Technology TrainingAUGUST 28, 2014SESSION 14

William Mann,Chief Information Officer

Class AgendaWebsite West Chester 101 Get to know the features of our new website.1. Modules2. Alert Center and Notify Me3. Community Voice4. Media Center ….. and much more

Password Management5. Why password management is

important6. LastPass overview

Microsoft Tips7. Protecting Word Documents8. Outlook’s Automatic Replies9. Amazing Word Tips10.Get to Know Patch Tuesday

Backup Solutions Discussed

Q & A

Website Overview

• The borough logo acts as the “home page” button and will always take you back to the front page.

• Hovering over the top menu options, “Government, Services, Residents, Business & How Do I…” opens the mega menu which offer links to more content. You can also click on these menu options which will open a page specific to that area.

• There are social media buttons above the “find…” menu box. You can search for anything from here.

Our website’s homepage is separated into 8 sections.

Website Overview• There a 6 highlighted service buttons which will take

your directly to some of your more popular areas.

• Request Tracker – This is a new service where you can report service related issues directly to the appropriate department.

• Community Voice – Here you can engage in conversation regarding what’s going on in your government and community.

• Information Center – Here you will find a depot to all of our resources such as the agenda center, archive center, calendar, document center, Dropbox, facilities, form center, maps, media center, staff directory and much more.

• Notify Me® - If you would like to receive email or text message notifications for the events that matter to you, this is for you.

• Online Appeals, Payments & Appeals – You can access the new online services of our Parking Services Department.

• West Chester Connect – Access the web portal of our mobile app, “West Chester Connect” from here.

Website Overview• Next are 3 special highlights. These will change depending

on what’s going on in our community. Of course selecting one of these highlights will take you to more content.

Website OverviewThen we have “What’s Happening in West Chester” which will focus on quick news stories regarding events happening in our community.

Getting closer to the bottom of our home page you will find “Upcoming Events & Activities” which will display the next 4 days on our calendar of events, meetings and more. By clicking “View All” our full calendar will be opened. Here you can browse and search our calendar.

Password Management

Password Management is becoming one of the best defenses for security flaws. Passwords today need to be taken very seriously. This means having a good, efficient password management plan for every account you have online.

Password Management in days past could be very complicated, time consuming and difficult. However today there are many solutions out there that are easy to use, secure and either free or very inexpensive.

Each of your accounts should have a strong and unique password.

Password Management with LastPass

Last Pass has both a free account and a paid account.

The paid account is $12 / year and provided mobile app support which is alone is well worth the cost.

With this password management tool you will be able to organize, manage and use unique secure passwords easily.

In fact I use LastPass and I actually do not even know what the majority passwords are.

Now – that’s security!

Password Management with LastPass

What I really like about LastPass is that you actually do not need to know all those passwords and their app is available on every device you may choose to use.

You just need to know one password…. Your LastPass password.

Simple Passwords are so Yesterday

Passwords as we know them are going to change in a big way very soon. Gone will be the time when simple words like… “password” will be used or accepted.

Now I may be getting ahead of myself but…

A better password strategy is using key phrases that only you would know and no one else could guess or that a cyber criminal could hack.

Passwords Are Changing

Ex: 1 is “Captain Kirk and Mr. Spock are best friends!”Your typed password would be:Captain_Kirk_&_Mr._Spock_are_best_freinds!

Ex: 2 is “My favorite Place on Earth is Disney World!”Your typed password would be:

My_Favorite_Place_on_Earth_is_Disney_World!

Here are a couple of examples of using “phrases” for your password.

Passwords using phrases can be long, complex and easily remembered!

Embrace Password Management

This is important before we continue. Make sure you pick a good password or phrase that you will not forget. It will also be a good idea to print and save this password is a secure location like a safe in your home or another secure location.

This will be the only password you will need if you use LastPass (or similar password managers) regularly.

If you forget your LastPass password there is NO reset mechanism.

Signing up with LastPass

Go to www.lastpass.com to sign up. Either choose “Download Free” or “Go Premium”. Passwords are very important and your security is probably worth $12 / year.

Creating You LastPass Account

I recommend that when you sign up with LastPass you use your primary computer or laptop. When you go to create an account you will be prompted to “Download LastPass”.

Do this. You will then enter your email address, a master password (the really – really good one you already decided on) and a Password Reminder that will only help you remember it – just in case.

Getting to Know Your LastPass Vault

The LastPass Vault is where you will store, organize and manage all of your passwords. This vault will be also available to you on all of your mobile devices if you sign up for the Premium account ($12/year).

Organizing Your LastPass Vault

I recommend organizing all of your accounts into folders.

You can see by my example I have all of my accounts in categorized folders that I created.

Within each folder are my specific accounts.

Organizing Your LastPass Vault

By creating an organized folder structure for your accounts you quickly realize.... My gosh this

password thing is incredibly easy

& fun!

Creating Strong Passwords with LastPass

With LastPass installed you will now notice an (*) next to all of you logon fields for websites. If an account has already been setup you can simply select login because all of the fields will be completed for you. You can also setup an account for “autologin” which will of course automatically log you in.

I recommend this only a secured PC that is passworded to access you Windows account or one that only you have access to.

Make sure that when you install LastPass on your PC that you install the “plug in” for all of the browsers that you use.

Creating Strong Passwords with LastPass

Creating secure & unique passwords for each account is the point here so you will want to take the time to change any passwords you have.

LastPass makes this very easy with the “password generator”.

You can do this by selecting the * and the “Generate” button.

Creating Strong Passwords with LastPass

If you use the default settings you will see it will generate for you a strong 12 character password using several types of characters.

Select Use Password then “Yes, Use for this Site”.

