Issue 18 - March 15, 2004

Editor: Lynne Bullen
lynne@associatedsecretarial.com.au

Publisher: Associated Secretarial
Copyright © 2004 Associated Secretarial

In this issue:

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1. Editorial

Because I work as a Virtual Assistant, the Internet and Email are absolutely necessary for me to conduct business. They are two of my most important business tools. Without them, I would probably be working in someone else's office.

With a dream and a plan I built my business so that I could work for myself in a field I chose. The advances in the IT industry and the ease of use of the Internet and Email have enabled me to take my business further than I had dreamed ... into the "CyberWorld".

I do have a few clients I visit at their business premises, as they just can't cope with the new technology. The most sophisticated business communication tools they have are the telephone and a fax machine.

No, the Cyber age and the new technology are not for everyone, but I for one, am very happy that they've arrived.

In this issue, we're going to talk about the use of Email and Internet facilities. As wonderful as they are, it's becoming more and more evident that not all the "bugs" (pardon the pun) have been ironed out, even after all this time.

The following is offered to make you aware of some of the dangers of the most innocent looking emails or Internet sites. If you already know about these little horrors, then I hope this will reinforce in you the need to remain vigilant.

If you're aware, then you're more than half way to staying safe.

Until next time, smile! It will change your day, and everybody else's!

Lynne
lynne@associatedsecretarial.com.au

2. Article: Who's Emailing You?

Many business people have been using Email as a way of communication for what seems to them, "forever". Others have been slow to embrace the new technology, but they're beginning to realise that they're going to have to "bite the bullet". They need to become Cyber-Savvy if they want to compete in their chosen marketplace.

Most of you reading this will already be experts in all aspects of email. Some will still be trying to find their way.

Whether you're an expert or a novice, there's much more to email than first meets the eye. Not all of it is easy, not all of it is fun!

As well as its use for business purposes, many of us use our email facility to stay in touch with distant (and not-so-distant) friends and family; but are we doing it safely?

Safely?? Yes! Safely!!!

>>> It is your responsibility to use email and Internet facilities safely. If you don't have an antivirus programme on your computer, get one! When you get it, install it. After you've installed it, make sure that you do your "live update" at least once every week, followed immediately by running a "full system
scan".

If you're using your computer in business, whether it's a solo effort or you're working in the corporate world, your computer is a target.

If your computer becomes infected, you may not know until it's too late. You may help to spread the virus unwittingly, simply by sending your very next email.

>>> This time last year, in Issue Two of this newsletter, we talked about what I like to call "Essential Software". A good antivirus programme and a personal firewall are a must if you're in business. They will help to protect you. You can check back in the Newsletter Archives for Issue Two for information about
these business tools.

Back in October 2003, in Issue 13 of this newsletter, we talked about unsolicited email known as "spam" and "scam". Both of these little nasties can create big problems.

>>> And then there was the "spoof"

This is another little devil which has been doing the rounds for quite some time, and very covertly. It's called "Spoofing". What is it and why is it dangerous?

You may not know you've been caught out with this rather unpleasant critter. It will come in the guise of someone you know, someone you email regularly. Here's how it works.

The Spoofer "steals" email addresses and sends messages which look for all the world like emails from your bank, your internet service provider, a financial institution you may deal with, even a friend. Some will look like they've come from newsletters to which you subscribe.

Still others will look like they're from a customer/client. They will fool you into opening an attachment because the Subject Line says something like, "Here's the file you requested", or "Check this out".

The messages, which look like legitimate business, may ask you to verify things such as your banking details and other personal information. Others will tell you that your email account will be terminated unless you "click here" and "follow instructions".

Watch out for a message telling you that you need to change your password. Emails which look like they might be from your bank may not be from your bank. The "spoofers" have copied logos, colours, headings, etc., in the style the various banks use. They really look genuine!

The message says that you need to change your password. Usually it will give you some seemingly legitimate reason. It may go as far as saying that for security, you may have to change it every month from now on.

The message invites you to "click here", put in your banking details and change your password. Most of us know that before we can change our passwords, we have to supply our "current" password and then choose another, then, verify the new password.

