Gate Customer Newsletter
Issue: March 2015

Check Out SiteMail Xchange, Our New Email & Collaboration Tool

Welcome to your new communication solution.

SiteMail Xchange is here, and all current email and web hosting customers have been upgraded to our “SMX Mail” solution. This upgrade gives our customers a more efficient portal, a better-performing platform and an improved user experience. To experience this improved email platform, simply log in to your account like you normally do, and we'll redirect to your new sign in page, where you can be more productive, efficient and simplify your digital life.

Need more from SMX than our basic Mail offering provides? SMX includes some advanced features to make your business even more productive and efficient:

SMX Sync: Mobile Sync, Social Media Integration, Tasks, Calendar/Contacts Sync Across Devices

SMX Collaborate: Shared Contacts, Calendars & Tasks, ActiveSync Files, Online File Storage & Collaboration, Document Version Control

SiteMail Xchange provides a modern, feature-rich, centralized email and collaboration setup for small to medium-sized businesses:

  • Consolidate Your Work & Personal Accounts
  • Collaborate Like Never Before
  • Access Data from Anywhere on Any Device
  • Cost-Effective

SiteMail Xchange gives you an enterprise communication platform for all devices, enabling you to bring your digital lives together.


Get 10 SMX Collaborate mailboxes for only $10/mo!

With our special introductory promotion, experience all the improved features of SMX Collaborate.

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In This Issue
Check Out SiteMail Exchange, Our New Email & Collaboration Tool
Save Money with Tech Tax Incentives
The Danger of Deleting Viruses
Connect with Us on Social Media
Newsletter Broadcast
Do-It-Yourself Web Presence

American Genius
Feb. 23, 2015
Common Mistakes Small Businesses Make with Their Websites

ChicagoNow SmallBizBlog
March 5, 2015
How to Grow Your Website When You're Just Starting Your Small Business

March 9, 2015
What the Pending Demise of Google+ Means for PR and Marketing

Save Money with Tech Tax Incentives

It’s that time of year again: Businesses and individuals alike are gathering their financial information to complete their federal and state taxes. Companies assess their bottom line and squeeze as much value as they can out of each of their assets.

Everyone loves a large refund check, and corporations use this money to invest back in their mission-critical initiatives. These dollars can sometimes mean the difference between starting out the financial year on the right foot, and having to work extra hard to ensure essential projects have monetary backing.

When it’s time to file taxes, the best refunds and write-offs often come from surprising places. Case in point: your company’s technology. From Internet connectivity to mobile devices, tech systems can represent a boon for your business’s tax filings. In the spirit of the season, let’s take a look at a few places where your enterprise can save money, and where it can create its own wealth.

Deductions gleaned from efficient office spaces

When one thinks of technology, we often conjure thoughts of electronics that fill a building, not the building itself. However, structures are often the backbone for technological infrastructure, and if your company has put in the effort to create an energy-efficient and economical brick-and-mortar space, tax season could be the time when this pays off.

Energy-efficient commercial buildings fall under section 179D of the 2005 Energy Policy Act, and businesses could qualify for $1.80 per square foot in deductions if their space meets the parameters. Eligible buildings must have been constructed or retrofitted after 2005, and the organization must submit to a third-party energy tax study. Subsystem deductions in this category include HVAC configurations, interior lighting and the building envelope, each of which provides a $0.60 deduction per square foot. When you consider the amount of space your enterprise might have, the building itself could be a deduction gold mine.

Saving where it counts: Mobile devices, software and Internet

These days, one would be hard-pressed to find a company that doesn’t use the Internet, computers, business applications or other gadgets for some aspect of their business. TurboTax pointed out that these systems could play a major role in an enterprise’s tax deductions.

“Your computer, cellphone, Internet service, software and even some cool tech gadgetry are possible tax deductions if you must use them to run your business,” TurboTax noted.

Michael Carney, MWC Accounting owner and president, told TurboTax that when administrators and accountants take depreciation and percentage of time that devices are used for work into the equation, companies have a choice as to how they structure their deductions. “You can depreciate them, spreading the deduction over the number of years the IRS considers to be the shelf-life for this item, or you can write the entire cost off for the year of purchase,” Carney explained. “Your choice between the two depends on your projected income and other expenses going forward.”

The main requirement, according to the IRS, is that tech items and systems qualify as “a usual, necessary, customary and reasonable expense for your type of work.” As long as the gadgets, software and Internet connectivity utilized in your organization fit this bill, you could qualify for considerable deductions.

Community-specific tax deals

Sometimes, businesses can strike up deals with their community governments for tax breaks based on their contribution to the area. For example, last year five technology firms received tax incentive extensions due to their location and efforts in an emerging tech marketplace within San Francisco.

Twitter was among the organizations to benefit from the tax break, and the community utilized the incentives in the hopes of better supporting its technology industry. In order to qualify, the companies offered up volunteer hours, monetary support for local nonprofits and specialized purchase thresholds for other businesses in the area.

When it comes to tax season, it’s all about knowing where to look to ensure your company gets all the deductions and refunds that it deserves.

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The Danger of Deleting Viruses

Many computer users are surprised to discover that, when your antivirus program eliminates virus threats from your computer, it does not actually remove the virus. Instead, it puts them into quarantine —still on your computer. Because of the connotations of the word “virus,” this may lead you to wonder if you should trust your antivirus program to keep things safe – or if you ever have to do anything about these quarantined viruses.

Why Quarantine?

So why does your antivirus program put infected files into quarantine? “Infected files” is your clue: a virus does not exist in isolation. It’s like getting a gob of chewing gum in your hair: it’s hard to get rid of the chewing gum without cutting off some of the hair. To get rid of the virus, you have to delete the infected file.

But your typical antivirus program cannot determine the significance of the infected file – it only can recognize the virus. What if it deletes a file that you need regularly? That’s why the antivirus takes infected files out of commission and leaves the deletion decision to you.

The other reason for putting files into quarantine is false alarms. Sometimes a perfectly harmless file looks like a virus carrier. If it’s automatically deleted, important programs could just stop working.

What Is Quarantine?

When an antivirus application puts an infected file into quarantine, it deletes the file from its original location. It’s no longer there and can no longer infect your computer. Then it makes changes to the file so that it cannot run as a program, and puts it in a hidden folder that other programs cannot see or access. It’s in a hidden, high-security jail.

How to Deal with Quarantined Files

You can simply ignore quarantined files. If you’re not sure how to proceed, it’s a safe option while you find out more.

Most modern viruses make their own files, which contain nothing but the virus waiting for an opportunity to infect your computer. If all your programs are running fine, and your system isn’t crashing, you can happily delete those files.

You may find files in quarantine that surprise you: files that have been on your computer a long time, or files that a program needs in order to run. These may be the victims of a false alarm.

If a program won’t run because a file is in quarantine, use your discretion before restoring it or adding it to exceptions. Read up about the suspected virus, and see if it makes sense. Very often, you can send that file to the support team behind your antivirus software, and they can check it out. If it is a false alarm, they can teach their antivirus program to recognize it.

A quarantined virus is perfectly harmless while in quarantine. It cannot run, and it’s well hidden. Human nature, of course, would prefer it entirely off the premises, so once you’re sure it’s not a file your computer needs — delete!

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