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Android 13 is Safer for Business
Posted By: Ryan Richardson

We all use our phones for a lot more than sending messages and making the occasional call.

And that means most of your staff are probably using their personal mobile for work now and then. Everyone does it.

The downside of this is it puts your business data at risk. If it can be accessed on a personal mobile and that device gets breached, that’s a risk.

That’s why the upcoming Android 13 is big news for businesses.

Google’s released more information about the new features on its latest operating system for mobile devices.

There are many features aimed at keeping business data safe and secure, while also helping your people maintain a good work/life balance.

We’re already able to create separate work and personal profiles on our Android devices. This new update makes managing these profiles even easier.

For example, your team can choose which profile they open their apps in.

Let’s say they had to watch a training video for work. They can set their phone to open it in the browser rather than the YouTube app, so it doesn’t affect their personal viewing history (and therefore suggested videos).

IT admins will benefit from more control over how business devices are used. They’ll also be able to monitor security logs for Wi-Fi, Bluetooth, and passwords. And install security patches faster.

But it’s not all about the control that admins have over work-issued devices. Your employees will benefit from having their data encrypted while using their personal profile.

There will also be separate photo galleries for business and personal photos; an improved Lost Mode to lock and locate lost devices; and end-to-end encryption when using the new ChromeOS integration feature.

If you have a Google device, you should already have access to Android 13. Other Android devices can expect to receive the update in the coming weeks.

If you want to talk through the best way to manage mobile devices for your business, get in touch.


Your USB cable is about to get a speed boost
Posted By: Ryan Richardson

We’re all familiar with USB. After all we’ve been using it with our computers since 1996, and now with mobile devices too.

Yes… it’s really been that long.

Without USB it would be harder to connect different types of devices, charge them, and transfer data.

Of course, USB has changed and improved over the years. And there’s another new improvement due in the next few months.

What makes this one fun is that you won’t need to buy any new USB accessories or cables.

The USB Promoter Group, which is the industry body that drives USB improvements, recently announced the planned release of USB 4 2.0.

What’s exciting about that, you ask?

This will actually allow you to double the speeds of data transfer on cables you already own – so long as they’re no more than a couple of years old.

This new standard will see a maximum data transfer performance of up to 80GBps. That’s gigabytes per second.

It means displays will perform better and data will transfer faster. Great news to improve productivity in your business.

The USB Promoter Group is made up of tech giants like Microsoft, Apple, HP, and Intel.

Its primary job is to develop USB capabilities to meet the demand of the current market and to extend support for more platform types.

We expect to have an update on USB 4 2.0 in around November.

If you want improved productivity and performance in your business before the end of the year, contact us. There are always ways to make things faster in every business.


New Trending USB Drive Scam
Posted By: Ryan Richardson

None of your team would fall for this trick… would they?

Cyber criminals have a reputation for constantly coming up with new ways to scam us into handing over login details or sensitive data.

And while you might think your team would spot an attempted attack, you could be surprised. We’ve seen a lot of intelligent people – including many business leaders – caught out over the years.

One of the latest scams is very retro… and that seems to be why people are falling for it.

Cyber criminals have gone back to basics. They’re sending USB drives in the post.

The packaging and branding on the drives suggests they’re from Microsoft (they are not).

The story is there’s an updated version of Microsoft Office Professional Plus on the drive and it needs to be installed straightaway.

Of course, this is a complete lie. Microsoft has confirmed that these packages aren’t genuine. It’s warning people it would never send out unsolicited packages.

If you plug the drive into your computer, it will detect a “virus” and ask you to call a support line.

The scammers at the other end will pretend to remove the virus, gaining your trust. And then they’ll ask for payment details to help complete your subscription setup.

It’s old fashioned, but we can see how the mixture of the physical USB, the belief it’s from Microsoft and the fake support line would be compelling for someone who’s busy and just wants to get back to work.

We’re expecting elaborate, clever attacks through our email. Our guard is down with this mix of events.

Play it safe and warn everyone in your business about this scam.

This is also a good time to review the software and staff training you use to protect your business.

You need the right combination of the two… we can help with that. Get in touch.


Malicious Browser Extensions
Posted By: Ryan Richardson

Are you using a malicious browser extension without realizing?

There are hundreds of thousands of browser extensions designed to help us to save time, be more productive, and personalize our online experience.

And while the majority of them do what they’re supposed to, some are not designed to help you at all…

If you’re unfortunate enough to download a malicious browser extension without realizing, it could harm your productivity and even flood your work with unwanted advertising.

This is known as adware. It’s a form of malware (malicious software) that’s designed to bombard you with unwanted adverts.

It can also change your search engine and send you to affiliate pages when you’re making purchases. These activities generate revenue for the extension’s creators.

In a recent report from a cyber security company, it revealed more than 4 million of its customers have been attacked by adware hiding in browser extensions over the last couple of years.

And often people didn’t realize they were under attack.

There’s a darker scenario where these malicious extensions are hiding actual malware which can infect your computer.

This can lead to sensitive data such as your logins or even payment details being stolen. And of course, malware can spread across an entire network.

To keep your business and its data safe from the risk of malicious browser extensions, it’s important you only ever download them from reliable and trusted sources.

Read reviews and look at ratings. If a browser seems too good to be true it probably is.

As the business owner, you might also look into controlling which extensions can be installed by your team.

We can help with this, as well as looking at up-to-date software protection and (fun) security training for your team.

Published with permission from Your Tech Updates.

 

Windows 11 Features Coming to Windows 10
Posted By: Ryan Richardson

There’s no denying that Windows 11 has a lot of really cool new features.

If you haven’t made the move from Windows 10 yet, you’re missing out.

But there’s good news. To make the (eventual) move from Windows 10 to 11 a little easier, Microsoft is sharing a couple of 11’s most useful features.

The first should make printing a little easier. We can hear your cheers from here! Anything that makes printing easier is OK in our book too. Printers don’t have a terrible reputation for nothing…

This feature makes printing PIN-protected. That means when you want to print a document, you’ll send it off to the printer – but it’ll only print when you’ve reached the printer and entered your PIN.

This removes the risk of you printing something confidential and leaving it on the printer for everyone to see.

Or accidentally printing several copies of the same document. Yes, this will reduce paper waste.

And that’s not all…

There’s a second really useful feature coming over to Windows 10. It’s called Focus Assist and works alongside do not disturb.

Switching on do not disturb is great when you want a little uninterrupted time to finish a task or do some research. But if you use it a lot, you might miss a notification that you really needed to see.

Focus Assist stops that from happening. You use it alongside do not disturb and it still allows important and time-sensitive notifications and messages to reach you.

These features have been in testing since June this year. There’s still no date for when they’ll be released to everyone with Windows 10. But they’re on their way.

If you can’t wait to try more of the time saving and productivity boosting features that Windows 11 has to offer, give us a call to see how we can help you make the switch.

Published with permission from Your Tech Updates.


Cybersecurity Musts for Remote and Hybrid Work
Posted By: Ryan Richardson

For over two years now, remote and hybrid working has been a reality for a large percentage of the workforce. But recently, a survey found that many businesses have still failed to implement proper cybersecurity measures for remote staff.

Originally, the survey was meant to uncover plans for IT spending into 2023. However, the results shined a light on just how many businesses are overlooking this security risk.

Since early 2020, malware, ransomware, data breaches, and other cybersecurity incidents have risen dramatically. Attacks are also becoming increasingly sophisticated.

Globally, it’s costing businesses billions of dollars and excessive amounts of downtime. 

Around two thirds of the companies surveyed have web security tools like malware filters in place, but only half of businesses have implemented cloud-based cybersecurity systems. Cloud security provides multiple layers of protection to keep data safe from breaches or attacks. On top of being a good defense, it can also identify potential threats before they become problematic.

The survey results also indicated that 10% of organizations plan on implementing access management to ensure that only people who need access to certain systems have it. 

And finally, 9% of businesses plan to prioritize VPNs to provide secure access to company networks for remote workers.

We highly recommend that all of these security measures be put into place, especially if you have remote team members.

If your organization needs help, give us a call at 806-322-2150 or start a chat here on our website.


How will the chip shortage affect your business?
Posted By: Ryan Richardson

Since 2020, the world of technology has been experiencing a massive chip shortage. But the effects of this problem extend well past the tech industry. These chips aren’t just used for our laptop or desktop, they are found in many household appliances (coffee makers, refrigerators, etc.) and even our cars.

Knowing this, it’s clear to see how this shortage can potentially affect many different parts of our daily lives.

The shortage began during the height of the COVID-19 pandemic as production fell while demand skyrocketed. Since then, events such as the war in Ukraine, severe weather, and a factory fire have caused direct hits to chip production. But what does this mean for your business?

It means planning ahead is more important than ever.

Some of the key pieces of technology that your company needs to operate may be in short supply. Ordering one or two laptops may not be an issue, but a large order might be a bit more difficult.

Then there are essential pieces of hardware that you might not regularly think about such as network switches, which are currently taking much longer to get.

Most industry experts predict that the shortage will continue well into 2023.

Do you have someone accountable for making sure your technology is fit to empower your businesses key objectives and growth? We specialize in coming alongside companies to provide CIO level guidance and support.

If you need help, give us a call at 806-322-2150 or start a chat here on our website.


Basic Steps to Reduce Risk of Ransomware
Posted By: Ryan Richardson

Ransomware has earned its reputation as the fastest growing cyber-crime, taking aim at 37% of businesses last year. If you’re unaware, a ransomware attack consists of someone infiltrating your computer or network to encrypt your data. They hold it hostage and ask for a ransom in order to unlock it with an encryption key.

The cyber-criminal will threaten to delete all your data should you fail to pay the ransom. The ransom is typically somewhere in the tens or even hundreds of thousands of dollars.

While that is already a hefty price to pay, you must also consider the downtime, damage to reputation, and stress that accompanies these attacks. Last year, the average downtime for a ransomware attack was 22 days.

Although most experts would advise that you not pay the ransom, a new survey shows that 97% of businesses who have been the victim of ransomware say they would pay the ransom if attacked again. A third of them say they would pay instantly.

These numbers say a lot about the severity of these attacks and the stress they put businesses under, but even paying the ransom is a gamble. It’s not guaranteed that you will get your data back. On average, only 65% of data is returned after the ransom is paid.

So, what is the best approach to handling it?

It starts with having the right stack of security measures in place to prevent these attacks on the front end. This will look like:

  • Educating your staff on cybersecurity best practices
  • Using multi-factor authentication on all apps and devices
  • Using password managers to create and manage strong passwords that are hard to crack
  • Keeping all software up to date
  • Having a backup solution in place
  • Creating a response and recovery plan

Taking these proactive measures will help your business respond faster, reducing the amount of downtime (and stress) you experience.

Helping our customers reduce their risk of falling victim to cyber-crime is an important part of what we do here at runbiz™. If your business needs help, give us a call at 806-322-2150.


New Google Chrome Tool to Reduce Spam Notifications
Posted By: Ryan Richardson

Do you ever feel like you’re constantly being flooded with unnecessary notifications when you’re browsing the web? Most websites these days will ask for your permission to send you notifications, and that highlighted “allow” button is just begging to be clicked. So many of us do. And although the notifications are usually harmless (breaking news, latest releases, etc.), sometimes it’s flat-out spam.

It can be a distracting, annoying experience that sends us down unnecessary rabbit holes and kills productivity.

This is called “notification spam” and it’s turning into a problem. So much so that Google has reported it as one of the top complaints from users of the Chrome browser. Know this, Google has decided to take action.

They took their first step towards addressing the issue in October 2020 by exposing websites that manipulated users into allowing permissions. They would use prompts to warn people that the site may be malicious.

Google is now planning on taking things a step further by removing a malicious site’s permission to send notifications in the first place.

It’s still unclear how Google will determine which sites get marked as ‘abusive’ or ‘disruptive’, but they seem to be making good progress towards a spam-free browser experience.

The new feature works to strengthen Google’s ‘Developer Terms of Service’ which pledges not use their API to send spam of any kind.

Development on Chrome’s new notification spam blocker is in the early stages, so we don’t yet have an expected release date.

If your organization needs advice on protecting your team from any form of spam, get in touch.


How much time do you lose to spam?
Posted By: Ryan Richardson

Nobody likes spam. I’m not talking about the salty canned meat. I’m talking about the clutter in your inbox.

It goes beyond the annoyance of having to clear it out. Having to take the time to sort through spam is a real productivity killer.

A new report shows that your employees could be wasting up to 80 hours per year filtering through and deleting useless emails. That’s a lot of time.

On any given day, between 45% and 85% of emails are spam. That also accounts for malicious emails that are hoping to infect your system. And even though we don’t all receive the same amount of email, the hours lost to sorting the important from the junk add up for all of us.

If you add up all this lost time across your organization, the cost of the wasted time could be shocking.

Beyond that, with a portion of these emails being malicious phishing attempts, you’re looking at a sizable security risk as well.

There are several things you can do to reduce the time spent dealing with spam.

The first thing we recommend is making use of the spam and junk filtering included in your email service.

We believe it’s also important to utilized dedicated anti-spam and anti-phishing tools.

The last and arguably most important thing I’ll recommend, is user training. Make your staff aware of the risks that come with spam, how to spot phishing emails, and the best way to deal with them to save time and reduce the chances of opening the door to malware or a data breach.

If you’d like help making sure your company has the right tools, processes, and training in place, we’d be happy to talk to you.


New Privacy Feature in Windows 11
Posted By: Ryan Richardson

We’ve all felt it. Our applications seem to be a little too interested in what we’re doing.

Maybe you’ve been talking to your friends about a new pair of shoes you want, then the next time you open social media, you’re flooded with advertisements from Nike, Adidas, and Reebok.

Surely this isn’t a coincidence… Is it?

Some find this helpful, while others find this creepy. Luckily, we’re starting to gain more control over the type of information being gathered by our apps. iOS and Android have both taken steps to give the end user more power when it comes to online privacy. They’ve allowed us to choose which apps have access to things like our camera, microphone, location, etc.

Many would assume that this is only an issue with phones, but laptops present the same situation.

For those of you who like to keep your privacy tight, we have good news. Microsoft is in the testing phase of a new feature called Privacy Auditing that puts the power back in your hands. Privacy Auditing will provide transparency around which applications are using your webcam, microphone, screenshots, messages, contacts, and location. There will be a log of when each of your apps accessed any of this data or hardware.

Once the feature is released, you’ll be able to find it in your Privacy & Security settings under App Permissions.

If you need help with data permissions on your business’s devices, get in touch. We’d love to help.


Top 3 Cybersecurity Mistakes Made by Businesses
Posted By: Ryan Richardson

The 2022 Cybersecurity Almanac predicts the cost of cybercrime will reach a record high of $10.5 trillion by 2025, but there are still a handful of businesses that are not taking measures to protect themselves.

In cyber-attacks, your business loses more than data. You must factor in the cost of mitigation and remediation, which can often run up into tens of thousands of dollars. Additionally, businesses suffer 21 days of downtime on average, following an attack. The cost of that downtime will differ from business to business. Not to mention any damage this could cause to your reputation.

The best defence is taking a multi-layered approach to your company’s security, meaning several solutions are working alongside each other to close the gaps in your vulnerabilities and give your business an appropriate level of protection. This will reduce your risk of something slipping through the cracks but will also make recovery efforts easier should something happen.

It’s important to point out that there is no combination of tools that will keep your business 100% immune to cyber-attacks. At least not without locking your systems down to the point where doing business is nearly impossible.

The real key is finding the right balance between usability and protection, which will again, vary by industry and business.

Today we want to explain three of the most hazardous mistakes businesses frequently make.

1. Not properly managing employee access

Different roles in your organization will have different needs when it comes to application or documents. Treat it like so. Giving everyone an “all-access pass” increases the odds that a criminal will find an open door to your entire network.

Remember to update privileges whenever someone changes positions or leaves the company.

2. Allowing lateral movement

If a bad actor gains access to a device used by someone on your admin team, it might not be the end of the world. But what happens if they find a way to move from your admin system to your billing system… Then to your CRM... Then into someone’s email account.

This is called lateral movement. The bad actor crawls their way from one system to more critical systems.

If they can access the email of someone with admin rights to other systems or accounts, they can start wreaking havoc and locking other people out by resetting passwords.

Sometimes, the most effective strategy against this is “air gapping”, meaning there is no direct access from one area of your network to another.

3. Neglecting to plan and protect

Companies who work closely with their IT team to set strategies into place have lower odds of being attacked.

Having an updated plan in place that outlines what to do in these situations is a must.

This will give you back valuable time in your recovery efforts and limit the amount of data you lose.

If any or all of these three things are going unaddressed at your organization, we can help. Call us at 806-322-2150.


The Top 5 Things Hurting Your SEO
Posted By: Ryan Richardson

Today we are going to try to answer the top 5 things that could be hurting your SEO, so let’s dive in.

#5 Your On-Page SEO is not setup correctly

We have talked about On Page SEO before, but as a reminder, on Page SEO is SEO that best practices that have to do with your pages. There is a long list of things that you want to make sure that you are doing correctly when setting up a page, and missing some of the key checklists can cost you when it comes to your rankings.

#4 Toxic Backlinks

We have talked about backlinks in a previous episode as well, so be sure to go back and check that episode out for more detail. A Toxic backlink is a site that google thinks is unsafe, but it has a link on its website back to yours. As a refresher, SEO doesn’t just have to do with your site, but with everyone else who might also reference your site. This can be fixed my getting your SEO professional to take an audit of the backlinks to your site.

#3 Page Speed

Page speed is an SEO killer. Here is a stat for you. 81% of other marketers agree the slow page speed can influence their conversions. I mean, who wants to sit and wait for a website to load all it’s cool images and content to load. This can be tricky to fix and will most likely need the help of an SEO professional to understand what a Page speed test is returning.

#2 Keyword Duplication

As a reminder, keywords are the words that people are searching are searching and what you are trying to target to rank with your SEO campaign. Keyword duplication is where you have the same keywords on multiple pages. This can throw off Google and not know which page to rank so it doesn’t rank either of them. You can fix this by making sure that each page has unique content and descriptions

#1 Keyword Stuffing.

