1. No category

How to Mobilize Your Business
You’ve probably heard a lot about wireless technology and mobile computing from the media and from
other businesspeople who are using it. You may be wondering what advantages these new technologies
could have for you and your staff, and have questions about what it takes to get mobile. It’s easier than
you might think.
The purpose of this guide is to show you how mobility—which we define here as the ability to access
your office information remotely—can help businesses like yours work more productively.
There are five main sections:
1. Is mobility right for you? ▼
2. Who’s going mobile, and why? ▼
3. Three things you need to get started. ▼
4. Tips for mobile travelers. ▼
5. Helpful mobility links. ▼
1
Is mobility right for you?
Here’s a checklist to help you decide if the time is right for you to mobilize your business. If you check one
or more items on the list, you may want to look into mobile technology in the near future.
❏
❏
❏
Do you spend more than 10% of your business hours calling on
customers, associates, or suppliers, attending off-site meetings,
traveling, or working at home?
❏
Do you have salespeople or representatives who work off-site part of
the time?
❏
Does your business have multiple locations? A warehouse?
❏
Do you wish you could get more done when you’re on the road?
❏
When you’re away from the office and need information, do you call
in and ask a staff member to look up a phone number, appointment
information, driving directions, or other data for you?
Do you travel with a briefcase full of printed documents and files, just
in case you need them?
Can you access your files remotely, or do you spend time e-mailing
them to yourself and/or co-workers?
Who’s going mobile, and why?
Businesses of all kinds are finding that having mobile access to their
information gives them a real competitive advantage. Many companies
who have adopted mobile technology for one reason—like keeping
better track of inventory—often discover other unexpected benefits,
such as:
legal signoffs, even money transfers can happen in minutes, making it
possible to do more business in less time.
Customer satisfaction. Mobile computing solutions can help you
keep your commitments to customers, follow up on special requests,
and respond quickly to queries. The result is closer relationships between
you, your staff, and your customers.
Increased productivity. When you give your mobile workers the same
access to information they have when they’re on-site, you greatly increase
the amount of work they can accomplish. Research has found that mobile
users can gain 8 to 12 hours per week when they use wireless networking.*
Better communication. Questions only you can answer are bound to come
up when you’re out of the office. Staying connected keeps everyone—staff,
vendors, and customers—on the same page, which can help you make
better business decisions.
Less paperwork. Using your laptop or other mobile device and an
Internet connection, you can access files from your server whenever
you need them. Contracts, forms, even full-color sales materials can be
viewed, customized, and printed on demand.
Job satisfaction. Some companies have found that giving workers the
freedom to control where they perform their work can increase job
satisfaction, reduce turnover, and minimize the costs associated with
retraining new employees.** Giving them the tools to work at home can
help empower your workers and create a more stable workforce.
Faster turn-around times. Instant mobile access to essential business
information can give you a competitive advantage. Credit applications,
Three things you need to get started.
The basic requirements of mobility are relatively few: you’ll need to connect
your laptop or home computer to your office PC and network, and use the
latest security innovations to help protect your data and your network.
make sure you have the most advanced security features available to
help protect your network from hackers and viruses.
3. Technology support. If you’d like to modify and/or upgrade an
existing laptop with powerful mobility features, discuss your current
hardware/software specifications with your technology provider and
ask for a recommendation and price list. It may not take much to
get you started. Your technology provider can also show you how
to synchronize files and folders between your laptop and desktop
PCs, so you can access them wherever you roam. He or she can also
help you decide if a wireless network and/or a server are right for
your business.
1. Hardware. You’ll need a laptop or home computer equipped with a
modem, high-speed Internet connection, or wireless card. (Most new
laptops come with one or more of these.) You will also want a telephone
cord or Ethernet cable and a spare battery.
2. Software. The latest versions of the tools and applications you
already know can help you get up to speed fast, and begin realizing
the productivity benefits of mobility right away. Upgrading your
operating system to Microsoft® Windows® XP Professional will also
2
Wired? Wireless? Or some of both?
