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Technology Training

Microsoft Teams For Beginners | Office 365

Are you looking to improve office efficiency and cut down on the amount of email you send internally? Microsoft Teams is a great application that allows your company to communicate internally through chat. Teams is part of the Office 365 offering and, like the rest of the Microsoft products, is integrated with the applications from Microsoft that you know and love.

Microsoft Teams really stands out as one of the best workplace collaboration tools, taking the place of email for internal work communication. Rather than sending copious emails to your colleagues, Teams allows for a much more natural conversation between groups of people or direct communication between individuals. Even better, Teams improves workplace efficiency by making it easier to ask a quick question, schedule invites or send files.

In this video, we will walk you through accessing Teams in your Microsoft Office 365 portal. Once downloaded we will show you how to set up teams, message individuals, attach files and add team members. After implementing Teams you will find that this program will drastically cut down on internal email and will allow your staff to get more done with their day.

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Technology

Phishing Attacks In The Real World

 

When was the last time you almost lost $23,000 to a phishing email? This nearly happened to one of our clients this week. Fortunately, this phishing attempt was spotted before the funds were transferred, however, there are a few good lessons to take away from this story and we want to educate you so you can protect your company from these sorts of attacks.

“Bob’s Company” received an email at Accounting@Bobscompany.com. The email was from Bob@Bobsscompany.com.

The email wrote:

“Good Morning,

Please pay the attached invoice in the amount of $23,000.

Thank you,

Bob”
For the accounting manager, this was business as usual. The boss regularly sends requests to the accounting department to have bills paid. At a glance, there is nothing wrong with the email but in this instance, the tone of the email was unusual which caused for further investigation.

This phishing attempt was sophisticated enough to the point where the scam artist even took the time to forge a signature on the attached invoice that matched Bob’s signature. Fortunately, the accounting manager double checked with the boss before processing the transaction. What’s scary is just how close the accounting manager came to processing the payment which is a mistake any one of us could make. If they weren’t paying attention or were just in a hurry, anything could have happened.

What’s important to take away is just how predictable we are. Most companies operate the same way with similar departmental and communication structures. If this wasn’t true then social engineering scams wouldn’t work. This was a close call for just one company and it isn’t hard to believe that whoever sent this email has sent thousands of them and likely got paid on a handful.

These types of attacks are becoming more prevalent than any other because they are cheap, easy and work on businesses of all sizes. “Bob’s Company” is a small business, not a behemoth company that you surmise a hacker would go after. Small businesses are easy targets from a hacker’s perspective because many of them do not invest in security and user training like large companies do.

Some actionable steps you can take to avoid falling prone to this type of attack are:

  1. Avoid using departmental emails like Accounting, Payroll or HR. This lets the hacker know that they are sending the phishing email to the right person making it more likely for the email to have the hackers desired effect.
  2. Use regularly changing keywords when sending requests for a transfer of funds. Change this keyword every month and instruct your staff never to transfer funds without the keyword in the email. This is a really low tech solution but it works. These attacks are intended to trip you up when you aren’t paying attention. The majority of attacks never involve someone spying on your network and learning your passwords and company secrets. Simple though it may be, this is an effective form of two-factor authentication.
  3. Use free spoof phishing tools like KnowBe4 to test your employees to see who is likely to click on phishing emails. Invest in those employees by training them on what to watch out for.

We are living in an ever-developing world where cybercrime is global, the barrier to entry is low and we humans are the weak link in the chain. Since cybercrime has such low risk and high reward these scams will become more frequent and sophisticated. Businesses will have to adapt to these changes and develop strategies to protect their resources. It is important to consult with your IT partner to learn how you can train your employees and set up security measures that will prevent this coming wave of cybercrime.

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Technology Training

Get Started With Skype For Business

Skype for Business really brings into question the need for a physical phone in the business world, especially for small companies. Skype for Business is another value-add in the Microsoft Office 365 offering and it works seamlessly with other Microsoft Office apps.

In this video, we will walk you through accessing Skype for Business on Windows 10. Once you have the application installed and opened, we will show you how to set up your microphone, headphones, and webcam. After you’ve gone through the setup process, it is relatively straightforward. You can open up a chat session, have a voice call or start a video conference with anyone in your contacts list. The great thing about Skype for Business is that you can talk to anyone around the world no matter if they are using Skype for Business or not.

Skype for Business is a great tool that will allow you to not only talk to friends and colleagues around the world but you can also attend virtual meetings with Skype for Business conferencing. Skype for Business also has many great built-in features such as screen sharing in case you need to show something to a colleague on your computer. The best part of all this is that you have Skype For Business built into your Office 365 subscriptions.

