Things you need to know about hosted Exchange
Business email servers such as Microsoft Exchange often need infrastructure investments that may be beyond a small business’s budget. A good way to deal with this issue is by using hosted Exchange services. What is Microsoft Exchange? Microsoft Exchange is a messaging system that offers businesses a number of services, including email, calendaring, task management, and address lists. By integrating Exchange into your business, you can access all of these services from any location and on almost every device. Many companies that purchase Exchange install it on their on-premises servers, which can be a bit expensive, especially for small businesses. Moreover, the server required to host it can take up space that a business may not have. This is why many companies prefer to operate on cloud-based systems. What is hosted Exchange? To make Exchange available to more businesses, many IT companies like Microsoft now offer hosted Exchange. In this setup, your IT provider allots a space on their servers where they install Microsoft Exchange and make it accessible only to your company over an internet connection. They are in charge of ensuring that the data stored is secure and accessible to you at all times. Many hosted Exchange providers will also offer extra features like improved security, full-time management, and data backup. In other words, hosted Exchange is the cloud-based version of Microsoft Exchange managed by a host company or provider. You and your employees will still be able to access Exchange as if it were hosted in your office. Benefits of hosted Exchange Companies looking to integrate hosted Exchange into their business can enjoy the following benefits: 1. Predictable and lower costs Like many other hosted services, the majority of hosted Exchange services are offered on a monthly, per-user basis, inclusive of maintenance and hosting. This makes costs predictable, as you’ll be paying a fixed fee every month. Hosted Exchange also lowers overall costs. If a business were to calculate the cost of purchasing Microsoft Exchange and the infrastructure required to use it, plus maintenance fees, the total and per-user cost will likely add up quickly. For many small businesses, paying a monthly fee will be far less expensive than hosting a Microsoft Exchange solution in house. What’s more, you save money on maintenance overhead and future expenses. 2. Easier implementation Implementing Microsoft Exchange in your office would require you to find space for the server. Once you install Exchange on this server, you’ll have to manage it and add new accounts and users. In case the service goes offline, you’ll have to fix it yourself. But with a hosted Exchange solution, your IT partner will take care of hosting, installation, and management, so you can focus on running your business. 3. Flexible solutions Growing businesses may find it tough to scale up or down on an in-house Microsoft Exchange solution because of the server’s limited capacity. With hosted Exchange, scaling up or down is as easy as contacting your provider, who can ensure that space and resources are available. They can also help scale your solutions in case you move offices. Looking to learn more about hosted Exchange and how your business can benefit from it? Chat with us today! Published with permission from TechAdvisory.org. Source.
Ways to safeguard your company’s data
Some of the most well-known companies in the world, including Sony Pictures, Home Depot, Adobe, and eBay, have been victims of cyberattacks. While major corporations like these are high-profile targets for hackers, small- and medium-sized businesses are not exempt from data breaches. And because it may be difficult or impossible to undo any damage caused by cybercriminals, it’s imperative for any business — regardless of their size — to take steps to fortify their systems. The following security tips can help guard company data. Use two-factor authentication Using a complicated password to secure your system is not an effective way to level up your cybersecurity. That’s because having to memorize a difficult password often pushes users to set that same complex password for multiple accounts. And if a hacker gets a hold of a recycled password, there’s a high probability that they could access all your accounts that use that same password. Two-factor authentication (2FA) adds an extra layer of security to your systems and accounts. 2FA comes in many forms: it can be a biometric verification in the devices that you own or a time-sensitive auto-generated code sent to your mobile phone. This security feature works similarly to how websites would require you to confirm your email address to ensure that you are not a bot. Encrypt all data Encryption is an effective obstruction to hackers, since it scrambles and descrambles data every time someone tries to read it. Encryption also causes compatibility issues if the data is not being accessed via a company’s own network systems. While applying encryption can be expensive, it is certainly well worth the money because it protects your data in case it falls into the wrong hands. Keep systems up to date Hackers are always upgrading their tools to take advantage of outdated security systems, so companies should keep up to protect their valuable technology resources. Many companies don’t install software updates immediately, and that’s a huge problem. Updates often close existing security loopholes, which is why delayed installation can mean exposing your systems to external attacks. Keep your data safe by installing software updates as soon as they are released. Back up frequently Implementing several layers to your security doesn’t ensure that hackers won’t find their way into your systems. This is why you need to back up data frequently, whether it’s on-site, off-site, or by way of cloud backups. In the worst-case scenario where your systems do get infiltrated, you can restore lost data from your backups. Monitor connectivity Many businesses have no idea how many of their devices are connected online at a given time, so it’s very hard for them to keep track of which of these should actually be online. Sometimes, a company’s computers and servers are online when they don’t need to be, making these tempting and easy targets for attackers. It’s advisable to configure business servers properly to guarantee that only necessary machines are online and that they’re well-protected at all times. It’s much more expensive to recover from a data breach than to prevent one. If you’re looking to protect your business IT systems from potential threats, contact us today so we can help. Published with permission from TechAdvisory.org. Source.
