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Portable Fax Machines

As long as fax remains an essential part of doing business, every office will have a fax machine. But what if an essential part of your business is not being in the office? How are you supposed to send and receive faxes from the road? E-mail and Internet fax technology have been a boon for road warriors, but some people still like to have that piece of paper in their hand. That’s where portable fax machines come in. As of this writing, only one company sells a truly portable, wireless, self-contained fax machine. The Greta GSM Fax and Printer by Possio is essentially a big cell phone that doubles as a fax machine, scanner and copier. Weighing a little over two pounds and measuring 11 inches by 6 inches, the device contains a GSM card that allows it to send and receive cell phone voice and data calls. It also comes with a 50-foot roll of paper for printing out approximately 50 fax pages. To send a fax, you feed your document page by page into the slot scanner. Then you dial your destination fax number and press send. To receive a fax, the machine simply needs to be powered on and within range of a cellular signal. While GSM is the standard in Europe, coverage in the United States is still catching on and could be spotty. Portable fax machines like the Greta could also be helpful for their mobile printing, scanning and copying functions. Even if you use Internet fax, you can use the Greta to easily scan paper documents to send as e-mail attachments. Portable fax machines would be particularly useful for salesmen, real estate agents, lawyers, truck drivers and anyone else who spends a considerable amount of time away from the office. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

22/09/2022 0

How to Receive fax?

Now the fax machine will scan each of the document pages into its memory. After all of the pages have been scanned, you’ll hear a series of fax tones. These tones signal the “handshake” between the sending and receiving fax machines, establishing a communications link. Wait for a few minutes as the fax is sent. If the fax machine has a small display screen, look for a confirmation that the fax went through. Some fax machines will also print out a short confirmation report.   Here’s how to receive a fax: · Make sure the fax machine is plugged in, powered on and connected to a working phone jack. This phone jack can either be your regular phone line or a dedicated fax line. The important thing is that the sender has the right number. · Make sure that the fax machine has enough ink in its toner cartridge. Toner cartridges usually have some sort of indicator when toner is low. Most modern fax machines will also alert you when toner is low. · Make sure that there’s enough printer paper loaded in the fax machine’s paper tray. Fan the paper (run your thumb along the bottom, separating the individual pages) to avoid paper jams in the machine. · If there’s a phone on the fax machine, the phone will ring. Don’t pick it up. · Wait for the “handshake” tones indicating that the fax machine is talking with the sender’s machine. · The fax machine will automatically begin to print each page of the fax. · Check the coversheet to make sure you received as many pages as were sent. · If it’s an important document, it’s office etiquette to call or e-mail the sender to confirm that you received the fax. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

22/09/2022 0

Post Office Protocol (POP3)

What is Post Office Protocol? POP3 is an Internet standard protocol that local email software clients use to retrieve emails from a remote mail server over a TCP/IP connection. Since its inception in 1984, the Post Office Protocol (currently at Version 3) has grown to become one of the most popular protocols, with virtually every email client supporting it. The protocol’s popularity stems from its ease of configuration, operation, and maintenance. POP3 is also used by email servers hosted by Internet service providers to receive and store emails intended for their subscribers. These subscribers will use email client software on a regular basis to check their mailbox on the remote server and download any emails addressed to them. After the email client downloads the emails, they are typically deleted from the server, though some email clients allow users to specify that emails be copied or saved on the server for a period of time. To connect to a POP3 server, most email clients use the well-known TCP port 110. If the POP3 server supports encrypted communication, users can connect either by using the STLS command after the protocol initiation stage or by using POP3S, which can connect to the server using Transport Layer Security (TLS) or Secure Sockets Layer (SSL) on TCP port 995. POP3 has the following advantages: – Emails are downloaded to the user’s computer. Messages can be read even when the user is not connected to the internet. – Opening attachments is quick and simple because they have already been downloaded. – Requires less server storage space because all emails are stored on the local machine. – Email storage capacity is limited by the size of your hard drive. – Extremely popular, simple to set up and use. POP3 has the following disadvantages: – Emails cannot be accessed from other machines (unless configured to do so). – It can be difficult to export the local mail folder to another email client or physical machine. – Email folders can become corrupted, potentially resulting in the loss of the entire mailbox. – Email attachments may contain viruses that may cause harm to the user’s PC if opened locally and their virus scanner is unable to detect them. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

