Does your organization need to optimize its migration and provision of Office 365? Here are 6 strategies for managing and making the most out of your subscription to Microsoft’s premium cloud-based productivity suite.

Declutter your inbox

If you’re having trouble managing the overwhelming amount of emails in your inbox, then using Office 365’s “Clutter” feature can clear up some space. To enable this feature, go to Settings > Options > Mail > Automatic processing > Clutter then select Separate items identified as Clutter. Once activated, mark any unwanted messages as “clutter.” After learning your email preferences, Office 365 will automatically move low-priority messages into your “Clutter” folder, helping you focus on more important emails.

Ignore group emails

Want to keep messages from an email thread you don’t want to be part of out of your inbox? If so, simply go to the message and find the Ignore setting. Doing this will automatically move future reply-alls to the trash so they never bother you again. Of course, if you ever change your mind, you could un-ignore the message; just find the email in your trash folder and click Stop ignoring.

Unsend emails

In case you sent a message to the wrong recipient or attached the wrong file, use Office 365’s  message recall function. Simply open your sent message, click Actions, and select Recall this message. From here, you can either “Delete unread copies of this message” or “Delete unread copies and replace with a new message.” Bear in mind that this applies only to unread messages and for Outlook users within the same company domain.

Work offline

Whenever you’re working outside the office or in an area with unstable internet, it’s a good idea to enable Offline Access. Found under the Settings menu, this feature allows you to continue working on documents offline and syncs any changes made when you have an internet connection. Offline access is also available in your SharePoint Online document libraries.

Use Outlook plugins

Aside from sending and receiving emails, Outlook also has some awesome third-party plugins. Some of our favorite integrations include PayPal, which allows you to send money securely via email; and Uber, which lets you set up an Uber ride reminder for any calendar event. Find more productivity-boosting plugins in the Office Store.

Tell Office applications what to do

If you’re not a fan of sifting through menus and options, you can always take advantage of the Tell Me function in your Office apps. When you press Alt + Q, you bring up a search bar that allows you to look for the functions you need. Suppose you need to put a wall of text into columns on Word but can’t find where it is specifically, just type “column” in the search bar and Microsoft will help you with the rest.

These tricks and features will definitely increase productivity. And fortunately, there’s more coming. Microsoft is continuously  expanding Office 365’s capabilities, and if you truly want to make the most out of the software, don’t be afraid to explore its newly released features.

For more Office 365 tips and updates, get in touch with us today.

This post contains some tips and tricks to help you get the most out of your Office 365 subscription. We’ll also share some of the options you can take advantage of when migrating your system to the cloud, including how to streamline the entire process based on your business needs.

Declutter your inbox

If you’re having trouble managing the overwhelming amount of emails in your inbox, then using Office 365’s “Clutter” feature can clear up some space. To enable this feature, go to Settings > Options > Mail > Automatic processing > Clutter then select Separate items identified as Clutter. Once activated, mark any unwanted messages as “clutter.” After learning your email preferences, Office 365 will automatically move low-priority messages into your “Clutter” folder, helping you focus on more important emails.

Ignore group emails

Want to keep messages from an email thread you don’t want to be part of out of your inbox? If so, simply go to the message and find the Ignore setting. Doing this will automatically move future reply-alls to the trash so they never bother you again. Of course, if you ever change your mind, you could un-ignore the message; just find the email in your trash folder and click Stop ignoring.

Unsend emails

In case you sent a message to the wrong recipient or attached the wrong file, use Office 365’s  message recall function. Simply open your sent message, click Actions, and select Recall this message. From here, you can either “Delete unread copies of this message” or “Delete unread copies and replace with a new message.” Bear in mind that this applies only to unread messages and for Outlook users within the same company domain.

Work offline

Whenever you’re working outside the office or in an area with unstable internet, it’s a good idea to enable Offline Access. Found under the Settings menu, this feature allows you to continue working on documents offline and syncs any changes made when you have an internet connection. Offline access is also available in your SharePoint Online document libraries.

