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IT Thoughts from virtualkeeper.com Monthly
Greetings!

Here I am at month number two of the newsletter and making it a habit. I set my Outlook Calendar to remind me, which gave me an idea for a topic this month - Inbox Maintenance
 
The yearly Austin Chronicle "Best of" Poll is now open for voting and I want to ask for your vote on behalf of my company. Since there is not a specific category for IT/Web Solutions, I am asking that you take a moment and click the link below and vote for my company in the Wild Card category at the bottom of the page and enter "virtualkeeper.com - Web Solutions". Please do not vote twice as it will disqualify nominees: 
 
http://www.austinchronicle.com/feedback/bestof/09/
 
Thank you in advance for your time. You do not have to reside in Austin to vote.

Sincerely,
 
Darrin Ezell
virtualkeeper.com
 
WEB SOLUTIONS 
 
The wHumanMy INBOX Overfloweth!
 
How many items are in your inbox right now? Two, 10 or 100? I've seen people with volumes of mail in their Inbox and they seem confused when finding something as they wade through it all. It's no wonder they have a disheveled Inbox when they don't clean it or use a few simple rules to maintain it. Here are a few things to get your Inbox straight, your stress level lower when checking eMail and allow you to be SUPER organized:
 
  1. Create a folder system for your eMail and USE IT! A simple folder structure allows you to read, reply and store eMail for later retrieval. If you need several folders for things related to the same company, personal stuff or people you know, create subfolders to keep the top level folder structure simpler and more pleasing to the eye.
  2. Use the Rules or Filter function of your eMail client. For instance, if you get a lot of eMails from an automatic reply or notification system, set a rule that all eMails from that address go into a certain folder or subfolder in your program. I have a Rule set that anything with words for certain male problems (ie SPAM stuff) in the subject and/or body of the eMail automatically hit the trash. Setting rules and filters is a great way to sort out the trash and place eMails in the folders you need them without using any personal energy.
  3. Use the Calendar function of your eMail client. Don't leave an eMail in your Inbox to remind you of an appt. when you can set an appt. in your calendar and file the eMail. Why junk up your eMail box with something that you may overlook anyway because you've got 1000 eMails hiding it?
 
I don't know about you but when I see my Inbox chock full of mail, I get a slight feeling of being overwhelmed by commitments. When you properly filter, delete and file all of it you don't have that subconcsious stress to deal with and you'll feel more on top of your business and online life.
 
KILLER APPS
 
The wHumanFile Flinging with DropBox
 
Ever need to take a file home but don't have a CD to burn or a Flasht/thumb drive to copy it to and your eMail won't send or receive a file that large? I have a nice piece of software to tell you about this month.
 
Dropbox can sync, back up or share your files for free. It's a pretty straight ahead program that allows you to drop large files into a folder on the Internet and retrieve them from any other machine.
 
Dropbox gives you a free account with 2GB of storage but if you need more they offer fairly priced paid subscriptions for just a few bucks a month.
 
I haven't had a chance to use this but it looks cool and I've got the software on my desktop ready for an install when I get a moment to play with it.  I hope this makes your life just a tad easier and allows you to work more efficiently to and from home and office or...vacation.
 
 
SECURITY
 
The wHuman
Just Use My Name for a Password
 
Whether it is your eMail account, an FTP account or even your Home Wireless network, you need to choose a password wisely and change it every so often.
 
I know you may think that no one wants to intrude into your little corner of the digital world but believe me there are a lot of reasons why someone would.
 
Consider this for a  home wireless network with a default or open password: Someone wants to download child porn and your wireless system is wide open, they drive by (called WAR driving) or live near you, log onto your network (and you WILL be unaware) and they download their goods. The cops see that IP address downloading stuff, easily trace it to you via your provider and then pay you a visit and confiscate your computers, throw you in jail, etc. and you are ruined for a long time. You at the very least will suffer some embarrassment and loss of income/savings. After the police find no evidence other than an open wireless point and IP address, they drop the case and advise you to set a secure password. Is it worth it to be so lax anymore? Definitely not and that is just one scenario using an anonymous person with a home wireless point.
 
Is your computer secure against co-workers? Is your log on password secure enough that a disgruntled co-worker can't log on and send the boss a nasty eMail straight from your program? That is not going to be pleasant explaining how it is impossible that you referred to his family in such glowing terms and even though it is from your eMail address you didn't send it.
 
A good password is something at least 8 characters long that is unrelated to your hobbies, family or pets and especially not your name or birthday (Duh!). An easy rule to follow is to use a combonation of numbers, letters and capital letters. Never write your password down on a post-it note and stick it to your computer. A great password is no longer great when in full public display.
Let me know if there is something you'd like to see covered or featured and I'll throw pen to paper on it...er, something like that. 
 
Sincerely,
 
Darrin Ezell
virtualkeeper.com