How to Manage Your Passwords

I recently attended a Cyber Security seminar and the presenter mentioned that most of us are now the proud owners of between 100 and 200 log ins to online sites. From Facebook, to email to your favourite online game, shopping or subscription site. Many logins are from sites not visited for 5 or more years.

At the same seminar I learned it can take a hacker less than 5seconds to discover a weak password and only a few hours for a slightly stronger one.

Apparently length beats complexity, hence the new term “passphrase” where cyber security professionals are recommending longer, multiple word, passwords. Stringing 3 words together interspersed with numbers and special characters is recommended, for example
Flower58elephants#africa

And all of the experts are telling us not to repeat a password.

With 100 – 200 online accounts it is impossible to create, remember and manage all these unique passwords. Even the best and brightest brains would not be able to do this.

Most of our clients struggle to retrieve their passwords when needed. Whether it be accessing their WordPress website, their domain or hosting account, their Google email or various other online accounts that we need to undertake work on their behalf. Yet it is the client’s responsibility. Despite wishful thinking, it is not our responsibility, nor our desire, to manage passwords on behalf of our clients.

Browser - Remember Passwords

Most of our clients use the “remember this login” feature that browsers offer. This is a poor system, as it invariably means the browser remembers the password, but you don’t. So while initally storing passwords in a  web browser (eg. Chrome) may appear convenient, it can be problematic because as soon as you clear your cache, buy a new computer, or device, or log in at a different location, the browser’s system may not work.

Not only is it a poor system for retrieving your password in the less usual circumstances, it’s generally insecure. If someone else with ill intent obtains access to your system (either physically or remotely) they can gain access to your entire library of passwords across different websites. Your exposure footprint is very high. Anyone who has access to your web browser or uses malicious software to hack it will be able to access the passwords saved in your browser.

Writing Passwords in a Book

Some of our clients write their passwords in a little black book, or similar. This old-fashioned system probably feels reasonabley secure as it’s unlikely an online hacker will be in possession of your online accounts at the same time as your physical book. The problem with this, and it is fair to say with any system, is using it 100% of the time. Almost all of the clients that let us know this is the system they are using will also own up to the fact that the book is somewhat disorderly and there is an on again off again relationship with using it. If the system is not used 100% of the time, it becomes an unreliable method. Once it starts becoming unreliable, most people stop using it altogether.

The other issue with writing passwords in a book is there is a high likelihood of the passwords being easy to remember and type. They are likely to be weak passwords. Compare these two passwords

1. 4Uim>5{+yhJTqw
2. elephant45^

A randomly computer generated password, like the 1st password, is likely to be hard to read and type - but it will be a strong one. A password you choose, like the 2nd one, and keep in a little black book, is likely to be quite guessable to a hacker and the algorithms and password generators they use.

At one of the cyber security workshops I attended it was revealed that most of us use either 2 or 4 numbers together (not 1 or 3 or 5). As I mentally went through the passwords I've created I realised that infact, for me at least, that was true. And apparently it is true for a large number of us. Knowing this, the hackers can set their automated hacking devices to look for patterns of 2 or 4 numbers, usually at the beginning or end of the word. So try to find a way not to use 2 or 4 numbers together!

If you are using a book, here's a few suggestions.

• Use a book with A-Z tabs so that each online platform can then be saved by it's name. For example F for Facebook, G for Google and Z for zoom.
• Add the password in pencil, so that if it gets changed, you can easily rub it out and write in the new password in it's place

Here's an example of password book you can purchase.

Password Managers

Very few of our clients use a password manager. But this is what the cyber security experts recommend. Password managers are not without their problems and risks, but they are less problematic and less risky than other methods.

There are also some real bonuses with using a password manager that many people may not consider, such as

• It will generate the passwords for you, so you don’t even have to think about it
• It will highlight any weak or duplicated passwords
• If you end up using "forgot password" it will update with the new password that is created
• You can take it with you, whether you are travelling, in a different work location or attending a seminar.
• It frees up your brain space for more important issues, like what to have for dinner tonight 😁

There are lots of password managers out there to choose from. Most of them come at a low subscription cost. This subscription cost, in our view, is worth every penny.