21/09/2022 0

How to Show Effective Customer Service and Attitude

The attitudes of your customer service representatives are the starting point for developing an effective customer service programme. When your customer service approach is accommodating, action-oriented, and friendly, customers are more likely to respond positively. The first step in developing a strong customer service approach is to train your representatives to put your customer service philosophy into action. Make Training a Priority Customer service representatives cannot convey the appropriate attitude if they have not been informed of your customer service philosophy or have not been trained in the proper way to interact with customers. Implement a mandatory training programme for all new employees. Before your representatives answer the phone or greet customers in person, they must be thoroughly familiar with your company’s policies, procedures, and expectations. Make training a priority and hold classes or programmes every three to six months. Be Helpful and Friendly Start every conversation with a smile, even if you’re on the phone. According to Kelly Services, smiling on the phone or during an online conversation sends out positive signals to your customers. Look for ways to help customers even if they don’t ask. Offer to troubleshoot problems, and follow up to ensure the customer is satisfied with the outcome of the conversation. Allow the customer to finish speaking before entering the conversation and asking questions based on the customer’s stated concern or problem. Take Action Allow customer service representatives to take action to solve problems rather than delegating responsibility. Customers may become irritated if they must make multiple phone calls to reach the only person who can help them. When you delegate authority to representatives to handle common problems and issues, not only does customer satisfaction improve, but efficiency improves as well, because problems are handled quickly and without being escalated to another person or department. If representatives are unable to provide an immediate solution, instruct them to inform customers of the action that will be taken and when they can expect to hear from your company about the problem or issue. Offer Extra Service Use a database to store information about previous purchases and preferences of customers. Inform customers when an item they have expressed interest in purchasing arrives or when a new service that may benefit them begins. As a way of saying thank you, give your best customers discounts and promotions. According to “Inc.” magazine, you should organise appreciation days for your best customers or invite them to private presales that aren’t open to the public. Even if you don’t think it will result in a sale, share information that you know will interest clients. While the contact may not result in a sale, showing interest in your customers may make them more likely to choose your company again in the future. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

20/09/2022 0

How To Recognize Phishing Scams.

Scammers will use email or text messages to trick you into providing personal information. However, there are several precautions you can take. How to Detect Phishing Scammers will use email or text messages to trick you into providing personal information. They may attempt to obtain your passwords, account numbers, or Social Security number. They could gain access to your email, bank, or other accounts if they obtain that information. Every day, scammers launch thousands of phishing attacks like this, and they are frequently successful. Scammers’ tactics are constantly evolving, but there are some tell-tale signs that will help you spot a phishing email or text message. Phishing emails and text messages may appear to be from a company you recognise or trust. They may appear to be from a bank, credit card company, social networking site, online payment website or app, or online store. Phishing emails and text messages frequently tell a story in order to persuade you to click on a link or open an attachment. They could: They claim to have noticed some suspicious activity or log-in attempts. Declare that there is an issue with your account or payment information. Assume you need to confirm some personal information. Include a bogus invoice. I’d like you to click a link to make a payment. Assume you are eligible to apply for a government refund. Provide a coupon for free items.

19/09/2022 0

What is Cloud Storage?

Cloud storage is a cloud computing model in which data is stored on the Internet by a cloud computing provider who manages and operates data storage as a service. It is delivered on demand with just-in-time capacity and costs, and it eliminates the need for you to purchase and manage your own data storage infrastructure. You get agility, global scale, and durability, as well as “anytime, anywhere” data access. What Is the Process of Cloud Storage? A third-party cloud vendor owns and operates data storage capacity and delivers it over the Internet in a pay-as-you-go model. These cloud storage providers manage capacity, security, and durability to ensure that data is available to your applications all over the world. Traditional storage protocols or an API are used by applications to access cloud storage. Many vendors provide complementary services to aid in the collection, management, security, and analysis of massive amounts of data. The Advantages of Cloud Storage IT departments can transform three areas by storing data in the cloud: Total Ownership Cost. There is no hardware to purchase, storage to provision, or capital to be used for “someday” scenarios with cloud storage. You can add or remove capacity on demand, change performance and retention characteristics quickly, and only pay for storage that you use. Less frequently accessed data can even be automatically moved to lower cost tiers based on auditable rules, resulting in cost savings. Time to Deployment. Infrastructure should never slow down development teams when they are ready to execute. Cloud storage enables IT to quickly deliver the exact amount of storage required, exactly when it is required. This frees up IT resources to focus on solving complex application problems rather than managing storage systems. Information Management. Centralizing storage in the cloud provides enormous leverage for new use cases. You can perform powerful information management tasks such as automated tiering or data locking down in support of compliance requirements by using cloud storage lifecycle management policies. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

15/09/2022 0

5 ways to avoid/stop spam emails?

