iphone screen with icons on screen

Microsoft Teams Plan Comparison: Free vs M365 Business vs Teams Essentials

The shift to remote work over the last two years has caused companies to realign their digital tools. Now, many meetings default to being via video conference rather than in person, and working from home has become commonplace.

Seventy-seven percent of remote workers say they’re more productive working from home (a big reason is fewer distractions). Plus 85% of surveyed managers expect that having teams with remote workers will be the new normal.

But for remote working to work without employees feeling disconnected and customers feeling you’re hard to reach, you need to use cloud communication tools. One of the most popular, which has skyrocketed in popularity, is Microsoft Teams.

Between April 2020 and April 2021, the Microsoft Teams daily active users count rose from 75 million to 145 million

Teams is an all-in-one communication platform, providing more than just video conferencing or chat. It combines several capabilities into an online work hub for collaboration and communication. 

Some of the key features of MS Teams include:

  • Video and audio calls
  • Webinar registration & attendance reporting
  • Channeled team chat
  • File storage and sharing
  • In-app collaboration in Word, Excel, PPT, and more
  • In-app collaboration in 3rd party applications
  • Tabs that allow teams to link apps and websites inside a channel
  • Status notification and alerts
  • Use on all devices

MS Teams Evolution

Originally, Microsoft Teams was available only through a Microsoft 365 Business subscription. Then, to improve the popularity of Teams and compete with video conferencing platforms like Zoom, Microsoft brought out a free version with fewer features in 2018.

This helped the service increase its user base, however, there was a wide gap between the capabilities of the paid version with a Microsoft 365 subscription and the free version. Such as much less support, fewer features, etc.

Microsoft noted that it was missing a vital audience, the small business. Small business owners had a more difficult time fitting into either the free model, with very limited group meeting timing, or the paid model, which required a full M365 subscription.

So, in December of 2021, it brought out the third plan for MS Teams that it is hoping is “just right” for smaller companies that need the same collaboration and communication tools as everyone else. This plan is called Teams Essentials, and you don’t need to sign up for Microsoft 365 to get it.

Comparison of Teams Essentials vs Teams Free vs Teams with an M365 Business Plan

Next, we’ll go through the differences between these three MS Teams plans so you can identify the one that may make the most sense for your company.

Microsoft Teams Free Version

The free version of MS Teams was really brought out to reach the residential and home user crowd. An audience that had been completely missing from the Teams userbase up to that point.

This plan has the following capabilities:

  • Unlimited group meetings for up to 60 minutes
  • Up to 100 participants per meeting
  • 5GB of cloud storage per user
  • Unlimited chat
  • File sharing, tasks, and polling
  • Data encryption for calls, files, meetings, chats
  • Co-authoring capabilities
  • Ability to add tabs inside group channels

The biggest drawback of using the free version for your business is the 60-minute limit on group video meetings. The 5GB cloud storage also can be limiting for business use of Teams.

Microsoft Teams Essentials

Teams Essentials is $4/user/month and was designed specifically for small businesses that may not want to subscribe to M365, but still need a good cloud collaboration tool to keep their team connected and productive.

This plan has the following capabilities:

  • Everything in the free version, plus:
  • Unlimited group meetings for up to 30 hours
  • Up to 300 participants per meeting
  • 10GB of cloud storage per user
  • Anytime phone and web support

The additional group meeting time (up to 30 hours) is more than enough to fill any type of meeting need, even those that go on all day. Additionally, users get double the cloud storage space, and the phone and web support ensure your staff has help using the app when needed.

Teams with Microsoft 365

The version of Teams with Microsoft 365 is available with any business plan. The lowest cost plan is $6.00/user/month ($2 more than Essentials). However, the Basic package does not come with downloadable Office apps (Word, Excel, etc.), only the web versions.

The next step up would be M365 Business Standard at $12.50/user/month, which is quite a bit more than the price for Teams Essentials. This one does include the downloadable Office apps.

These plans have the following capabilities:

  • Everything in the Essentials version, plus:
  • Office applications (either web or web & downloadable)
  • All the many M365 cloud apps (OneDrive, Forms, SharePoint, OneNote, and many others)
  • 1TB of cloud storage per user
  • Webinar hosting
  • Customer appointment management
  • Premium security features

If you are planning to use Microsoft Office software and other applications, then it makes sense to get Teams along with an M365 subscription. However, if your business already owns the offline version of the Office suite or does not need it, then Teams Essentials offers a lot of capabilities with a lower price tag.

Need Help Getting MS Teams or Other Cloud Tools Set Up?