Microsoft Office 365 is changing the way that business communicates by creating one platform that encompasses email, voice, chat, conferencing and a whole lot more. What is great about what Microsoft has created is that you can get all the basics of business communication, hosted by Microsoft, for a low monthly cost. No more Exchange servers, PBX boxes or PRI’s to pay for and maintain.

If you haven’t looked into what Microsoft has to offer through Office 365 we strongly recommend that you do. If you already use Office 365 and are still paying to maintain a phone system then you may want to consider Skype For Business to help minimize and consolidate expenses.

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Technology Training

Harden Employees Against Ransomware With KnowBe4

Are you curious to see who in your company is most likely to download a virus on your network? Well now you can find out and the best part is, its free. With KnowBe4 you can administer a range of free tools that will allow you to see which of your users is most likely fall for phishing emails.

The sad truth is that some people will click on anything that comes across their email inbox. This is how most network infections start. Till more recently, there hasn’t been a lot anyone could do to prevent this. KnowBe4 allows you to find those trouble users and train them so that this major hole in your network can be filled.

From a compliance standpoint, KnowBe4 offers actionable data that will allow you to show your HIPAA or PCI compliance officer that you are taking actions toward due diligence.

As an IT company, we do our best to prevent major disasters with layered security involving anti-virus, managed firewalls, Office 365 spam filtering, security permissions and most important, great backups. Even with all of these security measures in place, there isn’t a foolproof method to ensuring that a few phishing emails won’t slip by unnoticed. We rely on backups to get our clients up an running quickly but even under the best of conditions, it is still better for the virus to have never been clicked on to begin with.

For a small investment in time, you can’t afford to not use these great free tools from KnowBe4. Take a few minutes to watch our new video on how to get started with KnowBe4 and harder you users against malicious emails.

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Technology Training

Repair Windows 10 With Windows Automatic Repair Tool

If you are having a problem with your desktop or laptop computer such as a reboot loop, corrupt Windows files, corrupt registry keys, corrupt registry driver or other Windows boot related issues you can resolve most of these by using the Windows Automatic Repair tool.

Windows Automatic Repair or Startup Repair can fix a lot of issues in Windows 10. This solution may not fix all of your PC Boot up problems but it is a good place to start. Running Startup Repair on your computer can fix problems that keep Windows from loading on your computer.

In this video, we will walk you through the advanced settings for using the Windows Automatic Repair tool. If your computer is having a boot issue you should follow this process before taking your computer to your IT partner. Doing this will likely save you a lot of money and time. Remember, before using any of these tools, it is very important that you back up your data as some of these tools have the ability to erase your hard work.

If you find that you are still having Windows boot issues after having run this tool, consider calling the techs at eTop Technology for support on all of your business technology needs.

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Technology Training

Microsoft OneDrive For Beginners

Every Microsoft product is designed to drive collaboration and efficiency. Microsoft OneDrive is no exception. Built as a solution to match the emergence of products like DropBox, OneDrive is integrated into the Office 365 offering and works seamlessly with all Microsoft Office products.

In this video, we will show you how to access and set up your OneDrive account that comes with five gigabytes of storage. OneDrive allows you to send files without having to use email or file transfer methods. Simply upload your files to the cloud and allow your team or any specific person to have access to them.

The real power of OneDrive is the ability to share data. OneDrive will act as a kind of backup, staying synced with the computer files that you have saved in OneDrive, however, OneDrive was intended to serve as a way for teams to collaborate with large files. Instead of trying to send a large file directly, you can simply upload your file to OneDrive send a link that will allow the recipient to download and work from anywhere in the world.

If you are using Office 365 then you should take a moment to set up your OneDrive account. Especially if you are paying for a product like DropBox. This will help save you a little money every month and will sync well with all the Microsoft products you already use.

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Technology Training

Learn how to use a VPN

You may have heard of, or even used, a virtual private network (VPN), but do you know what it is? A VPN is an encrypted tunnel through a wide area network (WAN), also known as the Internet. This means that the network does not have to be located in one physical location, unlike a local area network (LAN). By using encryption and other security measures, a VPN can scramble all the data sent through the WAN, so the network is “virtually” private. In other words, a VPN allows you to access the files on your local network over the internet from an airport, coffee shop or another country, and you will be as secure as if you were sitting in your office.

Businesses commonly use VPNs to communicate across multiple locations. A large company that has offices in several cities may need to send data between their locations via the Internet. To keep the information secure, the company will set up a VPN with an encrypted connection, effectively giving the company a secure intranet over the Internet.

