting Windows on a Chromebook works just the same as using a Windows device. Some of these oddities can even be beneficial—for example, the same system clipboard applies to both environments, allowing you to copy from one OS and paste into the other. The file storage system also works across both platforms, allowing a user to open their Windows files in Chrome, even if the Windows environment is inactive.

According to reports on Parallels’ process, the only thing that doesn’t work as intended is the recording capability within the Windows environment (although there are currently efforts to resolve this issue in the works). You can even include custom business applications along with more common solutions… you just need to make sure that your Windows environment is configured correctly.

Why Would Google Do This?

It would appear that Google has seen the value of providing support for legacy applications—this entire initiative has been framed with that concept at the forefront—so that companies who rely on these applications can continue to operate effectively. So, despite the slight difference in how native these Windows applications seem as compared to those that are web-based or work within the Chrome or Linux operating systems, these changes only foreshadow further improvements to come, and a new perspective into how computing will need to be shaped in the future.

Don’t assume that you can simply take your existing budget Chromebook and install Windows on it off the bat, but it will be nice seeing more options for low-cost hardware that plays nicely with the network environments that most businesses already have.

What do you think? Do you see any utility in the Chrome operating system playing nice with Windows applications? Let us know what you think in the comments!

As a manager, some of the administrative work can be, if not the worst part of the job, easily the least engaging. For instance, having to create all the different folders for the employees under your purview, projects, and other organizational needs. Fortunately, Microsoft Excel offers a relatively quick and easy way of doing just this.

Let’s walk through the process.

How to Use Excel to Mass Generate Folders (and Even Subfolders!)

Rather than manually going through, creating and naming each folder you need, Microsoft Excel enables you to automate the process somewhat. The trick revolves around you creating a Windows Batch file—a type of file that contains a script that executes predetermined commands in a specified order.

The process is as follows:

• In one column, list all of the names your different folders need to have, whether that’s a month and year, each of your team members’ names, or your different departments.
  
  
• To turn this into a batch file, you first need to add a second column that formats this data in a very specific way. Let’s assume that you wanted a folder for each month of 2024, for instance.
  
  
  • Your first column will be your list of months, January, February and so on, with cell A1 formatted as “2024 - January” to help avoid Excel auto-formatting your data.
    
    
  • Your second column will have the batch command filled out. This will require the following formula to be used:
    
    ="MD "&""""&A1&""""
    
    Dragging the bottom corner of your top cell down will populate the rest of your list, referencing the proper cell in the first column to complete the formula.

• This will give you a list formatted as MD “2024 - January” and so on. Copy and paste this data into your Notepad application.
  
  
• Once your batch commands are copied over, save your Notepad file as a .bat file format wherever you want your folders to be saved. Clicking this file will generate the folders where the .bat file was located.

Hopefully, this will help you to more quickly create the folders you require for your assorted needs.

The fact of the matter is that universities have a lot of industry-specific technology that goes into making a functional institution of higher education, and that’s without mentioning secure access to student records, maintaining the productivity suites in computer labs, and providing intuitive smart technology for better lectures. We know a guy who’s well-versed in the types of solutions utilized by institutions of higher education, and we think you might find what he has to say to be interesting.

Degree Progress Management
Each student that is matriculated into a degree program has to complete a set of requisite courses. These courses will vary drastically from program to program, but the fact remains that each student must complete these requirements if they hope to graduate with a degree. Some programs have electives (any course the student wants) or selectives (any course from a selected group of classes), which complicates the process of choosing classes and opens up the door for students to take courses that don’t necessarily fulfill their degree requirements.

To minimize the risk of this happening, real-time degree progress can be viewed through programs like DegreeWorks. This program can show students, faculty, and staff advisors how many credits and courses must be completed by a student, as well as which classes fulfill specific requirements. Students can even process “what if” reports, which can show them how their degree progress is affected by something like changing their major.

Student Retention
It’s not a stretch to say that some students enter higher education underprepared for the increased workload. Whether it’s because of students not knowing how to access the proper resources, needing educational supplements like tutors, or simply requiring a support system that the student doesn’t have at home or on-campus, student retention and persistence can be a challenge for many institutions.

In an effort to improve these statistics, student retention software can be used by faculty and staff to assign flags, create to-do lists, and make appointments with students who are in need of assistance or support. In this way, the support structure that many students need to succeed is both accessible and informative for them.

Online Learning
In today’s increasingly-connected world, online learning has become a viable alternative to traditional, or synchronous, learning. When we say “synchronous,” we mean the traditional lecture style of education, in which a student must be physically present in the classroom to participate in discussions. Asynchronous learning, which is significantly less structured and more of an “at your own pace” approach to education, has provided students with limited time and geographic resources an opportunity to learn at their own pace in a less structured environment.

Depending on the institution, the online learning application might be something like BlackBoard, Angel, or Brightspace, rebranded to suit the proprietary needs of the university. Either way, the end result is generally the same. Online learning uses a centralized environment for all of a student’s learning needs, providing access to message boards, learning modules, grade books, open educational resources, and so much more.

Again, we understand that not all of our readers have stakes in the education sector; we just wanted to share some interesting solutions that are used by professionals in this industry. Are there any other industries you want to learn more about? Let us know in the comments and be sure to subscribe for more great technology-related blogs.