Why SMBs need regular technology business reviews
Technology is always evolving, and for small or mid-sized businesses like yours, staying ahead means taking a close look at your IT strategy. A technology business review helps you spot inefficiencies, security risks, and growth opportunities. By conducting these reviews regularly, you can make sure your technology supports your goals, boosts productivity, and stays cost-effective.Here’s how a well-executed technology review benefits your business. Optimizing costs and IT investments Many SMBs overspend on IT without realizing it. A technology business review evaluates your current tech expenses and identifies ways to cut costs without sacrificing efficiency. IT consultants can recommend cost-effective alternatives, such as consolidating redundant tools, switching to cloud-based solutions, or optimizing software licenses. By making smarter IT investments, you can stretch your budget further and free up resources for growth. Improving productivity and workflow efficiency Inefficient IT systems slow teams down. A technology review helps uncover bottlenecks and guides you toward a more efficient and effective technology strategy, such as upgrading outdated hardware or adopting cloud collaboration tools such as Microsoft 365 or Google Workspace. These platforms enable seamless file sharing and real-time collaboration, and in turn, increase efficiency and productivity. Making sure your technology supports, rather than hinders, your team’s workflow leads to better business performance. Enhancing security and compliance Cyberthreats will always be a major concern for many SMBs, which happen to be a primary target for cybercriminals mainly due to their weaker security measures. A technology review can help boost security by identifying vulnerabilities such as unpatched software, weak passwords, or outdated access controls. The data gathered can also be used to determine the right security solutions for a company’s needs. Then there’s the matter of compliance requirements, which constantly change. So, whether your business handles customer data, financial records, or healthcare information, a review ensures your IT practices align with industry regulations, reducing legal risks and protecting your reputation. Keeping up with technology trends Failing to adapt to rapid technological changes can leave your business behind. A technology business review offers valuable insights into emerging trends, helping you stay informed and up to date. It can help you determine which innovations — such as automation, artificial intelligence, or cloud computing — can benefit your business. It can also help pinpoint outdated systems that must be replaced with scalable, future-proof solutions that support long-term growth. Minimizing downtime and IT disruptions Unplanned IT failures can be costly and disruptive, especially without a system in place to monitor risks. Regular reviews help identify potential issues early, preventing downtime and keeping your business running smoothly. Consultants can recommend solutions such as cloud-based backups for faster recovery, redundant internet connections for uninterrupted service, and predictive maintenance strategies to prevent hardware failures. With a proactive IT strategy, your business can avoid costly interruptions and maintain seamless operations. Future-proofing your business Technology business reviews not only help resolve current issues but also ensure your IT strategy stays modern and aligned with evolving trends. Conducting regular reviews helps you stay ahead of risks, refine your technology investments, and maintain a secure, efficient IT environment that supports your company’s growth. Ready to gain a competitive edge with a tailored technology review? Contact us today, and let’s create a smarter IT strategy for your business.
