Webinar – Upgrading Your Windows Operating System: Things to Know – 2015-03-19

Welcome to Upgrading Your
Windows Operating System: Things to Know (That You’re Afraid
to Ask!). My name is Becky Wiegand and I am the Webinar Program Manager here at
TechSoup Global. I’ve been with the organization for now nearly 7 years, prior to that having been
on staff at 3 small nonprofits in the Washington DC and Oakland California area.
I was often accidental techie having to make technology decisions for my small
organizations without a lot of tech expertise. So I am happy to be your host on these
events where I hope to bring you experts that can answer your questions and
help you operate at your full potential. Joining us today also we
are joined by Linda Widdop who is the Director of Technology Services at
Tech Impact, one of TechSoup Global’s partners. And she manages all aspects of client relations,
including providing nonprofits with project plans, budget development, implementation oversight,
and resource allocation to projects. So she works with a local, regional, and national
partners to provide the nonprofit community with increased knowledge of
technology through events like this. And we are happy to have her join us. We also are joined today by Sarah Cade,
the President of PC Rebuilders & Recyclers in Chicago. They are a Microsoft Authorized
refurbisher, and have been working with TechSoup as one of our refurbisher sources for
our refurbished computer initiative. She also coordinates the Electronic Reuse
Summit, the Annual Conference for Refurbishers, and travels around the world talking about and
helping promote Microsoft Registered Refurbisher programs. So we are happy to
have her with us as an expert, and somebody who runs an organization
that is always upgrading machines and helping to keep them in use and extend their
end of life, so that we are not filling our landfills with so much tech junk. You’ll also
see on the backend Ale Bezdikian who is an Interactive Events and
Video Producer here at TechSoup Global. She will be on hand to flag your questions
and help you with any tech issues throughout. So TechSoup is here in San Francisco. Tech
Impact is off on the East Coast in Philadelphia. And we are representing the central time zone
as well where Sarah is located in Chicago. So go ahead and chat in to let us know where
you are joining us. Are you in the Bahamas where I have that other arrow pointed?
That’s where I always wish I am. Go ahead and let us know where you are
joining. Right now we have more than 70 people on the line and that will continue to climb in
the next few minutes. But so far we’ve got people from North Carolina, Texas, Wisconsin,
Utah, Ohio, North Carolina, New York, Canada, all over the place. So thank you so much
for chatting in and joining us today. We are glad to have you with us. A look at our introduction, we’ll do
an introduction to TechSoup quickly. We’ll then talk about why upgrade it, requirements
for upgrading, which upgrade to select, how to actually do it, share some resources,
and then talk about how you can get upgrades or full operating systems if you need them. And if
you find that your hardware is just not upgradable based on what you learn in today’s webinar, we
will talk about where you can get some hardware and how you can get support. We
will have time for Q&A at the end. So TechSoup is a global nonprofit
working in 121 countries with 63 partners. Check out our 2014 Year in Review to see all
of the work that we are doing around the world. It’s really quite impressive. And having
been a user of TechSoup services before, I’m proud that we are expanding
around the world to create a time when every social benefit organization has the
technology, resources, and knowledge it needs to operate at its full potential. We do that in a
variety of ways including these kinds of webinars and through our donation programs which
have delivered tech products and grants in the tune of nearly $5 billion
to the NGO and social good sectors. You can learn more about that at TechSoup.org
and about our donation programs there. Now to you, our participants, this will help
our presenters get an idea and our participants get an idea of where you are at in operating
system technology. So go ahead and click on any of these that you are currently running.
And this could be if you have an office of 5 people or if you have an office of 500 people. Go
ahead and let us know what you are using. And Deborah comments in the chat – which
we know you can’t see what everybody else is commenting, so if people share anything useful
that we think is good for everybody to read, we’ll share that back out to
you. But Deborah comments in chat, “Don’t forget us Apple people.”
And we certainly aren’t. Today is going to be focused though on
upgrading your Windows operating system which is the name of the event, but we will show
a little bit down the road, and we do want to know if you are running Mac operating systems of
where you can get upgrades if you need them. I’ll give just a few more seconds so everyone can
participate. And so far it looks like the great majority are running
either XP or Windows 7. So that’s great that so many of
you are already running Windows 7. But there is still a sizable chunk that are on
XP or Vista. Sorry Vista folks. I feel for you. I know a lot of us lived on Windows XP for many
years and are still using it. But the time has come to really think about getting off of it soon as
support had died. And we will talk more about that in a few minutes. Two more questions for you
here, how many computers do you need to upgrade? Are you looking at just a couple, or maybe fewer
than 10. Or are you in an office that has 100, or more than 300. We really are using this as
an opportunity to just get an idea of the scale of the upgrade processes that you are
needing to undertake, or considering. So go ahead and answer that.