Use Outlook plugins

Aside from sending and receiving emails, Outlook also has some awesome third-party plugins. Some of our favorite integrations include PayPal, which allows you to send money securely via email; and Uber, which lets you set up an Uber ride reminder for any calendar event. Find more productivity-boosting plugins in the Office Store.

Tell Office applications what to do

If you’re not a fan of sifting through menus and options, you can always take advantage of the Tell Me function in your Office apps. When you press Alt + Q, you bring up a search bar that allows you to look for the functions you need. Suppose you need to put a wall of text into columns on Word but can’t find where it is specifically, just type “column” in the search bar and Microsoft will help you with the rest.

These tricks and features will definitely increase productivity. And fortunately, there’s more coming. Microsoft is continuously  expanding Office 365’s capabilities, and if you truly want to make the most out of the software, don’t be afraid to explore its newly released features.

For more Office 365 tips and updates, get in touch with us today.

Your company may be done migrating to Office 365, but there’s still a lot you must do. Now that your productivity tools are online via the cloud, there are a few optimizations that will provide your users with a better experience.

Declutter your inbox

If you’re having trouble managing the overwhelming amount of emails in your inbox, then using Office 365’s “Clutter” feature can clear up some space. To enable this feature, go to Settings > Options > Mail > Automatic processing > Clutter then select Separate items identified as Clutter. Once activated, mark any unwanted messages as “clutter.” After learning your email preferences, Office 365 will automatically move low-priority messages into your “Clutter” folder, helping you focus on more important emails.

Ignore group emails

Want to keep messages from an email thread you don’t want to be part of out of your inbox? If so, simply go to the message and find the Ignore setting. Doing this will automatically move future reply-alls to the trash so they never bother you again. Of course, if you ever change your mind, you could un-ignore the message; just find the email in your trash folder and click Stop ignoring.

Unsend emails

In case you sent a message to the wrong recipient or attached the wrong file, use Office 365’s  message recall function. Simply open your sent message, click Actions, and select Recall this message. From here, you can either “Delete unread copies of this message” or “Delete unread copies and replace with a new message.” Bear in mind that this applies only to unread messages and for Outlook users within the same company domain.

Work offline

Whenever you’re working outside the office or in an area with unstable internet, it’s a good idea to enable Offline Access. Found under the Settings menu, this feature allows you to continue working on documents offline and syncs any changes made when you have an internet connection. Offline access is also available in your SharePoint Online document libraries.

Use Outlook plugins

Aside from sending and receiving emails, Outlook also has some awesome third-party plugins. Some of our favorite integrations include PayPal, which allows you to send money securely via email; and Uber, which lets you set up an Uber ride reminder for any calendar event. Find more productivity-boosting plugins in the Office Store.

Tell Office applications what to do

If you’re not a fan of sifting through menus and options, you can always take advantage of the Tell Me function in your Office apps. When you press Alt + Q, you bring up a search bar that allows you to look for the functions you need. Suppose you need to put a wall of text into columns on Word but can’t find where it is specifically, just type “column” in the search bar and Microsoft will help you with the rest.

These tricks and features will definitely increase productivity. And fortunately, there’s more coming. Microsoft is continuously  expanding Office 365’s capabilities, and if you truly want to make the most out of the software, don’t be afraid to explore its newly released features.

For more Office 365 tips and updates, get in touch with us today.

Have you heard about cloud computing and virtualization technologies but don’t know the difference? Or maybe you’ve heard a fellow business owner talk about why one is better than the other? Here are the differences between the two and the things you must know to determine which solution is best for your business.

Differences between cloud computing and virtualization

Virtualization lets you reallocate hardware power using software. For example, many organizations virtualize an in-house server because if only 60% of a server’s computing power is needed to support the company email, it’s hard to make sure the other 40% is used efficiently.

With virtualization, you can create two virtual servers from one set of hardware. Each virtual server can be configured with just the right amount of memory and processing power for the needs of specific services such as email, data storage, and hosted telecommunications. Using IT more efficiently means you can put off buying new server hardware, save space in your office, and lower IT maintenance costs.

Cloud computing, on the other hand, is a method for delivering processing power. It allows you to access servers and other IT resources via the internet. For example, you could pay for access to a traditional cloud server (one set of hardware, one computer) or a virtualized cloud server. The main advantage of the cloud is that you can access your IT resources from anywhere with an internet connection.