How to transfer data from Android via USB cable
You can use Wi-Fi to transfer files between your Android phone and your PC or Mac, but it’s useless if your internet connection is unavailable or unstable. Thankfully, there’s another option: your trusty USB cable. Read on to find out how to use it to move files between devices without a hitch. To start, you’ll need the following: Your Android phone A computer with a USB Type A or C port A USB cable On Windows Unlock your phone. Plug it into your computer’s USB port using a cable. Your Android phone will display a “Charging this device via USB” notification. Tap on it. Tapping on the notification will display other options. Select File Transfer under “Use USB for.” Your computer will show a file transfer window. Drag and drop files from this window to your preferred location on your computer. Once you’re done, unplug your USB cable from the computer. On Mac Transferring files from an Android device to a Mac is pretty much the same process as that for Android to Windows file transfers, but with a few additional steps: Download and install Android File Transfer on your computer. Take note that this app only works on Macs running on macOS 10.7 or later. Open the Android File Transfer app. You need to open it the first time you use it, but the next time you plug in your device, it will automatically open. Unlock your Android app and connect it to your Mac using your USB cable. On your phone, tap on the notification that says “Charging this device via USB.” Your phone will then display other USB options for your device. Under “Use USB for,” choose File Transfer. This will prompt your computer to display an Android File Transfer window. Drag and drop files from this window to your preferred location on your computer. After backing up your data, eject your USB by right-clicking the icon for the external device on your desktop and selecting “Eject [volume name].” Alternatively, you can drag the external volume icon into the trash can in the Dock. Unplug your USB cable. Transferring files from one device to another is easy, isn’t it? But data backup is more than just copying and moving files. If you want to learn more about making your business devices and computers disaster-proof, our dedicated IT experts can help you perform routine backups that go beyond drag-and-drop. With their knowledge in security, data recovery, and business continuity, you never have to worry about losing your data again. Call us today. Published with permission from TechAdvisory.org. Source.
When should you purchase a new Mac?
Like it or not, there will come a time when your once lightning-fast Mac computer can no longer meet modern computing demands. When this happens, you’ll face the following dilemma: should you stick to your current Mac computer or purchase a new one? To help you make this decision, we’ve listed several signs you need to watch out for. Your device can’t support the latest macOS version Apple releases a new version of macOS every September or October. Typically, Mac models from the past several years are supported. So if your device can’t update to the latest version, it’s a sign that you need to have your Mac replaced. The latest macOS version that’s currently in public beta is 12 Monterey. Here are the following Mac models that support the update: MacBook (early 2016 and later) MacBook Air (early 2015 and later) MacBook Pro (early 2015 and later) iMac (late 2015 and later) iMac Pro (2017 and later) Mac Pro (late 2013 and later) Mac mini (late 2014 and later) This means that devices made earlier than those in the list cannot install macOS Monterey. For instance, a 2010 Macbook Pro running Mac OS X Lion cannot support the upcoming version of macOS. Your device is likely obsolete, and while you can keep on using it as usual, you won’t get any new features and its slow performance may cause productivity issues. You’ve run out of free space File sizes are constantly growing, which means that they are bound to take up more space in computer hard drives. If your Mac only has 128 or 256 GB of storage space, you’ll find yourself freeing up space for new files often. You have the option to purchase flash drives or external hard drives, but these aren’t built into your system, so the chances of losing them are high. It’s therefore more ideal to purchase a new Mac instead. Newer versions offer as much as 4TB of storage, which will allow you to store more files in the long run. Your Mac has poor specs If frozen screens, slow-loading apps, and poor battery life are already a part of your typical day while using your Mac, then it might be time to replace it. For instance, the performance of a hard disk drive (HDD) slows down with age, which could cause your computer to load files and programs sluggishly. The same principle applies to your battery. You may experience short standby and usage times, or the device could suddenly turn off. There’s the option of plugging your device into an outlet while using it, but this sacrifices portability. To mitigate these issues, you can add more random access memory (RAM), swap out the HDD, or replace the battery. It’s important to note