Spam is one-way attempts by spammers, hackers, or fraudsters to obtain your personal information, which can be easily stopped by employing a few techniques. One of the best methods is to never share your email address on the internet. If you must share your email address, use an encrypted format such as “myname(at)google(dot)com” rather than “myname@google.com” unless it is extremely urgent. Let’s look at a few more to stop spam emails: Never reply to spam email or click on any links in it. Because these emails are untrustworthy or did not originate from a legitimate source. Don’t buy anything or click on any links in the emails, not even the unsubscribe link. Because these indicate that the email address is valid and that the user is real. As a result, the likelihood of spamming may increase. Check Email’s header When you receive an email, there is always a “show original” or “view source” or “view full header” button on the right side. Always read the from and reply-to addresses. If both share the same domain name and the domain appears authentic, you can proceed with your activity; however, if the from-address and reply-to share a different field, this could be a sign that the email is spam. Load only text in an email A spam email will contain numerous creative elements such as images, gifs, or hidden links. To avoid accidental clicks on such creative, disable dynamic email loading. Different mailbox providers, such as Google, Outlook, and Yahoo, already have such functionality enabled; in this case, do not change the setting. Use the complicated email address It is always difficult for everyone to solve a complex problem. It is recommended to use a complicated email address that includes alphanumeric characters. Email addresses can be easily generated with a few lines of code, and if the complexity of the email address is high, it is less likely to be generated by spammer software. Stop Sending Emails When you forward an email, you usually create a table-like structure within the email body that includes the from-name, from-address, recipient, reply-to, and recipients-cc. The same table-like structure is added when you forward an email. If this continues, you will notice a trend or a list of email addresses from which the forwarding of email began. It is now very simple for a spammer to crawl and obtain the list of names, email addresses, and content. As a result, the spam database is ready without any effort. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

14/09/2022 0

What does IT support do?

Just as IT has become ubiquitous in businesses, so have the roles and responsibilities of IT support personnel. IT support, at its most basic, is a broad term that encompasses any type of assistance with technology-related services and products. That is, IT support is equally responsible for installing new security software as it is for assisting forgetful employees in recovering lost passwords. Simultaneously, effective IT support solutions provide employees with the resources they need to quickly resolve issues and get back to work. Employees can contact IT support at any time, from any location, and expect a quick and dependable resolution. This translates to increased employee productivity as well as job satisfaction and engagement. With this in mind, the following are some of the more-common tasks associated with IT support: Logging and processing support calls Installing and configuring computer hardware, software, systems, networks, printers and scanners Planning and undertaking scheduled maintenance upgrades Setting up accounts for staff, ensuring that they know how to log in Solving password problems Talking to employees and computer users to determine the nature of any problems they encounter Responding to breakdowns Investigating, diagnosing and solving computer software and hardware faults Repairing equipment and replacing parts IT support goes a step further, allowing IT agents to use virtual-agent chatbots to resolve repetitive IT tasks and requests, use predictive intelligence to automatically categorise and send cases to relevant teams, and incorporate service level management to improve visibility into commitments and set accurate business expectations. Finally, a comprehensive dashboard can provide service agents with a comprehensive view of all IT support, supported by AI-informed recommendations and critical context. These benefits enable IT agents to resolve more cases more quickly and accurately. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

