PC Helps Online » BlackBerry

Out of Office, Out of Mind

admin — Tue, 01 Jun 2010 21:00:07 +0000

It’s the unofficial start to summer! It’s time to turn on your away message and get lost. But before you do, make sure you are covered. Here are some tips to keep your e-mail house in order while you enjoy the season:

For Outlook

2007’s Improved Out of Office Assistant

The Out of Office Assistant has changed significantly in Outlook 2007. If you click on the tools menu and select Out of Office Assistant, you will see a dialog box that is somewhat different from previous versions. Now, when you select the option to “Send Out of Office Replies,” you can click the check box that says “Only send during this time range.” Checking this box activates boxes to set the start and end dates and specify times during which you need replies sent. Kind of handy.

Four ways to keep on top of your e-mail while you’re on vacation.

Another change to this feature is two tabs, one for handling replies to be sent “Inside My Organization” and the other for handling replies to be sent “Outside My Organization.” In earlier versions of Outlook, replies were not sent to external contacts at all.

In order to enable the “Outside My Organization” reply, click on the tab and enable “auto-reply to people outside my organization” by placing a check in the box. Once you enable this option, you can select a radio button indicating whether the reply should be sent to “my contacts only” or “anyone outside my organization.” Handy, indeed. (Melissa Adams)

Autoreply with Custom Subject Line
Sometimes you need to mix it up and modify the autoreply subject. Follow these steps:

In the Out of Office Assistant dialog, click the Add Rule button.
For the reply to go to “all messages that arrive,” leave all the criteria fields blank.
Check the “Reply with” box and click Template.
Specify the subject AND the body of the message in the email form that opens. Leave the other fields blank, save and close the form.

Note: Be sure to remove the text from the “Autoreply only once…” box where you would normally specify your Out of Office message. If you don’t, senders will get both the custom subject response and the standard response. (Brian Choplick)

For the BlackBerry

Filter Incoming Mail
Say, for example, you receive a daily report that you will not read or deal with on your phone and would prefer to just handle it back at the office. Can you create a filter for that?
Of course you can. Here’s how:

Click on the Messages icon to open your messages, then click the trackwheel or Menu button and select Options.
Select Email Filters.
Click your trackwheel or Menu button, select New and then type a filter name.
You have several fields you can filter on: From; Sent To; Subject; Message; Sent directly to me; CC to me; BCC to me; Importance; Sensitivity. You can choose more than one option here. For example, to take care of your daily report problem, create the following filter:From: coworker@domain.com
Subject: Daily Report
Action: Do not forwardThis will affect any emails from colleagues with “daily report” in the subject.
Click your trackwheel or Menu button and save the filter. By default, it is enabled and will function immediately with any new incoming messages.

If you want to temporarily allow filtered messages, simply click on the filter name to uncheck in the filter list. Take note, however, that filtering works only if your BlackBerry is activated on a BlackBerry Enterprise Server; to access filters with BlackBerry Internet Service you must check with your wireless carrier.

High-Priority E-Mail Notifications
You want to make sure you know when high-priority e-mails come in, and the standard notification doesn’t quite command your attention. To set up special notices, start at the home screen, go to Profiles, then Advanced. Here you can create a new profile or modify your current one. Set the desired notification for Level 1 Messages and save. Note: High-priority message notices will work even if you have disabled those for other types of messages. (Nkoli Ukpabi)

Have any tips for handling e-mail while you’re away? Send them my way: jen.darr@pchelps.com.

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A Look at the Archives: When BlackBerrys Attack

admin — Mon, 05 Apr 2010 12:00:47 +0000

If your smart phone freezes on you, resist the urge to pull a Naomi Campbell. Read these tips instead; you’ll save yourself unnecessary frustration – and even the cost of a new phone.

Frozen Treat: Three tips on resetting your smart phone.

How to Thaw a Frozen BlackBerry (all versions)

The first step to take if your BlackBerry is misbehaving is to reset it. Doing this will clear the internal memory and solve many issues. There are three ways to reset a BlackBerry: soft, double-soft, and hard.

Soft Reset
Press ALT+RIGHT SHIFT(CAP)+DELETE to perform a soft reset.

Use this reset method when you want to stop all applications on a BlackBerry while leaving the device powered on.

Double-Soft Reset
Start by performing a soft reset (ALT+RIGHT SHIFT(CAP)+DELETE). The screen will turn off. When it turns back on, press ALT+RIGHT SHIFT(CAP)+DELETE again. You should then see another blank screen, followed by an hourglass.

Performing a double-soft reset stops all applications on the BlackBerry and is nearly the equivalent of a hard reset. Timing is the key to performing this manuever. This is something to try if you are having difficulty removing the battery to perform a hard reset.

Hard Reset
Starting with the device powered ON, remove the battery for 30-60 seconds. After you put the battery back in, the device will reboot. This usually takes between one and three minutes.

