Affinity Law Office Technology Blog

Make Gmail's web interface more secure

One of the best free services available on the web is a Gmail email account.  Now Google has added features that make using Gmail's web interface more secure.  In Gmail's settings, you can specify that your browser always use a secure (https) connection instead of the regular (http) connection. 

Even better, you can now see which computers have been used to log into your Gmail account.  If you were visiting another firm, or staying at a hotel, and used a computer there to check your Gmail, you can now determine if subsequent users of that computer accessed your account if you failed to log out.  Best of all, if you did forget to log out, you can remotely log out of any open session on other computers. 

At the bottom of the Gmail web interface page in your browser is some fine print.  That fine print includes info on the last activity on your account.  Next to that information is a Details hyper-link that takes you to a page showing the most recent activity and listing the access type, IP address of the computer or device from which the access was made, and the date and time of the access.  Also on this page is a button to log out of any open sessions.

Gmail has always been one of the great freebies on the web.  Now it is more secure.      

Cheap XP Pro notebook available

We are a Dell authorized resellers.  We make no secret about the fact that we like Dell servers, desktops, and notebooks for the ability to customize a configuration to meet the needs of our clients.  We also like Dell's (usually) good service and tech support.  We think Dell provides a solid-value product, when properly configured (don't fall for the low-ball prices for ill-configured machines in their consumer-oriented ads, however). 

And it remains possible to order a new Dell computer and "downgrade" from Vista to Windows XP Pro if you know what your are doing (that is where we can help).  But if you are looking for a cheap notebook PC for home use or for a family member and want XP Pro pre-installed. Newegg.com has a reasonable well-equipped Acer notebook for $499.99.  For mission-critical law office use, we'd prefer you work through us to order a well-configured Dell Latitude or Vostro notebook with a good warranty.       

Free Outlook plug-in aids email and contact searches

I've come to rely upon Laptop Magazine's printed publication for great information about mobile computing and computing in general.  Laptop also offers a free eNewsletter with updates between printed issues.  Early this morning their eNewsletter arrived in my inbox with a review of a free Microsoft Outlook plug-in called Xobni (Inbox backwards). 

Xobni is a free download that works with Outlook 2003 and 2007.  This useful add-on (still in beta) addresses Outlook’s biggest drawbacks: e-mail search and contact management. In addition to its fast search features (many times faster than the search function built into Outlook), Xobni will also extract contacts’ phone number from e-mails. If you have Skype installed on your computer, clicking on a phone number will place a voice call to that person through Skype. It’s quite convenient; within seconds of receiving an e-mail we were chatting with the sender to set up a meeting.

Those who have spent hours digging for an attachment in their inbox will appreciate the Files Exchanged panel. It displays all attached files that an individual has sent you and vice versa.

Thanks again to Laptop Magazine for a great (and free) software find. 

Manage Your Emails with Document Management

Too often, I visit with lawyers and have an opportunity to review Outlook(R) Inbox.  I am amazed that so many attorneys and staff members are storing emails in subfolders of their Inbox.  The risk of losing these emails (and attachments) is very real.  Recently, a friend of mine had her laptop stolen.  And, with her stolen laptop went over a year's worth of critical information stored in subfolders of her Outlook Inbox. 

You can virtually eliminate this risk by implementing document management software (such as Worldox, Interwoven, Hummingbird, etc.) and simply dragging your email from your inbox to the DMS folders that can be integrated into your Outlook interface instead of Outlook subfolders.  By saving the emails in the DMS folders (usually found just below your Inbox folder when a folder view is exposed), your emails (and attachments) are stored on your server and indexed in your DMS system for an easy find later.  Had my friend done this, the loss of her laptop, while disturbing, would not have included the loss of critical information.  The information would have been on her server.  Guess what software she's buying in addition to a new laptop?

Submitted by: Steven J. Best, President - Best Law Firm Solutions, Inc. - a member of the Affinity Consulting Group.  E-mail: steve@bestlawfirm.com

19th century technology tips

Invented in its current form around 1885, this vehicle serves as the primary means of transportation in many parts of the world.  No, I am not writing of the automobile.  Although it is true that Karl Benz built his first Motorwagon in 1885, that is not the subject of this post.  As successful as the automobile has been (there are over 590 million passenger cars on the road worldwide), this vehicle is even more popular with nearly twice as many (around one billion) in use globally.  I write, of course, of the bicycle. 

