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Microsoft how to mobilize mobile guide



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  • 1. How to Mobilize Your Business You’ve probably heard a lot about wireless technology and mobile computing from the media and from other businesspeople who are using it. You may be wondering what advantages these new technologies could have for you and your staff, and have questions about what it takes to get mobile. It’s easier than you might think. The purpose of this guide is to show you how mobility—which we define here as the ability to access your office information remotely—can help businesses like yours work more productively. There are five main sections: 1. Is mobility right for you? ▼ 2. Who’s going mobile, and why? ▼ 3. Three things you need to get started. ▼ 4. Tips for mobile travelers. ▼ 5. Helpful mobility links. ▼ 1
  • 2. Is mobility right for you? Here’s a checklist to help you decide if the time is right for you to mobilize your business. If you check one or more items on the list, you may want to look into mobile technology in the near future. ❏ Do you spend more than 10% of your business hours calling on ❏ When you’re away from the office and need information, do you call customers, associates, or suppliers, attending off-site meetings, in and ask a staff member to look up a phone number, appointment traveling, or working at home? information, driving directions, or other data for you? ❏ Do you have salespeople or representatives who work off-site part of ❏ Do you travel with a briefcase full of printed documents and files, just the time? in case you need them? ❏ Does your business have multiple locations? A warehouse? ❏ Can you access your files remotely, or do you spend time e-mailing them to yourself and/or co-workers? ❏ Do you wish you could get more done when you’re on the road?Who’s going mobile, and why? Businesses of all kinds are finding that having mobile access to their legal signoffs, even money transfers can happen in minutes, making it information gives them a real competitive advantage. Many companies possible to do more business in less time. who have adopted mobile technology for one reason—like keeping better track of inventory—often discover other unexpected benefits, Customer satisfaction. Mobile computing solutions can help you such as: keep your commitments to customers, follow up on special requests, and respond quickly to queries. The result is closer relationships between Increased productivity. When you give your mobile workers the same you, your staff, and your customers. access to information they have when they’re on-site, you greatly increase the amount of work they can accomplish. Research has found that mobile Better communication. Questions only you can answer are bound to come users can gain 8 to 12 hours per week when they use wireless networking. * up when you’re out of the office. Staying connected keeps everyone—staff, vendors, and customers—on the same page, which can help you make Less paperwork. Using your laptop or other mobile device and an better business decisions. Internet connection, you can access files from your server whenever you need them. Contracts, forms, even full-color sales materials can be Job satisfaction. Some companies have found that giving workers the viewed, customized, and printed on demand. freedom to control where they perform their work can increase job satisfaction, reduce turnover, and minimize the costs associated with Faster turn-around times. Instant mobile access to essential business retraining new employees.** Giving them the tools to work at home can information can give you a competitive advantage. Credit applications, help empower your workers and create a more stable workforce.Three things you need to get started. The basic requirements of mobility are relatively few: you’ll need to connect make sure you have the most advanced security features available to your laptop or home computer to your office PC and network, and use the help protect your network from hackers and viruses. latest security innovations to help protect your data and your network. 3. Technology support. If you’d like to modify and/or upgrade an 1. Hardware. You’ll need a laptop or home computer equipped with a existing laptop with powerful mobility features, discuss your current modem, high-speed Internet connection, or wireless card. (Most new hardware/software specifications with your technology provider and laptops come with one or more of these.) You will also want a telephone ask for a recommendation and price list. It may not take much to cord or Ethernet cable and a spare battery. get you started. Your technology provider can also show you how to synchronize files and folders between your laptop and desktop 2. Software. The latest versions of the tools and applications you PCs, so you can access them wherever you roam. He or she can also already know can help you get up to speed fast, and begin realizing help you decide if a wireless network and/or a server are right for the productivity benefits of mobility right away. Upgrading your your business. operating system to Microsoft® Windows® XP Professional will also 2
