Cybersecurity Awareness a Year-Round Job

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Cybersecurity Awareness Month heightens our vigilance in October, but we can’t let our guards down at any time of year anymore, especially during the holiday shopping season.

Small businesses are not likely to be attacked directly by cyber criminals unless you do business with more valuable targets. You will, however, be attacked with the phishing emails that hackers  deploy in the hopes that some “fish” will take their bait.

Cyber criminals now use AI writing tools to help make their phishing emails more convincing, too.

You can, however, spot phishing emails by remaining diligent at all times.

My Golden Rules for handling emails:

  • If you don’t know the sender, do not click any links or file attachments. Delete the email.
    • If the email is relevant to you, go directly to the sender’s website in your browser.
    • For well-known brands, hover over the link (don’t click) to see if it goes to the brand’s website (i.e., dell.com versus something.com/dell)
  • If you know the sender, but receive an unexpected email from them, do not click links or file attachments until you confirm that the sender you know actually sent it.
    • Do this by phone — a hacker could hijack the email account and make it look like the sender you know is providing confirmation.
  • If you mistakenly click on a link in an unexpected email, and it takes you to a page to change your password, do not enter your password. Close the page.

Below is a phishing email that I received that incorporates elements of many phishes:

Phishing email characteristics

As you can see, this phishing email:

  • Uses the International date format (day / month) versus the month / date format that I would expect in the U.S.
  • The From: email address is not @intuit.com or @quickbooks.com. It’s @updatessoftware.info.
  • The phone number shows up in searches for known scams.
  • Hovering over the link reveals it goes to techsales.info instead of intuit.com or quickbooks.com.
  • Awkward language
  • The text uses fear tactics by claiming the database will be corrupted and backups automatically removed, preventing recovery, if the deadline is missed.

What would I do with this email?

This email caught my attention because I knew that Quickbooks is requiring desktop software customers to upgrade before Sept. 30 if they want to continue using the desktop software instead of Quickbooks Online.

The International date format, however, gave me pause initially. The fake From: email address sealed it.

Had the hackers spoofed a legitimate Quickbooks email address, the other elements would have still confirmed this as a phish.

You also want to protect your passwords as follows:

  • Use a password manager such as one of these.
  • Do not send passwords in emails and text messages unless encrypted
  • Do not use the same passwords for business and personal use
  • Do not store passwords in word processing files or spreadsheets
  • Do not share your passwords with anyone, including co-workers

If you want more in-depth information about cybersecurity awareness, you can visit the Cybersecurity and Infrastructure Security Agency (CISA) website at https://cisa.gov.

Off-Boarding Employees

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It happens to every business that has employees. At some point an employee will leave for a variety of reasons including retirement, striking out on their own, health reasons or what they perceive to be a better opportunity at another company.

One interesting look at turnover rates comes from a study of employees changing their employers on LinkedIn. It found that 11 percent of employees posted new employers on their LinkedIn Profile during the 12-month period of their study in 2021 and 2022.

That doesn’t surprise me. In fact, judging by the number of LinkedIn profiles of employed people who still advertise their availability, I believe the number could be higher than 11 percent.

So, accepting that you will have turnover, how do you safely off-board those who leave from an IT standpoint?

The following technology off-boarding checklist will help mitigate the risk of losing valuable corporate knowledge and business in the departing employee’s transition.

Knowledge Loss
Be sure to query the departing employee about specific knowledge of their job that might not be in company manuals and procedures.
If involved in Sales, be sure the departing employee provides all contact information for Customers and Leads.

Social Media accounts
Change or delete the employee’s accounts on all Social Media.

Application logins
Change / disable / delete the employee’s login credentials on all Cloud and Desktop applications.

Email logins and forwarding
Change / disable / delete the employee’s Email login credentials.
Set up forwarding of the employee’s emails to someone else within the organization until customers become aware of the replacement.

Company Device Recovery
If the employee uses company devices such as Smart Phones or Tablets, recover the devices.

Recovering Data from Personal Devices
If the employee used his / her own devices, recover all company information from those devices.

Revoking Access
Disable / Delete access to the devices, applications, files and databases the employee accessed over the corporate network.
Revoke access to the physical building(s).

For help setting up an Off-Boarding Policy for your company, contact me at 302-537-4198, ericm@flexitechs.com, or on our Contact form.

Microsoft 365 and Teams for Hybrid Workplaces

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The “Hybrid office” — the new buzzword in business since COVID-19 — combines working at the office and from home and has become the reality for many companies.

A survey released by Zippia in February 2022 revealed that transformation has accelerated at break-neck speed, with 74 percent of U.S. companies already using a hybrid model or planning to soon.