Your office or shop may already be pre-wired for a computer network; if
that’s the case, it might make sense to take advantage of that existing
cabling. If you don’t already have an investment in a wired network,
or if you plan to move your office in the near future, you may wish to
consider going wireless. A wireless network uses radio signals that
transmit through walls, ceilings, and floors to connect computers that
are in different rooms. You can also use your wireless-equipped laptops
outside the office at designated public hotspots (airports, cafés, etc.).
Wireless networks equipped with Ethernet ports can support both
wireless and wired (Ethernet) connections. Most computers equipped
with a wireless card can also plug in to a cable-based network.
A wireless network can be flexible, inexpensive, and easy to install and
maintain. You’ll want to work with your vendor and/or technology
provider to determine the best place in your office to position your
access point. Because wireless technology operates using radio signals,
certain equipment like microwave ovens, office machines, and even
filing cabinets could cause interference with your signal.
Even if you go with the wired solution, you may wish to install a wireless
router as a convenience to clients, off-site workers, and salespeople.
It’s quite useful in meetings, allowing users to connect to the Internet,
check e-mail, and access your network without plugging in.
Here’s an example of how you can use a cell phone, a laptop, and a
public wireless network to connect to your files and to your customers
using the latest mobility-enabled software.
Mobile computing with advanced security features
from Microsoft—putting it all together.
Developing a plan that meets your business’s specific mobility needs
is an easy process. The first choice to make is the software you’ll use
on your PCs and your laptops. There are advantages to using the
latest software products, because they offer the most advanced
mobility and security features. Getting up to speed is easy when your
entire mobile system is founded on the software you and your staff
are already familiar with.
Microsoft mobile technologies work together to help support
your business wherever you go.
1. You’ve left the office for the airport. You get a call in
your car. An important client needs you to send updated
sales figures immediately, but the file is back at the office.
The operating system. Windows XP Professional will help you easily
connect to a wireless network and stay connected as you roam from
place to place. The Remote Desktop feature allows you to connect
to your desktop computer and your network from another computer
running Windows 95 or later.
2. You find an Internet café.
You realize there’s an easy solution. You locate a place that
offers a public wireless network, and take out your laptop.
3. You remotely connect to your
server at the office via the Internet.
You find the report and update the sales figures.
The network. A network powered by Microsoft Windows Small
Business Server 2003 lets you create a remote connection to your
network by using a Virtual Private Network (VPN) or Remote Web
Workplace. This allows authorized workers to have remote access
to your network, enabling data sharing among those who travel,
telecommute, or work off-site. You can also create an internal
company Web site using the built-in Microsoft SharePoint™ tools
to share company information with your remote workers.
4. You e-mail the new file to the client.
You post a backup copy on the office intranet.
5. You’re on your way.
Your client receives the sales figures, and
you’re off to catch your flight. Problem solved.
And if you decide on a wireless network within your office space,
Windows Small Business Server 2003 lets you share documents, printers,
and Internet connections without the hassle of running cables.
The desktop. Microsoft Office Small Business Edition 2003 can
automatically synchronize your files, calendar, and e-mail each time
you reconnect your laptop to your network. With Microsoft Office
Outlook® 2003 Web Access, you can use a Web browser to access
your Microsoft Exchange Server 2003 mailbox from any computer
with an Internet connection.
Advanced security for your laptop.
Windows XP Professional lets you use a built-in Internet Connection
Firewall to prevent intruders from accessing your computer. Also,
Microsoft Office Small Business Edition 2003 helps protect your
computer from e-mail and macro viruses. For information about
turning on the advanced security features built into Windows XP
Professional and Microsoft Office Small Business Edition 2003,
please visit the e-Security Guide for Small Business link at the end
of this guide.
3
Here’s how to connect from the road.
Today’s laptops make it easier than ever for you and your authorized
users to tap into your e-mail account, your calendar, and company files.