Password managers under attack: Protect your SMB
Many small or medium-sized businesses (SMBs) rely on password managers to simplify and secure their authentication processes, but these tools are now under attack. A recent study revealed a startling rise in malware targeting password managers, with cybercriminals adapting their tactics and growing more sophisticated by the day. The rising threat of infostealers Infostealers, also known as information stealers, are a type of malware designed to hijack and transmit sensitive data from a victim’s computer. They can come in many forms, such as keyloggers or spyware, but their main goal is to collect login credentials and other valuable information. The study by Picus Security uncovered alarming growth in infostealers designed to target credential stores, including password managers. By analyzing one million malware samples, researchers confirmed that 93% of malicious actions use just 10 common hacking methods. Why are password managers a prime target? Their centralized nature makes them convenient for users but equally appealing to cybercriminals. By breaching just one password vault, attackers can gain access to a wealth of credentials across multiple accounts and platforms. Malware in action: RedLine and Lumma Stealers Two notorious infostealers leading these attacks are RedLine Stealer and Lumma Stealer, each targeting victims in unique ways. RedLine Stealer is often spread through phishing attempts or fake websites. It specializes in extracting data from web browsers, email applications, and other credential storage locations. Lumma Stealer operates as a Malware-as-a-Service (MaaS), allowing criminals to rent the malware and use it to steal payment credentials, cryptocurrency wallets, and other sensitive information. Malware tactics are changing. With operating system defenses improving, old methods such as credential dumping are less effective. Modern infostealers now target weaker but valuable areas, such as password managers. The dark web surge The stolen credentials don’t just stop with the initial hacker; they often end up being posted for sale on the dark web. Initial access brokers profit by reselling credentials that give hackers easy access to enterprise systems. These stolen credentials are then used in major ransomware attacks. Why password manager attacks are increasing Cybercriminals are adapting their tactics to target password managers for several reasons, including their effectiveness and ease of execution. Minimal skill requirement – Most infostealers only need basic user-level access to scrape stored credentials, making attacks fast and easy. Automation – Many attackers leverage automated tools to extract information, streamlining cyber theft. Password reuse – If businesses use repeated passwords across accounts, stolen credentials can lead to broader credential stuffing attacks, exposing an entire network. For SMBs, such attacks can be devastating, resulting in operational disruptions as well as financial losses and reputational damage. Protecting your credentials with secure technologies SMBs must take decisive action to protect themselves from these growing threats. Here’s how you can stay ahead of attackers and secure your password management systems effectively. Adopt zero-knowledge encryption password managers. With zero-knowledge encryption, even if the vault is breached, no one can read the stored credentials. Enable multifactor authentication. Do this across all user and administrator accounts, making it harder for hackers to gain access. Train your users. Educate employees about phishing attempts and other malware entry points. Teach them to recognize suspicious links and avoid downloading attachments from unknown sources. Regularly update software. Make sure all software, including operating systems, browsers, and password managers, is updated with the latest patches to minimize vulnerabilities. Review logs for unusual activity. Monitor activities in password managers and look for suspicious access or login attempts outside regular patterns. Password managers are indispensable tools for managing multiple accounts safely, but they’re not invincible. For SMBs, proactive security measures should be part of a broader strategy to strengthen operations against emerging threats. Safeguard your business from various threats — contact our security experts to get started.
How to manage Apple devices in your business
Apple devices are popular in business settings for their reliability and security, but managing a fleet of Macs, iPads, and iPhones can be challenging. IT teams need the right strategies to track devices, enforce security policies, and streamline updates. In this blog, we’ll cover essential tools you should use to simplify oversight and control. Apple Configurator Apple Configurator helps IT teams set up and deploy Apple devices efficiently. Designed for businesses and educational institutions, this macOS-based app allows administrators to configure multiple iPhones, iPads, and Macs at once, eliminating the need for manual setup. Apple Configurator comes with: Automated setup – Apple Configurator simplifies device onboarding by enabling bulk configuration. IT teams can install apps, apply settings, and enforce security policies before distributing devices to employees. Supervision mode – Businesses can supervise devices via Apple Configurator, giving IT administrators more control over settings, restrictions, and software installations. This is particularly useful for enforcing security measures and preventing unauthorized changes. Profile installation – Custom configuration profiles can be applied to ensure devices follow company policies. These profiles define network settings, Wi-Fi access, VPN configurations, and more. Despite Apple Configurator’s ease of use and general effectiveness, there are some limitations to consider. For one, each device must be physically connected to a Mac for