Think Before Clicking – 5 Red Flags of Phishing Emails

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 support@dpcomputing.com.au.

Why Your Business Needs a Firewall With Unified Threat Management

Unified Threat Management - FirewallUnified Threat Management (UTM) is a special kind of firewall solution focused on proactive protection. Consider it like a team of virtual bodyguards that stand at the door between your business and the internet, keeping trouble out while your legitimate traffic can come and go normally.

With the increasing number of connected devices in your business network and the different ways your employees can now connect, it is more important than ever to set up dedicated security systems that give integrated protection. UTM is a series of solutions that work together, simultaneously layering your protection across the board. We’ll cover the four main inclusions here and show exactly what they can do for your business.

Robust Firewall

Put simply, a firewall keeps an eye on all the data coming in and out of your network and looks for anything abnormal. While every home PC comes with a software firewall built in, those ones pale in comparison to what a UTM firewall can do. Remember the team of virtual bodyguards? Imagine the home firewall asking nicely if the data should be doing that, while the UTM slams the data to the ground and demands answers. Its job it to make sure the data entering your network is safe, that it is not part of a cyber-attack, and that in the rare event your network becomes infected, your servers aren’t being used to attack another business.

Anti-virus Where it Matters

With so much new malware being released daily, it’s easy to fall behind in updates and discover you’ve been infected. Your employees are likely doing their best, but manually scanning each file can be exhausting and time-consuming. Your UTM anti-virus is built into the firewall, ensuring known or suspicious malware is stopped at the door removing any risk. Clearly that is the best outcome possible and will allow your employees to work at maximum efficiency, while you can run your business with confidence.

Spam Blocking

Most cyber-attacks come via email these days, with either an attachment or a link. Once clicked, the malware wreaks havoc in your network. Obviously, your employees are smart enough not to open random attachments/links, so hackers use phishing emails. These are emails that look legitimate and may refer to vendors you use, financial services you have accounts with or even seem to be from other employees. Your UTM strips down each email and checks it against high-tech legitimacy markers. If it sees anything suspicious, the email is marked as spam and either held for review or bounced away.

As the phoney emails are blocked, your employees never see the emails so they can’t accidentally open up the network for attack. While the UTM is monitoring for phishing/fake emails, it’s also culling out the general spam that clogs up inboxes. Employees will no longer have to spend precious minutes each day wading through the junk, and the likelihood of missing an important customer email has greatly dropped.

Content Filtering

In a perfect world, your employees would only access work-related sites and do work-related things online. Content filtering can help you limit the risk they’re bringing into your business via their Internet browsing. Your UTM can be set to restrict sites that infect computers, such as adult content, gambling or illegal downloads. It can also be used to restrict access to social media sites like Facebook, Twitter or Pinterest, either during work hours or completely. It’s up to your policies how much you’d like to filter and whether to add any flexibility. Some businesses allow social media during lunch breaks or have special reward hours each week. Simple tweaks like this can increase productivity overnight and give you the security you’re looking for.

You can see how a layered security solution like UTM provides a space for your business to thrive, where systems are secure, employees are able to maintain efficiency, and cyber problems stay outside the doors. The way the layers work together is more effective than a patchwork of separate systems, and a UTM is much easier to configure and maintain.

We can find the right UTM solution for your business. Call us today at 08 8326 4364 or support@dpcomputing.com.au!

Why Spam is a Small Business Nightmare

Why Spam is a Small Business NightmareFifteen 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?

The 2003 Can Spam Act (a global set of anti-spam laws) requires all marketers to follow certain rules – like not adding people to mailing lists without permission and always including an ‘unsubscribe’ link. So make sure you’re not accidentally giving people permission to email you – check the fine print or privacy policy. Next, look for the unsubscribe link at the bottom of the email. Unfortunately, not all of them include the link, or they hide it somewhere impossible to see. The worst spammers take that ‘unsubscribe’ click to confirm that your email address is valid/active and then sell it on.

