by Felicien | Jul 11, 2018 | Education
Microsoft Office 2016 is now using artificial intelligence to make your life easier. MS has added AI to their platforms with their new Smart Lookup feature. This makes fact-finding much easier as you can look up what you need right from within the document you’re working on.
Do you know how to use the Smart Lookup Feature Office 2016? You don’t? Well, we’re going to change that right now. And, by the way, feel free to share these “secrets” with your co-workers.
What Is Smart Lookup?
It’s a cool new feature in the Office 2016 Suite that lets you look up information quickly from the document you’re working on using the Bing Search Engine. Smart Lookup automatically finds the information you need.
To get going, open a document in your Office 2016 program of choice (Word, Excel, or PowerPoint).
Then, highlight a term or phrase in the document that you’d like to search for.
Here we’ve selected “turkey.”
Leaving the word highlighted, go to the Ribbon at the top of the window and select REVIEW > SMART LOOKUP.
Note: You can only do this once you’ve read through and acknowledged the Privacy Policy.
Microsoft will post the Privacy Policy on the right side of your screen. Read it and click “Got It” and you can proceed. You’ll only need to do this one time to activate Smart Lookup throughout your entire Office Suite of tools.
Since Microsoft sends your data to Bing, it doesn’t turn Smart Lookup on by default. You may need to contact your IT department for assistance.
If you use a Mac as I do, it’s a bit different. Instead, go to Tools at the top of your screen, and you’ll find Smart Lookup here.
The Bing search results will appear in the panel to the right. (The Insights Task Pane)
Now, take a close look at the Insight Task Pane. You’ll see two options: Explore and Define
Explore contains search results like photos and articles. Define provides a definition of the word.
Easy right? I hope this helped!
Would You Like To Learn More Office 2016 Tips?
Keep reading!
Do You Know How To Customize The Ribbon And Quick Access Toolbar?
Doing this can save you tons of time. You’ll have your favorite tools lined up in your Ribbon for easy access.
To get going, right-click on the ribbon itself and select “Customize the Ribbon.” (You can also do this from your Quick Access Toolbar which you can find in the upper left corner of your computer screen.)
Click the View Menu to open the Ribbon.
Most of the commands you’ll want to add can be found under Insert Menu. Choose the Layout tab and click the command you want for your Page Setup.
Do You Know About The “Tell Me What You Want to Do” Feature?
Actually, Word 2016 will do the work for you. In the past, you had to type in an entire phrase like: “How do I add a hyperlink?” Now, all you have to do is type the word “link” and Word will bring up options for you. Word is much smarter than it used to be!
As a matter of fact, this feature works in all of Microsoft’s solutions.
Are You Familiar With Quick Parts?
These are much like miniature macros that save content you use often (like your company’s information).
It’s easy to create a Quick Part.
Key in the phrase, sentence, or word you want to save. Highlight it and click the Insert tab in the Text group, then click Quick Parts.
Now save it to the Auto Text Gallery.
Next, you’ll need to create a New Building Block. The data is stored for you to use in the future.
Create building block names that are unique, or they won’t show up when you type the text. If you create a lot of building blocks, you can organize them in Galleries and Categories.
When you need to use your text, put your cursor where you want to insert the text and go to Quick Part>AutoText. Your text will appear.
The Building Block Organizer stores Quick Parts Auto Texts in alphabetical order. If you want to change this, go to Edit Properties. Here you’ll find pre-designed blocks of text you can insert into your document.
These Building Block galleries can be found throughout Word. They have preformatted:
Page Numbers
Text Boxes
Cover Pages
Headers
Footers
Quick Tables
Tables of Contents
Watermarks
Bibliographies
Equations
You can customize each Building Block to suit your needs. And, as mentioned, you can create custom Building Blocks and add them to their relevant galleries.
We’ve revealed quite a few Office 2016 secrets now. But there are plenty more that we’ll share in future articles.
by Felicien | Jul 10, 2018 | Education
Are You Prepared for Windows 7 End of Life?
Windows 7 has been one of the most successful operating systems developed by Microsoft. Its resilience has been boosted by many conspiracies and controversies surrounding Windows 8. In fact, millions of organizations skipped the Windows 8 upgrade and stuck with Window 7. Many businesses are still not convinced that Windows 10 is any better than Windows 8. Even though there are numerous valid reasons to stay with Windows 7, it’s time to start preparing for the inevitable upgrade.