that some components are soldered to the motherboard, so replacing them may not be an option. The money you would spend on upgrading your Mac would be better put toward a new machine, which will not only be faster, but also much more reliable. Your Mac’s hardware is damaged You need to replace your Mac if it has suffered serious physical damage. This could range from a broken display, damaged hard drives, missing keyboard keys, or nonfunctioning USB and charging ports. It’s easy to have your device fixed, but it’s not the most financially sound decision to invest money in an obsolete machine when you can buy a new one that will last longer. Also, small issues can become major problems. Let’s say you’re using your Mac with a heavily cracked screen. The device might be usable for a while, but the display might stop functioning anytime, which is a major hindrance if you’re in the middle of something important. If problems on your Mac are already affecting your productivity, consider replacing it with a newer version that performs much better and has no hardware damage. You’re experiencing software issues An outdated Mac can experience software problems such as unresponsive apps, visual glitches, and random shutdowns. If your Mac is running an older version of macOS, it might run into software compatibility issues. For instance, a program may refuse to run because your operating system is outdated. You can usually fix these problems by freeing up your RAM or storage space. Reinstalling macOS is also a good option. If the problems persist, however, you should consider investing in a new Mac. It’s important to have a Mac that not only performs well, but also helps you become more productive and efficient. If you want to learn more about replacing your Mac, drop our experts a line today and we’ll be in touch. Published with permission from TechAdvisory.org. Source.
Simple PC tricks to improve your productivity
Your desktop or laptop may have the applications you need for work, but it also features so many on-screen distractions that it’s easy for you to lose focus on important tasks. Here are a few tricks to help you avoid distractions at work and boost your productivity. Monitor productivity levels Start by tracking how much work you complete on an average day. There are many useful apps for this. For example, Google Chrome has an extension called RescueTime, which records your most frequently visited sites and tracks how much time you spend away from your computer. This app will provide you with a productivity rating and a detailed log of how you spend your time at work. If you discover you’re wasting a huge portion of your day on social networking and other online productivity killers, you’re more likely to make conscious adjustments to how you manage your time. Block sites that waste your time Visiting non-work-related websites hinders productivity. A quick five-minute break to check your Facebook feed may not seem like much, but a few of those per day add up to a lot of time. If you and your employees have trouble staying away from social media sites like Facebook, Instagram, and Twitter, then it’s a good idea to block access to them using URL filters. Alternatively, you can use browser extensions like StayFocusd or Strict Workflow, which allow you to set a limit on how long and how often users can visit non-work-related sites. Get rid of clutter You can also decrease distractions and increase your output by deleting old files, uninstalling unused programs, and organizing documents into appropriately labeled folders. Doing so makes finding files easier and improves your computer’s performance as well. As for the clutter in your email inbox, Gmail and Outlook both have features that filter out unimportant messages. Simply enable Priority Inbox on Gmail or Clutter on Outlook to get a clean, spam-free inbox. Stay on track with to-do lists To-do lists help you break down large projects into manageable, bite-sized tasks. Plus, crossing things off the list is surprisingly satisfying since it gives you a sense of accomplishment and total visibility over your progress. You can choose from a wide variety of digital to-do lists like Google Tasks or Trello, which allow you to set deadlines for small tasks and write clear instructions for each. What’s more, they’re incredibly easy to use and are great for keeping track of your workflow. Use keyboard shortcuts Mastering keyboard shortcuts makes it easier and faster to perform functions you’d typically do with a mouse. There are more than a hundred useful shortcuts, but here are the most common shortcuts you should keep in mind: Ctrl + C, Ctrl + V, Ctrl + X – copy, paste, and cut selected items Ctrl + Z – undo an action Alt + Tab – switch between open apps Alt + F4 – close the active app For more of these, take a look at this updated list of advanced shortcuts for Windows. In this digital age of short attention spans, focus is key to achieving business success. Drop us a line today if you’d like to know more about how tech can help improve focus and overall productivity for you and your business staff. Published with permission from TechAdvisory.org. Source.
