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Ntelogic.com | Collaborating with Office Part 1
One of the most powerful features of Office 2016 is the ability to collaborate with others. Collaborating with Office allows more than one person to work on a file at the same time. All parties see the changes as the other collaborators make them. This is a welcome, long overdue addition to the Office suite.
Adding collaboration tools to Office moves the Microsoft productivity suite up a notch, bringing it head-to-head with the likes of Google Drive and Google Docs.
Being able to edit a document with team mates and seeing the changes in real time requires some setup. With a few easy steps, your team can start collaborating with Office.
First things first. You’ll need a cloud storage account to be able to share your document. Office is aligned with OneDrive. You can also use other cloud storage services like a SharePoint folder or a ShareSync folder (more on this in Part 2).
Ntelogic.com | Word Share PanelTo begin collaborating, create a new document or open a saved document. Click on the Share button on the menu bar. Enter one or more names in the Invite People box, or choose team members from the Address Book. You can include a personal note it. When you’re ready to start, click the Share button. You’ll be asked to save your shared document. Choose OneDrive. Once your document finishes uploading to OneDrive, you’ll see the list of people you’ve invited. The people you’ve invited will receive an email with a link.
If your collaborators are using OneDrive and Office 2016, you’ll see their edits in real time. Changes will display in a color and the editor’s initials are visible.
You might not see changes in real time if your collaborators access your shared document in a different way, such as the online version of Word. In this case, check the bottom of the window. If changes are available, the status line will display updates available. Refresh the document by clicking that text, and your collaborators’ changes will appear.
You can manage the permissions of your document in the Share pane. Right-click on someone in the list of collaborators. You can remove them from the document completely or change their level of access. Also, when you’re done sharing, right-click the link in the collaborators list and choose the remove option.
We’ve covered the basics. You’re ready to start collaborating in Office 2016. In Part 2, we’ll discuss how to share a document using other cloud storage.

Ntelogic.com | Email ArchivingBusiness email contains valuable information. Email archiving preserves information and enables compliance.

Choosing an email archiving provider is no small task. Many options exist and not all services deliver equal capabilities. We explain what email archiving is and its importance in today’s business world.

 

What is email archiving?

Email archiving is a system that captures incoming and outgoing messages, stores the content and makes it searchable.

Why do you need email archiving?

Over 90% of all businesses will face a lawsuit. Regulated business fields like finance, healthcare and retail must meet compliance mandates. Every business needs to protect sensitive data against accidental loss and malicious tampering.
For many businesses, the cost of not archiving can reach into the tens or even hundreds of thousands of dollars. Email archiving is insurance against the loss of valuable and sensitive company information. When having to answer legal actions, the speed at which important messages can be gathered pays dividends.
Today, many email archiving solutions exist. We’ve put together the 10 most important questions you need to ask when selecting an email archiving service provider.

1. Compatibility with your email platform

The best setting is when your email archiving provider and email service provider are the same. If that’s not the case, make sure your provider is compatible with all popular email solutions, including Office 365, Microsoft Exchange, Lotus Notes, Groupwise, Gmail, Imail, Scalix, and Zimbra.

2. Fast migration of existing data

When you talk to a provider, ask about ingestion speed. This is how long it takes them to import your existing data. If a provider lacks a robust architecture, it can be a lengthy process to get the solution up and running.

3. Simple searching-and-retrieving

Non-It people should be able to use your archiving provider’s search and retrieve features. If they can’t, they call IT every time there’s an email to recover. This will add time and complexity to every search.

4. Fast searching and retrieving

It’s common for companies to have tens or hundreds of millions of emails in their archive. Your provider should offer the ability to search through them rapidly. The best providers can sift through these massive archives within a few seconds.

5. Robust searching and retrieving

An archiving solution may be fast and easy when searching, however if you can’t find exactly what you’re looking for, you’ll spend extra time sifting through search results. Your ideal solution will give you effective tools. You’ll want full text search, tagging capabilities, rich Boolean logic, and the ability to search within at least 500 different kinds of attachments.

6. High levels of redundancy

Replicating data across two-to-four data centers is common. Regional disasters like a hurricane can take multiple data centers offline. For the best redundancy, your provider should replicate data a minimum of eight times across their data centers.

