notacomputergeek

This part discusses end user software (also referred to as apps). System Administration and server software will be covered in other blogs. So now you’ve got your hardware and it’s secure, you need software which allows you to do some work.

Operating Systems
If you’re on Windows 10 or 11 – great! If you’re on an earlier version, then you should plan to upgrade. Previous versions are already end of life (EOL) and Windows 10 will reach EOL on 10/14/25, which means you will no longer receive updates or technical support. No longer receiving updates can leave your environment vulnerable to malicious activity. There is still no official release date for the next version of Windows (12). For servers, you should be on Microsoft Windows Server 2019 or 2022. The next version of Windows Server (2025) will likely be available in November 2024. It is imperative that you keep your operating system up to date with the latest versions and updates.

Email
If you want to go the free route, there are many options, but you will not have your own domain name. Instead of yourname@mybusinessname.com, it will look like mybusinessname@outlook.com or @hotmail.com or @mac.com or @gmail.com or @yahoo.com, etc. If you want your own domain or more than just email, there are three main options: Microsoft, Google, or any other email hosting company. I realize Microsoft and Google are also email hosts, but they offer much more than just email hosting. If you are a Mac/Apple aficionado, sign up for iCloud.

Microsoft offers three options to their 365 Business customers – Basic, Standard, or Premium. Basic includes email with your own domain name, and web versions of Word, Excel, Outlook, PowerPoint, Teams, OneDrive, and SharePoint. Standard includes everything in Basic plus desktop versions of many of the standard apps. The desktop versions have more features and should run faster, since they are running locally and not across the internet. Premium includes everything in Standard plus apps for security and device management. Microsoft also offers many a la carte options if you need something specific. Do an internet search to see specific details and comparisons.

Google offers four options to their Workspace Business customers – Starter, Standard, Plus, and Enterprise. Starter includes email with your own domain name and web versions of many of the same apps that Microsoft provides. Standard includes everything in Starter plus per user storage. Plus includes everything in Standard plus more storage and endpoint management. Enterprise includes everything in Plus plus Enhanced support. Do an internet search to see specific details and comparisons.

There are a multitude of email hosting sites, and you will need to do your own research to see which one works best for you and your needs. Some of these sites include Zoho, IONOS, IceWarp, Fastmail, Bluehost, Hostinger, Rackspace, DreamHost, A2 Hosting, and many more.

Office Suite
It is essential to use a word processing app and a spreadsheet app. You can obtain a free suite of apps at openoffice.org but it is not as widely used as Microsoft or Google. Also, an important decision is the familiarity users have with these applications. As an employer it’s going to be easier to find someone who knows Microsoft Word or Google Writer than it is to find someone who knows OpenOffice Writer.

Web Browser
Web browsers allow you to interact with internet websites and is a matter of preference. Microsoft Edge, Google Chrome, Mozilla Firefox, Apple Safari, and many more can be used.

Miscellaneous
Adobe Reader (view PDFs), CCleaner (cleans unneeded files from your drive), Malwarebytes (scans for malicious files), McAfee WebAdvisor (identifies safe/unsafe websites when browsing the internet), VirusTotal (scans files, domains, IPs, and URLs). There is a ton of free software out there, but these are a few to get you started.

Most small businesses will also use industry specific software, such as an Accountant will need accounting software. Capterra’s website assists with selecting software and is a good source to review top software options.

Lastly, update, update, update. Software vendors routinely update their software because of security vulnerabilities and other deficiencies. By updating your software, you are protecting your systems from malicious intent.

A bit of my history
• My first email address was a bunch of numbers @compuserve.com. Remember dial-up modems? When we went from 300 baud to 1200 baud, it was like lightning!

Non-Profit Tips
• Donor Management – The Cadillac here is Blackbaud Raiser’s Edge NXT. This can be expensive but also the fullest features. I would recommend it for larger non-profits that would have several people using it. The software is very modular as you can add necessary features to the base product. Other popular options are eTapestry, Bloomerang, and DonorPerfect. The best thing to do is put together a committee to evaluate a short list of products that best meet your needs and decide as a group. A good package used properly can pay for itself and generate much needed revenue.
• Microsoft 365 grant– Microsoft offers 10 free Microsoft 365 Business Premium licenses to qualifying non-profits and discounts for their other options.
• Google Workspace – Google offers Google Workspace for Nonprofits at no charge and offers discounts on Standard, Plus, and Enterprise options.
• Server – Obtain your Windows Server software and server CALs from Techsoup.
• If you are state or federally funded, you may find that your agency is mandated to use specific applications – primarily for client data or reporting.