Sending an Encrypted Email in Outlook

Did you know you can send an encrypted email in Outlook with just one click or automatically by using a key word in your subject line?  This is so easy you'll be amazed you didn't know this. Ideally, of course you don't send private information in an email - but sometimes it's necessary.

When to Send an Encrypted Email?

Although it depends on your company and your position but odds are most of your messages don't contain information that requires you to encrypt your emails.

• PII (Personally Identifiable Information).
  This includes Social Security Number, full mailing address, spouse and family information, bank or credit card numbers, detailed work information, tax returns etc.
• Secure Business Data.
  Any information considered proprietary by your business that could be used or valuable to competitors.
• Logins and Passwords.
  If possible - don't send passwords and login information but sometimes it may be necessary, if so this should always be encr
...

Is Security Different when you're Working Remotely?

If you're like many people you have either transitioned to working remotely at least part of the time. Whether you're at home, on a beach, or logging in from the cabin, there are some different things to be aware when working remotely. 

Using Public Wi-Fi

If you are logging in on a public Wi-Fi, you should be careful not to transmit private data. This would include things like credit card numbers, social security numbers and other similar data that could be used to steal your identity or money.

A public Wi-Fi network is inherently less secure than your personal, private one, because you don't know who set it up, or who else is connecting to it. Ideally, you wouldn't ever have to use it; better to use your smartphone as a hotspot instead. 

Scanning for Wi-Fi and AirDrop

Often times your phones, tablets and laptops can be set to automatically scan for and connect to public Wi-Fi.  This can be turned off. When you're on a public ...

Passwords...

If you're like me - passwords are your nemesis. I have no less than 500 passwords. I mean seriously, I have a password to view my kids grades, a password to logon to my bank account, a password to unlock my phone, a password to watch Netflix, even a password for the app that controls my oven. Just thinking about it makes my head SPIN!! It literally never ends. And probably almost daily I'm adding something else to the list. Right? Without some type of system to keep track of your passwords, whether it's password manager, an excel spreadsheet or a notebook, there is no way to keep track of all your passwords much less keep them safe, secure and up to date.  

I've put together some password do's and don'ts. I have no doubt that some of these you have heard but I think some of them might be new to you. Like all good advice, sometimes we need to hear it again. (I'm speaking to myself too - some of these I'm in violation of too).

Password Do's

1. The Longer the Stronger.
   Many
...

Phishing!! 4 Ways to Prevent Being Caught

What is Phishing?

At this point you probably know what phishing is - but to clarify - it's when a fraudulent email is sent with the intent of tricking the recipient (spoofed) to provide personal or financial information. This information can be used in a variety of ways, hacking and stealing from a bank account, identity theft or ransomware, among other things.

A Few Status About Phishing?

If you're wondering why it's important for you and/or your company to learn about phishing. Some interesting statistics from CSO Online.

• 94 percent of malware is delivered by email.
• Phishing attacks account for more than 80% of reported security incidents.
• Data breaches cost enterprises an average of $3.92 million.

4 Ways to Prevent Phishing Attacks

Although this is not an exhaustive list - these are the top ways to prevent phishing attacks.

1. Don't Trust the Display Name.
   The display name on an email is one of the easiest ways phishing attack
...

How to Create Mailing Labels with Mail Merge using Excel/Word

This process is not difficult but there are a few steps to watch so I'd recommend the video but I will outline it in text as well in case you like that method of learning.

Step 1: Create Excel File

1. Open a new blank workbook in Excel.
2. In the top row - detail the types of data. For example, First name, Last name, Address etc.
3. Add addresses and save (remember where you save it).

Step 2: Create Label Template in Word

1. Open a blank document  in Word.
   
   
2. Click Mailings...Start Mail Merge..Labels...
   
   
   
3. Choose the type of label and click OK. On the labels is a size, the most common label type is 5160.
   
   
4. You will now have a word document that shows the borders of the labels you've chosen.

Step 3: Link the Excel file to the Labels

1. Click Select Recipients on the Mailing ribbon.
   
   
2. Select Existing File and browse to the file you saved in step 1 and selec the sheet that contains your addresses (if multiple sheets).