Arguments for virtualization

A virtualization migration is relatively easy on end users since most of the upgrades are behind the scenes. Your employees may not even realize that your server has been virtualized. But adopting cloud technology means they will need to learn new apps, interfaces, logins, security practices, and a host of other new processes. Such a big change could hurt productivity.

Arguments for the cloud

If you’re willing to risk a short-term reduction in productivity in exchange for long-term independence from unpredictable hardware, cloud computing is a no-brainer. Other than a steep learning curve for your employees, the cloud is easier on your IT team and on your bottom line. Although some migrations, like moving from locally installed Office software to the cloud-based Office 365, won’t affect end users at all.

Which is the best choice for your business?

If you want to increase the efficiency of your existing IT hardware, make virtualization a top priority. If long-term growth and IT flexibility are more important, the steeper learning curve of cloud computing might be worth it.

One thing both technologies have in common is that they both need the unwavering support of trained professionals. Whether you’re virtualizing a server or upgrading to a cloud app, things like network security and data backups will need specialized care. Give us a call today to receive a special consultation.

You’ve probably heard of cloud computing, but what about virtualization? Both are invaluable for small businesses, but it’s easy to mix them up. Learning the differences between these technologies can save you a lot of money, so let’s do a quick recap of how they work.

Differences between cloud computing and virtualization

Virtualization lets you reallocate hardware power using software. For example, many organizations virtualize an in-house server because if only 60% of a server’s computing power is needed to support the company email, it’s hard to make sure the other 40% is used efficiently.

With virtualization, you can create two virtual servers from one set of hardware. Each virtual server can be configured with just the right amount of memory and processing power for the needs of specific services such as email, data storage, and hosted telecommunications. Using IT more efficiently means you can put off buying new server hardware, save space in your office, and lower IT maintenance costs.

Cloud computing, on the other hand, is a method for delivering processing power. It allows you to access servers and other IT resources via the internet. For example, you could pay for access to a traditional cloud server (one set of hardware, one computer) or a virtualized cloud server. The main advantage of the cloud is that you can access your IT resources from anywhere with an internet connection.

Arguments for virtualization

A virtualization migration is relatively easy on end users since most of the upgrades are behind the scenes. Your employees may not even realize that your server has been virtualized. But adopting cloud technology means they will need to learn new apps, interfaces, logins, security practices, and a host of other new processes. Such a big change could hurt productivity.

Arguments for the cloud

If you’re willing to risk a short-term reduction in productivity in exchange for long-term independence from unpredictable hardware, cloud computing is a no-brainer. Other than a steep learning curve for your employees, the cloud is easier on your IT team and on your bottom line. Although some migrations, like moving from locally installed Office software to the cloud-based Office 365, won’t affect end users at all.

Which is the best choice for your business?

If you want to increase the efficiency of your existing IT hardware, make virtualization a top priority. If long-term growth and IT flexibility are more important, the steeper learning curve of cloud computing might be worth it.

One thing both technologies have in common is that they both need the unwavering support of trained professionals. Whether you’re virtualizing a server or upgrading to a cloud app, things like network security and data backups will need specialized care. Give us a call today to receive a special consultation.

Should you migrate to the cloud or virtualize your server? Both approaches have benefits, but figuring out which one is right for your organization is another story. If you’re having trouble deciding which technology is the best choice for the future of your business, this article will help you figure it out.

Differences between cloud computing and virtualization

Virtualization lets you reallocate hardware power using software. For example, many organizations virtualize an in-house server because if only 60% of a server’s computing power is needed to support the company email, it’s hard to make sure the other 40% is used efficiently.

With virtualization, you can create two virtual servers from one set of hardware. Each virtual server can be configured with just the right amount of memory and processing power for the needs of specific services such as email, data storage, and hosted telecommunications. Using IT more efficiently means you can put off buying new server hardware, save space in your office, and lower IT maintenance costs.

