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Phishing Attack Prevention: How to Identify & Avoid Phishing Scams in Office 365 Email

If you rely heavily on e-mail you will have to know the basics of phishing attack prevention.  Even if a message appears to come from someone you know, spoofing a senders address in an email allows hackers to gain your trust.  If you treat that email as a request from a reputable source you are more likely to click on an embedded link that takes you to a fake website that requests things like your username and password or other sensitive information.  A file attached to an e-mail message phishing scam could contain a virus.  NEVER open these or allow them to run on your computer!

Here is a little video I put together so when in doubt you can use this test.

 

If you are unsure, be sure to contact the sender by some other means to gain added assurance that the attachment is valid.  Also, NEVER reveal usernames or password or any personal or financial information in a response to an e-mail request, no matter who appears to have sent it; your office may be the target of a phishing scam.

 

Office 365: Co-Authoring/Collaborating on Documents using Word, Excel or PowerPoint online

Small businesses owners and employees are experiencing a new reality such that collaboration doesn’t always occur face to face.  Sharing ideas and data in real time can be challenging, especially when different people in different physical locations needing to work together. Office 365 brings us real-time co-authoring, that allows for multiple people to make changes to the same document at the same time.  You will also see other’s changes as soon as they are made.  You can use this feature on Word, Excel, PowerPoint online, the desktop apps of Word, Excel, PowerPoint 2016 with Office 365 and even Word , Excel, PowerPoint for Android and iOS. Collaborators can now work together to amend and finalize documents in real time.  This revolutionary new feature is a hidden gem!

Setting up real-time co-authoring in Microsoft Word Online for Office 365

Here is a little how-to on using real-time co-authoring with the online version of Microsoft Word

  1. Go to office.com, Sign in and open your document with Microsoft word online.  On the top right you will see a Share button, click on it.

    Office365 Co-Authoring documents in word

    Source: Microsoft.com

  2. The share screen will appear as seen in the image below.  Make sure you see “Recipients can edit” so that recipients have access and can edit the document.  Enter the Recipients Email Address in the text box and click Share.  You can also add extra notes that will also be sent to the recipients email.

    Office365 Co-Authoring feature sharing invitation

    Source: Microsoft.com

  3. Once you press the “Share” button, a link will be sent to the person you wish to collaborate with on this document, and once they click the link they can immediately start editing the document.  If you and your collaborators are editing the document at the same time you will see a marker representing each collaborator.

    Office 365 Co-Authoring with word online.

    Source: Microsoft.com

This level of collaboration saves you and your colleagues from relaying document changes back and forth.  You and your colleagues can also work together on Excel Spreadsheets with Excel Online and work together on PowerPoint Presentations with PowerPoint Online.

Why do I need Office 365 for my business?

What is Microsoft Office 365?  Is it just a subscription-based cloud software system developed by Microsoft in 2011 to make more money from consumers?  No, Microsoft Office 365 much more.  It is powerful software that over 60 million commercial customers depend on.  With 50,000 small business customers migrating to Office 365 each month this is a product you just can’t ignore!  It includes various apps like Word, Power point, Excel, Outlook, OneDrive, etc. There are so many apps for business purposes that I won’t be able to cover all of them here.  But I will say Office 365 enhances your businesses productivity by providing these cloud based services to a wide variety of platforms like the web (Internet Explorer, Edge, Google Chrome, Firefox etc.), Apple and Android devices, Windows desktops and lot more. Office365 offers great ways to edit and modify documents, spreadsheets, presentations, etc locally or through an internet connection. These documents can be saved online by using OneDrive (Microsoft’s cloud service which provides 1TB of Cloud Storage) and can be accessed from anywhere you have a supported device and an active internet connection. Office365 web-based email with a familiar Outlook web app also comes with your subscription and provides anywhere access to email, contacts, tasks, and calendaring services using a supported web browser and internet access.

Getting Office 365 for Your Business

As an Office 365 partner, we’re authorized to sell a variety of small and mid-sized business (SMB) Office 365 subscriptions. We can offer Kiosk and stand-alone services as well. Customers can combine plans, add stand-alone services, and move between plans and services.  There are three kinds of business subscription one is “Business Essential” plan ($60.00/user) per year, second is “Business” plan based on annual subscription ($99.00/user) and the third is “Business Premium” ($150.00/user).  These are the subscription packages we recommend for most small businesses with 1 – 300 users within their organization.

