How to Use the New Virtual Appointments in Microsoft Teams

Scheduling appointments is a common activity. Salespeople often set up virtual appointments to answer questions about a product. Software companies allow people to schedule live demos. Telehealth therapists allow clients to book video sessions.

Those are just a few examples of some groups that are going to love a new Microsoft Teams feature. Virtual Appointments was recently added to the platform. It adds a new meeting style tailored for engagements with customers.

Have you’ve been using Teams and a different online appointment app? This new feature will streamline the experience.

What Is Virtual Appointments in Teams?

Virtual Appointments gives you an all-in-one meeting platform for customer engagements. You can schedule, manage and conduct B2C meetings in Microsoft Teams.

This new feature brings together the scheduling component with the video conference interface. Anyone with the link can join the virtual appointment. They do not need a Teams account.

Image is from Microsoft

The power of Microsoft’s scheduling app, Bookings, connects to Teams. This makes the Virtual Appointments function as seamless as possible.

Some of the features below will be available with any Microsoft 365 plan. Some are available with a premium plan.

Teams Virtual Appointments Features

Manage Scheduled Appointments

You can see your scheduled appointments in a single view. Manage cancellations and time changes easily.

Send Customized Confirmations & Reminders

You can send customers a customized message via SMS or email. This personalizes the experience for them. You can also use automation to give that personal touch without having to send each one manually. Automated appointment reminders are another time-saving function.

Customized Waiting Room

Add a personal touch to your virtual engagements. You can customize the Teams waiting room. You can use themes and logos to brand your business. You can also chat with attendees while in the lobby waiting room. This is helpful if your current appointment is running a little long. You can let them know you’ll be right with them.

Meeting Follow-ups

You can send meeting follow-ups after a virtual appointment. This helps you reduce the time it takes to send any promised follow-up information. You also keep all details in a single place. This makes your client communication trail easier to follow.

Organization & Department Analytics

How effective are your appointments? It’s hard to know if your demos are resulting in sales if you don’t have a good tracking system. It’s also important to have visibility into customer appointments across the organization.

You can do this with a premium analytics feature. It gives you helpful reporting. The reporting provides insights into B2C virtual appointments in all departments.

How to Use Virtual Appointments

To start using Virtual Appointments in Teams, admins must set up a few things. Note, they must be a Bookings admin to access these settings.

Create a Calendar

In the Virtual Appointments app choose to “Create a calendar.” You can find this option on the Home tab.

Larger organizations may wish to create different calendars for different departments.

Add Staff

Next, add staff members. You can add up to 100. You will also need to assign them a role. Once you’ve added your staff, you can view their availability in both Teams and Outlook.

What’s another nice thing about using an integrated platform like M365? It’s the cross-app compatibility. Your calendar syncs across apps.

Create Appointment Types

You’ll next set up your appointment types. You can choose from these two options:

• Scheduled: You schedule the day/time. The system adds this information to the email confirmation.
• On-demand (Teams Premium): Customers can choose when to meet from your booking calendar.

Image is from Microsoft

Set Up SMS Notifications (If desired)

If you choose to use SMS notifications and have the right Teams plan, you can set this up next. This allows you to easily send appointment confirmations and reminders via text message.

Note: Attendees currently need a valid U.S., Canadian, or U.K. phone number to receive the SMS notifications.

Link Forms (If desired)

If you would like your attendees to fill out any forms, you can link them now. Virtual Appointments allows linking up to four cloud-based forms. These would be forms you have created in Microsoft Forms.

Publish Your Booking Page

If you want to give customers the ability to book on-demand appointments, take this next step. You will need to publish the booking page. You do this on the “Manage” tab of Virtual Appointments. Select “Booking page,” and turn on “Publish booking page.”

Get Help Using Your Microsoft 365 Tools More Effectively

Microsoft 365 is a platform with many possibilities. Often, companies aren’t using all the features they could. As a result, their team may be less effective. They could also be wasting money on apps they don’t need.

Are you interested in help supercharging your Microsoft 365 experience? Give us a call today to set up a meeting.

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Check Out the Coolest Tech from CES 2023

At the beginning of each year, a group of global innovators meets. They introduce and show off breakthrough technologies. It’s done at the Consumer Electronics Show (CES), which is typically held each January in the U.S.

This year, over 3,200 exhibitors from 173 countries showed off the future. Giving us a glimpse of what could show up in our homes offices, living rooms, or kitchens. The show includes both wacky and very sensible inventions. All designed to push the limits and expand how we use technology.

People love their gadgets, so it’s always exciting to see the new tech that CES showcases. It’s estimated that the global smart home household penetration was 14.2% in 2022. By 2027, it’s expected to more than double to 28.8%.

What new gadgets did innovators introduce at this year’s Consumer Electronics Show? Here’s a rundown of some standouts that you may want to check out.

Loona – Intelligent Petbot

Do you love the thought of having a pet, but not the mess? Can’t have one because of where you live? Loona might be your answer. The developer promotes this smart gadget as “the most intelligent petbot.” It’s currently gathering funding through a Kickstarter campaign.

Image from Loona’s Kickstarter page.

