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Windows 95 - Walk, Don't Run

(published in the September/October 1996 issue of Ohio Lawyer Magazine) by Keith A. Throckmorton

Introduction

You've seen and heard the media hype surrounding Windows 95. After many false starts and more pre-release beta-testing than any operating system in history, it was finally rolled out at Microsoft Corporation's Redmond, Washington campus in August of 1995. With the Rolling Stones' tune "Start Me Up" blaring in the background, Microsoft CEO Bill Gates formally unveiled the latest version in the progression of Windows products, which originated in the mid-1980's with version 1.

No doubt about it, the release of Windows 95 demonstrated Bill Gates' and Microsoft's unparalleled computer industry marketing savvy. Mr. Gates, in case you aren't familiar with the man, is a techno-sophisticate who has inspired millions of computer junkies to spend countless dollars in pursuit of the latest technological fix. Now, he has turned his attention to you and other members of the business community. Whereas you may have taken years to move from DOS to Windows 3.x, Bill Gates wants to convince you that you need to move to Windows 95 immediately. To that end, Microsoft has been sponsoring a series of presentations around the country whose purpose it is to convince corporate types that Windows 95 is the operating system for business. The slick presentation and free software offered to attendees in these presentations are an indication of how far Chairman Bill is willing to go to get your business.

In the year that has passed since the release of Windows 95, you've probably had time to become familiar with the soothing blue sky and white cloud artwork used on the product's packaging and on television commercials. You may even be asking yourself if it's time to make the switch and upgrade to Windows 95. Before you do, listen to this unsolicited word to the wise - don't make that decision until you know what demands the upgrade will place on you and what benefits you will reap from it. The decision you are contemplating is an important and expensive one. It should be made based on objective criteria, such as the availability of a Windows 95 software application that offers advantages in speed and function over its Windows 3.x predecessor. These types of applications are known in the computer industry as "killer" applications. Lotus 123 was the killer application that got the ball rolling with business users of PCs in the early 1980's. Lotus 123 inspired more IBM PC sales than an IBM commercial could have because it offered business users real value that enabled them to handle important business functions in a more productive and sophisticated manner. Unless such a killer application (available only in a Windows 95 version) exists for you, your best course of action may be to forestall an upgrade and wait until that killer application appears. Upgrades that generate costs without producing corresponding tangible benefits have often been followed by job searches for those advocating them.

Before 95

Before I go any further in advising caution in making your decision, it might be helpful to provide some history on the Windows line of products. As someone who has been acquainted with Windows since the early days (in fact, I think I still have a copy of Windows 1.0 somewhere in a box at home), I can tell you from experience that if you missed the mid 1980's releases of Microsoft's Windows 1.0 and 2.0 products, you can count yourself among the fortunate multitudes. Those early versions of Windows over-stressed the relatively primitive computers upon which they were installed. Add to that the many bugs and lack of native software, and you have two completely forgettable products.

But Microsoft kept at it and hit the jackpot with Windows 3.0 in 1990. Though version 3.0 had its bugs (can anyone say "general protection fault?"), it also had something no other PC compatible software had at the time (although Apple's Macintosh offered many of the same things way back in 1984). It offered users an easy to use graphical interface that allowed word processing, spreadsheet, database and other programs to be launched with two clicks of a button. It allowed users to have more than one program open at a time, and to switch back and forth between them in far less time than closing one and opening another would have taken in a strictly DOS environment. The clipboard allowed easy cut and paste operations between applications and other features allowed coordination between data in one application and charts in another. In short, Windows 3.0 did much to help make computers more useful and less intimidating to many users.

Windows 3.1, released in the Spring of 1992, was a refinement of 3.0 that eliminated most of the general protection faults (some say by renaming them) and streamlined the product. Windows 3.1 was followed by Windows for Work groups, which offered built-in networking functions. Windows 3.1 and Windows for Work groups are the versions that are used the most today. The evolution of the 3.x versions of Windows was a slow and unremarkable one. Most improvements made were additions, not real changes to the software itself.