Two password managers we’ve seen recommended by a cyber security expert are

• Password Safe
• KeePass

Here’s a list of a few other recommended password managers.

Ctrl C and Ctrl V

I'm not in the habit of using many keyboard shortcuts, but Ctrl C and Ctrl V really come into their own when used with passwords.

Ctrl C = Copy

Ctrl V = Paste

If you are using a Mac it will be the Command key (rather than the Ctrl key).

Sometimes it can be difficult to tell the difference between the number zero (0) and an uppercase letter o (O). Sometimes it can be difficult to tell the difference between the number one (1) and the lowercase letter l (l). When typing a password into a field these differences often lead to errors.

Using Ctrl C to copy the password and Ctrl V to paste it into the field is usually the most reliable method for entering a correct password.

A password manager will usually automatically fill in the password field, so you don't need to use they keyboard shortcuts. However even with password managers it can sometimes be useful to know this little keyboard gem.

Recommended Next Steps

1. Decide upon and install a password manager
2. Choose a unique, memorable to you, passphrase (string of words) as your master password for the password manager
3. Over the next 2 weeks, start adding your online accounts as you use them
4. Get use to the way it works with these first online accounts. Change weak passwords to stronger ones. Change passwords that have been used more than once to unique ones
5. After a month, start an audit of all your online sites, gradually but surely moving all of them over to your new system
6. Continue using the password manager for everything – you’ll love the convenience

Remembering your passwords is your responsibility – it ain’t nobody else’s – take the frustration out of this modern day problem by using a modern day solution.

Further Reading

Here’s a good article by Choice on password managers
https://www.choice.com.au/consumers-and-data/protecting-your-data/data-privacy-and-safety/buying-guides/password-managers

Here's an article explaining how password managers work
https://cybernews.com/best-password-managers/how-do-password-managers-work/

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Ever Been Told to Clear Your Cache?

Sometimes an IT person or web developer will ask you to clear your cache. Clearing the cache can solve a lot of odd problems. It can be done at anytime without any adverse effects.

Although it doesn’t cause any harm in clearing your cache, you will lose your browsing history - which can be annoying.

Cache’s exist at several levels

• Browser
• WordPress
• Server (eg. website hosting)

In this article we'll look at how to clear your cache at browser and WordPress levels.

Browsers

Clearing the Cache at browser level causes no harm - but it can be a bit frustrating as you could lose your favourites, bookmarks or browser stored information. You'll find that the predictive texting that often auto-fills your favourite places will be lost.

Examples of browsers are:

• Google Chrome
• Safari
• Firefox
• Microsoft Edge

At 65% of internet searches, Google Chrome is the most popular browser, and likely to be the one you are using. Safari, being the default browser for iPhones, has about 20% of users. Other browsers, such as Firefox and Microsoft Edge, account for less than 5% of internet searches.

Identifying Your Browser

If you're not too sure which browser you are using, have a look at the icons below. Do any of them look familiar?

Browser icons created by Flaticon

If you're unable to tell which browser you are using from the icon, take a look at the top tool bar - on the very top left it may have the name of the browser.

How to Clear Your Browser Cache

How you clear your cache will be different depending on what browser you are using. The first step is to identify which browser you are using. Hopefully the information above has helped you with this.

Here’s 2 good articles that describe how to clear your browser cache.

Hard refresh your browser and clear your cache on the top 4 browsers.
https://fabricdigital.co.nz/blog/how-to-hard-refresh-your-browser-and-clear-cache

How to clear your browser cache, including iPad and iPhone.
https://www.fvsu.edu/how-to-clear-your-browser-cache/

Or Google, "how to clear (insert name of browser) cache" and find a recent article that covers your browser.

Refresh Your Web Page

After you've cleared your cache, you'll need to refresh the page you were working on or viewing (the one that caused you to seek help in the first place) to see if it has fixed the problem.

Most browsers have a refresh icon just to the left of the address bar. Click on this to refresh the page.

Refresh icon created by Flaticon

Here’s a good article that shows you how to refresh your webpage.
https://www.badgermapping.com/knowledgebase/how-do-i-refresh-my-browser/

Clearing the WordPress Cache

If you've been editing a WordPress website, you may have come across a situation where the changes you have made didn't work or they look funny on some browsers. You may have been asked by the IT support desk team to clear the cache, or maybe you've taken it upon yourself to give this a go.