The cute little motorized pseudo pet can welcome you. It can also follow you when you walk around, sneeze, scratch, and much more. Just like a dog or cat, Loona investigates suspicious objects. Unlike most pets can beatbox, pose for pictures, and dance.

Ring Car Cam

Another consumer IoT device displayed at CES is already for sale on Amazon. It’s the Ring Car Cam, which takes the popular doorbell cam concept on the road with you.

This small internet-connected video cam has dual-facing cameras. It can capture images in the car and on the road. It includes two-way talk to connect with loved ones at home. It also has motion detection and real-time motion alerts.

AtmosGear Electronic Skates

If you’re feeling brave, you can soon strap on a pair of electric inline roller skates. AtmosGear introduced the skates at CES. It expects to begin shipping them starting in May of 2023.

The skates can get up to speeds of 25 km/H (15.5 MPH) and can reach a full charge in about an hour. The “skate” is actually a motorized frame that you can attach to “all roller boots.”

Tilt Five Augmented Reality Glasses

If you’ve been waiting to use augmented reality (AR) outside a video game, your chance may be here. Tilt Five introduced an AR glasses system that connects to a computer device. It can be used on board games as well as video games.

Ready to bring some holographic life to your tabletop play? The system includes the glasses and a board game. The glasses look somewhat like heavy-duty safety glasses. Both interact to bring an AR element into the real world.

Image is from Tilt Five

Jabra Enhance™ Plus

This earbud/hearing aid combo can be very helpful to those with hearing loss. Jabra Enhance Plus are earbuds that offer a 3-in-1 experience. You can use them for listening to music, phone calls, and for hearing enhancement.

The small design makes them discrete, and they are also designed to be easy to use. They include state-of-the-art technology to provide superior audio clarity.

Hasbro Selfie Series Figures

Have you secretly wished to have your own action figure…of you! Hasbro has you covered with its new Selfie Series. You can use your phone’s camera to upload a pic and choose from figures based on several franchises.

Make a figure of yourself from these universes:

• G.I. Joe
• Ghostbusters
• Power Rangers
• Marvel
• Star Wars

Use your smartphone and Habro’s app to customize your new digitized figure. Then all you have to do is buy it and wait for it to arrive.

Twinkly Squares

Twinkly Squares are like the Lite-Bright toy all grown up. The squares allow you to add panels of colored and automated lights to any wall. They’re great for a home office or to add a pop of color to any space.

Because these are IoT gadgets, you can also program and control them. Create digital artwork, have them sync with music, or use their voice feature.

Xebec Tri-Screen 2

Do you wish you had more screen space on your laptop? Don’t like the uneven feel of using a second monitor that is higher than your laptop screen? Then Xebec’s Tri-Screen 2 may be your answer.

Image from Xebec site

This gadget enables you to expand your laptop screen on both sides. It sits behind the screen and expands the screen space both left and right.

Don’t Introduce Smart Tech Into Your Home without Security

New electronic gadgets and home tech can be great. They can also expose your network to security risks. Get help from a pro. Give us a call for a home security audit.

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7 Customer-Facing Technologies to Give You an Advantage

Customers look for convenience. In today’s world that means technology that makes their life easier. From webforms to POS systems, you need to keep the customer experience in mind in all you do.

When people aren’t happy with their experience interacting with a company, they leave. And their experience might not have anything to do with your products or services. Maybe they found it hard to navigate your website. They may have a question, but no one was around to answer it.

Customers expect you to make it easy for them to do business with you. Companies that do that, reap the benefits. Customer-centric companies are 60% more profitable than those that aren’t.

Technology is key to converting website visitors into clients. It’s also key for keeping customers happy and returning to buy again.

Where should you focus? Below are several ideas for all business budgets.

Cloud Forms

Are you still emailing forms in Microsoft Word to your customers? Using cloud-based forms makes the experience much better. Your customer doesn’t need to save a form to their computer and remember to email it back. Instead, they can follow a link and fill out the info online from any device.

Moving your forms to the cloud makes it easier for you as well. The form data comes in automatically. These systems also collate forms and provide analytics.

If you use Microsoft 365, then you already have a cloud form tool. Look for Microsoft Forms in your available applications or visit Microsoft’s site.

Digital Signatures

Experts expect the use of eSignatures to grow by 69% by 2024. The ability to digitally sign documents means more contracts get signed. People don’t have to print out a form, sign it, then scan it back in. Any of those activities could mean a bump in the road.

Printers run out of ink. People have trouble with a scanner they rarely use. The list goes on. Any problem can mean a customer rethinks signing a document that you need.

Using digital signatures streamlines the process. You can handle the transaction online. You also ensure you have a legally binding signature.

Smart Chatbot

When someone makes a buying decision, they often have a question. If they don’t have a quick and easy way to get an answer, they may go elsewhere.

Chatbots are really smart these days. If you program them right, they can answer a large percentage of repeat questions. They’re there 24/7 on your website ready to help in a moment of need.

Many customers actually like them. About 68% of consumers are happy using helpful chatbots. They say they like that they get a fast answer from a bot. This isn’t always the case when customers send an email.

SMS Notifications

SMS notifications are another type of technology that can improve customer experience. Emails have become flooded with junk mail. When someone needs to know about a shipment or purchase, they often prefer it by text. This way the message isn’t missed.