configuration, making it time-consuming and impractical for larger organizations. Additionally, it doesn’t support over-the-air updates or remote management, which means IT teams must manually apply changes and security updates, increasing the risk of inconsistent protections across several devices. Apple Business Manager (ABM) ABM enables businesses to manage Apple devices, apps, and users at scale. This cloud-based platform acts as a centralized hub, allowing IT administrators to oversee company-owned Apple products from a single dashboard. With ABM, companies can use the following features: Automated device enrollment – New Apple devices can be set up automatically with preconfigured settings and security policies as soon as they are powered on, reducing IT workload. App and content distribution – Businesses can purchase and distribute apps, books, and software licenses in bulk, giving employees access to the right tools without needing individual Apple IDs. User and role management – ABM allows administrators to create and manage user accounts, assign specific roles, and control access levels. Mobile device management (MDM) MDM solutions provide businesses with full control over Apple devices. While Apple Business Manager focuses on enrollment and user access, MDM solutions handle the ongoing oversight of company-issued devices. MDM platforms come in various forms, including solutions from Sophos and Microsoft Intune, each offering different levels of control and integration. Some of the most common MDM features, include: Remote configuration and updates – IT teams can push software updates, configure settings, and install applications without requiring physical access to the devices. Security enforcement – MDM platforms allow businesses to enforce security policies such as password requirements, encryption, and remote data wiping in case of loss or theft. Device monitoring and reporting – Administrators can track device status, monitor compliance with company policies, and receive real-time alerts if a security issue arises. App and network control – Businesses can restrict app installations, block specific websites, and manage network settings to prevent unauthorized access. Managing Apple devices doesn’t have to be complicated. With the right tools and strategies, businesses can maintain security, efficiency, and ease of use. If you need expert guidance on Apple device management, contact us today.
Seamless cloud UC migration: A practical guide for businesses
Transferring your unified communications (UC) system to the cloud unlocks enhanced flexibility, broad accessibility, and simplified management. However, making the switch without disrupting business operations requires careful planning. This guide explores key steps to ensure a seamless migration, including hybrid adoption and performance testing. Consider a hybrid approach Migrating your UC system to the cloud doesn’t have to be all or nothing. A hybrid approach lets you keep important systems on site while moving others to the cloud. This is especially helpful for businesses with limited internet speeds or compliance goals that require keeping sensitive data secure and in house. A hybrid model also allows you to move to the cloud step by step. You can test how each part works in the cloud before fully committing, reducing the risks. Begin by assessing your internet capacity and determining which tools can seamlessly transition to the cloud and which should temporarily remain on your existing servers. It’s best to maintain your critical systems on site initially to minimize disruptions during the transition. Conduct thorough testing Before making the switch, note how well your UC systems are currently performing. After migrating a software or application, compare the new results to the original performance. Doing so helps spot any issues and ensures the system works as expected. It is also advisable to conduct various stress tests to evaluate how well migrated UC systems perform under different conditions. For example, failover tests transfer operations to a backup cloud system to confirm the UC systems can withstand outages or traffic surges without compromising service quality. Avoid the pilot trap A pilot test is a small-scale trial where a limited number of users test the new system before full deployment. This helps pinpoint potential problems and confirms basic functionality before a company-wide launch. However, too many business owners assume that a successful pilot test guarantees full-scale success. In truth, while a small group of users may experience smooth operations, an enterprise-wide rollout can expose underlying issues such as bandwidth limitations and server strain. Proactively monitor Continuous performance monitoring during migration is essential for a seamless user experience. Your business should collect data from all components of its UC system to quickly detect and address potential issues before they escalate. Key metrics to track include call quality, connection stability, and latency. Leveraging AI-driven analytics tools can further enhance monitoring by identifying performance trends and network vulnerabilities in real time. These tools process large volumes of data faster than humans, allowing your IT team to make informed, data-driven optimizations instantly. Prioritize usability A cloud-based communication system is only effective if it’s easy to use. If employees struggle with the migrated UC system or encounter frequent issues, productivity can suffer. To prevent this, you should gather user feedback and make improvements based on their needs. Compatibility with current tools and software is also critical. Unified communications should streamline collaboration, not introduce new challenges. A well-planned cloud UC migration ensures smooth operations while providing the benefits of remote access and simplified management. Reach out to us for expert assistance with your IT needs.