How to sign up for Office 365 Business

  1. First visit our Office 365 page on our website.  Further information on the products, including details and included apps are listed here.Office 365 Boot Networks website signup plans
  2. Now choose a plan, on the next page you will see the details of your plan and sub-total.  Also, there will be a “delegated administrator” and select yes.  Selecting “Yes” simply means that you want to allow Boot Networks to assist with the setup and configuration of your Office 365 products.  Click on “next” to continue.Office 365 web sign-up partner delegation
  3. Now, fill in the details of your organization in form given and then create a user account to sign in as an admin.  This account will be the delegated global administrator for the account.Office 365 web sign-up-partner page
  4. Then select how you want to pay, monthly or annually depending upon your needs, using a credit card.Office 365 web sign-up-payment page
  5. After your payment has processed, log into office.com with the username and password you created.  You’ll probably want to install the Office 365 desktop app included in your subscription.  To do this click on “Install Office 365” which will allow you to install all the office products included in your subscription on your computer or laptop.Office 365 website home screen

If you have any questions don’t hesitate to contact us and we will be happy to help!

 

Boost your productivity with 3 new Office 365 Small Business features

Microsoft Office 365 is the Microsoft Cloud based version of Microsoft Office products.  Small businesses are benefitting from the same powerful software that over 60 million commercial customers depend on.  Depending on your Office 365 Subscription plan, you get the Office Desktop apps your used to installed on your PC, and you can also use the online versions of Word, Excel, Outlook, etc. or the Office 365 apps available on your cell phone and other mobile devices, allowing you to work and collaborate from anywhere you have internet access.  One thing I must say is that Microsoft has been working hard adding great new features to their Office 365 products.  With 50,000 small business customers migrating to Office 365 each month this is a product you just can’t ignore!  Here are 3 NEW features, to add to Microsoft Office365’s already long list of great features.

Real-time co-authoring for Microsoft Office 365: Excel, Word and PowerPoint

Office 365: Microsoft Word Co-Authoring

Source: Microsoft.com

Join forces with your co-workers online and author or edit your documents as it changes in real time.  No more emailing documents back and forth.  This would be a good time to remind you, emailing documents back and forth is NOT always a secure or efficient process, documents should be shared securely using the cloud.  Save your file to OneDrive or Sharepoint, so others can work with you. It can also be shared from the desktop apps using the integrated side-bar pictured above in the Office 365 Word desktop app.

Microsoft Office 365: Excel’s Power Map

Microsoft Office 365 Excel Power Map

Source: Microsoft.com

Now you can turn rows of data into a 3D interactive maps with Power Map, which includes the ability to filter data using three different filters: List, Range, or Advanced.  It is enhanced with Power BI app (Power BI is another Office 365 app that provides solutions for analyzing, visualizing data within your organization).

Microsoft Office 365: Planner, to help organize your team’s workflow

Microsoft Office365 Planner app

Source: Microsoft.com

Office 365 Planner will help your team to plan workflows and collaborations. Use this project tool to create plans, organize and assign tasks, share files, set due dates and provide status updates. All this work is done through email notifications and visual dashboards.

Do you have any more questions regarding Office 365 or The Cloud?  Contact us, we’d be glad to help!

Microsoft Outlook Tips and Tricks for Better Email Productivity

With many of us now receiving over 50-100+ emails per day a cluttered inbox can become a real problem real fast.  Relying only on the Search feature isn’t always the best way to being productive in email.

Flagging email messages For Follow Up

Flags make it easier to find and track email messages in Outlook. You can flag messages for yourself, as visual reminders to take action later. You can also flag messages that you send to other people, to direct their attention or track their responses.  Lets take a look at a simple way you can use this feature to your advantage and make you more focused on your most important clients and emails.

I find that many users are missing the For Follow Up search folder in OutlookThis little trick helps you easily locate items you have flagged for follow up.

  1. Open Outlook
  2. On the Folder tab, in the New group, click New Search Folder.Office365-Outlook-New-Search-Folder
  3. In the New Search Folder dialog box, under Reading Mail, select Mail flagged for follow up, select the account you want this to apply to and then click OK.Office365-Outlook-New-Search-Folder-Dialog-Box
  4. Now in the Folder Pane on the left find the new folder For Follow Up
  5. Right click on the For Follow Up folder and left click on Add to Favorites
  6. Now you can left click on the For Follow Up folder in the Folder Pane and see all your Followup Flagged Emails.

 

How to protect your small business from crypto ransomware

Crypto Ransomware

Crypto Ransomware

Crypto ransomware has come a long way over the past 2½ years and no single solution can stop it 100% of the time. But the right recovery and mitigation strategies can help. Boot Networks keep small businesses a step ahead of this virulent threat and ensure their clients are effectively protected.

