Work Smarter in Outlook with these tips
People are constantly searching for an easier way to keep their email inboxes in order, customize their email signatures, and improve group communications. The good news is that Microsoft Outlook has these features built in, you just need to know where to look. Clean Up your inbox No matter how meticulously organized your Outlook inbox is, there’s always room for improvement. For a little computer-assisted help, try the ‘Clean Up’ feature. From your Inbox, click the Home tab and choose from Outlook’s three Clean Up options: Clean Up Conversation – Reviews an email thread or a conversation and deletes redundant text. Clean Up Folder – Reviews conversations in a selected folder and deletes redundant messages. Clean Up Folder & Subfolders – Reviews all messages in a selected folder and any subfolders, and deletes redundant messages in all of them. Ignore (unnecessary) conversations An overstuffed inbox is often caused by group conversations that aren’t relevant to you. The Ignore button helps you organize your inbox and focus on relevant emails. Select a message, then click Home > Ignore > Ignore Conversation. You can also do this by opening a message in a new window and clicking Ignore under the Delete function. To recover an ignored message, go to the Deleted Items folder, and click Ignore > Stop Ignoring Conversation. Send links instead of a file copy Help your colleagues save storage space by sending a link to a cloud version of a file instead of the file itself. This is particularly useful when sending massive files. You can also set permissions to allow recipients to edit and collaborate on linked files in real time. Upload the file you wish to send on OneDrive and send it to your recipients. From the message box, click Attach File > Browse web locations > OneDrive. Improve meetings with Skype and OneNote Outlook allows you to combine Skype’s HD video and screen-sharing features with OneNote’s organizational and project planning functions. It’s easy: Go to the Meeting tab in Outlook, then click Skype meeting and send the link to the participants. After the meeting has started, select Meeting Notes (under the Meeting tab) and choose whether you want to Take notes on your own or Share notes with the meeting. Tag contacts To get the attention of a specific person in a group email message, use the @Mention function. This works particularly well for emails sent to multiple recipients or if you simply want to convey the urgency of your message. In the email body or meeting request, type the ‘@’ symbol followed by the first and last name of the person you wish to tag (e.g., @firstnamelastname). To search for emails you’re tagged in, select Filter Email from the Home tab and choose Mentioned, then choose Mentioned. These are just a few strategies for getting more out of Microsoft’s email platform. To unlock Outlook’s true potential, you need the support of certified IT professionals. Give us a call today. Published with permission from TechAdvisory.org. Source.
Time to migrate to Azure, SQL Server 2008 users
In July 2019, Microsoft is ending support for SQL Server 2008 and Windows Server 2008 R2. If your company is still on either of these platforms, it’s best to migrate to Microsoft Azure as soon as possible, or else you’ll leave your data vulnerable to breaches or loss. What’s the big deal with losing publisher support in the first place? When a software publisher releases a software program, that program is sure to have functionality issues called ‘bugs.’ Bugs are mostly in-app features that frustratingly “don’t work as expected,” but can include software-to-hardware compatibility problems and app integration issues. Many bugs are glitches that the developers themselves are not aware of — most of the time, they’re reported by the end-users. Other concerns such as cybersecurity vulnerabilities can also be discovered. Lastly, as technology advances over time, developers add new features to their products. Once a bundle of fixes and adjustments is done, it is released as a version update — and such updates are continually deployed for as long as the program enjoys developer support. However, software developers produce completely new and improved programs all the time, which makes old ones obsolete and no longer worth keeping. Since an abrupt loss of support can feel like a gut punch for users who’ve spent considerable amounts of time, money, and effort to obtain licenses and overcome learning curves, publishers instead take away support gradually and give ample time for users to make adjustments. Microsoft as a publisher is doing everything on their end to sunset their server platforms properly, which means that whatever negative consequences you’ll suffer for not