Microsoft Word

Sorting data in a Word document isn’t something you routinely do. On the other hand, presenting list and table data is, so the potential exists that one day you’ll want to sort something. The good news is that it’s easy to sort data in a table or a list. In this article, I’ll show you how to do just that. We’ll work through a few simple sorting examples. You can use most any table, or you can download the example .docx or .doc file.

Behind the scenes

Word relies on paragraphs when sorting, which seems a bit odd within the context of a table (or list). The paragraph formatting mark determines where one paragraph ends and the next starts. As you can see in Figure A, there’s no paragraph mark in a table. The end-of-cell markers denote the end of each cell’s content. The similar marker at the end of each row (outside the right border) is an end-of-row marker. These markers also contain cell and row formatting. When sorting a table, Word relies on the end-of-row marker to identify where one row ends and the next begins, the same way the paragraph mark does. (To see a document’s formatting symbols, click Show/Hide in the Paragraph group on the Home tab.)

Figure A

Sort by the first column

We’ll start with the simplest sort possible; we’ll sort a table by the values in the first column. To do so, select, the table by clicking its move handle (the small square in the top-left corner). If you don’t see this handle, check the view. It’s available only in Print Layout and Web Layout. With the entire table selected, do the following:

1. Click the contextual Layout tab. In the Data group, click Sort — or click Sort in the Paragraph group on the Home tab. In Word 2003, choose Sort from the Table menu.
2. The resulting dialog does a good job of anticipating the sort. Notice that the Header Row option (at the bottom) is selected. As a result, the Sort By field is set to Species — the label in the first column’s header (Figure B).
   Figure B

3. This is exactly what we want, so click OK. Figure C shows the sorted table.
   Figure C

Before we move on, let’s discuss the Type and Using options to the right. We didn’t need to change either, but sometimes you will. The Type options are Text, Number, and Date. Word usually defaults to the appropriate data type. You can force a specific type by choosing a different option other than the one Word assumes (but you’ll rarely have reason to do so). The Using options defaults to Paragraph — we talked about that earlier.

Sort by the second column

That first exercise was easy. Let’s complicate things a bit by sorting by the second column. Fortunately, it’s just as easy as the first. Repeat steps 1 and 2 from the first exercise. Then, do the following:

1. In the resulting dialog, click the Sort By drop-down.
2. Choose Common Name, the header label for the second column.
3. Click OK. Figure D shows the results of sorting by the second column.
   Figure D

That wasn’t any more difficult that the first sort. Tell Word which column contains the values you want to sort by and click OK — that’s it!

Sort by multiple columns

With only two sort tasks under your belt, you’re beginning to see how simple the sorting process in Word can be. Let’s complicate things a bit so you can see how flexible this feature truly is. Let’s sort by the Class column and then sort the bird and mammal groups in a secondary sort. Repeat steps 1 and 2 from the first two exercises. Then, do the following:

1. To sort by the Class, choose Class from the Sort By drop-down.
2. To further sort each class group, click Common Name from the Then by drop-down (Figure E). You could add a third column to the sort if the results warranted the additional grouping.
   Figure E

3. Click OK to see the results shown in Figure F.
   Figure F

What about lists?

You might be wondering how to sort the same data in list form. Word handles the list sort the same way — the exact same way. Highlight the list and click Sort in the Paragraph group on the Home tab. In the resulting dialog, check the header option and set appropriately (if necessary). Then, determine the sort order by choosing the fields (columns), appropriately.Figure G shows the result of sorting the same data in list form.

Figure G

Sort a columnar list the same way you sort a table.

October is National Cyber Security Awareness Month by Department of Homeland Security.

National Cyber Security Awareness Month encourages vigilance and protection by sharing tips and best practices in regard to how to stay safe.

Small businesses are a large target for criminals because they have limited resources dedicated to information system security.  Cyber criminals look for access to sensitive data.

Create a cyber security plan

The Federal Communications Commission offers a Cyber Planner for small businesses.  The planner guide allows specific sections to be added to your guide, including Privacy and Data Security, Scams/Fraud, Network Security, Website Security, Email, Mobile Devices, Employees, Facility Security, Operational Security, Payment Cards, Incident Response/Reporting and Policy Development/Management.

Generate a personalized Small Biz Cyber Planner Guide.

Establish Rules and Educate Employees

Create rules and guidelines for protecting information.  Educate employees on how to post online in a way that does not share intellectual property.  Clearly explain the penalties for violating security policies.

Network Protection

Deploy and update protection software, such a antivirus and antispyware software, on each computer within your network.  Create a regularly scheduled full computer scan.

Manage and assess risk

Cyber criminals often use small businesses that are less-protected to get to larger businesses.  Being a victim of a cyber-attack can have a huge impact on any business including financial issues, loss of possible business partner(s) and many more issues.

Download and install software updates

Installing software updates from vendors can protect your network for unwanted viruses and malware.  Vendors frequently release patches/updates for their software to improve performance and fine-tune software security.  (Example:  Adobe Reader, Adobe Flash and Java updates are critical for protection.)

Backup important business data and information

Create a backup plan for all data including documents, databases, files, HR records and accounting files.  A regularly scheduled backup can be a full, differential or incremental.