Keyword stuffing can be done intentionally or unintentionally. Bad news is that google can’t tell if it’s by accident. Keyword stuffing can happen when you use your target keyword multiple times in a description. An example is “Well sell yellow umbrellas. Our yellow umbrellas are awesome and if think you want a yellow umbrella, contact our yellow umbrella specialist and yellow.umbrella@yellowumbrella.com. Google can see right through that and is like, “Nope, sorry”. You can fix this by creating a unique sentence highlighting other keywords as well.

That’s our top 5 things that can hurt your SEO. If you need help in this area, we would love to talk to you more about how runbiz can help you with SEO.


Is this the end of passwords?
Posted By: Ryan Richardson

Let’s be honest. Passwords are a pain.

Coming up with one, not forgetting it, and typing it in.

It can be a real distraction when one of your apps logs you out and forces you to log back in.

It’s irritating to all of us. However, there may be an end in sight.

Microsoft, Google, and Apple are working together to end passwords for good.

In the next 12 months, there are plans to introduce no-password logins across all of their respective platforms, abiding by standards outlined by the FIDO Alliance, which is an organization that exists to develop and promote authentication standards that “help reduce the world’s over-reliance on passwords”.

The alternative to passwords is typically referred to as a passkey.

The passkey is like multi-factor authentication in that it requires a second device to prove it’s you, but with less effort.

Instead of having you click approve or copy a code on your device, your computer will use Bluetooth to detect your phone nearby.

If your phone is detected nearby, you will receive a verification message. Then unlock your phone the usual way (face ID, fingerprint, or PIN), then you’re in.

When you sign up on a new website or app, a key pair is made between your phone and the website. This is referred to as public key cryptography.

If losing your phone is a safety concern, you can rest knowing that someone would need to be able to unlock your device, not just have possession of it. This is a good reason to opt for using FaceID to secure your mobile device.

When you get a new phone, you can simply transfer over your information because passkeys will be backed up in the cloud. 

Not only will the passkeys make accessing your accounts simpler, but they should also keep your data safer.

This system seems to be a big step forward in the world of authentication, and hopefully one that we all benefit from soon.


New Teams Updates for Summer 2022
Posted By: Ryan Richardson

Microsoft Teams has gained a tremendous amount of popularity in the last several years and is now serving 270 million users each month.

Timing played a big role in its initial success with the shift to working from home at the beginning of the pandemic.

But the growth of Teams has remained steady, even as many have returned to the office.

It has become a vital part of the way employees collaborate, and businesses can’t imagine going back to a Teams-less reality.

One thing that makes the platform special is Microsoft’s ongoing commitment to adding improved functionality and features.

Recently we’ve received new features such as a virtual whiteboard for brainstorming during a video call.

We’ve also seen improvement in chat, with the added ability to pin chats with certain colleagues to the top for easy access. You can even customize your view to focus on just one task at a time.

But today we are focusing on three new features that are coming soon.

The first is one we believe should’ve been there from the very beginning. Any time you rename a Teams channel, the name of the corresponding SharePoint folder will now automatically update to match. We can expect to see this by the end of May.

Next month, a Chat-With-Self feature will arrive. This may seem strange, but it will give you the ability to send yourself notes, files, messages, or images. This is one of those things you don’t think you need... until you do. I’ve been there.

And lastly, there are improvements coming to the calling experience from your browser. Until now, the experience calling out of the app has been better all around, but this will bring the browser functionality up to speed.

As always, there are many updates still to come throughout the remainder of the year. We look forward to keeping you posted as they roll in.


Top 5 Questions About SEO
Posted By: Ryan Richardson

Today we're going to answer the top five questions that we get from people about SEO.

Question #1: How does SEO work?

We've mentioned this before, but Google has over 200 ranking factors for how they determine how they position websites in their rankings. Search engines crawl or scan your website to try to understand what it's actually about. The best SEO practices make sure it's very easy for those bots to scan your website and try to figure out what your site is all about.

Question #2: How long does SEO take?

Too long. In the olden days, you could launch a website and probably start to rank quickly because of how limited the ranking factors work. Now it takes time for Google to index your site. If you're a brand-new website, you're going to struggle very early on with ranking where you want to. Most SEO experts estimate four to six months before you start seeing results.

Question #3: Does blogging help SEO?

Yes, blogging is an easy way to get fresh and new content on your website, which is also something that Google is looking for when searching your site. Plus, blogs are usually trying to answer a popular question, and that's what you're doing when you're searching the Internet, right? You're looking for an answer.

Question #4: Can I do SEO myself without hiring an SEO professional?

Yes and no. Yes, you can try to do SEO yourself. You can implement a very basic SEO strategy on your site, but it is very time consuming. Not only is it time consuming, but the landscape of SEO is ever evolving and ever changing.

Question #5. What is the most important part of SEO?

While all aspects of SEO are important, your online reputation holds the most weight. And remember, your online reputation can consist of backlinks, brand mentions on the internet from new stories or blogs, social media mentions, etc. Your online reputation doesn’t have much to do with your current website. You could have a great, beautifully designed site, but you're only truly being successful at 50% of SEO.


Businesses Are Spending More On IT This Year
Posted By: Ryan Richardson

As a business owner or manager, you know how important good IT is. Your business couldn’t function without it.

Your IT isn’t just about computers and data. It’s everything from your phone system to your printers, to where you access your documents.

And that’s without going into the measures you must take to keep your data and infrastructure safe and secure from cyber criminals.

So, we weren’t surprised by a new forecast from IT research and consultancy firm, Gartner, which predicts businesses will spend more on technology this year.

In fact, the global IT spend could reach an enormous $4.4 trillion. That’s despite rising inflation, the Russian invasion, and shortages in both chips and IT talent.

We believe there’s been a fundamental shift in the way businesses view their technology.

Two years ago, at the beginning of the pandemic, companies were forced to take unexpected urgent action to help employees work from home. In many cases that meant a large investment in devices, rapid changes to systems, and the adoption of new technology.

And it’s worked out well for most. Businesses have adapted quickly, and many have embraced the changes on a more permanent basis.

But it’s also made business leaders realize they need to be better prepared to respond to future potential disruption.

This is the difference between a flexible and agile business… and one that stumbles at the first hurdle.

Many businesses no longer see IT as a cost. They embrace it as an investment. They can see the direct correlation between creating robust, safe, and flexible systems – and their teams’ abilities to achieve more.

Owners and managers are also placing more value on excellent, proactive technology support from a trusted partner.

To not only plan and execute big development projects. But also, to help reduce downtime and ensure systems are secure and running as they should be.

If you’re reviewing your spend on technology and support, we can help. Get in touch.

Published with permission from Your Tech Updates.


New tool for organizing tabs in your browser
Posted By: Ryan Richardson

We all have different ways of working. Some of us prefer to have a minimal number of things displayed on our screens. Others thrive when everything is open and in sight.

But we can all agree that having 20 tabs open in your browser at any one time has a negative effect on productivity.

Just because it takes so much more time to find the web pages and services you need when you’re looking for them.

This might not be a problem for much longer.

If you’re a fan of Microsoft browser Edge, you’ll be interested in a new feature that’s going to debut soon.

Workspaces was originally revealed a year ago, back in April 2021. But since then, Microsoft has gone quiet about it. We assumed it was dead in the water.

But a preview build of Edge that’s just come out for developers includes an option to create new Workspaces. So, it looks like we could all be seeing the feature rolled out in the months ahead.

Workspaces allows you to group together browser tabs, and open or close groups with a click.

There are a number of ways you might use this. Perhaps to keep work-related and personal information separate. Or even grouping together information relating to different projects.

These groups can be named and color coded, so it’s easy to find the right information at the right time.

And unless you delete a Workspace, when you close and reopen Edge all your tabs will be there waiting for you.

There’s no release date for this yet. But if you can’t wait to get stuck in, more good news – Google’s Chrome browser already offers a similar feature called tab groups.

A simple right-click lets you group together tabs, label them and color code them too. You can even reorder them on your tab strip to organise them further.

Need more productivity boosting tools for your business? We’d love to help, just get in touch.

Published with permission from Your Tech Updates.


Are your remote workers setup for success?
Posted By: Ryan Richardson

A new report has discovered that 67% of remote workers are using faulty tech when they work remotely.

And often that’s because they’ve accidentally damaged the tech themselves… they don’t want to admit it to their boss in case they get into trouble.

A company that sells refurbished technology surveyed 2,500 employees.

It found that laptops were most likely to be broken, followed by keyboards, monitors, and PCs.

Most of the time the damage was done by spilled food and drink. Other causes of damage included other people in the house – such as a partner or housemates – and of course, pets.

We’ve all watched in horror as a cat brushes up against a full glass of water next to a laptop…

While more than half of people try to fix the damage, and 81% of people continue to use their faulty device with limited features, a third of workers switch to their personal devices instead.

As well as this causing a loss of productivity, it could also be a huge data security risk for your business.

Because it’s possible their personal laptop doesn’t have as much security protection as their work laptop does, such as:

  • Security software
  • Data encryption
  • Enhanced password protection such as multi-factor authentication

Their personal devices also aren’t being monitored by your IT support partner.

When an attacker gains access to an unmanaged device, if it’s connected to your network, it’s possible they can get access to the wider network, and all of your business’s data.

This can result in your data being stolen and sold. Or worse, your data being encrypted so it’s useless to you – and you must pay for its return. This is called a ransomware attack and it’s the greatest cyber security threat to your business right now.

It’s not just access to your data that’s the problem. After a ransomware attack, there is a huge time and financial cost involved in making sure your network is clean, protected and secured.

Our advice is to make sure that everyone in your business understands the risks involved with using personal devices for work purposes, whether they work remotely or not.

You might want to make a golden rule that all work must only be done on business devices.

You could also create a culture where it’s OK if a device gets damaged, so long as it’s reported quickly.

If you need any help choosing the right technology or cyber security approach for your team, or creating new policies to help your staff choose to do the right thing, give us a call.


What are backlinks? SEO Tips for your Business
Posted By: Ryan Richardson

Hey everyone, welcome to Web Tip Wednesday: Website Edition – Episode 3.

Last time we talked, we went over the topic of how to rank on google. This gave us some good insight into on-page and off-page SEO.

Today we are going to expand on an off-page SEO strategy and talk backlinks. Backlinks are an important part of your SEO strategy, but tragically, they are often forgotten.

We hope to answer 3 main questions about backlinks, which will in turn, help you drive traffic to your website.

So, let’s start with the obvious, what are backlinks?

Last time I told you that off-page SEO can be boiled down to one thing, “reputation”. Backlinks are one of the most effective ways to build your reputation online, because a major hint to what they are is in the name. Back links. This is just an easier way to say, “links back to your website”. And they are just that. Other websites that link to your own website.

If reputation matters when it comes to SEO, then it really matters which websites are linking back to your website. When browsers start crawling the internet for websites, they are logging how safe they think a given website is. The safer and better the website is that is linking back to your website, the more that can help your rankings. The more “toxic” sites that link back to your website, the more that can hurt your rankings.

For example, if you are looking to go eat at restaurant and someone you know gives you a recommendation, you might believe them or you might not. But what if someone else that you know also recommends that same restaurant? The more people that start recommending that restaurant, the more you will believe that it’s a good place. It’s the same with google. The more sites that Google trusts who recommend or link to your site, the more Google likes you.

So, here’s the real question. How can I get backlinks?

Well, like most things in SEO, it takes time and work. Backlinks can come from all sorts of sources. The best place to start is with social media. You probably post to your Facebook account already, so why not add in links to your website? You could also get links from your local news outlets by issuing press releases and advertisements. But make sure they are a reputable source because that is the most important part of backlinks.

If you need help with your SEO strategy, reach out to us and we’ll help you get started.


New Ransomware Trend Using Contact Forms
Posted By: Ryan Richardson

We’ve spent a good amount of time talking about cyber attacks and scams lately, and this is not to pedal fear or worry, but to do our part in making our customers and anyone who comes across our content safer. With that said, there is another trend making the rounds that we have seen increasing in popularity.

Cyber criminals are oftentimes smarter than they are given credit for. They are constantly evolving to find new ways to access your data. Luckily, the tools we use to defend against these attacks are also getting stronger and more sophisticated. Some email security tools are particularly effective at identifying this type of malicious behavior. Because of this, cybercriminals are trying to get in through contact form submissions on business websites.

They act as if they are a new potential customer interested in your products or services, then ask you to provide a quote. When you respond, they send over something called an ISO file, claiming it’s relevant to the quote they are requesting.

It’s important to note that they will not attach this file in the email. Instead, they will use some sort of file service, such as WeTransfer or Dropbox. This is meant to skirt your email security systems.

Typically, whoever is managing this conversation at your business is going to be excited and more willing to continue down this road because of the possibility of bringing in new business (watch out sales teams).

If you do open the file, it will give the attacker remote access to your computer. This is their doorway into your network where they will likely launch a ransomware or malware attack.

Ransomware is no joke, and you want to do whatever you can to prevent this situation from happening at your company. The attacker will encrypt your data, then ask for a hefty fee to return it. There is no guarantee the payment will work.

We can’t stress enough the importance of checking and researching the companies who claim to be in the market for your services before opening any sort of attachments or following any unsolicited links.


Protect Your Business from These Common Financial Phishing Scams
Posted By: Ryan Richardson

Protect your business from these common financial phishing scams

The average office worker sends and receives around 121 emails every day.

And while that sounds like a lot, what’s more shocking is that 3 billion phishing emails are sent each day. They account for 1% of all email traffic.

What’s a phishing email? It’s an email sent by cyber criminals that pretends to be from a trusted source, such as your bank, Amazon, or a delivery company.

They’re trying to get you to click on a bad link. Maybe so they can install malware (malicious software) on your computer. Or to fool you into trying to log into a fake website; accidentally giving away your login details.

Your team will probably each receive several phishing emails every week. So, it’s really important they know the warning signs to look out for.

New research has revealed that PayPal was the most spoofed business in all financial phishing emails in 2021, accounting for 37.8% of attacks. Mastercard and American Express followed behind, with 12.2% and 10% share of attacks.

It’s because PayPal is so widely used – it has 392 million active accounts right now – that criminals pretend to be the online payments giant.

With a quick look, a typical phishing email really looks like it has come from the real business.

It will ask the recipient to update their details, or check for unauthorized activity. The worry that someone may have breached their account can cause people to let hackers in. Ironic, isn’t it?

Phishing is bad for anyone personally. But if hackers get into any business account, the resulting data breach can be devastating.

It’s absolutely vital that you educate all your people on the warning signs to look out for.

First, always check the link you’re being asked to click. Hover your mouse over the link and look at the URL. Does it look suspicious? Is the business name spelt correctly?

Check the address the email has been sent from. Does it look like a standard email address from the business? Or does it seem a little strange?

Look closely at the content of the email too. Emails from scammers will likely contain grammatical mistakes. They might not address you by name, and the layout may look slightly different to a genuine email from that company.

Trust your gut feel. You might feel it’s not quite right but be unable to say why. Don’t ignore that nagging feeling.

If you’re ever unsure, go to your browser and type in the real website address, then log into your account that way.

How protected do you think your business is? Are you certain all members of your team would spot a scam before clicking a link?

We’d love to help you review your data security and cyber-crime awareness training. Get in touch.

Published with permission from Your Tech Updates.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to Rank on Search Engines
Posted By: Ryan Richardson

Today, we are going to going to talk about the different types of SEO and answer the most asked question when it comes to SEO, “How do I get my website to rank on Search Engines”. It’s a big question and is ultimately the sign of good SEO. But, to a lot of people’s surprise, it takes a lot more work that most people realize.

So, let’s the break this down.

SEO can be categorized into 2 types.

On Page SEO and Off Page SEO. You need both to reach your goals. Both take work, and both are important.

Let’s look at On Page SEO. On Page SEO all boils down to SEO that you can control, and it has everything to do with what you can do on your webpage itself to improve rankings. This can cover everything from Web page speed, to security, to Meta Data. It basically covers all the best practice things that you need to adhere to, so that when search engines crawl your website, they can easily tell what your website and web pages are about and make sure they rank for the correct things. Most people stop here when it comes to SEO and there is a common misconception that all you need to rank in search engines is On Page SEO.

While On page SEO is good place to start, you are actually missing out on a bigger and just as important piece what it takes.

With that, let’s talk about Off Page SEO.

Off Page SEO can be boiled down to one thing. Reputation. Reputation is a major part of what Search Engines are looking for when deciding who to rank where.

Think about it like this. If On Page SEO gets you a seat at the table. Off Page SEO is what get’s you a closer seat to the Buffett, and not stuck next to the bathrooms.

Off Page SEO covers everything from backlinks to Social Media Presence, to Business Listings. Search Engines are now not just indexing your site for search engines, but they are searching all of the internet looking for any mention of your business and your website. That’s why your online reputation is so important. It can make or break you reaching your goals.

….And Reaching your goals is what we are all about here at runbiz. SEO can be a vast and complicated thing, but we at runbiz are here to help.

So, how do you get your website ranking on google? It’s simple. On Page And Off Page SEO.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Microsoft Teams Introduces Walkie Talkie Feature
Posted By: Ryan Richardson

Instant voice communication with your whole team at the push of a button: Walkie talkie comes to Teams

If you like looking at all the new features in your Microsoft Teams application, you might have noticed the walkie talkie feature in preview.

Maybe you’ve even tried it out on an Android device?

It seemed like a fun gimmick. Now Microsoft has rolled it out to iOS devices as well, meaning it can be used by every member of your team, and we believe it has the potential to become a powerful communication tool.

Let’s look at what it is before we explore how you’d use it.

If you were alive back in the 1980s, you’ll remember real walkie talkies. They were the coolest way to talk to your friends on the move – long before we had cell phones, of course.

If you’re too young to remember the 80s, then go watch a few episodes of Stranger Things and you’ll get the idea.

With a walkie talkie you press a button to talk, and everyone who has a device on the same frequency as yours can hear you speak.

They can only reply when you let go of the button, and only one person can speak at a time.

What that gives you is ordered real time voice conversation between a group of people.

This new Teams feature works in exactly the same way.

There’s no need to call anyone. Like a real walkie talkie, you just push a button on your phone to speak, and everyone in your Teams channel can hear you.

