TechBytes

Exciting New Features Found In Microsoft Teams

It feels like an understatement to say that 2020 has ushered in a “new normal” in the workplace, and it’s undeniable that this year has fundamentally changed the way we use business tech tools. Microsoft Teams is just one example of a platform that seems perfectly poised for this moment. Offering a suite of professional collaboration tools, including video conferencing and document sharing, Teams also has robust security protections baked right into the design. Not sure if Teams are right for your team? Read on to get the details on the latest features available in Microsoft Teams:

• Multi-Factor Authentication. We’ll get right to the heart of the matter; with more work happening online than ever before, it’s essential to have powerful security measures in place. While Multi-Factor Authentication (MFA) may not spark immediate delight and interest from front line workers, tech managers must encourage consistent utilization of these tools–and Microsoft Teams makes it easy to do so. In short, MFA simply requires more than a password to connect to your integrated Microsoft account. Users are prompted to provide this authentication via text message, a dedicated authenticator app, or by pushing a button on their machine. This additional step for cybersecurity protection is well integrated into Microsoft Teams, which makes changing the culture around security at any workplace easier to execute.
• Video Conferencing Updates. Microsoft recently published a report on the “future of work” that highlights several key trends. Among them, video conferencing burnout is a real concern affecting productivity and remote worker engagement. In response, the latest Teams updates include several options to make the video conferencing experience more akin to connecting in person. These updates include:
  • Large Gallery view. Once limited to displaying just 9 participants, the latest Teams updates include the ability to show up to 49 participants at a given time using the “Large Gallery” mode.
  • Dynamic view. Offering interactive tools like virtual hand raising and the ability to adjust the size of various video feeds to maximize the use of the screen, this tool is especially helpful for longer meetings or presentations that focus on a few speakers and/or those using the screen share tool.
  • Together mode. When this view is activated, Teams users will see other meeting participants as if they are sitting together in spaces such as an auditorium or coffee shop. As an article in Business Standard puts it, this display is more than just a fun alternative to the typical square display. It’s specifically “designed to help people feel connected and, thereby, reduce meeting fatigue.”
• Whiteboard. A new tool that seems to hint at the possibility of additional collaboration features in the future, the whiteboard update allows Microsoft Teams users to collaborate in real-time, even if they don’t have a touch screen. The use of “sticky notes,” plus drag and drop functionality, allows greater participation from multiple users on projects that can’t come to life over email alone.

Making the most of remote work and collaboration opportunities means finding ways for colleagues to authentically connect and keep shared work protected from data breaches. Microsoft Teams appears to be dedicated to constant improvement on both of these fronts, making their latest Office product a great go-to, with enough flexibility to engage employees who are working from home, as well as those on-site. The key to successful integration is to lead with the security features like Multi-Factor Authentication first; once the organization’s data is truly safe, real work can begin.

Microsoft Word users have been relying on third-party plugins and services to check their work for similarity issues. However, the tech giant recently announced that plans are underway to include an in-built plagiarism checker in its Word program. How will this improve your writing experience?

The internet has provided a broad range of reference material to the present-day content creator, from students to career writers. In the same breath, we cannot fail to acknowledge that identifying contents that need attribution and how to cite them properly has gotten more challenging.

Microsoft Editor’s Similarity checker feature not only helps you identify plagiarism issues but also suggests solutions. It is designed to recommend correct ways to attribute contents to their sources. The fact that it does all these during the writing process enables you to write more confidently. You can now concentrate more on the quality of your work as the Editor does the rest.

How Does The In-built Microsoft Word’s Plagiarism Checker Work?

Bing Search powers the Editor’s Similarity checker in Microsoft Word. It helps writers achieve originality in two simple steps:

• Scanning Word documents for similarity to other content on the internet.
• Where the tool identifies plagiarism, Bing Search suggests appropriate insertions of relevant citations.

This is a departure from traditional similarity checkers that are more punitive than corrective. The in-built Word’s plagiarism-checking software does not function to ‘punish’ you for getting your content elsewhere. It seeks to help writers find their voices by building on similar works done before, leveraging appropriate attributions and citations. So, your focus shifts from the mechanics of writing to the quality of the content.