January 2020 will be the end of the road for Windows 7. This means that Microsoft will put an end to Windows 7 security updates, bug fixes, and all support, thereby implementing its end of life. Until then, you can enjoy the operating system’s extended support as Microsoft works on phasing it out. As of now, the manufacturer is still offering paid support for the operating system but has terminated all the complimentary updates that come with the product license.
Support Status for Windows 7
Like many Microsoft products, Windows 7 came with a predetermined support timeline. It’s good to know a product’s support lifecycle so that you know when to upgrade. The conventional mainstream support for Microsoft’s operating system stopped developing Windows 7 updates on January 13, 2015. This means that Microsoft no longer provides bug fixes and security updates for the operating system.
With that in mind, the company will still provide some security patches through the extended support phase. This extended support period will run until January 14, 2020. After this date, there will be no more security fixes and updates thereby marking the official Windows 7 End of Life.
However, there’s absolutely nothing stopping you from using Windows 7 even after its End of Life. But you should know that using an outdated operating system makes your computer vulnerable to cyber-attacks.
For instance, many organizations that stayed with Windows XP long after the expiry of its lifecycle suffered serious cyber attacks from infamous hackers like the WannaCry ransomware. There’s a good chance that attackers are already working on how they can exploit the vulnerabilities that will be created when Microsoft ends their extended support period for Windows 7.
Why Microsoft has to end Windows 7 support
Microsoft has a policy stipulating how the life of a product starts and how it ends. Normally, the life of a Microsoft product begins when it is released into the market and ends when the company stops providing support. This is how Microsoft OS lifecycles start and end.
More importantly, Microsoft needs to sell its latest operating systems, which are Windows 8 and Windows 10. To do that effectively, they must preside over the death of the older operating systems. The tech giant has already started blocking updates through some machines so it may be necessary to start preparing now for the eventuality that you may not be able to get any new updates.
What Windows 7 End of Life means to you
Imagine using a product that a company doesn’t want to take responsibility for anymore. You’ll be using the product at your own risk. This means that Microsoft will not take responsibility for loss of data due to security breaches on Windows 7.
New Malware is developed daily so it’s important to understand that anyone continuing to use Windows 7 could be more vulnerable. Without regular patches and security updates, you’re basically at the mercy of hackers. Most users don’t want to take the risk of losing important data and having to deal with a cyber breach.
Preparing for Windows 7 End of Life
Now you know that the Windows 7 OS will not be a safe product to use over the internet in a couple of years. So you have to ask yourself if you’re ready to move into the future with the more modern Windows 10 operating system. Windows 10 gets regular patches and updates to keep it secure. It will install on most devices and machines with no problems or issues, but Microsoft does have a vast array of help and support documents on their website in case you run into trouble.
For enterprise upgrades, it’s best to seek the help of an IT professional. This is a good way to ensure that everything is upgraded correctly and that all firewalls and antivirus are in place and working optimally. Depending on what type of hardware and software you’re using, you may need to take specific steps to make sure everything is fully compatible.
Wrap Up
We all dislike change; it’s just normal. But when it comes to something important like your operating system, your company and staff will benefit by having the latest Microsoft products installed. Each year, all-new features are added to Windows operating systems to make them easier to use and give users a better experience. Once your team knows how to use all these great features, they can save time while producing better documents, spreadsheets, PowerPoint displays and such.
by Felicien | Jul 10, 2018 | Education
The Cloud offers quality, timely, and affordable services by doctors to their patients. It is a platform that enables users, in this case, doctors and patients, to have real-time consultations without necessarily having to go to the doctor’s office. This is made possible due to the Cloud features that are available on most devices with an internet connection. Your computer, your phone, or even a tablet is all you need.
Why healthcare providers have turned to the Cloud
The Cloud is a less expensive alternative because users don’t have to pay consultation fees to access the services of a doctor. It is faster because you can access the services online at any time 24/7. These services are becoming much more prevalent today because doctors and their patients lead such busy lives. In addition, Cloud services adhere to HIPAA regulations, so this protects both the patient and the doctor.
Providers are pressed with the need to reduce their operational costs. In today’s world, the cost of everything is rising, including employee wages and day-to-day expenses. More providers are moving toward offering Cloud services to cut back their expenditures and save time. Doctors can see more patients and they still get the quality care they deserve.
