Email On The Move
Contents
1. i l j I i I l2. SPECIAL POINTS OF INTEREST Get access to your email when you are out and about Why Sending Large Email Attachments is Such A Bad Idea e Get more time for your REAL business Dele gation amp Out sourcing INSIDE THIS ISSUE Email At 2 tachment Issues Delegation amp 3 Outsourcing Brit Trix 4 VoIP Phone Systems NORBROOK DIRECT LTD 08000 669900 Direct Focus OCTOBER 2007 Kmail On The Move EMail Delivered Di rect to your Mobile Phone If you are one of our customers who has an SBS server then now s the time to think about upgrading your Mobile phone I can hear you now What s my mo bile phone got to do with the server Well one little known feature of SBS its abil ity to send and receive email direct to a com patible mobile device like a phone or PDA What this means is that you can enjoy all the advantages of your familiar desktop Out look program on your mobile phone This in cludes sending and re ceiving email access to your full contacts list calendars and re minders and to do list There s no need to bother with cables or complicated sync pro grams Your phone automatically connects back to your server over the mobile net work on a schedule and syncs up all your mailbox changes So whatever you do to your mailbox on your desktop laptop is The SPVM3100 features slide out mini keyboard automatically refl
3. You or I have no control over the configura tion of these email servers nor do we have any control over the route your email follows to reach its destina tion All and I mean all organi sations who maintain the infrastructure necessary to send and receive emails have upper limits on the size of email message that can pass through their email servers As a rule on the internet this limit is 20Mb If the total size of your email message exceeds this limit then it will probably fail at some point along its route when it reaches an email relay server that rejects it Its not uncommon to see some servers having only a 5Mb limit You may or may not receive a failure mes sage depending on how that particular email server is configured to respond to oversized messages All the big free email ser vices like Hotmail Yahoo Aol have limits ranging from 10mb 20mb Most of the big UK ISP s also impose lim its on email message size passing through their serv ers in particular BT These limits are imposed to protect the network as there are limits to the capacity of email servers Just thinking logically how many people each sending a 50Mb mes sage would it take to bring Email System It Wasn t Me Guv Honest down the entire internet email system Not that many If a spammer could send just 10 000 messages each of 50Mb it would proba bly bring the internet to its knees You have to remember that some
4. internet connection We have a demo kit which we d be happy to leave with you for a couple of days so you can review things at your own pace As always for a friendly chat about all aspects of VoIP and what it can do for your business why not give us J 2 a call on 08000 669900 ses ies A ee Some memes ee ees eee ee pe ee es es ee ee ee ee i i l l l i lt E EE E Eee M M E eee eee eee ee eee ee ee EEE IEE IEE IEE IEE IEE IEE IEE IEE IEE IEE IEE IEE IEEE IEE IEE IEE IEE IEE IEE IE IE IE E N A message from the David Lloyd DRE ROOK _ DIRE SC eae Th h j his 1 f Di F i Thaba ae AR Lah ope you have enjoyed this issue of Direct Focus We have lots more information and topics to cover in Norbrook Direct Limited future issues To ensure your receive a priority copy and to help the environment why not subscribe to this Highfield House 506 Manchester Road newsletter via email You can sign up on our website Bury Lancashire at www norbrookdirect co uk BL9I 9NZ Phone 08000 669900 0161 850 0165 If any of the topics covered have raised any questions Fax 0871 433 8197 or if you would like to know more about any featured Email into norbrookdirect co uk product or service then please call our office on FREE PHONE 08000 669900 www norbrookdirect co uk Kind Regards David Lloyd is to a i co ae ce gee ieee ee ek ee ee ee ee ee ee ee es
5. of the worst indi vidual spammers can send over a 1 000 000 messages a day via hijacked systems and yes you did read the zeros right in that state ment Ok so these spam mails are highly annoying but they are probably not more than 5 or 10K in size and not a threat to the overall email system I wont get into the whole Spam problem here but you can maybe begin to see some of the complexity of email delivery We had a support call a few months back that we eventu ally tracked down to someone trying to send a 38mb attach ment Now I know these days when you can buy USB pen drives with 1gb memory sizes a 38mb file seems puny but in terms of email its huge To transfer large files between computers over the internet basically means not using email Its was simply never designed to handle this type of large file transfer What you need is a file stor age area based system This is where you can basically upload a file to a secure area on a web server and allow someone else to log in and download it This totally avoids any interaction with the email system and its limi tations Its possible to build a custom system like this on rented web space but there are lots of commercial ser vices out there One of the services we have recommend to clients in the past has been www yousendit com This is a really easy system to use and N has worked flawlessly for us S E E Ee a OCTOBER 2007 Delegat
