As of today, everyone in the firm should have an Office 365 Account. You should have received an email from Office 365 allowing you to download a setup program, which will install MS Word, Excel, Powerpoint, and a few other Office programs on your computer.
Hopefully by this time, it is not a surprise to anyone that we are doing away with WordPerfect and moving to MS Word as the firm's supported word processor. I announced this change in a Blog post last August. In March, I published this post and this one announcing the move to Office 365, which includes the most current version of MS Word (2016).
If you did not get an email allowing you to install Office 365, or lost the one we sent you, please email me or the help desk and we will send you another one.
Cain Elliot will be offering training classes beginning soon. You should have MS Office on your computer before you take that class. I strongly recommend playing around with the program ahead of time so that if something you do is a problem, you can ask about it during the class.
There are also online training videos available here: http://www.gcflearnfree.org/topics/office2016
I am addressing this issue again, because I want to make very clear to everyone that I will not be making an Obama-like promise that if you like your word processor you can keep your word processor. You cannot. The firm is moving to MS Word and you need to make sure you are up to speed on its use.
We expect to be using MS Word exclusively for all new documents by the end of this summer. That deadline will come sooner than you think. Please act now.
Thanks.
Margolis Edelstein Tech Blog
Tuesday, May 9, 2017
Wednesday, May 3, 2017
Security Issue
This afternoon, many in the firm received an email from someone we knew inviting you to view a shared Google Document.
This was, in fact, a sophisticated phishing attack that hit Google users worldwide. It took advantage of a security oversight in Google that allowed third parties to name a customized Google App that they created with a name that made it appear to be part of Google Docs. If you want to read more, check out this article.
If you clicked on the link to go to the document, you were sent to what looked like a login screen which then asked to go give rights to your contacts and your Gmail account. If you gave the app those rights, it would then send out a share to all of your contacts, inviting them to view a Google Doc that you were supposedly sharing with them.
The good news is that the App was pretty harmless. It did not do anything beyond sending out a share notice to your contacts. Google has also now shut down the app in question and removed any rights that you may have inadvertently given to your account.
Some people have requested password changes or that we scan your computer for malware as a result of this attack. We are happy to change your password if you like, but there is no evidence that this attack ever got access to any passwords, nor did it ever access your computer.
Going forward, if you ever see anything asking for rights to your account, that should be a big red flag that something is wrong. There are occasional apps that might require such rights. For example, if you connected MS Outlook to your Gmail, it would request such rights. But if you ever have any questions about rights being given, be sure to contact the Help Desk so we can take a closer look.
This was, in fact, a sophisticated phishing attack that hit Google users worldwide. It took advantage of a security oversight in Google that allowed third parties to name a customized Google App that they created with a name that made it appear to be part of Google Docs. If you want to read more, check out this article.
If you clicked on the link to go to the document, you were sent to what looked like a login screen which then asked to go give rights to your contacts and your Gmail account. If you gave the app those rights, it would then send out a share to all of your contacts, inviting them to view a Google Doc that you were supposedly sharing with them.
The good news is that the App was pretty harmless. It did not do anything beyond sending out a share notice to your contacts. Google has also now shut down the app in question and removed any rights that you may have inadvertently given to your account.
Some people have requested password changes or that we scan your computer for malware as a result of this attack. We are happy to change your password if you like, but there is no evidence that this attack ever got access to any passwords, nor did it ever access your computer.
Going forward, if you ever see anything asking for rights to your account, that should be a big red flag that something is wrong. There are occasional apps that might require such rights. For example, if you connected MS Outlook to your Gmail, it would request such rights. But if you ever have any questions about rights being given, be sure to contact the Help Desk so we can take a closer look.
Monday, May 1, 2017
Verizon Discount
Recently, the firm negotiated a new contract with Verizon Wireless. As part of that negotiation, we got Verizon to increase the discount provided to attorneys and staff who own their own Verizon Wireless cell phones or other devices.
Under the current terms, you can get 15% off any Verizon plan that you are on, along with an additional 3% if you choose electronic billing, for a total of 18% off the retail price.
Verizon sent a flyer on the discount, which you can view here.