Today’s hybrid offices and remote teams need robust collaboration tools to compete. Contact us if you need help getting started with MS Teams or another cloud tool. We’ll be happy to facilitate a custom setup to ensure your staff can hit the ground running.


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

person using Windows 11 computer on lap

What Are the Most Helpful Features of Windows 11?

Windows 11 has been out for a few months now, beginning rollout in October of 2021. It has been largely well-received and seen as stable with very few bugs noted.

One of the reasons that Windows 11 has been welcomed with open arms for both home and business computer upgrades is that it isn’t a dramatic experience difference from Windows 10. This upgrade is mainly focused on helping users do tasks faster and find things more easily.

If you’ve been on the fence about whether or not to upgrade to Windows 11, we’ll go through several of the most helpful features below that might make you want to upgrade sooner rather than later.

And if you have already upgraded your machine to Windows 11 or purchased a new PC with the OS installed, you’ll want to look over these features to make sure you haven’t been missing out on some productivity enhancers.

Snap Layouts

One challenge that tends to be universal across multiple users is the struggle with trying to work in more than one window at a time on your PC screen. You can end up spending time resizing the windows just right, then need to open a window to full size to reach a scroll bar and end up back at square one.

Many users will app-switch, meaning they switch between one app window that is fully open and another that isn’t. This is also time-consuming.

In a study of user productivity, it was found that 56% of app users said that switching between apps makes it difficult to get essential work done and costs them at least 30 minutes per day.

Enter… snap layouts in Windows 11.

This feature is designed to solve this problem by providing the user with several options for window arrangements that snap windows into place. The view is designed so you can reach all scroll bars and menu items in a particular app window.

This is one of the most time-saving features of the new operating system and it’s very intuitive and easy to use.

Texting & Video Calls from Teams on the Desktop

If you’re one of those people that hates typing out texts on a tiny smartphone screen only to have it altered by a rogue auto-correction, then the new Teams integration in Windows 11 is going to be a welcome change.

Teams is now natively integrated on the taskbar, there is no application you need to install. Setup only takes a few minutes and involves you putting in your name and a mobile phone number.

Using the Microsoft Teams icon from the desktop, you can instantly begin connecting to people via SMS or video/audio chat. You can even share a screen during your meetings.

The To Do Widget

One of the new features in Windows 11 that doesn’t look fully finished is the widgets panel. This feed has a few basic applications in it at the moment, and more are expected to come, which will make it even more useful.

You get to this panel through an icon on the taskbar, and the widget feed can be tailored with local weather, traffic, news, and more.

One of the helpful features you can use right now is the To Do widget. It allows you to quickly create a task list and check off those tasks without having to open another application.

The widget can be added in seconds to your panel and can be quite a time-saver because of the easy access right from your desktop.

Streamlined Start/Search Menu

If you’re still using your file explorer to search for documents, you can save a lot of time by using the Start/Search menu instead. Click the Windows icon on the taskbar (which has now been moved to the middle instead of far left) and type your search keyword at the top.

This is a master search that will bring up documents, settings, applications, and even web pages. Searching using the Start Menu is faster than trying to find a file in the Explorer.

The newly streamlined interface also reduces the clutter of the old Windows Start Menu making it easier to get where you need to go.

Task View

Task view is the virtual desktop feature that had been introduced in Windows 10. This remains a very handy feature for separating the different areas of your work to stay focused.

You can use the task view icon on the taskbar to create a different virtual desktop with different open applications and documents. For example, you could keep your email open on one virtual desktop and then use another when you’re in a video call and sharing screen.

Get Help with a Smooth Upgrade to Windows 11

An upgrade of an entire company to a new OS can be time-consuming. Save time and skip any downtime by working with an IT professional to roll out a smooth upgrade and get users trained on the new features.


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

Microsoft OneNote

How OneNote Can Streamline Team Collaboration (And Four Tips to Make the Most of This Program)

OneNote is a digital note-taking tool that comes with plenty of benefits for users. But what you may not have realized yet is how powerful this app can be for enhancing team collaboration.  

Note-taking.

This is an essential part of day-to-day operations for many business owners, managers, and teams. After all, people can’t rely on their memory alone to recall everything that gets talked about each day. Especially when it concerns important matters. 

When it comes to note-taking, traditional methods such as pen and paper are effective but take too long. But modern-day businesses need something that allows them to work faster. That’s why they opt for digital solutions like OneNote.

OneNote is a productivity tool that leverages cloud and Microsoft technologies to make information capturing, storage, and sharing a breeze. 

Think of OneNote as a hub for all notes that allows you to organize them in many ways. It even allows pinning multimedia documents next to simple text. 