It works on both Android and iOS devices, so long as they’re connected to the internet. It even works if your phone is locked.

Walkie talkie was originally created with front-line workers in mind.

The idea is that when you’re away from your workplace you can quickly and securely communicate without additional devices or being slowed down by the hassle of a phone call (which can mean going through a voice-automated system, or waiting for an answer).

We can see this being useful for remote workers too. It doesn’t matter whether your team is in the office or working from home – they can have a voice conversation in real time, just like the old days when everyone worked in the same space.

Before you can use walkie talkie in Teams, you’ll need to make sure it’s enabled. Your administrator will need to do this in the Teams admin center.

Published with permission from Your Tech Updates.


Microsoft Increasing the Cost of 365 in March
Posted By: Ryan Richardson

 

In case you haven’t heard, Microsoft is increasing its subscription prices for Microsoft 365 in March.

It’s the first big price rise in a decade, and you can expect to pay around 20 to 40 per cent more.

In fact, it’s not just a price increase. Microsoft is also changing the way it sells 365. It’s a complicated situation and there’s bound to be some short-term pain as we all get used to it.

Here are the basic details. You should talk to your IT support partner over the next few weeks to see exactly how it’s going to affect your business.

From March you’ll have a choice of sticking with the rolling month by month contract and swallowing the price increase. Or you can commit to a 12 month agreement.

The big benefit of an agreement is that it’ll lock your current pricing for a year. But there’s a downside – you’ll lose flexibility.

During your contract you can increase the number of licenses you use… but you can’t decrease them.

In real terms, that means if you take on more staff, it won’t be a problem to give them access to the essential business tools they need.

But if your headcount goes down for any reason, you’ll have to pay for the 365 licenses you no longer need.

You also won’t be able to move your Microsoft licensing to another IT support company during that contract.

The other option then, is to have a monthly rolling contract. You can add or remove licenses as needed, but overall, the price will be higher. For some businesses, that flexibility will be worth paying extra for, and better value long-term.

It’s worth thinking through your plans for the next 15 months before deciding.

If you want to talk through which option’s going to be best for you, do give us a call.

Published with permission from Your Tech Updates.


What is SEO and why does it matter?
Posted By: Ryan Richardson

Today we are going to be introducing a new segment to our series called Web Tip Wednesday: Website Edition. 

In these segments we are going to take a deeper look at all things websites. What makes them great? How can they be successful? How can I make them more visible? And hopefully in turn, we can make the internet a safer and better place. 

Today we are going to begin our segment talking about the one thing that everyone wants on their website, but no one knows what it is.

That’s right, we are going to be talking about SEO.

We get this question a lot from our customers because it seems like once a week, someone is trying to sell them on SEO. You might get those crazy emails that tell you that no one can find you on the internet and that your website is terrible. They might claim to have the power to make your website #1 on google and to make all your dreams come true. All you have to do is pay them some amount of money and with their magic SEO powers, they’ll waive their wand and voila.. you are at the top of google.

We also get the same question about SEO, and it’s always, “How can I become #1 on Google?”

Before we can answer this question, we need to first understand what SEO is and why it is important.

I am going to try to answer four simple questions about SEO that will hopefully help you understand the basics about SEO and how it can help your business.

Let’s start at the beginning.

WHAT IS SEO?

SEO stands for Search Engine Optimization and can simply be defined as the practice of increasing the QUANTITY and QUALITY of traffic to your website through organic search engine results. As an example, if you are an apple farmer and the only people coming to your website are trying to buy computer products, you have a problem with the quality of your traffic.

SEO helps you increase traffic to your site, but it also makes sure that the people going to your website want what you are selling.

WHY SHOULD I CARE?

Statistics show that 64 percent of customers search for local businesses online without any specific business in mind.

That means most people are looking for an answer to a question and they don’t care who gives them the answer if it helps them. This can be a problem if no one can find you online. That might drive them to a competitor to find that information and ultimately give your customers their business.

HOW CAN SEO HELP MY BUSINESS?

Not only is SEO measurable, but it produces a higher ROI by sending more leads to your website. Without SEO, your website will be seen by fewer people, reducing your chances of converting prospects into customers. SEO is about making sure that when someone needs to find you, they can.

WHAT IS SEO NOT?

Most people think SEO is something that is done once. SEO is NOT a set-it-and-forget type of process.

via GIPHY

Did you know that google has over 200 ranking factors to determine how to rank websites in their search engine? Whatever you were doing with SEO 5 years ago, is already obsolete. With the ever-evolving ranking criteria and constant algorithm updates, your SEO plan takes constant analyzing and adjusting.

We are just touching the surface of what SEO is and I hope you will continue to come back and learn more about one of the most important pieces to your website.



Password Managers - Are they safe?
Posted By: Ryan Richardson

Stories surfaced at the end of 2021 about the password manager, LastPass, having some of its customers’ master passwords compromised.

The Vice President of Product Management at LastPass, went on to state that the alerts were “likely triggered in error” due to an issue in the LastPass alerting system that has now been fixed, but this whole situation has caused some hesitation around the use of password managers. 

DO YOU USE A PASSWORD MANAGER IN YOUR BUSINESS?

At Runbiz, we recommend it. We believe that the advantages of password managers far outweigh any risk, especially when you secure your account with multi-factor authentication.

Let’s start by telling you what a password manager is and how it works.

Most people have dozens of online accounts and services they currently subscribe to or have used in the past. This number is typically much larger for business owners and managers.

To login to each of these, you need your email address and a password. These details – along with something called multi-factor authentication, where you enter a code from another device to prove it’s really you – are the main weapons stopping cyber criminals from accessing your accounts.

These services all require you to sign in with an email address, a password, a sometimes a second device for multi-factor authentication to ensure that it’s you and not a bad actor. These are all of the factors that stand in the way of unauthorized users getting into your accounts.

For years now, scammers have found it easy to get email addresses, with them being widely available across the internet, but recently they have become very smart about guessing password. Most use automation tools to help their efforts along.

There are several common ways that someone would land on your password. The first being a common word attack. This is where they will try out thousands of common words as the password. It tends to work well against people who use their kid’s name, pet’s name or even their favorite football team’s mascot.

Another approach would be what is known as a brute force attack. This combines millions of combinations of random characters.

The most effective way for someone to access a wealth of information, is to discover a password you use on one account, then try it on all of your other accounts. If you are one of the many folks that reuse passwords on a regular basis, one account breach could lead to major trouble for you.

There are some simple best practices for creating passwords that prove to be very effective:

  • Use lengthy, random passwords or full-on sentences (such as “$unshine@Th3BeachisN1ce.”)
  • Don’t write out your passwords or store them anywhere that is not encrypted
  • Avoid using the same password on multiple accounts

It’s easy to be aware of best practices but putting them into action is a challenge. Keeping up with multiple passwords and remembering which account they belong to is probably not going to happen. And we all know that resetting your password every time you try to log in is flat out annoying.

So, to make life a little easier, people compromise on these best practices and simplify.

Some of your employees will probably use weak password. Others might use the same one for everything. Or worst-case scenario, Bill from accounting leaves his password on a sticky note plastered to his monitor. 

This is where a password manager comes in and makes the burden of these best practices more realistic and convenient.

When you create an account or it’s time for a new password, it will randomly generate a very long password (ideally at least 16 characters), that is tough for the human eye to even read. It also scatters in special characters such as %, $, and @.

Best of all, it remembers the password, and when it comes time to log in, you don’t have to type a single letter. It will autofill the password for you.

WHAT ARE THE CONS OF USING A PASSWORD MANAGER?

Most hesitation revolves around storing all your passwords in a single place. In theory, if someone were to hack your master password, they would have everything at their fingertips. But there are several layers of protection that we always recommend using. This starts with creating a very strong master password that uses the best practices we covered above. This is the only password you will have to remember, so you might as well go above and beyond. Second, enable Multi-Factor Authentication on all your accounts. Finally, when it’s available, turn on Face ID.

Can you eliminate every ounce of risk that comes with using a password manager? No. There is no 100% full-proof method with anything cyber-security related. Is using a password manager safer than not using one? We believe so, which is why we recommend them organizations that we serve.

Password managers make good cyber-hygiene realistic and attainable for busy people.

If you want our recommendation of which password managers to investigate, reach out to us here on our website and we will point you in the right direction.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


What is Phishing and How to Avoid It in 2022
Posted By: Ryan Richardson

WOULD ANY OF YOUR STAFF ACTUALLY CLICK THAT LINK?

Phishing is one of the biggest threats to your business’s cyber security. It’s where criminals send an email pretending to be someone else, such as an important vendor, your bank, or someone else you might trust. They’re trying to get someone to click a bad link, which can open the door to install malicious software. Or worse, let them into your network to prepare a ransomware attack, where your data is encrypted until you pay for its return.

3.4 billion phishing emails are sent every day. And 75% of businesses across the globe have experienced a phishing attack. 

Today we will look at some phishing trends going into 2022, but before we do, let’s quickly run through a few basic red flags to look for in a phishing email:

  • Phishing emails will generally have a sense of urgency and/or be highly emotional.
  • They are likely to contain grammar and spelling mistakes.
  • They might contain suspicious attachments or links.
  • The domain name in the email address might be misspelled containing extra letters or numbers.

Now that we know what to look for, let’s dive into trends that are becoming increasingly popular in 2022.

EMAIL ACCOUNT COMPROMISE

Whenever a bad actor successfully compromises an email account, phishing becomes much easier and more effective. Especially when the person that has been compromised is in higher up in the company.

This is particularly dangerous because employees will recognize the person and the email address will be accurate, making it easy to believe that whatever is in the email came from inside the organization. A good rule of thumb, is to reach out to the person that has sent you the email if it contains anything that you wouldn’t normally expect to get from the individual.

SMISHING (SMS PHISHING)

Text messages are being used for phishing now more than ever. This is because texting has become such a standard way to receive things such as shipping notifications, order confirmations, etc. Many employees are trained to be on their toes with emails, but smishing is a lesser-known threat, and you should apply the same phishing logic to smishing.

TARGETED PHISHING AIMED AT SMALLER COMPANIES

Targeted phishing attacks, or “Spear Phishing”, uses a more personalized approach than a general phishing attack.

This type of attack used to be more common in larger companies, but now there are more tools at the attacker’s disposal with AI and automation to make it easier to gather the information needed to pull off a spear-phishing attack. This means they can justify spending this effort to target both small and large companies.

As we move into the new year, keep your guard up and remember that if something seems off, there’s a good chance it is.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Preparing Your Home WiFi For Guests
Posted By: Ryan Richardson

Your house might not be a coffee shop, but during the holidays, many people are having larger gatherings in their homes, and those guests want to connect to your WiFi. So rather than trying to find that old sticky note with the long random password you can never remember, setup a guest network on your router. And although your guests probably don’t have bad intentions, this also prevents you from exposing your network to whatever viruses may or may not be on their devices.

To set this up, you’ll log in to your router’s management interface. This is usually done on your phone with an app, but if that is not an option, you can login on the web. It’s as easy as typing your router’s IP address into the address box on your browser. Your router’s IP address can usually be found in your WiFi settings on your computer. Your IP address will contain numbers separated by periods and will usually look something like this: “XXX.XXX.X.X”. 

You can then choose to setup an easy password to share with your guests. They will now have internet access but won’t be able to access things such as shared folders, printers, or Network Attached Storage (NAS) devices.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Using Mimecast Secure Messaging
Posted By: Ryan Richardson

In today’s WebTip video at the top of the page, we show you just one of several ways that you can go about sending an encrypted message through Mimecast Secure Messaging. But let’s zoom out and take a broader look at Mimecast Secure Messaging.

Mimecast Secure Messaging ensures that any sensitive data you need to send outside of your organization stays protected. It makes sending and receiving encrypted messages easy and user friendly for both the sender and the recipient. Administrator policies and employee selection are both ways for Secure Messaging to be triggered.

When employees need to send an encrypted email, they simply create a new email in Outlook and select a Send Secure checkbox on the Mimecast for Outlook tab, or type “secure:” in the subject line. Secure messaging can also be automatically triggered by content or the attachments inside the message meet certain policy criteria set by your administrators. Once the message is sent, the email and attachments are securely uploaded to an email server on the Mimecast cloud, and are scanned for several things, including:

  • malware
  • email privacy content
  • data leak prevention (DLP) policies

Finally, the message is stored in a secure, encrypted archive.

The recipient of your email will then be notified and directed to the Secure Messaging Portal to read, reply, or compose new messages to the sender. 

If you are a Runbiz customer or perspective Runbiz customer and are interested in learning more about Mimecast Secure Messaging, give us a call at 806-322-2150.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Create Custom Text Styles in Word
Posted By: Ryan Richardson

Whether you have a strict set of company brand guidelines to go by, or you just have a unique formatting style that you love, there’s no need to spend ages recreating text styles throughout your documents. In this WebTip, we’ll teach you how to create your own style formats that you can use quickly and easily.

HOW TO CREATE CUSTOM TEXT STYLES IN WORD:

  1. Highlight the text that you want to create a style out of.
  2. Navigate to the “Styles” section at the top of your document.
  3. From the drop-down menu, select “Create a Style”
  4. Name your Style
  5. Select OK 

Now your custom styles will be available in your styles pane, and recreating the look and feel of your documents will be a breeze.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Use Live Excel Data in Word
Posted By: Ryan Richardson

If you need to display data from an Excel sheet in your Word document, don’t waste time trying to recreate it. We’ll show you how to use live Excel data in your Word document in just a few clicks.

Put a graph from Excel into your Word document:

  1. Open a table of data in your Excel file
  2. Select your data then go to Insert
  3. Click Recommended Charts for suggestions on how to best display your data
  4. Select a new chart style and adjust the formatting as you wish
  5. Right-click the chart and select Copy
  6. Open Word and past the chart in the desired spot in your document

You can now make edits to the chart’s data in either the Word document, or the excel file, and you will see them both update in real time.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


WIndows 11 is Here
Posted By: Ryan Richardson

What your business can expect with the latest version of Windows

Back in June, Microsoft made a surprise announcement that a new version of Windows was on its way. Mostexperts had assumed that Windows 10, which was released in 2015, had a few more years of life left in it, but now we know the future is Windows 11. There is good reason to be excited about this. We’ve pulled together this guide to tell you more about Windows 11 and the benefits that make it worth considering an upgrade. 

Windows 11 has 3 major benefits:

  • It’s much more secure
  • It has better functionality and greater possibilities
  • It looks stunning

Much like every other Microsoft launch, you can’t just press a button and upgrade to Windows 11 today. In fact, it’s not yet available for all existing PCs.

Let’s look at minimum requirements:

Windows 11 has a long roll out process, starting with new machines and working

its way to older machines. Some existing PCs will be entitled to a free upgrade, which is likely to happen inthe first half of next year, but even then, there are strict hardware requirements. Microsoft is insisting their latest OS will only run on machines that can handle it, and where it will be secure.

Yes, that does mean some of your existing machines may never be able to run the new operating system. Here is a list of hardware requirements for Windows 11:

Processor: 1GHz or faster, with at least two cores on a compatible 64bit processor

RAM: 4GB

Storage: 64GB

System firmware: UEFI, Secure Boot compatible

Trusted Platform Module (TPM): 2.0

Graphics card: DirectX 12 or later with WDDM 2.0 drive

Display: 720p, 8bit per color channel, at least 9” diagonal 

A quick note on security and update frequency:

Windows 11 will be Microsoft’s most secure release to date. Updates will be 40% smaller, and there will onlybe one major update a year, as opposed to the usual two per year. This cadence is more in line with Apple’s update rhythm for Macs and MacBooks. There will also be small monthly updates for bug fixes and securityupdates. Overall, fewer updates mean less downtime for you and your team. Even when the updates are runat night, this is much more suitable for the way people do business today.

Now for the fun part. New Features:

First let’s talk about the taskbar, which sits at the bottom of the screen in Windows 10. In Windows 11, this isnow called the Dock, and it’s optimized for touch as well as a mouse.

Microsoft has made improvements to the way Windows works on tablets, which has previously been a weak point. Touch targets will now be larger, and it will be easier to move windows around the screen. They’re alsobringing Gestures (just like you’d use on a touchpad).

Your pinned items, as well as your widgets are now accessible via the Dock, and will now have AI-powereddynamic features. This will allow them to change or rotate, depending on the time of day or which appsyou’re using at the time.

The Start Menu is now in the center of the screen, and this new cloud-powered button will also changedynamically, like your widgets, based on what you are currently working on.

Widgets will be available from third parties. When you’re using Windows 11, you’ll have as many to choosefrom as you would on Apple’s iOS and iPad OS.

There are a good deal of features designed to help you multi-task. Snap Layouts is a big one, which lets youarrange multiple windows across your screen in columns or sections, rather than just side-by-side. And SnapGroups makes it simpler to change between apps without having to go back to the previous view.

Another intuitive feature comes into play when you connect to an external monitor. Windows 11 willremember the positions your windows were in last time you used the monitor and automatically go back tothat view for you. This saves you loads of time and frustration.

Now to the Apps

The Microsoft Store has undergone a makeover. The content curation got an upgrade, it’s easier to manageyour purchases, and you now have the option to mirror your apps to your TV.

Apps like Disney , Adobe Creative, and Pinterest have already been added to the store, and many more are set to follow. Android Apps are also available for download, accessed via the Amazon App Store. It’s possible that at some point we’ll see some Apple apps available, such as iMessage.

Teams is now integrated into the Dock, making it easier for you to join meetings and calls. However, Skype istaking a back seat in Windows 11 and isn’t automatically available, though you can still download it. It’s beensuggested that it may eventually disappear from Windows altogether.

Once you’re using Windows 11, the Health Check App can help you to refine your settings. It makessuggestions on things like brightness, power saving, and storage.

Overall, there is a lot to look forward to with Windows 11. From its modern look and feel, aptly named “Fluent Design”, to its improved security and intelligence. It’s always exciting getting latest version of something, especially when it’s been improved as much as Windows 11.


Simplify Scheduling with Bookings in Microsoft 365
Posted By: Ryan Richardson

 

Pinning down a good time to talk to people can be a challenge, especially when we’re all so busy. What’s worse is the amount of resource you can waste trying to find a time that works for you both. Wouldn’t it be easier if you could just send people your calendar link and they can tell you a time that works for you both, and then book themselves in?

