R.I.P. TechNet — the sad end of an MS institution

R.I.P. TechNet — the sad end of an MS institution

For years technology consultants, researchers, and journalists have relied on Microsoft’s inexpensive TechNet subscription service to test and evaluate the company’s offerings.

Last week, Microsoft announced it would end TechNet subscriptions, effective Aug. 31. Here’s why that decision is — to put it kindly — lamentable.

I wrote about TechNet subscriptions in my July 1, 2010, Woody’s Windows column, “The ultimate software deal has strings attached” (paid content). Microsoft had just lowered the price for the TechNet Standard package — from U.S. $349 to $199 for the first year ($149 for subsequent years), making the service even more affordable for the legions of technologists with small budgets. (Medium-to-large businesses pay heavily for Microsoft Developer Network [MSDN] subscriptions. MSDN starts at $699 for the first year; add Office and Visual Studio, and it jumps to $6,119. That’s a nosebleed jump from TechNet’s $199.)

Those who qualify for TechNet (more on that below) get access to nearly all of Microsoft’s software (Office for the Mac being a notable exception), with a limited number of license keys for each application.

Microsoft’s recent announcement stated that TechNet users could buy or renew a one-year subscription through Aug. 31. Not surprisingly, the announcement was immediately condemned by TechNet users, and it raised numerous unanswered questions — such as what happens to the license keys currently in use.

A system that might actually encourage piracy

Microsoft hasn’t specifically stated that software piracy is the root cause of TechNet’s demise. But there’s no doubt that a significant number of TechNet subscribers have abused the service. In truth, the program has been rife with petty-level pirating for all of its nearly 20 years.

Back in the early days, packs of TechNet CDs arrived in the mail. It was like manna from the mother ship. And those CDs got passed around.

Today, TechNet’s many offerings are simply downloaded as easily copied and shared ISO files. For the most part, the downloads are managed through a sort of honor system. That makes it easy for some subscribers to game the system — i.e., download genuine copies of Microsoft software along with perfectly legitimate keys and then either give the software to family and friends or sell it at the local flea market. Undoubtedly, a few unscrupulous PC resellers sold systems with free TechNet software keys — and charged their customers “discounted” application fees.

There’s no excuse for blatant abuses of TechNet, but its own rules have caused confusion about licensing requirements. For example, the current TechNet subscription page simply states, “Software is licensed for evaluation purposes only, not for use in production environments.”

In my 2010 Top Story, I interpreted that agreement as: “It’s completely legitimate — so long as you’re not using the software for work but rather evaluating its features, testing its performance, or otherwise assessing its suitability for yourself or others.”

But the TechNet death-notification FAQ states, “The software provided with TechNet Subscriptions is designed for hands-on IT Professionals to evaluate Microsoft software and plan deployments.”

I’ve no idea how, when, or even whether the official Terms of Service changed. But though there’s no question that I qualify under the first set of rules, it’s highly unlikely that I qualify under the second. (Do I need to plan deployments?)

Fifteen years ago, Microsoft was happy to sell TechNet subscriptions to serious developers, consultants, and even tech writers. We carried the good word to Microsoft’s customers, and we were ready to help those that needed assistance. Times have certainly changed.

The nature of software licenses changed, too

About a year ago, Microsoft changed another part of its TechNet policies. Previously, the keys you received for downloaded apps were perpetual — you could use them forever, as long as you followed the basic testing-and-evaluation tenets. Currently, keys are valid only as long as you have a TechNet subscription. If you let your subscription lapse, the licenses immediately become invalid.

Unfortunately, Microsoft has never issued a clarification (at least none that I can find) as to whether the new rules are retroactive — and/or how Microsoft differentiates older perpetual keys from new rental keys.

ZDNet’s Ed Bott described the change in a July 2, 2012, story. His take: “That doesn’t mean that the software itself will stop working, of course. Instead, the license expires along with the subscription, and you’re expected to stop using the evaluation copies.”

With TechNet’s demise, do licenses live or die?

The future of application licenses is the most pressing — and complicated — question for all TechNet subscribers. For example, if you installed a TechNet version of Windows 7 in early 2012, you might be able to use that copy forever (within the limitations imposed at that time). But what if you installed a second copy of Win7 in early 2013, using the same key that you used in 2012? (Many TechNet keys can be used multiple times.) Will Microsoft treat the second installation differently?

This is all confusing enough, but then there are these rather ominous statements in the latest TechNet Subscription Agreement (page). It states, in part, “The subscription is provided through a private computer network that Microsoft operates for the benefit of itself and its customers. … The technology or other means Microsoft uses may hinder or otherwise affect your use of the subscription. … Microsoft may deactivate or otherwise limit your keys when your subscription ends. Deactivated keys will not be able to activate software.”

In other words, TechNet keys are presumably separate from the usual activation network. At some point, that private TechNet network could simply cease to exist. (At this point, even Microsoft might not know what it will eventually do with currently validated TechNet keys, as TechNet subscriptions come to their final end.)

