Look below each line for my recommendations.
I would strongly recommend that you contact your local Microsoft Office and
ask for the names of solutions partners in your locality so that they can
fully explain the benefits of establishing a Network, with Servers and Shared
services etc.
OM said:
I've been asked by someone what the best way to backup data on several
machines is.
For a total hard drive recovery methodology [beyond backup process] one
could use an external plug in USB drive and Norton Ghost 2005.
The use of Ghost will create an image of the PC Hard Drive drive [using
compression ratio of about 4:1, or 4Gb reduces to 1 Gb] onto the external
Hard Drive. This could be used to recreate that hard drive if it nneded
replacement or reformatting for whatever reason.
And also how to keep the computers safe from viruses and computer
crashes.
Use a well known and 'recommended' anti-virus application. Keep it updated
regularly. Also get an anti-spyware application such as Spybot Search and
Destroy, again keep it updated regularly. Make sure you have a Hardware or
Software Firewall.
What would be the most recommended methods?
Be alert: do not open any unsolicited email - delete it; after all if it's
important the sender will soon call you and ask as to why there wasn't a
response.
Do not install any application or software that isn't required to perform a
specifc task or function, again be alert and don't blindly accept any prompts
to install rubbish on the PC.
Common sense is a good thing to use.
At the moment the PC's aren't networked, but all have internet
connection.
What's the best way to backup data?
DVD's?
Tape drives?
Neither: use an external USB disk drive as per method described.
And to keep the PC's safe?
Look above
This is an network device that allows more than one PC to be connected to a
network.
Obviously, they will have anti virus software.
And for email, what is recommended?
What about email?
If, Read email and send email - use Outlook Express.
If, Read email and send email + manage contact information and diary etc -
use Outlook.
What does Microsoft Exchange do?
Exchange Server is a messaging and collaboration server, it is software that
runs on servers that enables you to send and receive email and other forms of
interactive communication through computer networks. Designed to interoperate
with a software client application [user based] such as Microsoft Outlook,
Exchange Server also interoperates with Outlook Express and other e-mail
client applications.
Would it be recommended here?
Yes: If the company has a registered mail domain [eg mail.mycompany.com] and
the facility to obtain a fixed IP address.
ANY advice or pointers would be really appreciated.
It is necessary to establish a network: then files, printers and other
apoplications can be shared or accessed if hosted on a server.
Read about Windows Small Business Server
http://www.microsoft.com/windowsserver2003/sbs/default.mspx
SBS includes Exchange Server - for more on Exchange Server:
http://www.microsoft.com/exchange/default.mspx