Think about implementing SMS notifications for important customer alerts. Make sure you have an opt-in and opt-out method. It’s also a best practice to let the customer choose which alerts they want to receive. Such as payment notifications, sales, or shipping details.

Business Mobile App

People have been in a transition from websites to apps for a while. Of course, the internet isn’t going away, but apps are gaining ground. A big reason for this is the rise of smartphone use.

Smartphone searches are overtaking web searches. And when people are on a mobile device they prefer apps over websites. Studies show that mobile users spend 90% of their time using apps, and just 10% using an internet browser.

Think about implementing a mobile app for your business. This can make it easier for customers to do business with you. It also gives you more marketing and service capabilities, such as push notifications.

If you’re on a tight budget, you could start with a “wrapper” app. These are solutions that take your existing website and transform it into an app.

FAQ Kiosk

For retail stores, having an FAQ kiosk available can provide a positive experience. It can allow customers to get questions answered quickly. It could also help them look up sales and coupons.

Service businesses can also benefit by using this digital tool. They can use it for commonly asked questions. They can also use it to direct clients to staff offices.

VoIP Phone System

You might think of your phone system as an internal piece of IT. But it’s also one of your most customer-facing technologies. The experience people get when they call is a vital part of how they view your business.

VoIP phone systems give staff the flexibility to help customers anywhere. This is true even when away from their desks. They also enable things like group ring, auto-attendant, and voicemail to email. All these features make for better caller interaction with your business.

Get Help Planning Your Technology Roadmap

Which technology upgrades will benefit your bottom line the most? How should new systems integrate into existing solutions? These are some of the things we look at when helping you look ahead to the future. Give us a call today to schedule a chat.

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6 Things You Should Do to Handle Data Privacy Updates

Once data began going digital, authorities realized a need to protect it. Thus, the creation of data privacy rules and regulations to address cyber threats. Many organizations have one or more data privacy policies they need to meet.

Those in the U.S. healthcare industry and their service partners need to comply with HIPAA. Anyone collecting payment card data must worry about PCI-DSS. GDPR is a wide-reaching data protection regulation. It impacts anyone selling to EU citizens.

Industry and international data privacy regulations are just the tip of the iceberg. Many state and local jurisdictions also have their own data privacy laws. Organizations must be aware of these compliance requirements. But they also need to know about updates to these rules.

By the end of 2024, about 75% of the population will have its data protected by one or more privacy regulations.

Authorities enact new data privacy regulations all the time. For example, in 2023, four states will have new rules. Colorado, Utah, Connecticut, and Virginia will begin enforcing new data privacy statutes.

Businesses must stay on top of their data privacy compliance requirements. Otherwise, they can suffer. Many standards carry stiff penalties for a data breach. And if security was lacking, fines can be even higher.

The Health Insurance Portability and Accountability Act (HIPAA) uses a sliding scale. Violators can be fined between $100 to $50,000 per breached record. The more negligent the company is, the higher the fine.

Does all that sound scary?

Don’t worry, we have some tips below for you. These can help you keep up with data privacy updates coming your way.

Steps for Staying On Top of Data Privacy Compliance

1. Identify the Regulations You Need to Follow

Does your organization have a list of the different data privacy rules it falls under? There could be regulations for:

• Industry
• Where you sell (e.g., if you sell to the EU)
• Statewide
• City or county
• Federal (e.g., for government contractors)

Identify all the various data privacy regulations that you may be subject to. This helps ensure you’re not caught off guard by one you didn’t know about.

2. Stay Aware of Data Privacy Regulation Updates

Don’t get blindsided by a data privacy rule change. You can stay on top of any changes by signing up for updates on the appropriate website. Look for the official website for the compliance authority.

For example, if you are in the healthcare field you can sign up for HIPAA updates at HIPAA.gov. You should do this for each of the regulations your business falls under.

You should have updates sent to more than one person. Typically, your Security Officer or equal, and another responsible party. This ensures they don’t get missed if someone is on vacation.

3. Do an Annual Review of Your Data Security Standards

Companies are always evolving their technology. This doesn’t always mean a big enterprise transition. Sometimes you may add a new server or a new computer to the mix.

Any changes to your IT environment can mean falling out of compliance. A new employee mobile device added, but not properly protected is a problem. One new cloud tool an employee decides to use can also cause a compliance issue.

It’s important to do at least an annual review of your data security. Match that with your data privacy compliance requirements to make sure you’re still good.

4. Audit Your Security Policies and Procedures

Something else you should audit at least annually is your policies and procedures. These written documents that tell employees what’s expected from them. They also give direction when it comes to data privacy and how to handle a breach.

Audit your security policies annually. Additionally, audit them whenever there is a data privacy regulation update. You want to ensure that you’re encompassing any new changes to your requirements.

5. Update Your Technical, Physical & Administrative Safeguards As Needed

When you receive a notification that a data privacy update is coming, plan ahead. It’s best to comply before the rule kicks in, if possible.

Look at three areas of your IT security:

• Technical safeguards – Systems, devices, software, etc.
• Administrative safeguards – Policies, manuals, training, etc.
• Physical safeguards – Doors, keypads, building security, etc.

