With the number of new cases declining, the Covid19 pandemic is far from over.  This is hitting the manufacturing businesses very hard. If you are in the service industry and can manage the work remotely, then this is super important for you!

Your staff can continue to run all the orders, access documents, book in jobs and so much more from the safety of their home – business as usual!

This is exactly what the newest addition to the Microsoft 365 aims to do. Microsoft Teams has been around for just about 2 years now, but there is confusion as to why the app has been created and who it’s really for.

What is Microsoft Teams? 

Microsoft Teams is a collaborative application designed for office use. It combines chat, video meetings, file storage, and application integration all in one place.

Similar apps like Skype For Business have been provided by Microsoft  (the one that comes with Office 365) before but they plan to stop this once customers are able to get all they need from Teams. Since last year, Microsoft has been adding more features to get companies to switch.

Here’s why Microsoft Teams is worth a shot:

Chats – Just like any other application intended for use in the workplace, Teams offer chat for communication. It has both individual and group conversation capabilities. If you need to look back to a message your colleague sent you, just scroll back like what you would do in WhatsApp and iMessage. No need to jump over to Outlook and look for Conversation History folders. File and photo sharing also seems to work better in Teams compared to Skype.

Mobile Version- Teams are constantly synced with your conversation thread, So if you started on your computer or laptop, you can keep the conversation going on your phone. Keep track of office agendas on the go with Microsoft Teams in your pocket.

Convenient file sharing– Skype can only send files if you are both active at the same time, one sending and the other receiving. This is a feature that is highly inconvenient for Skype users. In Teams, your conversation thread has a Files tab so you can easily find all previously shared files.

Calls and Meetings 

Teams can work with a poor internet connection. With only 1.2 Mbps available, you can have high-quality audio, video or screen sharing sessions.

As you join a meeting, the pre-meet screen allows you to check your setting before you appear. It’s very useful to make sure that you’ve got the right microphone, audio and camera settings for your call.

Teams is also smart enough to mute you by default if you are joining a meeting, but not if you are one of the first there. If you talk while on mute, a pop-up message will tell you so. In terms of your visual presentation, enabling background blur removes distractions. You can proceed with a meeting wherever you are.

Listed above are just a few of the many features of Microsoft Teams. As the application continues to develop, more features are being added to suit every employee’s needs. Not only does this application make work much more organized, but it also brings the best in everyone on a team.

Need more information on how to migrate to Microsoft Teams? Call ICTechnology now. We have been using and implementing Microsoft Teams since its inception and happy to share what we know with you!  Stay Safe!

We are straightening the COVID bell curve, but the situation is far from safe. We are advised by both the frontliners and the government that the best way to defeat the pandemic is to continue practicing social distancing. While all of us understand the severity of the situation, the dilemma of having to balance work responsibilities while remaining vigilant with safety standards is still causing concern.

One of the many innovations in Information Technology is the introduction and use of software that allows users to engage in video calling. Video Conferencing, as it is widely known in business, has become a necessity due to its ability to improve communications between an organization and its clients, partners, and employees. It may seem simple enough, but the task of choosing the right platform for you and your business is far from easy. There are many things to consider when deciding on the platform to go with.

What are the things to consider?

Size – A major consideration is the number of people attending online meetings. Platforms like Whatsapp and Messenger are good enough for a small number of attendees. Meanwhile Skype, Zoom, Microsoft Teams or Google Meet would be better suited for a greater number of attendees.

Security – During these trying times, cybercriminals are being bolder than ever before. Cyber security is crucial to video conferencing. During online meetings, sensitive information is shared and they travel across internal and external networks making it an easy target for hackers. How does the video conferencing tool of your choice handle security?

Pricing – Most platforms offer a wide variety of free programs and applications.Consider a platform that has a versatile pricing system that can scale up or down depending on your requirements.

