Tag: IT Help

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Passkeys – Coming to a computer near you!

I don’t know about all of you, but I have received numerous emails lately telling me that all of my Microsoft products will soon be switching to PASSKEYS. The email subject states: “Passkeys by default and retirement of Microsoft-provided SMS and voice authentication.”

To help with the many phishing scams Microsoft is retiring SMS and voice authentication. They claim these are more vulnerable due to AI. Everyone will need to move away from these by February 1, 2027. After February 1, 2027 — Users whose only available MFA method is SMS or voice will receive a blocking prompt to register a passkey before they can continue signing in. There is no opt out from this enforcement; it applies to all tenants. Not just Microsoft, but most other accounts you use on a daily basis on your devices will be going to these. 

Since this is relatively new technology for most of us, I did some research so that we can all better understand what this is, how it works, and how we keep from getting locked out of our accounts in the future. From what I found out this new technology will be helpful to most as long as it is set up correctly.

First of all, there are two kinds of passkeys: 

  • Synced passkey: Stored by a credential manager such as Microsoft Password Manager, Google Password Manager, Apple iCloud Keychain, 1Password, etc. The encrypted passkey is synchronized through that provider. When you replace your device, you sign into the same credential manager, and your passkeys can become available on the new device. 
  • Device-bound passkey: Stored only on that particular computer, phone, or hardware security key. Lose the device and you’ve lost that copy of the passkey. You need another passkey or another account-recovery method.

This just reinforces the need for a password manager. If you save your passkeys in a password manager, you will always have access to those by just signing into a new device with the password manager. If you use local passkeys like Windows Hello, you are in danger if that device dies or gets stolen. You could lose access to the accounts. For instance, if you use the Google password manager on your android phone when you sign into your new android phone all of your passkeys will be available.

This is a much better solution than the Microsoft authenticator that might not sync those accounts to your new phone. The big difference is using a SYNCED CREDENTIAL MANAGER. So, all of us that use Windows Hello on our computers are not saving our credentials to a synced credential manager but instead a local one. Those will not sync to your new device.

Another issue is if you switch platforms on devices. If you go from an Android phone to an iPhone your Google passwords might not come over and if you go from an iPhone to an android your apple keychain might not come over. This is the same with going from mac to pc or pc to mac.

The bottom line of all of this is that you really need to know where your passkeys are saved so you can ensure you have access even if you can’t access one of your devices. It is still best to set up all available options for account recovery to protect yourself from losing access to an important account.

As always, I can help with this as long as you reach out before there is a problem and an account is not accessible. When that happens, my methods might not be able to help. Make sure you are protected before something happens.

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Your Power Button Isn’t Really a Power Button

This actually comes up a lot, and most people don’t know this. That button that you use to turn your computer on is not set up to turn your computer off. I am talking about the physical button, not the icon on your screen.

The reason this comes up a lot is that I regularly get phone calls from my customers telling me they accidently clicked on something on the internet, or they sometimes don’t know what happened but now there is a big box covering their entire screen, yelling at them to call some number immediately and clicking anywhere does nothing, so they feel stuck.

I would hope that by now everyone would have heard about this scam but apparently not because I get typically one call per week about this. Many times, people will tap that physical power button and then the screen goes black and they think they are in the clear.

Then they tap the button again to turn it back on and immediately the same screen pops up and the yelling starts again. When this happens, people become really concerned and sometimes think the only way to solve this is to call the number.

This is all part of the scam. The scammers know that when you only tap the power button it is set up to sleep the computer unless someone has gone in and changed this setting. They hope this happens so that you will call them so they can perpetuate their scam.

When people call me about this, I always explain how this button really works. It is mainly a sleep button. To make it actually turn off your computer, you need to hold it down for a little while until all lights and sounds go out. I usually recommend holding it for about 30 seconds.

After that, when you hit this button again you should see the complete start up. The manufacturer logo followed by the circle until Windows loads. This is how you know you held it long enough.

Since it did completely turn off, not just go to sleep, the window with no controls is now gone and there is no more yelling. Just don’t restore your previous session on your browser and everything will be fine.