AI-powered VoIP: What businesses can expect
Automated processes powered by artificial intelligence (AI) makes operations more efficient and effective. For many companies, AI-powered Voice over Internet Protocol (VoIP) is taking telecommunications automation to a whole new level. Here are the things it can offer your business. Interactive voice response (IVR) systems with conversational AI An IVR system is designed to automatically respond to customer queries with AI agents. These agents allow businesses to take on more customer calls without having to hire more human agents. Among AI assistants’ most powerful features are the following: Text and speech recognition – the ability to understand and respond to written and spoken messages Intent recognition – the ability to discern what the person communicating with the AI tool wants to happen based on what that person is saying Contextual guidance – the ability to “keep in mind” what was stated earlier so that the AI tool can understand references to those past statements Multilingualism – the ability to communicate in many different languages While in a call, AI assistants can concurrently gather and assess all relevant customer data such as personal information and recent transactions to resolve a query. In this manner, this makes them more efficient than human agents who have to put a caller on hold in order to access that caller’s records. Thanks to machine learning and natural language processing, these AI-powered IVR systems will only get better at communicating with customers over time. However, for more nuanced queries, AI agents still transfer calls to human business representatives, who are better equipped to serve customers. Chatbot functions Chatbots are useful programs that receive instructions via textual or auditory means to perform automated tasks. Like IVR systems, bots are used by businesses to automate customer interactions. AI-powered chatbots go beyond regular bot duties by performing more complex tasks like setting up meetings, inviting attendees, managing schedules, and much more. AI-powered call recording analysis AI tools can parse through call recordings to identify issues such as poor customer service. These tools can also identify trends (e.g., increasing customer satisfaction) and the challenges your agents encounter when they provide customer support or try to keep customers from closing their accounts. AI-enabled web conferencing Web conferencing has improved over the years with internet speeds and telecom technology constantly developing. AI advances it even further with real-time language translation and speech recognition technology, which greatly benefits businesses with offices in multiple geographic locations and whose stakeholders come from diverse backgrounds. AI-enabled web conferencing can even provide intelligent prompts and relevant data to guide your conversations and ensure a fruitful meeting. With AI-powered systems vastly improving contact center operations, businesses are understandably eager to adopt them. There’s so much more that VoIP systems can do for your business, and we’ve got the expertise to handle all your VoIP-related concerns. Just call us today. Published with permission from TechAdvisory.org. Source.