Patients seem to like the added convenience of having these kinds of treatment options available. Nowadays people are so much more involved in the management of their own healthcare. Using the Internet, it’s easy to check online for treatment of certain conditions. Though this can be helpful, it is also risky because there’s a lot of information out there and someone might get the wrong facts and make their condition worse.
Advantages of using the Cloud in healthcare
Cloud computing solutions are relatively cost-effective when compared with traditional IT costs. Using the Cloud, companies can choose a line of services that best suits their business needs. Even storage options are completely scalable. The Cloud offers automatic upgrades when new software and firmware becomes available. This type of flexibility is an attractive feature for most healthcare providers. When they sign up for the Cloud, they can select from a range of packages where services are bundled to save money.
Using the Cloud, millions of patient records and other data can be stored online where it’s accessible from any device or location. That gives clinicians many advantages over old-fashioned storage methods. From test results to pharmacy information, a doctor can consult with a specialist sharing things that can help to lead to a better diagnosis for his patients. Data can be shared in real time. This is much more effective than exchanging emails and phone calls with other doctors.
Disadvantages of using the Cloud
The Cloud relies heavily on the internet and downtime is a challenge associated with internet services. This will temporarily make information unavailable or take a longer time to gain access to the right records.
Bandwidth is another issue. If too many users are trying to access the same site at the same time, traffic may slow down. This can cripple accessibility.
Security is another major issue when you have your data stored on online platforms. Providers need to have multiple layers of security installed. Many doctors have gotten used to conferring with specialists while they’re on the move. Public broadband connections lack the security requirements of HIPAA. Though the Cloud is easy and convenient for a doctor and his staff, it’s very important to make sure that everyone knows the importance of security. You can’t access the network from unsecured public locations and many healthcare workers may not comply with Best Practices.
Services offered by Cloud
Basically, users can take advantage of various types of cloud services including private, public, and hybrid Clouds. The private cloud deals with an on-premises environment, where data is generated and stored within the network system of an organization. A public cloud is more or less the kind of data that is uploaded to an online platform and can be accessed by just anybody. Health facilities use the public cloud to upload medical resources such as medical articles, research statistics, and the likes. A hybrid Cloud offers both private and third-party cloud services. It’s like having the best of both worlds.
New WANs in Healthcare
A Wide Area Network (WAN) is another technology made up of multiple Local Area Networks (LANs) and the two are interconnected using a router or any other device that is multifunctional. Innovators in healthcare technology are trying to establish new WANs based on broadband connections supplemented by software overlays.
This is because broadband connections are cheaper when compared to private lines. The new innovation will enable providers to expand their bandwidth according to their needs and even allow them to use other kinds of connection technology such as wireless networking. Installing the new WANs will not affect the existing IT infrastructures. This will automatically help improve cloud services.
Wrap Up
Cloud services for the healthcare industry are trying to meet the immediate demands of both the providers and the users by offering access to IT resources such as greater storage options and more versatile applications. The best part of opting to go with cloud services is that the organization will not need to install or manage any software or hardware. Cloud services can be accessed from anywhere giving both the providers and healthcare users greater convenience.
by Felicien | Jul 9, 2018 | Education
Exactis Data Leak Reveals the Dangers of Less Efficient Security Measures around People’s Data
The new data leak at Exactis, a marketing and data-aggregation firm based in Florida, presents a great many opportunities for cybercriminals to launch any number of attacks on unsuspecting victims over the next several months.
Exactis, which collects loads of personal data on nearly every U.S. adult, recently leaked detailed information on both people and businesses in the country, according to an exposé by a security researcher.
The exact number of people that this breach has affected remains unknown, but reports indicate that about 340 million records were involved in the leak on the company’s publicly available server.
The Florida-based data aggregation company claims to be in possession of data on a whopping 218 million U.S. adults, including some 110 million households. It further has some 3.5 billion records (digital, consumer, and business records).
Exactis data leak a lesser threat?
Many potential victims may take comfort in the fact that Exactis does not collect people’s payment information such as credit or debit card data, nor their Social Security Numbers. The marketing firm is largely interested in personal information – including names, addresses, and other very basic and specific details about people’s private lives such as hobbies, religion, and individual preferences.
Additionally, unlike the Equifax data breach that involved massive loss of people’s payment information into the hands of cybercriminals, no evidence has come to light yet indicating that the leaked data on the Exactis server actually fell in the hands of anyone with malicious intent.