Some of you might be wondering why the computer makers would make the power button work like this. That is because quickly shutting down your computer can cause damage to the hard drive and the operating system. That is why they make you hold the button for a while. This allows the computer to activate the complete shutdown to avoid damage. This is why it isn’t a good idea to pull the plug from a desktop computer. 

Unless you have a situation similar to the one, I just explained it is always better to use the start icon on your screen and then choose turn off from there. Holding the button just once will probably not damage your computer but doing this regularly could cause damage.

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A Simple Computer Setup Turned into a Big Problem

I wish this was the first time I had this situation, but it is not. I got a call from a customer that recently purchased a new computer. They bought it from a national electronics chain, so they decided to let their in-house services set it up for them.

Once they got home, they soon realized that it was set up with the wrong Microsoft account and all of her documents were now mingled with her husband’s OneDrive. They ended up having a remote session with the company to attempt to fix it and now there are no documents at all on their new computer. 

They called me and I looked all through her new computer and verified that her documents were not there. Now I am going to their house to copy all of her files from her dead old computer so she will have access to her stuff again. Luckily, they did not recycle their dead computer.

When my customer called me, they said the same thing others in the same situation said. Since I was already at the store, I figured this would be easier. Easier is not always better. 

Having someone take their old and new computers into some backroom to attempt to transfer everything without any communication, can’t compare to having someone, like me, who will sit next to you, asking you many questions and making sure it is set up the way you want it done.

I know my customers. And I know how they use their computers. I don’t follow a script to set up a new computer. I do it customized to how my customer wants it done. When I help someone set up a new computer, the process usually takes one to two hours and I encourage my customers to stay as I walk them through everything to make sure nothing is missed and everything on their new computer works just like it did on their old computer.

Save yourself some trouble and call me the next time you need a new computer. I also help many of my customers find their new computer. There is a lot more to think about than just the price. I would rather help you find a good computer that will do what you need it to do, than have to tell you why your new computer is so slow and that it can’t be corrected. This is something that happens occasionally also.

So, if you are thinking about a new computer, give me a call and I can coach you through what to look for, help you decide between a few choices, or even handle the purchase completely. Whatever works best for you.

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Is Your Laptop Really Just a Desktop Computer?

This comes up so often. I get a message from someone that says their laptop battery is only holding a charge for a couple minutes, or worse, not at all. Sometimes they think they need a new computer. 

This is what happens when you treat your laptop like a desktop computer. By that I mean they always leave it plugged in and they are constantly charging it. All laptop batteries are designed to be used for maximum life. That means you should plug it in and charge it 100% and then you should unplug it and use it until it is down to 10% or less. A good rule is to plug it in when the screen starts to dim. This is caused by the built-in battery saver.

This doesn’t mean you can’t leave it plugged in if you are doing something very important and you want to make sure it doesn’t die. You just need to regularly use your battery as much as possible. They sort of have muscle memory and if you only use the top 10% and constantly charge it eventually that 10% is all you will have.Another issue with leaving your laptop plugged in all the time is THERMAL RUNAWAY. Your battery can actually become damaged and begin to swell. In extreme cases the battery can even explode. Here is a picture of a couple batteries, one brand new battery on the right and one that has begun to experience thermal runaway.

The laptop keyboard and trackpad were not working any longer due to the bulging battery.

So, if you have been in the habit of always leaving your laptop plugged in, you might want to start using your battery to preserve its life. If it is too late and your battery is almost dead, I can help you replace it.

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Passwords, They Will Be the Death of All of Us!

I have written about passwords quite a bit but the issue with passwords keeps coming up. Whether it is while setting up a new computer, setting up a new phone, or due to some changes made by a company or site, passwords keep being a major issue for many of us. How can anyone keep track of all of them? Then you need to add all of the multi-factor authentication, and it can get very confusing. Here are my latest recommendations about passwords. 