So, if you’re looking for a robust digital note-taking tool, OneNote may be the solution for you. 

Keep reading to discover the numerous ways in which this tool can be helpful for you and your business. 

Why Should You Rely on OneNote?

OneNote is not just a powerful tool for note-taking. It’s also a useful tool that allows you to perform various functions for easy information processing. 

Some of its main benefits include:

Benefit #1. Promoting Real-Time Collaboration

OneNote is part of Microsoft’s fully-cloud based Office 365 suite. This means OneNote users can share files with other team members or clients in real-time. Multiple people can view and edit their notes simultaneously, allowing for a seamless collaboration anytime. 

A great thing about real-time editing is that you can track all changes to the file. You can even restore the previous version of a document in case of accidents.

Businesses that run in multiple locations can benefit from this feature as well. It’s because people located across the country can work on the same project without affecting team collaboration. 

Simply put, there’s no need to trade emails and waste time waiting for responses – managers can have an easy time collaborating with their team instantly without ever leaving the office. 

Benefit #2. Securing Sensitive Information

Doing business online and sharing sensitive data comes with security risks. This is especially true for notebook software. Fortunately, OneNote comes with a set of security features that protect your data from being exposed to third parties. 

For example, you can lock specific sections with passwords while having all your information secured with 3DES encryption at all times. And if your password-protected documents remain inactive for a long time, the software will automatically lock them to prevent data leaks. 

Benefit #3. Integration With Other Software

Like other Office 365 suite apps, OneNote has great integration abilities. You can sync your OneNote with Outlook to send email information directly to the app and vice versa. 

What’s more, you can integrate this software with non-Microsoft apps as well. Some notable plugins include Zapier, Slack, Trello, Evernote, Dropbox, Salesforce, and many others. And all your essential apps will be synchronized, allowing your team to be more productive each day. 

Benefit #4. Project Management

OneNote has dozens of uses for general business. However, it’s especially suitable for project management. 

Project managers often deal with issues such as team member misunderstandings, communication delays, or project bottlenecks. But thanks to Microsoft’s note-taking tool, many of these issues are quickly alleviated. 

Project management can become more straightforward. It’s because OneNote makes it easy for the manager to track each team member’s achievements. They can update timelines, check off completed tasks, or assign new ones with ease. 

Take OneNote to the Next Level 

If you have never used OneNote before, you may be interested to learn about some tips to help you get the most out of the software.

Tip #1. Creating Quick Notes

Quick Note is a great feature that lets you write down a thought when you’re out having lunch or away from the office. 

Imagine being in the store and remembering you haven’t responded to an important email. You can take your phone, open the One Note app, and create a Quick Note reminding you of this task. 

The next time you open OneNote on your computer, you’ll see the message there. 

This feature is similar to Sticky Notes, as it lets you jot down any idea or thought in a matter of seconds. All your notes will be saved in the “Unfiled Notes” section of your “Quick Notes” notebook, a place where all your notes are saved by default. 

Tip #2. Searching Across All Notes

Searching for notes becomes more challenging as time passes. If you’re an active user, you can find yourself storing hundreds of notes in a matter of months. But don’t worry, as there are tons of options to organize your notes as well as search for it. 

OneNote has a built-in search option to make note finding easier. 

All you need to do is click on the magnifying glass or hit “Ctrl” (or “Command” for Mac) + “F” on your keyboard and look for a phrase or word. The software will go over all your typed, handwritten, and even picture notes. 

You can further narrow the search by selecting the drop-down arrow and choosing the desired option. You’ll see all matching results highlighted in your notes. 

As you find the note you needed, you can close the search by pressing “X” on the right-hand corner. 

Tip #3. Using Pre-Made Templates

OneNote is designed to have a blank canvas for each new note. And it’s what gives users a whole lot of flexibility. However, you can find this approach to be too basic sometimes. So, why not add some style, structure, and color to the app?

Thankfully, there are tons of pre-made templates to choose from. You can download a template with decorative backgrounds, to-do lists, planners, and more. 

Note that you can use the templates only on new OneNote files. The ones that already contain text won’t work since most designs require content to appear in a specific place on the page. 

If you need to add a template to your existing note, simply create a new one, then copy the existing text over. 

Tip #4. Scanning Documents from Your Smartphone

Do you need to take notes from a scanned document? That’s not an issue for OneNote. You can use the Microsoft Lens: PDF Scanner App (available for Android and iOS) to take high-quality scans of multiple documents using your phone and upload them to OneNote. 

