Shortcuts, Text Replacement, and Buttons

Computers are EXCELLENT at repetitive tasks. Depending on the complexity of the task and how often you perform, it might be easier and faster to automate the task or set it up with a button to activate.

Keyboard or Mouse Programmable Buttons

These are easiest to use and setup. Some keyboards or mice come with additional physical buttons and software to control them. The most obvious automation is adding an action to a button. For example(s), open website ABC when clicking program button 1…open blank/new email when clicking program button 2…open/start programs or installed application XYZ when clicking program button 3, etc…..

Some hardware options with programmable buttons are:

Some programs/applications on computer or smartphones allow you to set up a customize command to perform a series of tasks in a specific order. Excel is extremely effective at this. For tasks you frequently execute, it can save HOURS of time.

The most universal automation is text replacement. This is done by the operating system of a computer or smartphone. Both Apple and non-Apple hardware have these features. Give me a call if you need some help setting them up.

Example: If you have a typical statement(s) you make all the time that is long to type. You can set it up so you type something like 5 specific letters, and it replaces it. Very useful for something like: “We meet on XYZ date at ##:## AM. Here is the Zoom link, http://abc.xyz.com!” You type 5 letters and the entire sentence appears, including the URL.

Passkey — What Are They and Why/How Are They Replacing Passwords

First — What is a passkey? This is a device specific authorization that uses the device authentication (i.e., pin, fingerprint, face scan, etc…) to allow access to a program/website. Think of it as a special authentication that is limited to a physical piece of hardware in your hands. There is no need for 2-factor authentication or passwords if the program/website is using a passkey.

Concern — How is that better, and what happens if that device is lost, stolen, or has a critical malfunction? Passkeys are better in 2 ways!

  • From the end user standpoint, a single passkey can safely access multiple different applications. This is very helpful for the human brain. The reason a password should not be used this way is because passwords are transmitted over the internet to the program/website. Passkeys are not. The only information transmitted is the approval status….not the actual passkey code!
  • If the device becomes unusable (lost, stolen, critical failure, etc…), how do I log in? First, remember that passkey technology normally is managed by a 3rd party using extensive encryption technology specially for retrieval when device changes/reformatting occurs. Assuming you are using something like Google Password Manager, iCloud Keychain, Microsoft Authenticator app, etc…, you can recreate a new passkey when your device is repaired or replaced that will have access to all the original content. Secondly, most websites/programs that use a passkey still have backup methods for access if passkeys are failing. Third, a passkey can be saved as a physical security key (special kind of USB stick). This makes the stick the authentication device so you can use it with any computer.

But what about when someone has access to my computer or laptop? First, if you are not physically present at your device, it should be locked. You should also have a timer set to automatically lock it after X minutes to ensure this happens just encase you forget to lock it when you step away. If a thief was going to get access, they would have to steal it when it was unlocked and use it before the timeout feature would protect your data. Assuming that they have access with it locked, the types of thieves that can break operating system security in a passcode are not the local kind. They are typically government backed actors, that most of us don’t need to consider.

What about if I need more than ONE passkey or profile? For example, my work has me use my personal laptop.

  • Typical passkey systems allow more than one to be created.
  • If you think you require more than one, talk to a geek! Just because you use multiple programs/website does NOT mean you require multiple passkeys. Your IT support (or me) can help you navigate this concern.

Some USB stick based security key options:

Browsers — What Are They and Which One Should I Use?

Browsers are applications that are used to navigate the internet. Think of the internet as a highway system or network of roads. Various websites and domains are the destinations you reach when you use this road system. Browsers are the “vehicles” on the roads. Just like vehicles have different purposes and features……browsers do too. Some are better a privacy protection, some are faster, some handle graphics better, etc.….

The most common browsers are the default ones that come with your operating system. Apple users therefore tend to use Safari and Microsoft users tend to use Edge (formerly known as Internet Explorer). Because of Google’s relationship with Android, and it’s search engine, Chrome is very well known. Some lesser-known options are Firefox, Opera, Vivaldi, Netscape, AOL Explorer, SeaMonkey, etc….

Everybody should have at least 2 browsers on each of their devices. If one is damaged, you most likely will need to “use your car” to “go get a repair”. If you don’t have another browser to use, that can be really difficult.

For the average end user, FireFox is a good alternative because if one of the big three are not working, it is built differently and typically will work without issues. What browser you should be using really depends on end user usage and preferences, what software you are already using, and the hardware involved. There is no one right answer. Give me a call if you need some help making an informed decision.