Tips for protecting your computer from browser threats
Every time your employees browse the web — whether searching on Google or accessing work applications — they face potential cyberthreats like phishing scams and malware. These risks not only compromise company data but also put employees at risk. As a business owner, it’s essential to implement proactive measures to ensure secure browsing across your company. Install ad blocking software Even though online ads may seem harmless, they can contain scripts and widgets that send your information to third parties without your knowledge and consent. This can include adware, which secretly installs itself on your computer and tracks your browsing habits. Ad blocking software will stop banner, rollover, and pop-up ads from appearing on websites. It can also help protect you from accidentally going to malware-laden sites. Many ad blockers can also disable cookies and scripts used by third parties on websites, block specific items, “clean up” Facebook, and hide YouTube comments. Prevent browser tracking In browser tracking, websites monitor your online activity and retain information about the sites you’ve visited. It’s done by placing cookies (i.e., small text files that record everything you do online) on your computer and other devices. Browser trackers not only slow down your computer but can also expose sensitive information to malicious actors. You can use browser extensions like Ghostery and Disconnect to block cookies from collecting data about your online behavior. It’s also best to utilize your web browser’s built-in private browsing tools, such as Chrome’s Incognito mode or Safari’s Private Browsing. When you use these built-in tools, your browser won’t save details of your browsing session, so it won’t remember your search history, the pages you visited, or your autofill information. This also means your online activities won’t be saved on your device or shared with your other devices. Use a virtual private network (VPN) Cybercriminals can intercept data between two parties, allowing them to steal sensitive data, such as login credentials and banking information. A VPN can help solve this problem. It anonymizes your online activity by routing your connection through its secure servers. With a VPN, all of your data traffic gets encrypted and sent via an anonymous IP address. This makes it difficult for hackers to track or intercept your data. Install antivirus software Antivirus software is a must for keeping viruses and other malware away from your work PCs, tablets, and smartphones. It will scan your devices for malware and block it if detected, keeping you safe from malicious parties that are after your data. Make sure to keep your antivirus up to date for continued protection against even the latest cyberthreats. You can enable automatic updates to ensure you’re always running the latest software version. Train your employees Provide your employees with security training so they would be aware of the latest scams, know how to recognize cyberthreats, and practice good cyber hygiene. Make sure training sessions also cover your company policies related to data privacy and security, which may include guidelines such as the following: Use strong and unique passwords for every account. Be wary of clicking on links in emails and opening suspicious email attachments. Download software only from legitimate sources. Do not store important documents on unsecured devices. By taking these steps, you can provide a safer online environment for your employees and protect your business from cyberthreats. If you need help implementing these tips, get in touch with our IT experts.
How to pick the right antivirus software for your SMB
When running a small or medium-sized business (SMB), security should never be an afterthought. With cyberattacks becoming more advanced, having reliable antivirus software is one of the most effective ways to protect your sensitive data. However, choosing the right antivirus software isn’t as simple as picking the first one you come across. The wrong choice could lead to poor performance, unnecessary expenses, or, worse, vulnerabilities in your defenses. Here are five key factors to consider before purchasing antivirus software. Cost Sticking to a budget is essential, but cost should be more than just the sticker price when evaluating antivirus solutions. Instead, think of it in terms of value for money. What to consider Free vs. paid versions – While free antivirus software might seem like a cost-effective solution, it often lacks features such as advanced threat detection, multidevice support, or customer service. Pricing plans – Does the software offer flexible pricing plans that scale with your business? Many antivirus providers offer packages designed specifically for SMBs, with options for a limited number of devices. Hidden costs – Watch out for hidden costs such as additional fees for technical support, upgrades, or advanced features not included in the basic package. Speed and performance Slow, resource-heavy software can cripple productivity. Antivirus software is meant to protect your system, not bog it down. What to consider System impact – Will the antivirus software slow down your devices? Some solutions are notorious for eating up processing power, making simple tasks like opening applications painfully slow. Scan speeds – How fast can the software run a full system scan? It should strike a balance between thoroughness and efficiency, ensuring minimal disruption to your team’s workflow. Smart scanning options – Look for features such as scheduled scans or smart scanning, which allow the program to run background checks during low-usage times. System compatibility Every business uses a mix of devices to operate, which can include PCs, Macs, tablets, and smartphones. The antivirus software you choose should be compatible with your setup. What to consider Operating systems – Does the software support the operating systems your team uses? Some antivirus programs