See: https://zoom.us/pricing; https://edu.google.com/products/gsuite-for-education/editions/?modal_active=none
https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/free;
https://hangouts.google.com/
https://www.skype.com/en/international-calls/

Hardware compatibility – Many Video Conferencing programs are now able to do cross platform whether you’re using a computer, laptop, or phone. Most programs nowadays are able to adapt. However, setting up your hardware will also depend on the nature of your business. For example, animators will need to exchange multimedia but top of the line headphones or video camera is not entirely necessary. On the other hand, teachers, trainers and people who serve as front liners for customer service fields will need clear and noise cancelling headphones.

Multimedia Use – There are several free video conferencing applications that allow you to share multimedia real time without having to switch programs. Some conferencing tools can handle large amounts of files, while some cannot. Video conferencing tools like Whatsapp, Messenger and Teams will have the file on their cloud so long as you don’t delete it. While Skype will only keep the files for 30 days. There are also factors like background blur or background changing apps that may be more useful to some business fields more than others. Zoom and Skype offer these applications for whatever purpose it may serve you.

Playback Ability – There are several platforms that offer playback and recording during meetings but are only available for a specific number of days in the cloud. Playback and recording is a big consideration one has to take into account when deciding on the best video conferencing tool for you and your company.

Software compatibility and ease of access – Most platforms are now able to work and adapt to more popular operating systems, even with operating systems for handheld phones. Ease of access differs for each platform. Platforms like Messenger, Skype, and Teams require a download and an account setup before gaining access while Zoom and Google Meet are available without an account setup. Joining any meeting using the platforms is relatively simple from clicking the meeting link, to downloading an app and entering a unique meeting ID.

After considering the points about video conferencing, keep in mind, the choices can be interchanged simply and switching between the multiple platforms is at the discretion of the user.

We hope that ICTechnology is able to help point you in the right direction. Want a more detailed comparison in the Video Conferencing applications? Follow us on https://ictechnology.com.au/ to learn more!

Understanding and practicing cybersecurity.

Did you know that one in four Australian adults have been victimized by some form of cybercrime in 2017? On average, this costs 6 million Australians approximately $195 and around 16 hours to reverse damages. 43% of cyber-attacks are aimed towards small businesses but anyone can fall victim to online scams. In 2019, cybercrime cases are constantly making their way to the headlines with more than 23,000 businesses experiencing cyber-attack.

9.2 million malware detections were recorded with the average cost paid to cyber extortionists amounting to $36,295. Payments as high as $250,000 have been made. 

The cost of cybercrime in Australia is expected to grow by more than 27 percent this year, and a further 52 percent in 2022. This only shows that cybercrime is not taken as a threat when it impacts both economic and general welfare. Large scale cyber threats can compromise Australia’s national security, so the government is taking steps to curb these risks.

Research shows that most Australians do not take cybersecurity seriously as numbers of victims falling for scams rise by 13 percent every year. Older people who are not well versed in using the internet are 3 times likely to be victims of cybercrime. However, there are several ways to avoid it.

• Set strong passwords.

59% of people use the same password across all of their devices and accounts. This makes hacking easier for cybercriminals. It is advisable to have different strong passwords for each online account. Use combinations of small and capital letters, symbols and numbers for your passwords. Two-factor authentication (2FA) is also recommended to help lessen the possibility of your account password being stolen. This is an extra layer of protection used to ensure the security of online accounts. It can be an alternate log-in email, security questions, QR code or text message code.

• Verify authenticity of websites and emails before disclosing personal information.

Phishing is when cybercriminals disguise themselves in the form of company emails to fish for personal information such as addresses, credit card numbers and bank accounts. Avoid clicking suspicious links from emails or websites. Remember, real banks will never ask for personal information such as PIN and card numbers through email.

Check if a website is legitimate by clicking site information. (Lock icon at the top left corner of the screen.)

• Make time for software updates.

It may be painstaking to wait for but software updates are very important in keeping your device secure. Set your gadgets to auto-update so you don’t have to miss out on it.

• Use public wi-fi carefully.