Reasons MS should reconsider the end of TechNet

Fellow Windows Secrets contributor Susan Bradley has worked extensively with admins, consultants, and developers. So I asked her to list the reasons IT professionals are lamenting TechNet’s end. Here are her top gripes:

• Loss of long-term testing platforms: Consultants and developers need complete evaluation platforms (consisting of servers and multiple workstations) to do their primary job — supporting Microsoft’s customers. With TechNet gone, there are fewer options. MSDN (site) starts at $700 for the first year and Azure (more info) is too complex. Time-bombed evals (future evaluation software will be free for 30–180 days) will not provide a long-term, stable test platform.
• Loss of phone-support incidents: When you really need to get Microsoft’s attention in a hurry, the only real option is through the call-support process. Depending on your TechNet subscription level, you currently get at least two free phone-support “incidents.” It’s not clear whether there will be any free support after Aug. 31.
• Loss of the guaranteed Microsoft engineer SLA response to a TechNet subscriber question in a monitored forum: Again, for small-business technologists, it’s a question of inexpensive access. Without TechNet, the only other option — MSDN — is breathtakingly expensive.

Susan goes on to say, “There’s also the bigger picture of whether Microsoft wants to continue supporting small-business IT pros and consultants.” TechNet was a critical resource for the SMB crowd.

She continues, “I understand that Microsoft has a piracy problem with TechNet. But perhaps it should have stopped throwing out software keys like candy and ensured that TechNet subscribers are, in fact, technology professionals. Currently, anybody who comes up with $199 gets in. Microsoft never verifies your technology-professional standing.

“Microsoft is pushing Office 365 subscriptions to small businesses. Last May, it announced that Office 365 would be added to TechNet. Now that will be taken away from the professionals who will install and support Office 365.

“Many SMB consultants now believe that Microsoft is focusing on direct sales and support (primarily via Office 365), effectively cutting consultants out of the support business. There’s a ton of angst among tech pros over this and other issues.”

What you can (and should) do

More information on TechNet’s retirement (as MS puts it) may be found on its Subscription page. Given the Aug. 31 deadline, you don’t have much time to sign up for or renew a one-year TechNet subscription.

Microsoft states that licenses aren’t valid unless you renew your TechNet subscription. But when Microsoft cuts off subscription renewals, it’s hard to imagine that it will immediately shut off already-accessed keys. I can just see an attorney having a field day with that one. But for now, we simply don’t know what MS will do.

Even with its demise, please respect the TechNet system. Don’t sell keys to third parties or give them away to everyone in your poker club. Who knows? There’s always a chance that Microsoft will bring back TechNet — in a form that’s beneficial both to the company and to its acolytes.

There’s an effort afoot to convince Microsoft that it needs the accessibility of the current TechNet — or at least needs to make MSDN much more affordable. If you’d like to participate in the effort, head over to the change.org site and sign Cody Skidmore’s petition.

Balloons over Londonderry are Sky Orchestra

When artist Luke Jerram arranged for seven hot-air balloons to float over Londonderry, Northern Ireland, at 6:30 in the morning, each was carrying its own sound system. The floating orchestra added aural experience to the visual for watchers below. This video also shows you what the balloonists saw as they were carried over town and country. Play the video

Solving file/folder copy problems in Windows

A reader’s PCs share an annoying symptom: Windows seems unable to reliably copy really big files or groups of files between hard drives.

Plus: whether to reboot after a software adjustment; another reader-recommended search tool; and a free, open-source, sticky-note utility.

Multiple cures for Windows’ copy-command errors

Reader Ross Caruso’s copy problem spans multiple PCs and various Windows versions.

• “For several years, I’ve had difficulty copying large amounts of data from one drive (internal or external) to another when using Windows’ standard copy function.

  “It typically occurs when I’m copying gigabytes’ worth of files and folders at a time. The data either isn’t fully copied or it’s not copied correctly.

  “How can I find out what’s going on?”

Years? I salute your fortitude, Ross! I suggest taking a two-pronged approach: quick Band-Aid fixes for the short term, then more permanent cures that go to the root problem. Here are some techniques that should help.

Four free and immediate fixes:

• The simplest quick fix is to use Windows’ command-line version of copy, along with related software switches that help catch and correct copying errors.

  For example, adding the /v (verification) switch ensures that every copied file is identical to its original. The /n (names) switch makes sure that Windows can copy files with long or nonstandard names or paths.

  Windows’ copy command is fully explained in a TechNet command-line reference page.

• You can also try Windows’ built-in xcopy (extended copy) command, which is specifically designed for copying large amounts of data. Xcopy provides an easy way to copy whole directory trees — folders and their subfolders — with file-by-file verification.

  Xcopy is fully explained on another TechNet command-line reference page.

• Vista and Windows 7/8 offer a third option: robocopy (robust file copy), which also includes copy-monitoring settings. It’s specifically designed for copying data under difficult circumstances, such as over connections that might suffer unexpected interruptions or dropouts. Robocopy comes with more than 80 software switches, all fully explained on the TechNet robocopy command-line reference page.
• If those don’t help, consider using an industrial-strength commercial tool such as the venerable XXCOPY (free for personal use; corporate licenses available; site). XXCOPY supports over 200 command-line switches and options!

Any one of those copying tools and options should help improve the completeness and accuracy of your copying tasks. But the question remains: Why did this problem occur in the first place?

You say the problem appears on several different PCs and that the problem has persisted for years. That should rule out mechanical problems as the source of trouble; it’s improbable that the exact same mechanical problem would occur on different PCs, built at different times, with different components.