Guess what? Your "new" password is useless to the perpetrator. He's got your "old" or "current" password and with it, he can bleed your bank accounts dry, purchase any number of things and even use it to commit crime in your name.

The scammers, the spammers and the spoofers should be dealt with in just one way. With the contempt they deserve. If you receive emails that looks like they could be scams, spam or email spoof, delete them and waste no more energy on them.

>>> And then there are the corruptors.

This is another very, very dangerous message which comes via email to those who have a website, or those who work for a company that has a website. Your email address will, in part, have the name of the company. Usually the email address is something like, johnbrown@somecompany.com.

The perpetrators of this extremely offensive material harvest email addresses from websites and begin their demolition, destruction and corruption.

So, what are they. What do these emails contain?

Unfortunately, many contain links to gambling and porn sites!

If you use your preview pane to see your emails before actually opening them, some of these messages contain a sample of very explicit photographs.

Most sensible adults will more than likely ditch this offensive material immediately.

>>> But WHAT ABOUT YOUR CHILDREN?!

Do your children use your computer to email friends or search the Internet for information for a school assignment?

If your children are logged on, emails may arrive whilst they're working or having fun "chatting" with a friend from school. There's really nothing to stop a curious child from wanting to know or see more, so they'll do as the message suggests, and "click on the link".

The "parental controls", "lock outs" and other filters won't stop all of these horrid things arriving on your computer. Once they've been opened, the damage is done.

You can't be with your children every minute that they are accessing the Internet or emailing friends; but you CAN take the time to find what you're children are sourcing. Talk with them about the possibility that these things happen and advise them of the dangers.

So, I will ask the question again. Who's Emailing You?

* * * *

Before closing, just a little about the use of the Internet if you like shopping from the comfort of your lounge room.

>>> Cyber-shopping and Cyber-Auctions

Shopping and bidding at auction on the Internet is convenient and even fun! But there are also dangers.

Many people loose a fortune because they purchase or bid on an item that doesn't exist. They willingly supply their credit card details on what they have been led to believe are "secure sites".

You can protect yourself. If you're in the land of OZ, our Australian Government has some very worthwhile websites which will give you some pointers about protection. Read the Internet shopping fact sheets at http://www.dcita.gov.au/shoponline

* Use the ACCC online shopping checklist before committing to an on-line purchase

* For information about financial services such as investments, insurance and superannuation, go to
http://www.watchdog.asic.gov.au

* Find out what laws applie, as this may affect your ability to gain redress if problems arise.

Most of the material appearing on the suggested sites above will be relevant in most other countries.

If you have a business you run from your own website, there are several companies which have software you can purchase to make your site "secure". Without it, you could land yourself in hot water! See information under our Resources section.

The advent of the technology that gives us almost instantaneous response to the keystrokes entered has made the world a much smaller place. Some get their information faster than others! To find out more about how, see the article "Internet Technologies" by Dawn Darwent, a little further on.

Advances in technology have also made things easier for the unscrupulous.

No matter where in the world we are, we're all vulnerable to the scammers, the spammers, the spoofers and the cyber-criminals.

But it's not all doom and gloom. Being aware of the pitfalls, means that we are more than half way to treading on these monsters and moving on to legitimate businesses.

Let's practice "safe surfing" and "email etiquette" and reap the benefits of this fabulous technology.

Well, after that, we all need a little light-hearted fun. The article, "Spam Spasm" by Linda Cox appears a little further down. I'm sure you'll enjoy it.

Lynne Bullen is a successful businesswoman whose talents include Public Relations; Editorial and Commercial Copywriting; Design and Facilitation of Seminars, Forums and Workshops, Secretarial and
Administrative support, including Digital Transcription. Lynne Bullen Strategies was registered and commenced business in 1991 to offer VA services to the small business owner. Lynne is happy to share her knowledge to help others achieve their goals. You can contact Lynne via email: lynne@associatedsecretarial.com.au

3. Resources

Australian Government has some very worthwhile websites which will give you some pointers about protection. Read the Internet shopping fact sheets at http://www.dcita.gov.au/shoponline

For information about financial services such as investments, insurance and superannuation, go to
http://www.watchdog.asic.gov.au

Verisign has put together a free nine page guide to conducting business securely on the web. You can access your free copy at https://www.verisign.com.au/prm/87.shtml

4. Article: Internet Technologies

In recent times, Internet technologies have evolved rapidly, and today there are several options from which businesses and individuals can choose. In this article, I will discuss the current most commonly used Internet services and briefly describe how each works.