Microsoft Bookings allows you to do just that. This is a hidden gem in Microsoft 365 that is incredibly useful. It’s the ultimate appointment booking tool, helping you to work smarter while keeping your calendar more flexible and organized.

Another difficult thing about appointments is people forgetting them. “Sorry, I forgot we had a meeting”. How many times have you heard this? To help prevent this, Bookings seamlessly integrates with your Outlook account, allowing you to fire off customizable reminders to everyone you have an appointment booked with. With Bookings, sharing your calendar with people couldn’t be easier. Simply embed your calendar link on your website or share it via emails and social media. Whatever works best for you.

Follow this link to learn more about Bookings in Microsoft 365.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Using Side-By-Side Mode in Microsoft Word
Posted By: Ryan Richardson

When you need to compare documents, you don’t need to keep flicking back and forth between windows. We’ll show you how you open these documents side by side for easy comparison.

  1. Open both Word documents
  2. Under the view tab, select Side By Side

If you would like to scroll and zoom in both documents at the same time, make sure to select Synchronous Scrolling.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Convert Word Documents to PowerPoint
Posted By: Ryan Richardson

Have you ever needed to make a PowerPoint presentation based on a Word doc? Don’t waste time cutting and pasting. Instead, we’ll show you how to automatically turn your Word document into a presentation.

How to convert your Word Document to a PowerPoint:

  1. Highlight the portion of your Word document that will become the slide title.
  2. Go to Styles and select Heading 1
  3. Highlight the section that will become the notes of the slide
  4. Go to Styles and select Heading 2
  5. Repeat for all Titles and Notes
  6. Go to PowerPoint and select New Slide
  7. Select Slides from Outline
  8. Select your Word document

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Fast Excel Calculations Without Formulas
Posted By: Ryan Richardson

Excel is great for calculations with formulas. But if you find your head spinning trying to remember how they work, we have a great Excel hack for you. This video shows you how to do super-fast sums without formulas. 

  1. Select the cells you want to calculate
  2. Look at the status bar
  3. Excel displays an automatic total sum
  4. Right click for other options such as average, count, numerical count, minimum and maximum.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to Send Messages from Any Screen in Teams
Posted By: Ryan Richardson

Messaging in Teams is great, but navigating to the chat window and looking for the person you’d like to message can interrupt your flow if you’re actively working in another channel. Luckily, there is a way to message anyone on your team without leaving the screen you are currently on. 

HOW TO SEND A MESSAGE FROM ANY SCREEN IN TEAMS:

  1. Navigate to the search bar at the top of you Teams window
  2. Type the first letters of the person’s name
  3. Select their name
  4. In the field to the right of their name, type your message
  5. Press Send

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to Freeze Headers in Excel
Posted By: Ryan Richardson

Excel is great for reviewing data, but when you can’t see the column or row headers, it can be frustrating to scroll back and forth to check what the data means. Did you know there’s a great time saver which can lock the headers in place? Here’s how to do it.

How to freeze a header in Excel:

  1. Select View

  2. In the Window section, click the Freeze Panes drop down menu

  3. Choose between freezing the top row, first column, or both 

That’s all there is to it. Now you can say goodbye to scrolling back and forth and second-guessing which row or column you’re looking at.

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to Send Fonts in Your PowerPoint Presentation
Posted By: Ryan Richardson

We’ve all been here, right? You’ve created the perfect PowerPoint presentation… only for it to look terrible when it’s opened on a different computer or by someone who doesn’t have the same fonts. This can be very frustrating, particularly for those with strict brand guidelines to use on presentations, or if you’ve spent the time to make it look just right.

The good news is, there is a way to send fonts in your PowerPoint presentation which will ensure that any computer that opens the file will display it just as you’ve designed it.

Here are 3 steps for sending fonts from you PowerPoint Presentation:

  1. Under File, select Options
  2. Select Save
  3. Under “Preserve fidelity when sharing this presentation:” check the box next to “Embed fonts in the file"

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best. 

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our website services for more information.

To speak to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to Blur Your Background in a Teams Meeting
Posted By: Ryan Richardson

Got a video call but your room isn’t appropriate for work? Did you know you can blur your background or change it entirely in Teams? Here’s how to make your backdrop look professional, without having to do any tidying.

How to blur your background in Teams

  1. Join your Teams meeting

  2. Select More Actions (three dots)

  3. Click Apply Background Effects

  4. Choose Blur (or any of the background options)

  5. Click Apply

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Shortcuts in Microsoft Teams
Posted By: Ryan Richardson

Shortcuts can be a great way to navigate Microsoft Teams more efficiently. Today we will show you how to find all the shortcuts in Teams in just one place. (Not including this article) 

The key is to remember just one simple shortcut that will give you access to all the rest:

Ctrl . - This will take you to the full menu of shortcuts inside of teams. That way you won’t have to come back to this article every time you want to find a shortcut.

Mac Users: You will simply use command in place of Ctrl, option in place of Alt, and return in place of Enter.

HERE IS THE COMPLETE LIST OF TEAMS SHORTCUTS:

General

Show keyboard shortcuts: Ctrl .

Show commands: Ctrl /

Goto: Ctrl G

Start new chat: Ctrl N

Open Help: F1

Zoom in: Ctrl =

Zoom out: Ctrl -

Reset zoom level: Ctrl 0

Go to Search: Ctrl E

Open Filter: Ctrl Shift F

Open apps flyout: Ctrl ‘

Open Settings: Ctrl ,

Close: Escape

Messaging

Go to compose box: Alt Shift C

Expand compose box: Ctrl Shift X

Attach file: Ctrl O

Search current Chat/Channel messages: Ctrl F

Reply to thread: Alt Shift R

Send (expanded compose box): Ctrl Enter

Start new line: Shift Enter

Meetings, Calls, and Calendar

Accept video call: Ctrl Shift A

Decline call: Ctrl Shift D

Start video call: Ctrl Shift U

Announce raised hands: Ctrl Shift L

Start screen share session: Ctrl Shift E

Go to sharing toolbar: Ctrl Shift Space

Accept screen share: Ctrl Shift A

Toggle background blur: Ctrl Shift P

Go to current time: Alt .

Go to next day/week: Ctrl Alt ➡️

View workweek: Ctrl Alt 2

Save/send meeting request: Ctrl S

Go to suggested time: Alt Shift S

Accept audio call: Ctrl Shift S

Start audio call: Ctrl Shift C

Toggle mute: Ctrl Shift M

Raise or lower your hand: Ctrl Shift K

Toggle video: Ctrl Shift O

Decline screen share: Ctrl Shift D

Admit people from lobby notification: Ctrl Shift Y

Schedule a meeting: Alt Shift N

Go to previous day/week: Ctrl Alt ⬅️

View day: Ctrl Alt 1

View week: Ctrl Alt 3

Join from meeting details: Alt Shift J

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to Set Priority Access in Microsoft Teams
Posted By: Ryan Richardson

Setting aside time in your day to tune out distractions and quiet the noise of constant notifications can be a great way to boost productivity. However, if your boss needs to get a hold of you in these moments of zen, you can find yourself in a bad spot. Fortunately, Teams has a great solution for this. Even when you set your status to Do Not Disturb, you are able to make a list of people who can always ring your notification bell when needed.

How to set Priority Access list in Microsoft Teams:

  1. Go to Settings
  2. Select Privacy
  3. Click Manage priority access
  4. Add the desired list of priority users

If you are wondering how to set your Microsoft Teams status to Do Not Disturb, you can find instructions here.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to Mail Merge in Microsoft Word
Posted By: Ryan Richardson

Did you know you can send mass personal emails from within Microsoft Word? Many people CRM software for this function, but if mass communication is not a regular part of your job, Mail Merge inside of Word is a great option. Here is how to make multiple emails look personal to every recipient, without having to leave your document.

How to send mass email in Microsoft Word

  1. In Word, type or paste your email
  2. Select Mailings from the toolbar
  3. Select Start Mail Merge (drop-down menu)
  4. Click Email Messages from the drop-down menu
  5. Click Select Recipients to either upload your contacts or manually type in recipients
  6. Select Insert Merge Field and choose First Name or desired option
  7. Select Preview Results
  8. Select Finish & Merge then Send Email Messages
  9. Type a Subject Line
  10. Click OK to send via Outlook

Whether you are sending your message to a large list of people or just a handful of colleagues, it is always a good idea to make sure your grammar and spelling are on point. Microsoft 365 has a tool built into Word called Editor that will be your best friend in these situations. To learn more about Editor and how to set it up, see our previous WebTip here.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to Customize Quick Access Toolbar in Microsoft Word
Posted By: Ryan Richardson

Microsoft Word, like most Microsoft 356 apps, is more powerful than the average user often realizes or gives it credit for. Word is full of tools like Researcher to assist with case studies or essays, Accessibility Checker to make your documents accessible for people with disabilities, or Compare and Combine to compare two different versions of documents. Oftentimes these tools can just be tucked away in hard-to-find places within the app.

If you spend a lot of time searching through menus and tools in Word to find features that you use on a regular basis, we have a tip that should your life a little easier. Here’s how to create your own Quick Access Toolbar, so you can get to the tools and settings you use most often with just one click.

Add buttons to Quick Access Toolbar:

  1. Select the drop-down menu on Quick Access Toolbar

  2. Select More Commands

  3. Open the Choose commands from drop-down menu

  4. Locate and select the tab your button is found on

  5. Find your button and select Add

  6. Click OK

Now you have your most-used features one-click away at all times.

It should be noted that the Quick Access Toolbar can only be used for commands and not text styling options such as spacing values, indentions, or individual styles.

Remove button from Quick Access Toolbar

  1. Right-click button you wish to remove

  2. Select Remove from Quick Access Toolbar

Change location of Quick Access Toolbar

  1. Select Customize Quick Access Toolbar

  2. Choose between showing QAT above or below the ribbon

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Amazon Sidewalk is Sharing Your Internet Connection with Neighbors
Posted By: Ryan Richardson

If you own Amazon products such as Echo devices, Ring Video Doorbells, Tile Trackers, or certain Alexa enabled lights and motion sensors, starting June 8th, 2021, Amazon is automatically opting you in to share part of your internet bandwidth with your neighbors. This is part of Amazon Sidewalk – An initiative to link all Amazon devices across the US, to allegedly help your devices work better inside and outside of your home, and help you locate lost items or pets. 

In a statement from Amazon, they describe the benefits of this service as follows,

“Amazon Sidewalk creates a low-bandwidth network with the help of Sidewalk Bridge devices including select Echo and Ring devices. These Bridge devices share a small portion of your internet bandwidth which is pooled together to provide these services to you and your neighbors. And when more neighbors participate, the network becomes even stronger.” 

To make this work as intended, Amazon needs as many people as possible to participate. You could reasonably speculate that this is why they are choosing to make people opt out of Sidewalk, rather than opt-in. This obviously raises some questions about security and privacy. Sidewalk connects to your home wifi and uses a very small fraction of your bandwidth for this service, so does this leave your home network more vulnerable?

Amazon has said that these networks are protected by multiple layers of security and encryption and that you won’t have access to your neighbor’s information, however, this information is vague and you wouldn’t be wrong for having some hesitations or concerns. Fortunately, it is easy to opt-out of Sidewalk from your Android or iPhone: 

How To Opt-Out:

  1. Open the Alexa app

  2. Open More and select Settings

  3. Select Account Settings

  4. Select Amazon Sidewalk

  5. Turn Amazon Sidewalk Off

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How To Use Polls in Microsoft Teams Meetings
Posted By: Ryan Richardson

Microsoft Teams has recently released a feature that allows meeting organizers or presenters to create polls prior to the meeting and launch them at any point. This can be before, during, or after your Teams meeting. When you send a poll, attendees receive a notification on their meeting screen, as well as in their chat window. 

Instructions for creating a poll:

  1. Open your calendar inside of Teams

  2. Select your meeting

  3. Open Chat with participants.

  4. Click (Add a tab) -  Forms - Add.

  5. Select Save. A new Polls tab will be added to your meeting.

  6. Click Create New Poll

  7. Insert your question(s) and options for answers.

  8. You can choose to either Share results automatically after voting and/or Keep responses anonymous.

  9. Finally, click Save to keep your draft until meeting time. 

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Microsoft Teams Productivity Tip
Posted By: Ryan Richardson

Has Microsoft Teams become a distraction?

You’re in the zone, knocking out a big project you need to finish, and… *ping*… that little red notification pops up on your screen. Of course, you’ll check it. One thing leads to another and suddenly you’re completely caught up on all the latest office activity whether it concerns you or not.

Today we are discussing how a critical tool can become a big distraction, and what you can do to change it. And no, I’m not talking about social media. I mean Microsoft Teams.

There’s a good chance you’re already using it, and we genuinely think you should be! When 90% of the top 100 companies in the world are using such an easily accessible tool, it’s at least worth a try. But while Teams is great for boosting productivity – especially when so many of us are working from home – it can also be a BIG distraction.

Luckily, there is an easy way to make sure your focus time is… well… focus time. Use the Do Not Disturb feature whenever you’re ready to block out the noise. 

Just click on your name and change your ‘available’ status to ‘do not disturb’.

There’s also a large library of productivity-boosting applications that work alongside Teams to give you a helping hand. To explore these, simply click the three dots on the left side of your screen to browse the apps that integrate with Teams and could make your life a little easier.

Remember, Teams is there to help you and your team be more productive. If it’s becoming a distraction, it’s time to take a different approach to using it. Only a few small tweaks can get you refocused and back on track. 

If you’d like assistance implementing Teams at your organization, reach out to us here.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Smart Lookup in Excel
Posted By: Ryan Richardson


If you find yourself spending lots of time in spreadsheets, Excel is probably your ‘go to’ application. There’s not much you can’t do with Excel, but with such a long list of powerful features, it can be difficult to keep track of all of them. 

One feature that can be particularly useful, is called Smart Lookup. If you need to research something in a particular cell, simply right click and select Smart Lookup. 

Excel will then launch a search engine powered by Bing right there in the app, allowing you to search the web for what’s in the cell. You can look up virtually anything, from definitions and Wikipedia entries, to financial data and statistics. 

Smart Lookup is constantly updating and improving via AI, improving its ability to give you the most relevant information over time.

To learn more about other unique tools that are included in Microsoft 365, contact us today.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Ransomware: Behind The Hack
Posted By: Ryan Richardson
 

We were able to to work with a Certified Ethical Hacker to give you a behind the scenes look at a real email ransomware attack from the perspective of both the victim and the criminal. At Runbiz, we know just how real of a threat ransomware is to our community and we believe in the importance of educating people, both inside and outside of our customer base. Best-in-class cybersecurity tools are absolutely essential, but they aren't nearly as effective if user education is neglected.

To learn more about what a Managed IT Services partner can do to make sure you are protected from these attacks, contact us

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


The #1 Way Cybercriminals Steal Data
Posted By: Ryan Richardson


Did you know that fake login pages have become one of the most successful ways for criminals to steal your personal data? One of our email security partners conducted a 
six-month study last year on this topic and identified more than 50,000 fake login pages from over 200 of the world's top brands. 

 

This is a shocking number. 

 

It was also reported that the most common recipients of phishing emails leading to fake login pages are employees in financial services, healthcare, technology, and government agencies. This is due to the large amount of sensitive data that these employees have access to. Cyber criminals view these credentials as a gateway to a wealth of valuable information. 

Fake login pages have been around for a while, but they have consistently been successful for two reasons:

  1. Messages that contain fake logins sometimes have the ability to bypass legacy email security technologies like secure email gateways and spam filters.

  2. The second reason is a psychological concept called inattentional blindness. This happens when someone is unable to notice an unexpected change in plain sight. Even people with regular phishing awareness training are susceptible to this.

Therefore, anti-phishing software that uses a combination of AI, deep learning, and the common sense of real people is essential in identifying and combating these threats. As a Runbiz customer, you are covered. If not, Contact Us to learn more about how a Managed IT partner can empower your organization to reach it's goals. 

 

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


This one thing prevents 99% of hacking attempts
Posted By: Ryan Richardson


Cybercrime is by far the biggest threat to US businesses at the moment, with thousands of successful hacks taking place every day. While there is no way to guarantee complete protections, this security method has been shown to be 99% effective. 

According to Microsoft, multi-factor authentication (MFA) is able to block 99% of hacking attempts. 

You might have seen multi-factor authentication when logging into any of your online accounts, whether it’s your bank or your social media. It asks you to confirm your identity with an extra step, such as generating a code on your mobile.

Using MFA is only a minor inconvenience, compared to the major hassle and  cost of a data breach.

To learn more about this or to discuss what other options are available, please get in touch with us today.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


One Bad Email [The 1-1-1 Rule]
Posted By: Ryan Richardson

Email is an essential part of our day-to-day lives, but it can also be one of the biggest threats to our organizations. 

Cybercriminals use email as a way into your systems, and they are getting smarter by the day.

Cybercrime is the number one threat to US businesses, and bad actors WILL take advantage of every mistake you make. 

The best way to describe the threat is with something called the one-one-one rule. It only takes one person to click one bad link on one occasion, and your entire business can be compromised.

Your staff send and receive hundreds, if not thousands of emails every week. So, it’s important to teach them to spot the common signs of fraudulent emails.

If you haven’t already, get in touch with us to find out how we can help your staff be more aware of email security.

Click here for our most recent #WebTipWednesday on How To Spot Phishing.


WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Why Old Tech Isn't Just Slowing You Down
Posted By: Ryan Richardson

 

Technology never stops moving, and it can feel nearly impossible to keep up. While you shouldn’t feel pressure to always have the latest, greatest devices at your disposal, you should be leery of letting your equipment become obsolete. If you are a small to medium-sized business, you have a target on your back for cybercrime and you’ll find that your old computers might be causing more than the occasional speed issue. While we all wish our computer systems could age like fine wine, that is simply not the case. Older systems are much less secure and pose a real threat to your organization. In this post, we’ll provide 3 examples of how outdated devices could be putting you at risk, and we will show you what you can do to stay ahead of the game.

Why are old computers putting you at risk? 