WIN 95

Windows 95 is different. Its development, in evolutionary terms, is more of a mutation than a gradual shift. Windows 95 is primarily a 32 bit operating system, although it retains much 16 bit code to ensure compatibility with Windows 3.1 applications. Prior versions of Windows were all 16 bit. The difference between 16 and 32 bit operating systems can best be understood by drawing a simple, though not completely accurate, analogy with the difference between a two and a four lane highway. The four lane highway can handle greater vehicular traffic than the two lane highway. Following through with the analogy, a 32 bit operating system can handle more digital traffic than can a 16 bit operating system. This means that Windows 95 is theoretically capable of running 32 bit optimized versions of your business applications faster than the old Windows could run your 16 bit applications. The resulting time savings could be substantial in a large operation, making the upgrade ultimately pay for itself.

Another advantage Windows 95 has over previous versions is that it can do two things at once. A capability known as "multi-threading" allows two tasks to execute simultaneously on the same computer with a single micro-processor. Multi-threading should not be confused with Windows 3.1's ability to have two applications open at the same time. There is a real productivity difference between the ability to have a static word processing document and a personal information manager open at the same time and the ability to have your spreadsheet actively perform calculations while you are creating a document and simultaneously downloading the latest software update over the Internet. This capability is perhaps the biggest advantage afforded by Windows 95. Windows 95 will virtually eliminate the time your staff members spend waiting for one task to complete before going on to another task. This too can result in cost savings and productivity increases for your office.

Windows 95's networking capabilities are also quite functional for many purposes. With Windows 95, important network file and printer sharing can be achieved without purchasing expensive networking add-ons produced by third-party providers. A handy feature for attorneys using notebook computers to carry information to Court or to a deposition is Windows 95's "Briefcase." This software application enables you to automatically update your office machine (or vice-versa) with data obtained while on the road, thus reducing the risk of having an out of date and incorrect version of one of your client's data files floating around. Another useful feature for notebook users is Windows 95's built-in remote networking capability. Called "Dial-up Networking," a remote user can use it to hook up to the office network via a modem and telephone line. Dial-up Networking can also be used by employees calling in from home to perform work, check e-mail, or carry out most other functions they could perform on their computers at the office. The remote user appears on the network in the same manner as if the connection were made from one of the office computers, with the exception that access speed is limited by the speed of the telephone connection.

Admittedly, Windows 95's features are appealing. I use Windows 95 on a two computer network at home and, in my role as a computer consultant and networking specialist, I have performed several upgrades and new installations of Windows 95 based computer systems. Overall, I find Windows 95 to be superior to prior versions of Windows. I even find it to be superior to the Macintosh computers and operating system we use in our law office. In fact, if you are lucky enough to be buying a completely new computer system and you don't have to worry about supporting legacy hardware or software, I highly recommend that you go with Windows 95 as your desktop operating system. But make sure to have your computer vendor supply your new computers with Windows 95 pre-installed and pre-configured to work with all of your peripherals. Doing so will spare you the aggravation that can result if any of your computer's components are not supported by Windows 95.

If your office is like most, you already have a computer system in place. Unfortunately, for you, the ability to take advantage of all of Windows 95's features may come at a high price. Upgrading may end up requiring you to replace your entire computer system. All that expensive hardware you've acquired over the years may wind up serving as nothing more than a scrap heap to be scavenged for components that can be used in your new system. The best news on that point is that you if you have any prior version of Windows running already, you will probably be able to re-use your computer monitors, thus saving on one of the highest cost items in any new system.

Upgrade Considerations

Hardware

Microsoft will tell you that Windows 95 runs on an Intel 80386DX processor. It does, but at about the same speed as a snail can run in tall grass. To run Windows 95 at anything approaching a reasonable speed, you'll need at least a 80486 processor, preferably a DX4-100 or better, though a Pentium or equivalent (Intel isn't the only microprocessor manufacturer out there!) based computer is the best platform for Windows 95. If you want to be able to run more than one or two applications at a time, you can forget about Windows 95's recommended 8MB of memory. Realistically, 16MB of RAM is the minimum acceptable amount. Another area where your current hardware is likely to come up short is on hard disk storage space. To install all Windows 95 components, you will need approximately 100MB of storage space. To install all components of Microsoft Office Professional (the leading Windows 95 application suite) count on using up another 126MB of storage space. Add to that the legal research, billing and other specialized applications and databases you run, and you're going to have to have a pretty big hard drive to pull off a successful upgrade. Most people who claim to know recommend 1 gigabyte hard drives as the new entry level requirement. If the computers in your current system don't meet or exceed these minimums, or if you're not willing to invest anywhere from hundreds to thousands of dollars in a new computer system, don't even think about moving to Windows 95.