DIAL-UP (MODEM)

This type of connection requires the use of a computer, a modem connected to the computer (either internally or externally) a home or business telephone or fax line, and Internet software.

Advantages of using Dial-up Internet Connection

* It is relatively cheap to set up.

* An existing telephone or fax line can be used to connect to the Internet.

* For anyone using the Internet on an irregular basis for short periods of time, a dial-up connection is cheaper to use.

Disadvantages of using Dial-up Internet Connection

* Dial-up Internet is slow - slow to connect, slow to download files and often slower to access web sites. It operates at either 28 or 56 kbit/sec compared to a range of between 256 kbit/sec and 1500 kbit/sec when using Broadband services - another method of connecting to the Internet.

* Whilst the Internet is being accessed, the telephone line being used is not available for receiving incoming calls or making outgoing calls.

* With increasing use, associated Internet costs become higher - a telephone call charge is registered every time the Internet is accessed using a Dial-up Connection.

* Installing another telephone line so that phone access is not impeded, incurs extra expenses.

BROADBAND

Broadband is a general term used to describe "high bandwith" technology such as DSL, Cable Internet, Wireless and Satellite. Broadband is a very fast technology, up to 30 times faster than Dial-Up connections.

There is more than one DSL technology (e.g. ADSL, VDSL, SDSL), but here I will discuss ADSL, as it is fast becoming the technology of choice for today's users.

ADSL Broadband

ADSL broadband technology utilises existing phone / fax lines to access the Internet. Unlike a dial-up Internet connection, ADSL enables the telephone line to be shared, so that both Internet and telephone or fax services can run concurrently without interference. Technology allows the data signal to be "split" into
two streams -one for voice communication and the other for high-speed data connection.

Advantages of ADSL

* Broadband ADSL is a permanent 24-hour on-line connection to the Internet. No dial-up is necessary, therefore no engaged signals or waiting for connections, or connection drop-outs.

* An existing telephone line can be utilised, and calls received and made on the same line whilst the Internet is being accessed. Therefore, no second phone line is needed for Internet access.

* Depending on the type of activity, Broadband ADSL can be up to 30 times faster than a dial-up connection.

* It can be cheaper to use than a dial-up connection when the Internet is accessed on a regular basis.

* Networks can be set up to enable all computers to access the Internet simultaneously over the one ADSL connection. Limitations of ADSL

* It is not available in some locations of the state as yet.

BROADBAND CABLE

Broadband Cable uses the same high-speed cable connection that delivers Pay TV. In Australia, it is available in cabled areas of Melbourne, Sydney, Brisbane, Adelaide, Perth and the Gold Coast.

The advantages and limitations of Broadband Cable are similar to those of Broadband ADSL.

SUMMARY:

Broadband ADSL and Broadband Cable technologies are fast, always on and don't disrupt the telephone or fax service.

The speed of these technologies allows for large files to be quickly downloaded, interactive games to be played, videoconferencing, on-line learning or simply "surfing" without the long wait to access web sites.