  • 3. Wired? Wireless? Or some of both?Your office or shop may already be pre-wired for a computer network; if A wireless network can be flexible, inexpensive, and easy to install andthat’s the case, it might make sense to take advantage of that existing maintain. You’ll want to work with your vendor and/or technologycabling. If you don’t already have an investment in a wired network, provider to determine the best place in your office to position youror if you plan to move your office in the near future, you may wish to access point. Because wireless technology operates using radio signals,consider going wireless. A wireless network uses radio signals that certain equipment like microwave ovens, office machines, and eventransmit through walls, ceilings, and floors to connect computers that filing cabinets could cause interference with your signal.are in different rooms. You can also use your wireless-equipped laptopsoutside the office at designated public hotspots (airports, cafés, etc.). Even if you go with the wired solution, you may wish to install a wireless router as a convenience to clients, off-site workers, and salespeople.Wireless networks equipped with Ethernet ports can support both It’s quite useful in meetings, allowing users to connect to the Internet,wireless and wired (Ethernet) connections. Most computers equipped check e-mail, and access your network without plugging in.with a wireless card can also plug in to a cable-based network. Mobile computing with advanced security features Here’s an example of how you can use a cell phone, a laptop, and a from Microsoft—putting it all together. public wireless network to connect to your files and to your customers using the latest mobility-enabled software. Developing a plan that meets your business’s specific mobility needs is an easy process. The first choice to make is the software you’ll use Microsoft mobile technologies work together to help support on your PCs and your laptops. There are advantages to using the your business wherever you go. latest software products, because they offer the most advanced mobility and security features. Getting up to speed is easy when your 1. You’ve left the office for the airport. You get a call in entire mobile system is founded on the software you and your staff your car. An important client needs you to send updated are already familiar with. sales figures immediately, but the file is back at the office. The operating system. Windows XP Professional will help you easily 2. You find an Internet café. connect to a wireless network and stay connected as you roam from You realize there’s an easy solution. You locate a place that place to place. The Remote Desktop feature allows you to connect offers a public wireless network, and take out your laptop. to your desktop computer and your network from another computer running Windows 95 or later. 3. You remotely connect to your The network. A network powered by Microsoft Windows Small server at the office via the Internet. Business Server 2003 lets you create a remote connection to your You find the report and update the sales figures. network by using a Virtual Private Network (VPN) or Remote Web Workplace. This allows authorized workers to have remote access to your network, enabling data sharing among those who travel, 4. You e-mail the new file to the client. You post a backup copy on the office intranet. telecommute, or work off-site. You can also create an internal company Web site using the built-in Microsoft SharePoint™ tools to share company information with your remote workers. 5. You’re on your way. And if you decide on a wireless network within your office space, Your client receives the sales figures, and you’re off to catch your flight. Problem solved. Windows Small Business Server 2003 lets you share documents, printers, and Internet connections without the hassle of running cables. The desktop. Microsoft Office Small Business Edition 2003 can automatically synchronize your files, calendar, and e-mail each time Advanced security for your laptop. you reconnect your laptop to your network. With Microsoft Office Windows XP Professional lets you use a built-in Internet Connection Outlook® 2003 Web Access, you can use a Web browser to access Firewall to prevent intruders from accessing your computer. Also, your Microsoft Exchange Server 2003 mailbox from any computer Microsoft Office Small Business Edition 2003 helps protect your with an Internet connection. computer from e-mail and macro viruses. For information about turning on the advanced security features built into Windows XP Professional and Microsoft Office Small Business Edition 2003, please visit the e-Security Guide for Small Business link at the end of this guide. 3
  • 4. Here’s how to connect from the road. Today’s laptops make it easier than ever for you and your authorized Wireless connections. Wireless connections to the Internet are users to tap into your e-mail account, your calendar, and company files. almost as fast as typical broadband Internet connections, but have the Basically, there are three types of Internet connections you may encounter: flexibility of unhooking you from the wall. With the development of wireless technology, you and your business now have the ability to stay Dialup telephone line connections. Most laptops come equipped connected from virtually anywhere. Currently, there are three commercial with modems and a phone line input. Just plug in the phone jack, and wireless technologies available to business users: Wi-Fi (Wireless enter the phone number for your Internet Service Provider (ISP). The Fidelity), Cellular Internet, and Bluetooth technology. Each one performs connection will be slow, and it will take time to download large files, a slightly different function, and conversely will provide different solutions but depending on where you are, a dialup connection may be your to your business. only option. Recent Microsoft Windows operating systems have a “new connection wizard” to help you access the Internet. See the link at the end • Wi-Fi, the most widely used wireless technology, uses a broadband of this document for full instructions on establishing a new connection. connection and a wireless base station to transmit signals to Wi-Fi- enabled computers. Using laptops equipped with Wi-Fi cards or integrated Broadband connections. Broadband Internet connections are much Wi-Fi antennas and the necessary permissions or fees, your mobile faster than dialup connections. And many hotels offer broadband workers