But to be thorough, let’s check your system’s health, starting with all hard drives.

The Jan. 10 Top Story, “Let your PC start the new year right!” details several free and easy techniques for giving hard drives a thorough checkup and improving their performance. See the sections, “Check the hard drive’s physical/logical health,” “Take out all the trash accumulated in Windows,” and “Defrag (or optimize) data on hard disks.”

Next, verify that the drives’ physical and electrical configurations are set up correctly (especially if you installed or set up the drives yourself). The drives’ OEM sites should have the information you need. If they don’t, EaseUS (a hard drive–utility company) offers two free, helpful, general-purpose guides: Install IDE hard drive and Install SATA hard drive.

If any of those steps finds and fixes the trouble, great! You’re done. But I think it’s more likely you’ll still have the problem. So what’s left to look at?

It’s probably not a Windows issue; Windows should be able to copy any large file, up to the size limit imposed by whatever file system you’re using. (See a Wikipedia article on file-system limits.)

If neither hardware nor Windows is causing the problem, that leaves the software you’ve added to your systems.

Your anti-malware tool, for example, could be trying to actively scan the files being written to the destination drive. That could result in delays, errors, or timeouts (especially if the AV app isn’t particularly efficient in its operations) when you’re copying very large files or groups of files.

To find out whether disk- or file-related utilities or apps are causing the trouble, try disabling (or temporarily uninstalling) them, one by one, until the copy problem goes away.

For example, to see whether your anti-malware tools are causing the trouble:

• Disconnect from the Internet and/or your local network. (This will help keep your system safe while your anti-malware tools are out of commission.)
• Temporarily uninstall or fully disable your anti-malware tools.
• Reboot.
• Try copying the same large files or groups of files that previously caused trouble.

If the problem persists, move on to other installed apps or add-ons that might use significant disk resources. That could include third-party defrag and cleanup tools, disk-health monitoring tools, automatic backup or synching tools, on-the-fly cryptographic tools, etc.

Keep disabled apps disabled until you find the problem. In other words, keep simplifying your setup until your test files copy correctly.

Once you’ve identified the problem software and replaced it with a better-behaved alternative, your years-long copying troubles should be over — for good!

Why rebooting is important after a fix

After reading the June 27 LangaList Plus item, “Hard drive shows wrong icon type,” Herman Berliss sent in this question.

• “Fred, you said: ‘Simply delete the IconCache.db file and reboot; Windows will rebuild the cache from scratch — hopefully, with the correct icons. … After editing or deleting the troublesome autorun, reboot your system; Windows should then revert to either its default icon for that drive or the icon you chose.’

  “Why reboot? Why not simply kill and restart explorer.exe?”

Restarting explorer.exe could work, Herman, and it’s certainly faster to stop and restart a single Windows component than to do a full reboot.

But few Windows components, services, or processes operate in isolation. Almost all are part of dependency chains, also known as software coupling (Wikipedia info). I discussed dependency chains in the Nov. 15, 2012, Top Story, “Exploring Windows’ Administrative Tools: Part 5.”

In short, with software dependencies, the actions of one program or module depend on the output from other programs or modules. Stopping an application or system process that’s in the middle of an active dependency chain can have unexpected effects elsewhere in the system.

During a full reboot, all components, services, and processes are shut down in an orderly fashion and then restarted from scratch. All dependency chains are correctly reconstructed, so there’s virtually no chance of side effects from a broken chain.

That said, feel free to try correcting a problem by shutting down and restarting Windows’ interface — or any other single component or subsystem in Windows. If it doesn’t work, you can always fall back to the full reboot.

Yet another reader-recommended search tool

Search tools seem to be a hot topic. I noted reader-recommended utilities in the June 6 LangaList Plus item, “Free search tool finds files by title — fast,” and a June 27 item, “Another excellent search-tool alternative.”)

Now reader Douglas J. Ward offers his recommendation.

• “I’ve disabled Windows Search and now use the excellent Windows Grep (site) to search within files.

  “You can use the product for free, but because I use it every day, throughout the day, I paid the U.S. $30 registration fee [which also removes the nag notice].”

Grep was the original search command used in early (1970s) UNIX, and it’s been carried forward in the various Unix/Linux/*n*x clones (and offshoots, such as OS X) in use today.

Interesting to see a Windows version of this venerable tool! Thanks, Doug!

Open-source sticky-note utility

From time to time, we all need to jot down a few quick notes or reminders while we’re at the keyboard. Reader Bill Anton has a helpful suggestion for those moments.

• “For a long time, I’ve been looking for a better sticky note (or Post-It or whatever) utility. As you probably know, most of what’s available is either pricey or so bare-bones it’s laughably unusable.

  After searching for and testing various products, I was ready to throw in the towel. I then found GloboNote from SourceForge!

  “It’s a shame this free, open-source utility is overlooked and underappreciated. I think it’s dynamite — ‘full-featured’ doesn’t describe it adequately.

  “I won’t bore you with my own review. Read more about it on its info page and on its SourceForge site.

  “It needs Java, but that’s okay with me because I keep a clean machine and use good malware protection.

  “If you’re looking for a note-taking utility that shines, I strongly encourage you to try it out.”