7. High levels of resiliency

Your archived data must remain free of corruption. Always. Many email archiving solutions boast resiliency of 99.999%, which implies an annual expected loss of 1-in-100,000 objects. You should seek a higher resiliency rate, such as “eleven-nine’s”, or 99.999999999%. This indicates an annual expected loss of 1-in-one-hundred-billion objects.

8. Full compliance with government directives

Ask a potential provider if their archiving solution is compliant with FrCP, SEC, HIPAA, PCI or FInrA. If you’re thinking about going public, your archiving solution must comply with Sarbanes-Oxley (SOX). This requires tamper-proof wOrm media, ssAE-16, IsO, 27001, and FIsmA at a minimum.

9. Legal hold for any email

To have email submitted as evidence, it must usually be tamperproof. To comply with the Federal rules of Civil Procedure, a business must produce all relevant emails within a minimum timeframe. This costs $150–$450 per Gb on average when using an eDiscovery service.

10. Exceptional phone support if you need any help

If you ever get in a bind, it’s critical to have live expert help that’s a phone call away. Your vendor should stand behind their service 24 hours a day.
Your email archiving solution should make it simple to keep your email secure and easily accessed. It helps provide the preservation, protection and restoration your business needs to help safeguard intellectual property, facilitate compliance, and speed eDiscovery.

The FBI has revised its recommendations for home network security. The guidelines focus on protecting personal devices connected to the Internet. The information also applies to protecting your devices while traveling. It also provides best practices for your small business office network.
More devices are now connected to the Internet than ever before. Consequently, as the Internet of Things (IoT) grows larger, security risks also increase. Home users are especially vulnerable.
Two common misconceptions befall home users.

  • They believe their home network is too small to interest bad actors.
  • They believe their devices are secure enough out-of-the-box.

Cyber attacks are indiscriminate – they don’t consider the type of network. A network connected to the Internet is a potential target. Without specific precautions, any network can be compromised.
Most Internet-enabled consumer devices come configured with basic, default factory settings. This includes passwords to access sensitive settings. The default settings often go unchanged. Subsequently, hackers can gain access by use of the default password.
Here are some simple yet effective steps you can take to improve your network security.

– Keep your software updated

Update all software. This is one of the easiest steps to keeping connected devices safe. Along with adding new features, updates include security fixes. Windows 10 applies all updates automatically. If you’re using another Operating System use automatic updates if available.

– Remove unnecessary software and disable unneeded services

Many new computers come with preinstalled trial software. This leads to security holes. “Bloatware” as it’s known can be removed. Check running services against the list provided by the National Cybersecurity and Communications Integration Center (NCCIC). Disable any services that are not required or needed.

– Change factory default settings and passwords

New devices come configured with simple passwords and user-friendly settings. This is to make set-up easy. But it leaves the device at risk. Change default passwords to a personal password. Check router configurations and disable unneeded ports or services.

– Use anti-malware software and keep it up-to-date

Using a reputable antivirus or anti-malware app is the best line of defense. These watchdog programs protect your system and act to quarantine known and suspected threats. Many affordable software choices exist, some are even free. Be sure to set your anti-malware program to update automatically. Doing so ensures your system has protection against emerging and zero-day threats.

– Install a network firewall

A network firewall sets-up hardened perimeter where your network connects to the Internet. Network firewalls prevent intruders from gaining access to your network. Routers provided by Internet service providers include a network firewall. Check the settings to make sure the greatest protection is active.

– Install a firewall on connected devices

Use of firewalls on computers connected to your network increase intrusion protection. This type of firewall looks at the incoming and outgoing traffic. If a traffic request violates a rule, the firewall blocks the request. Device firewalls are embedded in common operating systems. Most anti-malware programs include a device firewall. Bundled firewalls offer more advanced features.

– Enable Wireless security

An open wi-fi network is a welcome sign to hackers. Use the strongest encryption protocol your wi-fi router has available. There are two recommended encryption protocols for home use. The first is Wi-Fi Protected Access 2 (WPA2) Personal Advanced Encryption Standard (AES). The second is Temporary Key Integrity Protocol (TKIP). Be sure to change the default network name (SSID) and default password. Check for firmware updates. Install updates as they become available.

