When I started my home office, I looked for a comprehensive list of software I would need. I had the computer (a Lenovo laptop) but I need to make sure I get all the require software, so I researched it and came up with the below.
What software for your home office? You will need Office 360 Home which contains Word, Excel, PowerPoint, Access dB and others. Office will come with 1T of online storage. You will need Chrome and/or Firefox. If you are on a business for yourself, you will also need Gmail which will come with Google hangout and 30Gb of shareable online storage.
So here I was equipped with what I believed was a definitive list. Now because my I was also setting up my own business, I needed a few more, very specialized pieces of software, so the list grew a bit. In the following paragraphs, I’ll go through a few things you need to know about the above software for your Home Office.
Google account
With a Google account, you get an email but also a whole suite of business software. The two other important ones will be “Calendar” and “Drive”. Drive is what will give you the 30GB of online storage with the possibility of sharing docs with your colleagues. You can use that space for regular backup sa s we will discuss later. Mail (the email software) allows you to communicate via email but also, send instant messages through “Hangout”. That piece of software can be useful as it also allows for screen hares and video-conferences.
Also: it’s free… And you get access to a long list of online software free tools such as “Docs” and “Sheets” (and many more). So, you need a Gmail account… If you already have one, remember that it comes with many free products that you can use for your business (if you have one) and that they are a very viable alternative to Office. However, those tools are still a bit clunky, not always very easy to use, have limited functionalities at times.
One last word about a Google account and Gmail more specifically: there are more specialized tools that you can add to your Gmail account to help with more specific tasks. Those products are accessible through the “G Suite Marketplace”, a bit like the App Sore from Apple where you can choose the app you want.
Office 365
Unless you are using Chrome for everything with a Google account or Apple, you will have to use Office. Your computer does not come with Word doc or Excel or PowerPoint… They must be bought and lately, Microsoft has been offering two options: a one-time fee for a package including word, Excel, PowerPoint, etc. or an annual subscription. The one-time fee option offers the latest version of the software and you’ll easily be able to work with those for a few years. You’ll probably have to replace your laptop or PC before you need to upgrade those softwares, so it’s perfectly fine to take that option.
Now, Office 360 does have an advantage: you can use the same licenses for multiple installations. So, if you have two or three laptops/PCs at home, you pay that only one annual subscription. The cost over the years is not as straightforward to compare: on one hand, you have a one-time fee but you will have to replace your computer within just a few years and you may even have to buy another computer or two. On the flip side, a subscription is a payment that will come due every year. But if only because of the multiple installation feature, the subscription is the better choice. You’ll also get support and other benefits but multiple installation and regular upgrades is the main advantage over the one-time fee option.
Microsoft account
With Office, you will have to create an account. You will have an email account as well but more importantly, you’ll get 1,000 GB of storage. You will need that account to access Skype as well and Xbox (but there we digress…)
Online storage
Microsoft account (you will need one with Office 360) will give you online storage with 1T of storage (1,000 Gb). Online storage is one of the most important things you need to master. It acts as your backup (always needed) and allows you to share documents (if needed). It starts with having enough online storage and Microsoft’s 1T is a very good start.
Google (with a Gmail account) will give you 30Gb of storage which is decent. This does depend on what you store of course, but for your regular documents, 30Gb is usually enough. Your personal videos and pictures need to go to your personal gmail account and storage (it goes without saying… Because, those will eat up your storage in no time…).
Mastering online Storage
Online storage needs to be “mastered” because of two issues.
Issue No 1: usually people forget about or delay making backups (takes time,
boring, can always be done later) but obviously, backups are useful only if
they are done… frequently. The best way is to work only with online documents
(as they are backed up right there and then) but that’s not always a good thing
either because of the second issue.
Issue No 2: Privacy. I know, everyone swears that the files are safe, secure, protected, etc. however, every now and then, some hacking issue pops up. My recommendation is to be very careful with what is put online and even assume that over the course of the years, it will be hacked into. So, best thing is to have local copies for the 1% documents that are so sensitive, you cannot afford to have them online at all. Then for the vast majority of your documents that contain sensitive information (but not the “Top sensitive” ones), go for a password protection. Some of the office software allow to password protect your file (excel, OneNotes…). The rest of the documents can be put online without additional precaution.