13/09/2022 0

Tips and Ideas for Reducing Office Waste

Reducing Paper Waste Creating a paperless office may be the best way to reduce paper waste. You can simply refuse to use paper. If that is not entirely possible, you should determine where you must use paper and where you can avoid using paper. Once you’ve created the lists for both, make sure to clearly announce and consistently enforce the policy. If the nature of your business requires you to use paper for a variety of purposes, here are some tips for reducing paper waste: · Encourage everyone in the office to use computers to edit before printing. This change will aid in reducing the number of draught copies of documents that must be printed. If you insist on printing draughts, do so on the unused side of paper sheets that would otherwise be discarded. · Digitally store office files. · Use both sides of a piece of paper. Configure computers to print two-sided as well. · For short memos, use small pieces of paper. · Avoid using cover sheets on faxes. · Remove unnecessary reports and reduce report sizes. If you only need a report on occasion, simply run it on demand. · Wherever possible, use lighter weight papers. · Allow the reuse of paper envelopes by affixing a label to the old address. · Use electronic and voicemail instead of paper mail whenever possible. · Take the necessary steps to reduce unsolicited mail. · Documents, memos, reports, and other publications should be shared and circulated. · Rather than printing multiple copies, post all workplace announcements in a central location. · For less important documents, use single spacing and narrower margins. · File folders should be refolded and reused. · Examine your mailing lists for duplication and avoid sending unnecessary copies. · Remember to recycle your scrap paper. Shredded office paper can also be used as packaging filler in certain applications. Reducing Non-Paper Waste Although paper waste accounts for the majority of office waste, there are other residuals that can be addressed to reduce solid waste. Here are some pointers to help you better manage your non-paper office waste: · Consider purchasing products with minimal or no packaging at all. · Request that your office deliveries be shipped in returnable containers, and then return the empty containers to the supplier. · Always request that vendors return the packaging. There’s a chance they’ll be able to reuse it or at least produce more of it, increasing the viability of recycling. · Use your ink and toner cartridges to their full potential. · Consider renting equipment that you will only use occasionally rather than storing it at work. · Always try to invest in high-quality, long-lasting, and repairable equipment. · Encourage employees to keep reusable silverware, plates, and cups on hand at their workstations. Encourage them to bring reusable lunch containers to work. · Composting food scraps is an effective way to keep it out of landfills. Compost removal services are becoming more widely available. You might want to consider having your own compost bin if the opportunity arises. · Choose low-maintenance plant landscaping that generates less waste. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

12/09/2022 0

Ubuntu Vs Windows

What Is Windows Windows is a popular operating system that was created and released by Microsoft in 1985. Windows as an operating system has undergone extensive development, and its popularity can be gauged by the fact that the majority of personal computers use Windows as the operating system. This operating system provides a stable and compatible environment for a wide range of applications and software to run. It also has high hardware versatility and robust flexibility. Windows 10 is the most recent version, but Windows 7 and Windows Pro have been the most popular. The Windows operating system has numerous advantages and disadvantages, which are listed below. Advantages Windows provides a smooth, easy, and user-friendly interface. Windows is known for its compatibility as an Operating System and is capable of supporting most applications. In case a user encounters an error on Windows, the error details are not completely seen to the user. If a user is not technically sound, the error will still be understood, unlike other Operating systems where the error details seem strange to the user if they are not well versed with those words and error codes. The installation process of the Windows Operating System is simple and easy to follow. Disadvantages One of the major disadvantages of Windows is that it is not free to use. Users need to pay a price even if they want to upgrade to the latest version of Windows. Windows has a high consumption rate (almost double) of resources of computer machines like RAM when compared to Ubuntu. The user experience can be impacted if the computer has a low RAM and uses the Windows Operating system. The options of personalization in Windows are very few and is limited to wallpaper, background, notification sounds, icons, themes, etc. What Is Ubuntu Ubuntu is a member of the Linux operating system family. It was created by Canonical Ltd. and is available for personal and professional use for free. Ubuntu’s first desktop edition was released. Later editions were designed for Server and Core, which are used for IoT and Robots. Ubuntu is well-known for its user-friendly environment. Ubuntu 18.04 is the most recent version. This version does not have Long-Term Support (LTS). Let’s also look at the benefits and drawbacks of the Ubuntu operating system. Advantages It is available free of cost for both personal and professional use. The process of setting up in Ubuntu, especially for the purpose of testing is easy. Ubuntu provides an easy user interface. Most of the time, the users can avoid the hassle of installation of drivers with this Operating System. When Ubuntu Operating System needs to be updated, the users do not need to restart the machine as the updates can easily run in the background. This in turn makes Ubuntu a preferred choice for services like Server. Disadvantages Users need to be tech-savvy in order to use Ubuntu. Users who are not familiar with Command-line will find it difficult to use Ubuntu. The other drawback with Ubuntu is that the support for some of the hardware components and software applications does not match the standard provided by Windows. Ubuntu also does not support some of the popular software like Photoshop or MS office. However, there are alternatives available for this software in Ubuntu but the experience for the user is not the same as that on Windows. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

09/09/2022 0

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