NOTE: The BlackBerry Pearl, Curve and Storm only have the ability to perform a hard reset. However, there are third-party applications that you can download that provide the ability to perform a soft reset. (by Joel Reeves)

How to Thaw a Frozen Windows Mobile Device (Pocket PC Edition 5, 6)

Resets on Windows Mobile devices can be can be classified into two types: hard and soft.

Soft Reset
With this type of reset, memory stays intact, so it is fairly harmless to your device. Two benefits of a soft reset are that it unfreezes a slow or non-responsive device, and it closes all running applications. Most Windows Mobile phones have a “soft reset” button in a hole that you can press to reset the device. The location varies, so consult your device’s manual to find the button on your particular phone.

Hard Reset
This type of reset is a bit more extreme and should be used only if you have backed up your device or if you are intentionally trying to erase all data. Just like the soft reset, the method to hard reset your device will vary by model. Consult your user manual for further details. (by PC Helps Staff)

Backing up Your BlackBerry, Just In Case

Before making any significant configuration changes, you will want to make sure that all the data on your device is backed up. In the event of any problems, this will ensure that the data can be restored.

Connect your BlackBerry to your computer with a USB cable.
Open Desktop Manager and double-click Backup and Restore.
Select Backup to perform a full backup, or select Advanced to perform a backup of specific databases.
If you are using the Advanced options, select each database you want to back up, and then click the arrow to move it to the list of things to back up.
Select a location and file name for the backup data.
Click Save.

If you want to perform a periodic automatic backup of your device’s data, you can do that, too:

Connect your BlackBerry to your computer with a USB cable.
Open Desktop Manager.
Double-click Backup and Restore.
In the Configuration section, select Options.
Check the option “Back up my device automatically every X days.”
Type your desired interval in the field.
Choose whether you want to back up all device data, or exclude messages and synched data.
Click OK.

Note that the backup can occur only when your BlackBerry is connected to the computer, not wirelessly. (by Joel Reeves)

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4 BlackBerry Tips Every Manager Should Know

admin — Thu, 22 Oct 2009 06:35:15 +0000

Although iPhones are catching up, the BlackBerry still rules mobile business communication. Case in point: We ran this tipsheet earlier in the year, and it continues to bubble up to the top of most-read lists. Here it is again.

Indeed, we get hundreds of BlackBerry calls a week, and most aren’t from the guy who cannot find the on/off button. Rather, it’s the managers on their way to meetings or hopping on flights who want to know the handy tricks and tips that will save them time and make their smart phones smarter.

Here are a few of the notables:

Tip No. 1: How to Filter Incoming Mail
Say, for example, you receive a daily report that you will not read or deal with on your phone and would prefer to just handle it back at the office. Can you create a filter for that?
Of course you can. Here’s how:

Click on the Messages icon to open your messages, then click the trackwheel or Menu button and select Options.
Select Email Filters.
Click your trackwheel or Menu button, select New and then type a filter name.
You have several fields you can filter on: From; Sent To; Subject; Message; Sent directly to me; CC to me; BCC to me; Importance; Sensitivity.You can choose more than one option here. For example, to take care of your daily report problem, create the following filter:

From: coworker@domain.com
Subject: Daily Report
Action: Do not forward

This will affect any emails from colleagues with “daily report” in the subject.

5. Click your trackwheel or Menu button and save the filter. By default, it is enabled and will function immediately with any new incoming messages.

“Calendar views are often a source of frustration, no matter what device or software you use. “

Tip No. 2: Change Calendar Views in a Snap
Calendar views are often a source of frustration, no matter what device or software you use. Here are some quick and easy ways to navigate your BlackBerry calendar:
While in the calendar, click your trackball, and select from the following views:

“View Day”: summary for the day, showing appointments by their times.
“View Week”: seven-day summary view, showing appointments by their times.
“View Month”: shows every day of month, showing appointments by day.
“View Agenda”: Lists your upcoming appointments in detail view.

You can also use the following shortcut keys:

“D” switches to day view.

“W” switches to week view.

“M” switches to month view.

“A” switches to agenda view.

“C” creates a new appointment in detailed mode.

“T” goes to today (keeping the current view).

“G” goes to a specific date.

Press any of these keys to switch between the views. Note that shortcut keys will work only if you have “Enable Quick Entry” in Calendar Options set to “No.” (Researched by Joel Reeves)

Tip No. 3: Conference Me In
You’re on the road, on the line with a client, and you need to patch in your assistant. Here’s how you use conference calling with your BlackBerry:

Call the first person from your BlackBerry.
During the call click the trackwheel or Menu Key and select New Call (sometimes listed as 3-Way Call or Conference Call).
Type a phone number or select a contact to call and press the Send key.
Finally, when both parties are on the phone, you click the trackwheel or press the Menu key and “join” the two callers from the menu.