Going Mobile with LastPass

On your mobile device you will open the LastPass app first, copy the password and then paste it into account the that you want to access. Although there is a physical – additional step here – you only need one password to remember – and use. However, and this is important, all of your passwords are complex and unique.

How Does LastPass Work?LastPass uses AES 256-bit encryption. The Advanced Encryption Standard (AES) is a specification for the encryption of electronic data established by the U.S.National Institute of Standards and Technology (NIST) in 2001.

All sensitive data is encrypted and decrypted locally before syncing with LastPass. Your key never leaves your device, and is never shared with LastPass. Your data stays accessible only to you.

MQ9=5khD<YWZ&+5

This is how each of your passwords should look. With LastPass you can actually do this – and it’s easy.

LastPass WalkthroughNow we will walk through how to use LastPass. Please ask questions as we go along.

www.lastpass.com

Protecting Word Documents

If you create Microsoft Word documents there are probably times in which you need to share the document with a particular person or persons, but not others.

This is an easy task to achieve with Word 2013 documents, but I have found that users have no idea that they could do this. So here you go.

Protecting Word Documents

First, open the Word document that you want to secure with a password.

Then, click File, and hit Protect Document underneath Info.

From there, click Encrypt with Password.

Word will then prompt you to type in a password. Pick one out, but keep in mind that if you forget what it is, you’ll lose access to that document.

Once you select a password, Microsoft Word will prompt you to type it in every time you want to open that doc. Remember, this only protects the single target document. Each Word document you want to protect with a password must be done on an individual basis.

Outlook’s Automatic RepliesIn Outlook 2013, click File > Automatic Replies.

A dialog will open, with the option ‘Do not send automatic replies’ selected. With the exception of editing Rules, every other option will be disabled. Select Send automatic replies to begin setting your options.

The first option is a check box for turning automatic replies on or off.The second option is a pair of radio buttons for choosing how to treat recipients of your automatic replies. If you want to reply only to people in your address book, select My Contacts only. To reply to anyone who may send you an email, select Anyone outside my organization.

Below the two date fields you will see two tabs in Outlook 2013: ‘Inside My Organization’ and ‘Outside My Organization.’ In the web app, both of the tabs are displayed on one page.

When you’re done, click Apply in Outlook 2013, or Save in the web app.

Outlook’s Automatic Replies

One of the best and most useful features in Microsoft Outlook is “Automatic Replies”. This is a great feature for letting people know what your status is if you are going to be out of the office for a few days or more without you needing to take the time to personally respond. However people often tend to overuse this once they learn how to use it. I recommend only using this if you are going to be unavailable for a week or more.

After all if you use it too much people will start to think you never work!

Quick and Amazing Word Tips

Step 1: Open Word 2013/2010 program.

Step 2: Simultaneously press Ctrl + Shift + F key to open Font dialog.

Step 3: Here, select your favorite font, font style, font size, and color.

Step 4: Finally, click Set As Default button. When you see the following dialog box, please select the second option labelled All documents based on the Normal template and then click OK button to save new settings.

Changing the Default Font

Quick and Amazing Word Tips

Before you print anything, you can preview it. Just go to File > Print to see a preview of your document. From there, you’ll also be able to adjust different page layout and printing settings, such as the page orientation, paper size, margin width, and more.

Any changes you make will be updated in the preview pane as well.

Use Print Preview

Use Smaller Page Margins

If you’re anything like me, you’re always looking for ways to make your document take up fewer printed pages and fit as much information on each page as possible.  One of the easiest ways to do this is by using smaller margins. Just go to the Page Layout tab, click Margins, then select Narrow (you can also select Custom Margins for even smaller margins).Be aware however too much text at the top and bottom margins can really crowd the page so use this tip wisely my friends.I do find this especially helpful if I have a multi-page document with just a few sentences on the last page. Making the margins smaller will bring the text up, which will usually remove the extra page.

Quick and Amazing Word TipsUse Smaller Page Margins

If you’re anything like me, you’re always looking for ways to make your document take up fewer printed pages and fit as much information on each page as possible.  One of the easiest ways to do this is by using smaller margins. Just go to the Page Layout tab, click Margins, then select Narrow (you can also select Custom Margins for even smaller margins).

Be aware however too much text at the top and bottom margins can really crowd the page so use this tip wisely my friends.

I do find this especially helpful if I have a multi-page document with just a few sentences on the last page. Making the margins smaller will bring the text up, which will usually remove the extra page.

What is Patch Tuesday?Software, especially operating systems & internet browsers require regular updates and patches to keep them reliable and secure. Realizing this Microsoft, starting way back with windows 98 made a decision to gather these updates on a monthly bases and push them out to their customers.

These updates are pushed out to the public on the second Tuesday of each month.

It is important to be aware of this and make sure you take the time to check for these updates and install them.

Backup – Backup – Backup….The Options are Endless and here are 3 of my favorites

Carbonite (www.carbonite.com)Mozy (www.mozy.com)BackBlaze (www.backblaze.com)

Do not confuse backup services with cloud storage solutions like Dropbox. They each play very different roles.

Local Backups – No excuses!

You can pick up a 1TB USB drive at amazon.com for under $70. One of these can save you a lot of trouble if your computer or hard drive fails.

Backup SolutionsSave Paper – Print Double Sided

Double-sided printing is another great way to save paper. Double-siding printing options can vary, depending on your printer.

Go to File > Print and select the menu just below the Pages: field (if you’ve never changed this option before, it will say Print One Sided). Select Manually Print on Both Sides, then print your document. One side of the page will be printed, and you’ll then need to reload the page into the printer to print the other side.

With some printers, you’ll also have the option to Print on Both Sides. If you use this option, your printer will reload and print on the second side automatically.

Q & A Time

I love tech questions but please keep them incredibly simple because I don’t

want to look bad.