You need to be an Admin user level to access deleting the cache. Clearing the cache doesn't cause any harm and often solves odd problems. Even better news - it's simple to do!

How you clear your WordPress cache will be different depending on what caching plug-in has been used on your site. Below are instructions for two popular WordPress caching plug-ins.

WP Fastest Cache

To clear the cache with sites using WP Fastest Cache, look up to the top black menu in the WordPress dashboard. Here you will see the cat’s head with “Delete Cache”. Hover over this to view the two items

• Clear All Cache
• Delete Cache and Minified CSS/JS

Click on both of these. By clicking on them, this will delete these caches.

LiteSpeed Cache

For the plug-in LiteSpeed Cache look for the blue diamond shape in the top black menu inthe WordPress dashboard. You can purge all without doing any harm to the website.

Other Caching Plug-Ins

There's lots of different caching plug-ins. If your site doesn't use WP Fastest Cache or LiteSpeed Cache, hover your mouse over the top thin black menu bar and look for something that says cache or purge.

Not all WordPress websites have a caching plug-in installed - but most do - as it helps with page load speed.

Autoptimize

In addition to a caching plug-in, you may see Autoptimize in the top black menu in the WordPress dashboard. If you do, hover over this and click on delete cache.

Clear the Cache by Page

Some pagebuilders allow you to clear the cache by page. Hover over the page name to reveal the quick tools. If it allows for clear cache, you can click on this with no harm to your site.

Check It's Worked

If you look at the website when you are logged into WordPress you may find the error persists. Ensure you are logged out to check if the site is now working.

To best check clearing the cache has solved your problem open the website in a private or incognito window, refresh the website and then take a look.

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Cleaning your Laptop at Home

There’s two parts to cleaning your laptop, the hardware and the software. In this article we’ll focus on the hardware, or the outside, of the laptop.

Firstly, let’s put those usual household cleaners away – they are not recommended for the job.

Secondly, turn off the computer and unplug.

What you’ll need

• 2 Microfibre cloths
• Cotton buds (also known as q-tips)
• Isopropyl alcohol
• Soap or shampoo

Screen

Wipe gently with a dry cloth. Next, lightly dampen cloth with a little water and gently rub the surface of the screen to clean.

If you find this doesn’t remove the fingerprints, you may like to try a 50/50 mix of water and white vinegar.

Exterior

With the lightly dampened microfibre cloth, gently rub the outside of the laptop, taking care to avoid the ports (where cables are plugged into).

Mouse

If you’re using a mouse you may wish to give this a little clean as well. Unplug the mouse from the laptop and remove any batteries.

Use a small amount of isopropyl alcohol to dampen the cloth and wipe the outside of the mouse clean.

Mousepad

Here’s where a little soap or shampoo can be used. Give the mousepad a good clean and let it air dry.

Keyboard

For a proper clean you may wish to take your laptop to a computer professional. They’ll have things like compressed air to clean crumbs from the surface of your keyboard.

At home you can pick up your keyboard, turn it over, and gently pat it on the back to dislodge crumbs and other bits of dirt.

Run the same cloth that was dampened with a small amount of isopropyl alcohol for the mouse over the keyboard.

Then dampen the cotton buds with a small amount of isopropyl alcohol. Use the cotton buds to get in between the keys.

And that’s it – your laptop is now nice and clean.

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Is the computer driving you crazy? Have you had enough? The button you clicked didn’t work, the screen you were on suddenly disappears, there’s another pop-up that comes from nowhere doing what-ever it wants to do.

You might not know who to call to help you and even if you do call them, you’re not sure how to explain the problem. Even if you find a person and successfully describe the problem, the stress of listening to their response and keeping up with IT lingo can be exhausting.

But what’s it like for the IT person. And what has any of this got to do with losing a shoe?

Here’s four ways why calling in the IT brigade is like losing your shoes

1. Hints are needed
2. Always the last place you looked
3. The culprit may not be who you think it is
4. Deadlines always increase the stress levels

Hints are Needed

Remember what it was like trying to find a shoe for your four year old? You go through the process of looking in the car, under the bed and in the kindy bag only to find it in the dog kennel.