6. e or disable the stuff you need as and when required e Web Based Administration Unlimited Extensions Remote Extensions home workers e Receptionist Operator Panel Digital Receptionist also known as an Auto Attendant or IVR e Time Scheduling Extension based Voicemail e Route calls over the internet Voice over IP VoIP Least Cost Routing Retain your existing numbers Link Multiple offices together with free calls Easily set up to handle Multi tenanted buildings Music on Hold Call Block ing Call Return Caller ID Blacklists Call Transfer DISA Direct Inwards System Ac cess Speed Dial oe CDR Call Detail Record Logging Reporting Call Pickup Call Park ing Call Forwarding Ring Groups Call Queuing Audio recordings of calls Distinc tive Ringing Do Not Disturb Call Waiting Three way Calling Follow Me Click To Call Dial from Outlook and Act e Conference Calls e Overhead Paging Public Announcement e Wake up Alarm Calls e Local Weather Reports Free Updates to the software Take ad vantage of the latest IP based phone technology No new wiring I know the above is a lot to take in and to be honest you can only truly appreciate the leap over a tradi tional phone system by actually having a hands on play We d be more than happy to come out and give you a demo it ll take no more than an hour All you need is an
7. ected on your mobile phone and vice versa From our server instal lation records I can see that at least 30 of you reading this could be using the facility in your organizations right now Its already built into the software on your server so why not take advantage of it Its particularly useful if you spend a lot of time out of the office and don t have access to your email Now any where you have a mo bile signal you have full access to your email and contacts Most of the big mobile networks can offer you phones that use the Windows Mobile oper ating system This is fully integrated with the Exchange mail sys tem on your server and makes it easy to set up the correct mail configuration Two of the phones we have had extensive experience testing are the SPVE650 and SPVM3100 these are both on the Orange Network most of the other networks offer the same or similar The SPVE650 phones For a demo and more details on how to get you up and running with this technology why don t you drop us an email or of course you can always give us a call on O8000 669900 PAGE 2 MARTINS THOUGHTS ON WHY SENDING HUGE FILE ATTACHMENTS IS SUCH A BAD IDEA O g5 i L enn p n e p ii a a esn pe i i at Are You Guilty Oi Clogging Up Your Company R We ve all done it at some point or another You have some files you a need to send to someb
8. ion and Qutsourcing Imagine this Bill Gates gets up at 4 00 a m to drive to work Upon arrival he checks his e mail and sees he has 43 224 new messages since last night As he starts to answer the first one the phone rings It s a woman from Slough FI FFFFGA 1 LAILA She is having trouble with the new Vista operating system Bill gives her a quick solution and gets back to his e mails One down 43 223 more to go He quickly checks his sales orders and sees that another 8 907 cop ies of Microsoft Office sold the day before He gets out a fresh CD and starts to burn a copy of Office While the CD is burning Bill fields another technical sup port call The call is finishing just as the CD is done burning Bill affixes a label to the CD places it in a box inserts a user manual and then prepares the package for shipping One order down 8 906 to go His Mobile phone rings It s his wife Bring home cheese Melinda loves cheese Back to the phones Of course Bill Gates doesn t run Microsoft all by himself he has at least three other employees But my point is that it is impossi ble to run a successful business by yourself And you don t have to be as big as Microsoft As small business owners we d pre fer to spend the bulk of our time doing the things we need to do to grow our business These are the activities that require our direct involvement and should take up a vast
