Terry's Computer Tips - Newsletter
August 23, 2009
Terry's Computer Tips Newsletter
http://www.terryscomputertips.com
A computer tips newsletter for users of PC's.
Volume 5, Number 11 — Sunday, August 23, 2009
IN THIS ON-LINE ISSUE:
1. Creating an Email Distribution List in Outlook 2007
2. The Lighter Side of Technology
3. Copying a Distribution List to Another Copy of Outlook
4. How Can One Cable Modem Work With Two Wireless Routers?
5. My Computer Security Software Recommendations
6. Recommend my Terry's Computer Tips Newsletter to Your Friends
My emailed newsletter is sent weekly to individuals who have subscribed to it. While mainly an announcement of the latest online nenwsletter, it also has different, additional content — not the articles in the online issue. Click here to subscribe. It's free!
Welcome to the on-line edition of my Terry's Computer Tips newsletter. Its articles are not in the email issue — and the email articles aren't in the online issue — subscribe to my email newsletter so you can read both.
1. Creating an Email Distribution List in Outlook 2007
Microsoft Outlook is probably the most common email program used in the business world.
A lot of those same people who use Outlook for business also have chosen Outlook as their personal email program. It's included in all the current Microsoft Office suites except for Office Home and Student.
In Outlook, a distribution list is a single Contact which contains the email addresses of a number of people to whom you want to send the same email at the same time.
As you can see in the image below, each Contact in your Outlook Contacts folder has an icon that looks like a business card. We'll come back to those in a bit.
In order to create a distribution list, the first step is to click on the Actions menu bar item, and then to select New Distribution List.
That will open a large window for an unnamed distribution list. Our first step is to click the Select Members icon on this menu.
Tech Tip
Notice the letters and numbers in square boxes in the image below? I pressed and released the Alt key on my keyboard. Those are keyboard shortcuts that can be used to select those particular items — but the O is for the Format Text tab, not for Select Members.
Now, we see the Select Members dialog box. First we need to pick the contacts that we want to add to our distribution list. As usual in Windows, we can select multiple individual items by holding down the Control key. We can also select an adjacent range of items by clicking the first item, holding the Shift key, and clicking the last one.
Once you've selected the members you want to add to your distribution list, click the Members button.
Notice that all the selected items are highlighted now. Also, the box beside the Members button now has the names and email addresses that are to be part of the distribution list.
CLick OK to proceed.
That returns us to the Distribution List dialog box, including the members we just added. We still need to name our new distribution list. I called it "family."
The next step is to click the Save & Close button.
Now, we're back to the main Outlook Contacts page. Notice that the new family distribution list is listed within the Contacts. It's icon is a different image than that of the icons for individual contacts.
At this point, you can use the family distribution list as if it was a contact — type it in the To field of an email, and Outlook will send the email to each individual distribution list member.
2. The Lighter Side of Technology
This week's technology cartoon at Terry's Computer Tips!
3. Copying a Distribution List to Another Copy of Outlook
Longtime subscriber Don Musso wrote this week with a question about Outlook 2007 — which touches on one of the neat features of Outlook that many people don't know, or at least don't use frequently. Don asked:
Terry, is there a way to copy a group email from the address in Microsoft outlook 2007 from one computer to another computer. I don't want the whole address book just a group. Thanks
First, I wrote back to Don because his term wasn't the same as Microsoft uses in Outlook, so I needed to make sure I knew what he was trying to do.
I asked if "group email" meant an email that was sent to a group of addresses, or if it meant a ";distribution list." In Outlook, a distribution list is a single Contact which contains the email addresses of a number of people to whom you want to send the same email at the same time.
Don responded
Terry,
I am talking about a distribution list. I know how to export and import the whole contact list but I just want to copy one distribution list from the contacts.
Thanks
Don
Copying a distribution list to a different computer can be done easily, but the first method that comes to mind is not particularly obvious.
First, let's think about sending individual Contacts to someone else for their copy of Outlook. You can do this easily by creating a new email in Outlook and then dragging the individual Contact icon into the new email. That will make an email attachment out of the Contact.
Guess what? The same technique works with a distribution list!
Then, you can send the email to the other person, who can double-click on the attachment to install the Contact (or distribution list) into their copy of Contacts.
All you need is an email account that is accessible from the new computer.
As an alternative, you can use a flash drive. Drag and drop the distribution list icon into a folder on the flash drive.
Then, plug the flash drive into the other computer, open the folder where you stored the icon, and double-click on it.