migrating to Azure will all be on you. To be clear, going without publisher support means you’ll face the following risks: Compromised cybersecurity – Developers stopping work on a program doesn’t mean that hackers developing malware for that program will stop alongside with them. This means you have to come up with your own countermeasures to the latter’s pernicious innovations. This also leads to… …Regulatory noncompliance – Brace yourself to pay a lot of fines if you can’t keep up with ever-stiffening data regulations requirements and incessantly suffer one major data breach after another. Customer distrust – If you don’t migrate to Microsoft Azure, your customers might migrate to competitors who do. They want to do business with companies that make information security a top priority. Tainted reputation – Simply put, you’re the one responsible for keeping systems up to date, so data breaches or loss due to having outdated programs is seen as negligence. The solution is simple: Move to a newer setup Depending on your business requirements, you must use Microsoft Azure to migrate to a newer setup, such as the SQL Server 2017 and Azure SQL Database Managed Instance pairing. This combo features incredible in-memory performance across workloads, high availability for mission-critical processes, and the latest cybersecurity protections for both data at rest and in motion. With that settled, the question now becomes: How do you execute your migration so that it does not cause downtime, data loss, and security vulnerabilities? Again, the answer is simple: Turn to us, your ever-reliable managed IT services provider, for help. Contact us to schedule your consultation. We’ll hold your hand every step of the way to ensure that your transition to Azure is smooth and problem-free. Published with permission from TechAdvisory.org. Source.
Every business needs an MSP for cybersecurity
Businesses can no longer afford to relegate cybersecurity to the bottom of the budget, not with cyberattacks targeting any business regardless of size, strict security, and privacy regulations surrounding data. Businesses with a small or limited budget have the advantage of partnering with a managed IT services provider (MSP) for their cybersecurity needs. Why is this need more urgent than ever, and why is an MSP the intelligent business choice? The numbers According to the Ponemon Institute’s 2018 State of Cybersecurity in Small & Medium Size Businesses (SMBs) survey, cyber attacks on SMBs have increased from 61 percent in 2017 to 67 percent in 2018. Only 28 percent of these SMBs evaluated their ability to mitigate threats, vulnerabilities, and attacks as highly effective. 58 percent of SMBs in the study experienced a data breach in the last year. Most SMBs in Ponemon’s research said attacks against their companies had severe financial consequences. For instance, the report cited that many of them spent an average of $1.43 million because of the damage or breach of IT resources, a 33 percent increase from 2017. Disruption to operations also cost an average of $1.56 million, a 25 percent increase from 2017. The attacks So what types of cyberattacks on SMBs were prevalent last 2018? According to the study, the order from most to least common are as follows: phishing/social engineering, web-based attacks, general malware, compromised/stolen devices, denial of services, advanced malware/zero day attacks, SQL injection, malicious insider, cross-site scripting, and uncategorized attacks. Why managed services? Partnering with MSPs is the most effective way to prevent attacks and protect your business from these malicious threats. They include a full range of proactive IT support that focuses on advanced security, such as around the clock monitoring, data encryption and backup, real-time threat prevention and elimination, network and firewall protection, security awareness training, and more. Not only that, but because managed services are designed to identify and fix weak spots in your IT infrastructure, you’ll optimize the digital backbone of your business processes. You’ll have faster network performance, a business continuity and disaster recovery strategy, as well as minimal downtime. One of the best things about managed services is that you get a dedicated team of IT professionals ready to assist you for any technology problems you may encounter. This is much more effective and budget-friendly than having in-house personnel handling all your IT issues. Being proactive when it comes to cybersecurity is the only way to protect what you’ve worked hard to build. If you’d like to know more about how managed services can benefit your business, just give us a call, we’re sure to help. Published with permission from TechAdvisory.org. Source.