9. majority of our days Not the Other Stuff The Other Stuff Bookkeeping vendor orders in ventory control appointment scheduling e mail writing answering sample orders re turning phone calls for minor is sues minor troubleshooting buying office supplies website maintenance sorting mail send DIRECT FOCUS ing mail I m exhausted just typing the list How s it possible to grow our business and concentrate on our real work when we are so bogged down with the Other Stuff The answer is we can t It s es sential that we learn to delegate Why is it so difficult for us to let go of these tasks and hire some one or outsource this stuff From discussions with many small busi ness owners I ve learned that it boils down to two main reasons It s too expensive Yes it s scary to pay someone to help in your business especially if you feel you aren t making enough to justify it But the inter esting fact is that small business owners begin to make more money when they let go of those tasks that are not only depleting their energy but taking time away from doing the work that will really bring more money in It is actually too expensive to NOT pay someone to take those money sucking energy draining jobs from you If you consider how long it takes to do the Other Stuff on a weekly basis you will see how much time is being wasted on activities that do not co
10. ntracts allow you to budget accordingly while pro viding peace of mind that any problems will be addressed ona timely basis Flexible payment terms allow you to spread payments thus easing pressure on your all important cash flow For more info friendly help and advice give us a call on 08000 669900 PAGE 4 aS Ne ee ee ee ee a ee ee ee ae BritTrix VoIP Phone Systems Last month we brought you news of our ground breaking new IP based phone system the BritTrix PBX range You may also have read our special VoIP phone report which has created a lot of inter est VoIP may seem like the flavour of the month but its one of those technologies that has finally crossed the threshold into main stream use You ll hear a lot more about it in the years to come as its going to be the basis of how most of our phone calls are made BT are rolling out a massive upgrade to the country s telephone net work backbone The upgrade is known as the 21 Century Network or 21CN and will mean that within the next two years or so every one s telephone line will be essentially VoIP based Our BritTrix systems allow you to take advantage of an IP VoIP based system right now We really have done our homework in finding the right set of features to offer Remember you can use as many or as few as these things as you like Unlike a traditional phone system it s not going to cost you a penny more whether you use a feature or not It s easy to enabl
11. ntribute to the growth of your business By hiring someone or simply Out sourcing the task your time is free to focus upon promoting and marketing your business I can t give up anything I am a control freak I need it all done my way I know I know I ve been there too So here are a few sug gestions Take small steps Give up just one thing this month Can you allow someone else to file your PAGE 3 folders Organize your books Answer your phone As time goes on you ll get more comfortable letting tasks go Practice makes perfect Set up systems The next time you do any of your non core tasks write down all of the steps you take one by one as if you are writing a detailed system for someone who will be taking over this task because that s exactly what you are do ing This will take you a little extra time but within a few weeks you will have systems documented for all of your busi ness chores You can be more assured that an assistant will per form tasks the same way you would Let Norbrook take the strain out of managing your I T sys tems with our contract Computer Maintenance service Contracted support for your com puter hardware provides you with business continuity through e Guaranteed response times e Guaranteed fix times e Remote monitoring of your op erating system helps avoid prob lems occurring thus avoiding po tentially expensive downtime e Fixed price co
12. ody you add them as an attachment to an email then wonder why its still sat in your out box an hour later Alterna tively the person you sent them to claims never too have received them You insist you sent the thing but it never does turn up having apparently disap peared into a black hole somewhere out in cyber LL LA i i Handling a lot of Norbrook s Internet related support calls I can tell you that is sues relating to email are a major headache Its proba bly one of the most compli cated things to sort out Once the email leaves your server assuming it does to a large extent its out of our control and in the lap of the internet gods One thing I have noticed lately is the amount of calls we are getting related to sending large attachments I know a lot of you have this sort of requirement maybe you send and receive lots of plans and drawings or something similar with a heavy graphic content If you find you have prob lems sending or receiving these types of documents then one factor is without doubt the size of some of your email attachments No one anywhere on the net can reliably send an email with attached files bigger than about 15MB And I can pretty confidently say you have never received via email a file attachment over 25Mb N w DIRECT FOCUS Let me explain Between you and your desti nation there are many email servers that relay your email messages
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