6. Keep Employees Trained on Compliance and Data Privacy Policies

Employees should be aware of any changes to data privacy policies that impact them. When you receive news about an upcoming update, add this to your ongoing training.

Good cybersecurity practice is to conduct ongoing cybersecurity training for staff. This keeps their anti-breach skills sharp and reminds them of what’s expected.
Include updates they need to know about so they can be properly prepared.

Remember to always log your training activities. It’s a good idea to log the date, the employees educated, and the topic. This way, you have this documentation if you do suffer a breach at some point.

Get Help Ensuring Your Systems Meet Compliance Needs

Data privacy compliance can be complex. But you don’t have to figure it all out yourself. Our team is well-versed in compliance needs. Give us a call today to schedule a chat.

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Windows 8.1 Just Lost All Support. Here’s What You Need to Know

Companies both large and small share this one cybersecurity problem. They have computers that are still running older operating systems. Staff might use these devices only occasionally. Or the company may be running customized software that won’t run on newer OS versions.

The problem is that when the OS becomes outdated, the system is open to cyberattacks. When Microsoft or another developer retires an OS, it means that it is no longer supported. No more feature updates and no more security patches for newly found vulnerabilities.

The latest operating system to lose all support is Windows 8.1. Microsoft released the OS in 2013, and it was officially retired on January 10, 2023. Microsoft issued the following warning for companies:

“Continuing to use Windows 8.1 after January 10, 2023 may increase an organization’s exposure to security risks or impact its ability to meet compliance obligations.”

Here are a few facts you should know about what this retirement of Windows 8.1 means.

The OS Will Still Technically Work

When an operating system reaches its end of life, it doesn’t just stop working. Thus, many companies go on using it without realizing the security risk. Technically, the OS will work as it did the day before retirement. But it’s a lot less safe due to the loss of support.

Your System Will No Longer Receive Security Patches

Software and OS vulnerabilities are sought out and exploited all the time. This is what hackers do for a living. The vulnerability cycle usually begins with hackers finding a software “loophole.” They then write code to exploit it that allows them some type of system access.

The software developer learns of this, usually once hackers start breaching systems. They write code to fix that vulnerability. Developers then send the fix to users via an update that they install. This protects the device from one or more hacker exploits.

When an OS reaches its end of life, these fixes are no longer made. The developer has moved on to focus on its newer products. So, the vulnerability remains. It leaves a device vulnerable to hacks for days, months, or years afterward.

Approximately 61% of security vulnerabilities in corporate networks are over five years old.

Options for Upgrading

If you have a computer that is still running Windows 8.1, you have two options for upgrading. You can opt for Windows 10 or Windows 11. If the computer is running such an old OS, there is a chance your system may not meet the requirements for one or both. In this case, you may need to buy a new device altogether.

Microsoft states that there is no free option to upgrade from 8.1 to Windows 10 or 11. Some of the advantages you gain when upgrading include:

• Better built-in security
• Faster processing
• Capability for more modern features (like facial recognition)
• Improved accessibility features
• Updated productivity tools (like snap layouts in Windows 11)

What Happens If I Don’t Upgrade?

Security & Compliance Issues

Your data security is at risk if you stay on Windows 8.1. Without any security updates, any vulnerabilities will stay unpatched. This leaves your system highly vulnerable to a breach. One hacked system on a network can also cause the breach or malware infection to spread to newer devices.

If you have to comply with a data privacy regulation, like HIPAA, you’ll also run into issues. Data privacy rules dictate making reasonable efforts to protect data. Using a device with an outdated OS jeopardizes meeting compliance.

Slowed Productivity

The older systems get, the slower they get. Staff that must work on outdated software often complain that it hurts productivity. 77% of surveyed employees were frustrated with outdated tech. Employees dealing with outmoded systems may also quit. They are 450% more likely to want to leave and work elsewhere.

An outdated operating system can hold your staff back. They miss out on modern time-saving features. They can also run into problems with bugs that will no longer get fixed.

Incompatibility With Newer Tools

Software and hardware developers aren’t looking back. Once Microsoft retires an OS, they aren’t prioritizing its compatibility. In fact, some may not want their product to be compatible with it because of the liability.

When you have issues using modern software and hardware it hurts your business. You become less competitive and begin to fall behind. Staying on an outmoded OS keeps you stuck in the past.

Get Help With Your Windows Upgrades

We can help you upgrade smoothly from an older Windows OS to a new one. If you need a new system, we can point you in the right direction for the best value. Give us a call today to schedule a chat about upgrades and where your security stands.

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Why You Need to Think Twice Before Using Lensa AI & Other Self-Portrait Apps

It’s a common theme. You begin seeing these amazing CGI images of your friends on Facebook or Instagram. You think, “How can I make one?”

Filters and self-portrait apps have come a long way. You can now make yourself look like Hollywood’s version of a character in the next hit animated film. It still kind of looks like you, only a dream version with “perfect” hair, skin, and facial features.

The latest of these modern vanity marvels to make the rounds is Lensa AI. You upload about 10 photos so the app can feed that data into its AI algorithm. Then, once it maps your facial features, it generates several fantasy selfies of you.