can take advantage of public hotspots in airports and Internet connections in their rooms, usually for a small daily charge. Internet cafés and continue to be connected and productive when Simply connect your laptop computer’s Ethernet port to the wall jack, they’re on the road. Most base stations have a range of about 150 and your operating system should automatically recognize and configure feet, so the broadcast area is rather limited. the connection for you. If you want to access your desktop PC back at the office from any computer on the Internet, you can use the • Cellular Internet, still in its infancy and the most expensive of the three, Remote Desktop Web Connection. Just enter a Web address to securely gives you the freedom to connect to the Internet anywhere cellular connect and control your desktop computer remotely from inside your service is available. It is very easy to set up, requiring nothing more Internet browser software. than a cellular-enabled PC card and a computer. Mobility experts project that by 2005 Cellular Internet will have gained widespread acceptance, at a subscription cost of around $80 a month. • A third wireless technology, Bluetooth, enables short-range wireless connections between various hardware devices. Operating on a radio frequency, Bluetooth eliminates the need to string wires between your office computers and your printers, keyboards, mouses, and other peripherals. 4
  • 5. Tips for mobile travelers. If you’ve ever run out of battery power, forgotten to pack a high-speed 2. Lock out unauthorized users even when your computer is on by Internet cable, or wondered about security when you’re on the road, you configuring your user account to ask for a password each time your may appreciate this collection of tips from experienced mobile travelers. screensaver is activated. Power-saving tips. 3. Enable file encryption for each file you want to protect from prying eyes. Using this feature, you can selectively protect your most 1. Most batteries, even the newer lithium ion ones, will hold a charge sensitive information. for four or five hours at the most, so carrying a spare battery is a good idea. To encrypt a file or folder: • Open Microsoft Windows Explorer. (Click Start, point to All 2. When not in use, switch your laptop to standby or hibernate Programs, point to mode. A click of the mouse will let you pick up where you left off Accessories, and click without the delay of rebooting. You’ll find controls to enable the Windows Explorer.) hibernate feature or reset your power management settings in • Right-click the file or folder your Control Panel under Power Options. that you want to encrypt, and then click Properties. Figure 1: Windows XP Professional supports a variety of power management • On the General tab, click options, aimed at providing users with Advanced. the ability to choose the balance • Select the Encrypt contents between battery life and performance that best meets their needs. to secure data check box. To extend your battery’s life, 4. Don’t share your passwords. In fact, you might consider using a eject any unnecessary PC digital wallet application to protect super-sensitive information such Cards, CDs, or DVDs from as your passwords, Social Security number, and credit card numbers. your laptop’s slot, and, if you 5. Set up a Virtual Private Network. Data sent across the public need every possible minute Internet is vulnerable to hackers, but you can make your Internet of your battery’s time, avoid communications more secure and extend your company’s network listening to music on your with a Virtual Private Network (VPN) connection. A VPN connection computer while you work. uses encryption and tunneling to transfer data securely on the Security tips. If someone were to steal your laptop, how easily could Internet to a remote-access VPN server on your workplace they get at your information? How devastating would the loss of this network. For more information, please see the e-Security Guide for information be if it fell into the wrong hands? Here are some Small Business link at the end of this guide. relatively simple precautions you can take to deny access to all but the Synchronization tips. If you’re considering buying laptops for yourself most determined data thieves. and/or your employees, you can easily synchronize your work to make 1. Set a device password to keep others from booting up your laptop and sure everyone has access to the latest version of a key document. You accessing your files. The password setup procedure varies for each can set up this automatic feature and be assured that you’ll always be laptop manufacturer and device, and involves setting up your Basic working with the latest versions of your key documents. You can also Input/Output System (BIOS) menu with a password of your choice. synchronize your e-mail to help keep mobile workers connected. Once activated, only the most persistent hacker can access your files. Preventing loss and theft Thieves usually focus on easy targets—those who are careless or oblivious • Use a nondescript, padded computer bag. to potential danger. To reduce the chances of having your belongings • Make sure your name and contact information are in the case or on “lifted” when you’re traveling, it’s important to stay alert when you’re a sticker applied to your laptop. away from the office. • Consider registering with a property return service, which can help increase the odds of your lost bag being returned to you. For a small Here are practical tips for traveling with your laptop or other annual subscription fee you receive identifier tags for your equipment. valuable electronic devices: If you get separated from your bags, the person who finds them can • Keep your bags near you at all times. call a toll-free number to receive simple instructions on how to return them to you—for a reward, if you wish to offer one. Two such services • Buy and use luggage locks, a small but useful deterrent. are and • Use a cable lock system to secure your laptop when working off-site. Some lock systems come with motion sensors and alarms. 5