A guide to setting up your new MacBook
The latest models of the MacBook have won over millions of people, not least because of their high-end look and feel. They also offer plenty of power to do a wide range of work-related tasks and much more. Set up your new MacBook and enjoy all it has to offer in seven easy steps. Check for updates From time to time, Apple releases updates to macOS. If the tech giant has released a new one since your MacBook was built, you don’t have to miss out on the latest features and patches. You can manually check for updates by clicking the Apple icon in the upper left corner of your screen and choosing System Preferences. If any updates are available, click on Update Now to install them or More Info to see the details about the updates. Choose a default browser Safari is the default browser on Apple devices, and many prefer it over other browsers for several reasons. But if you don’t like Safari, you can easily change your default browser to Google Chrome, Microsoft Edge, or Mozilla Firefox. Simply go to System Preferences > General and select the browser of your choice. Enable the Dashboard Mojave, the latest major release of macOS, became available to the public in September 2018. In Mojave, the Dashboard, which has been used for hosting widgets since it was launched in 2005, is disabled by default. Luckily, you can turn this productivity favorite back on and enjoy easy access to various apps and widgets such as Calculator and Calendar. To enable the Dashboard, go to System Preferences > Mission Control. Change the Dashboard setting to “As Space” or “As Overlay” to set the Dashboard as the leftmost desktop or to overlay it on the current desktop, respectively. Configure the Dock By default, the Dock is located at the bottom of the screen, but you can move it to the left or right by going to System Preferences > Dock. Under “Position on screen,” choose Left or Right. You can also make room on the Dock for the apps that you frequently use. To remove apps that you don’t need from the Dock, click on its icon and drag it to the desktop until “Remove” appears above the icon, and then release. To add an app to the Dock, open it and right-click on its icon in the Dock. From the menu that appears, go to Option > Keep in Dock. Set up Siri Apple’s virtual assistant is enabled by default on your MacBook, but if you prefer not to use Siri, go to System Preferences > Siri and uncheck the box for Enable Ask Siri. Conversely, if want to use Siri, you can choose to customize Siri’s voice, language, and keyboard shortcut in the same menu. Finally, switch Voice Feedback to Off if you want to mute Siri and get responses to your queries as text displayed on your screen. Flip the scrolling direction By default, moving two fingers down a MacBook’s trackpad makes the view move down an open document or website on your screen. You can change your trackpad’s scrolling direction so that the same gesture makes the view move up. Go to System Preferences > Trackpad, and under the Scroll & Zoom tab, uncheck Scroll direction: Natural. Set your screen to lock automatically Keep unauthorized users out of your MacBook by setting the screen to lock automatically after the system has been idle for a while. Go to System Preferences > Security & Privacy > General. In the “Require password…after sleep or screen saver begins” option, select “immediately” from the drop-down menu. Your new MacBook offers many other exciting features that will boost your productivity both at work and at home. For help setting these up and for any other Mac-related questions, contact our team of experts today. Published with permission from TechAdvisory.org. Source.
Tips for extending laptop battery life
If you want to use your laptop in an airport, a co-working space, or a cafe, the first thing you would look for is a power socket. If you are not lucky enough to find an available outlet, you’ll have to depend on your laptop’s battery (assuming it still has power after your last charge). The following tips should optimize your laptop’s battery so it will last long. Some truths about your laptop battery Batteries in many modern devices are lithium-based — either lithium-ion or lithium-polymer — and users must take note of the following guidelines for proper battery maintenance: Leaving your battery completely drained will damage it. Batteries have limited lifespans. So no matter what you do, yours will age from the very first time you charge it. This is because as time passes, the ions will no longer be able to flow efficiently from the anode to the cathode, thereby reducing the battery’s capacity. What else can degrade your battery Besides being naturally prone to deterioration, your battery can degrade due to higher-than-normal voltages, which happens when you keep your battery fully charged at all times. Even though a modern laptop battery cannot be overcharged, doing so will stress and harm your battery. Both extremely high temperatures (above 70°F) and low temperatures (32–41°F) can also reduce battery capacity and damage its components. The same goes for storing a battery for long periods of time, which can lead to the state of extreme discharge. Another factor is physical damage. Remember that batteries are made up of sensitive materials, and sustaining a shock from a fall or similar can damage them. How to prolong your battery life Now that you know some facts about your laptop battery, it’s time to learn how to delay its demise: Never leave your battery completely drained. Don’t expose your battery to extremely high or low temperatures. If possible, charge your battery at a lower voltage. If you need to use your laptop for a long period of time while plugged into a power source, it’s better to remove the battery. This is because a plugged-in laptop generates more heat that will damage your battery. When you need to store your battery for a few weeks, you should recharge your battery to 40% and remove it from your laptop for storage. These are just a few tips on extending the life of your hardware. There are many more ways you can maximize your hardware efficiency and extend its longevity. Call our experts today to find out more! Published with permission from TechAdvisory.org. Source.