Basically, there are three types of Internet connections you may encounter:
Wireless connections. Wireless connections to the Internet are
almost as fast as typical broadband Internet connections, but have the
flexibility of unhooking you from the wall. With the development of
wireless technology, you and your business now have the ability to stay
connected from virtually anywhere. Currently, there are three commercial
wireless technologies available to business users: Wi-Fi (Wireless
Fidelity), Cellular Internet, and Bluetooth technology. Each one performs
a slightly different function, and conversely will provide different solutions
to your business.
Dialup telephone line connections. Most laptops come equipped
with modems and a phone line input. Just plug in the phone jack, and
enter the phone number for your Internet Service Provider (ISP). The
connection will be slow, and it will take time to download large files,
but depending on where you are, a dialup connection may be your
only option. Recent Microsoft Windows operating systems have a “new
connection wizard” to help you access the Internet. See the link at the end
of this document for full instructions on establishing a new connection.
• Wi-Fi, the most widely used wireless technology, uses a broadband
connection and a wireless base station to transmit signals to Wi-Fienabled computers. Using laptops equipped with Wi-Fi cards or integrated
Wi-Fi antennas and the necessary permissions or fees, your mobile
workers can take advantage of public hotspots in airports and
Internet cafés and continue to be connected and productive when
they’re on the road. Most base stations have a range of about 150
feet, so the broadcast area is rather limited.
Broadband connections. Broadband Internet connections are much
faster than dialup connections. And many hotels offer broadband
Internet connections in their rooms, usually for a small daily charge.
Simply connect your laptop computer’s Ethernet port to the wall jack,
and your operating system should automatically recognize and configure
the connection for you. If you want to access your desktop PC back
at the office from any computer on the Internet, you can use the
Remote Desktop Web Connection. Just enter a Web address to securely
connect and control your desktop computer remotely from inside your
Internet browser software.
• Cellular Internet, still in its infancy and the most expensive of the three,
gives you the freedom to connect to the Internet anywhere cellular
service is available. It is very easy to set up, requiring nothing more
than a cellular-enabled PC card and a computer. Mobility experts
project that by 2005 Cellular Internet will have gained widespread
acceptance, at a subscription cost of around $80 a month.
• A third wireless technology, Bluetooth, enables short-range wireless
connections between various hardware devices. Operating on a radio
frequency, Bluetooth eliminates the need to string wires between
your office computers and your printers, keyboards, mouses, and
other peripherals.
4
Tips for mobile travelers.
If you’ve ever run out of battery power, forgotten to pack a high-speed
Internet cable, or wondered about security when you’re on the road, you
may appreciate this collection of tips from experienced mobile travelers.
2. Lock out unauthorized users even when your computer is on by
configuring your user account to ask for a password each time your
screensaver is activated.
Power-saving tips.
3. Enable file encryption for each file you want to protect from prying
eyes. Using this feature, you can selectively protect your most
sensitive information.
1. Most batteries, even the newer lithium ion ones, will hold a charge
for four or five hours at the most, so carrying a spare battery is a
good idea.
To encrypt a file or folder:
• Open Microsoft Windows Explorer. (Click Start, point to All
Programs, point to
Accessories, and click
Windows Explorer.)
2. When not in use, switch your laptop to standby or hibernate
mode. A click of the mouse will let you pick up where you left off
without the delay of rebooting. You’ll find controls to enable the
hibernate feature or reset your power management settings in
your Control Panel under Power Options.
• Right-click the file or folder
that you want to encrypt,
and then click Properties.
Figure 1: Windows XP Professional
supports a variety of power management
options, aimed at providing users with
the ability to choose the balance
between battery life and performance
that best meets their needs.
• On the General tab, click
Advanced.
• Select the Encrypt contents
to secure data check box.
4. Don’t share your passwords. In fact, you might consider using a
digital wallet application to protect super-sensitive information such
as your passwords, Social Security number, and credit card numbers.
To extend your battery’s life,
eject any unnecessary PC
Cards, CDs, or DVDs from
your laptop’s slot, and, if you
need every possible minute
of your battery’s time, avoid
listening to music on your
computer while you work.