Also, if you sign up for this discount, you also get a 25% discount on any accessories you purchase through the Verizon store (e.g. cases, chargers, etc.).
If you are already a Verizon Customer or are considering becoming one, the few minutes it takes to sign up is well worth the discount.
Under the current terms, you can get 15% off any Verizon plan that you are on, along with an additional 3% if you choose electronic billing, for a total of 18% off the retail price.
Verizon sent a flyer on the discount, which you can view here.
Also, if you sign up for this discount, you also get a 25% discount on any accessories you purchase through the Verizon store (e.g. cases, chargers, etc.).
If you are already a Verizon Customer or are considering becoming one, the few minutes it takes to sign up is well worth the discount.
Wednesday, April 19, 2017
Tablets and Firm Resources
The firm is re-thinking the way we do mobility.
At the Partner Retreat last week, I discussed how IT is taking a look at new document management, case management, and time and billing systems. Critical to any of these new systems is the ability to do most, if not all of your work on just about any device.
Traditionally, the firm has focused on supporting Windows computers. This was fine when Microsoft held a virtual monopoly on your devices. Now that we do more of our work on cell phones and mobile devices, the firm needs to transition in order to accommodate a range of other devices.
To make all this work, most of our computing will be moving to the cloud. The "cloud" is essentially an industry term to mean using a server outside of our own office on some remote location accessible over the Internet. Over the next few years, I hope that not only our data will be stored on the cloud, but most of our computing will be done there as well.
On our existing network, we have our PCs do most of the computing work. We grab a document, then use software on the PC to work on it. In a cloud computing environment, we can work on the document through a web browser or an app. The work is being done on some large server far away. Your computer is simply showing you the changes you are making on that far away server.
The big benefit of this system is that you do not need a powerful computer to do much of anything. All the work is being done outside of your device. As a result, you can have a much smaller, lighter mobile device to do much of your work.
With that in mind, the firm is testing the use of iPads as a mobile device for attorneys. Rather than carry around a laptop everywhere. Attorneys could have a desktop PC in the office and use an iPad to work on files, enter time, and check email when out of the office. Not only would this be much smaller and lighter, it would allow attorneys to have Internet access anywhere, using a Verizon 4G connection, the same technology your cell phone uses. No more hunting for open WiFi networks!
We are beginning a feasibility study to see if these tablets really can serve as a viable alternatives to a full blown laptop when outside the office. Hopefully, I'll have more good news to report on this soon.
At the Partner Retreat last week, I discussed how IT is taking a look at new document management, case management, and time and billing systems. Critical to any of these new systems is the ability to do most, if not all of your work on just about any device.
Traditionally, the firm has focused on supporting Windows computers. This was fine when Microsoft held a virtual monopoly on your devices. Now that we do more of our work on cell phones and mobile devices, the firm needs to transition in order to accommodate a range of other devices.
To make all this work, most of our computing will be moving to the cloud. The "cloud" is essentially an industry term to mean using a server outside of our own office on some remote location accessible over the Internet. Over the next few years, I hope that not only our data will be stored on the cloud, but most of our computing will be done there as well.
On our existing network, we have our PCs do most of the computing work. We grab a document, then use software on the PC to work on it. In a cloud computing environment, we can work on the document through a web browser or an app. The work is being done on some large server far away. Your computer is simply showing you the changes you are making on that far away server.
The big benefit of this system is that you do not need a powerful computer to do much of anything. All the work is being done outside of your device. As a result, you can have a much smaller, lighter mobile device to do much of your work.
With that in mind, the firm is testing the use of iPads as a mobile device for attorneys. Rather than carry around a laptop everywhere. Attorneys could have a desktop PC in the office and use an iPad to work on files, enter time, and check email when out of the office. Not only would this be much smaller and lighter, it would allow attorneys to have Internet access anywhere, using a Verizon 4G connection, the same technology your cell phone uses. No more hunting for open WiFi networks!
We are beginning a feasibility study to see if these tablets really can serve as a viable alternatives to a full blown laptop when outside the office. Hopefully, I'll have more good news to report on this soon.
