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Four Critical Considerations for Windows 11

11/6/2021

 
Microsoft officially unveiled Windows 11 on October 5. The latest update to the Windows operating systems offers some subtle changes and some that are not so subtle. As a result, many users and technology teams might think upgrading immediately is the right strategy. On the other hand, others will find that deferring the upgrade is the wiser choice. In this article, we examine four critical considerations associated with the decision to upgrade to Windows 11.

Verify You Have A Supported Computer

As you have probably heard by now, Windows 11 requires a relatively well-equipped computer to run in a fully-supported environment. More specifically, the following are the critical hardware requirements for Windows 11 to run in a supported environment.

  • 1 GHz or faster 64-bit multi-core processor or System on a Chip
  • 4GB of RAM
  • 64 GB or larger disk drive
  • UEFI, Secure Boot capable
  • Trusted Platform Module (TPM) version 2.0
  • DirectX 12 or later graphics card with WDDM 2.0 driver
  • High-def display (720p or higher) larger than 9” diagonally
  • Internet access for updates

While most business-grade computers placed in service within the past three to five years will satisfy these minimum requirements, some will not. The one feature that is most likely missing from some devices is a TPM version 2.0 or newer chip. This chip is one of the cornerstones of the enhanced security features associated with Windows 11. If your computer does not have a TPM 2.0 chip installed, some of the security features available in Windows 11 will not function. Fortunately, although some users’ devices will not have a TPM 2.0 chip installed, if you purchased your computer after July 2016, it is likely to have the required TPM chip installed.

How to Test Your Computer for Compatibility

You can test your computer to see if all necessary hardware components are present by running the Windows PC Health Check app. This app quickly examines your computer and, in a matter of a few seconds, provides you with a report on the availability of required components to run Windows 11. You can download the Windows PC Health Check app by visiting https://aka.ms/GetPCHealthCheckApp or by clicking here. Once you download the app, access your Downloads folder, and click on the downloaded file to complete the installation. When the installation finishes, click the Check now button to test your computer and receive your report.

Are All Your Applications Supported on Windows 11

Another critical consideration in your upgrade journey to Windows 11 is to verify that all your necessary applications will run on the new version of the operating system and that their publisher supports them on Windows 11. Note that these are two completely different, albeit related, requirements. For example, suppose a critical application you use simply won’t load and run properly and reliably in the Windows 11 environment. In that case, you must likely defer your upgrade until necessary updates allow you to run that application – and all others – in the new environment. 

On the other hand, what if a critical application seems to run fine, but the application’s publisher does not yet support it in Windows 11? Again, in that situation, you should likely defer to the upgrade until technical support becomes available. To illustrate, suppose you are in a public accounting practice, and your tax software’s publisher does not yet support your tax software in Windows 11. Can you take the risk of running such a critical application with the prospect of no technical support, should it become needed? Almost certainly not! In that case, deferring the upgrade is likely the right choice.

Train Team Members on How to Take Advantage of Windows 11's New Features

Windows 11 offers to end-users a significant number of new features designed to enhance security and productivity. However, you and your team members cannot take advantage of these features unless you know what they are and how to use them. Among these significant new features are enhanced virtual desktops, widgets, snap layouts, and Teams Chat. Identify those features that your team should likely use and ensure that each team member receives the necessary training to understand how the features can help them and use them effectively.
CLICK HERE FOR A COMPLETE LIST OF NEW FEATURES IN WINDOWS 11


Develop and Implementation Plan Even if You Postpone the Windows 11 Upgrade


In any business, implementing a new operating system should never be a haphazard, unplanned process. Therefore, even if you don’t intend to upgrade to Windows 11 right away, you should begin making plans for Windows 11 now. In these plans, you should include the three items addressed above – 1) hardware compatibility and the potential need to upgrade or replace some computers; 2) verifying that all critical applications run as expected on Windows 11 and that their publisher supports them in that environment; and, 3) creating a training plan to ensure that all team members understand the new features that are relevant to them and how to take advantage of these new features. Additionally, your implementation plan should include a timeline for rolling out Windows 11 to your team.
CLICK HERE FOR MORE INFORMATION ON PLANNING FOR WINDOWS 11


Summary

Many professionals view operating system upgrades as necessary evils of modern computing environments, sometimes creating more problems than providing benefits. However, in most cases where the upgrades provide questionable benefits, the culprit is likely poor planning, which, in turn, leads to less than satisfactory results. Fortunately, that need not be the case with Windows 11. By addressing the four critical considerations outlined above, you can make the transition to Windows 11 for you and your team a smooth and productive one. Best of luck on this endeavor!