Employers and employees both experienced the benefits of remote work during the pandemic, including cost savings, more flexibility and improved employee morale while actually increasing productivity.

Playing a large role in that transformation has been Microsoft’s Office 365 suite of productivity and collaboration applications, now known simply as Microsoft 365, which helps companies pursue a “Productivity Anywhere” hybrid approach to work. In fact, 63 percent of high-growth companies follow that approach now, according to the Zippia study.

Below we list how Microsoft 365 can optimize a productive hybrid office. Note that some features are already out, while others will release later this year.

1. Microsoft Teams & Expanded Features

Microsoft Teams might only seem like a messaging app or that annoying thing that starts up automatically when your computer starts and slows down your ability to get to work, but it combines the best features of virtual video meetings and messaging channels. It brings them together in a platform designed to be a secure online work hub.

MS Teams has come a long way in the last five years and the company continues to add more features to enable hybrid offices, including:

  • The ability to do webinar registration
  • Presenter modes that provide a more professional virtual presence
  • Increased security through features like smart links and smart attachments
  • A full business VoIP phone system add-on
  • The addition of a “metaverse” component called Mesh for Teams

2. New Meeting Options for RSVP in Outlook

The challenges of employees working in different locations include knowing when and how to “clock in” and “clock out” and determining if colleagues are available or working at home next week or the office.

To help hybrid teams better coordinate, Outlook will soon allow users to RSVP to meetings. This lets team members know if they will be attending virtually or in person.

3. Better Framing for More Engaging Meetings

We’ve all been horrified to turn on our cameras for an online meeting and find something embarrassing in the background. Camera positioning can also be problematic. One person’s face might take up 80% of the screen.

A new Surface Hub 2S Smart Camera will allow for better face framing in Microsoft Teams meetings. Features include adjusting the room view so people’s faces will be clearer and providing consistent sizing.

The video display will also automatically adjust as people join or leave a physical room.

4. Get Better Control of Your Video Using PowerPoint to Present

People often share a screen in a video call and present a PowerPoint presentation. It can be difficult to keep everyone as engaged as in-person meetings.

For example, in person, you can maintain eye contact. People can clearly see your facial expressions as you emphasize various things. That’s not always the case when presenting virtually. The app may push your video feed into a tiny box.

An upcoming feature for Teams called Cameo will allow you to seamlessly integrate PowerPoint with MS teams. You can decide exactly how you want your video feed to appear in relation to your presentation.

Another addition, Recording Studio, allows you to record professional-looking on-demand videos in PowerPoint. You can do it right inside the app.

5. Get Help With Your Presentation Skills

Microsoft has poured a lot of AI capabilities into Microsoft 365. One that will soon help deliver better virtual presentations is Speaker Coach.

This private and personalized coach can help hone your presentation skills. This improves your transition between online versus in-person presentations.

Some of the feedback it provides includes:

  • Use of repetitive language
  • Use of filler words
  • Speaking pace
  • Pausing for input
  • Intonation
  • Speaker overlaps
  • And more

Ask Us About Improving Your Hybrid Office Capabilities with Microsoft 365

Microsoft 365 has a ton of helpful features but it does help to have an expert to navigate these capabilities. Contact FlexITechs today at 302-537-4198 or ericm@flexitechs.com to learn how Microsoft 365 can help your business grow.

For more information on Microsoft 365 products and capabilities, follow these links:

Article used with permission from The Technology Press.

Two Monitors More Productive Than One?

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Sometimes as my brain switches back and forth repeatedly between my two monitors and focus becomes more difficult, I wonder if I’m really more productive with the second monitor.

Common sense says we would be with a second screen to avoid time lost to switching back and forth between applications using the Task Bar or minimizing and maximizing screens.

But with so many windows open in so many applications, does a second screen actually improve productivity or does it just provide a second place for open files and windows to hide from us?

This Issue Has Been Studied …

As you might expect, someone has studied this phenomenon to determine if and how much a second monitor improves the typical employee’s productivity.

Jon Peddie Research looked at using two screens on a desktop computer or laptop for several years. It found that overall, employees in all types of jobs improved  productivity by an average of 42%.

Perhaps intuitively understanding that, companies increased their use of second monitors by an annual compound growth rate of 10 percent from 2002-2017, the study found.

The company’s namesake put it simply, saying “The more you can see, the more you can do.”

What Can Using 2 Screens Do For You?

