Technically Speaking

Now that the backup device and jobs to fill it have become the main focus of my work day, it seems I have also discovered that the root of the backup issues I am seeing stem from a locked tape drive.

I am not exactly sure what would cause the tape drive, in the middle of whichever job it chooses, to lock.  When this happens, the job runs… and runs… and makes no progress.  I guess understanding the root of the problem is good, but figuring out what causes a tape device to lock is another battle all together.  The tape is not full, there are enough tapes in the library to last for a good long time so I am really grasping at straws about the locking thing.

Digging through Bing and Google have not been much help either… I think figuring out this issue is going to be my goal for the week between the holidays.

If anyone has any thoughts about why a tape drive (used in a library) would lock, please share.

I have a few more backup and storage related post ideas coming in the new year, looking at the overall experience with the new Quantum Superloader, but I want to get it working completely and really understand it first…

I would also like to wish all of my readers, however many of you there are, a happy and safe holiday season.

Recently at my organization we ran out of room on our backup tapes, which was both good and bad.  Good because it allowed for a tape library and less messing around with tapes once I get the library and schedules and things figured out, and bad because we had to finagle a 2 tape backup configuration in the meantime.

Backups are getting done, but it has been quite the on going experience with the new Quantum SuperLoader.

The point of this post I guess is that I am slowly becoming a storage junkie, and that learning the best way to efficiently store data. 

It appears that the speed of backups with the new library is quite improved… still not perfect, but as I get a handle on it surely the performance and efficiency will improve.

If anyone, storage junkie or not, has any suggestions please pass them along.  I am curious to know more about storage and backup. 

I also wanted to thank the Microsoft Storage team for linking my blog.  Hopefully I will learn from that blog to help this blog improve.

The blogging front for me has been very quiet in recent days/weeks due to a rather large project at work.  Putting in a phone system is a project for sure and the long days that go with it are great too.  Now that the project is done or to the continuous support phase, finding the little things are left to get done.

In my estimation the project was about 70%-75% complete and ready on the day after the cutover, but there were some things (and still are) that needed to get addressed and worked through as soon as possible.

The point of this post is not to discuss the methods and size of a project, but from an IT management view, to discuss the idea of wiggle room.  Contingency is a given in business because there are always things that might cause a bit of problem during the project, but the users who you complete the project for may not see things as wiggle-appropriate.  If there are things that are different than they were in the past, you might have a problem.  Handling these issues is not easy because you need to anticipate and encourage users to find things that they feel are problems and let you know of things they would like to change.  Will all changes happen?  No, but listening to the concerns before, during, and just following the project will be worth its weight in gold (or sales) when you find the things that make your users completely nuts and get them cleaned up.

So what does this mean to you?

As a project manager, you will be held responsible by users and likely management when there are things that do not meet expectations.  Be willing to listen, even if you may not agree, even if it is something that just brings peace of mind to a group of people.

On my recent project, a lot of things were discussed, but there were places that more could have been helpful.  I know that there is not a likely chance to get the project perfect as that is just too high an expectation, but working more closely with the users to get ideas and things down on paper for further discussion is something that I will do from now on.

I would recommend the notes twice cut once approach, similar to measure twice cut once used in other in areas.  Take the time to discuss notes and ideas with users, then review the notes again and discuss them, along with any changes or new ideas you may have after the initial meetings.  This will help you determine the costs and work associated with the project way up front. 

Consider the user at all phases.

Sure there are times when the user community will need to go along with changes even if they weren’t involved, but giving them a little information and ownership or involvement in the project will help them with the horse pill that is change.

My project went (and is still going) very well and would not necessarily change anything, but working to be prepared for a project regardless of size is the best thing that any planner could ask for.

Microsoft Outlook carries a great deal of convenience for its users.  Some of these conveniences, like calendar, mail, tasks, and contacts in the same application are available from a majority of similar applications, but Outlook handles them really well.

The focus for this post is on the NK2 file and what it brings to the user, convenience, and also on making sure it is managed well by IT.

what the heck is the Nk2 file?

This file is where Outlook stores e-mail addresses as they are used.  For example, if I send an email to mike@myemail.com to catch up with a friend and then send an email to matt@widgetsplus.com to order parts for a project, the email addresses are plunked into the Nk2 file.

From then on, if I start typing an email address with m as the first letter, a dropdown list appears in the To: line of my message containing all of the entries in the NK2 file that begin with the letter M.  This feature is very very handy, but is not the best implementation of the address list.

Note: It has been said that Microsoft is working to incorporate this list of used addresses into the Outlook application for the Office 2010 release, making the Nk2 file go away.  I am curious to see what happens there.