Step 4: ...

The Power of Email Merge

What is it?

When you use Word/Outlook/Excel to send a individual of emails to a list (usually in Excel)  with unique content specific to each user. This is not when you send the same email and put every user's email in the BCC field.

When do you use it?

Although there are a few scenarios, the most common one is when you export a list of users and related information from another program and need to send specific content to a group of users. For example, you want to send each customer an email that contains their name, shipping address and history of their orders last year. Another example, you want to send your employees an email that contains the benefit choices they have selected.

Can I (Should I) Use Constant Contact or Mail Chimp Instead?

Products like Constant Contact or Mail Chimp allow you to send large amounts of emails to groups of users. Most often, this content is mostly generic. These are great for newsletters, announcements and the like. 

Wh...

Reason #3 to Use OneNote: Sharing Notebooks

Sharing notebooks in OneNote is so easy and powerful. It allows you to take notes in a meeting and share it with attendees, take notes on a client meeting and share with a colleague, collaborate on a project and more.

If you want to share a notebook with someone in your organization, you can easily do that. This is a great way to collaborate and share notes or minutes. If you have on-going sharing you know you will be doing with a team or colleague, consider setting up a notebook for that purpose.

Sharing Notebooks with Microsoft Teams

IF you are a Microsoft Teams user - you can do this right in Teams too. SO EASY AND COOL! It can be setup as a tab across the top within your Team.

How to Share a Notebook

• Select or create the notebook to be shared.
• Right click on the notebook and choose...Share this notebook...
  
• Select one of the sharing options.
  • Get Sharing Link  - allows you to share with anyone who you share the link with. This
  ...

Why Use OneNote Reason #2: One Word - Search!

 In my humble opinion, the most valuable feature of OneNote is Search and here's why...

Most of you know after reading this blog for a while and maybe even working with me a little about my business. I won't bore you with the details but only as it relates to OneNote.  I provide software consulting, virtual help desk support, access database support and development, Microsoft Office training and courseware development and content. I have phone calls and emails with prospective clients probably at least daily, RFP's (request for proposals),  referrals and inquiries. Before OneNote, I used notebooks to document this information and refer to later. Often times, as a result of my initial phone call, I need to follow up, do research, put together a proposal and such. In the past, I would use a note book to make these notes, contact info, project details, items to research and proposal information and maybe verbal pricing and/or budgets.Now the...

Why Use OneNote - Reason #1:  Anytime, Anywhere Access

Reason #1: Anytime, Anywhere Access

Who hasn't had that moment when you need something you wrote in a notebook you left at your desk!! CRAP!

One of the most powerful things about OneNote, is it's ANYTIME, ANYWHERE access. Because OneNote is cloud based - you can easily find ALL the information you store in OneNote whether you're on your own computer, on your phone, or anywhere you might be logged in. 

I can't count how many times I've needed information I've written down on a post it on my desk, or in a notebook in my car or somewhere else. The AWESOME benefit of a virtual notebook is it's ANYTIME, ANYWHERE access. You only need to have one of your devices with you - phone, laptop, or tablet and you can find anything in a click.

Because OneNote is cloud based, you can not only have access to this information from many devices, but you can also share the information easily, search the information quickly, as well as collaborate...

It's 3 Times Simpler! 

That might seem like a bold and even maybe a little broad but hear me out....

Anytime we can simplify (in ANY part of our life) it usually pays dividends, but in this case - this translates to not just a single way to simplify but 3 main ones.

There are so many reasons people use Microsoft Teams as we've covered in these last 4 posts that have been part of our series - Why People Use Teams. I've saved the best and easiest for last. Simplicity.

1. It's Always Simpler to have Less Apps

Most of us are using more and more apps. There's a study from a few years ago that had some interesting findings including the average number of apps used by a worker is 9.39 and67% believe it would be easier and less distracting to work in a single app. Enter Microsoft Teams. Check out the study for more interesting stats - but in a nutshell - we're more productive if we don't have to switch between lots of apps. Teams can eliminate apps like Slack, Zoom, Monday, Dropbox, Box e...