Workers of all sorts, including lawyers and law firm staff members, are now faced with huge increases in the cost of gas to power their cars, trucks, and SUV's.  One solution is to bike to work.  If you live less then 15 miles from the office, this is a more reasonable solution than you might imagine.  Depending on terrain and traffic, such a commute can be accomplished in a bit over an hour, or less.  And because you are getting your daily workout (for which you would otherwise need to find time), the commute time is far from wasted.

But there complications associated with bicycle commuting.  Clothing is not the least of them.  Careful planning can meet this challenge.  Recently the St. Petersburg Times ran an article with bicycle commuting tips.  Here are a few:

• Baby wipes are a quick, easy and effective way to spruce up after a ride.

• Wait until you get to work to apply makeup.

• Ask about lockers and showers in your building. You may be unaware of some available facilities, and sometimes you may need more than a simple wash-up.

• If you for whatever reason must ride in what you'll be wearing at work, choose dark apparel because it tends to camouflage sweat spots and dark stains better. There also are golf shirts and other comfortable, appropriate business-casual clothing made with lightweight wool blends or special-performance fabrics and treatments that wick moisture away from the body and allow it to evaporate.

• Wear a helmet, remembering that there are many comfortable styles that won't give you total helmet hair.

• Make sure your bike is equipped with a small tire-change kit, front and back lights, reflectors and some sort of bell. Consider lightweight fenders to keep your tires from throwing debris and mud onto your clothing.

• When possible, travel along secondary roads rather than busy main streets.

• Wear a brightly colored shirt, jacket or vest or something with reflective material or tape so that you're more easily seen by motorists.

• If you wear long pants, wrap and tie them against your legs so that they don't get dirty against the bike or caught in the spokes or chain.

• Wear clothing that's a little looser so that your body can breathe.

• Bike in sneakers or comfortable shoes with grips on the soles, and stow some work-appropriate shoes at the office.

Without crossing the line (at least too much) into political commentary, it is possible that gas prices will never drop much below the current $4 per gallon range.  For an interesting view on the sustainability of our suburban sprawl culture, view a movie released in 2004 called The End of Suburbia.  The DVD version contains a director's commentary accurately predicting three of our current economic problems:  the upward spiral in energy prices, the housing bust, and the airline industry slump.  Whether the movie's dire predictions are correct or overly alarmist (time will tell), saving gas and getting exercise via bicycle commuting is a 19th century tech idea worth exploring.   

Law office tech deals for the week of July 20

OfficeMax has the very nice Samsung line of widescreen LCD monitors on sale this week.  The 19" model is $199.99.  The 21.6" model is $269.99. 

If you need a wireless broadband router for your small office or home, Circuit City has dropped the price on the Linksys WRT160N wireless N router to $69.99.  A USB wireless N adapter is on sale for $49.99. 

My favorite travel mouse, the Microsoft Wireless Optical Notebook Mouse 3000, is on sale for $19.99 at Best Buy.  I've used the Slate gray version of this mouse for couple of years and have been very impressed with its comfort, reliability, and battery life.  It is now available in 6 colors at no extra charge for those who want to make a fashion statement.

Bargain all-in-one printer now on sale.

A few days ago I wrote about the Editor's Choice rating given by PC Magazine to the Brother MFC-7840W.  This monochrome laser all-in-one handles printing, scanning, copying, and faxing for a home office or very small office.  It usually sells for just under $300.  This week it is on sale for $249.99 after a $50 mail-in rebate at Office Depot.

Cell phone as wireless broadband router

Tech savvy lawyers have begun to learn that they can "tether" their notebook computer and cell phone to obtain wireless broadband Internet access when a Wi-Fi network is not available.  Usually, this is done using a USB cable to connect the phone to the computer, or by using the Bluetooth radio connection between the two devices.  When this connection is operating, the cell phone (typically a smart phone such as a Treo or Windows Mobile device) is operating in Dial-Up Networking (DUN) mode and most likely cannot make or receive voice calls or text messages.  That could be a problem for a busy lawyer who needs to stay in touch with the office at all times.  As far as I know, a cell phone operating in DUN mode can provide an Internet connection for only one computer at a time (not usually a problem unless you have co-counsel or another travel companion who also needs to go on-line with his/her notebook). 