Cloud security: Everything you need to know
Cloud technology is becoming more pervasive every day. A Forbes report found that 77% of enterprises have at least one application or a portion of their enterprise computing infrastructure in the cloud. But somehow, myths about its lack of security remain. Hands-on management Unless you have an overinflated budget, relying on local copies of data and software means your IT staff is forced to spread themselves across a bevy of different technologies. For example, one or two in-house tech support employees can’t become experts in one service or solution without sacrificing others. If they focus on just cybersecurity, the quality of hardware maintenance and help desk service are going to take a nosedive. However, cloud service providers (CSPs) benefit from economies of scale. CSPs maintain tens, sometimes thousands, of servers and hire technicians who specialize in every subset of cloud technology. Fewer vulnerabilities Cloud security isn’t superior just because more technicians are watching over servers. When all the facets of your business’s IT are in one place, your technology is more susceptible to a slew of cyber incidents. For example, a server sitting on the same network as workstations could be compromised by an employee downloading malware-infested files. And this exposure extends to physical security as well. The more employees you have who aren’t properly trained in cybersecurity, the more likely it is that one of them will leave a server room unlocked or unsecured. CSPs exist solely to provide their clients with cloud services. There are no untrained employees and there are significantly fewer access points to the network. Business continuity The same technology that allows you to access data from anywhere in the world also allows you to erect a wall between your local network and your data backups. Most modern iterations of malware are programmed to aggressively replicate themselves, and the best way to combat this is by storing backups in the cloud. In the cybersecurity world, this is commonly referred to as data redundancy, and nowhere is it as easy to achieve as in the cloud. The cloud doesn’t only keep your data safe from the spread of malware; it also keeps data safe from natural and man-made disasters. When data is stored in the cloud, employees will still have access to it in the event that your local workstations or servers go down. The cloud has come a long way over the years. It’s not just the security that has gotten better; customized software, platforms, and half a dozen other services can be delivered via the cloud. Whatever it is you need, we can secure and manage it for you. Call us today! Published with permission from TechAdvisory.org. Source.
Search like an expert Googler with these tips
Everyone knows how to do a Google search. After all, we use it every day to find the information we need. Ironically, not a lot of people know how to make the most out of this search engine. Include and exclude keywords Google will understand most of the search terms you type into it. However, at times the search engine will match only some of the words you typed, showing limited results. To avoid this, just point out which keywords are the most important by adding a plus symbol (+) in front of words you would like Google to include in the search results. And if the results you’re looking for get pushed off the first page by similar-yet-irrelevant articles, adding a minus symbol (-) in front of keywords you don’t want to see will keep them from showing up. For example, “+virtualization -vSphere” will provide search results about different virtualization services while excluding results related to VMWare’s virtualization product, vSphere. Additionally, searching a phrase within double quotation marks guarantees to retrieve results that include only the word-for-word phrase that matches your query. Do a website search Ever need to look for information from a specific website? Instead of visiting that website and sifting through different pages, Google makes it a breeze by allowing you to add “site:url” to the end of your search query. For example, if you want to find what Forbes has written about security, simply head to Google’s homepage and type “security site:www.forbes.com.” This makes sure Google includes only pages from Forbes that are about security in your search results. You can also limit search results to university and government websites by adding “site:.edu” or “site:.gov” to your search query. Combining this with the keyword manipulation trick above will further narrow your search. Search by time period Google has been indexing the web for decades in order to add web pages into its database. Because of that, it could be quite time-consuming sifting through countless search results to find an old website or page, or even recent stories, too. Time period search helps by allowing you to specify a date range so you can find recent stories or archived news faster. Just run a search like you normally would. Then click on Tools under the search box and hit the Any time drop-down menu. From there, you can choose the time period parameter, such as the past month or past week, or fill in an exact time period. Use Google to locate files While Google mainly focuses on indexing web pages, it also indexes publicly available files like PDFs and spreadsheets. To look for them, just type in “filetype:” after your search query. For example, typing “report filetype:pdf” will provide PDFs with “report” in the title. Advance your search Advanced Search can be accessed by clicking Settings from the toolbar located under the search box. This gives you more ways to refine your searches, such as by region or language. By default, search results are prioritized based on your location, so you should adjust that according to the topics you’re searching for. These tips will help you optimize your search habits so that you get the information you need each time. Optimized Googling means less time is wasted manually sifting through links you may not need and more time accomplishing actual work. For any questions on how to use Google products to streamline your daily routine and increase productivity, feel free to drop us a line! Published with permission from TechAdvisory.org. Source.