Imagine ringing up the magical shoe finder who’s never visited your home, doesn’t know the layout of rooms, or the usual habits of its occupants, and asking this shoe finder to find your shoe.

If such a person existed they’d start of by asking you questions like:

• When did you last wear the shoe?
• Where do you usually put your shoes?
• Do you sometimes leave them in the car?
• Is there a dog or two year old in the house?
• Have you looked under the bed?

They’d ask you lots of questions in a quest to help you find the shoe – and strange as it seems - IT support will likely ask you a bunch of similar questions.

• When did you last use the program?
• What usually happens?
• Do you sometimes find this happens at other times?
• Is the internet working?
• Have you turned it off and on again?

The IT person is trying to get to the bottom of the problem and needs to understand as best they can what’s happening.

Always the last place you looked

By definition you find the shoe in the last place you looked for it.

It's often the same with IT problems. Often IT support doesn’t know what the solution is until they’ve solved it. They can guess at what it might be, but until they’ve done their investigations they don’t know.

Culprit

So the four year old lost their shoe - but perhaps grandma put it away in the laundry last night when she was looking after the kids.  Maybe the cat moved it under the towel when he was skylarking.

Sometimes our first port of call when we have problems is to try and find someone to blame.  And IT people are often in the firing line.  And maybe three months ago they didn't tick a check box for a setting that sometime later on is found to be an important one.  But maybe some piece of software was updated and it now finds itself incompatible with another piece of software where previously the two played nicely together.

Deadline

If there was no deadline to finding the shoe you’d probably have a laugh about it and say it will turn up eventually. Change the situation to it being a work shoe and the train leaves in two minutes. Your stress levels would be to a point neighbours are probably hearing about said lost shoe.

Same with calling in IT support. If there was no deadline you’d probably give them a relatively calm description of the issue at hand and allow them time to work through the process. If you’re working to a deadline and the computer breaks down at the eleventh hour there’s a good chance your IT person will be the butt of your exasperation.

The moral of the story is:

1. Answer the questions
2. It’s solved when it’s solved
3. The blame game is no fun
4. The eleventh hour is your responsibility

Answer the Questions

Help the magical shoe finder do their job. IT support are not walking encyclopedias having memorised every permutation for every technical hitch for every piece of software that exists. They also can’t mind read. At least not the IT people I’ve met.

It’s Solved when it’s Solved

Depending on the complexity of the problem, IT support may not know how long it will take to solve. Allow them time.  It might be a quick fix - but then again - it might not be.  Patience my dear friend.

The Blame Game is no Fun

Looking for culprits and immediately assuming it is the IT person is a little unfair and besides, its no fun.  Let's make our workplaces as nice as we can.  Even if it is their fault - their human - we all make errors.

The eleventh hour is your responsibility

Difficult as it is to accept, working to the very edge of a looming deadline is a recipe for disaster. Whether it’s an unexpected IT problem, a sick child or a car breakdown that impacts on your work schedule – if there’s a tight deadline there’s a whole bunch of things that can make it turn sour.

Some deadlines can’t be avoided. But some can.

Shoes can't talk - but people can

There’s a lot IT support people can do to improve their communication – talking with words that most of us understand would be a good start. But communication is a two-way street. Let's all try to improve our communication when it comes to IT stuff.

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html - the Coding for Beginners

Websites can use quite a few different coding languages, but html is the one that beginners will come across first.

Learning basic html can assist to more effectively manage websites and trouble shoot issues when things go wrong.

WYSIWYG editor

Many of us find ourselves in the position where we need to enter text or photos onto a webpage. This could be a website, an e-newsletter or an online event page.  Thankfully most sites have a WYSIWYG editor.   WYSIWYG stands for a What You See Is What You Get editor

This makes it easy to edit webpages.  They have buttons that you'll be familiar with, for example making text bold or centre aligning the paragraph.  Beginners should use this and not attempt to use html at all.  These editors exist to make it easy for you - which is great news!

However, sometimes things go wrong.  Often it’s because the code (or html), which is hidden in the background, has an error.  The fix is often very simple if you know basic html principles.