According to the individual who discovered the breach, Exactis has since taken protective measures to secure the data.
However, this is not a guarantee that there’s no need for alarm. There is no way to tell just how long the individuals who infiltrated the server might have stayed there undetected. Neither does anyone know the details of their exact intent nor the kind of information they might be interested in.
What is now public knowledge, however, is that the exposed information also included home addresses, email addresses, and phone numbers – which can be a time bomb in the hands of a bad actor.
What was the mistake that led to the Exactis server leak?
The data leak at Exactis was possible because the company left the information up on a public server without any protection around it. This way of storing information in the company left the massive collection exposed for anyone who cared to access and use it. There’s no denying how tempting something like this would be for a data thief, as the database had information about “pretty much every U.S. citizen in it.”
While Vinny Troia, the security expert who exposed this leak admits to not knowing where Exactis obtains all their data, he confirms that the database is truly one of the most comprehensive information resources available of its kind.
Should this data security breach and the numbers associated with it be anything to go by, it would be one of the most detrimental to hit the U.S. in a while. This data leak would beat 2017’s Equifax breach hands down. The Equifax breach has held the record as being one of the most devastating security data breaches to date. It affected the highest number of consumers – up to an estimated total of 145.5 million individuals.
What potential risks are victims of this breach are facing?
The damage is done, so what are the repercussions? What does this mean to the individuals and businesses whose details have been breached? What possible solutions do they have at their disposal?
Spam emails
Persons whose personal details are now out there can expect to receive streams of annoying spam emails in their inboxes.
If spammers got hold of someone’s personal information from the Exactis data leak, this would mean a fresh new list of email addresses to send unsolicited offers to. This class of cybercriminals makes money off signals such as website pop-up ad impressions or email response rates. Clicking on their unsolicited emails would be generating money for them without intending to.
Phishing attacks
A direr possibility, the data might fall into the hands of identity thieves. These criminals could use the email addresses obtained from the leaked collection to create any number of phishing schemes.
The consumers who have lost their personal information, therefore, run the risk of being targeted by phishing attack emails, which involve criminals impersonating legitimate senders attempting to trick them (unsuspecting recipients) into clicking malicious links in these emails. Clicking such malicious links would trigger the download of malware onto these victims’ computers.
Attackers may also trick these victims whose emails they (attackers) have gathered, into giving out some confidential and more valuable information such as usernames and passwords, credit card data, and even Social Security numbers.
Wrap up
Knowing what to expect is the first step in preparing for the consequences of this breach. At the end of the day, you must protect yourself. It is utterly important that you do not open any email that originates from an untrusted source. Better still, consider using a suitable email authentication service to protect you from interacting with malicious emails. Watch for phishing schemes—expect them to come to your inbox and be prepared. Don’t be fooled by emails that seem a bit too urgent. Cybercriminals always use fear to get you to click on their bad links.
by Felicien | Jul 6, 2018 | Education
ROI for Managed IT Services: Are You Reaping the Returns You Should Be?
When’s the last time you measured the ROI for your managed IT services?
No one needs to tell you how important technology is to your business – you live it and breathe it every day. If your technology isn’t playing the role it’s supposed to, team productivity and morale go out the window. So, it’s no surprise that partnering with a managed IT service provider is an investment worth making.
But rarely do we stop to wonder about the tangible return-on-investment (ROI) that a managed IT partner can offer an organization like yours. You know, the actual benefits and impacts to your bottom line that you can see. Sure, it helps to get annoying tech problems out of your hair, but the true ROI benefits that managed IT providers offer should be much more dynamic.
First Things First: When it Comes to Managed Services, What Exactly is ROI?
The tricky thing about managed services is that there is no ‘one-size-fits-all’ way to measure ROI benefits for businesses. Small businesses likely have much different service arrangements compared to medium or larger-sized businesses. However, when it comes to determining ROI for managed IT services, cost-efficiency and positive cash flow are benefits all businesses could make use of.
The ways managed service providers can help open cash-flow for your organization is countless. It all depends on how your managed IT service agreement is laid out and on the extent of services you require. However, despite the type of business you’re in or the size of your operation, managed IT service providers should always provide a positive impact on your bottom line.