  1. Password Managers – They are still the best way to keep all of those passwords straight and safe. Whether you import all passwords from a browser or input them one by one as you need them, a password manager will keep all of your passwords safe and even help you change passwords when needed. If you are not familiar with how they work, they store all of your passwords on your devices, but you still need to input your main password into the manager to access all other passwords. It is much easier to remember one password than trying to keep fifty passwords unique and safe. Most require a small subscription for use across multiple devices, but it is well worth it.
  2. Browser built-in password managers – All browsers will offer to save your passwords to make it easier to login to all of your accounts. The important thing to remember about these built-in password managers is that they don’t require any password before they can be accessed. This means if someone can get into your computer and open your browser, they will have access to all of your passwords. There have even been cases where someone was able to steal the login credentials for a browser account and then set that account up on another computer and now, they have access to all of that person’s passwords in an environment where they would never be seen. This type of password manager is great for convenience but not for safety.
  3. Using an Encrypted Spreadsheet – I have known many people that keep all of their passwords on their computer, but they are in a password encrypted spreadsheet. This is fairly easy to set up, and it will keep your passwords safe, but what happens if your computer crashes and the hard drive fails? Unless you keep another copy of that spreadsheet on another drive you might be out of luck. I even know people that keep this spreadsheet on a thumb drive to make sure it is available if their computer dies. Just remember that thumb drives can also fail.
  4. Notebook, printed spreadsheet or address book – This is the way many of us kept our passwords for years. You have a small book where you keep all usernames and passwords, and you erase or cross out old passwords and write in the new ones. Some people even write the date of the change to try to make it as understandable as possible. I have helped set up computers for many people who use this method. It is not fool proof. It is too easy to update a password on the fly and forget to update on your sheet. Another issue with this is not having the list available when you are on your phone and not at home. Also, if you print this from your computer and then make changes you can end up with multiple copies or worse lose your copies. This method is set up to fail.

Out of all methods listed, only the actual password managers can keep you connected and safe in this modern world where each of us has dozens of accounts and we need access to those accounts on more than one device. If you are using methods 2,3, and 4 above I would love to help you get organized and catch up with the best option for your passwords. They are not going away and the longer you wait to adopt this method the worse it will get.

One more thing about all of these passwords and keeping access to your accounts, if you are offered multifactor authentication for any account, I suggest you set that up also and use every authentication method they allow you to use. Set up their authenticator app, use your phone number, and use your email address. Having more than one way to access your account will keep you from permanently losing access to an important account.

Speaking of authenticator apps, just know that when you get a new phone you will need to reset most of those connections. This is why it is important to have other ways to authenticate. Usually once you get into the account you can easily reset the authenticator.

As always, I am available to help with this type of issue.

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Taming the Lightning Threat

I talk about this every year, but it still needs to be said again and again. Lightning can and does kill electronics. Taking precautions can save your devices.

Every year, thousands of people have to make a claim with their homeowner’s insurance due to lightning strikes that destroy their electronics. If these electronics are computers, the loss might even be greater than money if they lose precious data that can’t be replaced. Hopefully all of you have backups in place for that, but that is not what I am talking about today.

Today, I want to focus on protecting from power surges that can send too much electricity through your devices and actually destroy them. Lightning is a very dangerous thing and it can happen at almost any time.

Any electronic device in your household (computers, stereos, printers, televisions, routers, gaming systems and anything else that is plugged into an electric outlet) should be plugged into a surge protector instead. A surge protector is similar to a power strip except that it has a protection built into it that will cut the circuit to the devices if there is a dangerous amount of electricity going through the surge protector.

All surge protectors are power strips, but not all power strips are surge protectors. When purchasing a strip make sure it also offers surge protection. Many will also offer a warranty that includes an amount of protection for the devices connected if the surge fails. This protection can take the place of using your insurance in many situations. When shopping for surge protectors, look on the packaging for this type of added protection. This can save you from an insurance rate increase for a small claim.

I think most people have surge protectors for their electronics that are stationary like desktop computers, televisions, and printers, but many people forget about phone chargers and even laptops since they get plugged into the closest outlet whenever needed, instead of a permanent spot that has a surge connected. These devices can be affected by lightning just as much as the stationary devices, and might be more vulnerable since they are not stationary.