– Back-up your data

Regular back-up of your files has never been easier. It is also affordable. Many options exist that automatically back-up your files. Local, cloud-based and hybrid options are available. A good back-up strategy is cheap insurance against data loss.
These recommendations are also effective for small business network security. A few simple changes can prevent a cyber-attack. They also protect against compromise of personal information and loss of data.

Ntelogic.com | VoIP Phone SystemSmall businesses are realizing the benefits of cloud-based phone systems. Using a VoIP phone system can increase productivity. Customer engagement and satisfaction also increase.
Are you (or your boss) considering a move to a VoIP business phone system? This post offers answers to the most common questions.
 

1. Is a VoIP phone service a cost-effective alternative to my current business phone system?

Compared to on-site phone systems, VoIP business phone systems offer real cost savings. In fact, savings of up to 50% are common when compared to traditional PBX systems. VoIP systems come from the cloud. This eliminates the need to buy expensive on-site hardware. Costs are predictable. VoIP phone system users pay only the monthly service charges.

2. What about maintenance costs? Our existing on-premises system costs plenty to maintain.

The technology used in VoIP business phone systems lives in the cloud. This means your service provider takes care of management and maintenance. Not only does this save you time and money, it means you system is always up-to-date.

3. Is it easy to add or remove lines of service or make changes to features?

VoIP phone systems scale fast and easy. One of the biggest values of VoIP is the ability to add or remove lines of service. As your workforce changes, even during different seasons, your phone system remains right-sized. (This also saves you money!)

4. Our current phone system has calling features that we rely on. What calling features does a VoIP phone system offer?

VoIP business phone systems have must-have calling features that help your business run. Old standards like Auto Attendant/IVR, call waiting and call forwarding are built-in. VoIP systems offer advanced features like call park and pick-up. You can also make and take simultaneous calls on the same line. Hunt groups and advanced call routing are easy to set-up.

5. We have employees in different locations. Many are mobile workers. Is a VoIP system flexible enough for my business?

Flexibility is at the core of a VoIP phone system. These systems use the Internet to carry calls. Your business phone system is available anywhere you’re connected. This makes it easy for you to keep track of mobile workers, and work while you’re away from the office.

6. How secure is a VoIP system? Our current phone system is locked in the backroom, so I know it’s secure.

Security is always an important consideration for any business. Traditional systems seem secure being on-site. Yet, they are vulnerable to tampering, theft and physical damage. VoIP systems use firewalls and other security measures to remain secure. A trained team of experts 24×7 stand behind a VoIP system. And most VoIP systems have redundant data centers. This is a clear advantage over on-site systems, and means your phone system is available when you need it.

7. Our current phone system integrates with other systems like our CRM platform. Can a VoIP system work with our other systems?

On-premises systems need middleware and custom programming to interact with other applications. Out-of-the-box, most VoIP phone systems work with common CRM, finance and billing systems. VoIP systems are hosted in the cloud. This allows easy integration with other cloud-based services.
A VoIP business phone system is an intelligent choice for today’s small business. It’s a flexible, cost-effective solution that increases employee effectiveness and customer engagement.

Ntelogic.com | Changes to Chrome and HTTPS: Is Your SMB Web Site Ready?The end of HTTP is near. Starting with Chrome version 70, web pages not served via an HTTPS secure connection will be mark as unsafe.
The search engine behemoth has been promoting the idea of an encrypted web for years. Google moved in 2014 to mark all sites served as HTTP as insecure.
Google has moved this idea forward, believing that as more site owners adopt HTTPS, Chrome security features should change in response.
The move toward securing web sites has come a long way in a short time. In fact, secure web traffic has almost doubled since 2014.
With increasingly broader adoption of HTTPS, Google is set to eliminate unsecured web pages. Chrome will begin displaying the red “Not Secure” warning.
“We hope these changes continue to pave the way for a web that’s easy to use safely, by default. HTTPS is cheaper and easier than ever before, and unlocks powerful capabilities, so don’t wait to migrate to HTTPS,” stated Emily Schechter, Product Manager, Chrome Security, notes in a blog post.
Google isn’t alone in this effort. Beginning in 2017, Firefox began warning users when web pages are delivering login fields via HTTP connections.
Sites not served by a compliant SSL certificate will appear as a potentially dangerous web site to visitors. As a result. this change could have a big impact to small business web sites.
Wordpress hosted web sites can obtain a free SSL certificate. Let’s Encrypt provides free HTTPS certificates. Many low-cost options also exist.
Installing an SSL certificate is not always a straight forward task. Having an implementation plan will reduce unpleasant surprises.
Small business web site owners should contact their web host or IT specialist to determine whether their site is being served securely. If not, the time to act is now.

