Most people have at some point, “replied all” when meaning to reply to only one person. It is definitely embarrassing, can be a major privacy issue and aggravates those people with emails flooding their box. Another common email gaffe is misusing the CC and BCC fields in outgoing messages – this “little” mistake can prove costly for business. Continue reading
There are many ways to reach out to your potential client and initiate a connection. Aside from setting up a meeting in person, sending emails often makes it to the top of the list. Obtaining email addresses, however, is not always a walk in the park. This is especially common in sales-driven jobs or those in communications. Continue reading
A number of our clients have received an email claiming that they have been hacked and that the hackers have video taped them watching porn. To stop the hacker distributing the so called video to all their friends, they demand a ransom payment. Continue reading
A staggering 269 billion emails are sent out every day and in 2018 the typical employee received 90 emails and sent out 40 emails per day!
Email is a powerful tool and helps get business done even faster. but it adds a lot of pressure to business owners and employees. Here are six strategies to help with better email management. Continue reading
Office 365 (or O365) represents a shift in the way businesses and IT operate. If you haven’t seen it yet, I highly recommend you schedule a demo with us ASAP. While it is similar to the Microsoft Office desktop package that businesses have used for decades; Office 365 does even more. It provides the critical tools you need to modernize your business environment, take control of your business and brings corporate grade functionality to your business at a low price.
A common complaint by many users lately has been spam emails appearing to come from their own accounts. Despite not knowing why, reports of business colleagues, suppliers, clients and even friends and family, receiving spam email that appears to come from them has many people worried.
While email is a great business tool that has allowed near instantaneous communications with people around the world it can also lead to problems. Many people now receive dozens or even hundreds of emails in a day and at times it can seem like you are wasting your entire day dealing with all those incoming messages. You can quickly become overloaded with emails and the amount of emails also makes finding important messages harder.
So how can we deal with this overload? The first step is to reduce the number of emails you receive and there are a few ways to do this.
Restrict who you give you email address to: It is important to think carefully about who you give your email address to. For example, if you enter a lot of contests, this often automatically subscribes you to their email campaigns and / or adds you to a spam list. If you type your email into every popup box asking for it, these add up. Reduce who you give your email to.
Unsubscribe: If you haven’t opened one of those newsletter emails in months, go through and unsubscribe. Turn off notifications from social networks such as Facebook, Twitter and Pinterest. If you like emails from these networks, then adjust the settings so they email you the highlights once a day or week rather than allowing them to spam your inbox several times per day.
Do you need that notification? If you receive emails that contain information you can find elsewhere, switch those emails off. eg. you might run an e-commerce site that sends an email for every sale. If your website already has a record of this, you don’t need those notifications doubled up. If you really need that notification or email then create a rule to move it into a different folder and thus not clog up your general inbox.
Change your email habits: Change your own email sending habits. If a topic is complex and will require a lot of back and forth conversation, consider discussing it in person, over the phone or via one of the new online collaborative tools like MS Teams. Sending fewer emails will reduce how many you receive and remember that you don’t need to respond to every email you receive.
Resist sending unnecessary messages: Stop the urge to send messages with a single word like “Thanks!” or “Ok” and you will notice others will stop sending you similar, unnecessary messages. When sending group emails, you can also remind others not to use “reply all” unless the information is relevant to the entire group.
Start cleaning up: Start emptying out your inbox now and get rid of any old emails you don’t need to keep. Delete old calendar invites, advertisements or any emails where the problem has been resolved. Respond to any messages that can be answered as soon as you can. Move everything that is left until you have a completely empty inbox. Archive messages where you don’t need to take an action, but you think might be useful. You can search and find these later if necessary. Put other emails into folders based off of the type of email and the priority level.
From now on, try and automate things via rules. You can have receipts automatically go into a receipt folder, calendar invites into another, etc. A cluttered inbox can lead to your mind feeling just as cluttered.. Free up your inbox to free up your mind and create more time in your day-to-day life. Follow these steps and let email overload become a thing of the past.
If you need help with your emails, give us a call on 08 8326 4364 or via email at email@example.com.
Microsoft Office has been THE office suite for over a decade, whether it is for business or home usage. Other applications have come and gone, but it is expected that most people will be doing their work in Word, Excel, Outlook or PowerPoint. While many people have their favourite versions of Office, here are three good reasons you should upgrade to Office 365.
1) It is more accessible
Office 365 operates both locally on your computer and in the cloud – which means you can use your Word, Excel, PowerPoint and Outlook from anywhere. This means no more forgotten homework, files you can’t access until you get to work or lost documents. They are all ready and waiting in the cloud, wherever you are.
Another benefit is that the barriers between Mac and PC versions have been erased. It runs on both platforms and on any device – even iPhones, iPads, Android, tablets and many other smart devices. A hefty allocation of cloud storage comes with it too, in the form of OneDrive. Many people have started using their OneDrive to store all of their important data. If needed you can even securely share your files with a simple link, and always have complete control over who sees what.
2) It is more affordable
Previously, there was a large upfront cost per computer and you were stuck with that version until you forked out extra money for an upgrade. For people with more than one computer in their office, this was a very expensive way to obtain software. Office 365 has no large upfront costs, no matter how many computers or devices you need to install it on. It is a small monthly subscription, with no contracts. Depending on your location (as pricing differs across countries), you can have five Office 365 licenses for a whole year, for less than the cost of your previous version.