Manage your business better with ERP
From accounting to inventory, small- and medium-sized businesses (SMBs) need various systems to function, and managing them simultaneously is a colossal task. Enterprise resource planning (ERP) software can help you manage these systems efficiently and improve business performance. ERP explained ERP is a program that integrates all your systems into a single database, so if you want to take a look at human resources, accounting, or sales, you only need to access one system instead of three. In practice, this means that everyone, regardless of department, will be able to access the same information. This also means that employees will no longer have to re-enter data onto their department-specific database, because all databases will already have been linked. Deeper insight Simplicity isn’t the only merit of an ERP, however. A single database lets you see all information across every branch of your business and gain actionable insights that enable you to make more informed decisions. Financial reporting, for example, benefits a lot from ERP, since general ledgers, revenue recognition, and tax reporting functionality are built into most ERP software solutions. In addition to this, ERP systems come equipped with business intelligence features that provide intuitive analysis into your operations and forecast the growth of your company. This helps you and other executives identify bottlenecks and business opportunities. Better customer service ERP makes better and faster customer service possible. For instance, if a customer asks whether or not an item is still in stock, customer service representatives can easily access the ERP database and provide a quick answer, instead of having to ask the supply manager. Simplified compliance With an ERP, meeting stringent data management regulations is much easier. That’s because the software generally comes with audit functionality, giving you full visibility into your processes. It also provides templates and guidance to help you meet regulations within your industry, such as the Sarbanes-Oxley Act and the International Financial Reporting Standards. Streamlined workflows ERP streamlines workflows by eliminating redundant and time-consuming tasks through automation. For one, you can set your ERP to instantly reorder materials when stock levels have reached a certain threshold. This ensures that your enterprise won’t have to deal with out-of-stock or overstocking incidents. Moreover, you can even assign workflows that route invoices and reimbursements to the right accountant to make sure tasks are handled quickly and efficiently. Rich integrations One of the most beautiful things about ERP is its integration capabilities: you can integrate it with other services to extend its capabilities. For example, if you need to track customer information and sales figures, you can combine ERP with customer relationship management software or pair it with e-commerce services to streamline web-based purchases. This way, your processes will be seamless and everything you need will be at your fingertips. As your business grows, your business needs change as well. ERP systems can adapt to your ever-changing needs by giving you unparalleled business management solutions. If you need to add further value to your business, call us today. Published with permission from TechAdvisory.org. Source.