Getting Started With Microsoft Editor’s Similarity Checker

The tool was officially announced on March 30, 2020. Since then, Microsoft has launched it in phases, with the initial beneficiaries being users of premium Microsoft 365 Education. Soon, the feature will also be available to Microsoft 365 Home and Business subscribers. Currently, it is only usable for English language texts. Given that it’s a megaproject, covering millions of Word users globally, it may take some time before it finally reaches your account.

Having a plagiarism checker that works alongside MS Word improves the usability and user experience. To enable the feature:

1. Choose Editor on Microsoft Word’s Home tab.
2. Select Similarity on the Editor pane, then tap/click Check for similarity to online sources. The tool automatically begins an in-depth plagiarism check. Once done, it shows you the percentage of your text similar to other content on the internet. The search results also indicate the number of individual passages in your document that should be reviewed.
3. To amend the passages, click on Similarities reviewed. The tool takes you from one passage to the next, suggesting where it would be appropriate to insert a citation. It also includes links to the online texts for you to decide whether attribution is necessary or not. In some cases, you may choose to Ignore.

After a paragraph has been edited, it is underlined in green. You can always revisit it, re-read the online sources, look at the citation suggestions, and even add attributions to texts you previously chose to ignore.

How Do You Insert Citations?

You can use either APA, Chicago, or MLA citation style based on your preference or the type of content you’re working on. When you switch from one style to the other, the Editor won’t automatically change citations already in the document. You can update an existing citation by deleting it and starting the attribution process afresh.

All you have to do is to instruct the software to place a citation just after the passage. At times, the Editor’s AI systems will automatically add quotation marks to a passage. Again, you have the discretion to retain or delete them.

In case you decide to add a citation to a passage of more than 40+ words, the tool formats it into a block-quote. Here, you have the volition to add an introductory statement or an ending commentary of your own words to the passage.

Are you creating a bibliography to cite all the works done? Well, you can make use of Copy full citation. This feature allows you to copy and paste links to all attributed works at once.

Microsoft Editor’s Similarity checker works just like other conventional tools, and better. If well implemented, it will sure give the likes of Grammarly a run for their money.

Microsoft Edge Vs. Google Chrome

Google Chrome is undoubtedly the most popular web browser available on the market. As of June 2020, Chrome boasts a 70 percent market share, while Microsoft Edge is the second most popular option. Microsoft is working tirelessly to boost Edge’s competitiveness in a tight market. The tech giant is looking to challenge Chrome and Mozilla Firefox with innovative new features.

Judging by the reaction given to Edge’s latest update, it is increasingly becoming possible for the new kid on the block to topple Chrome in the browser market. Microsoft Edge recently displaced privacy-focused Firefox from the number two spot in a show of superiority. The latest update provides the strongest indication of Microsoft’s intentions.

It is no surprise that many analysts view Edge as a valid alternative to Google Chrome. The introduction of the new features comes at a time when the remote work trend is growing.

Comparison

Microsoft introduced several innovative features aimed at professionals working from home in Edge 85. The browser now allows users to synchronize browser settings and favorites with profiles in Active Directory without cloud sync. Additionally, remote workers can move Edge collections to Excel, MS Word, and One Note. The browser still compares favorably with Chrome on multiple fronts.

Performance

Chrome and Edge provide superior performance in terms of speed. Users are unlikely to notice the minor difference between the two, which is detectable when comparing the browsers using Jetstream and Kraken benchmarks. Chrome is faster by a small margin.

Meanwhile, Edge outperforms Chrome in memory usage as it uses fewer resources. Chrome uses more than double the RAM required to render web pages by Microsoft Edge. This aspect is crucial for users working on systems with limited memory.

Design

The two web browsers share similarities in design, and Edge has undergone significant changes as it ditched the old-school design elements for sharper, cleaner interfaces. Icons and buttons look different in both browsers but search or URL bars are identical. On the other hand, the positioning of symbols for addons and extensions is similar.

The most significant similarity is that Microsoft Edge and Chrome are both Chromium open-source browsers. They employ the Blink rendering engine, which means they render web pages in the same way.