All of us should get into the habit of plugging phone chargers into a surge before charging our lifeline devices. I also recommend adding a surge protector to your laptop bag, so you always have one handy even when you are not at home. Lightning can strike at a coffee shop just as easily as your home. Plus it might be helpful to be able to plug in more than one device at the coffee shop sometimes.

You spend a lot of money on these devices, why not spend a little more to protect them.

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Laptop Battery Life, How to Keep It from Disappearing.

This is an issue that comes up frequently. Someone has a laptop that is only a couple years old, but the battery won’t hold a charge for more than about an hour when it used to last for many hours. 

What I usually find out is that this person leaves it plugged in almost all of the time. They only unplug if they want to use their laptop somewhere besides the desk or table they normally use. They think it might run out of juice.

That is the worst thing you can do with your laptop battery. It needs to be used. The entire battery, not just the top 10%. If you always keep it plugged in the battery will become useless. It is best to only plug it in when it is less than 10% left and then charge it until it is full. Once it is full, unplug it. By doing this your battery will last much longer and continue to give you hours of use per charge.

I know sometimes this is not possible if you are in an important meeting and can’t risk having the battery go dead. Leaving it plugged in once in a while will not cause damage but the constant plug in will. Another good thing to do is once a month let it die completely. This is like a reset for the battery.

One more reason to not leave your laptop plugged in all the time is that it can cause a chemical reaction that can break your laptop or in extreme cases cause a fire. Here is a picture of a battery I replaced recently. The one on the right is a new battery. The one on the left was removed from a laptop. It had actually broken one of the screws holding the bottom onto the laptop.

Here is a video I made a few years ago that talks about this.

So, what can you do if your battery is not holding a change any longer and your computer is not that old? It used to be easy to replace batteries since they were only held to the laptop with a couple clips on the bottom of the laptop. You can still replace batteries but now you need to remove the back cover of the laptop to do it. If you need help doing this, I can swap your battery for you.

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Microsoft Office 365 Desktop Applications – How to get the most out of it.

This topic could expand into both business and personal applications but today I am talking about the personal applications and the Microsoft subscription model.

There are two versions of this subscription for individuals. Office 365 Personal is for one person only and it can be installed on up to five devices for that individual. The annual cost is currently $99.99 per year, and it comes with the most popular programs and a terabyte of OneDrive online storage. Office 365 Family allows you to have the same as above and also share it with 5 family members for the annual cost of $129.99. I am writing about this because many people don’t understand how to use this product to its fullest.

I had a customer call me today because she kept getting notice that her OneDrive was full, but she has the Microsoft Office Family subscription. What we discovered was that she has two different Microsoft accounts and she used one of them to log into her computer and that account was attached to her OneDrive. Her other account was being used for her Office 365 Family subscription, and she had signed into her office applications with that.

Since she didn’t have her office 365 family plan connected to the account with her OneDrive, she only had 5 GB which is what Microsoft gives for free to everyone that has a Microsoft account in the hope that they will fill it up and then pay for storage. In her case we just had to log in with the correct account and that solved her problem.

Then she mentioned that her husband was using and paying for DropBox for his pictures, and she wondered if he could use some of her terabyte for those pictures. Since she has the Microsoft family plan she can just go into her Microsoft account and send him a share link for the family plan and he can sign into his own Microsoft account and get his own terabyte of storage and also get access to all of the Microsoft desktop applications too.

Then she mentioned that they have a computer connected to a TV for storing and playing movies and she wanted to know how she could add that computer to her family plan. We ended up creating another Microsoft account with a new free email from Microsoft and she then shared her family plan with that account and now that computer has its own terabyte of storage.

I have helped many families and even small businesses use this Microsoft Family subscription to share their Office very economically. If you have a situation where this would be helpful let me know and I can help you set this up.

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Anti-Virus Companies vs. Marketing Companies

Every so often, I get a customer that sends me a picture of something that has popped up on their computer, and they want to know if they should be concerned by this or not. The picture below is from Norton, but there are many anti-virus companies that do this. I see similar forms of McAfee, AVG and Avast to name just a few.