Why do users care about this file?

Users in general do not care about the Nk2 file specifically, they only care about the list of addresses kept in the file.  Think of this as a makeshift contacts list.  Why would the vast majority of people put a contact into Outlook, when the list just appears as they begin entering addresses?  That is a huge waste of productivity and time.

When something happens to the Nk2 file for one or more of the users you support, it is likely that you will hear about it.  When I first experienced Nk2 atrophy I didn’t even know where to find anything about “the wiped out drop down list of addresses I need to send email”.  I spent a good amount of time learning that the dropdown list was contained in the NK2 file, stored within the cavern that is Outlook application settings within the user profile.

Will this file save the day?

It can be quite the safety net for a good majority of Outlook Users, but the contacts folder is the best place to put addresses.  Relying on a single file with no default backup is not a good idea, although most users (and sometimes myself) do it every day.

You can create a backup of this file for your users by copying the file to the network on regular intervals, which is highly recommended.  This way, if the list of addresses goes empty, the nk2 file can be copied over the old one and should be back to normal when Outlook restarts.

Note: In my organization we use Desktop Authority to manage the user experience, it copies the nk2 file to the users home directory when they logoff every day. When they logon, the local and remote files are compared and the newest one wins.  If that is the remote, due to locally corrupt or deleted file, the file is copied during logon and the list works as needed.

Using a scheduled copy script on regular intervals will accomplish the important part of the task, the backup.  Then when the user notices the issue, you can copy the backup to their machine and restart outlook.  Presto! Working address lists.

Creating a backup copy of the file

To get a backup of a users Nk2 file you simply need to copy it to another location.  Using a utility like xcopy works very well here, but remember to run the operation when the file is not in use to catch any entries that may get added (and make the process much smoother).

The local Nk2 file lives at c:\documents and settings\<username>\application data\Microsoft\Outlook

and is typically named according to the Outlook Profile (usually a userid).

so the source portion of your xcopy operation might look something like this:

Xcopy “c:\documents and settings\<username>\Application Data\Microsoft\Outlook\username.nk2”

Note: <username> represents the user id of the user whose Nk2 file you need to copy.

Add the destination to the xcopy script, typically the users home directory, I usually use a mapped share for this:

Xcopy “c:\documents and settings\<username>\Application Data\Microsoft\Outlook\username.nk2” “U:\<username>\<username>.nk2”

Then specify the needed xcopy options for the job, typically just /Y to prevent prompting to copy.

Save the file and schedule it to run for your users.  This way newer copies of the local nk2 file will overwrite older ones on the network, keeping the most recent copy backed up and on tape with the rest of the data.

Using the backup

Now that the nk2 files are backed up, if the user loses their address drop down list, you can quickly rescue them by copying the file back to the local application data folder.  Then when they restart Outlook all should be well.  Since the copy only takes a few minutes (depending on file size and bandwidth) you might have the user close Outlook then copy the file.  This way when started again the list should reappear and the user will be back to normal again.

Being the type of administrator who assigns accountability to files created by users, i.e. they have to get their files saved to the network for backup to happen, I have found this a very good idea because the user is not likely to know about this file if they can get to its location.  Automating this backup has proven very helpful for both my IT department and my users.

October 22 has come and gone, launch parties have been held (and continue) all over the world and the world continues to spin at the same pace as before.

I am curious to find out how the retail launch of Windows 7 went as compared to any goals that Microsoft had.  Surely as it is available, sales will pick up, especially if the “it beats Vista” claims are true, and in my estimation they appear to be.

Have you upgraded to Windows 7 yet?  Either at work or at home?  I am getting there slowly at home, but it will be a while before I move that direction in the corporate environment.  In the testing I have done there, most things seem to work without a problem and the few that aren’t yet working will either go away or get support by the time we get that far.

The capabilities that will sell the application to management in most organizations are two fold.  Sure they will like the power management features and efficiencies of the OS when paired with Windows Server 2008 R2, for things like Direct Access, Branch Cache, and others, but what about the users?

Selling a feature like Branch Cache to an everyday user (or to management when they are wearing their user hats) might be a bit difficult because the end user in everyone, geeks IT Pros included wants the stuff they use to work.   In this case, features like search, Jump Lists, and stability might be the best thing to demo or to sell on.  The search and jump list features should increase productivity at the desktop because there are fewer clicks to locate files, I do not think this will bring a million dollar savings, but it should please the users that they can locate things anywhere on their computer and the network.

