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Technology Training

Link Gmail and Outlook in Windows 10 Mail App

Like most people you probably have more than one email account. You can’t get away without having a personal email address and you likely have to manage one for work as well. All this and you also have to manage each of these accounts across your desktop, laptop and probably a handful of mobile devices.

Confusing right? Luckily, there are things you can do to remove some of the noise such as linking your accounts. For the purpose of this video, we are going to assume that you have a personal Gmail account and an Office 365 account using Outlook for your work email. Just to add one more layer of confusion, let’s say you want to link all of these accounts in the mail application on your Windows 10 desktop computer.

In this video, we will show you how to add accounts to the Window 10 mail app, as well as linking the Gmail and Outlook so that you can access them from the same application.

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Technology Training

Project Manage With Microsoft Planner

Do you manage groups of people but have a hard time keeping track of everything? Well, Microsoft has the tool for you! Microsoft Planner is a great application that is part of the Office 365 offering. It is a work in progress from Microsoft but none the less, Planner is a vast improvement from a simple to do list that you may use in Outlook. If you are managing internal projects across several employees with a lot of moving pieces but don’t have a need for a fully fledged project management software, then Planner will be great for you!

Make the most of your Office 365 investment by trying Planner to see if it is a good fit for your organization. You can create projects, assign tasks and checklists under that project to members of your team. Planner lets you attach and share files that are relevant to the project and you can get a birds-eye view of the progress across all of your employees from the Planner dashboard. Microsoft Planner can be accessed on a web page, local desktop application or mobile app and the best part is that it stays synced across all of your devices to keep you on track while you’re on the move.

In this video, we will show you where you can find Microsoft Planner in the Office 365 portal. From there, we will show you how to set up your account, create projects and assign tasks to the team members in your organization. Keep your team on track and get your project completed on time with Microsoft Planner.

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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

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

CamStudio Screen Recording

If you have tried to explain a complex computer problem to your technical support group and found it difficult to bridge the gap between English and all the technical jargon, you may find it easier to make a screen recording of the problem rather than sending a lengthy email. CamStudio is a great, free program that will help you with just that.

In this video, we will walk you through downloading CamStudio and getting it set up to start screen recording. CamStudio is a very simple and straightforward program but none the less it is very powerful when you are trying to explain a problem. Once you know how to use the program you can export a .mp4 file that you can then email to your technical support group.

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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.