Become the Master of Note-Taking

Digital note-taking tools have helped thousands of workers and managers become more productive. OneNote is one such software that seems to have it all – abundant features, flexibility, and ease of use. 

Whether you’re a business owner who wants to boost your team’s performance or a project manager that needs better tracking of the project timeline, OneNote has something in store for everyone. 

If you’d like to learn more about how this powerful tool can help you make your business better, feel free to reach out to us. We can have a 10-15-minute chat about this topic. 


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

white printer paper on green typewriter

Is Updating From Windows 10 to 11 Worth It? Here Are the New Features in the OS (And Some Missing Ones)

Getting used to Windows 11 shouldn’t be too challenging. On the contrary, the OS comes with several intuitive features to enhance productivity.

Microsoft recently introduced Windows 11 as the company’s latest operating system. And compared to Windows 10, this OS has various features that can increase your productivity and provide a better user experience. 

As soon as you start using Windows 11, you’ll see a marked improvement over its predecessors. 

For example, it has refined several household features, such as video conferencing and video management. You also get enhanced note-taking, data input, and a user-friendly interface that should help you complete your duties more efficiently. 

Many other features can help boost your productivity, and this article will talk about them in detail. We’ll also look at some features Microsoft didn’t include in the new version. 

Windows 11 – What’s New?

Feature #1. New Taskbar

Previous Windows versions feature an iconic taskbar, but it can sometimes get clunky. Windows 11 deals with the cruft and provides a streamlined solution. 

The new taskbar is perfect for expediting work, as it can contain a list of recent cloud and local files. You can also pin various apps to improve access and utilize a search bar that allows for convenient web browsing. 

Another highlight of the taskbar is clean lines and widgets that display essential information (e.g., weather, photos, and news). 

This should be a tremendous upgrade from the busy display of Windows 10. 

Feature #2. Windows Grouping and Snapping

The enhanced Snap Group and Snap Layout features allow you to resize and manage windows more easily. You also get to keep essential apps grouped to maintain high productivity. 

Using the features is relatively straightforward: Just hover the mouse over the maximize button on the desired app to reveal your layout options. You can choose between several arrangements, such as four-app grids and side-by-side layouts. 

And if your team needs to perform basic window management, they can still grab and pull windows to the edge of their screen. 

This feature improves desktop organization, which is especially useful for people working with two or more monitors. They can reduce clutter rapidly, enabling them to focus on their tasks. 

Feature #3. Improved Accessibility Options

Windows 11 follows in the footsteps of many smartphones to simplify setting changes and make them easily accessible. Pulling up your control panel now only requires one tap or click in the taskbar coroner, replicating Apple’s Control Centre. 

Furthermore, Windows 11 apps feature aesthetic, curved corners, and your Settings incorporate more options you can tweak. For instance, blind or vision impaired users can take advantage of cutting-edge audio cues. There are also desktop themes to help reduce eye strain, which is essential if you work long hours. 

On top of that, the new operating system has revamped voice typing. You can activate this with a simple keyboard shortcut. This feature supports most major languages, including English, German, Italian, French, Spanish, Simplified Chinese, and Portuguese. 

Windows 11’s better accessibility means your team will no longer have to keep relying on your IT service provider to set things up for them.

Feature #4. Better App Store 

Many apps can enhance workplace productivity, but you’ll first need to find them on your PC’s app store. Fortunately, Windows 11 came up with an organized and coherent platform to make the search easier. 

Besides universal apps, you can check out the applications compatible with your devices. The platform can also handle programs from third-party stores and manage app installation on the internet. 

Feature #5. Smooth Notetaking

If you’re using a touchscreen device, taking notes in Windows 11 should now be highly satisfying. This feature offers haptic feedback to generate physical sensations when drawing lines on the screen or checking boxes with your pen. 

Moreover, the Ink Workspace allows you to add preferred apps instead of using the standard snipping tool and Whiteboard. It gives you easy access to creativity tools the moment you pull out your pen. 

Which Features Were Left Behind?

Overall, Windows 11 should work great for your business. But bear in mind that Microsoft left out some features that were a staple in previous versions: 

Excluded Feature #1. Taskbar Customisation

Windows 10 users can move their taskbar from the horizontal position to the left, right, or upper part of their screen. In contrast, the Windows 11 taskbar is fixed at the bottom of the display, and you can’t customize the dimensions. 

The taskbar customization feature would have been helpful because it would let you use space more efficiently. 

Another significant change is that you can no longer move the Time and Date on your taskbar. Windows 10 didn’t have this problem since you could toggle off the Clock feature in your Settings. 