are optimized for Windows, while others are better suited for macOS or Linux environments. Device coverage – How many devices can you protect under a single license? Keep in mind that many SMB packages allow for a specific number of installations, so ensure you have enough to cover your team’s equipment. Mobile compatibility – With employees often working on the go, your antivirus software should extend its defense to mobile devices. Cross-platform protection – If your office uses a mix of operating systems, look for an antivirus solution that offers protection for all of them. Comprehensive protection Antivirus software should do more than just scan for viruses. It should also defend against evolving cyberthreats. What to consider Features – Look for features beyond basic virus detection, such as ransomware protection, phishing prevention, and firewall integration. Real-time monitoring – Does the software constantly monitor threats, or does it only check during scheduled scans? Real-time monitoring is crucial for businesses that need 24/7 defense. Web protection – With so much business conducted online, antivirus software should be capable of safeguarding your web browsers against malicious sites and downloads. Cloud-based updates – Threats evolve daily. Ensure the software offers automatic, cloud-based updates to keep your protection current. Customer support Even the best antivirus software can run into hiccups, and when that happens, having access to reliable customer support can make all the difference. What to consider Documentation – Check if the antivirus provider offers detailed user guides, FAQs, or video tutorials to help your team use the software effectively. Support channels – Does the company offer support via email, phone, or live chat? 24/7 availability is ideal if you operate outside traditional business hours. Response times – How quickly does the support team resolve issues? A delayed response during a real security incident can be catastrophic. Choosing antivirus software may feel like a chore, but investing a bit of time upfront can save you from major headaches and even bigger losses. Focus on these five factors, and you’ll be set to find a solution that’s tailored to your SMB’s needs. Still not sure where to start? Contact our cybersecurity experts for personalized advice.
Reduce IT spending with thin and zero clients
Is your IT budget eating into your company’s profits? Traditional desktop setups come with hidden costs that add up over time. Fortunately, businesses can significantly reduce expenses by switching to thin and zero clients. What are thin and zero clients? Thin and zero clients are lightweight computing solutions designed to replace traditional desktops in a virtualized environment. They rely on a central server for processing power, rather than storing applications and data locally. Thin clients have minimal onboard processing power, but they still run a lightweight operating system, allowing them to handle basic tasks before connecting to a virtual desktop or cloud-based system. Zero clients take this a step further by having no local storage, operating system, or processing power. They function purely as an interface between the user and the remote server, making them even more streamlined. Both solutions are widely used in industries such as finance, healthcare, education, and call centers, where cost efficiency, security, and centralized management are top priorities. How do thin and zero clients save you money? Investing in thin and zero clients can lead to significant cost savings in multiple areas of IT infrastructure. Here’s how: Reduced hardware costs Traditional desktop computers require powerful CPUs, large amounts of memory, and local storage, all of which are incredibly expensive. Thin and zero clients, on the other hand, are designed to be inexpensive and last longer since they rely on centralized processing from a server. Businesses can save thousands of dollars by replacing bulky desktops with these streamlined devices, especially in large-scale deployments. Lower energy consumption Desktops consume a significant amount of power, particularly when running multiple applications throughout the workday. Thin and zero clients use much less energy. Some models consume as little as 5–15 watts compared to the 150–300 watts of a traditional desktop. This reduction in energy usage translates into lower electricity bills and a more eco-friendly IT operation. Simplified IT management Managing a fleet of traditional desktops requires constant updates, troubleshooting, and security patches — tasks that eat into IT resources. With thin and zero clients, IT teams can centralize management, making it easier to roll out updates, enforce security policies, and troubleshoot issues from a single server. This streamlined approach reduces labor costs and minimizes downtime, allowing IT staff to focus on more strategic initiatives. Enhanced security Security breaches and data leaks often result from vulnerabilities on individual devices. Since zero clients store no data locally and thin clients rely on a centralized infrastructure, there’s a much lower risk of data loss due to theft or hardware failure. Additionally, IT teams can enforce strict security measures at the server level, ensuring that sensitive information remains protected while reducing the need for costly cybersecurity solutions at the endpoint level. Extended hardware lifespan Traditional desktops often become obsolete within 3–5 years due to hardware degradation or the need for more processing power. In contrast, thin and zero clients have a much longer lifespan because they don’t require high-performance components. Since they rely on a server to handle workloads, businesses can avoid frequent hardware upgrades, reducing long-term capital expenditures. If you want to optimize your IT spending, computer hardware is merely one piece of the puzzle. Contact us today to find more cost-effective solutions to help your business operate on a leaner budget.
