Tips for Safe Computing – Microsoft Small Business Centre

Ensure you have the latest updates. Install updates and security patches on all servers, desktop and laptop PCs.

• To get the latest updates for your Windows operating system, software and hardware, go to Microsoft Update (U.S.). It scans your computer to determine which updates you need and then you can download any or all of them.




• To improve the security and stability of your Microsoft Office software, go to Office Update (U.S.) and follow the Check for Updates link.

If you use Windows XP Professional, there is an even easier way to get updates. Simply activate the Automatic Updates feature, which allows your PC to automatically notify you of important updates once they are made available.

Reduce the risk of viruses. There are numerous things you can do to protect your computer and your network against viruses. Using anti-virus software and keeping it current is the first step, but there are other things you can do:

• Use the default security settings in Office 2003, which is the most secure version of Office released to date




• Visit the Office Update (U.S.) site for the latest updates and patches




• Never open suspicious e-mail messages or file attachments; take advantage of the state-of-the-art junk mail filter in Outlook 2003 to send suspicious messages directly to your Junk E-mail Folder

Use Windows Security Centre to manage your settings. Get a clear picture of the security settings on your PC using the single, unified view provided in the Windows Security Centre. Adjust them as necessary to the level of protection you are comfortable with. The settings that guard your PC are automatically applied to files and content delivered via the internet, helping safeguard confidential business data.

Encrypt sensitive information on your laptop. If you travel on business and use a laptop that runs Windows 2000 Professional or Windows XP Professional, guard against data theft. Use the Encrypted File System (EFS) to encrypt sensitive files and folders. If the laptop is stolen, your files and folders are protected because only those with a special decryption key can access the encrypted files.

Download internet files from trusted sources only. If you're unsure if the files you want to download are safe, consider downloading them to a disk separate from your hard drive, such as a CD or floppy. Then you can scan the files with your virus scanner.

Use password encryption to protect Office files. Improved encryption technology has strengthened password security in Word 2003 and Excel 2003 and extends password encryption to PowerPoint 2003. Look under the Tools menu in each of these three programs to activate password protection. This is an effective way to restrict access to confidential business information.

Clean your hard drive before you discard a PC. If you're getting a new PC or notebook and your old one is being discarded, be sure to remove any sensitive business or personal information before you let it go. This doesn't mean simply deleting files and emptying your Recycle Bin. Your options include reformatting the hard drive or acquiring software that wipes it clean.

Use a firewall. If your company uses always-on broadband to connect to the internet, install a firewall as a basic line of defence against outside intruders. There are two basic types: 1) a software firewall such as the Microsoft Internet Connection Firewall that's included in Windows XP Professional protects the machine it runs on, and 2) a hardware firewall that blocks all traffic between the internet and your entire network except for traffic from senders who are specifically trusted.

Never surf the web from a server. As the command centre for your entire network, a server typically stores critical business information. If your server is compromised, it puts all of that data as well as your entire network at risk.

Be smart about passwords. Always use strong passwords that are at least eight characters long and a combination of lower and upper case letters, numbers and symbols. Don't use the same password repeatedly and make it a point to change your passwords frequently. If you have trouble remembering passwords, consider using a pass-phrase, which you can do in Windows 2000 and Windows XP. A pass-phrase might be something like "I had pizza for lunch Tuesday."

For more tips on safe computing visit Microsoft SMB guide for pc workplace users .