The default taskbar layout might be fine, but some users prefer higher customizability than what Windows 11 offers. 

Excluded Feature #2. Drag-and-Drop Features

Windows 10 and some earlier versions allowed you to drag several items to change their position. For example, you could drag a Word document onto your Word icon on the taskbar to open it. 

This function is disabled in Windows 11. There’s no way to drag and drop or save any program or file onto your taskbar. 

Excluded Feature #3. Cortana

Cortana is a voice assistant counterpart of Siri, Alexa, and Google Assistant. Many people are used to it and may be disappointed to hear that it’s not a part of the Windows 11 system setup. You can’t even locate it in your start menu. 

The good news is that the Cortana application can still be found – it’s just hidden away. And you can enable it by visiting Settings and navigating to Apps & Features.

A Wise Investment

While Windows 11 isn’t perfect since it removed many valuable features, it’s still an excellent platform to help increase your productivity.

 Whether you need to organize your desktop more conveniently or take enjoyable notes, the OS won’t let you down. Plus, you get a revamped taskbar and powerful Voice Typing compatible with most major languages. 

Overall, Windows 11 can be a terrific asset for your business.

If you want to find out more about incorporating this new OS to boost productivity in your organization, contact us today. We can have a 10-15-minute chat to help you address key productivity issues in your company with the help of Windows 11. 


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

Microsoft Edge

It’s No Internet Explorer – 7 Features of Microsoft Edge That Make the App a Productivity Powerhouse

Many business owners shy away from Microsoft Edge, thinking it’ll slow down their operations. However, the browser has been massively upgraded and can help boost productivity. 

Microsoft has made great strides since the introduction of Internet Explorer. The company now offers Microsoft Edge, a refined version that arguably provides the best web experience for business users. 

Unlike the old Internet Explorer, this browser now relies on Google’s Chromium engine to provide faster loading, better compatibility, and enhanced support. Plus, Microsoft releases regular updates to tweak various features of the browser. 

With Microsoft Edge, you can now surf the internet more privately, optimize performance, enable cross-device support, and enjoy many other neat functions. 

Best of all, these features have been introduced conveniently. They don’t clutter the interface and are easy to find. They’re also user-friendly, which means your team won’t have to rely on your IT service provider for help with simple tasks involving the browser.

Overall, Microsoft Edge has come a long way since its release and boasts several features you can use to boost productivity. This article will list the seven main ones. 

The Features

Feature #1 Wireless Sharing 

One of the most attractive features of Edge is Share. It allows you to transfer browser content to nearby devices without leaving the website you’re viewing.

The Share feature is simple and clean. It works like social-sharing buttons but contains more customization options and controls. 

Wi-Fi sharing might be the most practical option, but you can also choose between other services, such as OneNote and Mail.

Feature #2 Multiple Profiles

Microsoft Edge provides another convenient feature – setting up multiple profiles. 

This well-designed function lets you share your browser with other team members without disclosing your preferences or information. Such a feature makes the browser a practical tool for separating your work and personal stuff. 

To make this work, you won’t even have to ask your IT service provider to do the task.

When adding a new profile to Edge, you do it by simply linking to a different Microsoft account. This newly-linked account has a unique history, favorites, and other relevant settings compared to other profiles on the same browser.

There’s also the option to switch between connected profiles automatically. To do that, the browser will prompt you to use the correct profile when launching a page.

Users save time and increase productivity as a result. 

Feature #3 Website Pinning 

Most browsers have the Pin feature to help users access their favourite websites quickly. They need only to launch the program to load the pages automatically. 

However, this function can be problematic. 

If you close the window with pinned sites before closing the remaining windows, the pinned sites are lost. This can be a massive problem for your workers, especially when working on a critical project. Their productivity suffers since they often need to re-pin sites. 

Microsoft Edge solves this issue with the Pin to Taskbar option. 

As the name suggests, it lets you pin sites to your computer’s taskbar. Once you open the desired page, click this feature in the ‘More’ menu. So the next time you need to access the website, clicking the icon on the taskbar should do the trick. 

Feature #4 Privacy Control 

Tracking Prevention is a Microsoft Edge feature that helps prevent social media, advertisers, and other trackers from tracking your online activity. It can protect your privacy and make your browsing less personalized, which is essential for any professional environment. 

This feature consists of three privacy levels: 

  • Basic – This level permits most trackers. Therefore, ads and content are personalized based on your team’s activity, but known harmful trackers are blocked. 
  • Balanced – The second level blocks trackers from unopened websites, leading to fewer ads and less personalisation. Like the first level, this one also blocks known trackers. 
  • Strict – The final level promises the most privacy. There will be minimal personalisation, with some parts of websites disabled to fend off threatening trackers. 