Learn more about Windows 11 and other new technologies by participating in a K2 Enterprises training event. You can learn more at https://shop.k2e.ca

Tommy Stephens

Using Controlled Folder Access to Block Ransomware

8/1/2020

 
With the Fall 2017 update to Windows 10 (version 1709 or newer), Microsoft added a terrific new feature to the operating system that should prove to be very effective in preventing ransomware from attacking your computer and holding your data hostage. This new feature – Controlled Folder Access (CFA) – prevents unauthorized applications from making changes to documents in specific folders that you choose to protect, including your Documents, Pictures, Videos, Music, Desktop, and Favorites folders.

As an end-user with Administrative rights, you can enable CFA quickly and easily by following the steps outlined below.

  1. Open the Windows Defender Security Center by clicking the shield icon in the task bar or searching the start menu for Windows Defender Security Center.
  2. Click the Virus & threat protection tile (or the shield icon on the left menu bar) and then click Ransomware protection.
  3. Set the switch for Controlled folder access to On.

Once you enable CFA, you can then click Protected Folders to add additional folders to the list of folders CFA is protecting. You can also click Allow an app through Controlled folder access to customize CFA with additional applications that have rights to change the files stored in your protected folder.

As the war against ransomware rages on, CFA represents a bright spot in helping to ensure the safety and security of our important data.

OneDrive, SharePoint, or Teams Making the Right Choice

3/10/2020

 
During a recent client visit, the ubiquitous question was asked: "Why would I use SharePoint or Teams instead of OneDrive." These three services from Microsoft all provide file storage, sharing, and collaboration, so it is easy to understand the confusion. Let's look at when each is the right choice.

OneDrive for Business

OneDrive's name is an attempt to note that this is the location for One person, you, to store your files. An option in OneDrive is to backup your essential PC folders, including desktop, documents, and pictures. To turn on the backup feature, go to OneDrive settings > Backup > Manage Backup. 
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In the window that opens, select the folders you will backup to OneDrive. It will be syncing the files providing access from any device and creating automatic versions of data in case you make a mistake or become infected with ransomware.
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OneDrive is the storage location for your files. Sharing of files is possible with OneDrive, but that is not its primary role.

SharePoint

SharePoint is for sharing files. It is the equivalent of your network share, providing centralized controls and file access permissions. Providing critical advantages over a file share on the network SharePoint allows for the uncomplicated implementation of data loss prevention and policies to the data.

Using the OneDrive app, you can sync a SharePoint document library to your local computer for a simple method to access, save and share files. The files remain in SharePoint and will download when opening. You can mark files that you may need while offline as "Always keep on this device."

Microsoft Teams

Microsoft Teams uses SharePoint document libraries file storage and therefore has all the benefits of using SharePoint. Additional benefits of Microsoft Teams are the integrated chat, video conferencing, presence awareness, and a simplified interface to providing security over your organization's documents.

If you have not started replacing your network file shares with SharePoint, then Teams is the place to move files. It provides the same sync and access to data as SharePoint does with a much easier process to set up and the additional collaboration features. The one cautionary note, at the time of posting, is that Teams does not allow for file sharing to people outside the organization unless they have a Microsoft Account associated with their email address.

Summary

For efficient and effective file-sharing, use Teams and SharePoint, and for your files OneDrive. Make sure to take advantage of the OneDrive app for syncing and backup of your Desktop, Documents and Pictures folders.

Ward Blatch

It is Easy to Make a Big Improvement in Windows Security

2/4/2020

 
A recent article at Forbes.com covering an unpatched critical zero-day vulnerability that was being exploited had an interesting quote from Microsoft, “An attacker who successfully exploited the vulnerability could gain the same user rights as the current user".

So, the question is are you logged into your computer as a standard user or as an administrator. A standard user can not install software which dramatically reduces the risk of this vulnerability and many others we will see throughout the year.

To change your daily account to a standard user first create a new user as an Administrator. Next login as with the new administrator account and change your account to a standard user. Now login as you normally would. When administration rights are required a dialogue box (an example is shown below) will open for you to enter the administrator account password. You can also right click on items in the start menu and select More > Run as administrator if there is an application that requires that level of access.
Picture
This support article contains the detailed steps to setup the new administrator account:

To change your account to a standard user, while logged in with the new administrator account, select your account under Settings > Accounts> Other Users then click Change account type.
Picture
In the window that opens using the drop-down list select Standard User then click OK to complete the process.
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This small change has little impact your day to day workflow and will provide a big improvement in Security.