3) It is always up to date
You are always rocking the latest version of Office. You are not stuck with the one you paid for years ago, like Office 2007, 2013 or 2016. Office 365 is always the very latest. If you are still using an older version, you will be surprised by how much Office has evolved over the years. Gone are the annoying helpers, tacky looking clipart and templates and confusing buttons. Everything is intuitive and easy to use, so you no longer need to take classes or tutorials on how to work it. Even the jargon has been stripped out in favour of human-speak so you can get your tasks done faster. With the latest features, your files also take on a whole new level of professionalism. Plus, any updates, upgrades or patches happen automatically, so whatever benefits Microsoft adds is included in your Office immediately. In the past, when you upgraded your Office version it was often a drama and left your files in a mess. Switching to Office 365 is like a breath of fresh air in this regard, as it’s essentially a sign up and go situation. Older files remain intact, your hard drive doesn’t get cluttered, and you are up and running in minutes.
With Office 365 there is also a home and a business version. In this article we have only talked about the actual software side of Office 365. Depending on which version of Office 365 your purchase, you may also get many other benefits including:
- Exchange based mailbox.
- OneDrive & Sharepoint (online file sharing).
- MS Teams (collaborative tool)
- Skype for Business (communications tool).
- MS Planner.
- MS Staff Hub.
Plus Microsoft is adding extra functionality every few months.
It’s a popular option for good reason as with Office 365 you are essentially getting more while spending less. The fact that it’s always available, always the latest version and works anywhere is reason enough to make the switch. The included security features also mean you are at less risk of cyber-attack It really is a stress-free solution, saving you both time and money.
Switch to Office 365 today- contact us on 08 8326 4364 or firstname.lastname@example.org
Just one click can be the difference between maintaining computer security and suffering massive financial losses. All it takes is just one employee to click on a link in an email for your business to be vulnerable.
Here are a list of 5 red flags that point out a potential phishing email:
1. Poor spelling and grammar
The occasional typo happens to even the best of us, an email filled with errors (both in grammar and spelling) is a clear warning sign of a phishing attempt. Most companies push their email campaigns through multiple reviews where errors are fixed and the language is refined. Errors throughout the entire message indicate that the same level of care was not taken and therefore the message is more than likely fraudulent.
2. An offer too good to be true
Free items or a lottery win sound great, but does the offer comes out of nowhere and with no catch? Then there is definitely cause for concern. Take care not to get carried away with the message and don’t click without investigating further.
3. Random sender who knows too much
Spear phishing is when an email or offer is designed and crafted especially for your business. Culprits take personal details from your public channels (Facebook, Twitter, Linkedin and even offline documents such as annual company reports etc) and then use it against you. The only clues? The sender is unknown – they weren’t at the event or involved in any way. Take a moment to see if their story checks out. Even check the email address of the sender to confirm that it is correct and not just a similar sounding or looking address (see #4 below).
4. The URL or email address is not quite right
One of the most effective techniques used in phishing emails is to use domains which sound almost right. For example, [microsoft.info.com] or [pay-pal.com] Hover over the link with your mouse and review where it will take you. If it doesn’t look right, or is completely different from the link text then delete the email.
5. It asks for personal, financial or business details
Alarms should ring when a message contains a request for personal, business or financial information. If you believe there may be a genuine issue, you can initiate a check using established, trusted channels (ie phone the person on their known number not one contained within the email).
While education is the best way to ensure phishing emails are unsuccessful, a robust spam filter and solid anti-virus system provide peace of mind that your business has the best protection available.
DP Computing can help secure your business and can even organise a fake phishing attack to see if further staff training is required. Give us a call to discuss how we can help you on 08 8326 4364 or email@example.com.
Fifteen years after the Internet world united to crack down on spam emails, we are all still struggling with overloaded inboxes. All that unwanted email continues to flood the internet, much of it targeted towards small businesses and the impact goes wider than you might think. Here’s the breakdown of how modern spam works and how it is hurting your business.
What is spam?
Spam is any unwanted message that lands in your email, comes via text, social media messaging or any other communication platform. It might be sent to your main business account, eg your ‘contact us’ email or directed to your employees. Most of the time, spam are annoying but relatively innocent messages from another business inviting you to buy, do or see something. They are newsletters, reminders, invitations, sales pitches, etc. You may know the sender and have a previous relationship with them or they might be a complete stranger. Spam may even be part of a cyber attack.
Why you are getting spammed.
Maybe you or your employee signed up for a newsletter or bought a raffle ticket to win a car. Perhaps you got onto the mailing list accidentally after enquiring about a product, not knowing that simply getting a brochure sent through would trigger a spam avalanche. Often there is fine print that says they’ll not only use your details to send you their marketing, but they’ll share your details with 3rd parties so that they can send you messages too. That single email address can be passed around the internet like wildfire and before you know it, you are buried under spam. Sometimes your details are found through a hacked website, like the recent LinkedIn leak. More often though, your email is simply collected by a computer ‘scraping’ the internet – scouring forums and websites for plain text or linked emails and selling them to spammers. It is easy to see now, how individual office employees receive an average of 120 emails daily, over half of which are spam!
More than annoying.
We all know spam is annoying but did you know it’s also consuming business resources? Your employees are spending hours each week sorting their email, assessing each one for relevance and deleting the spam. Your email servers along with your Internet links are getting clogged with the spam flowing into your business. Too often, legitimate emails from clients and customers get caught up and are accidentally deleted. Plus the temptation to read the more interesting spam emails and productivity drops to zero. On the other side of the business, your email server might be dedicating storage and processing power to spam emails, occasionally to the point where inboxes get full and real mail is bouncing out. While most spam is simply an unwanted newsletter or sale notice, there is also the risk that any links may be a cyber-attack in disguise. Remember one click can open the door to viruses, ransomware, phishing or other security issues which a hacker can then take advantage of.
How to stop the spam?
Take control of your email and talk to us about your anti-spam protections. Call us at 08 8326 4364 or firstname.lastname@example.org.