You can repeat the process to add multiple people, depending on your wireless plan. Check with your carrier to see if it’s available. (JR)

Tip No. 4: High-Priority E-Mail Notifications

You want to make sure you know when high-priority e-mails come in, and the standard notification doesn’t quite command your attention. To set up special notices, start at the home screen, go to Profiles, then Advanced. Here you can create a new profile or modify your current one. Set the desired notification for Level 1 Messages and save. Note: High-priority message notices will work even if you have disabled those for other types of messages. (Researched by Nkoli Ukpabi)

Got any BlackBerry tips to share? Send them my way, and I’ll be sure to give you props if we publish them.

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Enterprise & iPhone: Oil and Water No More

admin — Tue, 25 Aug 2009 08:05:32 +0000

I’ve asked the question on this blog before, but I have to ask it again: Are you still waffling about supporting mobile devices, and, in particular, the iPhone?

You had better get it together. The heavies are starting to weigh in.

Resistance is futile, says one CIO. The iPhone is the most popular handheld device available.

Last month, Forrester Research released findings from a study that said IT departments are moving closer to supporting all mobile device platforms. Although BlackBerry (upwards of 60 percent) and Windows Mobile (40 percent) still take the lead, according to the study, one out of four companies now supports iPhones.

The only thing holding the iPhone back from catching up is its so-so security, which remains a big concern for CIOs. (There’s also that pesky issue of AT&T’s spotty coverage. But that’s for another time.)

Security doesn’t seem to be the main issue if you look at the results of a recent TechRepublic poll, which asked 300 CIOs if they support the iPhone, and their reasons for doing so or not doing so. TR editor in chief Jason Hiner posted the results on his blog and the findings have at least one common thread: The iPhone is still viewed as a personal “gadget,” and thus has no place in the enterprise.

Among the CIOs who said they do support the iPhone, the device’s potential to increase productivity was noted. One CIO pointed out that use of the device by traveling execs has decreased VPN support considerably. Another IT manager gushed about how the iPhone is less of a support hassle than other mobile devices.

By far, the two best quotes in Hiner’s piece are:

“We have found that resistance is futile. The iPhone is the most popular handheld device available. It has the best mobile browser and our sysadmins say it is a great device for remote systems administration.”
A second CIO stated that his company’s move to support the iPhone has resulted in a “decrease in the perception that IT is a wet blanket that is an impediment to the use of consumer-friendly products.”

Keep in mind, however, that supporting mobile devices such as the iPhone will not be without a few headaches for your IT department. According to a March 2009 study conducted by Zenprise Inc., downtime will be a key issue as the use of smart phones in the enterprise increases. (For more on downtime, read “Going Mobile.”) Because the majority of users are higher-profile employees, such as senior and middle managers, the downtime has a greater effect on the bottom line.

MORE INFO IN: Mobile Device Support | Coverage of PC Helps’ iPhone support in Computerworld.com | Contact PC Helps

IT Buzzwords: Mobile Device Edition

admin — Wed, 10 Jun 2009 23:26:56 +0000

With all the press this week about Apple’s newest toys, I thought I’d focus this entry of IT Buzzwords on phrases related to mobile devices.

We know you’ve been nodding your head in agreement when your colleagues (or underlings) discuss the pros and cons of the 3GS, even though you have no clue why the world is so miffed about tethering and MMS. Here’s a chance to school yourself, so you know what your employees will be griping about in the near future.

How often do “smart phones” render us stupid, especially when syncing mail?

Tethering: If you search for “tethering” on Twitter, you will learn that it appears to be “pretty important to road warriors,” that AT&T has committed a massive “fail” by not offering it right away with the iPhone 3GS, and that, if you have the right friends, you can hack your iPhone to enable it.

But you still don’t know what it is.

Tethering refers to using a cell phone as a modem for a laptop or PDA. The term is on fire this week, thanks to AT&T’s gigantic “fail.” Seems technophiles are in a flap because the new 3GS has the capability, but the phone’s sole US carrier (AT&T) will not be offering it until the end of the summer.

Baked In: This term can be used to describe spices, love, goodness, and now software features. As far as the iPhone is concerned, critics of the device as a business tool point to its lack of antivirus and firewall as major security concerns. The traditional model of protecting applications with security packages after-the-fact has become outdated, experts say. Security needs to be “baked in,” which critics say isn’t the case with iPhones. IT departments should prepare for headaches.

Dumb Phones: It was inevitable. With the acceptance of the term “smart phones” to describe BlackBerrys, Windows Mobile devices, iPhones, Palms and the like, someone was bound to start calling their simpler counterparts “dumb phones.” It should be the other way around: After all, how often do smart phones render us stupid, especially when synchronizing mail? It’s the IT managers who purchase the devices and don’t offer any support or training who should be considered dumb, or at least a little thick. (Jen Darr)

Have any IT buzzwords to share? Send them my way, with “IT Buzzwords” in the subject line.