Cloud computing, on the other hand, is a method for delivering processing power. It allows you to access servers and other IT resources via the internet. For example, you could pay for access to a traditional cloud server (one set of hardware, one computer) or a virtualized cloud server. The main advantage of the cloud is that you can access your IT resources from anywhere with an internet connection.

Arguments for virtualization

A virtualization migration is relatively easy on end users since most of the upgrades are behind the scenes. Your employees may not even realize that your server has been virtualized. But adopting cloud technology means they will need to learn new apps, interfaces, logins, security practices, and a host of other new processes. Such a big change could hurt productivity.

Arguments for the cloud

If you’re willing to risk a short-term reduction in productivity in exchange for long-term independence from unpredictable hardware, cloud computing is a no-brainer. Other than a steep learning curve for your employees, the cloud is easier on your IT team and on your bottom line. Although some migrations, like moving from locally installed Office software to the cloud-based Office 365, won’t affect end users at all.

Which is the best choice for your business?

If you want to increase the efficiency of your existing IT hardware, make virtualization a top priority. If long-term growth and IT flexibility are more important, the steeper learning curve of cloud computing might be worth it.

One thing both technologies have in common is that they both need the unwavering support of trained professionals. Whether you’re virtualizing a server or upgrading to a cloud app, things like network security and data backups will need specialized care. Give us a call today to receive a special consultation.

Back in September, Microsoft announced a virtual desktop solution that lets customers run Office 365 and Windows 10 in the cloud. They mentioned several partners in the announcement who were working on solutions with them. One of those was FSLogix, a Georgia virtual desktop startup. Today, Microsoft announced it has acquired FSLogix. It did not share the purchase price.

“FSLogix is a next-generation app-provisioning platform that reduces the resources, time and labor required to support virtualization,” Brad Anderson, corporate VP for Microsoft Office 365 and Julia White, corporate VP for Microsoft Azure wrote in a joint blog post today.

When Microsoft made the virtual desktop announcement in September they named Citrix, CloudJumper, Lakeside Software, Liquidware, People Tech Group, ThinPrint and FSLogix as partners working on solutions. Apparently, the company decided it wanted to own one of those experiences and acquired FSLogix.

Microsoft believes by incorporating the FSLogix solution, it will provide a better virtual desktop experience for its customer by enabling better performance and faster load times, especially for Office 365 ProPlus customers.

Randy Cook, founder and CTO at FSLogix, said the acquisition made sense given how well the two companies have worked together over the years. “From the beginning, in working closely with several teams at Microsoft, we recognized that our missions were completely aligned. Both FSLogix and Microsoft are dedicated to providing the absolute best experience for companies choosing to deploy virtual desktops,” Cook wrote in a blog post announcing the acquisition.

Lots of companies have what are essentially dumb terminals running just the tools each employee needs, rather than a fully functioning stand-alone PC. Citrix has made a living offering these services. When employees comes in to start the day, they sign in with their credentials and they get a virtual desktop with the tools they need to do their jobs. Microsoft’s version of this involves Office 365 and Windows 10 running on Azure.

FSLogix was founded in 2013 and has raised over $10 million, according to data on Crunchbase. Today’s acquisition, which has already closed according to Microsoft, comes on the heels of last week’s announcement that the company was buying Xoxco, an Austin-based developer shop with experience building conversational bots.

For businesses, data security is critical. If this information is lost or stolen, it could lead to crippling financial losses, legal disputes, and more importantly, loss of customer trust. While Microsoft Office 365 comes with some security and compliance tools, it still needs the support of data protection best practices. Here are seven you should consider.

Take advantage of policy alerts
Establishing policy notifications in Office 365’s Compliance Center can help you meet your company’s data security obligations. For instance, policy tips can warn employees about sending confidential information anytime they’re about to send messages to contacts who aren’t listed in the company network. These preemptive warnings can prevent data leaks and also educate users on safer data sharing practices.

Secure mobile devices
Since personal smartphones and tablets are often used to access work email, calendar, contacts, and documents, securing them should be a critical part of protecting your organization’s data. Installing mobile device management features for Office 365 enables you to manage security policies and access permissions/restrictions, and remotely wipe sensitive data from mobile devices if they’re lost or stolen.