GloboNote is quite new — Version 1 was released earlier this year. As of this writing, it’s up to version 1.3.2 and is already starting to get some positive feedback (4 of 5 stars on Softpedia). There’s also a Linux version available — completely open-source and free, of course.

Thanks, Bill!

New protocols and devices for blazing Wi-Fi, USB

The latest Wi-Fi protocol — 802.11ac — is slowly rolling out; I take the TRENDnet AC1750 Dual Band Wireless Router for a spin.

Plus, three other devices that can speed your work or keep you safe from viruses and laptop heat.

The next Wi-Fi standard, available now

It’s an odd fact that router vendors start selling products with new networking protocols before the IEEE Standards Association has published final specs. For example, the next Wi-Fi networking standard is 802.11ac, which — according to a Wikipedia article — won’t be approved until early 2014. Nevertheless, Apple, D-Link, NETGEAR, TRENDnet, and others are already selling 802.11ac routers.

The new Wi-Fi standard promises astounding enhancements for wireless connections, especially media streaming. A Wi-Fi Alliance press release provides details, but briefly put, 802.11ac can provide more than twice the data-transfer rates of 802.11n and deliver that performance to more devices simultaneously. It reportedly also includes new antenna technology that directs signals to receiving devices. (Current Wi-Fi devices simply transmit in all directions.)

Finding an 802.11ac router is easy; finding mobile devices that support the new standard — not so much. Samsung’s Galaxy S4 Active is reportedly certified for 802.11ac, but it’s unclear whether any of the phones currently offered has it. For now, adding a compatible USB networking adapter is the best bet for upgrading devices to 802.11ac. Most of the router vendors also supply adapters.

To see what real-world speeds 802.11ac provides, I tested TRENDnet’s AC1750 Dual Band Wireless Router (more info; see Figure 1). The router’s spec sheet boasts speeds of up to 1300 Mbps on an AC channel and 450 Mbps on its dual N band, plus high-powered amplifiers that extend wireless coverage.

The AC1750 lists for U.S. $230, but you’ll find it on Amazon for a far more reasonable cost of around $138. TRENDnet also sells a USB 3.0 802.11ac adapter (AC1200, U.S. $70).

Figure 1. TRENDnet AC1750 Dual Band Wireless Router's bland exterior hides support for the new 802.11ac Wi-Fi standard.

To test the AC1750, I set up the router and USB adapter. I had no difficulty getting the router going, but the software and drivers for the adapter proved troublesome — and probably account for the combo’s/adapter’s mediocre AC connection speeds.

For the rest of my tests, I relied on a Dell laptop running Windows 7 and a Lenovo Ultrabook with Windows 8 installed. Both devices support 802.11n Wi-Fi.

Always skeptical of vendor specs, I was pleasantly surprised by the results. Wi-Fi throughput was about two times faster than that delivered by my previously installed WD My Net N900 dual-band router. The AC1750 also delivered a strong signal much farther than any of my previous routers.

Specifically, the My Net N900 had a usable range of 80 feet, and throughput topped out at 200 Mbps. The TRENDnet router’s range was 180 feet with throughput of 260 Mbps. (N-based Wi-Fi has a top-rated speed of 450 Mbps.)

Call this the best of future-proofing: your current devices get some additional connection speed now, and you’re ready for new 802.11ac-compatible devices as you add them to your Wi-Fi network.

Easy setup and up to 16 unique SSIDs: The new Wi-Fi standard offers other enhancements beyond speed, which you can use immediately. For example, current dual-band routers support two SSIDs (network names) simultaneously. 802.11ac routers such as the AC1750 support as many as 16 concurrent Wi-Fi networks — four primary nets and four guest nets.

Multiple SSIDs can be established to serve as wireless bridges that reduce collision domains within the network or to link physically distant digital devices into independent broadcast domains. Different levels of security for each channel allow for open guest signins on some SSIDs; you can establish high-level security on others. You can hand out an SSID’s password to various people (babysitter, household members, or visiting relatives).

I assumed setting up numerous separate networks would be complicated, but TRENDnet’s intuitive setup wizard made it surprisingly easy (see Figure 2). I glided quickly through the process — no manuals needed. It was particularly helpful that the wizard confirmed each step before moving on to the next.

Figure 2. The TRENDnet AC1750 supports four primary plus four guest networks.

Another 802.11ac enhancement: better battery life for your mobile devices. With a weak Wi-Fi signal, mobile devices consume more battery power when working to maintain a connection. 802.11ac‘s strong signal and faster throughput reduce that power-consuming load.

Upright case is not so right: I have just one quibble. Designed to be upright, the TRENDnet AC1750 doesn’t come with a stand or feet. After you attach the various networking cables, the chassis tends to wobble. Aside from that, the router’s physical connections are typical. The back of the unit has four wired LAN ports and one WAN port. A recessed WPS button lets you instantly connect wireless devices such as printers and wireless-range extenders. A single USB 2.0 port lets you add non-network-enabled printers or external hard drives to the network. (Typical of almost all small routers, there’s no power switch — which I found mildly annoying.)

If Wi-Fi performance is a problem with your home or small-office network, the TRENDnet AC1750 Dual Band Wireless Router — or other 802.11ac router — is a good investment, now and for the future.