 

How to protect your Small Business IT Systems from Crypto ransomware:

  • Up-to-date Antivirus protection
  • Windows Updates
  • Cloud Backup

LASTPASS: THE BEST WAY TO MANAGE PASSWORDS

STOP FORGETTING YOUR PASSWORDS!

In today’s digital world, it’s imperative to constantly set unique, and complex passwords for every website that requires a login. Setting the password is the easy part, remembering them is the hard part!

Lucky for you there is an APP for that. The premium password manager, LastPass. Create a LastPass account where you can store all of your passwords, automatically retrieve them, and improve your security. See what we mean and try it out for 1 month FREE!

Passwords Manager Software Application LastPass

SAVE YOUR PASSWORDS AND KEEP THEM ORGANIZED IN YOUR LASTPASS VAULT

  • Store Your Password in a Secure Vault
    All of your passwords and notes are stored safely in a vault. Easy-to-use, searchable, and organized the way you like.
  • Auto Fill every Password
    Save passwords as you browse, and LastPass will autofill the login for you next time you sign into that account.
  • One Account or Many
    Have multiple email accounts? Save unlimited logins for websites, and easily switch between them.
  • Convenient Access
    Get started on any device, free. Your LastPass vault is backed up and synced automatically where you need it.

BETTER PASSWORD, BETTER SECURITY

LastPass has the tools to help you follow best security practices, with a unique, strong password for every account.

MANAGE MORE THAN PASSWORDS

LastPass does more than remember your passwords. Keep track of other important information & simplify your online life.

lastpass secure notes

  • Keep Digital Records with Secure Notes
    Store insurance cards, memberships, prescriptions, WiFi logins and more, so your information is backed up and encrypted.
  • Profiles for Online Shopping
    Create a profile for every credit card and address, so making a purchase is just a few clicks – no typing required.
  • Share Passwords, Securely
    Pay bills with a spouse? Send encrypted passwords to others, easily sync changes & remove access when they’re done.

THE BROWSER OF YOUR CHOICE

Your passwords are always there, with extensions for Firefox, Chrome, Safari, IE and Opera, on every major platform.

passwords-lasspass-features

 

Click Here For Your Free Trial

 

 

Simple tip: Default save location in Word

Most people get frustrated when Microsoft Word keeps pointing them to the wrong directory when saving files. This is an easy fix however and we will walk you through changing the default save location in only a few steps.

 

  1. Open word
  2. Select file > Options
  3. Save tab option
  4. Select the browse button next to “default local file location”
  5. Browse to the folder you wish to save files to by default

defaultsave

 

Its as simple as that. For any other word questions, send us an email to Support@bootnet.biz and we’d be happy to help you out.

iPhone 6 Settings for Email Setup

Setup your iPhone 6 built-in email app to send email using SMTP. Here’s how:

  1. Click the Settings icon (looks like gears, shown above)
  2. Click Mail, Contacts, Calendars
  3. Click Account you wish to modify
  4. Click Account
  5. Click on the ‘Primary Server’.

 

  • Host Name: smtp.yourisp.net • User Name: your full email address • Password: your email password(remember, it’s case-sensitive)

6.  Make sure the slider is ‘On’ and enter the AuthSMTP host name (as supplied in your signup email), typically ‘mail.authsmtp.com’. Enter the username and password (as supplied in your signup email). Change ‘Use SSL’ to off (unless you do want to use SSL and have already enabled SSL in the AuthSMTP Control Panel). 7.  Click on the ‘Server Port’ and change to one of the alternate port numbers – we would recommend that you use port 587 but you can also use 23, 26 or 2525 – port 25 is available but is blocked by many ISPs. Use port 325 if you specifically DO NOT want to use SSL encryption. If you DO wish to use ‘SSL’ – move the ‘SSL’ slider to on, change the port to 587 or ‘2525’ (depending on your email providers settings) and then you MUST login to the control panel (Advanced Configuration tab) and enable SSL on your account. That’s it. Now enjoy sending email on your email on your iPhone. If you need any more information, please call your email provider.  If they cannot help you get your email setup Boot Networks can help at a nominal fee.

Get More Help

Security Service: Security Software for Small Business and Home Offices

Security Services for Small Business and Home Offices

Using strong antivirus and antispyware security software can protect your small business.  It helps to protect your computer by scanning email, apps and data for malicious content, and removing viruses and spyware before they can compromise your devices.  It is common for people who don’t have security software to get malware and virus’s.  With the new age of BYOD, people are connecting with infected devices to your network all the time.  It is important that all devices connecting to your network have up-to-date security software.  If you run a small business or have employees working from home offices they MUST be running security software even if they have a Apple device.