Security and Privacy

Edge comes with an increased number of privacy settings, which users can track easily than Chrome. Edge prevents sites from sharing users’ personalized information and blocks tracking from both visited and new websites. It provides three levels of privacy settings to suit the user’s preferences. In addition, the browser employs the Microsoft Defender SmartScreen to protect users from malicious content.

Google Chrome only focuses on blocking third-party cookies. Users need to tweak the settings to maximize protection from cybersecurity threats found in downloads, extensions, and websites.

Features

Edge Collections is one of the features that differentiate the two browsers. It allows users to group web pages based on specific categories or themes to improve various applications’ accessibility. Both Chrome and Edge come with an advanced writing assistant known as Editor, which is identical to the popular Grammarly tool.

Although Chrome has a more extensive selection of extensions, Edge users can install native extensions via Windows Store or opt for more from the Chrome Web Store. This capability enhances the appeal of Microsoft Edge in an area that enabled Chrome to stand out.

Final Thoughts

Many consumer and business users searching for a browser that offers robust privacy and security features are turning to Microsoft Edge. The browser now comes with a dark mode option for all web pages to help reduce eye strain.

Some of the new features that are more likely to bolster its market share include interoperability with other Microsoft 365 tools. Remote teams can benefit from moving Edge Collections to MS Word, One Note, and Excel. The Read-Aloud feature for PDFs also helps improve the browser’s overall appeal.

 

What Is Two-Factor Authentication?

When it comes to keeping your business safe from hackers, you’re willing to pull out all the stops.

But what if he didn’t have to “pull out all the stops”? What if the only thing you needed was a simple technique for preventing hackers from ever infiltrating your data and networks in the first place?

Enter: Two-factor authentication.

What Is Two-Factor Authentication?

Apple defines two-factor authentication as “an extra layer of security … designed to ensure that you are the only person who can access your account, even if someone knows your password.”

Now, if you’re a business owner, you’re probably thinking: Shouldn’t we just never let anyone have our passwords and call it good?

Unfortunately, the truth is that passwords actually aren’t very good barriers against hackers. That’s because even the most basic hacker with just a handful of tech knowledge can crack a password with ease.

What you really need to protect access to your accounts, your data, and your networks is an authentication process that can only be carried out by the individual who owns/is the primary user of the account. This means you need to force the individual to utilize something that only they have. After all, technically, anyone can have possession of a password (it’s just a word or a string of numbers, letters, and symbols). If you really want to authenticate someone, it’s far better to utilize a device that that person carries.

This is really what two-factor authentication is.

How Does Two-Factor Authentication Work?

Two-factor authentication (sometimes called 2FA) has two phases:

First phase: Knowledge authentication (password)

The first phase prompts the user to put in something they know — a piece of information or knowledge that has been linked to the account. This is usually a password.

Sometimes, it might be a pin (personal identification number). Or finally, it might be some sort of shared secret, like the name of your first dog or your favorite elementary school teacher. This bit of information will have been solidified to the account previously — either when you originally formulated your password or pin or when you answered your “secret question.”

Second phase: Possession authentication (device)

In the second phase of authentication, the user has to provide proof that they own a specific device. This is usually a cell phone.

For example, after the first piece of information (the password) has been authenticated, the user will be prompted to have a code or pin sent to their cell phone. Again, this cell phone will already have been linked to the account during the initial set up of the two-factor authentication process.

When the code arrives (generally via text), the user simply needs to reenter the code into the system they are trying to log into. If it’s correct, they will then have full access to the account without a hitch.

What About Biometric Scanners?

Biometric scanners are devices that scan parts of your body – such as your eye, your fingerprint, or your entire face and use that as the “password” to allow you to access your account, an entrance, etc.

Biometric scanners are still being studied and tested. They are used in some places and with specific devices and software, but they aren’t quite ubiquitous yet. Studies show that two-factor authentication can go a long way at preventing hackers from infiltrating your accounts and systems, so if you’re looking for a quick and easy way to tighten your security right now, two-factor authentication is a great way to go.

Interested in Using Two-Factor Authentication?