Satechi offers seven-port USB 3.0 hub

USB 3.0 ports are finally finding their way into new computers and mobile devices, but it’s still a hunt to find external, USB 3.0 hubs. Satechi, which caters largely to the Mac marketplace, offers a broad selection of USB hubs, including its new 7 Port USB 3.0 Premium Aluminum Hub (more info). Happily, USB is blind to computer platform, so the hub works splendidly with Windows PCs.

The Satechi also comes with an AC adapter, which allows it to power up to seven USB devices simultaneously. All ports are USB 3.0, offering data rates up to 10 times faster than USB 2.0.

Figure 3. Satechi's 7 Port USB 3.0 Premium Aluminum Hub

As with all USB hubs, setting up the Satechi is simple: just attach the AC adapter and plug the hub’s cable into a computer’s USB 3.0 port. A blue LED confirms it is powered on. You can attach any USB device to the Satechi. USB 3.0 is backward-compatible with 2.0 and 1.0 devices — no additional drivers needed.

At $55, the Satechi is about twice the cost of common USB 2.0 hubs. But in addition to USB 3.0 connectivity, it comes with seven ports (four is typical) and is constructed of sturdy and good-looking aluminum. I think it’s well worth the premium price. The hub also comes with a three-foot USB 3.0 connecting cable, and the AC adapter has a generous six-foot cable.

Triple Antivirus solution on a stick

The FixMeStick, which I first reviewed over a year ago, is a self-booting USB flash drive with an arsenal of three separate antivirus programs — none of which gets installed on your PC. The latest edition of FixMeStick (vendor info) catches up with Windows 8–based systems that use the Unified Extensible Firmware Interface (UEFI).

Figure 4. The FixMeStick runs three separate antivirus packages — without Windows.

Windows Secrets often recommends running multiple antivirus apps. To that end, the FixMeStick includes AV tools from Kaspersky Labs, Sophos, and GFI. But what sets this product apart is its ease of use and ability to scan hard drives outside Windows. You simply insert the USB drive and power up your system. FixMeStick’s built-in OS takes over and runs its tests — a technique that makes it easier to catch rootkits and other malware that’s adept at hiding within Windows.

On systems with UEFI bootup, FixMeStick also supports Windows 8’s Secure Boot (more info), which uses a Verisign/Microsoft security key to prevent unauthorized software from running during startup. (For more on UEFI, see Woody Leonhard’s Jan. 19, 2012, Top Story, “Say goodbye to BIOS — and hello to UEFI!”) That means FixMeStick will boot a Win8 system even if Secure Boot is enabled. Hey, not even Microsoft’s Windows Defender Offline does that.

As with most AV products, FixMeStick needs an Internet connection through a PC for initial registration and periodic updates. The first time I inserted FixMeStick into my USB port, it took about 55 minutes to download (using a Wi-Fi connection) and install new malware definitions and then scan my system. Any malware FixMeStick finds is quarantined on the stick. When the scan is complete, you simply remove the stick and reboot the system to its default OS.

The basic FixMeStick costs $60 (including the USB drive) and scans up to three computers for a year; renewals are currently $60 per year. A $300 professional version runs on an unlimited number of PCs.

Protect yourself from laptop radiation and heat

Although generally harmless, heat from notebooks can darken or mottle skin (as with other heat sources such as heating pads and electric blankets) — and, in rare cases, lead to skin cancer, according to Drs. Andreas Arnold and Peter Itin of University Hospital in Basel, Switzerland. The results of their study was published in the journal Pediatrics in October, 2010.

Not mentioned in laptop disclaimer statements is the possible loss of fertility in men who keep portables on their laps too long. “An elevation in heat has been known for years to cause fertility problems (and lower sperm counts) … and the heat from laptops is very localized, with exposure repeated often, depending on work use,” states Dr. Yefim Sheynkin, who led a State University of New York study on the effects of sustained laptop heat on men.

Far more speculative are possible risks from low-frequency and radio-frequency electromagnetic radiation — not just from laptops but from tablets as well.

DefenderPad (info) has a solution for hardcore laptop — literally — uses: a pad that’s placed between you and your device. DefenderPad claims its product uses highly advanced conductive and nonconductive shielding materials to divert and absorb electromagnetic emissions and heat from laptops and tablets. Available in black, blue, or pink, the 11-by-15-inch pad is slim but sturdy and offers solid placement for even a 15-inch laptop. The only downside? Though there was room on the pad for my 15.6-inch Dell portable, there was no room left over for my mouse. Guess I’ll have to go back to using the trackpad. You’ll have to decide whether $90 is worth it to protect your privates when using a laptop as a laptop.

Feature showdown: Gmail vs. Outlook.com

Trying to choose between Google’s Gmail and Microsoft’s Outlook.com? These two Web-based email services have some significant differences to consider.

In large part, it comes down to context — and you might be surprised by the factors that influence your choice.

Like many folks who spend hours on their computers, I have more than a few free, Web-based email accounts. Some I’ve used as samples when writing articles; others help me keep different projects organized and outside my general workflow.

I’ve had Hotmail accounts, MSN accounts, Gmail accounts, and MS Live accounts. When I was testing Office 365, I had several @onmicrosoft.com accounts (a domain name that made no sense to me). Recently, I began working with a nonprofit organization that uses Gmail for all its email needs.

