Coleman Technologies Blog

Have you ever had one of those projects where you struggle to make meaningful progress because it just feels impossible? While reflecting and thinking through how to approach a challenge is helpful, it’s not always in your best interest to slow down. Sometimes, it takes a little brute force to push through and complete an important task.

Two-factor authentication has become a must-have for any online-connected account that relies on password protection. The benefits of the technology are pretty straightforward. Instead of just filling out your password for authentication, a user needs to have another method in order to access an account. In this month’s newsletter we thought we would take a look at how to enable 2FA on your Microsoft account, which includes Microsoft 365 apps like Word, Excel, and Outlook.

Google Lens lets you do some cool things with your mobile device, even if it sometimes feels a bit niche. Google Chrome also has functionality that allows you to use Google Lens to search for anything visible in the browser. For example, it can detect images and text, or still images captured from video, to return results.

Today, we want to highlight how you can use this neat functionality!

It isn’t a secret that working with different times in a spreadsheet can be a real pain… even if you’re just trying to add them all up. Fortunately (and a little unsurprisingly), this is because these programs have a specific function to accomplish this.

Let’s review the process you should follow in your spreadsheet program, whether you use Microsoft Excel or Google Sheets.

Keyboard shortcuts are undeniably useful—to the point that some are almost ubiquitous. However, there are a lot that aren’t, and they are just about as useful. We wanted to introduce you to these shortcuts so you can incorporate them into your workflows.

Back in 2022, Microsoft coined the term “productivity paranoia,” referring to the fears that many managers have that remote workers aren’t working to their full productivity. However, as remote and hybrid work has continued for many companies, a different form has emerged: the feeling a worker has that they have to prove they are still productive while working from home.

Here are some tips to share with your team, so they can use them to avoid these feelings.

As much as we try to structure our productivity throughout the day, there are always those moments that seem to slip by—both at work and in our personal lives. It can be tough to find time to commit to projects whether your goal is personal or professional.

So, let’s go over some tips that help make this time easier to find. 

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.

Microsoft Excel is a great way for data to be visualized, particularly as it offers various features to highlight the context of the data you’re trying to communicate with. Today, we wanted to walk you through how you can use one such feature—People Graphs—to do so particularly impactfully.

It probably isn’t hard to think of a time when you’ve stumbled across something that would be useful for work while you were doing some personal browsing. What if I told you there was an easy way to send a website to your browser to view later? Thanks to Google Chrome, this is the case.

How often does this scenario happen to you? You’re going about your workday and are being quite productive, when all of a sudden you close the wrong tab in your web browser, putting an end to your productivity. This isn’t crippling downtime or anything, but it’s an inconvenience that we know you can do without. Thankfully, modern web browsers let you reopen closed tabs or windows to get back to where you left off.

Introducing Chrome Actions

Chrome Actions take the familiar address bar of the Chrome Internet browser and add some extra utility to it. Rather than specifying a webpage or network location to visit in the address bar (known as the “omnibar” to very few of us), Chrome now accepts very basic commands as input, and will follow these commands when they are entered.

On July 3rd, the Tony-winning Broadway musical was released on Disney+, meaning that history buffs and theater nerds alike don’t have to Wait for It. Even better, you can now watch Hamilton with all your friends. We Know, it’s pretty cool, especially since you don’t all need to be In the Room Where it Happens. Let’s go over how you can arrange that in this song-title-pun-filled blog.

How Hygienic are Your Passwords?

With so many of us relying on so many passwords every day, poor password hygiene can often seem to be a foregone conclusion. Think about your own passwords, right now, and see how they compare to this list of inherently insecure patterns that many people develop:

If you use the selection of tools that Google offers as a part of its G Suite offering, you’ve probably found a few documents that you find yourself repeatedly returning to on a regular basis. Rather than navigating to them via the appropriate folder hierarchy in Google Drive, there is a simple shortcut that you can take advantage of in Google Chrome: creating a bookmark that navigates directly to the appropriate page.

Let’s start by examining the reasons for communications that businesses use to manage their internal processes.

• Information sharing - There is plenty of news that needs to make its way around any business. There are many different forms of communication that can accomplish this. 
• Collaboration - Today’s business needs to use collaborative strategies more than businesses of the past, and communication is a big part of any collaborative endeavor.

Now, let’s consider a few solutions that can help you to accomplish solid information sharing and collaboration.