ntelogic.com | What Successful Small Businesses Need from TechnologyMany small businesses manage tech issues as they emerge. Small business owners are frequently occupied with running the organization and expanding opportunities.
Security must be a top consideration. Having a strong firewall between the company’s internal network and the Internet is one of the most frequent recommendations made by IT consultants. Ensuring antivirus and anti-malware apps are installed and kept up-to-date is equally important.
Most small businesses aren’t large enough to have a CIO or other technology leader on board. Consequently, the business owner or an employee is left to deal with tech issues.
“Today’s small business CEO is the Chief Everything Officer,” said Matt Kiolbassa, founder and principal of Ntelogic, a managed IT services provider based in California’s Central Valley. “Owners are typically not technology experts and they don’t really have someone they can consistently rely on.”
Regrettably, few small business owners stay up-to-date on current hardware and software trends, or what questions to ask to stay competitive.
“Sometimes it’s easier to let the office technology remain the same, taking the ‘if it’s not broke, why fix it’ approach” Kiolbassa said. Problems are dealt with in a break-fix manner. What often gets overlooked Kiolbassa says “is the importance technology plays in business today”, adding that taking a strategic approach is crucial to success.
Unless right-sized components are put in place early on, a small business will find they’ve quickly outgrown their IT solutions.
Quality of service, availability and reliability are highly important. Likewise, prompt, knowledgeable response to IT issues is key to reducing downtime
For small businesses, it is effective from both a time and cost perspective to work with a managed IT service provider.
The number one concern – cybersecurity – is often overlooked or not even considered by small business owners.
A ransomware attack in a two-person firm would be devastating. A 2016 survey conducted by Researchscape International found 61% of businesses suffering a ransomware attack lost access to crucial files or data for at least three days. That would put many small businesses out of business.
Having access to a technology thought leader is vital to success in the small business realm.
Obtaining sensible IT advice requires asking the right questions. Here’s some questions to start the discussion:

  • What does our IT infrastructure look like today?
  • What exposure to viruses, malware and network intrusion exist?
  • Do we have strong, maintained antivirus and anti-malware protection?
  • Are important files and data backed-up using business-grade tools?
  • Who responds to IT issues, and what are their capabilities?

“Security has to come first,” Kiolbassa said. Selecting the right hardware and software that will serve the current needs of the business while affording an ROI comes next. “Coming in third is training employees so they can reach maximum effectiveness with their technology.”

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Safeguarding Against Voice Service Outages

ntelogic.com | Cloud Voice ServiceThe most recent Microsoft outage left key Office services down for over 17 hours, leaving many companies wondering how they can communicate when disaster strikes. Business is impacted and opportunities lost if phone lines are not functioning. A statistic by the Federal Emergency Management Agency highlights the impact of downtime – up to 40% of companies shut down following a disaster. Cloud-based phone systems can keep companies open for business even when phone lines aren’t, letting them continue to communicate with clients and vendors regardless of major outages.

Key Cloud Voice service features

  • With Cloud Voice service, a phone platform lives in a service provider’s data center, not a physical location.
  • Failover nodes with automatic transitions maintain high availability by compensating for server failure.
  • If a company’s main phone lines are down, a cloud-based voice system can automatically re-route calls to other devices.
  • When any challenges emerge, automated attendant capabilities can answer and route calls even with IT issues in the office.

Cloud Voice service ensures network resiliency when outages threaten to stunt business productivity. How? Well, there are a few ways. Let’s take a look at how Cloud Voice service can help improve business efficiency:

Increased mobility

One of Cloud Voice service’s major benefits is increased hardware flexibility. Employees can use desk phones from any location that provides a network connection. Phones are plug-and-play and can be easily moved across various spaces, enabling an increasingly mobile work environment or the need to quickly relocate to stay ahead of a foreseeable issue.