4. How Can One Cable Modem Work With Two Wireless Routers?
In last week's online newsletter, I wrote about my brother's experience frying a pair of wireless modems in a lightning storm. Last week, I talked about what had happened, why it happended, and what he could do to prevent the problem in the future (this was the third set of routers, plus he lost a computer motherboard in that storm).
This week, we'll look at his network layout, and why he could not get the network to set up properly.
To summarize the situation, he has an office an a shop, with computers on his network in both locations. Some connect via wired connections (Ethernet), while others use wireless connections. His Internet cable comes into the office first.
In the past, he first used Linksys wireless routers. Then DLinks. This time, he chose Belkin wireless routers.
The incoming cable (standard cable-company RG6 coaxial cable) connects to the cable modem.
Then, the cable modem connects to the WAN (wide area network "Internet") connection on the router.
The local wired ports on the router provide connections for two wired computers. Notebooks connect via wireless connections. Finally, one wired connection on the router is used to connect an Ethernet cable that runs 250 feed to the office from the shop.
That cable was the lightning problem, as it runs outside in a conduit just a little bit underground. Effectively, he's got a 250 foot antenna looking for the electromagnetic pulse from a lighning strike. Most of us don't worry about that because our equipment is so well grounded in the house, plus the ethernet cables we use are much shorter lines. Even if we have underground cable company lines running from their switch boxes to our houses, those lines are usually only exposed about 40 to 50 feet before they enter the dwellings.
Back to the situation. When he hooked up his replacement routers, the router at the shop immediately worked. Not so, on the router in the office. The Ethernet light and the Activity light just poounded away, blinking and blinking rapidly. But, nothing connecting to the router could get to the Internet.
If they connected a computer directly to the Ethernet cable in the office, without running it into the router first, it worked just fine. But, with the router in place, it didn't work.
The problem was the way he connected the two routers. The problem is that there is no Out Of The Box connection that will work reliably. At least one thing, usually two, has/have to be tweaked one way or another.
As one might guess, the easisest way to connect would be to connect one router's WAN connector to the cable modem, using Ethernet cable, and then use Ethernet cable to connect one of the Local Area Network (LAN) connectors on that router ot the WAN router on the other computer.
There is a problem with this setup, but it's easily solved. First, if you're using identical wireless routers, as he was, the wireless routers are both trying to use the same IP Address range and subnet mask for their local area networks.
That works fine for the first router, which is connected to cable modem. On the cable modem side, it gets an IP address on the Internet Service Provider's network — often an actual Internet address and not just a private network address. On the local area network, it assigns the IP address range specified in its setup menu. This often varies by manufacturer. In the case of Linksys, this is 192.168.1.x. In the case of the Belkin routers he bought, it was 192.168.2.x.
The problem occurs at the second router. On it's WAN side, it sees a 192.168.2.x network — but it's default setting tells it to give 192.168.2.x addresses on it's local area network side, too. In other words — it's confused. It doesn't know where to find the Internet because both networks are assigned the same addresses.
The solution was to disconnect the second router's WAN/Internet cable, connect to it via a wired computer, and tell the second router to use a different IP address range. We chose 192.168.3.x.
We hooked up the Ethernet cable to the Internet/WAN side of the router again. The router started working fine, normal light blinks for activity, no more confusion. The computers could get to the Internet just fine.
Problem solved.
That solved the Internet connection problem. However, no computers in the office would be able to share files or printers with the shop, nor would computers in the shop be able to share with the office. Anyone interested in knowing how to make the file and printer sharing work — again, with the two routers involved?
 |
VIPRE Antivirus Premium— the New Release!
|
5. My Computer Security Software Recommendations
I review my security software recommendations and update them for each weekly newsletter issue, if I think they need to change.
My Philosophy: Many people want to pick their most economical solution and prefer an all-in-one anti-virus, anti-spyware and firewall solution. In concept, that's a great idea. In actual practice, I don' think that this type of package is likely to be the best in all the protection categories you need.
Other people want to pick the best of each type program. I'm one of the these folks.
My choice of software that I am willing to recommend is driven by my search for software for me to use. I only recommend programs that I like and that I use. I will sometimes suggest alternatives to my recommendations, but I clearly note if I no longer use them.
Anti-Virus
I'm often asked about several other popular anti-virus or anti-virus combination packages. Yes, I realize that they are not in my recommendation list. "Enough said..."