Old machines may not be capable of running the latest security software, operating systems, and/or line of business applications. The inability to access the latest updates of these systems and applications will leave you vulnerable to malware and other malicious activity. 

1. Unpatched security issues 

Software developers are always working to uncover any vulnerabilities in the current version of an application or operating system. That is why software companies are constantly releasing new versions with a seemingly excessive amounts of numbers (“v. 11.7.2.32.2”). At the same time, cybercriminals are constantly working to discover those same vulnerabilities and exploit them. 

Unpatched systems continue to be one of the leading causes of unwelcome intrusions on organizations in the Texas panhandle and across the country. This is why patch management is a critical piece of the puzzle that your Managed IT provider should be uncompromising about.

2. Old software leaves data vulnerable

Most people have loads of documents and PII (Personally Identifiable Information) on their computers. This is like a gold mine to cybercriminals, allowing them to act under your name while conducting malicious activity, or even sell your information at a premium. 

In another scenario, bad actors might encrypt your data and charge a ransom. In these ransomware attacks, there is no guarantee that paying the ransom will get your data back. 

Keeping your software up-to-date helps minimize the likelihood of these unfortunate situations.

3. Cyber attacks are EXPENSIVE

Cybercrime is expected to cause $6 Trillion in damages in 2021 and climb to 10.5 Trillion by 2025. But when you consider what it means to have your data locked, the cost extends well beyond the ransom. According to this 2020 Ransomware Report, the costs of downtime are nearly 50x greater than the ransom requested. 

If your organization is subject to HIPAA compliance, there are also fines associated with not following patch management requirements. According to StorageCraft, nonprofit organization Anchorage Community Mental Health Services was recently hit with a fine of $150,000 by the Office for Civil Rights, for the nonprofit’s failure to apply software patches, resulting in a security breach. 


Sure.. New equipment costs money. But when you factor in the risks associated with not upgrading, the cost quickly becomes easy to justify. 

To keep your hardware and software evergreen, your IT provider must be aligned with your long-term goals, and capable of researching solutions, their impact on your business, and the time needed to complete the implementation. 

 

If you are looking to get more out of your IT investment, click here get in touch with us


How To Create a Great Password in 2021
Posted By: Ryan Richardson

It’s no secret that 2020 was a wild year for cybersecurity. Many companies were forced to move to remote working situations abruptly, and navigating the threats this presented was no easy task. One of the most basic and core components of a solid cybersecurity strategy is having a good password policy. This applies to every industry and every size of organization, but especially small-to-medium sized businesses who have a giant target on their back. SMBs are an attractive victim for cybercriminals because they typically have less resources dedicated to security. 

Today we will remind you about 3 key components to include in any strong password, but first I want to touch on an authentication trend we are seeing as we move further into 2021.

There is talk of Microsoft aiming to eliminate passwords all together in 2021, and according to the following statistics sited in Microsoft’s blog, they have good reasoning for this bold ambition:

  • On average, 1 in 250 corporate accounts are compromised each month.
  • Roughly 4 out of 5 cyberattacks are aimed directly at passwords.
  • Gartner Group research shows that 20-50% of help desk calls are for password resets.

So, it’s easy to conclude that passwords are in fact a major threat, not to mention a hassle. Microsoft has made some big strides in reaching their goal, with hundreds of millions of users already using their passwordless technology that authenticates with biometric information from fingerprint or facial ID scanning, much like we’ve been doing with our smart phones for quite some time. 

The thought of moving to a passwordless reality is exciting to many of us, but while most of us are still using these things every day, let’s make sure they’re as effective as possible.

Here are 3 key components to forming a strong password:

  1. Length: We recommend that your password be at least 10 characters long. This should be comprised of upper and lower-case letters, as well as special characters. An easy way to generate long passwords that are memorable, is using phrases (“humble, hungry, and smart”) or song lyrics (“Here Comes the Sun!”).

via GIPHY

  1. No Personal Information: This means avoiding things like birthdays, middle names, your kid’s name, etc.)
  1. Avoid repetitive characters (“rrrrr”) or sequential numbers (“12345”).

 

Protecting Your Password

Now that you have a good idea of how to create a password, be sure to protect it by using the following best practices:

  • Turn on Multi-Factor Authentication (MFA) for login.
  • Don't hand out your password—not even to trusted family members or computer support staff.

via GIPHY

  • Use a different password for each online account. That way, if one password is compromised, your other accounts are not at risk. It is especially important that you refrain from using your work password for personal services.
  • Use only secure programs when connecting to your work environment—programs that protect your password and your data.
  • If you must write down your password to help you remember it, it is better to write down a clue to jog your memory rather than the actual password. Keep it in a safe, secure place, where others cannot see it.

And possibly the most important tip…

  • Use a Password Manager. Create a ridiculously strong password for your password manager, then allow your password manager to create and store your passwords for all other accounts. Devices you use daily will store the log in credentials. Logging in on a device you have never used before will require you to look the password up in the manager.

As we all collectively wait for the day when passwords are no longer, let’s all do our part in keeping ourselves and our organizations safe. You can find more security tips like How To Spot Phishing in 2021 and How to Stay Safe on Public WiFi here on our blog.

  

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to Spot Phising in 2021 [3 Red Flags]
Posted By: Ryan Richardson

Today we will look at how to spot phishing in 2021, unpacking some of what makes this year unique. 

In the year ahead, we are expecting to see a significant increase in a specific type of phishing, called Spear Phishing. They call it spear phishing because these attacks are highly targeted, and typically include wildly specific information or details about different individuals in an organization. 

The reason this is such a threat this year is because of advancements in the ability to automate these kinds of attacks. In the past, it took a lot of time and effort on the hackers’ part to pull something like this off, but now they have programs that can scan social media and company websites to pull together the information they need to be convincing. 

Side note: It is best practice to keep the amount of public information about your staff to a minimum on social media and websites. Do not publish email addressesand also evaluate how necessary it is to publish staff photos and job titles.This may vary by organization.

While the ability to automate spear phishing campaigns will cause a large rise in the number of attacks that will be circulating, it does come with one unexpected upside.The attackers are sacrificing some degree of quality for the sake of quantity. This means they should be easier to spot, despite how much they might know about your boss’s dog. 

So, let us review 3 of the most important things to look for to detect a phishing email:

  1. Check out the email domain name. Even if the name appears to be from someone familiar, go a step further and check the actual email address the message came from to make sure it checks out. Often there will be clues in the form of subtle misspellings or extra letters and numbers. 

  2. Sense of urgencyPhishing emails bait the hook with our emotions to get in the way of our common sense. Be leery of anything that targets a fear/panic response (like warnings of stolen information), tickles your curiosity, or sounds a little too exciting.

  3. Suspicious attachments or links: Phishing emails will always try to get you to go somewhere or do something. That might look like a page asking fologin information, or a malicious attachment they want you to download. Always check the URL of any website asking for your credentials. It might appear to be a Microsoft 365 login page, but the domain name might show something entirely different. Also avoid downloading anything you are not already expecting to receive from someone. If there is any doubt, call the person it appears to be from to ensure that it truly is from them.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How To Record Teams Meetings
Posted By: Ryan Richardson

Today  we are looking at the recording feature in Microsoft Teams that allows us to record any Teams meeting or call. We can capture audio, video, and screen sharing activity in the cloud and easily share it with anyone in our organization. This is great if somebody is out of the office on the day of the big meeting, or if you want to go back and capture details from a call.  

 

Once you have joined your meeting or call, follow these instructions:

1.     To start recording, go to the meeting controls and select More options > Start recording.

a.     At this point, attendees are notified that you are recording with a banner across the screen, as well as a chat notification. 

2.     To stop recording, go to the meeting controls and select More options > Stop recording.

a.     The recording is then processed andwill appear inSharePoint or OneDrive depending on how the meeting was setup.Channel meetingssave toSharePoint, and all others save to OneDrive.

b.     You will also have access to the recordinginthe chat (and in some cases the channel) for up to seven days.  

 

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Enhance your PowerPoint with 3D Models
Posted By: Ryan Richardson

Today we are looking at how to create 3D models inside of your PowerPoint presentations with Office365. I think we all know that keeping people engaged during a PowerPoint can be challenging, so this is a great way to up your presentation value and hold your audience’s attention. Let's go ahead and open PowerPoint. 

To place a new model, click on the insert tab at the top, and select 3D models. 

You’ll see that there is a pretty extensive list of categories you can choose from. 

Once you insert your model of choice, it’s easy to resize and adjust. But in order to really add presentation value, you can add animation. To do so, simply select the animations tab, then under Emphasis Effects you can choose the type of animation you’d like to add to your model. 

It’s also worth noting that you can go to effect options to easily adjust settings such as the direction or intensity of your 3D animations. Click the dropdown to see what’s available. 


Dictate in Office365
Posted By: Ryan Richardson

Today we're looking at another feature inside some of the apps in Office 365, called Dictate. Dictate gives you the ability to capture anyone’s speaking voice while converting it to text inside of a document. Whether you think better out loud and need to quickly put your thoughts down on paper during a brainstorming session, or you want to capture someone's dialogue in a meeting or a presentation, this is a great feature that can save you time and effort. It's also incredibly simple to use. 

When looking at your screen inside of Word, you will see a microphone icon on the toolbar that says “Dictate”. Simply click on the icon, and if you've never used Dictate, a popup will appear asking you to give Microsoft Word access to your microphone. Simply click “OK”. Now you can begin talking or recording whoever's voice you need to capture and watch it become text. 

Pro Tip: It helps to speak your punctuation out loud. For example, if you need a comma, say comma. If you need a period, say period. That's really the only part of this feature that remains a bit clunky.

While Dictate isn’t a shortcut to a fully polished document, I’ve found it to be a useful way to stay engaged in meeting conversations without scrambling to capture information you’ll need later.  


Firefox vs. Chrome for Privacy
Posted By: Ryan Richardson

Today we will be comparing two of the most popular web browsers to see which one wins in the area of privacy. As you may know, privacy is a hot topic right now, which has been fueled by the popularity of documentaries like the Social Dilemma and the Great Hack, which bring up some valid points about data privacy and knowing how your data is being used. There are a variety of reasons to care about how cookies and trackers are keeping tabs on your web activity. One of the most compelling reasons for me personally, came from learning how different platforms were using my data to keep me in front of my screen on their apps.  

Whether you are making an effort to lower your screen time and fight social media addiction, or you are just genuinely creeped out by knowing that everything you do online is being tracked, being savvy about data-privacy will serve you well.

Before I get started, it’s important to note that cookies are not inherently bad. Sometimes they make our user experience very convenient (like they were designed to do). So don’t hear me saying that you need to set your browsers to total lockdown mode and block everything, because that might not be what you actually want! This is a personal, subjective decision for you to make, based on what you value. But back to the task at hand.

Today we are comparing privacy features in Google Chrome and Mozilla Firefox. Both of these browsers are secure, and do a great job of warning you if you attempt to a navigate towards dangerous websites or download bad files. Also, they both include a thing called “sandboxing”, which keeps other parts of your computer safe if you do happen to go to a bad site. But once we get into privacy, one starts to outweigh the other.  So here are a couple of features to consider:

Private Browsing: Both browsers include private browsing options, which will ensure that any search records, cookies, and browsing history will not be retained or available to other users of the device. Google Chrome call this “Incognito”, while Firefox just refers to it as private browsing. Firefox also has a separate app for your phone called Firefox Focus, which is a browser that is permanently set to this private browsing mode. 

But this next feature is what sets Firefox apart in the area of privacy.

Enhanced Tracking Protection (ETP): This is a relatively new feature that was released as a default setting for all Firefox users across the globe. ETP blocks thousands of trackers from major social media platforms like Twitter, LinkedIn, and Facebook among other types of trackers.

That being said, by default, Firefox is a great browser for those concerned with privacy. And this without going in and adjusting any settings in the browser. That in itself points to the high value Mozilla places on privacy.

Google Chrome’s argument for the larger amount of data they collet is that they are doing this to enhance the user experience and improve their services. And this is true. They really do create a seamless and convenient web browsing experience for consumers.

If that convenience outweighs your data privacy concerns, then Chrome is a great way to go. However, if you are looking for more control over how your data is tracked and used, Firefox might be for you.


Ironscales Free URL Scanner
Posted By: Ryan Richardson

In this week’s Web Tip Wednesday, we are exploring Ironscales’ free URL Scanner that will tell you whether or not a webpage is safe. Ironscales is a company that we partner with to deliver best-in-class anti-phishing software. Ironscales has done an incredible job of keeping our customers safe from countless malicious emails, and the lost time and money that accompany these attacks. That being said, we are excited that they are offering this free tool that anyone can use.

The scanner is simple. Anytime you are on the fence about whether or not a link you received in an email is safe, simply copy and paste the link into the tool to find out. The results are usually instantaneous. This is something you can use for both your business and personal email. You are able to conduct 10 free scans each day.

Bad actors who conduct these phishing campaigns will typically include links that send you to a fake webpage that is intended to replicate a site that you would normally trust. The end goal is to get you to enter important information like log-in credentials, banking information, or a social security number. These spoofed webpages can often be convincing if you don’t know what to look for. This free URL scanner removes any doubt. Ironscales uses a combination of data they have on thousands of fake websites, as well as image processing and deep learning to determine whether or not the site is genuine.  If Ironscales can’t determine the validity of the link upon the first quick scan, they will conduct a deeper evaluation on the webpage and respond with the results via email.

Try it out here.


Avoid Tech Support Scams
Posted By: Ryan Richardson

 

Today I want to address something that has been going around for a long time now, and that being Tech Support Scams that are built by bad actors trying to impersonate Microsoft or Apple. A lot of times a user will click a bad link, and their browser will redirect them to a page that tells them their computer has been infected with some sort of virus. This warning appears to be from Microsoft or Apple, and will tell you that to get rid of the virus, you must call their tech support line immediately. This is all a ploy scare you into paying money for fake tech support.

When this scam appears, here are 5 common things you might see: 

  • Microsoft or Apple branding to make it appear legitimate
  • A Toll-Free telephone number
  • An error message
  • A message saying that things such as your Facebook login, credit card details email account logins, photos and documents are currently being stolen
  • "Security Warning" Pop-Up

While closing out your browser is a sufficient fix in most cases, we do recommend that you call us to run a diagnostic test on your machine to ensure that there is no malware. 

 

 


Set Your Web Browser for Security & Privacy
Posted By: Ryan Richardson

Set Your Web Browser for Security & Privacy

Web browser default settings are designed to be secure. However, you may want to take additional precautions to protect your privacy and enhance security. We recommend that you familiarize yourself with web browser security and privacy settings and make use of those most appropriate for you.

Note: Some browser settings may interfere with the functioning of some systems via the web. Some systems work better with particular web browsers—and even particular versions of those browsers— than others.

 

General Recommendations

  • Keep your browser software up-to-date.
  • Review your browser's security settings and preferences.
  • If you do not need pop-ups, disable them or install software that will prevent pop-up windows. Pop-ups can be used to run malicious software on your computer.
Note: Many ITS administrative systems, as well as general websites, require pop-ups for all features to work correctly. Depending on the systems and services you access, you may need to have pop-ups enabled.
  • Install browser add-ons, plug-ins, toolbars, and extensions sparingly and with care. Browser add-ons function by allowing code to run on your computer. Add-ons from un-reputable sources can pose potential risks to privacy and data security.
    • Research the source of the add-on, plug-in, or extension. Download it from its original source (third-party developer) or from one of the major browser support websites. Most reputable add-ons are endorsed by the browser(s) that they can be used with.
    • Sometimes, you may visit a website that asks you to install a new add-on or plug-in so you can fully view the website. This can be risky, as the website may direct you to malware, rather than a legitimate add-on/plug-in.
    • Enable automatic updates to add-ons, plug-ins and extensions to ensure that they have up-to-date protection against potential security threats.
 

5 Signs of a Contact Tracing Scam
Posted By: Ryan Richardson

We can’t have National Cyber Security Awareness Month in 2020 without talking about new threats brought on by Covid-19. One of the main things that cybercriminals are doing to take advantage of this pandemic is impersonating health officials at the CDC, WHO, or a local health department. One of the main footholds they’ve found to take advantage of is contact tracing. They can conduct these scams over the phone, by email, or by text. It’s important to know that the chances of you getting a legitimate contact tracing call are high, and they serve a good purpose, so we don’t want to scare you off from complying with legitimate health officials. That being said, we want to inform you on what you should and shouldn’t expect from contact tracing efforts.

Here are 5 red flags that point to a scam:

1.     Asking for your Social Security Number

2.     Asking for money

3.     Asking for bank or credit card information

4.     Inquiring about citizenship/immigration status

5.     Sending a link via text or email. The only texts or emails you should be getting will simply be informing you that they will be calling.

However, you CAN expect them to ask for your name, address, or phone number. A real tracing call will focus on your symptoms and who you have been around. It’s also typical that real health officials will attempt to contact you three times.


Go on the Offensive with Huntress
Posted By: Ryan Richardson

The approach that cybercriminals are taking continues to evolve, so we are evolving with them. We’ve done a good job putting up multiple layers of defense to keep threats out, but no gate is perfect. That’s why there is a need to go on the offensive and hunt down potential malicious footholds that could already exist within your system. Huntress Labs provides that solution.  The Founder of Huntress formerly worked for the US Intelligence Committee in Cyber Operations where he noticed a need for this type of solution and has since branched out to fill the gap. We consider Huntress Labs to be an essential piece of the puzzle.

How it works:

1.     An agent is installed on workstations and servers to collect and send information about malicious mechanisms to the Huntress cloud.

2.     Data is analyzed by automated engines to highlight new or unknown threats.

3.     The Huntress team hunts through new and unseen threat mechanisms to investigate and confirm the presence of malicious footholds. The Huntress team is a live group of cybersecurity experts who help make these determinations.

4.     Once a threat is discovered, actions are performed to mitigate the threat, including removing the foothold and related artifacts.


Editor in Microsoft 365
Posted By: Ryan Richardson

This week we are looking at a Microsoft 365 extension called Editor. If you are familiar with the popular grammar checking tool, Grammarly, then Editor will look and feel remarkably familiar to you. However, if you are a runbiz™ customer, that means it is highly likely that you have a Microsoft 365 account that will give you access to premium features that you would have to otherwise pay to access in Grammarly.  