We hope the following coding for beginners guide helps you get started.

The Golden Rule

The golden rule for html is there is always an Open and a Close.

• Open    < >
• Close    < />

Q: Do you see the difference?

A: The close code has the backslash.

The open code is at the beginning of the text which is subject to the html instructions.  The close code is at the end.

Some Common Examples

Bold

<strong>To make text stand out, bold it</strong>

Heading

<h3>This is a Heading</h3>

New Line

<p> You can start a new line for every new thought </p>

Bullet Points

<ul>
<li> Milk</li>
<li> Tea</li>
<li> Coffee</li>
</ul>

Would look like:

• Milk
• Tea
• Coffee

Links

Link to another webpage:  <a href="https://diydigital.com.au">DIY Digital</a> DIY Digital

Finding the html

To add or edit the html, you've got to find where it's hidden.

It’s almost always a toggle switch – anotherwords you toggle from the normal view to the html view.  Top right of the edit window seems to be the most popular position for the toggle button, however it can be placed in any corner, i.e.

• Top right
• Top left
• Bottom right
• Bottom left

It will look different depending on what system you are using, but a popular icon is the open and close paragraph marks; < and >.

MailChimp

MailChimp uses the open and close icons < and > at the right end of its WYSISYG editor.

Shopify

Like MailChimp, Shopify uses the open and close icons < and > at the right end of its WYSISYG editor.

Joomla

You can find the html in Joomla by clicking on the Toggle Editor (bottom left).

Another online system calls it html (isn’t that nice of them?)

WordPress

WordPress calls it the Text editor and you can toggle between it and the Visual editor using these buttons at the top right

Weebly and Wix

Weebly and Wix make it very difficult to find the html editor and don’t encourage it.  This makes their sites relatively foolproof as they make sites for people who don't code and don't want to code.  It's the keep it simple principle.

Trouble-shooting

If the:

• fonts end up being all big or all in italics
• letters in the word do not change to bold
• links don't work

It’s likely to be because

• There is no close code
• The close code is incorrect

The fix is as easy as going into the html code and fixing the close code.

Next Steps

If you wish to learn more about editing your WordPress website, here's two partner video tutorials that may assist:

Beginners Guide to Edit Webpage - understanding Rows & Columns

WordPress Beginner WYSIWYG Editor

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Businesses who have a professional domain name email address are unlikely to be having trouble with their email. However if you're on a legacy system or have a free email you may find your email isn't working. Here's a quick trouble-shooting guide to help you fix your email problem.

Turn it Off and On

An oldie but a goodie, if you are having trouble sending or receiving emails try;

• Waiting 5 minutes
• Turning your computer off and on again
• Waiting 2-3 hours

Often it is a small glitch that can cause issues with no apparent reason and the simple steps above can sometimes get the email system up and running again.  A cup of tea sounds good!

Check your internet connection

Double check your internet connection.  Go through a few checks to see how your internet connection is behaving.  Here's a few things you can do;

• Look through your inbox and determine if you are receiving emails from anyone at all
• Note down the time you successfully received your last email
• Open up the Bureau of Meteorology (http://www.bom.gov.au/) or some other popular website

These quick checks will give you a sense of how wide the problem is and if a bad internet connection is the reason you are not receiving emails.

Inbox is Full

If you've got an old email system, you may not be receiving emails because your inbox is full. Here's a few tips on how to empty your inbox without losing your important emails.

Sort by size - inbox

Most email programs will allow you to sort by date, who the email is from and by size.  Usually the large emails will have attachments on them (you'll see a paper clip symbol alongside the name or subject of the email - this indicates the email has an attachment).  It's the attachments that are generally the culprits when it comes to large emails.

If you want to keep the email, open it up and save the attachment to a folder on your computer.  Once safely filed away delete the attachment from the email.

If the don't need to keep the email or its attachment, delete the whole email.

Sort by size - sent folder

When housekeeping your email it's easy to forget there's a whole lot of emails in the sent folder.  Go through the sent folder in much the same way as the inbox - sort by size and identify which emails and/or attachments can be deleted.