Feature #5 Reading List 

Your team often marks articles for later revisiting but end up cluttering their bookmarks. Fortunately, Microsoft Edge has a powerful feature to overcome this obstacle:

The Reading List. 

This feature allows you to save articles and synchronize the saved list with other devices. More importantly, it doesn’t mess up the Favourites or Bookmarks tab, allowing your team to get back to them in no time. 

If they come across an interesting webpage, they need only strike the Star symbol in the address bar, choose the Reading List and press Add. 

There’s also a convenient Reading Mode that helps remove any clutter to further improve workplace efficiency.

Feature #6 Tab Preview

You and your team probably perform a lot of research daily. This means you often need to use a bunch of tabs, and the number can quickly get overwhelming. As a result, you get lost in all the clutter, hindering your progress. 

Microsoft Edge lets you avoid this scenario through the Tab Preview feature. It shows a preview of any open tab through a panel located at the top of your screen. 

Launched after the Creators Update, it can be activated by clicking the chevron icon. Once you locate your tab, tap on your chevron icon to make the panel disappear. 

You’ll hardly find a simpler yet more effective tool. 

Feature #7 Mute Tabs 

You may enjoy listening to music to improve your focus. But as you’re invested in your work, a newly opened tab can start playing a high-pitched dialogue, breaking your concentration. 

Luckily, you can get back on track by enabling the Mute Tabs feature on Microsoft Edge.

Just find and right-click the annoying tab to reveal the function. Activating it allows you to work without noisy distractions and maintain high productivity. 

Stick to Microsoft Edge, and You Won’t Look Back

One of your primary duties as a business owner is to ensure productivity across the entire team. If your employees underperform, customer satisfaction may plummet, and the competition may grab your clients.

We’ve listed seven key Microsoft Edge features to help you boost productivity, but this browser has a lot more to offer. 

And there’s no need to think you’ll face the same issue as Internet Explorer users. This program is a massive upgrade designed to streamline your experience and help your team conduct their duties more efficiently. 

If you’re looking for more tips to take your productivity to the next level, give us a call today. We can arrange a 15-minute obligation-free chat to determine how to improve your business.


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

Microsoft

How Microsoft 365 Defender Can Shield Your Company From Phishing Scams

Phishing can lose you a lot of money and expose sensitive information. Microsoft 365 Defender can dramatically mitigate this risk with several features. 

Phishing attacks are a severe threat to your business. These fraudulent actions can cause your team members to accidentally share financial, customer, and account information with cybercriminals. 

How does this happen?

The issue is that the attackers seem credible since they’re impersonating trusted sources and high-level executives. As a result, your team members may not even have second thoughts about distributing sensitive personnel or corporate data. 

Despite the attempts to raise user awareness of this fraud, phishing emails are still widespread. 

They’re the starting point of most hacking activities and can make organizations lose millions of dollars. In addition, the victim may face legal action, diminished reputation, reduced customer confidence, and business disruption. 

That’s why protecting your business from phishing attacks is paramount. 

Numerous safety mechanisms are available, but Microsoft 365 Defender might be your best option. It comes with various security layers to safeguard against successful phishing attempts.

This article will list the seven key features of Microsoft 365 Defender that can help protect your business from phishing.

The Seven Key Features

Feature #1 – Phishing Email Protection

The most dangerous type of phishing scam involves emails whose sender seems to be an actual entity. The attacker often uses cunning tactics, like referring to the victim by their name or nickname. Sometimes, they can even use real accounts and use them to trick businesses. 

Using machine learning, Microsoft Defender 365 lists the contacts you regularly communicate with. Then, it uses advanced tools to differentiate suspicious from acceptable behavior. The result is more accurate detection of phishing emails. 

Feature #2 – Malware Defense

Different types of malware can spread through phishing emails. 

For example, ransomware locks your files and systems until the attacker receives a ransom. 

Spyware can be even more dangerous. It steals your information by copying clipboards, taking screenshots, or recording keystrokes. 