Click Here for a Small Business Security Audit

 

Protect Online Accounts

Protecting your online accounts.  You should protect your online accounts with different passwords for each.  Passwords need at least eight characters: letters, number and symbols to be hard to crack.  Avoid using any part of your name, phone number, birth date or any other easy to guess password.

Need a Powerful Router for Your Small Business?

Need a Powerful Router for Your Small Business? Try the Dell Sonicwall TZ Series for Small Business.

For small business owners, the decision to choose a router for their businesses can be a tough one. To begin with, there are many factors to consider: how easy the router will make it for you to have remote access, whether the router can provide a fast and reliable network, and the kind of protection that the router offers. Currently there are several routers available to businesses: the Cisco RV320 or the D-Link DIR-140L. Each router is designed to suit the specific needs of a small business, but it looks like the Dell Sonicwall TZ series routers is best suited for the larger small business. Not only does it offer excellent remote network access and safety, it also doesn’t compromise on speed.

Remote Access and Network Speed with the Sonicwall TZ Series

Being able to remotely access files and other important information outside of your office is important if you’re constantly on the go. One of the most frustrating things about having a business network is that sometimes, when you need the network speed the most, there’s a delay. This can cost you precious time, especially if you need to send or view large, time-sensitive files. The Dell Sonicwall TZ series has created its DPI to perform at higher, more efficient levels, and therefore eliminating the delay that these safety applications often cause. In addition, the router separates the most useful applications and blocks idle ones that potentially take up network speed.

In addition to the speed, the router aims to make retrieving files easier and more flexible. The TZ series offers native VPN remote access for Android, Windows, Google, or Apple, giving you and your employees the opportunity to comfortably work and access the network with your mobile phone.

Network Safety with the Sonicwall TZ Series

Perhaps the most important feature that the TZ series offers to small businesses is that of safety. For businesses who use mobile devices to access their networks, this router actually eliminates threats from VPN traffic, scans for malware even in encrypted traffic, and offers application control for iOS or Android. The TZ series is a UTM router that offers an all-in-one anti-spyware, gateway anti-virus, intrusion prevention, and content or the filtering of content or URLs. In addition to its blocking capability, it also includes analytics for measuring security threats to the network.

While safety, speed, and remote access capabilities are three of the strongest features of the Dell TZ series, its design makes it clear that it was created with the small business owner in mind. The TZ series provides firewall settings that are intuitive and easy to understand for users. This particular router was designed to make its configuration and management easy and straightforward.

Even in terms of hardware, the TZ series offers durability. Taking into consideration all of its features, the Dell TZ series seems to offer one crucial benefit to small businesses: a reliable, low-cost way of keeping your network and file transactions safe.

Small Business Wifi Security

With spread of Wi-Fi across the planet, people can now find free Internet access easier than ever before. Whether you’re at a cafe, at the bus stop, or even flying across the Atlantic, there is free Wi-Fi and Internet access available. New York City has even gone so far as turning old telephone booths into free public Wi-Fi hotspots.

The problem with all this free Wi-Fi is that hackers, identity thieves, and other computer users with malicious intent have started exploiting public Wi-Fi networks. 

Once on a public network they have access and the ability to steal your private or personal business data as well as classified business information you have. Certain people will use this data to harm your business or employees or even take advantage of you personally. If you’re using the Internet here are some steps you can take to ensure your business and its employees are protected when accessing the Internet on the move or from a remote location.

It’s important to take steps to protect your data before you even attempt to connect to a public hotspot. Before you leave on vacation or decide to access some confidential business files from Starbucks, you should practice these following techniques to guarantee your online safety.

1. Your operating system works most efficiently and offers the most protection when fully patched. Ensure all Windows Updates have been applied.

2. Make sure you have anti-virus software installed and that it is up-to-date.

3. If you’re using any third party software like Java or Adobe programs make sure they are updated as well to prevent hackers from exploiting the old version.

Once you have followed these steps you can now connect to a public hotspot. Here are some additional ways to keep yourself and your small business protected online.

1. A VPN, or virtual private network, provides the best form of protection. A VPN will encrypt any traffic and create a secure route that will prevent hackers from accessing your data during your web sessions. This is the most important type of defense available against online malicious activity. A VPN connection simply offers the most protection for Internet users.