These magical avatars don’t come for free though. While you can download the app for free and use it in a limited fashion, you need to pay to do more. To get unlimited access for one week, it’s $2.99. There are several pricing tiers for its avatar packs and membership access. These range from $3.99 for Avatars Pack 1 to $35.99 for full membership.

It sounds like a little harmless digital fun, right? That’s what many companies making apps like this like you to think. Vanity is an easy sell, and who doesn’t want to have a fabulous profile pic?

But for Lensa AI and several similar self-portrait apps, you’re paying more than you know. The cost comes from the data privacy rights you’re giving up. And these can go far beyond the app itself.

Why Worry About Data Privacy with Lensa AI & Similar Apps?

Thanks to laws like GDPR, software and app developers need to tell you what they do with your data. Looking at the app at the Mac App Store, a few alarming things jump out.

Data Used to Track You

Once you download the Lensa AI app, it can track your phone activity. The app store states that the app may use purchases and unique identifiers to track you. And this doesn’t mean only tracking you while in Lensa AI. It can track you across websites and apps owned by other companies.

Data Collected

Lensa AI scours your device for a lot of different data points. By downloading it, you permit it to do this. Some of the tracking links to you personally (such as linked to your name, IP address, or phone number). It collects a lot of other data, but not with your name or another identifier on it.

Data collected and linked to you:

• User content (such as the images you upload)

Data collected, but not linked to you:

• Purchases you make on websites or apps
• Usage data for apps, etc.
• Identifiers (this isn’t specified, but could mean things like city or gender)
• Diagnostics from your device

Loss of Rights to Your Uploaded Images

What apps like Lensa AI do with your data is a grey area. Many tech companies, such as Facebook, have been known to act irresponsibly with user data. Many are purposely vague in their terms and conditions, leaving the door open.

One section from the Lensa AI Terms that users agree to states the following:

“…solely for the purposes of operating or improving Lensa, you grant us a time-limited, revocable, non-exclusive, royalty-free, worldwide, fully-paid, transferable, sub-licensable license to use, reproduce, modify, distribute, create derivative works of your User Content, without any additional compensation to you…”

For the sole purpose of “operating” Lensa, could mean anything. It could mean that to make more money to operate the business, the company needs to use your images. Note that it also states it can modify, distribute, etc. YOUR user content.

Things You Can Do to Protect Your Data Privacy

Don’t Immediately Jump on Every Fad

This one may be hard when you see all your friends using a new app. It’s natural to want to be a part of that. But try waiting a week. Most likely those avatar images from the latest selfie app won’t be blowing up your feed anymore.

Read App Terms & Conditions

Take the time to read an app’s terms. You are often giving up more data privacy rights than you realize. This includes giving an app the ability to track just about everything you do on your device. Be aware of what’s at risk before you download a new app.

Restrict Data Collection

If you can’t resist an app’s charms, at least make it as secure as possible. This includes taking the time to restrict its data collection features, where possible.

Use your phone’s privacy and security settings to turn off data sharing. For the Lensa AI app, you can also contact the company to request that it delete your data from its servers. Its privacy policy states to email privacy@lensa-ai.com for questions and concerns.

Get a Device Privacy Checkup

The more apps you use, the more complicated data privacy can get. Don’t leave it to chance. We’ll be happy to help. Give us a call today to schedule a device privacy checkup.

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Microsoft Forms: One of the Handiest Freebies in Microsoft 365

Microsoft 365 is one of the most popular cloud platforms in the world, with about 345 million paid seats. Microsoft cloud tools numbers were up 32% in Q3 2022 compared to the previous year.

One of the reasons for its continued growth is the suite of cloud tools offered in the service. Users get a stable of over 20 different apps, including the core MS Office suite.

With so many different apps, it’s not uncommon for some to go unused. Companies may not even be aware they have access to these other helpful tools. One of the handiest apps you get with a Microsoft 365 subscription is Microsoft Forms.

From sending year-end customer surveys to assessing change readiness, Forms makes it easy. This online survey and form-building tool has a lot to offer organizations. And if you have a subscription to Microsoft 365, then you already get Forms included for free.

What Is Microsoft Forms?

Microsoft Forms is a drag-and-drop form, quiz, and survey creator. It’s simple to use and allows you to send out surveys via a link. Recipients can fill out your form online from any device.

Once recipients fill out the survey, the results come into the software instantly. You can see the collated results charted in the software. You can also export the results to Excel.

How to Get Started in Forms:

1. Visit Forms.office.com and log into your Microsoft account.
2. Choose “New Form” or “New Quiz: from the top menu

3. OR you can choose to explore the built-in templates.

4. Click “Add New” to add a new form field. You can choose from field types:
   • Choice (i.e., multiple-choice question)
   • Text
   • Rating
   • Date
   • Ranking
   • Likert (a scale that records attitudes/opinions about a topic)
   • Net Promoter Score® (a scale from “not likely” to “extremely likely”)
   • Section (separator that can include a title and image)
5. Enter your questions.
6. Once finished, click “Send” at the top. You can distribute the survey using the following options:
   • Link to a web form
   • Email
   • QR code
   • Embed in a web page
   • Via Facebook or Twitter
7. View responses on the “Responses” tab

Advantages of Using Microsoft Forms

It’s Included in Microsoft 365 Subscriptions

If you already subscribe to Microsoft 365, then it makes sense to use Forms. It can save you money if you’re using a separate survey tool, like Survey Monkey. It’s easily accessible by signing in with your Microsoft account.