Monday, April 10, 2017
Google Chats, Video Calls, and Phone Calls
Lately, Google has been putting a great deal of work into Google Hangouts making it much more friendly for the enterprise.
Many of you likely have never used Hangouts. It is a very simply way to make phone calls, video calls or hold quick text messaging chats on your computer. When you have Gmail open, you see your labels (i.e. folders) on the left side of the screen. At the bottom of that list, you will see an option to start a chat with someone:
If you do not see this, you may need to go into your email settings, look for the "Chat" tab, and make sure your chat is turned on.
The first icon that looks like a person allows you to bring up a list of chat contacts. You can use the + sign to select a new contact. The talk bubble with quotation marks allows you to look at prior conversations. The phone icon lets you call a phone number.
If you select a person to chat, or open an old chat, you get a chat box:
At the bottom, where it says "Send a message" you can simply type in a quick message to the person. It will then pop-up on their computer, assuming they have Gmail open. This is a quick and easy way to chat back and forth with someone in the office, or anyone using Gmail.
You can also set up a group chat with multiple people. This can be much easier for an interactive conversation with several people than sending an email and having everyone have to reply all to each message. Gmail will also keep a record of the chat, unless you delete it, meaning you can refer back to conversations if needed.
You may notice there is also an icon of a video camera on the upper left corner. You can use that to have a video conversation with someone. Since I have a "face for radio" I'm not a big fan of video chats. However, one nice feature is that rather than showing your face, you can show the desktop of your computer. This can be a convenient way to show people something you are working on, or how to do something. Of course, using the feature requires that you have speakers and a microphone, as well as a camcorder if you want to have face to face video. Our laptops all have these items, but some desktops do not.
You may also use the phone option built into Gmail. You are able to call any US number. However, the caller ID will show up as some different number. This may cause some people not to pick up your call.
If you would like to use more advanced features, you may want to install the Google Hangouts extension on your browser. You can do this by clicking on the three dots in the upper right hand corner of your Chrome Browser. Select, SETTINGS then click on EXTENSIONS over on the left side of the screen. Click on the link for "Get More Extensions" and do a search for "Google Hangouts". From there, you can add Google Hangouts to your Browser. This extension is not necessary, but gives you more control and features when chatting or making video and audio calls.
Many of you likely have never used Hangouts. It is a very simply way to make phone calls, video calls or hold quick text messaging chats on your computer. When you have Gmail open, you see your labels (i.e. folders) on the left side of the screen. At the bottom of that list, you will see an option to start a chat with someone:
If you do not see this, you may need to go into your email settings, look for the "Chat" tab, and make sure your chat is turned on.
The first icon that looks like a person allows you to bring up a list of chat contacts. You can use the + sign to select a new contact. The talk bubble with quotation marks allows you to look at prior conversations. The phone icon lets you call a phone number.
If you select a person to chat, or open an old chat, you get a chat box:
At the bottom, where it says "Send a message" you can simply type in a quick message to the person. It will then pop-up on their computer, assuming they have Gmail open. This is a quick and easy way to chat back and forth with someone in the office, or anyone using Gmail.
You can also set up a group chat with multiple people. This can be much easier for an interactive conversation with several people than sending an email and having everyone have to reply all to each message. Gmail will also keep a record of the chat, unless you delete it, meaning you can refer back to conversations if needed.
You may notice there is also an icon of a video camera on the upper left corner. You can use that to have a video conversation with someone. Since I have a "face for radio" I'm not a big fan of video chats. However, one nice feature is that rather than showing your face, you can show the desktop of your computer. This can be a convenient way to show people something you are working on, or how to do something. Of course, using the feature requires that you have speakers and a microphone, as well as a camcorder if you want to have face to face video. Our laptops all have these items, but some desktops do not.
You may also use the phone option built into Gmail. You are able to call any US number. However, the caller ID will show up as some different number. This may cause some people not to pick up your call.
If you would like to use more advanced features, you may want to install the Google Hangouts extension on your browser. You can do this by clicking on the three dots in the upper right hand corner of your Chrome Browser. Select, SETTINGS then click on EXTENSIONS over on the left side of the screen. Click on the link for "Get More Extensions" and do a search for "Google Hangouts". From there, you can add Google Hangouts to your Browser. This extension is not necessary, but gives you more control and features when chatting or making video and audio calls.