• Full Backup:  Backup of all data.
• Differential Backup:  Backup of all data that has changed since the last full backup.
• Incremental Backup:  Backup of all data that has changed since the last full or incremental backup.

Control physical access

Protecting physical property is a very important role in protecting intellectual data.  Create a physical security plan to prevent unauthorized access to business computers and components. 

Secure Wi-Fi

Securing your Wi-Fi network consists of a few configurations.  Configure a device administrator password for your wireless access point (WAP) or router, require a password for Wi-Fi access and do not allow the WAP or router to broadcast the Service Set Identifier (SSID), also known, as network name.

Bring-Your-Own-Device (BYOD) is permitting employees to bring personal devices (laptops, tablets, and smart phones) to their workplace, and use those devices to access company information and applications.

Create a Private App Store

Designing a private App Store provides the ability to manage custom and purchased apps.  Businesses can manage apps by pushing mandatory apps, approving recommended apps and blocking rouge or unrelated apps.

Policy Compliance

Policies ensure security, productivity, protection of resources and reduce risks.  Implementing a location-based service (LBS) such as Geo-Fencing and GPS will set limitations on access to data based on location.

Strong Security

There are many layers of security for a BYOD environment.  Device enrollment can be a one-time passcode and/or Active Directory credentials.  Applying user profiles will distribute policies, restrictions and Apps based on logical groups (department/location/device type).  Other types of security are tracking device locations, Remote Lock, Complete Wipe and Corporate Wipe.

Track Usage

Usage thresholds can be monitored based on talk, text, data and roaming for each user.  Setting up alerts and reports for misuse, excessive bandwidth, additional charges and security exposures will help track usage appropriately. 

Banning Rouge Devices

Compromised devices such as “jail broken” iPhone or a rooted Android should be restricted from accessing enterprise data and resources.  Compromised devices are susceptible to virus attacks.

For more information on Mobile Device Management

Contact us at 856-745-9990 or click here.

Hopefully, why you should never trust Facebook is obvious by now. Perhaps you feel like you still need it, though — or stubbornly refuse to believe it is really all that bad, whether because you think it is not much of a risk or just do not believe the evidence.

You may take all reasonable precautions, including using no personally identifiable or sensitive information in your account or profile data. Maybe you use a password and email address for the account that you use for nothing else, and refuse to communicate with anyone who actually knows any personally identifiable information or secrets about you on Facebook. Even so, there are risks.

Facebook clearly is not concerned with your privacy any more than the absolute minimum required to keep itself in business. There’s no such thing as a trusted brand, but there is certainly such a thing as a brand that is thoroughly suspicious — and Facebook seems to fit the description when it comes to personal privacy. Any time Facebook appears to care about your privacy, keep in mind that it took Congressional posturing to keep the corporation in line even to that small degree.

It is clear that even when Facebook offers something that looks like some kind of privacy protection, the offer is not a promise, and relying on it is a recipe for disappointment. With that in mind, the problem of protecting even the most minimal sense of privacy while using Facebook seems insurmountable. Thanks to the efforts of a number of hackers and entrepreneurs who actually care about privacy — not only theirs, but that of others as well, even if only because it serves as a convenient business model — there are some options that can help at least a little.

In no particular order:

1. SaveFace
Untangle offers the SaveFace bookmarklet, a script that can be saved as a bookmark in your browser. When you click a bookmarklet, it does “something” — usually involving whatever page you happen to be visiting at that moment. In the case of SaveFace, you can visit your Facebook page then click on the bookmarklet to rest your privacy settings to Private. According to Untangle, it currently covers Contact Information; Search Settings; Friends, Tags, and Connections; and Personal Information and Posts.

2. ReclaimPrivacy.org
A similar bookmarklet is offered by ReclaimPrivacy.org. Unlike SaveFace, the purpose of ReclaimPrivacy.org’s tool is to scan your Facebook settings and detect certain types of privacy vulnerabilities in your account settings. In theory, at least, it should be more thorough than SaveFace — but less automated as a means of protecting yourself.

3. Connect In Private
At ConnectInPrivate there is an annoying tablike thing floating over the left-hand side of the page. Take a closer look: it reads “Secure Your Facebook Profile”. If you click on that, it takes you to a Facebook application that offers a fairly comprehensive Facebook privacy feature set. Of course, what it provides is little more than a convenience layer over manually adjusting your own Facebook privacy settings, but it can be used for free and, if you like that kind of thing, you might find it valuable.

Using Connect In Private’s Facebook privacy scanner is a remarkably tedious and uncomfortable process for something so simple. It involves reading, and thinking about, a series of questions about what kind of privacy preferences you have — in ways that are poorly defined, and requiring Facebook account access that should make the average security concerned user hesitate. Access to the source code is not exactly a matter of easy access the way it is with the JavaScript in the ReclaimPrivacy.org bookmarklet and the .js page it references, either.

A final word
Connect In Private has one definite advantage over the other tools, though: it is more actively maintained. As of this writing, ReclaimPrivacy.org’s script is not compatible with current Facebook privacy settings, and there is a note on the page to that effect. SaveFace is far from a complete solution, for that matter. None of them are perfect, and there is always a risk if you trust your private data to a site like Facebook. Each of them might help a little, though.

In the end, I for one find it difficult to trust the Facebook application offered by Connect In Private. Your mileage may vary.

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