So, three tiers in terms of level of sensitivity. Do not put online the Top sensitive. Password protect the sensitive material and no additional protection for the rest. I believe Microsoft, Google and the other do a good job to safeguard your files, but better be safe…
Browsers
You do need to have Chrome and Firefox in my opinion. Chrome and Firefox are well established and trusted names. In many comparisons and tests, they usually come close one to another, so really you will get the job done. If you are a techie, you will prefer one over the other because of specific features you are most interested in. Otherwise, both are good.
Use Chrome for your everyday / non sensitive browsing. Also, Chrome naturally integrates with Gmail and if you have several professional gmail accounts, you can switch from one to another easily in Chrome. Firefox is best for privacy and notably, when it comes to accessing bank account, filling online tax forms, you do want a browser like Firefox that can be setup such that passwords are never remembered, and activity never logged. That’s important in case your PC or Laptop is lost / out of sight and someone gains access to it (and then to your accounts for ex…).
Emails
You have an email address, most probably with Gmail or Hotmail or… Gmail is probably the best as it can be customized to give you a real professional email address. Not only that, but is also comes with a full suite of business applications as well: Calendar, Online storage, Google hangout and instant messaging. The downside: a relatively unfriendly interface… You need to use a browser (usually Chrome) and it’s simply clunky to use. Text formatting options in email for example are limited at best…
Now, with your windows 10 install, you have a free mail application. It’s a step above reading your email on the browser. It is also very easy to link up your account. Even multiple account (on Hotmail, gmail…). The functionalities are still basic but a much better experience than gmail on Chrome. The application in question is called “Mail” and it’s free with Windows 10.
If you did subscribe for Office 365, then you have probably the best email app: Outlook. That’s professional grade with search features, flagging options, formatting capabilities, etc. I’m not turning this into a product review but it is one of the very best mail application, so if you do have it as part of Office 365, you should use it for all the feature it offers. That presupposes that you do have a need for a professional looking email client (with searches, categorizations, text formatting…). If not, or if you are just checking emails a few times a week, then Mail does the job perfectly well and is free.
PDF Software
PDF software can be very useful although not necessary. The original benefit intended by the creators of PDF was to allow for a document to be red on any computer or operating system (PDF stands for Portable Document Format). The side benefit (locked content) is actually one of the main reasons why people use PDF. PDF also gives a sense of professionalism to your documents. If you have Office 365, Word will come with the in-built capability to transform word docs into PDF files.
Now, if you need to manipulate files that are already in PDF format, you will need a PDF software. With such a software, you’ll be able to add password protection and a signature certification. A PDF software is not necessary in my opinion unless you do generate documents that need to look professional. For ex: guides, eBooks, manuals, reports…
Anti-virus
Antiviruses are necessary even though the protection they offer is never complete. So, the question becomes how to live (and work) with the threat that viruses pose?
One thing to consider as well is that their performance is now relatively close from one antivirus to the next and the leader board ranking changes every day… You should therefore get an anti-virus, a good one but not necessarily obsesses over whether the one you chose is really the best one at this time with the view of changing with the next publication of test results from this magazine or the other.
MacAfee: good. Norton, Bitdefender? Good also. Webroot? Another one you can use. The paid version cost between $ 20.00 and $ 40.00 per year.
There are free versions as well, quite good but with less features than the paid version (parental control for example) and you will have pop ups to upgrade to the paid version. They are very good starting substitutes to the paid version (same protection) except as we said, the fact that they have less features.
Related question
How to surf safely online
Use a good anti-virus. Your password must be complex with special characters, lower case and upper-case letters. Confirm the site’s security (only “https”, no “http”). Be selective with whom you share your info: only government’s or financial institution’s secured sites. Use a credit card with a low limit for online payments…
What is the cost of IT support for a small business?
You can expect to pay about $50 per desktop per month for a “managed service”: in case of an issue, you call. Fixing is done remotely and a “Tech” can come if needed. Alternatively, you can alternatively use an “IT guy” who can help when needed and that would amount to about $60 to $100 per hour