Sort by date - inbox

Back to our inbox and sort by date.  Remove all emails from 6 months or longer, or what-ever timeframe you are comfortable with.

You're sending emails ok but you aren't receiving them

If your inbox is no longer full and you are able to send emails ok but you are having trouble receiving emails, here's a few things to consider;

• Has the person sending you the email put ".ua" instead of ".au" at the end of the email address?
• Did they leave off an "s" or "n" or another letter?

Inbox Folders

If you're reading your emails on a mobile you may not have discovered a bunch of extra folders or tabs that Gmail and Outlook use. Even if you are on a laptop or desktop, if these folders have not been set up for viewing, they could be missed.

These extra folders get called a few different things, here's some of their names - other, clutter, spam, junk, promotions, social and updates.

Emails like newsletters or password verification emails often end up in these folders.

Is the email from your website?

If it is emails coming from your website contact form it may be a different reason entirely. Take a look at our article three random reasons why you aren't getting your online form emails.

Is your email system a legacy system.

Email software has come a long way in the last 5 years. Are you operating on a legacy system that is no longer supported? Time to modernise.

Is the problem wider than your email?

Sometimes the problem can be wider than an email issue.

• Has there been a new spam filter or firewall installed in your office, shop, business or home?
• Are there other things that are working differently or going wrong with your computer?

You may need to bring in IT help to solve the situation.

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What is an Online Form?

An online form is a form on a webpage where a person enters their name, contact details and message. This information is then emailed to the business or organisation for them to respond.

Not every website requires an online form. A business may choose to have potential customers contact them via:

• direct email address
• phone number
• online chat

About half of the sole traders and small businesses we work with choose to have an online form.

Common uses for online forms are:

• make an enquiry
• request a quote
• submit a product warranty
• apply for a job
• give customer feedback
• book an appointment

At its most basic, an online form collects a name, email address and has room to leave a message.

But it can do more than this. It can save you time going back and forth by collecting useful information.

Types of Forms

To book appointments it can be useful to collect the most convenient times the client is available. For example, the form below asks for their best day and time.

A quote form may ask for particular details which helps in the preparation of the pricing.

Designing the Online Form

Deciding what information to collect is one of the first decisions to be made. The next step is to design the form so that it collects accurate information and is easy to fill in. Online forms use various devices to assist with this.

The default field is a text field. Two other common fields are:

• Email field - where the data entered is checked for the characters like the at sign "@" and a .com
• Drop down - where the user can choose between a few pre-defined options, for example state or country.

Another part of designing a form is deciding whether the information has to be entered or whether it is optional. The convention is to use an asterisk (*) for required fields or the word “optional” for non-required fields.

Trouble-shooting Forms

It use to be that contact forms were installed on a websites instead of showing your email address as they would prevent, or at least reduce, spammers. However spammers have long been finding a way to send spam via contact forms, hence the use of recaptcha.

Recaptcha is the name given to those devices that ensure it is a human filling in the form and not an automated computer bot. One example of recaptcha is when you are asked to click on all the squares that have buses, or vehicles or traffic lights. Another example of recaptcha is when you are asked to type the letters that appear against a cluttered background.

An online form is not without its problems. In fact, for such a simple device, the problems forms can create are seemingly random and often frustrating.

Here's 3 reasons why contact forms stop working.

One of the most common complaints we receive is the business owner does not receive the email letting them know someone has filled in the contact form. Outlook, gmail, bigpond and other email service providers sometimes filter emails coming from websites as spam. The result is that someone fills in the form on your website but you don’t get it.

If you are using a free email, like free gmail, yahoo or hotmail, you will likely need to update to a professional business email.

A couple of other things to try are:

• Look in your updates, promotions, clutter, other, focussed, spam or junk folder. Some of these folders might be difficult to see on a mobile phone so head over to a laptop or desktop to view these folders.
• Whitelist the email address the contact form uses in your email settings.
• Mark any you do see come through as not junk or not spam, if they are flagged as this.
• Set up a rule or filter in your email to never send emails from your website to your spam or junk folder.

We recommend testing your online contact form every few months to ensure it is working. One of the main tests is checking you receive the enquiry in your inbox. For this reason it is best that you test the form and not your IT provider or website developer.

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