Information Sharing

When you think of internal communications at work, the lion’s share of it will fill this need. Employees need to know certain things to maintain continuity of a business. This includes the publication of policies, procedures, plans, or potential changes to each. To accommodate the sharing of all this knowledge, businesses use the following tools: 

• Email - Email is the most tried-and-true solution for internal business communications because it works on every level. It is available, familiar, and with today’s email platforms, features dynamic tools that can help anyone get their point across. 
• Newsletters - Some companies choose to roll out a company newsletter for their staff. In these newsletters there are spotlights on points of emphasis. If you choose the newsletter as the tool you want to broadcast your internal communications, however, it has to be understood. 

Collaboration

Nowadays, collaboration is important for every business’ success. Business moves faster and if you don’t have some semblance of coordination between your employees in separate departments, it can cost more than time. It can be the difference between generating revenue and not. Here are some tools used to boost collaboration:

• Productivity Suites - Today, there are a lot of collaboration-based applications out there. They are designed for specific business needs, but the most effective are the productivity suites like Google’s G Suite and Microsoft Office 365 because they give you the collaborative tools and shared storage that any team needs to be successful.
• Chat Applications and Forums - Instant messaging apps have improved collaborations tenfold. Forums have been useful since the early days of the Internet. Today, developers have created apps that combine the two and offer hundreds of outside software integrations to help promote collaboration.

The IT professionals at Coleman Technologies have the expertise and access to solutions to help you solve any of your business’ operational problems. Call us today at (604) 513-9428 to learn more.

Using the Taskbar to Highlight Folders

If you’re like most users today, a large amount of the work you are responsible for only requires you to access certain areas of the company’s storage, which can quickly make navigating there a frustrating inconvenience. Fortunately, there is a Taskbar feature that can streamline this process considerably.

You can add direct links to folders (and their contents) to the Taskbar.

Here’s how it’s done:

• Right-click any unused space in the Taskbar to open a menu of options
• Hover over Toolbars and select New toolbar…
• Find your desired folder in the directory that appears, select it, and click Select Folder

That folder should now appear in your Taskbar, with a list of its contents quickly and easily accessible to you.

Using the Taskbar to Quickly Access Websites

If your responsibilities more frequently require you to be on the Internet, you might find it useful to have a quick-access URL field in your Taskbar, enabling you to skip the step where you have to open a browser before beginning to navigate to a site.

• Again, access your Taskbar options by right-clicking in any unused space
• Again, hover over Toolbars, this time selecting Address

A URL field will have appeared in your Taskbar. Typing a URL into it and pressing Enter will open that website in your default browser.

Would you like to learn more about what the Taskbar can do? Let us know in the comments!

However, as with any changes you are considering to your computer, you should lean on your IT resource to determine if it’s okay to make these adjustments. Better yet, IT may want to make them for you. One way or another, make sure you get the all-okay before switching anything on a work device.

Cleansing of Bloatware
Whether you picked something up during your browsing or the device’s manufacturer installed it during production, your computer can easily collect programs known as bloatware or adware. These programs, while not always harmful per se, can easily eat up system resources for nothing. Ask your IT resource to seek out these programs and eliminate them for you. This alone may result in some considerable boosts to your computing speeds.

Adjust Power Settings
While it may sound like a good idea, the Power saver plan that comes baked-into Windows 10 can actually make your experience as a user more of a pain. This is because this setting cuts your device’s processes to minimum so that energy can be conserved. Furthermore, desktops are plugged in as a rule, leaving little reason to use Power saver anyways. To improve performance on your Windows 10 laptop, stick to the Balanced power option when unplugged, and switch to High when power is available.

Kill Windows Tips and Tricks
Yes, it’s ironic that we’re recommending that you disable Windows Tips and Tricks in a tip-based blog post, but there are a few compelling reasons to do so. Most pertinent to our current conversation, the fact that Windows is analyzing your usage with these capabilities enabled means that your device’s performance is going to suffer.

In order to disable these invasive bits of advice, click the Start button. Under your Settings, access System and from there, Notifications & actions. Under the Notifications section, you will find the option to Get tips, tricks, and suggestions as you use Windows.” Deactivate this option, and you won’t have anything more to worry about.

Finally, the Cliché: Restart Your Device
Yes, this suggestion has become a joke in and of itself, as the IT field’s go-to question. However, there’s a really good reason for this: restarting a device can often solve its issues. This is because it clears out the use of the computer’s resources, wiping unneeded memory usage and stopping equally unneeded background processes. Restarting your workstation effectively gives it a fresh slate, allowing it to run much better than it did when it was bogged down.

Let us know if there are any other tips you want us to share in the comments, and don’t forget to subscribe!