New security features for your Android device
Mobile devices can be considered an extension of ourselves, containing personal information like web browsing behavior, email exchanges, bank transactions, and other private data. Losing your smartphone or having it stolen is a nightmare, but the good news is that Android devices have security tools you can use to keep your data safe. Set a strong screen lock The single most important thing any smartphone owner can do is use a strong, unique passcode or swipe pattern to prevent unwanted access to their device. Avoid using obvious codes such as your birthday or pet’s name; instead, use alphanumeric combinations that are much harder to crack. To enable a screen lock, simply head over to Settings > Security. Select Screen Lock and pick your preferred password lock type and set Automatic Lock after a certain period of time. From then on, you will need to enter your passcode or swipe pattern each time you try to access your phone. Use alternative unlocking methods Newer Android devices have advanced security tools for extra layers of protection. These include features like fingerprint authentication, iris scanning, and facial recognition. To see what features can be enabled on your phone, go to Settings > Security. In addition, if you are a Google Nexus or Pixel user, your device is equipped with a range of Smart Lock options that, when activated, keeps your phone unlocked when it’s detected to be on your body or near a trusted Bluetooth device. These settings can also be found under Security. Enable Find My Device Google’s Find My Device is a locator service that lets you track or wipe data from a lost or stolen Android phone, tablet, or wearable. All you need to do is add your Google account to your Android device and turn on the location feature to enable the service. To locate your device remotely, install the Find My Device app or access it via a web browser. Once you’re logged in, a dashboard will show an approximate location of your phone and provide you with four options: locate your device, play sound, lock your device (and add a short note), or erase device that permanently deletes all data stored. Revisit your app permissions Does that photo-editing app you just downloaded really need access to your Contact list? If you sometimes wonder why some apps need so many permissions or why they request to access data unrelated to their purpose, then you are asking the right questions. Remember to take control of the features that you allow your apps to access, especially from dubious developers who might steal your information. If you have Marshmallow or later versions of Android, go to Settings > Apps and then select the app. Click on Permissions and revoke all those permissions you’re uncomfortable with. Encrypt your phone Device encryption protects your data by converting it into a format that prevents unauthorized individuals from accessing it without the key. This is particularly important if someone manages to find a way around your lock screen and pull data from your device. Android handsets running on Lollipop or higher have full encryption enabled by default. But if you’re using an older device, encryption options can also be found under Security. It never hurts to take extra steps to make sure your information is protected. Some of these might take time, but trust us, it’s totally worth the extra minutes. If you need more tips to secure your personal or even your company’s files, email, or data, we’ll be happy to help. Security is what we do best, so give us a call today! Published with permission from TechAdvisory.org. Source.
Stop ransomware with virtualization
Ransomware is a type of malware that encrypts your data and makes it impossible to access unless you pay a ransom. While it may appear to be difficult to stop, you should never give in to the hacker’s demands. Before you end up being a victim of ransomware, protect yourself with virtual disaster recovery (DR) solutions. Virtual DR Virtual DR solutions allow you to create point-in-time copies or “snapshots” of operating systems, data, and virtual machines as they appear at a given point in time. These snapshots can then be loaded onto any workstation with everything still intact. In the event of a ransomware attack, administrators can essentially roll back the system to a point before the malware struck. What’s great about point-in-time copy features is that they are automated. Just schedule the snapshots and your virtual DR software will do the rest. Although virtual DR solutions vary, most of them have the capacity to store thousands of point-in-time copies, giving you plenty of restore points to choose from. Why virtual DR trumps traditional DR Most traditional DR methods don’t have point-in-time copy features. Even though most computers have a system restore functionality, they can be disabled by newer ransomware strains. On the other hand, virtual DR software isolates point-in-time copies and restores functionality from virtual machines. This means they can’t be affected if one virtual machine was compromised with ransomware. Another reason why traditional DR is not as good of an option is that there is more tedious configuration involved. You have to copy all your data onto a backup drive, reinstall applications, and reconfigure hardware. By the time you’ve recovered from the ransomware attack, the financial and reputational damage caused by downtime will have taken its toll on your business. When recovering your system, you want as little hassle as possible. With virtual DR, you can load a clean, ransomware-free snapshot onto your system in less than an hour. However, implementing virtual DR can be complex, especially if you’re not experienced. But if you partner with us, this won’t be a problem. Call us today to get robust solutions that guarantee business continuity. Published with permission from TechAdvisory.org. Source.