It is possible for others to see your online activity when connected to a public network. Save online shopping, using mobile banking apps and sending sensitive information for your home connection. Malware and other computer viruses can also reach your device through a public and unsecured network.

• Install Anti-virus and Anti-spyware software.

It is important to run Anti-virus software while installing programs on your computer. Frequently scan your device to see if unidentified malware slipped through a standard firewall. Regularly update anti-virus software to keep them effective.

These are just some of the steps to help you with cybersecurity. For more information and a better understanding of ways to ensure the security of your business, call ICTechnology now. We make tailor-fit solutions for your business, from network maintenance to cybersecurity, you will never have to worry.

On January 14, 2020, Microsoft announced the end of its commitment to provide 10 full years of product support for Windows 7. This officially ends the life of Windows 7, making way for Windows 10, which is the current flagship operating system of Microsoft. This means, those who continue to use Windows 7 will no longer receive vital updates or technical assistance, which may pose problems as time goes on. For most people, this means migrating to Windows 10 as the easiest and best option that ensures the integrity of their systems.

If for some reason you wish to continue using Windows 7, you still may do so – but there are some things to consider. Electronic Security Updates (ESU) will be made available by Microsoft, but they will cost money and will last a maximum of three years after January 14, 2020. If you don’t mind spending a little extra, then this is good news for you and anyone interested in keeping their Win7 alive.

In order to receive future security patches for Windows 7, follow the 3 simple steps below:

• Download and install the following prerequisite updates:
  • KB4474419 – Users of Windows 7 SP1 and Windows Server R2 SP1 will receive SHA-2 code sign support
  • KB4480628 – Resolves hash algorithm issues and users will receive SHA-2 signed Windows Updates
  • KB4484071 – Fixes all issues Windows Server Update Services 3.0 SP2 (WSUS 3.0 SP2)
• You’re all set and ready to download Windows Updates beyond July 2019.

Microsoft has made it clear that WSUS updates will not work without the SHA-2 updates, so these three steps above are necessary for anybody running on WSUS 3.0 SP2.

https://support.microsoft.com/en-ph/help/4472027/2019-sha-2-code-signing-support-requirement-for-windows-and-wsus

That said, even if you are able to extend the life of your Windows 7 operating system temporarily, it will not promise support beyond the three-year time frame mentioned above. Eventually, you will encounter new software that is no longer compatible with an obsolete OS. So while you may enjoy a couple more years of your Windows 7 comfort zone, the best advice would still be to start planning the move to Windows 10 along with the rest of us.

In need of assistance and/or considering more than just a few program compatibility? Give us a call now. The qualified technicians and engineers at ICTechnology are happy to explain further and help you every step of the way.

Know the benefits of having an IT maintenance plan and IT support tailor-fit for your business.

Man has always been an inventor and innovator. In his efforts to make work lighter and faster, man invented the wheel and discovered how to make fire. Through the centuries and to date, man continues to invent and innovate.

Inventions and Innovations of Man

After the invention of the wheel, the transient man made his travels easier and faster with its invention of such useful things as bicycles and carriages which then graduated into cars, planes and space shuttles!

With the discovery of electricity and by harnessing it, man came up with the microphone, the radio, and later on, the television. Now we see drones flying above us taking aerial photos of activities down below it.

Information Technology

We have come a long way. The advent of writing implements like pen, ink and paper gave us a way to connect with others and Information Technology is, perhaps, the most advanced and useful innovation with its digital revolution for everybody. Connecting with people around the world has become instant and can be achieved with one click on a variety of devices and gadgets.

One need not spend hours handwriting ideas, networking plans with extensive calculations and computations, your IT does all that and more! Some have the ability to understand and manipulate, create new ideas and programs, whilst others simply take advantage of all that is available. But, do you know what is available?