From 2003 through mid-2008, my personal choice was ESET's small, fast NOD32 anti-virus program, which offers a FREE 30-day evaluation license. I still consider NOD32 to be one of the best in anti-virus protection — and it continues to get recognition and awards. Unlike some of its competitors, ESET offers multiple-year licenses also, and includes program updates in the multiple-year license.
However, I've changed from my long-time choices NOD32 (antivirus) and Sunbelt's CounterSpy (antispyware) to Sunbelt's new VIPRE Antivirus + Antispyware.
I've found that VIPRE puts even less load on my computer than the speedy combination of NOD32 and CounterSpy. I've also been impressed with the way its "deep scan" has found and eliminated risks that were stored in zip files, which is one of the latest malware email tricks. Sunbelt Software offers multi-year licenses and home site licenses on its software, both of which include program updates as well as signature updates.
I'm often asked for alternatives to the programs that I recommend, especially by people who want to buy one package to do everything.
I tried a couple security suites in the last few months to pick a suite to recommend. ESET Smart Security 4 is my recommended suite alternative. Smart Security 4 has gotten great ratings and includes antivirus and antispyware, both from their current NOD32 v4 version, and antispam and firewall. I no longer use it and have returned to Sunbelt's VIPRE, but for a suite choice, that's what I would use.
Tech Tip
Many antivirus programs will offer you an anti-virus signature subscription renewal when your subscription renews. I strongly recommend against this option — buy the full program or make sure you get program updates with the subscription renewal. Both NOD32 and VIPRE purchases include both program updates/upgrades AND antivirus signature updates.
Vendors routinely improve the capabilities and speed of the programs, too. If you update only the signatures, you miss any program improvements.
Related articles:
- VIPRE Antivirus + Antispyware Review
- A Look at ESET Smart Security 4
- Anti-Virus Programs and Online Scanners
- Free Online Antivirus Scan
- NOD32 Anti-Virus Review - A Look at NOD32
Firewall Software
While the Windows XP firewall is much better than no firewall at all, don't count on the Windows XP firewall to meet your needs.
You need a two-way firewall, which the Windows XP firewall is not!. Microsoft woke up and supplied a two-way firewall with Windows Vista.
The Windows XP firewall does not control outbound communications originating from your computer — and you should want to have control if adware/trojans/spyware or even commercial products want to talk to the Internet. Whether they are calling home or spewing spam, you want to be able to control your computer.
Do you want Windows Media Player to call home every time you play something? It does! Do you use the Search function in Windows Explorer to find things on your hard drive? Did you know that every time you search, Windows Explorer talks to Microsoft?
I didn't know that when I ran ZoneAlarm, but the Sunbelt Personal Firewall flags that to me, and I can stop it or allow it to happen. Many other programs try to call home when you run them, too.
I recommend my choice for a firewall program, which is Sunbelt Personal Firewall.
You can try the full-featured "paid version" of Sunbelt Personal Firewall free for 30 days — after that, you can register it or, if you're using it on a home non-business computer, you can let it revert to the free, lesser-function license.
Tip: Be sure to read my review of SPF for the settings I recommend.
Sunbelt Personal Firewall is regularly $19.95 (with discounts for multiple computers and/or multiple years!) for a non-expiring license for the program and includes one year of their updates subscription.
Related articles:
Anti-Spyware / Anti-Adware Software
CounterSpy, from Sunbelt Software, has received many kudos from the computer press for its always-running and periodic full system scans. It has been my personal choice for my PC's and my family's PC's.
Sunbelt's CounterSpy v2.5, both improved CounterSpy's performance against malware and reduced its impact on system resources and responsiveness when its scanning.
Sunbelt continues to release updated program versions — the current version is v3.1 — and there's an even newer version about to be released. Nicely, Sunbelt do NOT install the updated programs automatically. You have to use the Update process in the program, which means that you'll know that something significant has changed.
Now, I've changed from my long-time programs NOD32 (antivirus) and CounterSpy (antispyware) to Sunbelt's new VIPRE Antivirus + Antispyware.
I've found that VIPRE puts even less load on my computer than the speedy combination of NOD32 and CounterSpy. My computer seems to have much more pep and power than it had previously. I've also been impressed with the way its "deep scan" has found and eliminated risks that were stored in zip files, which is one of the latest malware email tricks.
Related articles:
Anti-spam Software
In today's Internet world, the question is not "if" you will get spam, but "how much will you get?"