7 Ways to boost data protection in Microsoft 365
More than just offering apps and cloud services designed to boost productivity, Microsoft 365 also provides robust security tools for protecting data from loss and theft. Make the most out of these tools and ensure data security by following these tips. Take advantage of policy alerts Establish policy notifications in Microsoft 365’s Compliance Center to help you meet your company’s data security obligations. With these in place, your employees will receive policy tips about sending confidential information anytime they’re about to send messages to contacts outside of the company network. These preemptive warnings can prevent data leaks and also educate users on safer data sharing practices. Secure mobile devices Since employees often use personal smartphones or computers to access their work email, calendar, contacts, and documents — especially if they’re working remotely — securing employee-owned devices should be a critical part of protecting your organization’s data. Installing mobile device management features for Microsoft 365 enables you to manage security policies and access permissions/restrictions, and remotely wipe sensitive data from mobile devices if they’re lost or stolen. Use multifactor authentication Relying on a single password to protect your Microsoft 365 accounts could lead to account hijacking, which could put your data at risk of being compromised. Instead, enable multifactor authentication (MFA). MFA requires users to supply additional credentials on top of a password before they can access their accounts. This makes it difficult for hackers to access your accounts since they not only have to guess user passwords, but they also need to provide a second authentication factor like a one-time SMS code or a fingerprint scan. Apply session timeouts Many employees usually forget to log out of their Microsoft 365 accounts and keep their computers or mobile devices unlocked. This could give unauthorized users unfettered access to company accounts, allowing them to steal sensitive data. By applying session timeouts to Microsoft 365 accounts, email accounts, and internal networks, users will be automatically logged out after a period of inactivity, preventing hackers from taking over users’ devices and accessing private information. Avoid public calendar sharing Microsoft 365’s calendar sharing feature allows employees to share and sync their schedules with their colleagues. However, publicly sharing this information is a bad idea because it helps attackers understand how your company works, determine who’s away, and identify vulnerable users. For instance, if security administrators are publicly listed as “Away on vacation,” an attacker may see this as an opportunity to unleash malware on unattended computers. Employ role-based access controls Access management is another Microsoft 365 feature that will limit the flow of sensitive data across your organization. It lets you determine which users have access to specific files in your company. For example, rank-and-file employees won’t be able to read or edit executive-level documents, minimizing the risk of data leaks. Encrypt emails Encrypting classified information is your last line of defense against data breaches. If hackers intercept your emails, encryption tools will make files unreadable to unauthorized recipients. This is a must-have for Microsoft 365, where files and emails are shared on a regular basis. Partner with us to ensure your organization’s Microsoft 365 accounts are always secure and compliant with changing data security requirements. Give us a call today — our team of experts are here to help. Published with permission from TechAdvisory.org. Source.
Ways to block browser security threats
Nowadays, it’s near impossible to maintain 100% privacy when browsing the web. A variety of malicious actors lurk in the background, whether you’re searching on Google, checking your social media feeds, or accessing business programs online. The fact is that everyone who browses the internet is vulnerable to cyberthreats. Here are a few ways to browse safely. Install ad blocking software Online ads may seem harmless, but they can contain scripts and widgets that send your data to a third party. A decent ad blocking program will stop banner, rollover, and pop-up ads, and prevent you from inadvertently visiting a site that may contain malware. Many blockers also come with additional features such as the ability to disable cookies and scripts used by third parties on sites, the option to block specific items, and options to “clean up” Facebook and hide YouTube comments. Prevent browser tracking If you don’t like the idea of a third party (reputable or otherwise) tracking your browsing habits, enable private browsing using built-in tools in your internet browser such as Chrome’s Incognito mode or Safari’s Private Browsing windows. This offers protection against tracking by blocking third-party cookies as well as malware. Some browser extensions also boast secure Wi-Fi and bandwidth optimization, and can guard against tracking and data collection from social networking sites such as Twitter and Facebook. Set up a virtual private network (VPN) Unfortunately, browser tracking and adware are not the only internet nasties that you need to be concerned about. Hackers can intercept sensitive data between two parties, allowing them to steal and exploit valuable information such as bank details, login credentials, and other personal information. Installing a VPN can help solve this problem. VPNs encrypt your internet traffic, effectively shutting out anyone who may be trying to see what you’re browsing. Install antivirus and anti-malware software Finally, it goes without saying that having antivirus and anti-malware software installed on your PC, tablet, and smartphone is crucial if you want to ensure your online safety. These software programs are your first defense against malicious parties intent on stealing your data. Is browsing at your workplace secure? Would you like a more comprehensive security system for your business? We can tell you all about it and help protect your business from online threats. Get in touch with us today. Published with permission from TechAdvisory.org. Source.