In this video, we will show how you can download one of the many VPN services on your computer. Once downloaded, we will show you how to set up and use this tool. Although there are many VPN options to choose from, most of them work the same way. If you are going to be traveling for work, or need to work from home or a coffee shop, it is important to send and receive sensitive data over a VPN. Otherwise, you are opening a direct access to all of your company’s sensitive information, and risk a security breach. For more information, or if you would like to set up a VPN for your company, contact eTop today.

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Technology Training

Microsoft OneNote for Beginners

Are you aware of all the applications that come with your Microsoft Office 365 subscription? Most people think of Office 365 as a hosted email service but don’t realize that it is much more than that. Depending on the subscription that you have, almost every Office application that Microsoft offers will be included and is accessible in the Office 365 portal.

This week we have created a video that will walk you through one of the included applications, OneNote. Like the name would suggest, OneNote is an application that keeps all of your note taking in one place. No matter if you are in a meeting, a trade show or conference, or even if you’re still in school, OneNote is a great application for all of your note-taking needs.

To help get you started, we will show you how to access and download OneNote from your Office 365 portal. Once installed, we will show you how to set up the program so that it is customized to your liking. Although the program is pretty straightforward, there are a few features that you should know about and we go over them in this video.

Once you watch this quick overview you will be able to take notes and insert pictures, videos, and sound recordings like a pro. Need a table, graph or chart? We’ll show you how to use those as well. When you’re all done taking notes, you can share them with colleagues and friends making OneNote a great tool to help your team collaborate. If you are used to using other Office products like Word or Excel then you will pick up OneNote quickly since many of the features and functionality are set up the same way.

If you haven’t already, we would encourage you to take a closer look at your Office 365 portal to see what applications are available to you. From the beginning, Microsoft has packed a lot of value into the 365 offering and since then they have done an excellent job of adding in more applications and features. To help you get the most out of your subscriptions, we will be making a series of how to videos that will debut what Microsoft has to offer and how to use each application.

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Technology

Automate using Automate.io and Microsoft Flow

Business today gets done through the technology that connects us. The problem is that no matter what, there will never be one master program that does everything we specifically need. We’re forced into optimizing our work lives through no less than a dozen applications that we ourselves string together. While this is still faster than reverting back to pen and paper, you may still find yourself having to do a task in one program only to do it again in another.automate.io For example, right now I have my newsletter program, email platform, YouTube, CRM, LinkedIn, several other social media programs, my internal chat app and our company website all running at the same time in order to get work done.

Let’s say I meet someone who I want to do business with: I have to find them on LinkedIn, send them a follow-up email, add them to my contacts list, and add them to my mailing list.
Flow
This takes time, and if you are going through a large list of new potential clients after a trade show, you could find yourself losing a day just doing data entry. Happily, there is a solution to this problem, and it’s called automation.

Most major programs today have open API’s that other third party apps can create integrations for. Instead of having to repeat yourself for every application, you can use programs like Automate.io or Microsoft Flow to bridge the gap between programs.

In this typical sales situation, you can now add your new contact to your CRM. Your automated processes will take that information and send that contact a LinkedIn invite, add them to your newsletter mailing list, and also send them an email thanking them for their time. Now you have taken three steps and turned them into one.

There are countless ways that these automation programs can be used, and more applications are jumping on board with this system every day. If you are finding yourself doing repetitive tasks in multiple application then take the time to find an integration that will ensure that you are only doing your most important work.

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Technology Training

Install And Set Up Microsoft Outlook 2016

If you are new to Microsoft, or thinking about making the switch from another platform, you will need to know how to get started with the various programs that Microsoft has to offer. This week we have put together a quick video to help you get started with Outlook.

Microsoft Outlook 2016 is a great program that will centralize your email, calendar, task lists and contacts. It seamlessly uses each of these applications to keep all of your information synchronized. You can easily send and receive emails with attachments, schedule meetings with clients, and keep track of everything across all of your devices.

If you’re coming over to the Microsoft world from a platform like Google, there will be a learning curve. However, once you understand how one application works, you will be able to navigate all of them with ease. To begin, watch our tutorial for beginners to learn how to install Outlook from Microsoft Office 365. Once it is downloaded on your computer, we will show you how to set up Outlook to work with your email address. Since Outlook has a few hidden features, we will show you how to navigate through the most important ones such as the email application, your calendar, and the contacts options.

If you need to learn more about Outlook 2016, or any of the other Office suite of products, you can visit our YouTube channel or website for more how-to videos that will walk you through each feature. We have videos specifically for all of the many features in Outlook: from email signatures, to calendar sharing, and task features. We hope you find this useful!