Microsoft Defender 365 addresses such malware with robust safety mechanisms, namely: 

  • Layered malware defense – The platform comes with multiple malware scan engines to help diagnose potential threats. They provide a robust heuristic inspection to shield your system even in the earliest stages of an outbreak. This type of protection is superior to using just one anti-malware program. 
  • Real-time response – During outbreaks, the platform provides your team with instant access to devices, allowing you to investigate and contain threats in real-time. It also enables your team to collect data and proactively tackle malware. 
  • Rapid definition deployment – The Microsoft 365 Defender team maintains a close relationship with anti-malware engine developers. Consequently, users of the platform receive malware definitions on time. Plus, the company checks for definition updates every hour to help protect you against the latest malware. 
  • Common attachments filter – Some file types aren’t meant for emails, such as executable documents. With that in mind, the common attachment filter lets you automatically block them without any scanning. Some of the file types it can remove include .ace, .exe, .app, .ani, and .scr.

Feature #3 – Spam Block

Another common culprit for phishing campaigns is spam emails. Blocking them is an excellent way to shield your organization from attacks. 

Defender boasts powerful anti-spam technology to address spam emails by examining the source of the message and the contents. If the email comes from untrustworthy sources or contains suspicious information, it automatically goes to your spam folder. 

On top of that, this feature examines your team members’ activity to help make sure they don’t send spam emails to other users. 

Feature #4 – Safe Links

Phishing emails don’t only contain attachments. They can also include URLs to lead your team members to a fraudulent website. 

These web pages often look legitimate, but they generally require the victim to provide some information. Furthermore, they can lead to websites that install or download malware on your computers. 

Safe Links shield your system from malware transmissions using URL detonation. It scans email links and checks for suspicious behavior. 

Microsoft Defender 365 warns you not to visit links that open malicious websites. Otherwise, you can open your destination URLs normally. It’ll also rescan the service sometime later and look for any security problems. 

Another great thing about this feature is that it scans email links from all personnel within your organization. Moreover, it works great on documents uploaded to SharePoint and Microsoft Teams. 

Feature #5 – Sandbox Isolation

Some users, especially if they’re reckless, commonly open malicious email attachments without second thoughts. They can expose company data to prying eyes as a result, which can ruin your reputation and give your competitors the edge. 

Defender can reduce this risk by opening all email attachments in a sandbox. It serves as isolation, meaning that malicious files can only affect the sandbox rather than your system. 

Once the program isolates malware, it’ll warn you not to open it. But if the attachment is safe, you’ll be able to use it normally.

Feature #6 – Enhanced Filtering

Enhanced Filtering is perfect for enterprises that route emails to on-premises environments with third-party services before sending them to Microsoft 365. 

The platform comes with inbound connectors that verify whether your email sources are trustworthy. The higher the complexity of the routing scenario, the higher the chances are that email connectors don’t reflect their real source. 

What’s more, this feature preserves the authentication signals that may have disappeared while routing emails. It enhances the filtering capabilities of Microsoft 365, allowing it to detect phishing and spam emails more effectively. 

Feature #7 – User Submissions

Microsoft Defender lets you set specific mailboxes where you can send any threatening emails. 

This feature allows you to determine the criteria for safe and malicious email while identifying the mailboxes that will store these messages. Thus, your administrators have more control over flagging emails and reporting them to Microsoft. 

Microsoft 365 Defender Is a Sure-Fire Solution

Phishing attacks can spell disaster for your company. To neutralize the threat, integrate your office’s computers with Microsoft 365 Defender. 

This platform can keep your system intact with dependable security measures. It can also detect malicious activity on time, enabling you to address it before it spreads and compromises your privacy. 

Using Microsoft 365 Defender is just one part of your cybersecurity. If you’d like a non-salesy chat to help determine other potential risks in your network, reach out to us today.


Featured Image Credit

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

Office 365

How Kohler Uses Office 365 to Create a Culture of Agility (And the 8 Underused Tools That Will Make Your Business More Productive)

There are numerous suites of apps that can improve your productivity. One of them is Office 365, which features an array of underappreciated tools.

Office 365 has helped millions of organizations streamline their operations. One of the most famous examples involves Kohler, the manufacturer of kitchen and bath fixtures and plumbing. 

At the start of the coronavirus pandemic, they struggled to manage operations since most of their team had to work remotely. The company had to adjust its activities to stay true to its values. 

That’s where Office 365 came into play. 

It helped them deliver personalized training in a short period. Their employees gained access to curated podcasts, Q&A sessions, microlearning videos, and renowned experts. All of which helped them become more comfortable with their new suite of apps. 

Over time, the platform also enabled them to overcome the limitations of cultures, languages, and time zones with different tools. 

For instance, they used Teams to mobilize professionals who shared insights into worldwide markets. Likewise, SharePoint facilitated the movement of over 400 terabytes of directories, expediting customer communication and support. The enterprise also enhanced its security and device deployment, creating a seamless culture of agility and productivity. 