PDF — What Is It and How or Why I Should Be Using It

The PDF file type stands for portable document format. The most important consideration of .pdf files is the fact that it is the international standard (ISO 32000) for electronic document and archiving file format. This means that years from now as applications change, data saved as a .pdf will still be readable by new applications, among other considerations. The .pdf file format can handle images, links, text features, and is a relatively small file size.

Some usage best practices.

  • If you are saving data from a proprietary application (i.e., tax return program) and done making edits, make sure you store the data as a .pdf. The proprietary program may no longer be available in the future or due to changes be unable to open old files without issues.
  • Email — most people don’t think about email applications as proprietary, but they are, and they are very poor at data management, archive, or searchable results. Programs like Adobe have the ability to archive multiple emails as a batch job into a single .pdf file that keeps the emails as individual items and makes them searchable. Most email programs have a save as .pdf option. Assuming you already have a folder structure for a client/subject, this allows you to save those critical CYA emails as files in an easily findable location.
  • The Adobe Acrobat programs, Microsoft Office, and many others automatically install a virtual .pdf printer. This allows you to convert any data from a program with a print function to .pdf file format, with the layout and physical formatting automatically matching the original program print command.

Programs for creating and editing .pdf files.

  • Microsoft and Apple Office Programs both have the ability to convert files to .pdf file types.
  • Adobe is the gold standard for a PDF program. The Reader version is free and should be installed on all computers, smartphones, tablets, etc…. If you need some of the more advanced or editable features like encryption, install Adobe Standard or Adobe Pro.
    • Adobe .pdf Binder vs. Adobe .pdf Portfolio — both are great options for archival of multiple files into Adobe searchable .pdf structure, but have different features.
    • Video showing/explaining a portfolio/binder differences. Portfolio maintains native file association vs. a binder which converts everything to .pdf. (Link: https://youtu.be/nBsdNd3_uiE)
  • At a cost savings, multiple off brand options are available but make sure you review the features carefully. Typically, they are less costly because they might only work with an internet connection (i.e., cloud based), features are missing, not as easy to use, or owned/operated by a foreign entity, etc…. Depending on your business, these considerations may or may not be acceptable. Here are a few options:

As a best practice, I like to work my emails in subject related folders within the email structure. Upon completion of the project or during an annual archive, I will export the emails from an email folder to a .pdf binder or a portfolio (which allows me to keep all the attachments intact). That file is then saved with all the other non-email files/folder structure of the closed project. This keeps my email clean and manageable in size, retains email data in a file format that supports archive and search features, and allows typical backup file practices to capture former email content without needing any special actions/steps.

Why/If You Should Update/Migrate to Windows 11!

So the first question is do you have IT support provided by your company. If so, they should already have a migration plan in place. If not, then the short answer is yes, but you do need to keep some considerations in mind.

  • Is my equipment ready? If you are getting a notice from Microsoft to upgrade, then your equipment should be ready. If not, this would be a good time to consider if you need to replace existing equipment because it will not support the upcoming Windows OS. Here is the Microsoft list of minimum requirements (Link: https://www.microsoft.com/en-us/windows/windows-11-specifications). Obviously, almost any IT person would tell you never run a Windows OS at just the minimum requirements if you want a smooth, stable working environment.
  • Limited timetable for existing Windows users to upgrade to Windows 11 at no charge. Currently, Windows 10 is schedule for “end-of-life” by Microsoft for October 14, 2025. While Microsoft has not given a specific date for the free upgrade ending, they have stated repeatedly that it is a limited time offer. It would not be surprising for the free upgrade to end sometime around or after Windows 10 is sunset.
  • New software written for the latest Operating System (OS). Any new software you are installing/purchasing will be configured for optimal performance in the latest Windows OS. Many times it will work with an old OS but not as fast and stable or specific features may be disabled.
  • Windows 11 includes significant security enhancements. Windows 11 includes many security enhancements, including boot isolation and enhanced application controls. Some of these enhancements require specific hardware components, which maybe why it is not practical to upgrade your existing equipment (Link: https://www.microsoft.com/en-us/windows/learning-center/windows-11-security-features). In my opinion, while these enhancements are great, they do not take the place of a 3rd party firewall and antivirus application….especially if your device has client personally identifiable information (PII).

Both Apple and Windows OS should be updated regularly. If you don’t have a company controlled computer asset, you should have automatic updates turned on. Even with them scheduled, you still should do a manual check because many of the major OS updates or the “optional” 3rd party drivers (i.e., monitor, keyboard, mouse, Bluetooth, etc…) do not automatically install. You should have a monthly reminder to check your updates to see if there is anything you want to install.

Give me a call/text/reach out via my website if you need some support to figure out your equipment and updating situation.