I’ll give just a few more seconds and then we will get onto the
meat of today’s presentation. So it looks like the great majority are less
than 10, or even 1 or 2. So that is great to know. Most of you on the line with us are joining
us from smaller organization situations. Now for those who are joining us from 50, or 100
or more, we will do our best to try and answer your questions but obviously, it is a smaller
percentage of the people that are on the line with us. So we may answer those on the
back end, or they may be so specific we need to take it off-line after.
So last question before we move on. In your role, how much time do you spend
doing hands-on technology work at your org? Are you a full-time tech person,
part-time? Are you as needed? Do you perform an accidental techie
role which was always my specialty of having really no tech expertise and yet
being the person that always had to do it? Are you not a tech person at all and
maybe you are not likely to be the person that would do the upgrades? Or
if you have something else to say go ahead and chat that into us. And again, I’ll give just a few more
seconds so everybody can weigh in. And I will show the results here. So really helpful to know that great
majority are either accidental techies or as-needed tech support. So for those
of you that are full time IT people you may find that some of what we cover might be
a little bit more basic than your expectations. But hopefully there will still be
some good information and resources that you can glean from today’s event as
well. With that I would like to go ahead and welcome our speakers to the line,
and get us moving with how to go forth in upgrading your Windows operating system.
Welcome Linda, we are so glad to have you on the program. Thanks for joining us. Linda: Thanks Becky. I hope
everybody can hear me very well. And we’ll get started with
Windows operating systems. So my background is 25+ years with Microsoft
operating systems starting with DOS, moving through all of these different operating
systems that Microsoft has put out over the years. So we will be talking about a couple of
things today, why upgrade, requirements needed to do the upgrades, which operating system
is best for your organization or for your use. And then I’m going to pass it over to Sara to
talk to you about how to actually do the work. I talk about the work. She does
the work. That’s how it works. Isn’t that acute baby?
I’m so excited. Here we go. So why upgrade? First I wanted to talk
to you just a little bit about some facts about operating systems. If you are an accidental
techie and you are not trained in technology support with A+ certifications and all of that,
I felt we could start by just kind of defining what the operating system does for the
computer. Your operating system performs the very basic fundamental tasks that connect
your hardware which is your laptop or your PC to the software that you want to use, those systems
like what Microsoft Word or Excel, or your email, or your web browser, that kind of thing. So it
performs a very basic tasks recognizing input from the keyboard and your mouse, sending
output to the display screen. All of those things are done by the operating system. Your operating
system also keeps track of all the files and directories. When you open up Windows
Explorer, everything, all of that disk, all those files that are saved there
are organized by the operating system. So again, the history of Microsoft
operating systems, the disk operating system, the thing that Bill Gates made all the
money on was the disk operating system. And then moving towards a Windows environment,
Apple Mac had the first Windows environment. I’ll give a shout out there where shouts are
due. Windows 3.1, if anybody remembers that, was kind of the first big one that everybody
who could get a PC could get loaded on. And then we move to Windows 98. And
then we moved to Windows Millennium. Raise your hand if you remember
Windows Millennium. Then Windows 2000, Windows XP in around 2003, followed by
Windows Vista, 7, and now we are up to 8.1. Windows 10 is on the horizon. We are
not going to talk about that today because it is not actually out yet. So just
again, this is a background of operating systems. So let’s talk about Windows XP specifically.
Windows XP as I said, debuted in 2002 which is 12 years ago, and embraced by everyone
who suffered through Windows Millennium Edition. And it had a new desktop interface. So up
until that point we had a user interface that looked a little bit different. That was all
well and good, but Windows XP is 12 years old. Look at him. He’s a little old
man with a cane and everything. Windows XP is 12 years old. That is 2
years longer than Microsoft has supported any other system in their history,
because I think that the public is saying, “No. Let us keep Windows XP!”