How 5G is revolutionizing VoIP: A quick guide
Ready to take your business’s VoIP (Voice over Internet Protocol) experience to the next level? Enter 5G — a technology that’s redefining how we connect and communicate. With lightning-fast speeds, unmatched reliability, and seamless efficiency, 5G is transforming VoIP systems into powerhouses of performance. Let’s dive into how this technology is changing the game for businesses everywhere and how yours can be one of them. Unmatched speed and reliability 5G networks are significantly faster and more reliable than their predecessors, ensuring crystal-clear VoIP calls with minimal lag or interruptions. The high-speed data transmission of 5G reduces latency, resulting in fewer dropped calls and clearer voice quality. For businesses that rely on VoIP for customer support and internal communication, 5G supports a more professional and seamless experience. Expanded coverage for greater connectivity One of the most notable advantages of 5G is its broader coverage. Unlike previous network generations, 5G reaches more locations, including remote and underserved areas. As a result, businesses operating in multiple locations — or those with mobile teams — can maintain reliable VoIP connections, even in areas where connectivity was previously a challenge. Enhanced scalability and future-proofing 5G’s infrastructure is designed to support the ever-expanding Internet of Things (IoT), allowing VoIP systems to integrate seamlessly with various smart devices. This future-proof capability means businesses can expand their communication infrastructure while minimizing compatibility issues or costly upgrades. Seamless multidevice compatibility 5G-powered VoIP allows for seamless connectivity across multiple devices, including smartphones, tablets, desktops, and IoT equipment. Such flexibility enables teams to communicate effortlessly, regardless of their location or device. A field technician can send real-time updates via VoIP on their smartphone, while a manager can join a conference call from a tablet — all with consistent, high-quality audio. Cost savings through efficiency The initial investment in 5G can be justified by its potential to generate substantial returns in the long run. In fact, the technology can help businesses reduce operational expenses. The improved efficiency in data transmission minimizes downtime and optimizes bandwidth usage, allowing companies to handle more VoIP calls without requiring additional infrastructure. Additionally, eliminating the need for multiple dedicated phone lines can lead to significant savings over time. Tips for integrating 5G into VoIP systems Successfully integrating 5G into your VoIP system requires a strategic approach to maximize its benefits. Here are some key tips to ensure a smooth transition: Assess your current infrastructure – Evaluate your existing VoIP setup to determine compatibility with 5G technology. Identify any outdated hardware or software that may need upgrading. Optimize network settings – Adjust your network configurations to prioritize VoIP traffic. Implementing Quality of Service (QoS) settings can help maintain call clarity and reliability. Invest in 5G-compatible devices – Depending on your assessment of your needs, acquire 5G-compatible devices, such as IP (Internet Protocol) phones, softphones, and routers. Secure your network – With increased connectivity, cybersecurity is critical. Utilize encryption, firewalls, and VPNs to protect sensitive business communications from potential threats. Test before full deployment – Conduct extensive tests before fully integrating 5G into your VoIP system. This allows you to troubleshoot any issues and optimize settings for optimal performance. Train your team – Educate employees on the benefits and functionalities of 5G-powered VoIP to make sure they can use the system effectively. The combination of high-speed connectivity, improved reliability, and cost-effective scalability makes 5G-powered VoIP an essential tool for staying competitive in today’s fast-moving and increasingly connected world. Reach out to our experts today to discover how you can enhance your business communications.