Dawn Darwent is a Director of IPD System Services Pty Ltd, an Adelaide-based South Australia company that provides a range of computing and secretarial services for businesses and individuals http://www.ipdsys.com

5. Sponsors

Do you run a small business? Do you need a web site to help expand your business? Don't want to spend the equivalent of your mortgage to set it up? Contact B & P Thursby Digital Services for a no-obligation quote http://www.bpthursby.com.au

Need to outsource? Contract the Services of Lynne Bullen Strategies. Outsource your Public Relations, Editorial and Commercial Copywriting, as well as your Secretarial and Administrative needs. Lynne also specialises in Digital Transcription. Contact Lynne at lynne@lynnebullenstrategies.com.au or visit her website at http://www.lynnebullenstrategies.com.au

Need to convert MAC files to PC or the reverse? Don’t know how to do it? IPD System Services does! Need one-on-one training in use of Microsoft Products or MYOB? Contact IPD. They also offer Computer sales and support (hardware and software), Internet installations and set-ups (Dial-up, Broadband - ADSL). If you
want to become master of your computer technology - rather than a slave to it, contact IPD System Services Pty Ltd - http://www.ipdsys.com - dawnd@ipdsys.com or phone Dawn on 08 8331-7255.

Do you need help with your accounting? Jan at JR Executive Services is a specialist. Computer based (MYOB) or manual accounting won't be a bother to you any longer. If you need the services of an expert Minute taker (and transcription of same) Jan is one of the very best. Contact her at JR Executive Services.
http://www.jrexecutiveservices.com.au

6. Article: Spam Spasm

Below is a letter I wrote to the following organizations:

S.H.U. (Spam-Haters Unanimous)

N.A.A.P.W.H.S. (National Association for the Advancement of People Who Hate Spam)

P.W.H.P.W.D.H.S. (People Who Hate People Who Don't Hate Spam)

P.F.W.S.H.I.A.L.C. (People for Whom Spam-Hating is a Lifestyle Choice)

S.A.P.W.R.R.R.H.S. (Society for the Advancement of People Who Really Really Really Hate Spam)

P.W.H.S.S.M.I.M.L.W.S.C.O.T.E. (People Who Hate Spam So Much It Makes Little Wisps of Steam Come Out of Their Ears)

And, of course, Spam Haters In The Business of Internet Resource Directory Services.
_________

DEAR FELLOW SPAM HATERS,

I'm writing to suggest that we combine forces in order to present a common front in our righteous war on unsolicited commercial email: Spam!

I suggest we disband the myriad sites and organizations now opposing unrequested email in order to form a single, unified organization:

The Spammish Inquisition!

And I further suggest we elect me, Linda Cox, as our leader.

WHAT ARE MY QUALIFICATIONS?

You think YOU hate spam? You don't even know what hate is!

I hate spam so much that I... well, just a LOT! That's how much!

If I hated spam any more than I already do, I think my head would burst into flames and spin like a top! Can you say that?

Don't think soooo....

I don't mean to say that I don't hate other things too, like pedophiles and nazis and that drunk guy who backed over my cat when I was seven.

But spam.... Hooboy!

SQUISH 'EM LIKE BUGS!

I believe we should have a constitutional amendment allowing cruel and unusual punishment in the case of spammers. Maybe that tummy thing like the Japanese do when they get depressed.

As with drugs, mere possession of bulk emailing software should result in the immediate confiscation of the computer it was on, as well as any nice clothes, jewelry, or lawn statuary that might been purchased with spam profits.

As far as unjustly persecuting people for spamming simply on the basis of rumor and hearsay--well, that's pretty good the way it is.

IN CLOSING...

Yes, maybe my time would be better spent trying to end world hunger, comfort the sick, shelter the homeless, or outlaw country music.

But anyone who thinks that the war on spam is in any way less important than those has never logged onto their email account practically EVERY SINGLE DAY and had to delete SEVERAL unwanted messages!

Yours in revulsion, disgust and utter skin-crawling contempt,

Linda Cox, G.I.W. (Grand Inquisatrix Wannabe)

P.S. Oh yeah... stale croutons. Hate 'em.

Linda Cox (J.A.M.G.) was actually a real-world corporate marketer for many years before going on the net without a net. Now she's Just Another Marketing Guru. More Linda here: http://www.LindaCox.com

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From the Eagle's Nest: Copyright © 2004 Lynne Bullen and Associated Secretarial (articles by other individuals copyrighted as indicated). Prior to using Lynne's articles please e-mail her at lynne@associatedsecretarial.com.au - she will provide her bio and a URL link. Thank you.

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