I also use Outlook 2010 on my desktop computer, Outlook 2013 on my Windows 8 tablet, and Web-based Yahoo Mail on my Windows 7 netbook. Recently, it occurred to me that this schizophrenic use of email apps and services is probably complicating my life — or at least making email more difficult to manage. That raised the question: If I wanted to consolidate all my email tools into one I’d use everywhere, which tool would it be? I decided to compare the two biggest players in online email — Gmail and Outlook.com — and see how they line up.

Design: Working with what feels most comfortable

If you’re used to working with the client version of Outlook, Outlook Express, or some other local email app, both Gmail and Outlook.com appear to have rather spare interfaces. They’ve been stripped down to the basics necessary to work well on various browsers. Adjusting to their simplified UI can take some time.

Outlook.com: In a recent makeover, Microsoft gave Outlook.com a sparse, open design that brings the email service in line with SkyDrive and Office Web Apps. You’ll notice an easy-to-navigate menu bar across the top when you click a message you want to read or manage. When you click the arrow to the right of the Outlook label (top-left corner of the screen), tiles appear — offering a quick jump into related apps: People, Calendar, and SkyDrive.

A panel on the right side of the Outlook screen displays advertisements (see Figure 1). Microsoft claims these are randomly displayed — not targeted to keywords a search engine finds in your message content. When you double-click a message sent by someone in your Contacts list, the right panel then displays information about your contact, including items they’ve shared on connected social media accounts. If you open a message sent by someone other than a contact, you’ll still see the column of ads.

Figure 1. Outlook.com has a clean, simple screen with tools across the top and ads along the right. (Click here to enlarge the image in your browser.)

Gmail: It might seem that Gmail is going retro: moving from a bare-bones interface to something more like what you’d see in a traditional desktop app. Google recently unveiled Gmail’s new look, which includes optional tabs for organizing messages you receive. Figure 2 shows a few of the new Gmail tabs as well as the inbox transformed by an applied theme (something Outlook.com doesn’t offer).

Figure 2. Gmail now includes tabs to help you organize messages — and you can apply themes and add-on apps, too. (Click here to enlarge the image in your browser.)

After you turn on the tabs feature (Tool icon/Configure inbox/Select tabs to enable), received email is automatically filed according to your choices. Google currently offers five tabs: Primary, Social, Promotions, Updates, and Forums. If you find that Google is assigning messages to the wrong tabs, simply drag-and-drop them to the tab where they belong.

Gmail Lab apps (not a new feature) offer another way to customize your email interface. For example, I’ve added a calendar app, as shown in the lower-left corner in Figure 2. But there are dozens of available apps to be found in the Settings/Labs tab. (Outlook.com offers nothing similar at this time.)

As with Outlook, Gmail has ads. But they work a bit differently. You don’t see any in the default Inbox view, but they do appear in the right column of the screen when you open a message. The ads are sometimes eerily relevant to the content of your message, but Google claims that no one (at least no one at Google) is reading the content of your email and displaying ads that might spark your buying interest. (The automated process has a lot to learn — at least about me. Why do the ads keep trying to sell me bathtubs?)

You can, in theory, turn off the contextual ads feature by changing your ads preferences. Click Tools/Settings/General, then scroll down to the Importance signals for ads section and click the link. On the Settings for Google Ads page, scroll down to the Opt-out settings section near the bottom of the page.

Sending messages: Make it brain-dead easy

An email system is worthless if you can’t send a message quickly and easily. Both Gmail and Outlook pass that test. Creating and sending mail requires just the five basic steps: click New or Compose, choose a recipient (or recipients), add a subject line, type the message, and click Send.

Outlook.com: When you click New in Outlook, the new message completely fills the window (see Figure 3). This follows Microsoft’s new direction of full-screen apps, but if I need to look something up in Outlook.com’s Inbox while I’m writing the new message, I have to either open Outlook.com again in another browser tab or abandon the new message. That’s a pain.

Figure 3. Composing a new message in Outlook.com takes up the entire window.

Gmail: Google has a better way of handling email creation. When you click Compose, Gmail pops up a relatively small New Message box — with the inbox still visible and accessible in the background. This is really helpful when writing a new message, because I often need to access some other element of the content in another message (see Figure 4).

Figure 4. Gmail's Compose window pops up over the inbox but leaves the inbox visible and accessible.

Both Gmail and Outlook.com offer a variety of ways to organize messages. You can save messages to folders, assign categories, mark messages with stars, or create rules that file messages in places you specify. I find Outlook.com’s rules more flexible than Gmail’s. Outlook.com lets you create time-based rules (for example, delete message after five business days). Gmail uses filters for automated mail organizing.

Outlook has the upper hand with space allotments, too. Microsoft touts “virtually unlimited storage.” (How much is “virtually”?) Gmail gives 15GB of storage for free, and you can buy more space if you need it. Outlook.com lets you attach files up to 300MB; Gmail limits attachments to 25MB.

Other services: Sharing, social networking, etc.

Gone are the days when an email system was just that. For better or worse, depending on your point of view, most email services have added chat, social-networking links, and other popular forms of interaction/communication. This is one area where Gmail and Outlook take different paths.

