First, I should say I am constantly testing and evaluating software and occasionally hardware. So, what is installed on my computer at any point varies, but these are the tools I use regularly in my business. Look at how I do things if you'd like more ideas.

Software

Microsoft

I use Microsoft Windows on all of my computers and have since it first came out (I actually started with DOS in 1985). Currently, I am running Windows XP on my desktop and on my Tablet PC. I've installed beta versions Windows Vista and Office 2007 on a test computer.

I use all of the products in Microsoft Office (currently 2003) including Outlook, Word, Excel, PowerPoint, Access, FrontPage, and Visio. Outlook is the first thing I open and the last thing I close every day. I not only use it for email, I use the calendar, tasks, contacts and notes features extensively. All of it syncs seamlessly with my Dell Axim Pocket PC PDA so I always have all that information with me (and backed up).

FYI, while I know it's expensive, you actually get a lot more for your money. If you go to the Microsoft Office website, you'll find tons of training, articles, templates, graphics, and more. Take advantage of all of it since you did pay for it.

While I like the overall feel of the changes in this latest version, Outlook has the most compelling improvements for a small business. The improved spam filter (which really works), the new layout, different color follow-up flags, special folders, and more make it a much improved tool. Since it is the first application I open and the last one I close, it is the most critical for me. The changes in the rest of the Office applications will most benefit those in a corporate or large organization environment. The XML features in the background can improve communications and productivity.

A couple of other Microsoft products that I use regularly are Money and MapPoint. I used to use Intuit QuickBooks (and still do with some clients).

If you want to see some of the new fun stuff they're working on, go to  http://sandbox.msn.com/.

Managing information

Microsoft Outlook has become the most important piece of software on my computer. Not only do I use it for email, I have all my contacts in there, it manages my calendar, keeps up with all those little notes I don't know where else to put, and pops up reminders (although that last one can be more of an annoyance at times!).

The search feature is greatly improved, the spam filter is excellent, and Microsoft continues to improve it. Although I still have ACT! for a few select chores, those are rarer and rarer.

And, with the ability to customize forms, install add-ons and Business Contact Manager, there's not much it can't do.

The Paper Tiger is one of those incredibly wonderful software tools. If you're like me, filing is not one of your favorite activities. This software program keeps track of your files so you can find anything in 5 seconds or less. And, it actually works!

AddressGrabber is another little program that makes my life much simpler. With just a couple of keystrokes, I can copy contact information between applications and it will grab contact data from other sources as well (like email signatures or websites).

I use CardScan to scan in business cards I get at networking events and from program attendees. It is such a timesaver! And, it saves a graphic image of the card which helps me put a face to the name (especially for people with distinctive cards).

Finally, I use the MindManager software program. This is a mind-mapping program that serves a variety of purposes. Mainly, I like to use it for planning projects and managing my to-do list. I have tried every tool possible (paper and electronic) for managing my to-do list and this is the first one that actually seems to be working. Now, if only I was better at having a to-do list that coincided with the hours available to get things done!

Graphics

Adobe Acrobat lets me create PDF files. Whenever I need to send someone information, I almost always send it as a PDF file. Virtually everyone can open them and I can control how things look.

Adobe Photoshop Elements is what I use for editing photos. It has most of the features of Photoshop at a fraction of the price (and it's easier to use).

Camtasia lets me create recordings of my screen along with narration. I use this to create short tutorials on how to use features in a software application (for example, setting tabs in Microsoft Word).

SnagIt creates snapshots of your screen. I use these in my training materials and e-books.

Utilities

I finally found something that works for backing up my files – Second Copy. I use it with my portable hard drive. However, it can be used with a range of devices. For simplicity and portability, I suggest a CD (if your files will fit on one disk) or a portable hard disk.

WS-FTP to upload files to my website.

Trend Micro PC-cillan Internet Security – anti-virus, anti-spyware, and more.

Zone Alarm Pro to protect my computer from unauthorized access to and from the Internet. I'm always amazed at how many times this is necessary.

Microsoft Defender (beta). It is also available on the Download page.

Hardware

My desktop is a Dell computer. When I bought my current desktop, I got a 19 inch UltraSharp flat panel monitor. WOW!! I just love it. Besides taking up very little space, the color and depth are awesome. Even after more than 3 years, I am still thrilled with it. I've also added a second flat panel monitor and am finding it to be a real treat when I'm writing. I can have Word open on one screen and research or notes on the other screen.

Last year I bought one of my all-time favorites – a Tablet PC. It lets my use a pen for writing, is very lightweight, and is fun to use. Unfortunately, I'm not happy with the company so I won't mention the brand. If you're interested, look at the Toshibas. And, to learn more about them in general, go to

One of my favorite pieces of hardware is a color laser printer. What a difference it has made in my life. I was so sick of fighting my old inkjet printer every time I needed color labels. I'd waste every other label. With the new color laser, I replaced 2 printers (my LaserJet and inkjet) and it works like a charm. I chose the Konica Minolta Magicolor 2300. Although it is slower than I would have preferred, the cost of consumables was so much less it is worth having to be a little patient.

While I had hoped to never use an inkjet again, I ended up buying another – an Epson PhotoStylus R200. However, this one has a special purpose (and it's under $100). It prints directly on CDs (I buy the printable CDs). Instead of printing and sticking labels, I just print. Besides eliminating the extra work, it prints photo-quality labels. Very professional-looking.

Many years ago I developed carpal tunnel syndrome so taking care of my wrists is high on my priority list. I've bought a wireless Microsoft Natural Keyboard ever since they came out and haven't had any wrist problems since. I use a wireless mouse which also helps.

I'm currently using a Dell Axim (using Pocket PC), which is fantastic. I can do everything I could do with the Palm OS device and more. For example, I can listen to music or my audio books (I have a subscription to www.audible.com). I also have Pocket Streets on it so I can find my way around.

The Axim is one of my favorite tools. It goes with me everywhere. Since it syncs with Outlook, I have my calendar, contacts, tasks and notes with me all the time. I have a portable keyboard that I use to take notes at meetings.

I really enjoy my little Sony CyberShot digital camera. I'm not a great photographer so being able to see the results immediately (so I know if I need to take another picture) and edit it on the computer really improves my chances of getting a decent picture.

For recording my speaking and training, I use the Olympus DS-330 digital recorder. It is awesome. It can record up to about 5 hours and connects directly with my computer with a USB cable. It copies the files digitally so an hour copies in just seconds. I've had it a few years now. If I were getting one now, I'd still get an Olympus but one that can record more hours (preferably with on a removable flash card).

I've been using a portable hard drive for about 5 years to do my backups. It's fantastic. I can take it with me everywhere and it's easy to use. My current model is a LaCie 80GB. To read more about how I use this to back up, read how I do things.

If you want to know more about any of these tools, just let me know. There are other things I use (especially software programs) but they're not as critical to my business as the ones I've listed. If you need information on other products, send me an email and I'll be happy to help you figure out what will work best for you.