But there’s problems with that. The next couple of slides will talk
about the problems with keeping Windows XP in your network now. Microsoft stopped support
on April 8, 2014 which is almost one year ago which means they are not putting out any new
security updates. In fact, hackers, malware, spyware, virus creators, all those evil people
in the world, had already developed attacks that attack the vulnerabilities of Windows
XP, and set to launch those on April 9 of 2014. They have been doing so ever since. So
if you are using Windows XP right now, your system and therefore your network are
vulnerable to many, many hacks and viruses. So for that reason alone you
should not be using Windows XP. Another reason not to use Windows XP;
technology. Technology moves and changes. And the way that the computing world works
is that you the user drive innovation. So you say, “Geez, this mouse thing I have
is really cool, but what I would really like is a tablet computer where I can actually use my
finger and touch the screen and do things that way. “ Well, Windows XP can’t handle that kind of
thing because once you tell the manufacturers what you want, the hardware people develop
it, and then the software has to create things like drivers to control that interface
or that peripheral that you want to have. Those Bluetooth wireless things that you want
to use on your system won’t work with Windows XP because that’s the way innovation works. Productivity, this is a little bit harder
to see. It’s a behind the scenes thing that newer operating systems
have that Windows XP doesn’t have, things like automatic maintenance to
optimize your performance. With Windows XP you have to schedule tasks like disk
cleanup and defragmentation, and those things that keep your operating system running smoothly
and your hardware performing at the optimum. Windows, the new versions, Windows 7
and Windows 8 do that automatically. That automatic Save that happens when we are
using Microsoft Word or Excel, or QuickBooks, or anything like that, not available in older
operating systems. So you have to remember to click Save on your documents. Those are
things that are kind of behind the scenes that you might not notice but are big
improvements to newer operating systems. User interface upgrades like I mentioned earlier,
Bluetooth, or wireless mice and keyboards, touch screens, dual monitors, that kind of thing
that we are so used to now are not available. The last thing is support. There are many IT
firms including Tech Impact, we run a help desk for nonprofits here. And we made a decision
and we told everybody that we support, “Listen we are not going to take phone calls
about Windows XP anymore because you are vulnerable to bringing down the whole network if you
don’t upgrade.” So we have made a big stride toward getting rid of XP operating
systems at everybody that we support because there is no fix available. It’s hard
for any IT firm to get a call from somebody that is using Windows XP that says,
“Such and such is not working.” Or, “I’ve been compromised, my system has
been compromised.” We can’t find a fix for it. Microsoft is an putting out
those fixes, time intensive. So why pay more to support an old
system? You can upgrade instead. And upgrading could be as easy as going
through TechSoup, requesting a donation of a newer version, Windows 7 or Windows 8,
and installing it on your existing machines. Or you may just want to go out and
buy a new or refurbished machine because they are very inexpensive, that
would handle the Windows 7 or the Windows 8. It is well worth the money to pay to do
that than it is to try to fix the Windows XP, or leave your whole entire network
vulnerable to hacks and attacks. Becky, I just want to check in here. I haven’t been
looking at the chat. Anything I need to address? Becky: Nope. I think
we’re good to keep moving. Linda: Alrighty, I’m going to keep
moving then. So upgrade requirements, we’ll talk a little bit about an upgrade requirement.
There are 2 terms that software manufacturers use when telling you how to install and upgrade
to their system. One of them is a minimum spec or a minimum requirement, and the other one is
recommended requirement. Minimum is just that. It’s the bare minimum required to run the
operating system. And it does not take into account all those other things you want to run on your
system like your email, and your web browser, and your QuickBooks, and your Microsoft Excel,
and all those things. So minimum requirements are not normally how we help nonprofits
choose a new system, but here they are. 1 GHz or faster processor, so when we are
looking at the processors for Windows 7 which is what we are looking at here – oh,
wait. Becky told me I could have a little thing. Oops, there it is. So for the Windows
7 minimum specs, 1 GHz or faster. So you could run Windows 7 on
a Pentium 4 computer or higher. 1 GB of RAM, RAM is the memory that is
required to run all the program simultaneously on your computer. 1 GB of RAM is the
minimum here. 16 GB of available disk space. This means that the operating system
itself requires 16 GB of disk space. We have to factor in that this doesn’t include any
of your other programs, and it also doesn’t include any of the updates that are coming to Windows
7. So we want to make sure that we’ve got plenty of disk space available there. The
Windows 8 minimum specs are similar. The processor is still at a 1 GHz minimum.
However, it’s got to have these other things, PAE, NX, and SSE2 are requirements within
the processor. So we are looking at something like a dual core or an “I” series processor
for that. 1 GB of RAM minimum, 16 GB. Now this extra, we’ve moved to Windows 8,
we’ve got this extra minimum requirement which is a graphic card which is your
video card, Microsoft DirectX9 or higher with some kind of driver. So to run Windows 8 you
require an additional thing which is this video card. There are other specifications if you want to run
different things like the touch screen functionality etc. So now let’s talk about recommended
specs. Recommended specs actually allow you to use the computer for meaningful
work. So I surveyed our technicians and I got these recommended specs; 2 GHz or
faster for Windows 7, 2 GHz or faster processor. We would recommend nothing less than an
“i” series to run your operating system and do all that other stuff that you want to
do at the same time. 4 GB of RAM at a minimum – oh, that should say 4 GB of RAM there as well.
I’ll talk to you about 32 v. 64 bit in a minute. 200 GB disk space at a minimum
just for the operating system. If you want to add to that
you can go ahead and do that. Windows 8, again, we want to have that ”I” series
processor in there. We recommend 8 GB of RAM. If you can get a machine with 8 GB of RAM
we highly recommend it, 500 GB hard disk with a graphics driver, and then again,
additional specifications for certain features. You can find that on
the Microsoft website. So how do we choose which is right for us?
Well, Windows 7 or Windows 8, which is right? Windows 7 looks and feels more like the other
Microsoft operating systems that you are used to. So it’s got a familiar user interface. It’s got
that Start button that we’ve grown accustomed to. It’s got that desktop looking feel that we’ve
grown accustomed to. We can kind of follow along with not much training. If we are upgrading
from Windows XP or Vista, especially Vista, and we move to Windows 7,
it looks and feels similar. Windows 7 will run on older equipment.