In addition to spelling and grammar, Editor is evaluating our text for the following:

-        Acronyms 

-        Clarity

-        Conciseness

-        Formality

-        Inclusiveness

-        Perspectives

-        Punctuations Conventions

-        Sensitive Geopolitical References

-        Vocabulary

Editor is available in the Windows Desktop and Online versions of Word and Outlook. 
You can download Editor here


Tell Me in Microsoft 365
Posted By: Ryan Richardson

This week we are exploring a feature that you have probably seen in some of your Microsoft apps, but haven’t really known what to do with it. This feature is called “Tell Me”. It’s the one with the little lightbulb icon next to it.

Look familiar?

This feature is actually incredibly helpful if you’re like me and don’t have the entire ribbon inside of Word or Excel memorized by heart. OR, if you’re just looking for a shortcut, this can definitely get you where you want to go a little quicker.

So whether you need to insert a table, change your font color, mark up a document, or whatever the case may be, just tell Microsoft by typing your request into the tell me field.

 

That’s it for this week. Short and sweet. Hopefully knowing what that little lightbulb thing is makes you a more confident and efficient Microsoft 365 user.

 


Shared Mailbox vs. Distribution Group: Which is right for you?
Posted By: Ryan Richardson

Today I want to talk about the difference between a shared mailbox, and a distribution group in Outlook. It’s easy to get confused or mixed up about what the difference is and exactly what it is that you need to be asking for to accomplish your goal, so hopefully this brings some clarity to the subject.

To break down the purpose of these groups to their simplest form, distribution groups are used for sending notifications to a group of people, and shared mailboxes are used when multiple people need access to the same mailbox, such as a sales inbox or customer support email address.

If you’re looking for a way to simply broadcast information to a set group of people, whether it be a department within your company, or a group of employees that are at a certain location, a distribution group is most likely what you are looking for.

If you have, let’s say a sales team, or any group of employees within your company, that need the ability to access the same email address to monitor form submissions, sales inquiries, etc., a shared mailbox is going to be the answer.

It’s important to note that users of a shared mailbox can also have the ability to send emails from the shared email address, as long as the administrator has these permissions enabled.

That’s it for this week. I hope this gives you an extra bit of confidence to know what to ask for next time you need one of these groups set up.


 


How Big Is Data? Real World Comparisons
Posted By: Jon Michael Jones

Today we are making some real-world comparisons to give some perspective on how big data really is. A lot of people have very abstract, unclear perceptions of what a megabyte or terabyte of data really is. Here is a chart of comparisons from small to large:

1 Byte of data

1 grain of rice

1 Kilobyte

1 cup of rice

1 Megabyte

8 bags of rice

1 Gigabyte

3 container lories

1 Terabyte

2 container ships

1 Petabyte

Covers the island of Manhattan

1 Exabyte

Covers the UK 3 times

1 Zettabyte

Fills the Pacific ocean

When you begin to think about how much data you are holding in the palm of your hand with the latest, greatest iPhone, it becomes astonishing. A 512GB phone equates to over 1,500 container lories.

For more WebTips, subscribe to our YouTube Channel.

 


How Long Will It Take to Crack Your Password?
Posted By: Ryan Richardson


Today we are looking at how long it would take to crack your password depending on the length of the password, and the characters used. We’ve talked a lot in the past about how to create a great password and the importance of long passwords, but this will bring reinforcement to those points.   

Length of

Password

Only

Numbers

Mixed Lower & Upper Case Letters

Mixed Numbers, Lower & Upper Case Letters

Mixed Numbers, Lower & Upper Case, & Symbols

3

Instantly

Instantly

Instantly

Instantly

5

Instantly

Instantly

3 secs

10 secs

8

Instantly

3 hours

10 days

57 days

10

40 secs

169 days

1 year

928 years

12

1 hour

600 years

6k years

5m years

15

46 days

28m years

1b years

2t years

18

126 years

1t years

374t years

1qt years


Share Computer Audio in Zoom and Teams
Posted By: Ryan Richardson

How to share your computer audio in Zoom or Teams

In today’s WebTip, we will continue with the video conferencing theme and show you how to share your computer audio in during the meetings. We all know that Zoom and Teams are a great way to communicate and meet with remote collogues, but there are many times where you want to add to your presentation value by sharing a video or an audio clip. Setting this up is actually much easier than you might think.

Teams:

1. Select the Share Screen icon

2. Check Include System Audio

Zoom:

Select Share Screen icon

2. Check Share Computer Audio

In both Teams and Zoom, remember to check the system/computer audio box before selecting the window you would like to share.


Changing Audio Settings in Zoom & Teams
Posted By: Ryan Richardson

Due to the increase in video conferencing, our technicians have been getting a lot of question on how to change audio settings during Teams or Zoom video conferences. Below are simple instructions on how to change audio inputs and outputs on both platforms:

In Teams, whether you are on an audio call or a video call, the process for accessing your device settings is the same:

-       Hover over the 3 grey dots for More Actions

-       Select Show device settings

-       Under the Speaker drop down menu, select your preferred audio output device.

-       Under the Microphone drop down menu, select your preferred audio input device.

 

In Zoom, the process is very similar. To get to your audio inputs:

-       Click on your profile picture

-       Select Settings

-       Select Audio

-       Under the Speaker drop down menu, select your preferred audio output device.

-       Under the Microphone drop down menu, select your preferred audio input device.

Zoom also gives you the ability to test your speaker and your mic inside the audio settings window.


How Duo is Securing Remote Access
Posted By: Ryan Richardson

The demand for remote work has gone up significantly in recent months, but even before the dramatic push from COVID-19, remote work had increased 44% just in the last 5 years. Historically, off-site workers have presented security challenges to IT Teams because of employees using their own devices or using RDP (Remote Desktop Protocol) to connect to another computer remotely. These things have the potential to be problematic when users on their own devices are running outdated operating systems that have a greater chance of being compromised, or when companies unknowingly leave RDP client ports open to the internet, leaving themselves vulnerable to attackers.

Cybercriminals have stolen and sold around 250,000 RDP server credentials in an underground marketplace.  

To address each of these threats, we use a security tool called Duo. Duo provides user-friendly 2FA and allows us to enable it on Remote Access Terminal Servers to ensure that whoever is accessing your servers is supposed to be. You can even enable 2FA on individual workstations.

With Duo, rather than scrambling to punch in a number code before it times out, you can use a duo push and simply hit the green checkmark. This is a much faster, easier way to authenticate.

Another way Duo helps us avoid vulnerabilities in remote workers is with Endpoint Visibility and Device Access Controls. This allows us to check every device being used for the latest software, and ensure that those devices have security features, like fingerprint identification or Face-ID turned on. Admins can use endpoint controls to warn users and block any device that doesn’t meet your minimum-security requirements.

These are just a couple of ways that Duo is making remote work safer for a mobile workforce.


How to Sanitize Your Electronic Devices
Posted By: Ryan Richardson

Many of us are either back in the office or plan to be soon, and as some of us go back, it’s important to take steps to make sure we do so safely. One way of doing this is by making sure that our devices stay clean, and unlike other surfaces, we can’t just douse them in Lysol. Moisture in general doesn’t have the best relationship with computers. So, here are a few simple steps on how to and how not to clean your computers, keyboards, mice, tablets, and phones:

 

·      First, make sure your device is unplugged, or if it uses batteries, take the batteries out.

 

·      Use 70% isopropyl alcohol wipes or Lysol and Clorox disinfecting wipes to wipe down non-porous surfaces.

 

·      If you don’t have wipes accessible, you can use a lent free cloth that’s been sprayed with 70% isopropyl alcohol. It’s important to note that you should not spray the rubbing alcohol directly onto your devices, because there is a chance it could get into the nooks and crannies, possibly resulting in a short circuit.

 

·      When cleaning a keyboard, turn it upside down to minimize the possibility of liquid getting under the keys.

 

·      After wiping down your device, wait 5-10 minutes to plug it back in or put in the batteries.

 

What not to do:

 

·      Never use bleach or aerosol sprays

·      Avoid abrasive cloths, towels or paper towels

·      Do not spray clearers directly onto the device

 


Microsoft Office Lens
Posted By: Ryan Richardson

 

 

Continuing with the theme of Microsoft 365 functionality, today we’re checking out Office Lens, an app designed for your iOS or Android Device. It’s an easy way to capture meeting notes from a whiteboard or scan in documents and receipts on the go. There are plenty of other apps on the market that do similar things, but the main appeal with Office Lens is that it integrates seamlessly into your Microsoft 365 accounts. You can instantly turn your photos or scans into word documents, PowerPoint Files, or PDF documents.

Once you capture a picture of a document to scan it in, then the app converts the image to text and preserves the formatting of the document by using optical character recognition (OCR). Once the document is converted you can go in and edit just as you can with any word doc.

You can also use Lens, as I mentioned earlier, to capture a whiteboard. You can capture the whiteboard from any angle, and Lens will automatically clean up the photo and enhance the image to appear as a digital whiteboard.

To download, just go to your phone’s app store and search Microsoft Office Lens, or you can search Microsoft Office and download the new all-in-one Office app, which is full of great features.


Microsoft FindTime for Scheduling Meetings
Posted By: Ryan Richardson

 

This week we’re discussing FindTime, a feature that is available in Microsoft 365 (formally known as Office 365), that is a huge help when it comes to scheduling a meeting with a group of co-workers.

The process is simple:

  1. Choose your attendees
  2. Select a few times that could potentially work for the meeting
  3. Attendees vote on their preferred times

Your attendees will see a visual summary of voting to date to help them make the best decision.

Once everyone votes, FindTime automatically sends out the meeting invite on your behalf based on the consensus.

This tool is also very flexible because it doesn’t require your attendees to have FindTime installed, or even use Microsoft 365. All the recipients need is an email address and internet access for the tool to work.

It can easily be installed at findtime.microsoft.com.


Zoom vs. Microsoft Teams for Video Conferencing
Posted By: Ryan Richardson

This week we are comparing Zoom video conferencing to the video conferencing feature in Microsoft Teams. Both platforms share helpful features, such as the ability to raise your hand, chat in a sidebar during the conference, and use backgrounds or background blur. However, there are still specific situations where either Zoom or Teams may be a better fit for a specific situation. For that reason, many organizations use both tools, rather than committing to one or the other. Let’s take a look at what these differences are and when they should be considered.

If you’re planning a meeting with a group exceeding 9 people, Zoom might be a better platform. The main reason Zoom is preferred in larger meeting scenarios is because it allows you to view all participants' video feeds in a gallery view, showing up to 49 people per page, wherein teams, you’re only able to see the 9 most active participants at a time.

Given its ease of guest access and wide familiarity, Zoom can also be a good choice for external use with customers or vendors. However, there are certain scenarios where the security and compliance offered by Zoom may not be up-to-par.

Anytime you discuss confidential information, personal health information, or have compliance standards that you need to meet, Microsoft Teams provides the security and compliance that you need. For these reasons, Teams is a safe bet for internal meetings within departments. 

One final consideration is time limits. Any time you expect a meeting to exceed 40 minutes, Teams will be preferable. Zoom has a 40-minute time limit on the free version of their software, whereas Teams has no time limit and is included in your 365 license as a runbiz™ customer.

It’s important to remember that Teams is much more than just internal audio and video calls. You can learn more about the robust functionality of teams and access our self-implantation guide at www.run.biz/teams.


Datto Workplace vs. Dropbox
Posted By: Ryan Richardson

While many businesses are continuing to work remotely, finding the most functional, secure way to share files with co-workers is key. There are many file sharing solutions out there, but not all file-sharing and storage is created equal. If you are a business, it is critical that your solution is business-class. So, what really is the difference between the free versions of popular tools like Dropbox or Google Drive and a business-class solution like Datto Workplace? Is it really worth it? Today I’ll highlight the three major differentiators, specific to what Datto Workplace offers.

Ransomware Detection:

Workplace uses advanced algorithms to detect signs of ransomware infections. Once detected, the affected machine is immediately quarantined, which prevents the spread of the ransomware. Admins are immediately notified and are able to easily revert the affected files to their state prior to the incident.

Permission Levels:

Datto Workplace gives you individual and group-based granular control over access to data with various permission levels. This also means control over the user’s ability to reshare within the team or to create public shares.

Continuity and Compliance:

Workplace guarantees over 99.99% uptime alongside HIPAA, GDPR, and SOC 2 compliance, meaning Datto Workplace has a proven track record of keeping business data safe and available 24/7.

These are just a few of the main considerations on why using a business-class file, sync and share solution like Datto Workplace is truly worth it.

 

 

 

 


Microsoft Teams (included with Office 365)
Posted By: Ryan Richardson

 

Work remotely without feeling remote

Today, employees spend 80% of their time engaging with coworkers, and 43% of American workers work remotely at least some of the time. There’s a tremendous opportunity to boost productivity in your business with modern workplace tools that streamline collaboration. In fact, with small businesses increasingly relying on non-traditional employees and remote workers, it’s essential to embrace new teamwork tools to remain competitive.

As the hub for teamwork in Office 365, Microsoft Teams brings all of your employees’ collaboration tools together in one place, making it easier for people to work together and reach their goals more rapidly, whether you have 3 employees or 300.

Microsoft Teams is included in Office365 with no additional licensing cost. We are committed to doing all we can to empower you with the technology you need to thrive, even in the midst of this pandemic. Rollout teams to your organization.  

 

Chat from anywhere

Share your thoughts and personality with teammates in one-on-one chats, or group chats. Add some personality by using gifs, emojis, and stickers.

 

Meet from anywhere

Instantly go from group chat to video conference with the touch of a button. Teams of any size can meet in one place, no matter how much distance there is between you.

 

Create customized channels

Setup custom channels to collaborate within a specific department or about a certain topic.

 

Integrate with your calendar

Teams integrates seamlessly with your calendar and allows you to join meetings from the app.

 

 


Avoiding Coronavirus Phishing (COVID-19 Email Scams)
Posted By: Ryan Richardson

 

If you check your inbox, you’ll likely find emails about Coronavirus from nearly every company that has your email address. We are living through a season where people are desperately searching for information, and unfortunately, cybercriminals are doing all they can to take advantage of this. 

 

There has been a large circulation of phishing emails claiming to be from reputable sources such as the World Health Organization (WHO) or Centers for Disease Control (CDC). Often times, these emails use attention grabbing hooks like “Vaccine Now Available” or “New Confirmed Cases in Your Area”. Cybercriminals have also taken into consideration the organizations facing potential quarantine situations, making this a perfect time to fake an email from Human Resources. So, while there are plenty of reputable organizations that could be sending legitimate updates, here are a few ways to separate fact from fiction:

 

1.     Ask yourself if the sender would have access to your email address for any reason. If you haven’t signed up for communication from the CDC or World Health Organization, you shouldn’t be receiving email from them.

 

2.     Before clicking on a link, hover over it to see the full URL address. If you are unsure about the validity of the link, Google the organization it appears to be from and make sure the URL address lines up with that company’s actual website. Also, keep your eye out for any spelling mistakes as this is a dead giveaway.

 

3.     Don’t open attachments from anyone you don’t expect an attachment from. Any major organization that would be sending status updates on coronavirus will NOT send attachments in their email. If the attachment comes from someone you trust, double check the sender’s email address and call them if you are unsure. It’s important to note that attachments in phishing emails may contain malware.

 

All of the standard phishing prevention measures apply. For more on the general topic of phishing, check out our WebTip on how to spot phishing in 2020.  

 

For more on cybercrime surrounding the coronavirus outbreak, here is a helpful article from the World Health Organization: https://www.who.int/about/communications/cyber-security

 

With this message, we don’t want to add to the noise or the fear. This is just a reminder to use extra caution in this time of heightened vulnerability.


COVID-19 Planning for runbiz™ Customers
Posted By: Ryan Richardson

A message to all runbiz™ Managed IT Services Customers: 

Some customers have started engaging us to assist with COVID-19 preparations. Each customer’s current capability and requirements to operate remotely varies greatly.

While all customers have disaster recovery plans, most don’t have continuity plans to specifically address a quarantine. To effectively implement a solution within a short timeframe, runbiz™ must have clear and realistic expectations from each customer.

If you have remote access in place for users today, rolling it out to 1-2 more users in a limited capacity is realistic. However, creating remote access for a large group or an entire organization is not realistic. 

Here is an outline of considerations to assist you in creating a realistic continuity plan:

  1. Communications Plan – this is a critical element of every incident response plan.
    1. Phones – Contact phone vendor to determine call routing capabilities of your phone system. If runbiz™ is your phone vendor, we will address this in your plan. 
    2. Email – Many users have access to their email outside work. Take extra care to determine who has/needs access. Have users who won’t have access turn on the Out of Office assistant before they leave. 
    3. Current remote access – Do you have Virtual Private Network (VPN), Terminal Services, or other Remote Access in place?
    4. Notify Employees
    5. Notify Customers
    6. Notify Vendors
    7. Print hard copies of key contact lists with cell phone numbers.
    8. Create an employee phone tree for critical communications.
  1. Physical Limitations – Identify any physical items needed to complete critical processes.
    1. Printed documents, manuals, instructions, etc.
    2. Bank authentication token devices
    3. Checks, check stock, mail, etc.
  1. Database Application Capability – Determine which applications and processes are essential. Which are currently configured to operate remotely? Standard priority of essential processes are:
    1. Phone and Email Communications
    2. Payroll
    3. Accounts Payable
    4. Line of Business Systems
    5. Management Information Systems
  1. Remote File Access – Which files, folders, drives are essential? Are they currently remotely accessible?
    1. Terminal Server?
    2. Datto Workplace?
  1. Identify Key Roles / Users
    1. Role
    2. Name
    3. Location
  1. Acceptable Workarounds for Complex Processes - If functionality exists allowing most employees to work remotely, having specific employees go on-site to complete certain processes such as payroll may offer a realistic alternative to retooling these complex processes.

