Computers Not on Speaking Terms? You Can Make Introductions
Microsoft today is introducing its new Back Office Small Business Server, which the company bills as “the easy way to run your business.” I don’t know of any easy way to run a small business, but after installing and configuring this new software, I can say that it makes relatively quick work out of setting up a local area network and connecting the entire company to the Internet.
The SBS software costs $1,499 for up to five users. For $2,459, you can connect up to 25 users.
Before I get into details about this new software, let’s go over the basics of local area networks (LANs) and why your business might want one. A LAN is generally the most efficient way to get two or more computers in the same office to communicate with each other. With a LAN, the machines can send files back and forth and share disk drives, printers, modems and other resources. Employees can exchange electronic mail with one another, share the same database or work on the same documents without having to exchange floppy disks--a process affectionately known as “sneaker net.”
All LANs consist of hardware and software. To connect to the LAN, each computer on the network (called a “client” or “workstation”) needs a network interface card (NIC). Most Macs have built-in NICs, but they are an option that can be added to most PCs for as little as $30. Laptop NICs, which slip into the machine’s PC card slot, cost more.
Although it’s possible to run wires directly between the machines, most new networks employ a central hub, a small box (starting at about $60) that connects each machine.
Depending on the size and complexity of your network, you may or may not need a “server.” A server is a computer that acts as a central storing house for data on the network and as a traffic cop to control the network, assure security and provide access to shared resources such as modems, printers and backup devices.
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Another option, often used in small businesses and workgroups, is a “peer-to-peer network” where each PC or Mac has access to one another’s hard drives, printers and other devices without the need of a server. Windows 95 and the Macintosh operating system come with the necessary software to create a peer-to-peer network.
Such networks are fine, but they typically lack some features needed by larger workgroups. Unless configured with special software, they don’t generally allow people to dial into the network to access files or other resources and they don’t provide Internet access to each person on the network. They also don’t have a centralized control system that allows a single administrator to grant or restrict access to files or other resources.
Finally, such networks typically don’t come with a way to back up the network or computers on the network. This isn’t to say that you can’t add software to make these things happen, but that requires extra steps, extra cost and extra programs to learn and operate.
The problem with centralized networks is that they require more equipment and are more difficult to set up and maintain. Running a network server is not a task for the faint of heart. In most large companies, it’s assigned to a trained information technology specialist, a luxury most small businesses can’t afford. With smaller companies, the “IT specialist” is often the owner, office manager or the one person in the company who happens to have a few weeks’ experience with computers.
The new Microsoft software is designed for just that person. While it will take some time to set up and configure, it doesn’t require an advanced degree in computer science. I’m an experienced computer user, but I still cringe when faced with installing a network. Yet, I set up an SBS server over the weekend without having to open a manual or call Microsoft’s technical support department. Installation requires you to answer some fairly basic questions.
What I liked most about the system was how easy it is to add a new workstation or “client” to the network. The network administrator, who sits at the server, clicks on the “add a new user” icon, answers a few questions about the user and is prompted to insert a floppy disk into the server’s disk drive. The server software writes the necessary configuration files to that disk, which is then handed to the person whose machine is being added to the network. That person clicks on the floppy disk’s setup icon and, a few minutes later, the workstation is on the network.
SBS is actually an enhanced version of Microsoft’s Windows NT 4.0 operating system with extra software to make networking easier. NT 4.0 has a similar look and feel as Windows 95 and is able to run most programs that were designed specifically to run on Windows 95.
The server machine can also be used to run regular software, so you don’t necessarily have to dedicate a machine just as a server. The server needs a Pentium CPU and a minimum of 64 megabytes of memory and two gigabytes of hard disk space. If you shop around, you’ll be able to buy such a machine for less than $1,800, plus the cost of a monitor. You’ll also need a network interface card for the server and for each workstation. Just about any Windows 95, Windows 3.1 or Macintosh can be used to connect to the network, though you’ll need to buy special software to add Macs to a Windows NT network.
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In addition to coordinating machines in your office, SBS can also “put your company on the Internet.” To begin with, it allows every one in the company to share a single modem. The modem that is attached to the server can also be used to bring the World Wide Web, Internet e-mail and other services to each workstation in your office. The administrator, for example, can easily assign each person an e-mail address for use within the office or on the Internet. What’s more, SBS comes with Microsoft FrontPage, which lets you develop your own Web site for use within and outside the company. The server software can help you select and sign on to a local Internet service provider and post your own Web pages on the Internet.
The new software also serves as a “fax server.” Each person in the company can send or receive faxes from his or her computer without having to have a personal fax modem or software. When ready to send a fax, simply use the print command, but instead of sending it to a printer, type in the phone number of the fax machine where the document is going.
SBS is not the only option when it comes to easy-to-use network installations, which is why I intend to revisit this topic in future columns. Apple offers some very elegant solutions featuring a Macintosh as a server for networks that include both Macs and Windows machines. Another attractive option, the InterJet from Whistle Communications, consists of a small all-in-one machine (starting at $1,995) that is pre-configured to connect PCs, Macs and other machines to one another and to the Internet. Information about these and other LAN options can be found at https://www.larrysworld.com/lan.htm
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You may write to Lawrence J. Magid at magid@latimes.com and visit his Web site at https://www.larrysworld.com