  • 6. The value of mobility.Small to midsized businesses can often experience a positive return on Plus, reported increases in productivity from running Windows XPinvestment (ROI) on mobility technology within a short time frame. Professional on a laptop translate into an average annual ROI of $259The prices of laptops and other mobile devices have steadily come per laptop.† Businesses using Windows Small Business Server 2003 enddown. Software has become more reliable, which has reduced the up spending less on setup and ongoing mobile network maintenance.need for frequent service calls. And competitively priced wireless Taken together, these benefits will often offset any initial or maintenanceaccess is quite easy to find. costs associated with mobile computing solutions, which helps explain the popularity of mobile collaboration.††Helpful mobility links. Networking links Networking Guide Wireless networking from Gateway Learn how networking your computers can benefit your business. Mobile and wireless solutions from Gateway. Click Small & Mid-Sized Businesses, then click Mobile & Wireless Network configuration tool Solutions in the drop-down menu under Solutions. Complete the questionnaire and get a recommended network configuration for your business. Product links Click Broadband Networking, then click Help Me Choose. Microsoft Small Business Center Wireless networks for small offices Microsoft’s online resource for small business guidance and Get the efficiency and connectivity of a wired network without the product information. expensive administrative and installation fees. Microsoft Office Small Business Edition 2003 Click Broadband Networking, click Help Me Choose, then click Learn New and familiar products like Outlook 2003 help improve how you more under Network your office. connect to coworkers, information, and business processes. Wireless Notebook Kits Click Product Information. In the right-hand column under Product Everything you need to know about creating a high-speed wireless Information For, click Office 2003 Editions, then click Small Businesses. network for a desktop and a notebook computer. Windows Small Business Server 2003 Find out how easy and affordable a server-based network can be. Click Broadband Networking, click By Device Type, scroll down to Kits, and click on See all kits. In the left-hand column, click Windows Small Business Server 2003. Dell wireless solutions for small business See Dell’s wireless solutions. Windows XP Professional Find out how the latest version of Windows XP Professional can help you get the most from your computers and stay better connected Click Small Business. Scroll down and click More Details under with customers. Go Wireless. HP small and medium business HP’s wireless solutions for small and medium businesses. Click Small & Medium Business. Click Mobile & Wireless under the Technologies solutions section. 6
  • 7. Helpful mobility links (continued). Windows XP Professional Video Synchronizing your offline folders Learn how Windows XP Professional helps users stay connected and Learn how to automatically synchronize your offline folders at a working at the pace of today’s business anywhere, anytime. time or time intervals that you specify, or manually synchronize them whenever you need to. Under the header titled Highlights, click Windows XP Professional: Helping Small Business Every Day (300k video). Type Synchronizing Your Offline Folders in the search box, then click the link titled Synchronize offline folders. Remote desktop web connection Access files and stay productive away from your desk. Other useful links Glossary of mobility and wireless terms Click Product Overview, and under the header The tools of the digital Over 340 terms relating to wireless and mobile networking. age at your fingertips, click Access files and applications remotely. Under Telecom, click Wireless & Mobile Networking. Accessing your e-mail remotely using Outlook Web Access Use a Web browser to access your Microsoft Exchange Server mailbox RhondaOnline from any computer with an Internet connection. This site is packed with information to help businesses handle technology issues. Type Outlook Web Access in the search box, then click on the link titled Access your e-mail using Outlook Web Access. Click Help Me Rhonda. Click Technology & Communications. Opening a new Internet connection to your network e-Security Guide for Small Business Make your Internet communications secure, and extend your private Get straightforward, in-depth information on critical security issues. network with a Virtual Private Network (VPN) connection. In the left-hand column click Using Windows XP. Click Using Windows XP Professional, then click How-to Articles. In the Go Mobile section click Transfer Internet Data Securely with Virtual Private Networks. The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This White Paper is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. * Source: Empowering Mobile PC Users: The Financial Benefits of Windows XP Professional and Office XP, Beaming Point, December 2002. ** Source: European Telework Online, † Source: Higher Yields: The Financial Benefits of Windows XP Professional, March 2002. †† Windows Small Business Server 2003 is built on Microsoft’s newest Windows server operating system. Through customer studies of early adopters, we’ve seen up to eight times more uptime than with Microsoft Windows NT® Server 4.0. © 2004 Microsoft Corporation. All rights reserved. Microsoft, the Office logo, Outlook, SharePoint, Windows, the Windows logo, and Windows NT are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. 7