I get it, these companies want to find more ways to make money from their existing customers. That is a proven business model. My issue with this is that the extra tools they are pushing are not worth the extra money and in most cases, they are not even needed. In some cases, they can even slow your computer down. They use scare tactics to boost their bottom line. Anytime your anti-virus wants to run something like this “smart scan” don’t waste your time. It is their code for “let’s get you to buy more stuff.”

The only exceptions to this are a few tools that actually work and you might get them cheaper by purchasing from a company you already do business with. Here are the items:

  1. VPN – If you regularly travel and use hotel and airport wifi, or if you have a lot of meetings in coffee shops and use their wifi, adding a VPN is a great idea. A VPN can certainly protect your computer while using this type of unsecured wifi. You really have no idea who could be watching you and trying to access your computer while on an open wifi system.
  2. Password Manager – I have talked a lot about password managers and if your anti-virus offers one I think you should compare the cost to a standalone password manager. Also make sure it has all of the tools and services that the stand-alone version has. Convenience could be another reason to go with the password manager that comes with your anti-virus.
  3. Web Protection Extensions – Many anti-viruses came with an extension for all of your web browsers that will protect you from dangerous sites and downloads. These usually don’t cost more but are just another tool included in their original price. I always recommend installing these as they are very helpful.

One last thing about anti-viruses. I do not recommend any of the free versions because there is only one reason for these companies to give you their product for free. That reason is that they can charge you in the future. I have seen people start with the free versions and before too long they are spending more than $100 per year. The free anti-virus companies are the best at scary marketing. Don’t fall for it.

As I always say, I am happy to help you find a great anti-virus and I do have strong opinions about many of them. Feel free to contact me for help with this and if you are getting the aforementioned pop-ups from your current anti-virus, I can find you one that won’t constantly bother you for more money.

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World Backup Day

I talk about this day every year. It always falls on the 31st of March. I also mention this topic a few other times per year. Why do I keep going back to this as a topic for my newsletter? It is very simple. Many people still don’t have a backup system on their computers, or they don’t know how it really works so they never check to make sure it is working. This means their documents and those important photos that are irreplaceable are in danger of being deleted or corrupt. I really hate getting those phone calls asking for help after a computer crash.

When a computer crashes there is usually a good chance that I can recover the data but there are a few problems that can make this recovery very difficult and sometimes nearly impossible. If your backup hasn’t been working or your encryption is on, but you don’t know the key, or if you are relying on a cloud sync and it has become disconnected you could lose all of your data.

Many people think that a computer backup system is complicated and expensive, so they just take their chances. It doesn’t have to be this way. There are systems that I can set up that will only cost about $100 one time and keep your data backed up for years. There are other systems that I call set it and forget it because it happens automatically every time you are connected to the internet. These systems are a little more expensive but still only about $130 per year. Here are my go-to backup solutions:

  1. Online Backup with BackBlaze – This is the simplest backup solution. Once it is installed on your computer it will continue to back up your data over the internet. Every time you make a change to a document or add a picture it will be immediately uploaded to your backup account. It will keep all older copies of documents for 30 days so even if you delete or overwrite a document you still have time to discover it and retrieve the file. This backup will also send you an email if they have not seen your computer in seven days. If that happens you just need to reconnect it. The annual cost for all of this is $130, no matter how much data you are protecting on your computer. If you are interested in this type of backup here is a link to it.: https://www.backblaze.com/cloud-backup.html#af8497
  2. External Hard Drive with Cobian Backup – If you purchase a 2 TB external drive, which costs around $100 you can use Cobian which is a free software to automatically make backups as often as needed on your computer. This software can be set up to backup all of your data every Friday at 4pm, for example. It also allows you to keep numerous copies of this full backup, allowing you to go back to previous versions if needed. I can help you set up a custom backup of this type.
  3. Syncing Your Data to a Cloud – This is the easiest way to keep a copy of your data. It can be helpful if your computer fails, but your data is still at risk. Here is a video that explains the difference between a backup and a cloud sync.

So, if you value the data that is stored on your computer, getting a backup is a good idea. If you have more questions about backups or if you need help setting up either kind, just reach out and I can help. I also have maintenance plans that will, among other things, verify your backup is still working on a regular basis.

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