The Basics: Here’s the Baseline ROI You Should Be Getting from Your Managed IT Provider
As mentioned, the relationship that each business has with their managed IT partner will vary. Not every company or organization needs the same amount or type of IT support and service. Some larger entities will have dynamic network monitoring services and regular strategic sessions. Other, smaller entities will perhaps rely on more basic management and troubleshooting services.
However, no matter the size or nature of the organization, there are some basic managed IT ROI benefits that professionals should be receiving. At the end of the day, an IT investment should ensure that technology is making the lives of your team easier, more secure, and ready for growth.
Check out these basic ROI benefits that your managed IT partner should be guaranteed:
Streamlined Efficiency
Downtime is perhaps the most common and notorious money sucker that plagues the business world. It may sound cliché, but time really is money. If your team is stuck dealing with tech delays and old equipment, valuable minutes and hours of the work day are flying right out your office window.
A managed IT service partner should offer dynamic support and strategic planning that helps streamline processes and boosts productivity in your office. Technology should always be working in your corner – helping you and your team get work done faster and simpler than ever before. A good managed IT partner will ensure that your IT infrastructure is minimizing downtime and maintaining a healthy workflow during business hours.
Security & Peace of Mind
Another huge threat to your bottom line? Cybercriminals stealing data and demanding outrageous ransoms for the encrypted goods. Even worse, potential internal threats like disgruntled or untrustworthy employees looking to get their hands on company funds or information without authorization.
In an increasingly digital workforce, internal and external security threats must be considered seriously. A reliable and strategic IT partner will have a detailed security plan that seeks to cover your organization at all endpoints. Your managed IT provider should be offering you consistent security support and peace of mind that your network is sufficiently monitored and secured.
Scalability
One of the most important – but often overlooked – ROI benefits for managed IT services is scalability. Business today changes rapidly and organizations must be able to keep up – not only with changing conditions but with developing technology as well.
You and your team are busy enough trying to stay on top of your own industry trends. Your managed IT partner should be proactively managing your tech development. Whether your business grows or downsizes, a good IT partner is one step ahead of the game, prepared to modify your IT infrastructure as needed. This kind of support means you have a partner for the long-term – a dedicated IT expert willing to ride the waves with you.
The Extras: Managed IT ROI Benefits You May Have Overlooked
So, we’ve covered the basic ROI that your managed IT provider should be offering you regularly. However, there are other ways your IT partner can have a positive impact on your bottom line. Sometimes it’s the little things we overlook the most. However, the little changes that a managed service provider implements really do add up over time.
Check out these additional ways that a managed IT service provider offers real-life ROI:
Going Green
Saving costs on paper and energy aren’t just good for you – it’s good for the planet. A good managed IT provider is going to ensure that your technology is set up to use as little paper as possible and will ensure energy waste is kept to a minimum. By keeping your energy and paper waste low, your bottom line will definitely see some operational relief.
CapEx vs OpEx
Another great benefit that a managed service provider can offer is a huge decrease in tech investment. Businesses are able to rent equipment directly from providers instead of making huge upfront investments on their own devices. This allows organizations to transfer IT spending from Capital Expenses (CapEx) to Operational Expenses (OpEx). Making this switch means your company can reap big tax deductions to boost ROI.
Team Building/Empowerment
Perhaps the most valuable benefit that managed IT providers offer is the bonus of having a knowledgeable expert in your corner. Not only does it help to have someone to call upon – it’s priceless to have someone teaching you to be your own expert.
A good IT partner is going to pass on as much expertise to you and your team as possible. Think of it as cost-free training! Encouraging and empowering your team means they’ll feel more confident to use technology efficiently and effectively. A morale boost like that can only have positive impacts on your bottom line.
Taking Charge: Don’t Be Afraid to Talk ROI with Your Provider
At the end of the day, the best way to get a concrete idea of your managed IT ROI is to have an open and honest conversation with your current or potential provider. A good and worthwhile provider is going to want you to understand all the benefits you’re getting from the investment. Hold them accountable and have them offer a detailed explanation of how you’ll benefit from this investment.
Tech support is pretty much a non-negotiable investment these days. However, it doesn’t have to be an investment that you stress about or lose anything from. In fact, as we’ve mentioned, establishing a strong IT partnership should positively impact your cost/profit margins. Take the time to understand what you’re looking for from an IT provider and talk with them transparently about what you expect to see in return. You’ll be surprised how much ROI the right managed IT provider can offer!