Use multi-factor authentication
Don’t rely on a single password to safeguard your Office 365 accounts. To reduce the risk of account hijacking, you must enable multi-factor authentication. This feature makes it difficult for hackers to access your account since they not only have to guess user passwords, but also provide a second authentication factor like a temporary SMS code.

Apply session timeouts
Many employees usually forget to log out of their Office 365 accounts and keep their computers or mobile devices unlocked. This could give unauthorized users unfettered access to company accounts, allowing them to steal sensitive data. By applying session timeouts to Office 365, email accounts, and internal networks, the system will automatically log users out after 10 minutes, preventing hackers from opening company workstations and accessing private information.

Avoid public calendar sharing
Office 365’s calendar sharing features allow employees to share and sync their schedules with their colleagues. However, publicly sharing this information is a bad idea because it helps attackers understand how your company works, determine who’s away, and identify vulnerable users. For instance, if security administrators are publicly listed as “Away on vacation,” an attacker may see this as an opportunity to unleash malware on unattended computers.

Employ role-based access controls
Another Office 365 feature that will limit the flow of sensitive data across your company is access management. This lets you determine which user (or users) have access to specific files in your company. For example, front-of-house staff won’t be able to read or edit executive-level documents, minimizing data leaks.

Encrypt emails
Encrypting classified information is your last line of defense to secure your data. If hackers intercept your emails, encryption tools will make files unreadable to unauthorized recipients. This is a must-have for Office 365, where files and emails are shared on a regular basis.

While Office 365 offers users the ability to share data and collaborate, you must be aware of potential data security risks at all times. When you work with us, we will make sure your business keeps up with ever-changing data security and compliance obligations. If you need help securing Office 365, we can assist you, too! Contact us today for details.

For businesses, data security is critical. If this information is lost or stolen, it could lead to crippling financial losses, legal disputes, and more importantly, loss of customer trust. While Microsoft Office 365 comes with some security and compliance tools, it still needs the support of data protection best practices. Here are seven you should consider.

Take advantage of policy alerts
Establishing policy notifications in Office 365’s Compliance Center can help you meet your company’s data security obligations. For instance, policy tips can warn employees about sending confidential information anytime they’re about to send messages to contacts who aren’t listed in the company network. These preemptive warnings can prevent data leaks and also educate users on safer data sharing practices.

Secure mobile devices
Since personal smartphones and tablets are often used to access work email, calendar, contacts, and documents, securing them should be a critical part of protecting your organization’s data. Installing mobile device management features for Office 365 enables you to manage security policies and access permissions/restrictions, and remotely wipe sensitive data from mobile devices if they’re lost or stolen.

Use multi-factor authentication
Don’t rely on a single password to safeguard your Office 365 accounts. To reduce the risk of account hijacking, you must enable multi-factor authentication. This feature makes it difficult for hackers to access your account since they not only have to guess user passwords, but also provide a second authentication factor like a temporary SMS code.

Apply session timeouts
Many employees usually forget to log out of their Office 365 accounts and keep their computers or mobile devices unlocked. This could give unauthorized users unfettered access to company accounts, allowing them to steal sensitive data. By applying session timeouts to Office 365, email accounts, and internal networks, the system will automatically log users out after 10 minutes, preventing hackers from opening company workstations and accessing private information.

Avoid public calendar sharing
Office 365’s calendar sharing features allow employees to share and sync their schedules with their colleagues. However, publicly sharing this information is a bad idea because it helps attackers understand how your company works, determine who’s away, and identify vulnerable users. For instance, if security administrators are publicly listed as “Away on vacation,” an attacker may see this as an opportunity to unleash malware on unattended computers.

Employ role-based access controls
Another Office 365 feature that will limit the flow of sensitive data across your company is access management. This lets you determine which user (or users) have access to specific files in your company. For example, front-of-house staff won’t be able to read or edit executive-level documents, minimizing data leaks.

Encrypt emails
Encrypting classified information is your last line of defense to secure your data. If hackers intercept your emails, encryption tools will make files unreadable to unauthorized recipients. This is a must-have for Office 365, where files and emails are shared on a regular basis.