Take control of your email and talk to us about your anti-spam protections. Call us at 08 8326 4364 or support@dpcomputing.com.au.

Office 365 & Email Security

Spam email

As an IT Expert, I get client calls and emails asking me about various emails they receive and whether that particular email is fake or real – almost all time the emails are fake.

To help my clients and others in a similar situation I’ve put together a video that goes through some security tips on how to protect your self from hackers and phishing attempts. The video goes through:

  • First alerts of being attacked.
  • How scammers and hackers try to fool you.
  • How to tell if an email is fake or not.
  • The Do’s and Don’ts.
  • How to tell if you’ve been hacked.
  • What to look for after you have been hacked.
  • How to prevent and protect from hackers.
  • What is 2-step and MFA?
  • What to do after you’ve been hacked.
  • Screenshot examples of phishing emails.

Check out the video below and leave any comments in the fields below.

Four Reasons To Use Anti-Spam Filtering In Your Business

Monitor screen showing spam in the mailbox

Remember the times when spam was obvious and unless you desperately needed a special blue pill they were easy to ignore and delete? The impact on your business was minimal as spam was just an annoyance rather than anything else. Unfortunately spam has now matured into an aggressive threat, marked by sophisticated attacks and rapidly evolving techniques. It is not just random electronic junk mail anymore and is putting a costly strain on your business resources.

How Spam Impacts Your Business

Hackers are now sending cleverly disguised emails to your business containing malware. Once clicked by an employee the malware can infect your computer system or steal your private data. The malware can spread across the entire computer network and beyond – including your clients and vendors. The fact that your employees must pause and examine every email adds hours of lost productivity. Some spam is so convincing that only an expert would be able to visually identify it. Employees are also more likely to miss an important email, either not seeing it arrive at the same time as a spam attack or becoming overwhelmed with the sheer number of emails.

How an Anti-Spam Filter Can Save Your Business

Spam emailEmail clients such as Outlook can perform basic filtering but to rely just on Outlook is not recommended. The best method is to implement a corporate grade filtering solution. Depending on whether you have an on premise or cloud based server an on premise or external filtering options are available. Even if you have an on premise mail server we recommend an external filtering option. An external option stops spam ever reaching your office saving precious bandwidth and server processing time.

Ways in which a spam filter will benefit your business includes:

  1. Block threats before they reach your inbox: The spam filter’s purpose is to block the spam from ever reaching your employees mailboxes. The threat is automatically identified and either held securely or immediately deleted. This is the best way to avoid activating any malware present in spam – as it’s so easy for you or an employee to click on a link in an email that seems authentic and / or important. The effects of that one click may be instantaneous or may lie hidden for months. Removing the email before it is in a users mailbox is a much safer option.
  2. Filter legitimate emails: Real mail needs to be able to stand out and avoid the trash. Anti-spam filtering has sophisticated recognition abilities which block spam only and allow real mail to land safely in mailboxes.
  3. Meet data regulations: Many businesses are subject to strict privacy and data storage regulations, some more so than others. To continue operation, they need to meet conditions including the use of spam filtering to reduce the risk of data breach.
  4. Protect your reputation: You can see how uncomfortable CEOs are when they go public to admit a breach. They must acknowledge that they failed to protect client data or that users may be infected with a virus. Not only do they then face financial loss but their business reputation takes a nosedive. Anti-spam filtering is a simple way to help reduce these types of scenarios.

Filtering has come a long way in recent years, with complex algorithms identifying and catching spam before it becomes a risk to your business. Real emails can now pass safely through without the classic catchcry of ‘check the spam folder’, and businesses can work with greater productivity and more safely than ever before. You need email, but you definitely don’t need spam or the chaos it can bring to your business.

We can block spam and keep your legitimate emails flowing. Call us at 08 8326 4364 or email support@dpcomputing.com.au today!