It’s worth mentioning that Office 365 isn’t just suitable for large companies like Kohler. Any business leader can leverage this productivity suite to increase productivity. The reality is that many of these tools are underused and underappreciated. 

This article will highlight some of the top Office 365 tools you should consider implementing in your business. 

The Tools

Tool – #1 Flow 

Microsoft Flow enables you to automate your workflow across various applications. You can connect it to instant message and email alerts, synchronize files from different apps or copy them from one platform to another. 

For example, if you fill out a SharePoint form, you can use Flow to develop a lead in Dynamics 365. 

Best of all, the tool isn’t limited to Microsoft Services. It lets you extract data from Facebook or upload files to Dropbox. The result is higher productivity through improved connections. 

Tool #2 – Teams

Teams is a meeting, sharing, and chatting hub for your team. This cloud-based platform combines notes, files, conferences, and several apps in real-time. 

The program has dramatically improved collaboration and productivity, bringing people, content, and conversations together into a single hub. It integrates effortlessly with Office 365 apps and features a secure global cloud. 

Another tremendous benefit is real-time communication. It lets all members watch edits in PowerPoint presentations, ensuring input from the entire team. Users can also provide feedback using the chat window to streamline productivity. 

In addition, Teams supports cross-platform cooperation, allowing you to work on your phone, tablet, or computer. 

Tool #3 – To-Do

Microsoft To-Do is a smart task management platform that facilitates planning throughout your day. Not to mention it delivers a personalized and intuitive way to help users stay organized. 

It comes with a robust algorithm that lets you create lists for nearly anything, such as your home projects, work, and grocery shopping. 

Keeping track of reminders is effortless with To-Do. You can add reminders, notes, and due dates while personalizing them with vivid themes. Aside from viewing them on the web, these lists are also accessible on most devices, including Android phones, iPhones, and Windows 10 devices. 

Tool #4 – MyAnalytics 

Although teams spend much of their time in meetings, talking on the phone, and sending emails, they still may not be very productive. To overcome this obstacle, Office 365 introduced MyAnalytics. 

This tool increases employee efficiency by analyzing two productivity factors: who users spend their time with and how they spend it. 

Using robust analytics, the tool suggests how you can be more productive by working less after-hours and reducing idle meeting time. There’s also AI that flags your Outlook commitments to remind you of your daily duties. 

MyAnalytics consists of four components: 

  • Digests – Your Outlook inbox stores weekly digests to highlight the previous week. 
  • Dashboard – The dashboard displays various statistics like productivity insights, work habits, and suggestions on improving them. 
  • Insights Outlook – This feature presents cards that show your work experience and allow you to respond in many ways. 
  • Inline Suggestions – These suggestions are available in your Outlook to help boost productivity.

Also, Microsoft considered your privacy when designing this tool. That’s why you’re the only one who can access your personal insights and data.

Tool #5 – StaffHub

StaffHub enables workers and managers to manage their schedules and stay in touch through mobile devices. Employees can use this tool to request a day off, communicate with colleagues, and trade shifts. 

In addition, they can send messages to their entire team or individual team members to keep them in the loop on important developments. 

Tool #6 – Delve

This is a nifty visualization tool that incorporates social media elements and social learning. It utilizes content from four platforms: Exchange, SharePoint, Yammer, and OneDrive, 

However, it doesn’t aggregate your data points only. Instead, it detects relevant information like user activity and past interactions. 

Tool #7 – Sway

Sway is a presentation app that might someday replace PowerPoint. It boasts an integrated design engine to produce appealing presentations and reports. 

Some of the features include dragging and dropping images, charts, videos, and canvas-based formats. The program can also produce newsletters and stories that can be viewed on various devices.

Tool #8 – Planner

Microsoft Planner is an excellent choice for companies with team members all over the globe and multiple simultaneous projects. The tool can rapidly digitize your task management processes. 

It gives users access to visual organization tools and four key functions: information hub, insights, communication, and flexible categorizations. Also, it enables team members to share files, create plans, assign and assemble tasks, and converse with co-workers while receiving progress updates. 

Reinvigorate Your Business’s Work Environment

Taking your operations to new heights is all about creating an agile and productive workplace. And Office 365 can help you achieve this with a wide range of communication and collaboration tools. 

Whether your team works remotely or in-office, this suite of apps can dramatically improve project management. And Kohler’s example is proof of this.

That said, a subpar IT provider can impede your integration with Office 365. 

If you feel your vendor isn’t delivering the necessary results, give us a call. We can schedule a quick chat and come up with the perfect solution to your business’s IT difficulties to save you from a lot of stress. 


Featured Image Credit

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