  • A second monitor allows you to do more in less time because you can keep programs that need to be open all of the time, like email, always open on one screen while you work in other programs on the second screen.
  • Side by Side comparisons of data or files or images is also easier. Trying to get two windows up on a single screen side-by-side can be frustrating with time spent resizing the windows to get them to fit side-by-side on a single screen. With two monitors, you can fully open both windows in plain view
  • During online meetings or video calls, a second screen allows you to continue the meeting as you check email or review notes without minimizing the meeting window. With dual screens, you can choose which screen you want to share during meetings and still have apps open on the other screen that no one can see.
  • Laptops are great for portability but not so much for screen space. Connecting your laptop to a monitor can make it like working on a normal desktop PC. You can mirror your screen or make use of the laptop screen for some activities while using the larger screen for others.
  • A second monitor is a relatively low-cost productivity booster with a sweet ROI. A monitor can typically be purchased from $125 to $250 and for that your employees get a 42% average productivity increase with no significant learning curve.

For assistance in picking out and setting up second monitors for your employees, contact us at 302-537-4198, ericm@flexitechs.com, or our Contact page at https://flexitechs.com/contact.

Combatting Social Media Phishing Attacks

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Of all of the attack methods hackers and cyber criminals have deployed, phishing remains their favorite. Not only that, they’ve re-purposed Phishing from emails to phone calls for Social Media like Facebook, Twitter, LinkedIn, Flickr and Instagram.

In the past year, phishing over social media skyrocketed by 103% according to a report by PhishLabs by HelpSystems. There has also been a 100% increase in sign-ups of fraudulent social media accounts.

Phishing on Social Media uses Social Engineering to take advantage of victims’ lowered diligence on social media. We’re socializing and not as aware of phishing scams as we are in our  email. Consequently, we are more susceptible to Ransomware and Credential Theft via friend requests, direct messages, memes and other Social Media communications methods.

Following are some things you can do to decrease the risk you will become a victim to a Social Media Phishing Attack:

Make Your Profile Private

To mitigate the risk that a cyber criminal can clone your profile to phish your connections, make your Social Media Profiles private to your connections only. This might not be advantageous for a business network like LinkedIn where you want prospects to be able to find you but it will help with your personal Social Media accounts.

Hide Your Contact and Friend Lists

You can hide your friends list or contact list on your social media profile by hiding them from the public. This does not prevent hackers from seeing you as a friend or contact on someone else’s profile but it’s another obstacle that the criminals have to navigate to get to you.

Check Links in Posts and DMs Before Clicking!

Always check links in any unsolicited email, social media post … anywhere … by hovering over the link (not clicking) and viewing the resulting popup of the link to see if it is going where you expect it to. If it is not, be very wary. A link from a company, for instance, should include that company’s name in the domain name (the part that ends with .biz, .com, etc., as in flexitechs.com). If it looks like it’s going somewhere else, either don’t click or perform further diligence if  you are truly intrigued.

Don’t Answer Surveys or Quizzes

You know, the Social Media world doesn’t need to know what car you drive or what your favorite song is or what your dog’s name is. But cyber criminals and unscrupulous marketing companies sure would like to know and profit from that type of in-depth knowledge b y using it to guess passwords to your financial, health care or shopping accounts. Avoid answering these types of questions online.

Don’t Click on Social Media Ads

While many legitimate companies advertise on social media, scammers use the same type of advertising for credit and identity theft. Rather than clicking ads, even if they look legitimate, go to the advertiser’s web site to check the product or service out or make your purchase there.

Perform Due Diligence on Friend Requests

It can be tempting to accept friend requests or connection requests on social media but always be wary of such requests as cyber criminals use that tactic to get into your good graces on the way to scamming you. Before accepting, view the person’s profile and check them out on a search engine. If their social media timeline is sparse, that can be a sign of a scam in progress.

The Internet can be a great driver of business and a fun way to catch up or keep up with friends, but like the offline world, you need to be wary. Follow these tips to give yourself a better chance of avoiding becoming the next victim of a cyber criminal.

Financial Advantages of Managed Services for Small Businesses

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Financial Advantages of Managed IT Services for Small BusinessesWe’ve released our latest Report, “The Financial Advantages of Managed IT Services for Small Businesses”, detailing how Managed IT Services from a locally owned and operated Managed IT Service like FlexITechs can save your small business money and increase uptime, productivity and security at the same time.

We’ve examined the wages and benefits for different levels of IT employees on Delmarva and Benefits nationally and compared the cost of internal IT staff or having employees do their own troubleshooting with assistance from external computer repair companies to the cost of having a Managed IT Service handle the typical Delmarva small business’s IT support.

You can obtain your copy of the report here.

As always, you can contact me personally at ericm@flexitechs.com or the company by phone at 302-537-4198 or by filling out our Contact form.

 

Do I Really Need to Switch to Windows 11?