Monday, April 3, 2017
Auto-Replies in Gmail
The firm has a strict policy against attorneys using auto-replies for clients. We never want to leave a client with the impression that we are not available. Therefore you should never set up a general auto-reply to be out of the office.
If there is some reason an attorney is unable to access email from home, their phone, or just about any other Internet connected device for an extended period of time, we can make arrangements to have a partner monitor your mail.
Gmail, however, has an option in its auto-reply to send auto-replies only to other people within the firm (i.e. to anyone who emails you from a margolisedelstein.com address). This usage is permissible and can be an easy way to let people know you are out of the office when they are trying to contact you.
To set up an internal auto-reply, open your Gmail settings, toward the bottom is a box for "Vacation Responder." Turn the Responder on. Enter the dates you want it to be active and the message you want sent.
BE SURE to check the box that says "Only send a response to people in Margolis Edelstein." We only want this message to respond to internal emails, not to clients. Save changes and you are done. Below is an example:
If there is some reason an attorney is unable to access email from home, their phone, or just about any other Internet connected device for an extended period of time, we can make arrangements to have a partner monitor your mail.
Gmail, however, has an option in its auto-reply to send auto-replies only to other people within the firm (i.e. to anyone who emails you from a margolisedelstein.com address). This usage is permissible and can be an easy way to let people know you are out of the office when they are trying to contact you.
To set up an internal auto-reply, open your Gmail settings, toward the bottom is a box for "Vacation Responder." Turn the Responder on. Enter the dates you want it to be active and the message you want sent.
BE SURE to check the box that says "Only send a response to people in Margolis Edelstein." We only want this message to respond to internal emails, not to clients. Save changes and you are done. Below is an example:
The auto-reply will automatically kick in on the "first day" you selected and will automatically turn off on the "last day" selected. So once configured, there is no need to mess with it again until you want to change it to a new set of dates.
Thursday, March 30, 2017
More on Moving to MS Office
My last post discussed the need to move away from WordPerfect and toward MS Office, specifically Office 365.
In my earlier post, I may have undersold management's interest in making this change happen soon. The firm has decided to make the move to MS Office over the next few months.
How to Install MS Office 365
We are planning to roll out MS Office 365 to everyone in the firm. In the coming weeks, you should receive an email from Office 365. If you would like to get Office 365 installed on your computer sooner rather than later, let me know. We will be rolling out licenses to everyone over the next couple of weeks. But if you are eager to get started, I'm happy to put you at the front of the line.
The email will contain a link and a password giving you access to your Office 365 account. Once you login, you will see a link to download and install MS Office on your computer.
The download is a small executable program that gets saved on your computer, usually in the "Downloads" folder. When you run it, the program will download and install the full version of MS Office on your computer.
IMPORTANT WARNING: If you install Office 365, it will automatically remove any older version of MS Office you already have installed. This should not be a big deal on your work computer, unless you are using a version of Office that contains MS Access. The new Version of Office only installs Word, Excel, PowerPoint & Outlook. You do not have to use all of these applications, but they will be on your computer in case you need them.
If you use MS Access for something, or have some special setup, you may want to check with the Help Desk before installing Office 365.
Office 365 allows you to load the program on up to five computers that you use. If you have a computer at home, you are free to install and use Office. Please remember, firm policy forbids hourly staff from doing any work at home. We are happy to let you use MS Office at home for personal use, but do not do work from your home unless you are an attorney or exempt employee.
If you choose to install 365 on a personal computer, it overwrites a copy of MS Office that you already have installed. Please be aware that if you leave the firm, we will revoke the 365 license, leaving you with nothing, or at least requiring to reinstall any personal version of Office that you may have.
You may also install the Apps available for Word, Excel, PowerPoint, etc. on any Apple or Android device that you have.
Using MS Office 365
365 installs the most current version of Office (currently 2016). If you use 2010, 2013, or 2016, you will probably notice little to no difference in how the new version works. Most of the changes added since 2010 have been online features that we have not used much in the firm.