To move forward, please email help@run.biz with the subject line of COVID-19 PLAN and include the following essential information:

  • Clear and realistic list of essential applications
  • Files that need to be remotely accessed by a list of key users
  • Timeline for completion

We’ve set up a separate process to address these as professional service projects. We believe we have the resources and capabilities to deliver your essential requirements in a reasonable timeframe with your cooperation. Once we’ve received your requirements, a runbiz™ project resource will be in touch to clarify and schedule your project. 


Microsoft To Do in Office 365
Posted By: Ryan Richardson

Many of you, particularly if you are a runbiz™ customer, have Office 365. We’re all familiar with the standard apps included in Office such as Outlook, Word, and Excel, but 365 offers a powerful collection of tools that reaches far beyond spreadsheets and mail merge. There are 28 apps included with Office 365, and while we won’t cover all of them, I am going to take the next few episodes to share some of our favorites with you.

We’ll start with a productivity tool that I use more than any other app, Microsoft To-Do.

Microsoft To Do gives you the ability to easily create and organize your tasks by sets of default and customized lists.

My Day: This is a list of all tasks that you need on the docket for the current day. Tasks from any list can easily be added to My Day, by selecting the sun icon.

Important: These are top priority tasks that need to be kept at the front of your mind. Any task can be marked as important by selecting the star icon on the right side of the task.

Planned: In the planned section, you can view every task that has a date and time associated with the task.

Assigned to You: Assigned to You lists all tasks that you’ve been marked as a resource for within Microsoft Planner.

Flagged Email: Anytime you receive an actionable email, you can simply flag the email in Outlook, then To Do automatically creates a task for it.

Tasks: This is a collection of every task that you have manually created within To Do. When it’s time to zoom out for a 30,000 ft view of all work, this is the place to do it.

In the section below the default set of lists, you have the ability to create your own customized set of lists to better segment your work. If you are collaborating with your team on a set of tasks, you can share a list with other users. Anytime tasks are added or marked off of a shared list, it will sync across all other users’ apps.

To Do also offers a helpful set of options within each task.

-       Add steps to organize the completion of the task

-       Add tasks you the My Day list

-       Set reminder notifications

-       Add a due date

-       Set a task to repeat daily, weekly, monthly, or yearly

-       Attach files

-       Add notes

Microsoft To Do is available on as a mobile app, desktop app, and web app, and syncs between all platforms.


How to Stay Safe on Public WiFi
Posted By: Ryan Richardson

This week we are discussing 3 ways to keep you AND your business safe when connecting to public WiFi networks. It’s common for many of us to catch up on work in coffee shops, libraries, or airports, but there are significant risks involved when doing so.

1.     If you are browsing the web, always ensure that the website you are accessing is encrypted. The easiest way to do this is by checking the beginning of the web address for “https”. There should always be an “s”. If the web address begins with “http”, the website is not secure. However, if you are dealing with a secure site, any information you share with that website will be encrypted as it travels for your computer to their server. If the website is NOT secure, exit the website and avoid sharing any information.

2.     If you are using public WiFi on a regular basis, it is a good idea to set up a Virtual Private Network (VPN). The purpose of a VPN is to encrypt all traffic between your computer and the internet. You can think of this as driving through a warzone in a tank. There are also VPN options available for your phone. This will encrypt any information you send through mobile apps.

3.     It would be wise to disable the auto-connect function on your phone or laptop. This will prevent your phone from automatically connecting to unsecured, public WiFi networks without your knowledge. Follow the link below for instructions on how to disable this feature.

How to disable auto-connect to public WiFi on Windows, iPhone, and Android:

https://www.lifewire.com/avoid-automatic-connection-to-wifi-networks-818312


Printer Issues? Try this..
Posted By: Ryan Richardson

In this Web Tip Wednesday we are showing you a great first step in troubleshooting your printer. This is not a cure-all, but it can fix many of the issues you may be experiencing.

For Windows 10, follow these steps:

  1. Open the start menu
  2. Type "Printer"
  3. Select "Printers & Scanners"
  4. Select correct printer
  5. Manage
  6. Run the troubleshooter
  7. Apply fixes

For Windows 7:

  1. Open the start menu
  2. Type "Printer"
  3. Select "Devices & Printers"
  4. Right click on the correct printer
  5. Troubleshoot
  6. Apply fixes

If you are still experiencing issues, call runbiz™ support.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


How to fix Outlook "Working Offline" Issue
Posted By: Ryan Richardson

One of the issues our clients frequently call about is Microsoft Outlook showing to be offline. This is shown by an indicator at the bottom of Outlook. The reasons this can happen vary, but the solution is simple.

At the top of your window, choose the Send / Receive tab, then click the “Work Offline” button. Then you will see it reconnect back into the exchange. Most of the time, this will do the trick.

If it’s still failing to connect, it is possible that your .ost file is corrupt, or that you’re not online or connected to your network. At this point, call us and we’ll get you squared away.

 You also may be wondering, why does a work offline mode even exist?

This comes in handy a road trips or plane rides. Anywhere you don’t have connectivity. You can work offline and Outlook will store your data in an offline file location. Now when you reconnect to the network, Outlook will go back online and send and receive all your mail. Occasionally “work offline” gets stuck and that’s a common reason we have to come back and re-connect manually.


How to Generate Strong Passwords
Posted By: Ryan Richardson

Why You Need a Strong Password

Choosing a strong, secure password reduces the risk that your password will be guessed or stolen. A stolen password can allow someone to send emails in your name, change your personal information, or publish inappropriate or illegal material. It could also be used to break into company systems. 

A strong, secure password is good for you and your biz!

Guidelines for Creating a Secure Password

When you change your password your new password may be checked for strength.

Your new password must:

  • Use ten or more characters.
  • Have at least three of these:
    • Lowercase letters
    • Uppercase letters
    • Numerals
    • Punctuation

And must not:

  • Be a word—or contain four numbers in ascending or descending order (for example, 12345 or 8765).
  • Use parts of your name.

Use the first letters of the words in a phrase to make a strong and memorable password. For example, "Four score and seven years ago our fathers brought forth" becomes 4S&7yaofb4th.

Select a unique password for business use. Do not use your business password outside of work for other computing accounts. Runbiz uses strong encryption methods to protect your password. If you use that same password for services that do not offer such protection, you put your business password and account at risk.


How To Spot Phishing
Posted By: Ryan Richardson

What Is Phishing?

Phishing is an online attempt to gain sensitive information (login info, credit card details, money, etc.). Criminals use malicious email to gain access to your personal and financial information, as well as sensitive business information and resources. They also use these to infect computers with ransomware. Malicious email often uses urgent language, asks for personal information, and has grammatical, typographical, or other obvious errors.

Phone calls can also be used for fraudulent purposes. See Phone Scams and Voice Phishing (Vishing) for more tips on avoiding phone phishing. 

How to Avoid Getting Caught in the Phishing Net:

  • Always be suspicious of high emotion emails  Phishing emails bait the hook with our emotions to get in the way of our common sense.   Anything that targets a fear/panic response (like warnings of stolen information), tickles your curiosity, incites excitement (like "You've won!), and usually offer a "Click Here" option for a quick convenient solution.  When in doubt, don't.
  • Check for spelling and grammar mistakes  Emails that are swimming upstream are usually from outside the US and are riddled with spelling mistakes, bad grammar and phrases Americans usually do not use.
  • Look but don't bite  Hover your mouse over any links embedded in the body of the email (see example below).  If the link address looks weird, don't click on it.  
  • Check out the signature  Lack of details about the signer or how you can contact the company strongly suggests a phish.  Legitimate businesses always provide contact details.
  • Don't give up personal information  Legitimate banks and most other companies will never ask for personal credentials via email. 
  • Don't trust the display name  This fraudulent email, once delivered, appears to be from a legitimate company because most user inboxes only present the display name.  Don't trust the display name.  Check the email address in the header From: - if it looks suspicious, don't open the email.  

Example:  Display name is AIG Direct, but the domain name refers to the email server and @rixoblalkangrill.com does not match the company it claims to come from. 


Example of a suspicious email 

 Related image

Clues that indicate this email is fraudulent:

  • It directs you to a non-business website (URL - the webpage address). Hover your mouse over the link to see the actual address you'll be directed to. In this case, the URL (webpage address) is clearly not a legitimate amazon web-page. Don't click the link if it looks wrong to you. (This screenshot does not show that the URL appears in the lower left corner of the window. Different email programs may show the URL in different locations.)
  • It asks you to validate your account or it will expire.  Reputable companies will never ask you to validate or verify your account. 
  • The "From" address is fake. Even though the message above looks it came from an Amazon address, it didn't. Beware, though, because criminals can forge the "From" addresses and actually hack into an emails. If it looks suspicious, make a phone call!

 

Still Have Doubts?

If you aren't sure, contact the Runbiz Service Portal.

 

If You Get Caught

If you gave personal information in response to a phishing email or on a suspicious webpage, your account may be compromised.

 


How to Share Your Calendar in Office365
Posted By: Ryan Richardson

In this week’s WebTip, we take you step by step through sharing your Office365 Calendar with team members at your organization.

Sharing your calendar with colleagues is simple:

  1. Select Calendar
  2. Select Home – Share Calendar
  3. Enter the name of the person you wish to share your calendar within the “to” field.
  4. Specify the amount of detail you would like to share in the “Details” drop-down menu.
  5. Once your colleague receives the sharing invitation, they will select Open this calendar.

To customize calendar sharing permissions:

  1. Select Calendar
  2. Select Home – Share Calendar
  3. Under the permissions tab, make any desired changes.

The Problem With Long File Paths
Posted By: Ryan Richardson

 

This is a topic that is not often discussed, but the length of your file path could be causing major issues with your files. Different teams have different folder structure methods. Some don’t mind a lengthy stack of documents in a single folder, and some like to make a sub-folder for nearly every document. Regardless of how you organize your work, the length of your file paths is a non-negotiable factor to keep in mind.

Many users are unaware that a file name can’t exceed 256 characters, in part because Windows allows you to save these long file names without an outright error message. 256 characters may seem unrealistically long, but keep in mind that a file name is made up of the full folder structure that leads to that file. This means excessive use of sub-folders and long file names is something we have to be cautious of.

Issues caused by long file paths usually look like trouble opening, saving, or moving files.
Some file sync applications will also reject these files when you attempt to sync them.

Here are a few tips on preventing this issue:

  • Avoid spaces, and unique characters when possible
  • Use abbreviations that are easy for your staff to understand
  • Re-organize folder structure to cut down on the number sub-folders.

It can all be summed up in 4 words; The shorter the better.


Is Your Holiday Out-of-Office Reply a Security Risk?
Posted By: Ryan Richardson

 

With Christmas and the New Year around the corner, many of us will be taking time off to be with family.   While there are many things to love about this time of year, we must also be aware that we are in prime season for phishing and impersonation. This is in large part due to the abundance of information found in out-of-office replies.

 

Many times, with good intentions, we include the dates we are leaving and returning, contact information for a supervisor or co-worker, where we are going, and even a mobile number where we can be reached. Sometimes the best intentions can turn around to bite you. These pieces of information can be used as leverage for phishing and impersonation attempts.

 Here are a few tips for writing a safe out-of-office reply:

  • Instead of using exact dates, use broader verbiage such as, “early in January” or “later this week”.
  • While it’s okay to mention that you can be reached by mobile, don’t give out your mobile number.
  • Don’t include details of where you are going over the break.
  • Avoid providing insight into the chain of command
  • Set a separate automatic reply for anyone outside of your organization. 
  • Set replies to only go to senders in your contact list. 

The key is to avoid oversharing.

 

Following these best practices will help your organization stay safe and worry-free as you enjoy the holiday season. 

Merry Christmas from our team at runbiz™.


How to Create a Folder in Outlook
Posted By: Ryan Richardson

Utilizing folders in Outlook can be a great way to stay organized with your emails, calendars, tasks, and contacts.

For runbiz™ customers specifically, creating a folder designated for support requests is a great way to keep track of your ticket correspondence.

To add a folder, do the following:

  1. In the left pane of Mail, Contacts, Tasks, or Calendar, right-click the location where you would like to add your folder, then click “New Folder”.

  2. Enter a name for your new folder, then press Enter.

Cloud Considerations: Continuity
Posted By: Ryan Richardson

If you joined us last week, you learned that we greatly emphasize the value of continuity. Just to briefly review, cloud solutions can change the downtime conversation of from days and weeks to seconds and minutes. This is a game changer when your server room is subject to natural disasters, fires, floods, busted pipes and lightning strikes.

This is made possible by a concept called high availability, which without getting into too much technical jargon, is the ability to withstand all outages, and keep all of your critical business applications running. This is usually offered at an agreed level of uptime.

Many times, uptime is measured as “three-nines”,” four-nines”, and “five-nines”.

Three-Nines = 99.9% uptime guaranteed

Four-Nines = 99.99% uptime guaranteed

Five-Nines = 99.999% uptime guaranteed

To put that in perspective, five-nines guarantees a maximum of 6.05 seconds of downtime per week, or 72.6 seconds of downtime per year.

If you are hosting exclusively on-premise and your servers are subject to a disaster, you have to allot time for ordering, receiving, configuring and installing a new server, which is what drives you up into days and sometimes weeks before recovering.


Cloud Considerations: Cost
Posted By: Ryan Richardson

When evaluating the pros and cons of moving to the cloud, one of the obvious considerations will be the cost of on-premise vs. a cloud hosted data center. There are almost limitless variables that will make the cost of ownership unique to each business, but here are some high-level considerations.

On-premise hosting comes with large up-front fees for server hardware, where-as the cloud is going to be a recurring monthly cost where you are paying as you go. A less obvious factor is that on-premise hosting does come with its own set of recurring costs, such as the power usage of on-premise servers, as well as the physical office space they take up.  Depending on the size of your organization, this can be significant.

However, the main cost consideration that I want to address is downtime. This can be brought about by natural or man-made disasters, fires, floods, busted pipes, etc. (The list could go on and on). And how much does downtime really cost? The answer might surprise you when you combine your total affected revenue per hour and total labor cost per hour.

When you’re talking about replacing on-premise servers, you have to allot time for ordering, receiving, configuring AND installing the replacement. At this point you are looking at days or even weeks in some cases.

When your critical workload is in the cloud, that conversation goes from days and weeks, to seconds and minutes.

 

Not all cloud solutions are created equal but features like co-location redundancy and high availability can guarantee 99.999% uptime.

This leads us perfectly into next week’s episode where we unpack more in the realm of continuity. Be sure to join us next week to continue the conversation.


Cloud Considerations: Scalability
Posted By: Ryan Richardson

Migrating from on-premise servers to the cloud comes with many considerations. While total virtualization is great for some, others may find that a hybrid approach of migrating just a portion of their operation to the cloud is a better fit.   We’ll be discussing this in bite sized pieces over the next several weeks. Starting with scalability.

This is one of the top selling points for business owners looking to make the leap to the cloud.

With traditional servers, maybe you’ve reached your maximum capacity but you’re hiring on two new team members, now all the sudden you realize those new team members come with the additional cost of a whole new server.

With that comes a lot of wasted space. Sure, you’ll have the ability to grow into that, but it is a leap of faith.

Whether you’re scaling in, out, up or down, the cloud provides the ability to do so instantly, without waste. This means you are always paying for what you actually need, not paying for what is to come.


How to Spot Vishing
Posted By: Ryan Richardson

Beware of Voice Phishing—or “Vishing”—Calls


It is difficult to ignore a ringing telephone. While fraudulent emails and unwanted mail can be deleted or tossed in the trash, telephone calls are tougher to tune out. And because telephone calls are still considered a secure form of communication, voice phishing scams take advantage of consumers’ trust to steal money and personal information.

In voice phishing—or “vishing”—scams, callers impersonate legitimate companies to steal money and personal and financial information. And these scams are on the rise. In fact, the Federal Trade Commission reports that 77 percent of its fraud complaints involve contact with consumers by telephone.

Vishing calls are generally made via Voice over Internet Protocol (“VoIP”). Thousands or millions of VoIP calls can be made around the world in an instant. And because these calls are made over the Internet, they are nearly untraceable. Vishing scammers also use recordings and caller ID “spoofing” (falsifying caller ID information) to further avoid detection. Placing these calls is relatively inexpensive, so even a small fraction of responses can make the scam very lucrative.


Tips to Avoid Being a Victim of Vishing

  • When an unexpected caller (you did not initiate the communication) claims to represent a specific company, ask for his or her name or employee number and call the company back using an independent and trusted source, like your billing statement or the phone book. Do not call the number provided by the caller.
  • Avoid providing personal or financial information over the phone, especially if you did not initiate the call.
  • If someone claims you owe a debt, remember that both state and federal laws provide you certain rights when you are contacted by a debt collector, including the right to receive written verification of the debt.
  • Remember that in general, you cannot win a prize if you did not enter a contest.
  • If you are not sure about the legitimacy of a call, tell the caller you need time to think things over. Ask a friend or family member for their perspective, or conduct your own research by contacting the Amarillo Better Business Bureau at (806)379-6222 or www.bbb.org.
  • Don’t be afraid to hang up if something doesn’t seem right. If it sounds “too good to be true,” it probably is. Never give out your Social Security number or Medicare number to an unsolicited caller. The Center for Medicare and Medicaid Services and the Social Security Administration will not call you to update your information or give you a new card. And remember that your Medicare number is the same as your Social Security number!

When in Doubt, Don't Give it Out

Scams and crooked deals are everywhere today, often where we least expect it. When you’re home answering the phone, browsing the Internet, checking the mail, or opening your door, scam artists and fraudulent operators look for ways to get your Social Security number and other private information. You can protect yourself in many situations by following one simple principle—if someone contacts you and claims to need your private information, think twice and remember: when in doubt, don’t give it out.


How to Spot Smishing
Posted By: Ryan Richardson

Smishing – The fraudulent practice of sending text messages purporting to be from reputable companies in order to induce individuals to reveal personal information, such as passwords or credit card numbers. Smishing gets it’s name from combining the words “SMS” and “Phishing”.

Many times, a smishing attack will be portrayed as a bank or other source of personal information prompting you to follow a link using the same sense of urgency that other phishing methods use. An example would be a text message appearing to be from Wells Fargo reading, “Follow this link to confirm your $128 purchase.” Other times they may provide a fake incentive like, “Congratulations! You’ve won a 4 day cruise! Click here to claim your prize.”