So you saw in the last couple of slides that those recommended or minimum
specifications were a little bit lower than for the Windows 8. Windows 8 is
a completely different user interface. And it’s got this thing called the Start
Screen which I have a picture of here which looks completely different than the desktop.
It’s got these tiles. Who knows what to do, and I can’t find all my stuff. So it is kind of
off putting to some users that don’t want to upgrade to Windows 8. There’s plenty of workarounds
that we can do with the Windows 8. We can remove the Start Screen entirely. We can
customize the Start Screen so that it’s very easy for our users to find those programs that they use
all the time and every day. And if you can see here, do you see this little picture of the bird in the
water? That’s my desktop. If I click on that tile it just brings me into a desktop and it
looks kind of like Windows 7 or Vista anyway. So there is just this little bit of user training
and we are right back to being productive. The other reason to move to Windows 8 is
that the touch screen feature works very well. I could actually, I have a Windows Surface tablet.
I can use my finger and touch any one of these tiles here and open up the program. I can use my finger
and swipe just like I could on another type of tablet with another type of operating system. And
the other reason to use Windows 8 is that it is designed to use apps. Everybody is
all about the apps now, the App Store this, and the apps on this or whatever.
Microsoft Windows 8.1 users – you can go to the Microsoft store and find
apps that can help you be more productive which you can’t do necessarily
in the older operating systems. Okay, we are going to talk about bits
for a minute. And this is going to get – I’m trying not to be technical here. But
Windows operating systems are available in 2 different versions. There is a 32 bit
version and a 64 bit version. And often times when you are going to select your,
you are going to the TechSoup website and you are trying to select the one that is right
for you, you are not sure. What’s the difference? Well, processes – these bits are the number
and size of requests from the operating system to the processor. So requests either come in a
32 bit package or they come in 64 bit packages. 64 bit operating systems process more
requests and they process those request faster than the 32 bit. So which would you rather
have? 32 bit; slower. 64 bit; faster. The answer is usually 64 bit. The caveat here
is that you may have an older what they call a “legacy” program running on your computer that
would not be able to run in a 64 bit version. So that is the only thing
you have to know about that. RAM, memory allows – you know the RAM
allows the computer to run more programs at the same time. So you can have more
windows open, more programs working and still be productive. With a 32 bit operating
system, the operating system can only recognize and handle 3.7 GB of RAM. So if
you go by my recommended specs where I say to run Windows 8 you should
have 8 GB of RAM, or to run Windows 7 you should have 4 GB of RAM, you are paying
for RAM to be installed on that computer that the operating system can’t actually use.
So therefore, moving to the 64 bit version of that allows you to use up to 192 GB of RAM.
So your operating system can take full advantage of that memory that you purchased. So
that is what we are trying to say there. I’ll stop here for another second. Are there
are any questions Becky, that I need to answer about bits and versions? Becky: Sure. Well, Cary Ann asks for more
definition on what is a “legacy” program. Linda: So that’s a great question. We use the word
“legacy” to mean “old” because it sounds better than “old” I guess. A legacy program would
be a program that you purchased way back when, in say 2002 or 2003 that the
developers of the program, the software, have not made any upgrades to it so that
it will work on the newer operating systems. So therefore, you might be limited as to
whether or not you can upgrade. And if you can, you probably have to use the 32 bit version
because to rewrite the program for 64 bit takes the software developers
a lot of time and energy. Becky: We have one other quick question
that was a clarification on the specs slide on the minimum v. recommended specs.
So Dorothy asks, “Is it 200 GB or 20 GB recommended?” And I think she’s
talking about this section here where it talks about
200 GB here or 20 GB. Linda: I missed a zero. Yeah, I missed a zero.
It’s 200 GB for the recommended disk space regardless of 32 or 64 bit. Sorry. Becky: Okay, that’s great. We can make a
correction to that in the deck that we will send out in the follow-up email. We will make sure
that extra zero is there, so just note that. Okay, with that let’s go ahead
and move forward to those steps. Linda: Okay, so Sarah I think
we can turn it over to you. Sarah: Thank you. Hi everyone. This is
Sarah Cade from PC Rebuilders & Recyclers. As Becky mentioned I am out of Chicago. And my
company is a Microsoft Authorized Refurbisher and Recycler. So our job is to take any unwanted
computer equipment and refurbish and reuse as much as possible before the rest goes for
material recovery. So I love today’s topic because we are reusing computers. And my
goal in life is to reuse as much as we can. So if I can help you reuse your systems
in your offices, that just makes my day. So we are pretty lucky. When we look at upgrading
an operating system, Microsoft has made it pretty easy for us, and has actually come out with
step-by-step instructions that help you walk through the entire process. We are going to provide you
those links later on in our resource section. But what I’ve done is I took an example of one
and I want to walk through it with you to help you understand what it looks like, and to
show you that it’s really not that scary. So step one, so what I thought we
would do is sort of use an example. Let’s pretend that I have a nonprofit in
San Diego because the weather is much better. And we have an admin computer there that is still
running XP. The administrator is only part time, and when they work there they only do
basic word processing. They check email. They do some Excel work. But really,
they are not on that computer that much. So even though they are still on XP I
don’t want to have to spend the money and buy a brand-new system. So what I would like
to do is try to upgrade them to Windows 7 first, and see if that will work. So first step
in upgrading your system is making sure that all of our programs and the
hardware itself will work with Windows 7. So what Microsoft has done is they’ve come
up with a free Windows 7 Upgrade Advisor, and you will see the link there. What this
does is it provides a report of any issues or any recommendations on what you need
to do before you perform your upgrade. So as Linda mentioned before, say you have
a program on there that is a legacy program and doesn’t have an update, it’s going to
let you know that before you do the upgrade, so you can take out any data that you need, or
figure out what you are going to do to transition to a new program that is
supported on Windows 7. So say we do our step one and we run our
Windows Upgrade Advisor. We’re pretty excited because our system looks great. If the core 2 duo.