I will not attempt to offer a tutorial here. Suffice it to say that the Help Desk is available for questions and I listed some online training available in my last blog post.
Going Forward
Getting MS Office installed on your computer is just the first step. In May, Cain Elliot will be holding some training courses in MS Office to help with the transition. We will have more details on those classes soon.
We are also evaluating several solutions that may be used perform a batch conversion of all WordPerfect documents on the file server to MS Word. These conversions are still being tested. They may be implemented in the coming months if our tests prove successful.
Please start using MS Office as soon as possible. It does not have to be tomorrow. You may need to wait for training before you make full use of it. You may also want to time your switch to when others on your team also make the change so that you are all working with the same document formats. However, I don't recommend waiting until the last minute. Over the next few months we will have time to get familiar with the software, if not already, and to develop templates, macros, and other items that may be of help to you in document generation.
By the end of this summer, we hope to have the entire firm fully converted to MS Office. There may be a few exceptions for special needs uses of WordPerfect. We are also still considering a firmer final schedule for the final switch. But for most of you, plan to be using MS Office exclusively by the fall.
In my earlier post, I may have undersold management's interest in making this change happen soon. The firm has decided to make the move to MS Office over the next few months.
How to Install MS Office 365
We are planning to roll out MS Office 365 to everyone in the firm. In the coming weeks, you should receive an email from Office 365. If you would like to get Office 365 installed on your computer sooner rather than later, let me know. We will be rolling out licenses to everyone over the next couple of weeks. But if you are eager to get started, I'm happy to put you at the front of the line.
The download is a small executable program that gets saved on your computer, usually in the "Downloads" folder. When you run it, the program will download and install the full version of MS Office on your computer.
IMPORTANT WARNING: If you install Office 365, it will automatically remove any older version of MS Office you already have installed. This should not be a big deal on your work computer, unless you are using a version of Office that contains MS Access. The new Version of Office only installs Word, Excel, PowerPoint & Outlook. You do not have to use all of these applications, but they will be on your computer in case you need them.
If you use MS Access for something, or have some special setup, you may want to check with the Help Desk before installing Office 365.
Office 365 allows you to load the program on up to five computers that you use. If you have a computer at home, you are free to install and use Office. Please remember, firm policy forbids hourly staff from doing any work at home. We are happy to let you use MS Office at home for personal use, but do not do work from your home unless you are an attorney or exempt employee.
If you choose to install 365 on a personal computer, it overwrites a copy of MS Office that you already have installed. Please be aware that if you leave the firm, we will revoke the 365 license, leaving you with nothing, or at least requiring to reinstall any personal version of Office that you may have.
You may also install the Apps available for Word, Excel, PowerPoint, etc. on any Apple or Android device that you have.
Using MS Office 365
365 installs the most current version of Office (currently 2016). If you use 2010, 2013, or 2016, you will probably notice little to no difference in how the new version works. Most of the changes added since 2010 have been online features that we have not used much in the firm.
I will not attempt to offer a tutorial here. Suffice it to say that the Help Desk is available for questions and I listed some online training available in my last blog post.
Going Forward
Getting MS Office installed on your computer is just the first step. In May, Cain Elliot will be holding some training courses in MS Office to help with the transition. We will have more details on those classes soon.
We are also evaluating several solutions that may be used perform a batch conversion of all WordPerfect documents on the file server to MS Word. These conversions are still being tested. They may be implemented in the coming months if our tests prove successful.
Please start using MS Office as soon as possible. It does not have to be tomorrow. You may need to wait for training before you make full use of it. You may also want to time your switch to when others on your team also make the change so that you are all working with the same document formats. However, I don't recommend waiting until the last minute. Over the next few months we will have time to get familiar with the software, if not already, and to develop templates, macros, and other items that may be of help to you in document generation.
By the end of this summer, we hope to have the entire firm fully converted to MS Office. There may be a few exceptions for special needs uses of WordPerfect. We are also still considering a firmer final schedule for the final switch. But for most of you, plan to be using MS Office exclusively by the fall.
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