Software

Another factor you'll want to consider is whether your current software applications will run on Windows 95. Microsoft advertises that the vast majority of Windows 3.x applications will run under its new operating system. This seems to be true so far, but there are important exceptions. Turns out that one application our office uses on our sole IBM compatible computer won't run under Windows 95. If you're a current and happy user of Wordscan Plus 3.0 OCR software, and you're not interested in switching to a different OCR package, forget about making the switch. It won't run under Windows 95, and Caere, the new owner of the product, doesn't plan any upgrades. (Turns out that Caere makes what used to be Wordscan's chief rival, OmniPage Professional).

Peripheral Compatibility

Hardware compatibility is another issue. Microsoft touts "plug and play" as one of Windows 95's chief advantages over prior versions of Windows. Plug and play is supposed to allow you to plug in a new peripheral such as a fax/modem or a scanner and then have the software and hardware work together to automatically configure the new device to run on your system. When Plug and play works, it works beautifully. When it doesn't, it can be far worse than the manual configuration of devices that it was designed to supplant. If your current system is more than a year or two old, it may not have the hardware components necessary to fully implement the plug and play standard. Also, if your current system has off-brand components like fax/modems or any one of a number of types of controller cards used to make your PC work with its peripherals, that no-name equipment may not be supported by Windows 95. For older controller cards, it may be necessary to use the same 16 bit compatible software drivers for non-supported equipment that you used with older versions of Windows. If old drivers are all that are available for your equipment, you'll lose some of the advantages afforded by a 32 bit operating system. It would be wise, whether or not you are currently planning to upgrade to Windows 95, to make sure any hardware purchases you make now are of high quality, brand name components. Rumor has it that Microsoft will be merging software driver support requirements for Windows 95's successors with those for Windows NT, a higher-level, more industrial strength operating system offered by Microsoft. Support for peripherals has been notoriously weak with Windows NT. Brand name components (note that "brand name computer" does not necessarily equal "brand name components") are your best insurance that what you buy now will work with new operating system versions coming in the future.

Security

If you plan to network your computers and security is important to you, Windows 95 has some potentially fatal flaws. The security offered in Windows 95 is largely cosmetic. You can assign user names and passwords, but doing so doesn't protect against unauthorized access. Anyone with any real knowledge of Windows 95 would find it a simple matter to create a new user profile or delete files containing user passwords. With Windows 95, the only sure way to protect sensitive data on your computer from unauthorized access across the network is to take your computer off the network and lock your office door. Firms that are serious about security should consider purchasing case management software with built in security or going with a Windows NT based server and Windows 95 clients. Windows NT was designed from the ground up to serve business and provide reliable security. Windows 95 suffers in this respect from its dual purpose in serving both the home user and the business user.

Conclusion

Upgrades to new operating systems should not be made just to keep up with the firm down the hall. If you have a system in place that meets your needs, and you aren't prepared to make the major investment in time, money and training that such an upgrade would require, you're better off keeping that system. Most legal applications are still available in DOS or Windows 3.x versions that will be supported for some time to come. No upgrade should be made without first showing that the switch would provide new capabilities and enhance productivity in a way that would warrant the expenditure required. But remember, if you choose to stay with your present operating system, don't be caught unaware of new developments in legal technology. A system that works fine for you today may not be capable of handling the demands of law offices of tomorrow. Keep your eyes on the horizon for those new developments that will make it worthwhile to upgrade your system. It may not be until the release of Windows "99" that your killer application comes along. Just make sure you don't miss it when it does.

by Keith A. Throckmorton.