OneDrive Personal Vault

12/3/2019

 
 
Everyone has a few personal files that they would like to make sure they always have secure access to. Microsoft has introduced a new feature to OneDrive Personal, the Personal Vault.

To turn on the Personal Vault select the Personal Vault folder on your device. This will start the process of setting up two-step verification. If you already have two-step verification turned on (recommended) it will then require the code to open the Personal Vault.
The activation screen for the service provides a list of the increased security provided to files and folders stored in the Personal Vault. Of interest is the automatic lock and disabling of sharing from the Personal Vault.

We do recommend that you use two-step verification for your Microsoft account, the personal vault adds additional security by requiring it to open this special folder each time you access it (outside of the automatic lock time).
Picture
The screens are slightly different depending on how you are accessing the personal vault. In the case of a web browser upon setup the following is displayed to provide an easy method to move files and folders to the personal vault.
Picture
In the mobile OneDrive app you are provided suggestions to add to the personal vault and a scan button. The button turns on Office Lens which will crop the document or ID card and then save it to your personal vault.

The mobile OneDrive app provides the option to use face or finger to authenticate when opening the Personal Vault in addition to a PIN.

The added security provided by the automatic locking and disabling of file sharing provided by the Personal Vault are welcome additions to OneDrive. If you are a OneDrive user, it is recommended that you start using Personal Vault today. At a minimum it is recommended to turn on two-step verification for any cloud service that provides this improved security.

Ward Blatch

Picture

Keyboard Shortcuts in Windows

11/24/2019

 
 

As the end of support for Windows 7 draws closer a quick review of Windows 10 Keyboard shortcuts and virtual desktops is in order.

Windows Keyboard Shortcuts

The Microsoft Window Support page covers general keyboard shortcuts along with the Windows logo key (WLK) keyboard shortcuts.

A few WLK keyboard shorts we use daily include:
Picture
Check out the link above to find the keyboard shortcuts that will make your daily computer use quicker and easier.
Picture
The Windows logo key (WLK) is usually placed between the Ctrl and Alt keys on the left side of the keyboard; there may be a second identical key on the right side as well.

Virtual Desktops

Windows 10 virtual desktops provides a simple to use interface to group applications based on a task, a function, or whatever makes sense to you. By putting apps common to a function on one virtual desktop it reduces distractions.
 
For example, when I am working on a client year end, I will put all the programs I need to complete the project on a virtual desktop. On another virtual desktop I will put my daily apps such as email, web browser, Teams and ToDo list. This allows me to concentrate on the client's work without the distractions from all the communications apps.
Picture
To get started with virtual desktops use the keyboard shortcut Windows logo key (WLK)+Tab then at the top click New Desktop or use the keyboard shortcut WLK+Ctrl+D. Now simply drag and drop the apps from one virtual desktop to the other. To switch between virtual desktops, use the keyboard shortcut WLK+Right arrow or Left arrow. To close a virtual desktop, use the keyboard shortcut WLK+Ctrl+F4.

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    Authors


    Ward Blatch
    Ward provides consulting and training services as the Managing Director of K2E Canada Inc. He joined K2E Canada in 2005 and is responsible for the Canadian operations of this international consulting group, which provides professional development technology education for accountants across Canada and the US. Ward lives in rural Nova Scotia and can be reached at ward@k2e.ca.

    Tommy Stephens
    Tommy is one of the shareholders in K2 Enterprises, affiliating with the Firm in 2003 and joining as a shareholder in 2017. At K2, Tommy focuses on creating and delivering content and is responsible for many of the Firm's management and marketing functions. Tommy resides in the metro Atlanta area. You may reach him at tommy@k2e.com.

    Randy Johnson
    Randy is a nationally recognized educator, consultant, and writer with over 40 years experience in Strategic Technology Planning, Accounting Software Selection, Paperless, Systems and Network Integration, Business Continuity and Disaster Recovery Planning, Business Development and Management, Process Engineering and outsourced managed services. Randy can be reached at randy@k2e.com


    Bernie Smith
    Bernie coaches businesses to develop meaningful KPIs and present their management information in the clearest possible way to support good decision making. As the owner of Made to Measure KPIs, he has worked with major organisations including HSBC, Airbus, UBS, Barclays, Credit Suisse, Lloyds and many more.

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