Minimal hardware risks

Traditionally, if a phone breaks, a company would be out of luck when trying to utilize phone services. Cloud Voice service lives in the cloud, meaning the line can be re-routed to a different platform if a phone is broken. Fewer pieces of hardware also means fewer expenses, as the only equipment needing purchase are desk phones. In the event of a damaged, lost or inoperable phone, you’ll still preserve voice communication without incurring a substantial financial burden.

Customer access

Customer interaction is the life blood of any business, which is why staying in constant communication is a priority. Cloud Voice service phone systems put a customer through, even if a phone line goes down. This increased availability means your company can stay connected to customers at any time.

High network availability

High-availability ensures Cloud Voice service-based phone network reliability will be accessible in real-time, even if your location is compromised by outages. This is where failover nodes can help, as they step in and keep systems running when certain elements fail. Unlike traditional phone systems at the mercy of outages, Cloud Voice service strengthens network reliability by keeping information safe in the cloud and free from physical damage.
The Aberdeen Group reported that downtime can cost small businesses an average of $100,000 in revenue annually. Making sure your company’s phone system is shielded from downtime events is a crucial component of business productivity. Consider enlisting the help of a Cloud Voice service-based phone system to minimize downtime effects and maximize system responsiveness to ensure customers receive consistent company communication.
 

Ntelogic has joined the Rackspace® Partner Network to provide you with a portfolio of Multi-Cloud solutions.  Rackspace, the #1 managed cloud company, helps businesses tap the power of cloud computing without the complexity and cost of managing it on their own. Rackspace engineers deliver specialized expertise, easy-to-use tools and Fanatical Support® for leading technologies developed by AWS, Google, Microsoft, OpenStack, VMware and others.
Contact Ntelogic at (209) 790-4560 or sales@ntelogic.com to begin your experience on the world’s leading cloud technologies now.

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Gmail Fake Google Docs Attack Spreading Rapidly

More Than Just Your Gmail Account Potentially At Risk

Gmail Users Encouraged To Take Immediate Action

Ntelogic.com | Security Solutions for Home & Business
 
A phishing attack that uses a fake Google Docs invitation is sweeping the Internet. The scam uses a compromised Google Docs shared document invitation that appears to be sent from someone you know. Once the fake invitation is accepted, your Gmail account will be exploited to provide the hackers full access to the Google account without requiring your password.
If you’re like most people, you have a Gmail account. They’re free, handy and a great alternative to using your business or primary personal email address in many situations. When you set-up your Gmail account, you likely furnished your personal or business email address or cell phone number so you can more easily recover a forgotten password. Can you see where this is going?
Once the target Gmail account is compromised, the hackers have full access to everything in your Google world. Combine that with them having your business or personal email address and likely your cell phone number, the possibilities are frightening. Anything linked to a compromised Gmail account is potentially at risk, even if you have enabled two factor authentication.

Call to Action:

If you receive a Google Docs sharing invitation – even if it is from someone you know – DELETE it immediately. DO NOT open any messages that look suspicious and DO NOT click on any links.
Should you have any questions or suspect your account may be compromised, please call our office at (209) 790-4560 so we can assist you.

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Opportunity Stanislaus Names Best and Growing Central Valley Businesses

Central Valley at the center of job creation and economic growth

Opportunity Stanislaus (www.opportunitystanislaus.com) as part of its Best Places to Work: Central Valley Program named the best Central Valley businesses to work for, and the local companies who are helping grow the economy by creating new jobs.
Turlock’s Dust Bowl Brewery (www.dustbowlbrewing.com) hosted a Hollywood themed event on April 12th where Opportunity Stanislaus CEO David White announced those Central Valley companies who earned a spot of the list.
Among the many Stanislaus County powerhouse businesses was the newest addition to Turlock’s Regional Industrial Park, Valley Milk, LLC (www.valleymilkca.com). Congratulations to Valley Milk CEO Patricia Smith, the Valley Milk Board of Directors and the entire Valley Milk team!
More details of the event and the entire list of companies can be found at the Central Valley Business Journal website https://cvbj.biz/2017/04/26/opportunity-stanislaus-highlights-best-companies-grow-economy/ .