Advantages of the Use of IT in Business

• The Use of IT Tools to Solve Complex Problems
  • There are many tools to solve complex data – bigger and improved memory, efficient and faster processors, clear visual displays of flows are a few of the ways IT can assist your business. Combined with smart application and training, your business can be the forefront of research and development!
• Better Decisions and Improved Marketing Through IT
  • Facility of research makes for good decisions. Reliable video conferences, social media use and industry forum reviews, online advertising and customer feedback all come into play to create a successful marketing campaign. An effective team with the right IT resources means your business will become the leader of the market.
• Improved Management of Resources
  • Access to vital information is the make or break of a deal, it is the difference between knowing and not knowing in a presentation, it is the source of the team knowledge base. Use of a Cloud based storage system, with the correct privacy and safety net enable the company employees to access their software and documentation anywhere, anytime. A business that has prompt responses and accurate results is a business that can be relied upon.
• Improve Customer Support
  • Customer analysis and feedback helps a business to analyze and understand their customer expectations. This understanding will lead to higher customer satisfaction reviews, building a business that is trusted. Social media platforms, various electronic surveys, emails and online discussion through webinars can help achieve this.

So, when setting up or growing your business, planning is crucial and IT is a critical part of this plan. Innovation is the key to improve your team communication and effectiveness which in return will be transformed into sales and profitability.

Be the inventor and the innovator in your industry? Benefit from the customised IT solutions delivered to you by our expert technicians. Reach out if you are curious in seeing how ICTechnology can provide your team with proactive resources to bring your business into the spotlight of success?

Time off from work is extremely valuable for every person’s well-being. It increases productivity by lowering stress levels and preventing burnout. Upon returning from vacation, one feels refreshed, relaxed, and ready for a productive return at the office.

So take advantage of your long weekends and utilize your holidays to get some “me time”, refresh your mind, and be free of worry! 

And when you do decide to go on vacation – set yourself up so that you don’t have to worry about work emails. All it takes is an Out-of-Office (OOO) autoresponder email message and you’re set! This is especially important if you are engaged in email marketing and is a must for anybody serious about work (and enjoying time off of it).

Here are some tips and suggestions for when setting up your autoresponder:

• Share Some Personal Information
  • Giving a small piece of information about you, your trip, or your corporation’s product or service can serve as a link between you and your clients. This will make all the necessary information available to those trying to contact you – your name, job title, when you return from the trip, and when you will be able to get back to them. Keeping people informed shows that you are considerate of their needs and allows them to plan their moves effectively.

• Give the Purpose of Your Vacation
  • You may include reasons for being on leave if you feel like it. This lets people know exactly what you are doing and may even make them feel a little more connected than usual since the information is of a more personal nature. When people feel positively linked to you, they will be more likely to do business with you. The connection comes from feeling like they know you – and when people are familiar with you, it is easier for them to begin trusting you.

If you decide it’s okay to share the purpose of your vacation, try doing it in a way that could kick off a future conversation. This could be:

• Reason for your travel – a conference, a wedding, visiting family, spending time with your kids or loved ones

• Places you plan to visit.

• Activities you will engage in while you’re away

Examples:

• Hi there! I’ll be visiting my dad for his birthday, as well as enjoying the fresh scent of the mountain pines. I will not be checking my email until (date). If you need anything urgent, please contact my amazing assistant [assistant’s name]. 

• Hi there! I’m at a conference for safety and security in Perth this week in the hope that I will be bringing back tools that will make our business better – especially for you! I will have limited access to email during this time. If you need immediate assistance before Monday, please contact [colleague’s name].

These kinds of notes are great conversation starters, as people tend to relate to specific scenarios may even ask you about your experience for their future travels (or even their own Out-of-Office replies)!

• Share Interesting Content
  • You could try sharing articles, tips, or blogs that may speak to your audience. Make sure your content is relevant to your audience so that you have a good chance of generating interest in your content.