Fortunately, many of the newer smart phones, especially those running Windows Mobile 6 or 6.1, have built-in Wi-Fi radios.  A very clever software developer found a way to exploit that Wi-Fi connection to turn a smart phone into a wireless broadband router.  Of course, the smart phone has to be in a location where it can use its wireless (3G) broadband connection to access the Internet.  Fortunately, with most major cell carriers, their 3G networks are now available all major metro areas and beyond.  Serving as a wireless router, your smart phone appears on your notebook PC's wireless network list as would any other Wi-Fi hotspot (except that it is in "ad hoc" instead of "access point" mode).  Simply start the software on your smart phone, then connect to the smart phone's Wi-Fi network from your notebook.  No cables or USB Bluetooth dongles to carry or worry about. 

This magic software is called WMWiFiRouter.  It isn't free, but at $19.99 Euros (about $30 U.S.), it is about the price of a USB Bluetooth dongle.  In my view, that makes it a bargain.  I tested the software using the free trial and was impressed.  The only problem I had was location.  I tested it at home where my Verizon Wireless 3G signal is very weak.  So it took a few tries for my Samsung i760 smart phone to connect to the Internet.  But the Wi-Fi connection between the phone and my Asus Eee min-notebook running Xandros Linux (once its Wi-Fi connection was properly set up to default to "ad hoc" mode) and my full-size ThinkPad running XP Pro was perfect.  And, unlike the more typical DUN connection over Bluetooth or USB cable, the phone remained capable of voice communication and text messaging during this process. 

I was especially pleased with the simplicity of the Wi-Fi connection between the phone and the Asus Eee mini-notebook.  As a total Linux noob, I'd tried and failed to get a regular DUN connection between the Eee and the phone working via either USB cable or Bluetooth.  With WMWiFiRouter, I now have a highly-portable combo that assures me of a decent Internet connect either by hotspot or 3G wherever I go (except in rural areas without a good 3G connection).  I carry my cell phone with me at all times, and when I need more computing power than Windows Mobile provides, the tiny Eee will do 99% of what a full-sized Windows notebook will do, and often faster due to the speed of the Xandros Linux OS even with the Eee's relatively modest hardware specs.   

I do have a word of caution.  Running any smart phone with both its wireless 3G broadband access and Wi-Fi going at once will reduce battery life.  Once solution is to use your phone's USB charging cable to connect to your notebook PC so you are recharging the phone via the notebook's battery during this process.  This will preserve the phone's battery life while having only a slight additional affect on the much larger notebook battery.  This is yet another reason to order your notebook with the extended battery option or add one if you already have a notebook with the standard battery.

One more potential gotcha.  Verizon Wireless (and perhaps other carriers) intentionally cripple the Windows Mobile operating system by omitting ICS (Internet Connection Sharing) from their versions of many popular smart phones.  The WMWiFiRouter software requires ICS to operate.  Fortunately, a kind soul has made ICS available by download to install on your Verizon Wireless smart phone.  Just register for a free account at xda-developers.com to access the download.  I should add that because this isn't "tethering" in the normal sense (it is Wi-Fi routing), Verizon Wireless customers apparently don't need to pay the additional $15 monthly tethering charge Verizon demands when you use their  tethering software (called VZAccess) and typical USB or Bluetooth connection.         

Great deal on HP all-in-one

Yesterday I wrote about the high-value Brother MFC-7840W monochrome laser all-in-one printer priced at just under $300.  But for the same price, you can get the larger and faster HP LaserJet M2727 all-in-one printer after a Staples $300 easy rebate.  This is not featured as a regular item on the Staples web site, but if you pull up their weekly ad, you should be able to find it.  You can also order it directly from HP and use a regular $300 mail-in rebate.       

Small/home office all-in-one printing star

If you need a small (in size and price) all-in-one printer for your home office or a satellite office, PC Magazine has a new Editor's Choice to consider.  It is the Brother MFC-7840W.  A recent review gave it high marks in every category.  All it lacks is automatic duplex (both sides of the paper at once) printing.  It does a fine job with printing, scanning, copying, and faxing.  The MFC-7840W is widely available for just under $300 at most office supply superstores, tech-oriented web merchants, and computer retailers. 

I can verify that its predecessor, the MFC-7820N, is a workhorse that has been keeping my home-based appellate practice rolling for several years.  While many people swear by HP printers (and it has been said that no one ever got fired for buying HP), sometimes it pays to expand one's horizons and look at other options, such as Brother's solid laser printer products.