Unlocking the full potential of Outlook in Microsoft 365
Managing your emails doesn’t need to be overwhelming. With Outlook in Microsoft 365, you can effortlessly organize your inbox, simplify scheduling, and communicate more efficiently than ever. Classic Outlook vs. new Outlook Microsoft offers two versions of Outlook: classic Outlook and new Outlook. The former is the current version bundled with Microsoft 365, while the latter is intended to replace the built-in Windows Mail and Calendar apps. Although the new Outlook is available for testing, it currently lacks some key business features. So for now, it’s best to stick with classic Outlook, which Microsoft will support until at least 2029 Key features to improve your Outlook experience in Microsoft 365 Take full advantage of the following Outlook features in Microsoft 365: Customizing the ribbon toolbar Outlook’s ribbon toolbar, which provides access to various features, comes in two styles: Simplified and Classic. The Simplified Ribbon, the default interface, offers a sleek design that highlights frequently used tools for a more streamlined experience. Meanwhile, the Classic Ribbon — familiar to long-time Outlook users — offers a complete view of all available options. To switch between these views, click the downward-pointing caret (˅) in the bottom right corner of the Ribbon and select either Simplified Ribbon or Classic Ribbon. You can also customize the Ribbon by selecting File > Options > Customize Ribbon, where you can add or remove tabs and commands. To hide the Ribbon for more screen space, press Ctrl + F1 or click the caret at the far right to toggle between different display modes. Using the search bar beyond finding emails Outlook’s search bar does more than just locate emails. It also helps you access Outlook functions quickly. This feature replaces the Tell Me function found in Outlook 2016 and 2019. To use Outlook’s search bar, either click on the search box or press Alt + Q, then type a command such as “filter email” to filter messages by unread status, attachments, importance, and more. Compared to navigating through menus, using the search bar is a faster, more efficient way to access less common features. Plus, the search bar remembers your previous searches, making it easy to find your most-used tools. Researching without leaving Outlook Outlook allows you to perform web searches directly within the app, eliminating the need to switch between windows. Just highlight a word or phrase in any email, right-click, and select Search. Outlook will then use Bing to display definitions, Wikipedia entries, images, and other web results in a pane on the right. Take note that you need to enable Microsoft’s Intelligent Services to use this built-in search feature. Enabling Focused Inbox Struggling with email overload? Focused Inbox is here to help. Powered by artificial intelligence, this feature organizes your inbox by separating essential emails from less critical ones, letting you sift through the noise. To turn on Focused Inbox, go to the View tab and click Show Focused Inbox. Outlook will create two tabs: Focused (for high-priority messages) and Other (for general emails). Train Focused Inbox by moving messages between tabs or setting rules for specific senders. If Focused Inbox doesn’t suit your workflow, you can disable it anytime by selecting View > Show Focused Inbox. Using the Archive folder for a cleaner inbox Rather than deleting emails, try using the Archive feature to clear your inbox while keeping messages easily accessible. Archiving is perfect for emails you’ve already addressed but may need to reference later. There are three ways to archive emails. After selecting the emails you want to archive, you can click Archive on the Home tab, press the Backspace key, or drag them into the Archive folder. You can retrieve archived emails anytime by browsing the Archive folder or using the Search function. If you’d like to move an email to another folder, just drag and drop it to your desired location. Attaching files the smart way Outlook simplifies file attachments by displaying your 12 most recently used files. Simply click the Attach icon and choose from the suggested list. You can choose to attach the file itself or include a link to it, which is especially useful for files stored in the cloud. If the file you want to attach isn’t in the recent list, you can browse your PC or web locations such as OneDrive and SharePoint. With these Outlook features, you can organize your inbox, automate repetitive tasks, and improve your productivity. For more tips on getting the most out of Outlook, Microsoft 365, and other tech tools, turn to our IT experts.