For Example:

• “Hi! I hope spring is treating you well. It’s time for my annual vacation. I look forward to responding to your email when I return on [date].
• In the meantime, for our clients, I wanted to share this article with you on tricks that can help you get the most from our CRM system. Using one of these hacks could save hours of your time.
• If you need immediate assistance…”

Another possibility would be:

• “Howdy! Studies show that vacations are good for the brain and can increase performance at work. This calls for further research! I’ll be out of the office with limited access to email until [date]. If you need immediate assistance, please contact [my colleague.] Catch you soon!”

• Customize Your Message

It varies with each email host, but there are email systems that allow the sender to draft one note for internal people and a different note for those outside the organization. Some system allows you to send autoresponders only to those in your address book, versus blasting it out to people you don’t know. These simple functions give you flexibility in customizing your emails. For instance, you may want to share more personal information with your colleagues than you would with external senders.

Here are a couple of examples of how you could customize your messages:

• For general use: I’ll be attending a family gathering and will be on leave until [date]. Please reach out to our wonderful assistant [insert name] should you need more timely help in my absence. Hoping to see you when I get back!
• For colleagues and loved ones: My parents will be celebrating their 30th anniversary and I  couldn’t be happier! I’ll be on maternity leave until [date]. In my absence, please contact [insert name] for any marketing needs and [insert name] for PR-related requests. Looking forward to celebrating with all of you when I get back!

Time for yourself is time well spent. Go with your family or climb that mountain alone. Take advantage of that time to refresh and reflect on yourself. Before you go away, contact  ICTechnology to take care of your Out-of-Office responses! We will set you up for your next scheduled time off, all you will need to do is pack your bags and enjoy the trip!  

Mark the date.

As promised, Microsoft provided 10 years’ worth of support for Windows 7 when it launched the OS back in October 2009.

Windows 7 is due to reach the end of life (EOL) on 14 January 2020. What does this mean for the 40% computer users who still runs with Windows 7? 

Microsoft says, “Every Windows product has a lifecycle. The life cycle begins when a product is released and ends when it’s no longer supported. Knowing key dates in this lifecycle helps you make informed decisions about when to update, upgrade or make other changes to your software.” 

After EOL, Microsoft will stop supporting and servicing Windows 7 with security and feature updates. It will essentially become abandonware.

This affects Windows 7 users as  they will not get any updates, security patches, or any kind of support from Microsoft. 

Will you have to replace all of your devices running on the Windows 7 OS? Well, not technically.You can still continue to use your current computer with Windows 7 OS, but it won’t get the free security patches and updates. Your computer or quite possibly  your entire network will be very open to malware and other IT security threats. In the event of data theft, a business becomes liable if you are running Windows 7 OS.

You could also  may as well be violating regulations by using an OS that’s officially declared vulnerable to security threats. This shows that Windows 7 is not advisable to be used for businesses.

While volume license customers will still be able to pay for updates on Windows 7, most normal users will be out of luck. To remain secure, you’ll have to upgrade your OS to either Windows 8.1 or Windows 10 to continue receiving security updates from Microsoft every month. Failure to do so will put your PC at risk, especially if it’s one that connects to the internet. 

Microsoft advise purchasing a PC or laptop that is compatible with Windows 10. However, it is still a cheaper alternative to purchase Windows 10, so long as your computer is compatible with it. You can also purchase support for Windows. Although, this opens up a can of new problems for you, 

“Though Microsoft says it will support Windows 7 until January 2020, it began blocking older machines, such as those using Pentium III, in June 2018. Microsoft can block support for any machine at any time, so Windows 7 users should be prepared.”

Will your hardware be able to take it? How will you know if your computer is compatible with Windows 10 or if you should purchase a new set? 

Put your mind at ease and let us assist you. ICTechnology can assist you from installing new hardware, cable management all the way to migrating your files to the cloud. No need to worry! You have your contract free IT with ICTechnology!

1. Resources

 https://www.theinquirer.net/inquirer/news/3062341/microsoft-confirms-windows-7-support-can-be-extended-for-a-price

https://support.microsoft.com/en-au/help/4057281/windows-7-support-will-end-on-january-14-2020