It Saves Time

Sending a survey by email is time-consuming. You have to worry about emails bouncing due to an attachment. You also need to spend time collating all the results as they come in.

Using MS Forms can save you a lot of time. People don’t need to download anything or open an email file attachment. They simply follow your link and fill out the form online. As soon as they fill the survey out, you get the result. Forms also collates all the answers for you.

Get Charted Results Automatically

You can quickly see the results of the survey in meaningful graphs. Forms makes it simple to export to Excel if you want to upload the survey results into another platform.

On the “Responses” tab, you can hover over the result graphs to see the details.

Image from ocmsolution.com

It’s Easy to Use

There’s a very low learning curve with Microsoft Forms. The interface is intuitive and simple, so just about everyone can jump in and start using it.

What Are Some Ways You Can Leverage Microsoft Forms?

Annual Customer Satisfaction Survey

Using a web-based survey can increase your response rate from customers. They can fill out your satisfaction survey from any device, making it quick and easy for them.

You can see results instantly. Then, chart them to gain insights into what your business is doing right, and what you can improve upon.

Employee Security Awareness Quiz

Send a security awareness quiz to your employees using Forms. It can be easily integrated into your cybersecurity awareness training. The platform also tells you the average response time per person.

Change Readiness Survey

Change management is a growing focus of many organizations. This is due to the speed of technology-driven transitions. You can use Forms to improve user readiness for change adoption. Create and send out a change readiness survey to affected groups.

Event Registrations

Are you hosting an event? You can easily gather registration details. Send out a Forms link via QR code, social media, text, or email.

Volunteer Registration Form

Embed an MS Forms registration form on your web page to sign up volunteers. The platform will automatically collate different talents or other volunteer information. This helps you better match people’s talents to your needs.

And More

You’ll find more ideas from the Forms templates. Such as:

• Competitive analysis study
• Post-event feedback survey
• Office facility request form
• Employee satisfaction survey
• Product pricing survey
• Food catering request form
• Save the date form
• Course enrollment form

Would You Like to Get More Out of Microsoft 365?

There is a good chance that your company may be leaving some value on the table with M365. Give us a call today to learn more about our Microsoft 365 support services.

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This Article has been Republished with Permission from The Technology Press.

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Published first here: https://randalljustin.blogspot.com/2023/04/microsoft-forms-one-of-handiest.html

Data Backup Is Not Enough, You Also Need Data Protection

The need to back up data has been around since floppy disks. Data loss happens due to viruses, hard drive crashes, and other mishaps. Most people using any type of technology have experienced data loss at least once.

There are about 140,000 hard drive crashes in the US weekly. Every five years, 20% of SMBs suffer data loss due to a major disaster. This has helped to drive a robust cloud backup market that continues to grow.

But one thing that’s changed with data backup in the last few years is security. Simply backing up data so you don’t lose it, isn’t enough anymore. Backing up has morphed into data protection.

What does this mean?

It means that backups need more cybersecurity protection. They face threats such as sleeper ransomware and supply chain attacks. Cloud-based backup has the benefit of being convenient, accessible, and effective. But there is also a need for certain security considerations with an online service.

Companies need to consider data protection when planning a backup and recovery strategy. The tools used need to protect against the growing number of threats.

Some of the modern threats to data backups include:

• Data Center Outage: The “cloud” basically means data on a server. That server is internet accessible. Those servers can crash. Data centers holding the servers can also have outages.
• Sleeper Ransomware: This type of ransomware stays silent after infecting a device. The goal is to have it infect all backups. Then, when it’s activated, the victim doesn’t have a clean backup to restore.
• Supply Chain Attacks: Supply chain attacks have been growing. They include attacks on cloud vendors that companies use. Those vendors suffer a cyberattack that then spreads throughout their clients.
• Misconfiguration: Misconfiguration of security settings can be a problem. It can allow attackers to gain access to cloud storage. Those attackers can then download and delete files as they like.

What to Look for in a Data Protection Backup System

Just backing up data isn’t enough. You need to make sure the application you use provides adequate data protection. Here are some of the things to look for when reviewing a backup solution.

Ransomware Prevention

Ransomware can spread throughout a network to infect any data that exists. This includes data on computers, servers, and mobile devices. It also includes data in cloud platforms syncing with those devices.

95% of ransomware attacks also try to infect data backup systems.

It’s important that any data backup solution you use have protection from ransomware. This type of feature restricts automated file changes that can happen to documents.

Continuous Data Protection

Continuous data protection is a feature that will back up files as users make changes. This differs from systems that back up on a schedule, such as once per day.

Continuous data protection ensures that the system captures the latest file changes. This mitigates data loss that can occur if a system crashes before the next backup. With the speed of data generation these days, losing a day’s worth of data can be very costly.

Threat Identification

Data protection incorporates proactive measures to protect files. Look for threat identification functions in a backup service. Threat identification is a type of malware and virus prevention tool.