For the mobile user, the ability to specify a different printer depending on the location and network connected is a great feature.  Especially when coupled with better wireless support and auto connect.  The auto-connect thing has been around for a while, but it is very much improved in Windows 7.  As an example, on my laptop, it connects to my home network as soon as it fires up and there is no interaction needed… the same is true of the network at my office.  This has been excellent.

To create a case for Windows 7 in your environment, some cost benefit analysis will likely be needed, but work with your Microsoft partner and determine which features of the OS will be the biggest light bulbs for your company.  These should be the ones that you show off to everyone.  Doing this will help build user excitement, which can show management that boosted productivity is right around the corner.  Not to mention, getting everyone who will use the tool on board by choice rather than by force is always a plus.

This Thursday Microsoft Windows 7 will be available for the world at large to purchase and run on all of their computers.  I think this is a good thing, like most in the tech community, based on the fiasco that was Windows Vista, there are some huge steps forward coming in Windows 7.

I was reading a post at TechRepublic by Jason Hiner who pointed out his hits and misses in Windows 7, and in many ways I agree with him.  The system and data partitions should be split up by default to allow the OS to be wiped out and corrected without losing user data.  The OS is leaner than previous releases and will keep itself out of the way even in terms of UAC.

The one area where my opinion of Windows 7 differs from Mr. Hiner is in the area of the taskbar.  At first I wasn’t sure if the new Dock-like taskbar would be useful, but in fact it is onw of the most used places in the OS for me.

The addition of jump lists from both the start menu and taskbar make information very easy to find.  Mousing over the item on the taskbar, when it is running will show you the list of instances available just like grouped task bar items did in Windows XP. 

For example, mousing over a taskbar icon for Internet Explorer, will show a preview window of the open tabs.  You can then select which tab you need by clicking the instance.  For me this is an improvement over the list of titles when you click the XP taskbar because you get to preview the windows that are open.

I do not disagree that the new taskbar will be confusing for users as they get started with Windows 7.  The missing quick launch toolbar, and its move to the entire taskbar, was a bit of a change even for me when I didn’t use the QL toolbar for much of anything.

The review of hits and misses is a great read, and will help point out some key areas where things are better and where they aren’t, but because the OS is new and there are a large number of XP users still out there, the confusion will be seen, I think as a learning curve in most cases.  Will there be some who want to go back to XP?  Sure.  There will be and thats alright for now… as more and more companies and consumers get their hands on Windows 7 this will change and might even repair the damage done by Windows Vista.

So far, I haven’t found, other than a few driver issues that I need to fix, much in Windows 7 that doesn’t feel like an improvement.  The ability to search for anything on my computer from the start menu or Windows Explorer is huge.  I realize that this is a Vista carry over, but it seems to work better for me in Windows 7.  I no longer get discouraged that something isnt where I thought it would be in places like Control Panel because I can simply search for it or the action I wish to perform and get taken right to the item I need.

I am excited to see where Windows 7 takes the PC and Microsoft, and even curious about how it might shape the next version of Windows.  So far the vista from Windows 7 is pretty promising, especially given the view from the last Windows release.

Affiliation Disclosure: Derek is a contract contributor to TechRepublic and a Microsoft MVP. 

Technology often makes people run screaming in the opposite direction or turns them into giddy children and they cannot wait to get their hands on the next of the latest and greatest.  I would, surely like many of you reading this, fall into the latter camp and am quite excited about technology.

When I get the opportunity to give a presentation about technology I am usually a bit nervous or on the fence about the idea because quite honestly, presentations and I mix like oil and water.  However in some cases (and especially as of late) giving a presentation is a good idea.

In organizations selling technology is usually quite the chore (assuming that your organization is not a technology company).  You have to pitch the choices for a solution to management or make the options you dont like so convoluted that your choice is the best fit for the job, even if that is not the case.

Today was a bit different, I was asked to present to the owner of the company covering technology and what exactly I do for the organization.  This is quite a challenge, but a worthy one if you are asked or can coax management into allowing you time in front of the ownership group.  Getting in front of the group, unfiltered, can be a great lift for your department. 

Do not look to spend money.  There will always be an opportunity to do that, pitch things to management to buy the latest gizmo because it makes your workers this much better at their jobs.  Talk to the owners and let them understand what you are working on and what you do in the technology role you have.

Explain the up front details. Do not launch into an explanation of DNS and the Internet as you will likely bore the audience to tears.  Show them what you are doing, how your projects are coming along, and where you might go in the future in terms of projects.  They will be glad to see it if they have an interest in their employees and as bosses they should.

You might even be able to toot your own horn a bit and help them to understand why the company needs your role and what your industry brings to the table.