Boost IT investment returns by avoiding these mistakes
Investing in new IT tools is one of the best ways to improve your business’s efficiency, data security, and ability to serve your customers. But it won’t always produce the outcomes you want if you go about it haphazardly. When purchasing new technology, make sure to avoid these mistakes. Spending without finding the perfect fit Advertisers would have you believe that the newest technology will solve all your problems. While the latest cloud or virtualization offering will likely improve things for many companies, they may not work for everyone. Don’t let the flash and hype of new products impress you. Carefully think about the results you want to achieve with technology. Make a list of your goals and see if they can be fulfilled through a new IT investment. A good IT provider should guide and not confuse you and should see to it that you make the best choice. Believing everything will magically work together As technology evolves, it tends to become more user-friendly, helping people work better and faster. However, some solutions do not follow that route and many business owners mistakenly assume that their new tech investments will work well with their existing IT systems. Incompatible technologies can result in massive and costly downtimes that can cripple your business. Therefore, you need to be smart and do your research, or consult an IT professional before making tech purchases. Not training your team Just because you’ve found and purchased powerful new technology that integrates well with your existing infrastructure doesn’t mean you can set them and forget them. New systems won’t magically boost your company’s outputs and increase its bottom line. To achieve your desired results, your team will have to know how to use your tech investments first. Keep in mind that not all of your employees may be able to quickly get a handle on new tools. Some may simply prefer the technologies they’ve become accustomed to. If you can, have IT experts who have considerable experience in your new tools train your staff. Because of their knowledge, these specialists will know how to simplify complicated steps and can offer tips on how to get the most out of your tech investments. Your IT provider is a good place to start when looking for an expert who will handle training. Forgetting your budget More and more IT solutions are packaged with pay-as-you-go monthly pricing. While this is a great way to help you avoid a large upfront capital investment, implementing too many different technologies quickly without thinking about recurring costs can exhaust your finances. Think carefully before opening your wallet. Do a little research, draft a budget, or get help from a consultant. These steps will spare you from a lot of frustrations in the future. Not getting feedback Before you purchase new tech, consult the employees who will be using the new technology on a daily basis. Remember that not everyone may feel at home with fresh tools. They might even discover some downsides you aren’t aware of. Need an IT professional to create a complete technology solution for your business? We’re happy to serve you. Published with permission from TechAdvisory.org. Source.
Windows 10 bloatware and their risks
Bloatware is a fact of life these days. It is present in both mobile and non-mobile devices, even in PCs and laptops. And it takes up precious space and memory, which encumbers workflows and productivity. Read this article to learn about bloatware and how to eliminate it for good. New PCs and laptops are always fun to unpack, especially since Microsoft continuously optimizes its software’s user experience to make it engaging right from the start. But so many users are dismayed to find out that after the great time they had setting up their computers, they’ll tend to have a not-so-fun experience of dealing with bloatware. The term “bloatware” refers to software and apps that are preloaded into computers even if the user doesn’t want them. These apps tend to take up storage space, consume processing power, and be quite a headache to remove. Bloatware has long been a scourge of mobile devices, particularly those that run on Android operating systems. But these days, even laptops are no longer exempt from such nuisances — software giant Microsoft has packaged its Windows 10 operating system to come with preinstalled apps that most users won’t even give a second glance to. Some of the worst offenders are as follows: 3D Viewer (previously called Mixed Reality Viewer) Candy Crush Cooking Fever Disney Magic Kingdoms Groove Music Movies & TV Paint 3D Snip & Sketch Sticky Notes Voice Recorder While many of these programs are pleasant add-ons for those who find value in them, many users prefer to start with a leaner operating system due to storage space and processing power concerns. If they want a particular software program, they prefer to download it themselves. This gives them greater control over their machines and their hardware and software experience. What’s worse is that bloatware can also cause critical vulnerabilities. The most ironic example of this was a pre-installed version of Keeper Password Manager. Instead of keeping passwords safe, it allowed malicious people behind any website to steal passwords. While Windows 10 users needed to enable Keeper to store their passwords for them to become vulnerable, it makes you wonder why such a flawed password manager app is there in the first place. How to rid your device of bloatware Removing inclusions you did not ask for is a hassle in and of itself, but thankfully, the process is not too tedious. Click the Start menu, then the gear icon. In the Settings window, select Update & Security. On the left-hand side, click Recovery. Select Reset this PC. Click Get Started. Select Keep my files and then choose where you wish to store them. Lastly, set “Restore preinstalled apps?” to “No.” Bloatware not only clutters your laptops and PCs, but it can render your business vulnerable to cybersecurity breaches as well. Save yourself from tons of headaches down the line; learn more about protecting your computers from bloatware. Call our team of IT experts today! Published with permission from TechAdvisory.org. Source.