Video conferencing gives businesses a competitive edge in the hybrid era
Effective collaboration is essential in business, and for hybrid teams, video conferencing has become a mission-critical tool for collaborating. However, businesses seeking a competitive advantage must go beyond simply providing video and audio to facilitate collaboration. They must also leverage sophisticated video conferencing technologies that empower teams to connect, interact, and achieve more in a dynamic and productive virtual workspace. This blog post explores six key features that will elevate your video conferencing experience in 2025 and beyond, helping your teams connect, collaborate, and achieve more, regardless of location. 1. Real-time collaboration tools One of the biggest challenges of remote work is how to replicate the spontaneous brainstorming and collaborative problem-solving that occurs in a traditional office setting. Effective video conferencing platforms address this by integrating real-time collaboration tools directly into the meeting interface. Think interactive whiteboards for brainstorming, seamless file sharing for easy document access, and co-editing capabilities that allow teams to work on documents simultaneously. These integrated tools eliminate the need to switch between multiple applications, keeping everyone focused and engaged while fostering a sense of shared purpose and collective contribution. 2. Seamless integration with other apps Teams typically use multiple applications to get their work done. The most effective video conferencing platforms recognize this and offer seamless integration with essential business tools. Imagine being able to access project management apps such as Asana or Trello directly within your meeting, or pulling up relevant customer data from your CRM without ever leaving the video conference. Integration with cloud storage solutions such as Google Drive or OneDrive also guarantees access to the latest document versions, ensuring everyone is on the same page 3. Breakout rooms Large virtual meetings can sometimes feel impersonal and make it difficult for everyone to contribute effectively. Breakout rooms offer a solution by allowing participants to split into smaller groups for focused discussions. This feature is particularly useful for workshops, training sessions, or team huddles, where smaller groups can delve deeper into specific topics before reconvening with the larger group. Breakout rooms encourage more active participation, leading to more productive and insightful conversations. They are also invaluable for cross-departmental connections, enabling smaller teams from different parts of the organization to collaborate effectively on shared projects. 4. AI-powered features Artificial intelligence (AI) offers a range of powerful features that enhance accessibility, boost productivity, and create a more inclusive meeting experience. Automated transcription eliminates the need for manual note-taking, ensuring that everyone has a record of the meeting’s key discussions and decisions. Real-time translation breaks down language barriers, allowing global teams to collaborate seamlessly. Smart meeting summaries automatically generate concise overviews of the meeting’s key takeaways, saving participants valuable time. 5. Polling and live Q&A Keeping participants engaged in virtual meetings can be a challenge. Interactive features such as polling and live Q&A sessions can significantly boost engagement and create a more dynamic meeting experience. Polls allow you to gather instant feedback from participants on key topics, providing valuable insights into team sentiment. Meanwhile, Q&A sessions give participants a comfortable space to raise questions and start a dialogue. 6. Virtual backgrounds and custom layouts While the focus of video conferencing is on connection and collaboration, it’s also important to consider the professional environment. Virtual backgrounds allow participants to maintain a sense of privacy and present a professional image, regardless of their physical location. Meanwhile, custom layouts offer greater control over the meeting view, allowing users to highlight key speakers or prioritize specific content. These features contribute to a more polished and professional meeting experience, so the focus remains on the content and the conversation, rather than distractions in the background. The hybrid work environment is changing dynamically, and you need video conferencing solutions that can match its pace. The solutions in this article are no longer optional but essential for building a connected, engaged, and productive workforce. Embrace these advancements and unlock the full potential of your remote and hybrid teams.