Outlook.com: Microsoft believes social networking is an important component of its email service. To that end, it lets you set up links to Facebook, Twitter, LinkedIn, and Google accounts via the Manage account window. Click your user name in the upper-right corner of the main window and select Accounts Settings/Permissions/Manage accounts. (Microsoft makes this surprisingly difficult to find.) Next, click the See what you can add link or the Add accounts option.

Microsoft says voice calls are coming, using its recently acquired Skype. Microsoft has rolled out Outlook.com with Skype in a few test markets; here, you can launch a Skype call — voice or video — by clicking the Messaging tool in the upper-right corner of your Outlook.com screen and then clicking the Skype icon in the bottom of the panel (see Figure 5).

Figure 5. Skype is being added to Outlook.com's messaging options.

Gmail: According to Google, Gmail’s primary focus is on being an effective email service (which probably says a lot about the success of Google+). If you want to interact with all your social-media contacts and share content with your favorite accounts, you can do so with third-party tools such as Rapportive (site). Rapportive supports most browsers — except Internet Explorer.

Gmail also lets you make voice and video calls via the Internet, right from Gmail. Simply click the Phone tool just above your contacts list on the left side of the screen to open the Call keypad (see Figure 6) and punch in the number you want to call. If you don’t have a microphone set up, Gmail warns you to make sure the hardware is working properly before you place the call. There is no charge for calls within the U.S., and international calls are offered at what Google calls “insanely low rates.”

Figure 6. You can make a quick call, right from the Gmail window.

Both Gmail and Outlook offer the ability to chat in real time with friends, family, and coworkers. Skype will eventually replace Outlook.com’s existing messaging tool. In Gmail, Google Hangout allows you to use voice and video to connect with up to 10 others, using all sorts of devices and platforms.

Decisions: The right email system for your needs

Those users with a strong affinity for either Microsoft or Google will most likely stay with their preferred vendor, regardless of UI or features. But for those still on the fence, here are some additional points to consider.

On the technical side, Outlook.com currently doesn’t support IMAP (Internet Message Access Protocol), which you need for automatic synching between local email clients and the Web. On the other hand, Gmail doesn’t support Microsoft’s ActiveSync. So if you have a favorite email protocol, that might make the decision for you.

Both programs do a good job of filtering spam and safeguarding your privacy (as far as we know), so security is essentially a wash. As I see it, the differences come down to the following:

Outlook.com is probably best if:

• You regularly work with Office Web Apps and SkyDrive, sharing files with others in a seamless way;
• You want to get updates on your contacts’ social-media posts when you read their email messages;
• You’re already a Skype user and want to merge your Skype contacts with email and use it all together easily.

Gmail could be your best bet if:

• You want to be able to tweak and customize your Inbox;
• You work with Google apps and Google Drive regularly;
• You prefer Google Hangouts to Skype and want to keep everything connected to your inbox;
• You like automated organizing according to message type (which Gmail’s new tabs feature manages).

I’ll confess that I had no great enthusiasm for any Web-based email service when I started this review. But I expected to prefer Outlook because I like the new look and enjoy the social-media connections. However, after looking over both services, I was attracted most to Gmail.

I enjoyed being able to apply themes to Gmail, and I found a number of items in Google Labs that could be added to make email life a bit more interesting. (Labs features are sandbox-like apps that Gmail says aren’t quite “ready for prime time.” But you can test them out to add extra functionality to your Inbox — for example, adding a Google calendar, showing pictures, text messaging in chat, and so on.) In the coming months, I’ll pare down the number of email tools I use and see whether Gmail really fills the bill for me, long-term.

Which Web-based email services are your favorites? We’d love to hear your thoughts about what works best for you — and why — in the Windows Secrets Lounge forum for this article (see the link immediately below).

Electricity is hot topic in Hardware forum

When Gerard3 ordered a surge protector for his new system, he asked his friends in the Hardware forum what they knew about claims that surge protectors slow Internet speeds.

The discussion soon expanded to hazards greater than simply slow data.

The following links are this week’s most interesting Lounge threads, including several new questions for which you might have answers:

Office Applications
General Productivity	Google/Microsoft war
Word Processing	Replicating field in Word 2010
Spreadsheets	Time-conversion formula using seconds for macro triggers
Databases	Converting old Access database
Microsoft Outlook	Contacts all gone!
Non-Outlook E-mail	Scripting email to report spam
Other MS Apps	Value-stream mapping software
Windows
General Windows	Is Win7 x64 possible in VPC within Win7 x32 OS?
Windows 8	Version 8.1 comments and questions
Windows 7	.NET 4 update install failures
Windows Vista	Organize button hangs when file selected in Windows Explorer
Windows XP	XP updates caused harm to PC
Internet/Connectivity
Internet Explorer	Malware called Default Tab Search by Search Results, LLC
Third-Party Browsers	F22: Slow or incomplete site loading
Networking	How to tell whether FTP utility is transferring securely?
Other Technologies
Non-Microsoft OSes	Nook HD tablet with Firefox
Security & Scams	Microsoft security? Food for thought
Hardware	Do surge protectors slow down Internet speeds?
Other Applications	Recommend a good VPN?

starred posts: particularly useful

If you’re not already a Lounge member, use the quick registration form to sign up for free. The ability to post comments and take advantage of other Lounge features is available only to registered members.