If you take the time to talk to upper management and ownership and help them to visualize your role, both of you will be better for it.

Yesterday On September 30th I participated in a Live Meeting with Tim Vander Kooi from Culminis covering the business reasons why Windows 7 is ready and really is the right move for customers of all sizes. 

We looked at demos of the Jump List feature (which I cover here) and also the search capabilities from the Start Menu and from within Explorer.  We also looked a bit at Bit-Locker and how it can ensure your sensitive data is secure.

There were quite a few questions, and I will update this post after I get to review the notes from the show and review and research them further.

One popular question concerned Bit-Locker and Bit-Locker to go and if the technology could be used to encrypt CD/DVD media.  This is not a function of Bit-Locker.  Primarily because CD media is typically used in Write Once Read Many (WORM) scenarios by business and it is likely that the media will be shared with others.  Bit Locker is designed to encrypt the data on a computer hard disk or removable flash drive to ensure that if the device is lost or stolen, the data cannot be used (or misused).

The only reason I can see that an organization might want to use Bit-Locker with CD/DVD media is to encrypt backup or archive copies of their data.  This seems a bit like overkill in that the storage of the archived information should be secure removing the need to encrypt the media.

Another popular question was about Group Policy and if Windows 7 Group Policy would work in a Windows 2003 environment.  The answer is Yes.  Windows 7 supports all of the group policy options available in Windows Server 2003 and a host more.  The additional or new items require a download from Microsoft to allow the new Windows 7 Group Policy features, such as preferences to function in an earlier environment.  The caveat here is that if you configure the environment to work that way, you must manage Group Policy from a Windows 7 computer until such time when Windows Server 2008 R2 his up and running and can allow management from the server side.

Microsoft Deployment Toolkit (MDT) 2010

A deployment utility for environments large and small was released recently to aid with rolling out Windows 7.  We touched on this briefly in the call and the utility can be downloaded here.

The goal of MDT 2010 is to make the deployment of image based systems easier in any environment.  It might not be a great idea in a small environment of 5 computers, but in anything larger than that the creation of images for deployment and rapid repair (redeployment) of systems is a lifesaver.

These were a few of the topics we covered on the Web on 9-30.  Please feel free to post additional questions in the comments.

Industry Affiliation Disclosure: I am a 2008 and 2009 recipient of the Microsoft MVP award.  This in no way should reflect any bias for or against Microsoft Products.  When products are reviewed here, I will discuss them in my own opinion without specific regard for manufacturer.

Last night I received a tweet from a friend who had just posted on her blog a rather great tip on managing Excel data and I got to thinking… not necessarily about Excel, but about how important it is to share your content with others and how doing so might be beneficial in many more ways than readership increases.

Since this blog isn’t about gaining readership for your content, let me see if I can explain.

We all have a niche, and lately mine seems to be support and some content publication, in my support hat there are times when I need to look for help with things.  Where better to find that help than on a blog?  Sure I could email or tweet or <insert communication method here> to get the information, but finding it on a blog might allow me to find other solutions or ideas I hadn’t thought of before.

Since Google Reader and other applications allow subscriptions to RSS feeds and most blogs today support RSS, the information on these blogs can come to you after adding it to your reader.

Even the best IT professionals need help once in awhile.  It seems as problems get bigger or more abundant, that it is easier to overlook the simple solution, perhaps a checkbox or incorrect selection that doesn’t rear its head until weeks later when computers decide that 8:00 am is a good time to reboot to finalize an update. – Oops…

Here is the link to that post I read about Excel. Give it a read, maybe it will be helpful to you, if in no other way than to keep you thinking about all the avenues where help might come from.

Microsoft released to web (RTW) its Security Essentials product today… and it remains a free download.

The product is geared to replace Windows Live One Care and provides Anti-virus / Anti-Malware protection to the consumer market.  This is great news for consumers and some road warrior IT Pros allowing them to get protection on their laptops without worrying about subscription costs.

Having participated in the beta of the product, I was quite impressed.  It was the only security application I installed on my production Windows 7 laptop and I had no issues with it at all.  It is a thin application with very little needed in the way of maintenance after installation (or at least it was in beta).  The upgrade was smooth this morning and I have seen no issues to this point.

I will be recommending this product based on personal experience and cost in any scenario where it makes sense (too bad I bought a new subscription service recently for my inlaws).

Is it the best out there?  At this time I am not sure… Microsoft’s application works well for me but it is not geared for enterprise environments, although that may come in the future with products like System Center Online Desktop Manager, which is beta right now.

As of now, I would go try out the application and kick the tires… might work well enough to save you a bit of money on security apps.