It looks for malware in new and existing backups. This helps stop sleeper ransomware and similar malware from infecting all backups.

Zero-Trust Tactics

Cybersecurity professionals around the world promote zero-trust security measures. This includes measures such as multi-factor authentication and application safelisting.

A zero-trust approach holds that all users and applications need ongoing authentication. So, just because a user is logged into the system today, doesn’t mean they are completely trusted.

Some of the zero-trust features to look for include:

• Multi-factor authentication
• Distinct file and folder permissions
• Contextual authentication
• Verification of permissions for file changes

Backup Redundancy

If you back up to a USB drive or CD, you have one copy of those files. If something happens to that copy, you could experience data loss.

Cloud backup providers should have backup redundancy in place. This means that the server holding your data mirrors that data to another server. This prevents data loss in the case of a server crash, natural disaster, or cyberattack.

Air Gapping for More Sensitive Data

Air gapping is a system that keeps a copy of your data offline or separated in another way. This would entail making a second backup copy of your data. Then, putting it on another server. A server disconnected from external sources.

This is a feature that you may want to seek out if you deal with highly sensitive data. It helps to ensure that you have at least one other copy of your backup. A copy walled off from common internet-based attacks.

Need Help With Secure Backup & Data Protection Solutions?

Have you updated your backup process for today’s threats? Give us a call today to schedule a chat about data backup and protection.

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This Article has been Republished with Permission from The Technology Press.

The post Data Backup Is Not Enough, You Also Need Data Protection first appeared on .

Original post here: Data Backup Is Not Enough, You Also Need Data Protection
Data Backup Is Not Enough, You Also Need Data Protection posted first on https://techismything.com/

Published first here: https://randalljustin.blogspot.com/2023/04/data-backup-is-not-enough-you-also-need.html

8 Reasons Every Company Is Now a Technology Company

Whether you sell shoes or run an accounting firm, you need some type of technology to operate. Today’s companies aren’t just in the business of selling their own goods and services anymore. They also must master various types of digital tools.

These include software, payment systems, computers, Wi-Fi networks, mobile devices, and more. Companies also need to protect their devices and network.. If that technology isn’t working, it can impact a business significantly.

98% of surveyed organizations say that just one hour of IT downtime costs more than $100,000. The reliance on technology means that every company is now a technology company.

This is the case no matter what products you sell or services you provide. Let’s discuss exactly why this is the case in today’s world.

What Makes Technology a Backbone of Any Business?

1. Technology Is a Critical Part of Business

Even farmers use tech to check commodity prices, sell livestock, and keep their books. Most companies couldn’t operate without their software. Or without databases filled with important information.

IT downtime is so devastating for this very reason. Remember the breaches impacting global meat producer JBS and Colonial pipeline? Those companies had to halt operations because of ransomware attacks.

They both paid the ransom to their attackers so they could begin operating again. Without the technology that’s become a normal part of our day, a lot of companies would close.

2. Customers Expect an Excellent Digital Experience

Customer experience came in first in a survey of top business priorities for the next 5 years. Nearly 46% of respondents said it was at the top of their list.

If a customer has just one bad experience with your company, they will likely go elsewhere. In a digital world, those experiences are often:

• Navigating your website
• Checkout experience
• Appointment scheduling ease
• Shipping notifications
• Helpfulness of online chat
• Response time from customer support
• Ability to contact your company via social media

To keep up with consumer expectations in 2023 and beyond, means you need to use technology. From your website to your payment experience, people expect a smooth digital flow.

3. Employees Need Devices to Drive Productivity

How do employees work productivity without the use of a computer, tablet, or mobile device? These devices keep staff connected to each other and your customer data. Devices enable communication and are how much of the work in offices gets done. If they don’t run well, business productivity suffers.

4. AI & Automation Help Companies Stay Competitive

AI and automation help organizations move faster. AI can personalize a consumer shopping experience. Automation can help sales teams close 30% more deals and improve conversions by over 200%.

To stay competitive, companies must integrate technology tools with AI and automation capabilities. This means they need to know the best ways to use these tools. Plus, integrate them well with existing solutions.

5. Information Is Being Generated at a Rapid Pace

Companies generate information digitally at a dizzying pace. Can you imagine what it would be like if you had to go back to all the paper files? You’d need a separate building just for all the filing cabinets.

Files, documents, and customer records are largely digital now. Keeping track of all that information and making it searchable requires technology skills.

6. Vendors/Suppliers Are Leaving Legacy Systems Behind

Think of the vendors you use to run your business. Could you interact with any of them offline only? No email, no digital documents? In most cases, the answer is, “No.”

The companies that you rely on for your business are also “technology companies” in the same way. Most will be leaving behind legacy systems like fax machines and paper documents. Thus, you need to use digital means to interact with them.

7. It’s Difficult to Grow Without Tech Innovation

People are limited by what they can mentally and physically do in a day. Computers and technology have exponentially increased that. They do a lot of the processing and manual work.

The cloud is often touted as leveling the playing field for small businesses. It allows smaller companies to leverage technology to do more affordably.

It’s hard to continue growing your business without the smart use of digital tools. This includes reviewing your technology infrastructure and looking at innovations on the horizon.