It had 2 GB of RAM but we added in an extra 2 GB so we’ve got 4 GB of RAM. And we are ready to
go and we are ready to upgrade to Windows 7. Step 2 is where we sort of get organized. We
want to make sure that we are saving our files, and we are copying are settings.
And you can really do this in 2 ways. First is you can use a Windows Easy Transfer
which is just a download that will help you move your files from one setting, from the settings
that you currently have to your brand-new install. And we will give you the link for that later.
Or, you can actually copy manually your files to an external USB drive before you start your new
install. I actually recommend doing both of these. I’m kind of a nervous person and I like
to have, the more backups the better just in case something happens. We also at this
point want to gather all of our program discs. So like I said, my admin uses Office on
her system. She may also use QuickBooks. So what I want to do is gather all the program
discs, and I want to gather all the product keys to make sure that when I install my new OS
that I have all of the programs and their discs to be able to install on there, so
she can get back to work quickly. So I’ve got everything together. I’m all
backed up and I’m ready to install Windows 7. So as Linda mentioned, I went to the
TechSoup website. I purchased or the donation of the new media for installing an upgrade for
Windows 7. I’ve decided that I’m going to go with the 32 bit Windows 7 Pro
Upgrade. And I’m pretty excited. There are some things that
you will want to remember here. The first thing that you will want to make sure
that the system is connected to the Internet, so you can get all the latest upgrades and
updates to the OS. You’ll also want to make sure that you’ve chosen and that you get
your latest version of an antivirus. Microsoft does have a free antivirus
called Microsoft Internet Essentials. So if you don’t have one or you don’t want
to pay for one that is one you can look into. Thirdly, you want to make sure that you have your
25 digit product key. This is located on a sticker usually that is your COA that comes from
Microsoft. And this will allow you to input, you’ll input this number into your
system which will give you access then to your new operating system. The nice
part about installing any new media is that it will prompt you and you will
walk through the steps all the way through until you have completed your upgrade. Any questions before and move on? Linda: Hey Sarah, this is Linda. I just wanted
to interject here. I was just typing it in chat, but I might as well just say it. So if
you obtain your licensing for Windows 7 or other Microsoft products through
TechSoup, you can get your license keys through the Volume Licensing Center.
Your Microsoft Volume License Center will have those keys available for
you. So somebody chatted a question about what if I don’t have the
discs or I can’t find the discs? You can download the operating system through
the Microsoft website to another computer, and then make a disc out of it and then get
your licensing from the Volume License Center to use with that downloaded copy. So I
just wanted to throw that out there. Sorry. Becky: I was just chatting the same thing out
too. Many companies now are making their software available for download as long as you have
your license keys or your product keys. So you want to make sure you have that
sticker if you were given a sticker. Or if you bought it on a physical disc and
it came in a box and it’s got a license, you want to make sure you’ve got that before
you do this process. But you may still be able to just download it from
online if you have that key. Sarah: Perfect. Thank you. So we are almost done. There’s only 5 steps. So
step 4, we’ve installed the new operating system. We’re really excited. But now it is about
moving back all of our files and settings, and getting the system backup and
ready so our admin can get back to work. If you ran the Windows Easy Transfer
tool, basically you’ll run it again, and move all of your files and settings back to the
computer. You’ll want to do this before you reinstall the programs, or of course you will want to
manually reinstall all of the files manually before you install your programs because you’re last
and final step will be going through reinstalling all of the programs and updating your drivers.