5. Set up a Virtual Private Network. Data sent across the public
Internet is vulnerable to hackers, but you can make your Internet
communications more secure and extend your company’s network
with a Virtual Private Network (VPN) connection. A VPN connection
uses encryption and tunneling to transfer data securely on the
Internet to a remote-access VPN server on your workplace
network. For more information, please see the e-Security Guide for
Small Business link at the end of this guide.
Security tips. If someone were to steal your laptop, how easily could
they get at your information? How devastating would the loss of this
information be if it fell into the wrong hands? Here are some
relatively simple precautions you can take to deny access to all but the
most determined data thieves.
Synchronization tips. If you’re considering buying laptops for yourself
and/or your employees, you can easily synchronize your work to make
sure everyone has access to the latest version of a key document. You
can set up this automatic feature and be assured that you’ll always be
working with the latest versions of your key documents. You can also
synchronize your e-mail to help keep mobile workers connected.
1. Set a device password to keep others from booting up your laptop and
accessing your files. The password setup procedure varies for each
laptop manufacturer and device, and involves setting up your Basic
Input/Output System (BIOS) menu with a password of your choice.
Once activated, only the most persistent hacker can access your files.
Preventing loss and theft
• Use a nondescript, padded computer bag.
Thieves usually focus on easy targets—those who are careless or oblivious
to potential danger. To reduce the chances of having your belongings
“lifted” when you’re traveling, it’s important to stay alert when you’re
away from the office.
• Make sure your name and contact information are in the case or on
a sticker applied to your laptop.
• Consider registering with a property return service, which can help
increase the odds of your lost bag being returned to you. For a small
annual subscription fee you receive identifier tags for your equipment.
If you get separated from your bags, the person who finds them can
call a toll-free number to receive simple instructions on how to return
them to you—for a reward, if you wish to offer one. Two such services
are Intellareturn.com and StuffBak.com.
Here are practical tips for traveling with your laptop or other
valuable electronic devices:
• Keep your bags near you at all times.
• Buy and use luggage locks, a small but useful deterrent.
• Use a cable lock system to secure your laptop when working off-site.
Some lock systems come with motion sensors and alarms.
5
The value of mobility.
Small to midsized businesses can often experience a positive return on
investment (ROI) on mobility technology within a short time frame.
The prices of laptops and other mobile devices have steadily come
down. Software has become more reliable, which has reduced the
need for frequent service calls. And competitively priced wireless
access is quite easy to find.
Plus, reported increases in productivity from running Windows XP
Professional on a laptop translate into an average annual ROI of $259
per laptop.† Businesses using Windows Small Business Server 2003 end
up spending less on setup and ongoing mobile network maintenance.
Taken together, these benefits will often offset any initial or maintenance
costs associated with mobile computing solutions, which helps explain
the popularity of mobile collaboration.††
Helpful mobility links.
Networking links
Wireless networking from Gateway
Mobile and wireless solutions from Gateway.
http://www.gateway.com
Click Small & Mid-Sized Businesses, then click Mobile & Wireless
Solutions in the drop-down menu under Solutions.
Networking Guide
Learn how networking your computers can benefit your business.
http://www.microsoft.com/smallbusiness/gtm/encomm/freetrial.mspx
Network configuration tool
Complete the questionnaire and get a recommended network
configuration for your business.
http://www.microsoft.com/hardware
Click Broadband Networking, then click Help Me Choose.
Product links
Microsoft Small Business Center
Microsoft’s online resource for small business guidance and
product information.
www.microsoft.com/smallbusiness
Wireless networks for small offices
Get the efficiency and connectivity of a wired network without the
expensive administrative and installation fees.
http://www.microsoft.com/hardware
Click Broadband Networking, click Help Me Choose, then click Learn
more under Network your office.