If you’re already registered, you can jump right in to today’s discussions in the Lounge.

Patch Watch update: Unexpected patch problems

Adding the updates from July’s Patch Tuesday is turning out to be a bit rougher than expected.

Two updates that initially looked okay are causing problems with a small — at least for now — number of Windows systems.

MS13-057(2803821, 2834904)

Some side effects from the Windows Media patch

As discussed in last week’s Patch Watch, MS13-057 contains several critical patches for the Windows Media Format runtime, required for running Windows Media audio and video. Not long after two of those patches — KB 2803821 and KB 2834904 — showed up in Windows Update, users of Adobe Premiere Pro CS6, Camtasia Studio 8.1, and Serif MoviePlus X6 reported problems while editing videos. Images in the video preview screens were cut in half.

Both Adobe and TechSmith (the publisher of Camtasia Studio) are recommending that their customers uninstall KB 2803821 and KB 2834904. Although the patch applies to all current versions of Windows, the problems seem to impact primarily XP and Win8 systems.

For more information, see the thread on Adobe’s Premiere Pro forum and/or TechSmith’s support page.

What to do: Microsoft is investigating the issue and might release an updated version of the security patch. There are no reports of active attacks using the vulnerabilities in KB 2803821 and KB 2834904 (MS13-057), and other media apps might be adversely affected by the two patches. So I’m changing my recommend from “install” to either not installing or uninstalling them. (Note: If you uninstall either update but leave Windows Update’s automatic updating on, the patches will automatically reinstall.)

2855336

July patch for Windows 8 unkind to server admins

This might be a case of “No good deed goes unpunished.” I usually put nonsecurity fixes on hold for a couple of weeks, but I believed KB 285533 was too important to wait. The patch corrected a critical flaw in the Windows 8 to Win8 Pro upgrade process that affected anyone connecting to Windows 2012 Server Essentials through a domain.

Unfortunately, the update was not so kind to server admins who use virtualization. As noted in Aidan Finn’s blog site, if you installed the update prior to July 12 and were using NIC Teaming, you’d get a blue-screen-of-death stop error when performing live migrations. Microsoft provided more information on the flaw in its Support article 2866029.

Aidan was so upset with the quality of MS patch testing lately, he posted a complaint to Microsoft on his blog. I can’t say I blame him.

What to do: This problem affects only Server 2012 systems — not Win8 machines. Admins who installed KB 2855336 prior to July 12 should replace the update.

MS13-052 (2840628)

.NET update causes several .HEADACHES

With good reasons, I always recommend waiting a couple of weeks before installing .NET updates. July proved the point. KB 2840628 has had issues with several applications. For example, North52’s N52, an add-on for Microsoft’s Dynamics customer relations management system, has been updated due to side effects from the recent .NET 4 update, according to a company alert.

Also, there are reports of issues with Microsoft’s own Configuration Manager, as noted in a myITforum.com post.

Even though you probably don’t use either a CRM application or the Configuration manager, the issues with .NET and applications mean that I’m still not ready to give the green light on .NET updates yet.

What to do: Most Windows Secrets readers are not using either of those apps. But they prove my point that .NET updates often have problems with other applications. Keep KB 2840628 on hold — along with the other July .NET updates.

2821895

Windows servicing-stack update looks sloppy

When Microsoft works on a new Windows release, I often see signs that it gets a bit sloppy with patches for older Windows versions. Now that Windows 8.1 is the new, new thing, you can detect some sloppiness with Win8 updates — for example, the servicing-stack update KB 2821895.

When originally released, the update was listed as applicable for Win8, Windows RT, and Windows Server 2012. Now it’s listed — and offered — only for Win8 and Windows RT. After installing the update on Server 2012, one Microsoft consultant discovered he could not install the Remote Desktop services role on a new server and was forced to roll back to a prior backup. Fortunately, the server was not in production.

Microsoft’s Windows 8 forum is full of post about issues with KB 2821895. Some confirmed that after the patch is installed, the Windows System File Checker command — sfc /scannow — gets stuck and reports corruption. There are also complaints of sluggish performance.

The aforementioned thread provides an official MS fix for this problem. If that doesn’t help, you’re instructed to contact Microsoft Support for further assistance.

Fellow Windows Secrets editor Woody Leonhard had a Win8 test system set up with automatic updates. He received this update back in June. Because it’s a servicing-stack update, you can’t uninstall it. If your Win8 system has auto-updates enabled, review your update history to see whether you caught this sloppy patch.

What to do: The problems with this patch simply highlight the hazards of automatic updates. On one of my machines set to “Download updates but let me choose whether to install them,” KB 2821895 is listed but did not install. It was unchecked by default.

Regularly updated problem-patch chart

This table provides the status of recent Windows and Microsoft application security updates. Patches listed below as safe to install will typically be removed from the table about a month after they appear. For Microsoft’s list of recently released patches, go to the MS Security TechCenter page.

See our “Windows Secrets’ master Patch Watch chart” post for a more extensive list of recent updates.

Status recommendations: Skip — patch not needed; Hold — do not install until its problems are resolved; Wait — hold off temporarily while the patch is tested; Optional — not critical, use if wanted; Install — OK to apply.