Smishing can also be used as a follow-up to email impersonation. In some instances, the attack will start as someone impersonating a trusted source via email, asking for your cell phone number. They will then proceed via text message which is outside the protection of email security. Learn more about email impersonation here. 

To avoid falling victim to smishing attacks, always confirm the message’s legitimacy with the source that it claims to be from. If it shows to be from your bank, call your bank using a number from something reliable like a billing statement. It’s also important to remember that you can’t win a contest that you did not enter.


How to Spot Email Impersonation
Posted By: Ryan Richardson

What is email impersonation?

Email impersonation is a phishing tactic, commonly used to impersonate a trusted individual. Impersonation doesn’t always require “spoofing” (sending from a forged email address). With simple impersonation attempts, hackers can create an email account using the display name of an Executive or trusted advisor in your organization. This is also a sly way for hackers to avoid getting caught in an anti-spoofing filter.

An impersonation email may appear to be from “John Smith”, but if you look closer at the email address, you may find a generic domain name (ex. @gmail.com, @yahoo.com) or even a completely unrelated email address (ex. abc123@gmail.com).

In some instances, we have witnessed hackers using email impersonation with the goal of obtaining your cell phone number so they can continue their efforts in what’s known as “smishing” or SMS phishing. Smishing is when a hacker impersonates a trusted source to obtain sensitive information via text message. The hacker’s motive here is to conduct their attack outside of a secured environment such as email. Click here to learn more about smishing.

 

Shouldn't our email security catch these attacks?

Impersonation filters are much more complex in nature than anti-spoofing filters. There are more variables you must consider.

There are 5 unique identifiers that are indicators of impersonation. An example of an identifier would be email that includes the word “payment” or “bill”.

When configuring impersonation protection, you must decide how many of these identifiers an email has to hit before it is filtered. If you require all 5 identifiers to be hit, nearly all impersonation attempts will get through to your inbox. If you require just one hit, you will end up with an excess of false positives and fail to receive legitimate email. The right balance in configuration will vary based on the needs of an organization or industry.

Even when appropriately configured, impersonation protection is not perfect and may let through an occasional imposter.

 

What additional measures can be taken?

runbiz  now offers a feature that will flag any email that originates from outside of your organization. In many cases, these are legitimate emails, but if your boss or co-worker’s email is flagged, you will know that this is an impersonation attempt. Contact us to discuss which measures are most appropriate for your organization.

 

What should I do when I receive an impersonation email?

Simply delete the email. This does not mean that your co-worker or organization has been compromised. The hacker has simply used public information to try to trick you. If you notice impersonation emails getting through on a regular basis, inform your oversight. If necessary, they can then request that the impersonation filters be adjusted. 


Switching Audio Sources in Windows 10
Posted By: Ryan Richardson

Many of the updates we are finding in Windows 10 are making common tasks more convenient and accessible. Switching from headphones, to headset, to external speakers has never been easier. In previous versions of Windows, switching audio sources required opening your control panel, but the task can now be completed on your desktop in your taskbar for added convenience.

 

To change audio sources:

  • Select the Sound icon in your taskbar
  • Select your desired audio output device

It’s as easy as that! We’ll continue next week in our series of Windows 10 tips and tricks.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Windows 10 Night Light
Posted By: Ryan Richardson

 

In recent #WebTipWednesday blogs, we have covered Windows 10 features that were designed to increase your efficiency. This week we look at a feature that’s designed to put you to sleep.. Excited yet?

 

It’s no secret that the blue light on your phone and computer screens will suppress your melatonin levels. This can disrupt your sleep/wake cycles and make it much harder to fall asleep at night. Windows 10 has developed a feature called “Night Light” for everyone burning the midnight oil. To enable Night Light,

 

  1. Open your start menu
  2. Type and select “Settings”
  3. Choose “Display”
  4. Under Night Light, toggle from off to on.

 

To edit your preferences, select “Night light settings”. Here you can manually enable Night Light, set your color temperature, and schedule your night light hours. 


Snip and Sketch: Windows 10
Posted By: Ryan Richardson

For all of you screen-shotters out there, I come bearing good news.  Our old friend Snipping Tool got a face lift! While the Snipping Tool is still available on PCs, intent is for the new Snip and Sketch to completely replace it. Let’s take a peek at some of the new features!

 

Now, when using your shortcut, Windows Shift S, you can select the specific portion of your screen you’d like to capture. Once you’ve got your screenshot, it’s automatically copied to your clipboard and available to paste.

                                                                                                    

To access the feature manually:

  • Click the start menu
  • Type “snip and sketch”
  • Select the "New" button to start snipping

 

Snip & Sketch also allows you to do all of the mark ups your heart desires.

 

You have the standard pen, pencil and highlighter mark-up tools. They’ve also included an eraser, a ruler to help with strait lines, and a cropping function to fine tune your parameters.

 

Finally, we have the new delay feature which allows you to snip with a 3 or 10 second delay. You may wonder how this is helpful. After all, it’s not like we’re taking selfies here. But the delay function is actually incredibly useful when trying to capture a popup menu that you have to hover over.

 

Overall, Windows has done a great job of modifying an already useful feature.

 

Happy snipping!


Clipboard Feature in Windows 10
Posted By: Ryan Richardson

We're continuing in our Windows 10 series by taking a look at the Clipboard feature. This tool is ideal when you are working on a project or document across multiple devices and want to copy something from your laptop, and paste it to your desktop.

  • Open your start menu
  • Select Settings
  • Select System
  • Open Clipboard Settings

Now enable “Sync across devices” to start copying data on one PC and pasting it on another PC.

Another feature of the Clipboard Function, Clipboard History. Enabling this will allow you to save multiple items to the clipboard for later use.

We’ll continue next week in our current series on Windows 10 specific tips and tricks.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Timeline Feature in Windows 10
Posted By: Ryan Richardson

If you’re anything like me, you might find yourself juggling a staggering number of projects at any given time. This can make for quite a challenge when you’re searching for that super important document from two days ago. And while we would all love to consider ourselves the most organized person in the office, sometimes our desktop doesn’t reflect that. That’s where Timeline comes in.

 

To access your timeline, simply press Windows Tab key or click the Task View button in your Taskbar.

 

This gives you a timestamped view of the work you’ve been doing recently and allows you to pick up right where you left off. For example, let’s say you’re on the hunt for a Microsoft Excel file. Type “excel” into the search bar for a view of all of the recent spreadsheets you’ve had open. It’s a very simple concept, and one that can potentially save you a lot of time digging through your files.


How To Use Google Chrome's Accessibility Features
Posted By: Ryan Richardson

Today we’re taking a look at the accessibility features that are offered in Google Chrome. If you’ve ever found your screen difficult to read, struggle with dyslexia, or have trouble seeing certain colors, chances are, google has developed an extension for you.

 

Here are the three of our favorites that are currently being offered:

 

High Contrast – Change or invert the color scheme to make webpages easier to read.

Color Enhancer - A customizable color filter applied to webpages to improve color perception.

Caret Browser – Browse the text of web pages using arrow keys.

 

Visit the Chrome Web Store for more accessibility extensions.   


How To Convert a PowerPoint Presentation to a Word Document
Posted By: Ryan Richardson

When giving a presentation, it’s common to give your audience handouts to go along with your agenda. Something that not many people realize is that rather than printing these out from Microsoft PowerPoint, you can export your presentation to Microsoft Word in just a few clicks. This allows you to take advantage of Microsoft Word’s robust formatting capabilities and add more in-depth information that couldn’t fit in your slides.

 

Instructions for Mac OS:

  1. Open your PowerPoint Presentation
  2. Select “File” from your menu bar
  3. Select “Export”
  4. Name your file and choose a location to store it
  5. Select “Rich Text Format (.rtf)” from the File Format drop-down menu
  6. Save your new .rtf document
  7. Right click on your .rtf document
  8. Open with Microsoft Word

 

Instructions for Windows 10:

  1. Open your PowerPoint Presentation
  2. Select “File” from your menu bar
  3. Select “Export”
  4. Select “Create Handouts”
  5. Select “Create Handouts in Microsoft Word”
  6. Choose a page layout for your handout
  7. Choose “Paste Link” if you would like your Word Document to automatically update as you are working on your PowerPoint Presentation. Choose “Paste” only if you would like your Word document to stay the same despite updates to your personation.

 

WHO IS RUNBIZ?

Run Business Solutions is an IT managed services and website services provider based in Amarillo, TX. We support small to mid-sized businesses both regionally and throughout the country. We pride ourselves on helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower you to do what you do best.

To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information.

To speak directly to a member of our team, fill out the consultation form! We would love to learn more about your company, your technology needs, and how we can address the unique challenges you face.


Why Separate Accounts Need Separate Passwords
Posted By: Ryan Richardson

Today we are talking about why your separate online accounts need to have unique passwords. If you take a second to think about it, you’ll realize that your personal information exists in many different places and platforms online. (Bank accounts, email, online shopping, etc.) With that, comes a considerable amount of risk. And while there is no full proof way to ensure that a breach on one of these platforms will never happen, there are ways to ensure that all other accounts with sensitive information are not left vulnerable. This is why it’s important to use different passwords for the different online platforms where your information exists.

 

 As we discussed in previous web tips, your passwords need to be long, unique, and hard to guess. We are fully aware that trying to remember 7 or 8 long, crazy passwords is unreasonable. The good news is that you don’t have to. Let the computer do the work for you! There are a lot of options for password management software out there that will generate secure, unique passwords, that you don’t have to remember; LastPass, Dashline, and Google Chrome’s built-in password manager to name a few. These password managers not only store your account passwords, they will generate random, secure passwords for you.

 

The importance is not so much on the tool you use to achieve this, but that you DO IT!


How To Customize Swipe Actions in Outlook Mobile App
Posted By: Ryan Richardson

 

In this #WebTipWednesday, we are taking a look at how you can keep your inbox organized while you’re on the go in the Microsoft Outlook Mobile app by setting custom swipe actions.

  1. Select your profile photo in the top left corner of the application
  2. Select the settings icon in the bottom left
  3. Select “Swipe Options”
  4. Choose “Swipe Right” or “Swipe Left” to assign an action to that swipe.

Swipe Actions include: Delete, Archive, Flag/Unflag, Mark Read/Unread, Move, Schedule, Read & Archive, None

When you are utilizing the swipe functions in your inbox, they can be undone by simply swiping a second time or selecting “Undo Delete”.

We hope this helps you stay on top of your emails while you’re on the go!


Cyber Security FAQs
Posted By: Ryan Richardson

Cyber Security FAQs with Drew Terrell, Runbiz President

 

Cyber-crime is on the rise and continually evolving.  Runbiz President, Drew Terrell, recently had an opportunity to address FAQs regarding this growing epidemic. 


What do business owners need to know about the current state of cyber-crime?

DT: It’s big business. The FBI says that it’s a $3 trillion industry this year and is estimated to rise to $6 trillion by 2021. Because of this, it has become very sophisticated. Attacks aren’t always easy to spot. People in our area are being targeted. Being in Amarillo, Tx doesn’t make you anonymous. People are using Facebook, Twitter, your website, and LinkedIn to socially engineer targets specific to a user inside of an organization.

 

How likely is it that my organization will be targeted?

DT: When we talk to people about this, it’s no longer an issue of if it’s going to happen, it’s an issue of when it’s going to happen. You have to be prepared and vigilant, doing the best you can. Then, unfortunately, deal with the fallout.

 

How do get rid of malware and prevent it in the future?

DT: It has to do with the type of infection or compromise you have. There are some good tools out there that will detect and help you remove malware, in some cases. In other cases, such as encryption, the only way to get rid of it is to restore from backup. When you think about how to best protect yourself, we deploy a three-pronged approach.

The first thing to consider is good user education. This stuff primarily comes from email and prays on people’s willingness to trust, so educating people on what they’re looking for is key. For example: Never put your password on the internet for any reason.

The second prong is adapting good tools. Most people are familiar with anti-virus, but now there are anti-phishing filters and other more sophisticated tools that will help you from making a mistake.

The final piece is business continuity. We used to think in terms of disaster recovery; fires, floods, tornados and things of that nature. These are no longer your biggest risk. Your biggest risk is cyber security. You need a plan in place that will help you recover from something like this in a matter of minutes or hours, not days.


Run Business Solutions is an IT Managed Services and Website Services provider based in Amarillo, TX. Since 2007, we’ve supported small to mid-sized businesses both regionally and throughout the country. We pride ourselves in helping businesses leverage technology, not just tolerate it. Runbiz is focused on enthusiastically providing excellent technical strategy, services, and solutions that drive our customers' businesses forward. We are passionate about our mission to empower people to do what they do well. To learn more about our approach to IT, visit our Managed IT or Co-Managed IT pages. If you are looking to revamp your website to look and perform better, visit our Website Services page for more information. CULTURE AND CORE Teamwork is the bedrock of the runbiz™ culture. We believe that every team player is what makes Runbiz successful. Our culture and core values are what set us apart. We must be a group of exceptional team players if we are to be an exceptional company. We believe in empowering our team, not only with the tools necessary to get the job done, but also with the confidence and freedom to do the right thing for our customers and teammates. We each understand the essence of our roles, we are motivated by empowering people to do what they do well and have clarity on how to play a part in the vision. We strive to live out the following core values daily: Kindness – We are caring, respectful, and patient. Integrity – We are honest, dependable and we do the right thing. Excellence – We are learning, improving, and exceeding expectations. Servant Heart – We are humble, helpful, and positive. Teamwork – We are team players and playing to win. You website can be a powerful tool for your business. However, if your potential customers cannot find it or cannot find the information they are looking for on it, they will likely return to Google and find another site that provides what they are looking for. We offer you the tools to take control of your website's content. Ensure your placement in Google's ranking and increase your leads and conversions by keeping your content up to date and relevant with runCMS. runCMS does not rely on third party plugins that are prone to breakage. Instead, it is actively developed, hosted, and supported by the friendly and experienced staff at Run Business Solutions. That means that you don't need to worry about dealing with hard-to-reach, unreliable web hosting companies. runCMS is powerful and easy to use. We would love to show you how it works. Powerful Tools RunIT CMS gives users powerful and easy to use tools to make managing website content easy. These tools are managed independently and the pages update automatically. This reduces (if not eliminates) the need to use third-party tools to accomplish goals. However, RunIT CMS allows for complete integration with custom CSS and JavaScript. Galleries A Gallery is a collection of images. RunIT CMS gives users the ability to create multiple Galleries. Users can upload and re-size image and add them to a Gallery. Images can be re-ordered, deactivated and given a hyperlink. ALT tags are fully accessible. Galleries can be added to pages as thumbnails, slideshows, or thumbnail slideshows. The slideshow is powered by the Nivo Slider by Dev7studios. Libraries A Library is a collection of Resources. A Resource is a file with a Title and Description. A Library could be seen as a collection of files made available on a website with a title and description. Library Resources can have an expiration date added which will cause them to no longer appear on the website when the expiration date passes. Libraries can be added to pages as simple lists of Titles that are download links or as tables with the Title, Description, File Name, and a Download button. Library downloads are tracked and are reported in the Analytics Dashboard. Blogs Blogs are a great way for users to publish fresh content to the world. RunIT CMS includes a Blog tool with Categories. Blog Posts can have a cover photo, can be deactivated, and are edited with the Custom Content Editor. Blog Posts have an optional expiration date. All non-expired, active Blog Posts are added to the site's automatically generated sitemap.xml file and the site's RSS feed. Blog Posts can integrate with Calendar events, allowing users to create a blog post and a Calendar Event at the same time. Calendars No full-featured CMS is complete without a calendar. The RunIT CMS Calendar tool allows users to create multiple calendars, each having a name and a custom color. Events can easily be added to a Calendar. Events have a Title, Description, Start Date/Time, End Date/Time, option for All Day Event, Reminder Date/Time, and RSVP Required. The Calendar displays on the page as either a calendar or a list of events, each being hyperlinks that open details about the event. If RSVP Required is selected, the event details will allow users to RSVP. RunIT CMS Custom Content Editors are present throughout the system. They are WYSIWYG (What You See Is What You Get) editors that allow for content to be added and formatted in a Microsoft Word like manner. Our editor is one of the best on the market. RunIT CMS Custom Content Editor Toolbox The Custom Content Editors include a wide array of features for formatting text, pasting from Word, and pasting as HTML. Users can apply a CSS class from the site.css file to images and text. There is a full multi-level undo/redo mechanism with action trails like Microsoft Word. The editor includes a spell checker, find and replace tool, and a table builder. The editor also includes a powerful hyperlink manager, image manager, and document manager. The image manager allows users to edit images. The RunIT CMS Custom Content Editor produces clean, semantic HTML markup that users can view or edit with the click of a button. This allows for advanced users to embed videos, add custom scripts or styles, and generally take total control of how the HTML is going to look. Content Blocks There is no reason to repeat the same action (such as copying and pasting) to update multiple pages. No one enjoys manually updating each page of a website in order to update a hyperlink or an image. It is our goal to eliminate duplicate work when it comes to editing web content. That's what Content Blocks are all about. A content block is a piece of formatted content that can be added to pages and updated in one place. Content Blocks are edited with the Custom Content Editors, giving users complete control over the formatting (and advanced users control over the actual HTML). An example of a use case for a Content Block is a navigation sub-menu that exists in a subset of pages. Another example is a YouTube video that needs to be displayed on many pages and is subject to change. Site Layout Users have complete control over the way their websites look. Everything contained in the tag is editable using a Custom Content Editor. The system includes several macros for the purpose of adding the site navigation and page content in any place desired. There are also macros to get the site root, the current date/time, and to add CMS tools to the layout.know your purpose. We take the time to understand who you are as an organization to determine how we can best serve you. Our goal is that the products and services we offer, allow you to thrive in that purpose. empower your people. In order for your organization to reach it’s maximum operational potential, you need the right tools. Technology is always changing, and we stay ahead of the curve to empower your people with best products and support to reach your objectives safely and efficiently. run your business By implementing best practices and our extensive specialized knowledge, we free you up to focus on what you do best. We eliminate costly, unnecessary distractions and downtime, giving you the predictability and confidence you need to run your business.