Microsoft Office Small Business Edition 2003
New and familiar products like Outlook 2003 help improve how you
connect to coworkers, information, and business processes.
http://office.microsoft.com
Click Product Information. In the right-hand column under Product
Information For, click Office 2003 Editions, then click Small Businesses.
Wireless Notebook Kits
Everything you need to know about creating a high-speed wireless
network for a desktop and a notebook computer.
http://www.microsoft.com/hardware
Click Broadband Networking, click By Device Type, scroll down to Kits,
and click on See all kits.
Windows Small Business Server 2003
Find out how easy and affordable a server-based network can be.
http://www.microsoft.com/windowsserver/system
In the left-hand column, click Windows Small Business Server 2003.
Dell wireless solutions for small business
See Dell’s wireless solutions.
http://www.dell.com
Click Small Business. Scroll down and click More Details under
Go Wireless.
Windows XP Professional
Find out how the latest version of Windows XP Professional can help
you get the most from your computers and stay better connected
with customers.
http://www.microsoft.com/windowsxp/pro/smallbusiness
HP small and medium business
HP’s wireless solutions for small and medium businesses.
http://www.hp.com
Click Small & Medium Business. Click Mobile & Wireless under the
Technologies solutions section.
6
Helpful mobility links (continued).
Windows XP Professional Video
Learn how Windows XP Professional helps users stay connected and
working at the pace of today’s business anywhere, anytime.
http://www.microsoft.com/windowsxp/pro/smallbusiness
Under the header titled Highlights, click Windows XP Professional:
Helping Small Business Every Day (300k video).
Synchronizing your offline folders
Learn how to automatically synchronize your offline folders at a
time or time intervals that you specify, or manually synchronize them
whenever you need to.
http://www.office.microsoft.com/assistance
Type Synchronizing Your Offline Folders in the search box, then click the
link titled Synchronize offline folders.
Remote desktop web connection
Access files and stay productive away from your desk.
http://www.microsoft.com/windowsxp/pro/evaluation
Click Product Overview, and under the header The tools of the digital
age at your fingertips, click Access files and applications remotely.
Other useful links
Glossary of mobility and wireless terms
Over 340 terms relating to wireless and mobile networking.
http://whatis.techtarget.com
Under Telecom, click Wireless & Mobile Networking.
Accessing your e-mail remotely using Outlook Web Access
Use a Web browser to access your Microsoft Exchange Server mailbox
from any computer with an Internet connection.
http://office.microsoft.com
Type Outlook Web Access in the search box, then click on the link titled
Access your e-mail using Outlook Web Access.
RhondaOnline
This site is packed with information to help businesses handle
technology issues.
http://www.rhondaonline.com
Click Help Me Rhonda. Click Technology & Communications.
Opening a new Internet connection to your network
Make your Internet communications secure, and extend your private
network with a Virtual Private Network (VPN) connection.
http://www.microsoft.com/windowsxp
In the left-hand column click Using Windows XP. Click Using
Windows XP Professional, then click How-to Articles. In the Go
Mobile section click Transfer Internet Data Securely with Virtual
Private Networks.
e-Security Guide for Small Business
Get straightforward, in-depth information on critical security issues.
http://www.microsoft.com/smallbusiness/desktopsecurity/pdf.mspx
The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing
market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication.
This White Paper is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.
Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced
into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of
Microsoft Corporation.
Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written
license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.
Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious, and no association with
any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred.
* Source: Empowering Mobile PC Users: The Financial Benefits of Windows XP Professional and Office XP, Beaming Point, December 2002.
** Source: European Telework Online, http://www.eto.org.uk
† Source: Higher Yields: The Financial Benefits of Windows XP Professional, March 2002.
†† Windows Small Business Server 2003 is built on Microsoft’s newest Windows server operating system. Through customer studies of early adopters, we’ve seen up to eight times more uptime
than with Microsoft Windows NT® Server 4.0.
© 2004 Microsoft Corporation. All rights reserved. Microsoft, the Office logo, Outlook, SharePoint, Windows, the Windows logo, and Windows NT are either registered trademarks or trademarks
of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.
7