While Office 365 offers users the ability to share data and collaborate, you must be aware of potential data security risks at all times. When you work with us, we will make sure your business keeps up with ever-changing data security and compliance obligations. If you need help securing Office 365, we can assist you, too! Contact us today for details.

Microsoft understands the value of business data and the costly repercussions of losing it. That’s why they’ve released a slew of security and compliance tools for Office 365 subscribers. But given the increasing sophistication and frequency of data breaches, these cloud security solutions aren’t enough to protect your files. You’ll need to follow these seven security tips to prevent data loss in Office 365.

Take advantage of policy alerts
Establishing policy notifications in Office 365’s Compliance Center can help you meet your company’s data security obligations. For instance, policy tips can warn employees about sending confidential information anytime they’re about to send messages to contacts who aren’t listed in the company network. These preemptive warnings can prevent data leaks and also educate users on safer data sharing practices.

Secure mobile devices
Since personal smartphones and tablets are often used to access work email, calendar, contacts, and documents, securing them should be a critical part of protecting your organization’s data. Installing mobile device management features for Office 365 enables you to manage security policies and access permissions/restrictions, and remotely wipe sensitive data from mobile devices if they’re lost or stolen.

Use multi-factor authentication
Don’t rely on a single password to safeguard your Office 365 accounts. To reduce the risk of account hijacking, you must enable multi-factor authentication. This feature makes it difficult for hackers to access your account since they not only have to guess user passwords, but also provide a second authentication factor like a temporary SMS code.

Apply session timeouts
Many employees usually forget to log out of their Office 365 accounts and keep their computers or mobile devices unlocked. This could give unauthorized users unfettered access to company accounts, allowing them to steal sensitive data. By applying session timeouts to Office 365, email accounts, and internal networks, the system will automatically log users out after 10 minutes, preventing hackers from opening company workstations and accessing private information.

Avoid public calendar sharing
Office 365’s calendar sharing features allow employees to share and sync their schedules with their colleagues. However, publicly sharing this information is a bad idea because it helps attackers understand how your company works, determine who’s away, and identify vulnerable users. For instance, if security administrators are publicly listed as “Away on vacation,” an attacker may see this as an opportunity to unleash malware on unattended computers.

Employ role-based access controls
Another Office 365 feature that will limit the flow of sensitive data across your company is access management. This lets you determine which user (or users) have access to specific files in your company. For example, front-of-house staff won’t be able to read or edit executive-level documents, minimizing data leaks.

Encrypt emails
Encrypting classified information is your last line of defense to secure your data. If hackers intercept your emails, encryption tools will make files unreadable to unauthorized recipients. This is a must-have for Office 365, where files and emails are shared on a regular basis.

While Office 365 offers users the ability to share data and collaborate, you must be aware of potential data security risks at all times. When you work with us, we will make sure your business keeps up with ever-changing data security and compliance obligations. If you need help securing Office 365, we can assist you, too! Contact us today for details.

Microsoft understands the value of business data and the costly repercussions of losing it. That’s why they’ve released a slew of security and compliance tools for Office 365 subscribers. But given the increasing sophistication and frequency of data breaches, these cloud security solutions aren’t enough to protect your files. You’ll need to follow these seven security tips to prevent data loss in Office 365.

Take advantage of policy alerts
Establishing policy notifications in Office 365’s Compliance Center can help you meet your company’s data security obligations. For instance, policy tips can warn employees about sending confidential information anytime they’re about to send messages to contacts who aren’t listed in the company network. These preemptive warnings can prevent data leaks and also educate users on safer data sharing practices.

Secure mobile devices
Since personal smartphones and tablets are often used to access work email, calendar, contacts, and documents, securing them should be a critical part of protecting your organization’s data. Installing mobile device management features for Office 365 enables you to manage security policies and access permissions/restrictions, and remotely wipe sensitive data from mobile devices if they’re lost or stolen.

Use multi-factor authentication
Don’t rely on a single password to safeguard your Office 365 accounts. To reduce the risk of account hijacking, you must enable multi-factor authentication. This feature makes it difficult for hackers to access your account since they not only have to guess user passwords, but also provide a second authentication factor like a temporary SMS code.