So as Linda said, your drivers obviously are those little things, little pieces of software
that connect your operating system with your actual PC in order to make sure that
everything works smoothly. So once you are able to do all of those
updates and reinstall all of your programs, your admin is then already to go. If
you are having problems with drivers, we have a few websites here that you can go to
and look for drivers or do some troubleshooting. Also there are some good forums that
TechSoup hosts. So if you’ve got some problems with specific drivers I’m sure that’s a
good place to go to for those resources. And then the last step which is “optional”
is that you can do a post install cleanup. Basically what this does is it removes any
settings and deletes any of the old Windows folders. It is something that can’t beyond
undone, so usually you want to make sure that you’ve been using it for a couple weeks in
order to make sure that everything is working well. And here are the 4 quick steps that will outline you
through that. If it is not something you want to do, then that is fine too. It just clears
up a little bit more space on your drive. And all of this as I mentioned, actually
can be found in much, much greater detail on the Microsoft page. So I pulled out points
from this first bullet point to walk you through this example today of upgrading to Windows
7 from a Windows Vista or XP machine. There is also instructions on how to upgrade
to Windows 8.1. And so it is pretty easy to just search the site to be able to
find which applies to your specific need. And then again, here is the driver link.
And then our last resource slide of course, is Linda and myself. So here is our contact
information. So if you have any questions, feel free to contact us. And of course,
I want to thank you for your time today. Becky: Thank you, both of you. I really
appreciate your time sharing this information. So before we move into the full Q&A where we will
answer more questions, I want to just go ahead and cover a little bit about where you can
get upgrades if you don’t already have them. So first I want to mention the Microsoft
software donation program through TechSoup. And this is now open to religious
organizations, churches, mosques, temples, and faith-based nonprofits, in addition
to all other kinds of 501(c)(3)’s. You can now access the donated Windows
8. And there was somebody earlier asking if you can still get Windows 7. And you
can. And the one thing that is really great about Microsoft’s Donation Program is that they
include Software Assurance which is a benefit that in retail environments and businesses
they pay hundreds and hundreds of dollars for Software Assurance, and it comes
free with all of the donated software through the Microsoft Donation Program with one
exception that I will talk about in a moment. And this allows you to upgrade for free if there
are new releases of the same software within 2 years. Additionally, it allows you to down grade. So if
you went in and you tried installing and upgrading to Windows 8.1, and you realized after the
fact, oh my gosh, some mission critical software is not compatible and we didn’t realize it
before and we need to down grade this machine to Windows 7, you can go into the
Volume Licensing Service Center and access that operating system for no
cost. So it’s a great feature and benefit of the donation programs. So you can see
here just a picture of the Microsoft Catalog operating systems. Now these are upgrades so you
can select the upgrade for 8.1, 32 bit, 64 bit, or Windows 7 32 bit, 64 bit. And the admin fee is
per license. So you if you are looking to upgrade 2 machines you would be requesting 2 of
these, or 5 machines, 5 of these for example. So that is one option. Another option for
those of you who may need, maybe you don’t know where your licenses are. You don’t have
any history of who owns the licenses on your existing machines because you’ve
had it for 12 years, or 8 years or 5 years, and you just have no history of it. Or maybe it
was donated to you. Or maybe a volunteer brought that machine in and you don’t know who owns
the license. Microsoft offers this program called Get Genuine. And this is available as a one
request ever – I’m going to point to the language right here – “one request ever” in the life of
your organization to get full operating systems to get your machines genuine. Maybe
you bought computers at Best-Buy and they have home versions of operating systems
and you really want to upgrade to pro versions, this is the only way to do that to get the full
versions donated to you for this $8 admin fee through the Microsoft Get Genuine program.
So like I said, it’s one time only ever. So if you’ve got 2 computers in your office that
are functioning that you know you are going to want to upgrade and you don’t have licenses,
and you have a couple in the closet, and you think a volunteer is going to bring one
in a month or 2, then you need to be requesting 5 of those not 2 because you will never
have the chance to request it again through the Get Genuine program.
And this is the exception as well that the Get Genuine donated
licenses of full operating systems do not include Software Assurance. But once
you are genuine then if you want to upgrade to the newest version in a year, or 2 years
or whenever it might be, then you can come back to TechSoup and just access our
regular upgrade donation program which would include Software Assurance.