8. Business Continuity Needs

Business continuity is about keeping your company running despite any crisis events. One natural disaster could severely impact a building and everything in it. But, if you are storing your data in the cloud and using cloud software, your business can still operate.

Companies that aren’t employing backup systems are at significant risk. Tech solutions create the ability to continue operating from anywhere, increasing business resiliency.

What Does Your Innovation Roadmap Look Like?

Using technology securely and to its fullest can be a full-time job. Give us a call today, we can help take that burden off your shoulders.

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This Article has been Republished with Permission from The Technology Press.

The post 8 Reasons Every Company Is Now a Technology Company first appeared on .

Original post here: 8 Reasons Every Company Is Now a Technology Company
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Published first here: https://randalljustin.blogspot.com/2023/04/8-reasons-every-company-is-now.html

6 Steps to Effective Vulnerability Management for Your Technology

Technology vulnerabilities are an unfortunate side effect of innovation. When software companies push new updates, there are often weaknesses in the code. Hackers exploit these. Software makers then address the vulnerabilities with a security patch. The cycle continues with each new software or hardware update.

It’s estimated that about 93% of corporate networks are susceptible to hacker penetration. Assessing and managing these network weaknesses isn’t always a priority for organizations. Many suffer breaches because of poor vulnerability management.

61% of security vulnerabilities in corporate networks are over 5 years old.

Many types of attacks take advantage of unpatched vulnerabilities in software code. This includes ransomware attacks, account takeover, and other common cyberattacks.

Whenever you see the term “exploit” when reading about a data breach, that’s an exploit of a vulnerability. Hackers write malicious code to take advantage of these “loopholes.” That code can allow them to elevate privileges. Or to run system commands or perform other dangerous network intrusions.

Putting together an effective vulnerability management process can reduce your risk. It doesn’t have to be complicated. Just follow the steps we’ve outlined below to get started.

Vulnerability Management Process

Step 1. Identify Your Assets

First, you need to identify all the devices and software that you will need to assess. You’ll want to include all devices that connect to your network, including:

• Computers
• Smartphones
• Tablets
• IoT devices
• Servers
• Cloud services

Vulnerabilities can appear in many places. Such as the code for an operating system, a cloud platform, software, or firmware. So, you’ll want a full inventory of all systems and endpoints in your network.

This is an important first step, so you will know what you need to include in the scope of your assessment.

Step 2: Perform a Vulnerability Assessment

Next will be performing a vulnerability assessment. This is usually done by an IT professional using assessment software. This could also include penetration testing.

During the assessment, the professional scans your systems for any known vulnerabilities. The assessment tool matches found software versions against vulnerability databases.

For example, a database may note that a version of Microsoft Exchange has a vulnerability. If it detects that you have a server running that same version, it will note it as a found weakness in your security.

Step 3: Prioritize Vulnerabilities by Threat Level

The assessment results provide a roadmap for mitigating network vulnerabilities. There will usually be several, and not all are as severe as others. You will next need to rank which ones to address first.

At the top of the list should be those experts consider severe. Many vulnerability assessment tools will use the Common Vulnerability Scoring System (CVSS). This categorizes vulnerabilities with a rating score from low to critical severity.

You’ll also want to rank vulnerabilities by your own business needs. If a software is only used occasionally on one device, you may consider it a lower priority to address. While a vulnerability in software used on all employee devices, you may rank as a high priority.

Step 4: Remediate Vulnerabilities

Remediate vulnerabilities according to the prioritized list. Remediation often means applying an issued update or security patch. But it may also mean upgrading hardware that may be too old for you to update.

Another form of remediation may be ringfencing. This is when you “wall off” an application or device from others in the network. A company may do this if a scan turns up a vulnerability for which a patch does not yet exist.

Increasing advanced threat protection settings in your network can also help. Once you’ve remediated the weaknesses, you should confirm the fixes.

Step 5: Document Activities

It’s important to document the vulnerability assessment and management process. This is vital both for cybersecurity needs and compliance.

You’ll want to document when you performed the last vulnerability assessment. Then document all the steps taken to remediate each vulnerability. Keeping these logs will be vital in the case of a future breach. They also can inform the next vulnerability assessment.

Step 6. Schedule Your Next Vulnerability Assessment Scan

Once you go through a round of vulnerability assessment and mitigation, you’re not done. Vulnerability management is an ongoing process.

In 2022, there were over 22,500 new vulnerabilities documented. Developers continue to update their software continuously. Each of those updates can introduce new vulnerabilities into your network.

It’s a best practice to have a schedule for regular vulnerability assessments. The cycle of assessment, prioritization, mitigation, and documentation should be ongoing. This fortifies your network against cyberattacks. It removes one of the main enablers of hackers.

Get Started with a Vulnerability Assessment

Take the first step towards effective vulnerability management. We can help you fortify your network against attacks. Give us a call today to schedule a vulnerability assessment to get started.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

The post 6 Steps to Effective Vulnerability Management for Your Technology first appeared on .

Original post here: 6 Steps to Effective Vulnerability Management for Your Technology
6 Steps to Effective Vulnerability Management for Your Technology posted first on https://techismything.com/

Published first here: https://randalljustin.blogspot.com/2023/04/6-steps-to-effective-vulnerability.html