2. After a VPN, a wireless network that offers encryption is another way to protect yourself.  There are 2 types of secure networks – WPA2 which is the most secure and WPA. WEP is the least secure network and should only be used as a last resort. Any Windows 7 users should also block file and printer sharing from their network location, as these are common exploits for hackers.

3. If you’re connecting to the Internet HTTPS and SSL connection provide the most secure connection. Both these connection types provide increased encryption and prevent other Internet users in the same network from monitoring your web activity. Even when you’re checking email you should be following safe browsing methods. This means using a web mail service that provides encryption rather than a local desktop application using unencrypted POP email. Some email providers don’t provide encrypted email and are typical targets for hackers. To keep your business data safe be sure you’re employees are using a secure and encrypted connection and web mail service.

4. Conducting financial transactions on a public Wi-Fi network is also a bad idea, even if you’re connected through a HTTPS or SSL connection. Public Wi-Fi hotspots offer the least protection and are often used by hackers to steal data.  Remember: if you don’t have a VPN, don’t do any browsing that you wouldn’t want anyone else to see. If you or your employees are using the Internet on an unencrypted wireless network assume that everyone on that same network can see exactly what websites you’re visiting unless they are HTTPS secured. It’s important to remember this if you’re using the Internet in a library or airport. There are thousands of people accessing the same network who all have access to your unsecured information.

 It’s important to stay informed on how to keep yourself and your business safe when using the Internet. Here are the things to remember before you even leave the office:

1. Guarantee that any programs on your computer, including the operating system, are all recently updated before you connect to public Wi-Fi. Old programs and outdated operating systems are a key target for hackers.

2. Always use a VPN if you have the option.

3. Only join networks that offer encryption. Remember, even if you have to pay to join a network that does not guarantee it is secure.

4. Try to limit web browsing to only websites that offer encryption

5. Never conduct financial transactions online using unsecured wireless access.

 Following the techniques laid out will greatly improve your online security and prevent any malicious behavior against your personal or small business data.  

Should You Choose a Mac or PC for Your Small Business?

Macs and PCs are different, not just in the way they look, but in the way they operate. This may sound obvious to you, but choosing the right one for your small business can make things a lot easier and more efficient. It is only when comparing them side-by-side and considering your business needs that you figure out the one that works best for you.

What You’ll Get With a Mac vs. a PC:

Macs are aesthetically pleasing and when it comes to design, the average PC can’t compete.  In addition, Macs are more expensive and for a good reason: they have great quality design and even some Intel-based Macs can run Windows. 

Most small business don’t run graphically intense software. Most likely, you draft documents, store files and data, and create presentations for employees and clients- and this is what makes a difference for small-business owners and compels them to choose PCs over Macs.  

 

The Benefits of Using a PC for a Small Business 

Unlike Macs, PCs offer more variety. Apple is very selective with regard to distributing their product and they manufacture both the hardware and the software. A PC, on the other hand, can be manufactured by almost any company: Lenovo, Hewlett-Packard, and Toshiba, to name only a few. The variety of manufacturers ends up leaving consumers with more choice with PCs than with Macs. It’s a myth that Macs are automatically better and don’t get infected with malware, because small businesses can invest in high-end PCs that run efficiently and offer long-lasting quality.

A PC will integrate the software you use more easily. Even though some Macs can run Windows and Microsoft Office, it doesn’t mean that all of the applications such as PowerPoint, Excel, or Publisher will run exactly the same as on a PC. If your business relies on these applications, then it’s simpler to buy a PC, especially when Microsoft offers packages such as Microsoft Office 365, which comes with cloud service. One last thing to consider is the possibility that many of your clients will also operate with a PC, so sharing the same operating system will likely facilitate your communication or file-sharing.

With a PC, you may get better hardware compatibility. The same companies that manufacture PCs also manufacture hardware like printers and scanners. Although Macs can also use such hardware, it may be easier for a small-business owner to troubleshoot and fix an issue when his or her printer is manufactured by the same company as his or her computer.

 Ultimately, what you are looking for in a computer depends on what kind of business you have. Without doubt, a small-business owner who seeks variety in product and software (and wants to rest assured that he or she can effectively share files with customers or partners) will go with a PC. While the landscape can change in the future, for now it looks like PCs have everything that professional business owners need: a suite of office tools to draft and publish all kinds of documents, better software and hardware compatibility, and just the sheer volume of users in the small-business world.

Technology Tip of the Month

Internet security software like Norton Internet Security helps you protect your computer and your family online.  Use it to keep you children away from Internet dangers and inappropriate content and make sure that your kids will not pass along confidential information online.  It’s also very important to keep your security software up to date!