I use and recommend POPFile as my first choice for handling spam. POPFile sits on your computer, between your email program and your ISP mailbox, and handles emial as it downloads.
POPFile uses a different approach to handle spam than some other programs do — it does nothing to reduce spam. It is designed as an email classification tool — you train it to recognize spam and any other type of email that you want to classify. These classifications can help you sort your emails into appropriate folders in your email program.
Sunbelt Software, who makes the anti-spyware program CounterSpy (which I use and recommend) and the firewall that I use and recommend (Sunbelt Personal Firewall) also has a well-regarded, award-winning anti-spam program called iHateSpam for Outlook and Outlook Express. Since I don't use Outlook or Outlook Express for email, I haven't tried iHateSpam.
Mailwasher Pro would be my first choice to handle spam before it ever gets into your computer's Inbox. Mailwasher Pro uses on-line Realtime Black Lists mail servers sending spam recently, "training" by you of what you think is spam, and your own "friends" and "blacklist" lists. Note: I found that PopFile generally meets my needs and stopped using Mailwasher Pro, even though PopFile works AFTER the emails have been downloaded. If I used a dialup connection, I would be more interested in Mailwasher Pro.
Mailwasher Pro can even bounce spam messages, as if your email address was not valid, although the usefulness and appropriateness of this is questionable. There is a free version called "Mailwasher," but it omits the functions that I consider critical for this purpose -- such as safely previewing the emails safely before they ever get to your email inbox.
Related articles:
Cable/DSL Router
If you have a cable modem or a DSL modem, you need to have another layer of inexpensive protection between you and the Internet. A cable/DSL router isolates your computer from direct connection to the Internet. Your computer can easily request your email, web pages, etc. through the router. The responses come back to the router and are smoothly routed to your computer. But, someone on the Internet side of the router can not initiate a connection to your computer — they can only respond to your request.
Even if you only have one computer to connect to your cable or DSL modem, I recommend that you purchase and use a cable/DSL router because of the protection it can give you against attempts to attack through some flaws in Windows itself.
A router isolates your local network, whether it is only one computer or several, from the Internet by actually making it a separate network. The router gets the "public" IP address and handles all your outbound communications and the responses to them. But, it blocks computers on the Internet side from being able to initiate communications with your computer! This will prevent you from falling prey to many worms that try to attack security holes in Windows itself.
For a wireless router, I recommend the Linksys WRT54G
If you don't want wireless, I recommend the Linksys BEFSR41
Tech Tip
By the way, if you get tempted by the new "802.11n" routers, please pay close attention. So far, the 802.11n specification has not been approved and finalized. IEEE is currently working on Draft 9 of the standard. The final standard is expected to be approved in January 2010.
If you buy one, you may be locked into a specific vendor's implementation of a draft of a standard that never got approved. I recommend choosing 802.11g for now, or recognizing and accepting that you're purchasing a model based on a work-in-progress, and that your router and computer's wireless card may not meet the final standard.
See these related articles:
6. Recommend my Terry's Computer Tips Newsletter to Your Friends
If you like my Terry's Computer Tips email newsletter or the online edition, you can help me increase the number of subscribers to my free emailed newsletter.
Tell a Friend about Terry's Computer Tips!
With my email newsletter, not only do you get notices that the newsletters are available and content that is not in the online newsletter, but subscribing is the only way to get my Special Edition Newsletters which go only to subscribers.
Of course, if you do not get my free email newsletter, I invite you to subscribe now!!
If you are a subscriber to my free Terry's Computer Tips email newsletter, please feel free to forward your copy of the newsletter to a friend that you think would be interested. Be sure to forward the entire newsletter, including my copyright notices and any advertising.
However, you are not authorized to publish, post or otherwise distribute my articles or newsletters on web sites, blogs, forums, email newsletters, paper newsletters, magazines or in any other form.
Volume 5, Number 11 — Sunday, August 23, 2009
Copyright © 2009 Terry A. Stockdale. All rights reserved.
|
|
Thank you for visiting my site — I hope you found the site and articles helpful. If you did, please consider supporting my efforts by making a purchase (if you have one to make) via one of the links in my articles, one of my recommendations, or in my "Ads by Terry" to purchase the item. You can also shop via these links to major Internet retailers
Amazon.com
TerrysComputerTips.com
Contact |
Join Mailing List
Hosted at HostGator
Copyright © 2005-2010 Terry A. Stockdale. All rights reserved.
Terms & Conditions Disclaimer Privacy Sitemap