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Smart Phones Require Smarter Choices

admin — Mon, 18 May 2009 16:30:05 +0000

It’s hard to admit, but when I found the shortcut key to set a previous mobile phone to vibrate, it was one of those “aha” moments. It was a full year after I bought it, and a full 365 days of imposing my ringtone — Peggy Lee’s “Bali Ha’i” — on those around me.

I’m not old-school, and I am not dim-witted. I just never bothered to figure it out, and assumed that the phone had no vibrate setting. (So maybe I was lazy, but I have since purchased a new phone and have read the manual. Twice.)

My onetime ineptitude isn’t unique. According to a recent report by the Pew Internet & American Life Project, 48 percent of technology users need help from others with new devices, and many tech users encounter problems with their internet connections, home computers or cell phones.

What does this mean for CIOs and other IT leaders?

For starters, it translates to a growing burden on your IT department. The percentage of employees using smart phones is increasing, and the iPhone is gaining ground as a business tool. As smart phones approach ubiquity in the workplace, so will smart phone troubles.

As smart phones approach ubiquity in the workplace, so will smart phone troubles.

If a user cannot figure out why his BlackBerry shows meetings in the incorrect time zone, and he is missing those meetings as a result, will your help desk be able to take his call — and calls from his colleagues who are having similar problems? Add the fact that many problems occur outside normal business hours, and how much do you think it will cost you to offer 24-7 support?

As an IT manager, you may be off the hook for at least some of the blame. User frustration usually ends up being directed at the makers of the devices. If a gadget doesn’t behave, users pan them as “crap,” “useless” and “poorly made.”

Some companies like Sprint are addressing this issue by giving staff extra training, and extending training to the buyer. It relieves you of some responsibility, but will you rely on the cell phone manufacturer to prove your ROI?

If the technology isn’t making your employees more productive, if it is hindering it, you will get very little, if any, return on investment. These devices are meant to boost productivity, not sap it. (Jen Darr)

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Recession-Style Innovation: Where's the ROI?

admin — Tue, 07 Apr 2009 13:02:42 +0000

In the current financial climate, your company probably has fewer employees, but the same amount of work (or more) to accomplish. Factor in the early March Labor Department announcement that worker productivity is down and you have a potential mess on your hands.

Everywhere you turn, people are talking about worker productivity. Do more with less, maximize returns, utilize resources, leverage assets. Great buzzwords, sure, but how can you actually accomplish this?

According to CIO.com and other IT management publications, there are a few key approaches. The productivity-sparking ingredient common to almost every method is empowerment. Specifically, giving your workers the support and training they need to get their job(s) done. (In the spirit of full disclosure, yes, I work here, but I really believe in this company’s mission.)

Take, for example, a recent call that came in, from a woman who was new to her position, whose manager wanted her to create PowerPoint presentations her first week on the job.

She didn’t know placeholders from peanut butter, transitions from teapots.

“She didn’t know placeholders from peanut butter, transitions from teapots.”

A consultant went over her presentation with her – she described how she wanted it to look; the consultant showed her how to make it work. They reviewed slides, nudged text boxes, tried out transitions, and more questions came up.

By call’s end, she had a foundation. With more practice, she’ll get even better. She may ring back a few times, but that’s part of the process. The point is, she learned something new, something that makes her job easier to do, which makes her happier and more productive, which in turn makes you a happier manager.

Satisfied, empowered employees are great, but a tangible return on investment is even better. In the case of the new employee charged with creating PowerPoint presentations, this is what the numbers look like:

If she spent, on average, two and a half hours trying to find and use the PowerPoint features she needed for her presentation, at a rate of $25 per hour, her company would be spending $75 for just her time. Factor in the time a colleague spent helping her out — likely an hour — and that’s another $25. In all, the company spent $100 for one presentation.

Perhaps $100 doesn’t sound like much, but when you assume at least 5 to 10 percent of a company’s end users will run into the same problem at least once per year, it begins to sound like something. Based on a company with 2,500 corporate end users, assuming the 10 percent, these costs would equate to roughly $25,000 annually just for PowerPoint presentations. Something, indeed.

However, using a desktop application support service with trained, specialized techs, the employee can now finish a presentation in an hour or less, without having to pester a colleague or the office IT guru. She also gains a little more knowledge about PowerPoint.

Here’s what it translates to in dollars: For a company with 2,500 end users, of which 10 percent will likely have at least one presentation a year, that amounts to a cost of $6,250 per year (compared to $25,000 without desktop application support). The savings — $18,750 annually – are significant. (Jen Darr)

How is your company innovating during the economic downturn? Tell us in Comments.

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