So it is a great feature, a great benefit that Microsoft donates to the community and civil
sector to help people get on operating systems that are legitimate, and that are not running
home versions when you really need an enterprise or professional version. Now, if you find that you’re hardware is really
the problem and that is the barrier to upgrading, that you have a machine that is 8 or 10 years old
the just really doesn’t meet those minimum specs, and by far doesn’t meet those recommended
specs, then there is another option through TechSoup’s donation program. And I
mentioned earlier that Sarah’s organization, PCRR is one of our refurbishers that takes high
end factory, or high end business grade machines and factory refurbishes them to lovely,
like new condition that they make available through our donation programs. And
this is just a shot of one of the pages. I won’t go to our site to show it. But you
will see that there are these 2 drop-downs. And you can drop-down to look at computers with
hard disk drives, Steady State drives, laptops, tablets, and you can look at different tiers of
donations whether it is high tier, mid-tier, desktop, whether it’s a laptop, or refurbished tablet, or
even new tablets that are available in the program. So if you are needing hardware this
is one opportunity, one place to look. And these primarily come installed with
Windows 7. And Sarah, correct me if you guys are also doing Windows 8 machines. The
new tablets, I believe most of those comes with Windows 8 at this point, or 8.1. But most
of the refurbished computers I believe come in pre-installed already with Windows 7 operating
systems. So again, once you have those and you want to upgrade down the road you
can come back and access the upgrade donations through our program. Sarah: They also come
with Office as well. Becky: Yeah, so you are also saving by having
Office preinstalled too which I failed to mention. And so this is just another screen just
showing some mid-tier laptop computers. So there’s a lot of different resources
available through these donation programs. And like I mentioned, the Refurbished Computer
Initiative primarily brings in refurbished hardware. A lot of it is business grade only used
for couple of years before was cycled out through these huge companies, General Motors or
something that may go through 10,000 computers a year and just turns them out. They come into
the programs through organizations like Sarah’s and they refurbish them and put them back out
into our hands to keep them out of landfills and to also provide them is lower cost
high end business machines for your use. I’d also like to mention if you are
needing support on how to do some of this, all of what Sarah and Linda covered, we tried
to keep it as straightforward as possible so that it wouldn’t be a scary process
because we know it can be sometimes. But if you really need somebody to help
doing this, Linda’s organization Tech Impact has a donation program through TechSoup as
well. And they provide nonprofit help desk which she mentioned already. They do have a one
hour consultation to help people with tech issues and tech needs that’s available through TechSoup.
And you can always reach out to them directly to talk about support in doing this.
You may also have local consultants. And you can come to TechSoup’s forums which we
point people to our databases and software forum where we have experts on hand all
the time moderating those forums that can help walk you through some
of the questions that you may have that we may not answer today. We are
going to go into questions right now, but if you find that you have a question
while you are in the middle of a process our forums might have somebody there that can
help respond to it, or you may be able to get a recommendation for a local consultant who
can walk you through the process more directly. So with that I’m going to go ahead and open up
for questions. And we have already quite a few in the queue. So let’s see. Sylvia asks, “There
isn’t a direct way to just transfer everything when you upgrade, you actually need to reinstall
all the programs?” Is that correct Sarah, since you covered that part? Sarah: Yes, it is. So you are installing a
brand-new operating system onto your computer so you are really starting from scratch. So you
have to have the mindset that there is nothing left on that system and so it is like
you are getting a brand-new computer. Becky: Great. And we also had a question asking,
Irene asked, “What if you don’t have admin access to the computer because it was donated?
Can you still upgrade the operating system, or are you really stuck?” Linda: Hi, this is Linda. I’ll answer that.
So you can upgrade the operating system if you don’t have admin rights to the workstation,
but you won’t be able to do all of those things that Sarah told you to do prior to the upgrade
like backing up the files and that kind of thing. So if it is a donated computer and you
don’t care that everything on that computer is going to go away when you do the upgrade,
you can go ahead and just start with the CD, get the license keys and start from there,
and go ahead and upgrade that computer. There are ways to get into that
computer that my team knows about we don’t necessarily want to tell
you about, but anyway it can be done. Becky: It’s a dangerous way to break the
machine, you mean? I’m sure you guys don’t, but if I tried it I probably would. Here’s a question for you also Linda while you are
still on the line. And I already know your opinion on this which is why I’m asking you for the answer.
Denise asks, “How do we determine what server our league would need? We currently
do not have a server but we need one.” What do you think about that? Linda: So I am interested to know what you
think that I think I would say about that. But this is what I’m going to say about that.
In today’s world, Tech Impact’s stand on this is don’t buy a server. There are plenty
of cloud solutions that are available that can probably take every single one of
your business needs and put it into the cloud so that you do not have to purchase, own,
operate, support, and worry about a server. Is that what you thought
I was going to say? Becky: That is exactly what I thought you were
going to say. I know the Tech Impact mindset on this, and TechSoup I think is pretty on
board with agreeing with that that especially if you are a smaller organization having an
on-site server is just a lot more time and energy, and it is a big security risk.