Apply session timeouts
Many employees usually forget to log out of their Office 365 accounts and keep their computers or mobile devices unlocked. This could give unauthorized users unfettered access to company accounts, allowing them to steal sensitive data. By applying session timeouts to Office 365, email accounts, and internal networks, the system will automatically log users out after 10 minutes, preventing hackers from opening company workstations and accessing private information.

Avoid public calendar sharing
Office 365’s calendar sharing features allow employees to share and sync their schedules with their colleagues. However, publicly sharing this information is a bad idea because it helps attackers understand how your company works, determine who’s away, and identify vulnerable users. For instance, if security administrators are publicly listed as “Away on vacation,” an attacker may see this as an opportunity to unleash malware on unattended computers.

Employ role-based access controls
Another Office 365 feature that will limit the flow of sensitive data across your company is access management. This lets you determine which user (or users) have access to specific files in your company. For example, front-of-house staff won’t be able to read or edit executive-level documents, minimizing data leaks.

Encrypt emails
Encrypting classified information is your last line of defense to secure your data. If hackers intercept your emails, encryption tools will make files unreadable to unauthorized recipients. This is a must-have for Office 365, where files and emails are shared on a regular basis.

While Office 365 offers users the ability to share data and collaborate, you must be aware of potential data security risks at all times. When you work with us, we will make sure your business keeps up with ever-changing data security and compliance obligations. If you need help securing Office 365, we can assist you, too! Contact us today for details.

Office 365 is a complete cloud solution that allows you to store thousands of files and collaborate on them, too. In addition to its productivity features, the service comes with security and compliance solutions that will help businesses avoid the crushing financial and legal repercussions of data loss. However, even with its comprehensive security tools, the service has some data security risks that need to be addressed. The following tips will keep your business data private and secure.

Take advantage of policy alerts
Establishing policy notifications in Office 365’s Compliance Center can help you meet your company’s data security obligations. For instance, policy tips can warn employees about sending confidential information anytime they’re about to send messages to contacts who aren’t listed in the company network. These preemptive warnings can prevent data leaks and also educate users on safer data sharing practices.

Secure mobile devices
Since personal smartphones and tablets are often used to access work email, calendar, contacts, and documents, securing them should be a critical part of protecting your organization’s data. Installing mobile device management features for Office 365 enables you to manage security policies and access permissions/restrictions, and remotely wipe sensitive data from mobile devices if they’re lost or stolen.

Use multi-factor authentication
Don’t rely on a single password to safeguard your Office 365 accounts. To reduce the risk of account hijacking, you must enable multi-factor authentication. This feature makes it difficult for hackers to access your account since they not only have to guess user passwords, but also provide a second authentication factor like a temporary SMS code.

Apply session timeouts
Many employees usually forget to log out of their Office 365 accounts and keep their computers or mobile devices unlocked. This could give unauthorized users unfettered access to company accounts, allowing them to steal sensitive data. By applying session timeouts to Office 365, email accounts, and internal networks, the system will automatically log users out after 10 minutes, preventing hackers from opening company workstations and accessing private information.

Avoid public calendar sharing
Office 365’s calendar sharing features allow employees to share and sync their schedules with their colleagues. However, publicly sharing this information is a bad idea because it helps attackers understand how your company works, determine who’s away, and identify vulnerable users. For instance, if security administrators are publicly listed as “Away on vacation,” an attacker may see this as an opportunity to unleash malware on unattended computers.

Employ role-based access controls
Another Office 365 feature that will limit the flow of sensitive data across your company is access management. This lets you determine which user (or users) have access to specific files in your company. For example, front-of-house staff won’t be able to read or edit executive-level documents, minimizing data leaks.

Encrypt emails
Encrypting classified information is your last line of defense to secure your data. If hackers intercept your emails, encryption tools will make files unreadable to unauthorized recipients. This is a must-have for Office 365, where files and emails are shared on a regular basis.

While Office 365 offers users the ability to share data and collaborate, you must be aware of potential data security risks at all times. When you work with us, we will make sure your business keeps up with ever-changing data security and compliance obligations. If you need help securing Office 365, we can assist you, too! Contact us today for details.