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Windows 11

The Top 5 Questions about Windows 11

Do I really need to switch to Windows 11?

That question will likely be asked millions of times in the next few months.

The Answer? No.

If your computer is not compatible or can’t run Windows 11, you don’t have to upgrade.

On the other hand, if your PC is compatible with Windows 11 but you find the upgrades unnecessary for your current workflow, there’s nothing wrong with staying with Windows 10.

Even Microsoft said that Windows 10 is still the right choice for those who aren’t ready to transition to a new operating system.

In fact, they made sure of this by scheduling an update for Windows 10 later this year.

At the same time, the company will continue supporting Windows 10 until October 14, 2025.

This gives you about four years to think about upgrading to Windows 11 or switching operating systems altogether.

How do I Switch from Windows 10 to 11?

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If you’re ready to upgrade from Windows 10 to 11, consider the first three questions in this series first and your computer’s compatibility with Windows 11.

Windows 11

The Top 5 Questions about Windows 11

After doing so, you need to go to the Windows Update section of your Settings. There, you may see a link to download and install Windows 11 if Microsoft has determined your computer meets the hardware requirements to do so.

If you see it, click the Download and Install button or link and follow the prompts to perform the upgrade to Windows 11.

If you don’t see that, click “Check for Updates” and see if it gives you the link to download and install Windows 11.

If not, download and run the PC Health Check utility from Microsoft.

If the utility deems your computer suitable for the upgrade, see if you get the “Download and Install” button and if so, follow the prompts to upgrade to Windows 11.

Of course, this is Microsoft and at times the procedure won’t be as simple as advertised. Case in point — I have already seen that my 2-year-old Lenovo Desktop with 3.6 ghz processor and 8GB of Ram and 256GB SSD hard drive does not qualify for the upgrade because the processor does not match an obscure setting that Microsoft has decided not to support.

If you don’t see the Download and Install button or link or Windows Update or the PC Health Check utility tell you you can’t upgrade your PC to Windows 11, contact us at FlexITechs to take a look for you.

As always, these upgrades will create conflicts with existing applications and hardware. So, if you need to buy a new computer make sure your existing applications and peripherals will work with Windows 11. For an existing computer, we recommend waiting a couple of months for the bugs to reveal themselves before upgrading.

Tomorrow’s Question — Do I Really Need to Upgrade to Windows 11?

Does Windows 11 Come with Office?

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Microsoft Office 365The succinct answer is No.

The longer answer is Office hasn’t been included with Windows for ages but has always been available by purchasing it.

The same is true of Windows 11. You have to pay for a Microsoft Office subscription to use it with your Windows 11 computer.

But if you have an existing subscription to Microsoft 365 (formerly Office 365), then you’re all set. You just need to install the Office suite after upgrading to Windows 11.

Note that support for older versions of Office (2010 and below) has been discontinued since last year. So if you’re still using that, you should upgrade your Office as well to avoid unnecessary risks and compatibility issues.

As always, these upgrades will create conflicts with existing applications and hardware. So, if you need to buy a new computer make sure your existing applications and peripherals will work with Windows 11. For an existing computer, we recommend waiting a couple of months for the bugs to reveal themselves before upgrading.

Tomorrow’s Question — How Do I Switch from Windows 10 to 11?

Can My Computer Handle Windows 11?

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If you’re buying a new computer that has Windows 11 on it already, you can rest assured that the computer can handle the new operating system as long as it’s not a cheap come-on spit out by a manufacturer to lure you into buying it.

Windows 11

The Top 5 Questions about Windows 11

However, if you have  an existing computer and wonder if you can upgrade it to Windows 11, it might not be that straight-forward.

In many cases you can open Windows Update and it will tell you if your computer is ready for Windows 11 or not.

Microsoft has also provided the PC Health Check utility that you can download and run to determine if your computer can run Windows 11. You can download it here.

These are Microsoft’s minimum requirements for running Windows 11 but you will likely need to double or triple the processor speed, RAM and hard drive storage:

  • At least a 1GHZ dual-core processor
  • 4 GB of RAM
  • At least 64 GB of storage
  • A graphics card compatible with DirectX 12 or later, with a WDDM 2.0 driver
  • 720p display, at least 9” diagonal size, with 8 bits per colour channel
  • TPM version 2.0
  • UEFI, Secure Boot capable firmware

As always, these upgrades can create conflicts with existing applications and hardware. So, if you need to buy a new computer, make sure your existing applications and peripherals will work with Windows 11. For an existing computer, we also recommend waiting a couple of months for the bugs to reveal themselves before upgrading.

Tomorrow’s Question — Is Office Available in Windows 11?