If you have a flood in your office and you don’t have a good suitable set
of backups going, you lose everything. There are some concerns with security in the
cloud, but there are also a lot of safeguards that are there that can make your data
and your information much more secure than they may be in an on-site server. So
we concur with that opinion of Tech Impact’s, or at least I do. And I can also include a
link in the follow-up in case you are interested in learning more about the Office 365
donations that allows you to have not just files and data storage in the cloud, but
pretty much everything, your email hosted, your communication system, and more all hosted
in the cloud. And that is donated to nonprofits as well. So let’s see. We
have some other questions here. Irene asked, “How do you complete a reformat
to erase everything on a hard drive?” So maybe you’ve got a donated computer
and you need to completely wipe it, do you have recommendations for doing
that? And that’s for either of you. Linda: This is Linda again. There is a free
program that you can use that is called DBAN. That is a D as in Dave, B as an
employee, A as an alpha, N as in Nancy that you can run on a computer. So if you are
trying to remove computers from your organization and either donate them or recycle them, you would
want to run a program like DBAN on the hard disk before you let them leave your office. DBAN is
a federally recognized hard drive wiping thing. I don’t know Sarah, do you have other
programs that you guys use besides DBAN? Sarah: Yeah. There are a number of them that you
can use. Usually though, what you will want to do is make sure that if you are trying to truly get
rid of your equipment that you are working with a recycler that is R2 certified. They will
then have a digital data destruction process that is compliant with the Government’s
NIST 888 standard for data destruction. If you want to do it yourself DBAN is a
good option, but you still want to make sure that you are working with somebody who
follows both the R2 standard, is R2 certified and follows the NIST standard as well. Linda: I’d like to just add to that,
Becky you might want to speak to this. When you get a volume license key from Microsoft,
those keys that you get are for your organization. You cannot, it is against the licensing rules for
you to donate that computer with the operating system on it to anyone outside of your
organization, because the operating system when you are using volume licensing
does not belong to the computer. It belongs to the organization. So if you go
through TechSoup and get 25 donated licenses of Microsoft Windows or whatever it is, you can
put that on up to 25 machines in your office, but you can’t let one of those machines
go to another organization or individual. You must wipe that operating system off. And that
is kind of like part of that Get Genuine stuff too. Becky: Right. It does help keep the licenses
legal. Now one thing to mention though, for people who work at home and at the office for
their organization is part of Software Assurance they have a Home Use Program where I think it is
a $10 fee that allows you to extend that license from your work computer to your home
computer. At the same time, you are expected if you leave the organization to
uninstall that. But the Home Use Program makes a lot of Software Assurance benefits
available to you to extend to your home with the same license that you have on your
work computer. So again, a great benefit that too few people take advantage of I think
because they just don’t know what it means. So Sylvia is asking, “How do
you get volume license keys?” So when you go through the process if
you request donations through TechSoup, you will get an email from TechSoup that says,
“Thank you for your request. It is being processed.” Then you will get an email from Microsoft that
says, “Your request has been fulfilled. Here’s a link to the Volume Licensing Service
Center.” And you create an account there if you don’t already have one. Log yourself
in. And right in there you will have a list of all the donated products that are available that
you have requested, and that have been the filled. And the license keys will be right there
on the page. And you can also look around for Software Assurance benefits, and
you can look at training materials. There’s a lot in that Volume Licensing
Service Center that is available. That is something that is run by Microsoft not
by TechSoup. But both of the emails that you get after you make a donation request and after it
is fulfilled will have links to take you there so that you can access that information. Let’s see. What else? We just have a
moment left so I fear I have to wrap up. We did have a couple questions about Netbooks.
So really quickly do either of you have an opinion on netbooks. Bill asks, “A 5-year-old
netbook that came preloaded with XP, can it be upgraded to today’s environment?”
I know netbooks are usually pretty tiny. So what do you think? Sarah: I’m going to say probably not.
Yeah, I’m going to say probably not. Netbooks are hard to upgrade, so depending on
what the specs are it’s going to be unlikely that a netbook would be able to be
upgraded. But you certainly could try. Becky: With that I’m going to go ahead and
wrap it up since we are at the top of the hour. I’m sorry we didn’t get to every question
but I hope we answered many of them. Go ahead and chat into us to let us know one thing
that you learned today that you are going to try to implement or do, or plan for,
or inventory so you can help improve your own organization’s technology. And
please go ahead and share this information with other nonprofits that you work
with that could benefit from it is well. Lastly, I would like to invite you
to join us for upcoming webinars. Next Thursday we will be doing a webinar
on How Not to Choose a Donor Database. So if you are looking for a new one or
thinking you do, go ahead and join us for that. Immediately following that we will have a Soup
Chat in our online forums where you can come and ask questions about how to collaborate
online using Box’s online cloud services. And we will have the CEO of
box.org joining us for that. On April 2 we will be talking
about Online Fundraising Strategies specifically related to Giving Day Campaigns
like GivingTuesday, or Give Local America, or many others that happen throughout the year.
Then we will be having a webinar on April 9 on The Brand Idea: The Secret to
Managing Your Values-Based Brand. You can also explore our
webinar archives for more. Please join us and connect with us at
TechSoup global.org, on TechSoup.org, on our Facebook and our Twitter. I
know some of you joined us from Canada so please check out TechSoup Canada’s
resources if you are from that part of the world because they have donation programs that can help
fulfill many of the things we talked about today as well. Thank you so much Sarah and Linda for
sharing your expertise. We really appreciate it. And thank you to all of our participants
and to Ale for helping on the back end. Lastly, thank you to ReadyTalk our webinar
sponsor for providing the use of this platform to make it possible for us to present
these webinars to you on a weekly basis. We are using their ReadyTalk 500 tool which
is also available in TechSoup’s catalog. You can see the link there if you
want more information about ReadyTalk. When you close out of this window please
complete the postevent survey to help us continue to improve
our webinar programming. Thank you everyone and
have a terrific day. Bye-bye.

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