Some companies like Apple and Google have internal options for two-factor authentication already set up. You simply need to opt-in. If you are interested in introducing two-factor authentication with another access point at your business, speak with your managed service provider to learn more.

A Look at the New Apple macOS 11 Big Sur Update

The newest macOS update, officially number 11 and called Big Sur, was announced in late June 2020 at the Apple Worldwide Developers Conference (WWDC). Big Sur is such a large and significant update that Apple skipped from version 10.15 straight to 11. For the past nearly 20 years – since March 2001 – the company has assigned each new OS version number 10.X. For example, the current version, Catalina, is 10.15 and the previous one, Mojave, was 10.14.

There is a beta version of Big Sur currently available to the public, and the full rollout will launch later this fall. It’s notable that this is the first macOS version to be released under Apple’s new hardware platform, where they shifted away from Intel-based Macs and are transitioning to custom ARM processors, which already power iOS devices.

The radical macOS overhaul intends to give users both freshness and consistency. To that end, Apple redesigned every element possible, from rounding corners of windows and changing the interface colors to making menus more intuitive and adding entirely new control symbols.

Safari gets a makeover

Some of the most noteworthy changes in Big Sur are in Safari. The web browser got major upgrades in both speed and security, and it’s substantially more battery-efficient. Users have an all-new customizable start page and redesigned tabs, plus the ability to translate entire web pages with a single click. Safari extensions are now easier to find in the App Store, and users can designate specific websites to use – or not use – extensions. Another new feature allows users to easily import their extensions from Chrome and Firefox. Finally, a new Privacy Report clearly shows which trackers and malware Safari are blocking.

Interface design changes

Big Sur brings several dozen changes, some minor and some major, to the macOS interface. Visually, Big Sur brings a lighter overall aesthetic to macOS with more translucent windows, a cooler color palette, and rounded icons. Users will notice it looks remarkably similar to iOS, and that’s not accidental – Apple aims to give users a more cohesive experience across all devices.

Apple also sought to make macOS more intuitive with Big Sur, and some of the most noticeable ways they’ve done that are the changes to menus and control bars. They’ve been completely redesigned to be less prominent and therefore less obtrusive, plus they pop up when necessary and disappear when they aren’t. The newly-customizable Control Center now appears at the top right-hand side of the screen, along with the Notification Center, which has also been redesigned. Users will notice many similarities between the Control Center and iOS, such as the widgets for quickly turning Airplane Mode or wi-fi on and off.

Other notable Big Sur updates

• System updates will automatically start in the background and finish more quickly.
• Messages are now almost identical to the iOS version and have @mention and Memoji functionality.
• Maps have been updated to include macOS support for Look Around, Guides, and shared ETA updates.
• Apple Music got additional features, including personalized playlists and artist interviews.
• Photos gained a new machine learning-powered Retouch tool.

If you’re interested in testing out Big Sur beta, be aware that – like all OS beta versions – it has some bugs. Some apps are noticeably sluggish and some features aren’t complete, but remember the whole point of companies releasing beta versions is to work those kinks out. Feel free to download Big Sur beta, but consider doing it on a secondary computer, particularly if you use your primary one for work or school. Look for the official Big Sur release in late fall 2020.

Business VoIP Services

The modern-day workplace has evolved thanks to advances in hardware and software solutions. Virtual applications backed by cloud environments enable employees to work from anywhere. Therefore, companies need communication tools to coordinate activities happening in various locations.

However, landlines and other conventional telephony solutions are too stationary and cumbersome to keep up with such a demand. So, what are your best options? Well, VoIP (Voice over Internet Protocol) can help your company improve your business’ approach to communicating over the phone.

VoIP solutions are easy to implement, and they come at a more affordable price point. Your organization can also layer VoIP over legacy hardware to enhance the quality of your business telephone solutions and to add some mobility.

The benefits keep rolling in when you consider the advantages of VoIP. Let’s look at the top 10 reasons why you should consider switching to VoIP to experience this world of convenience.

Business Convenience

VoIP solutions embed over cloud-based digital signals. This means you can make phone calls on any device that connects to the internet.

This means that any mobile phone, PC, or devices can act as an extension of your business line, provided you can install the companion VoIP application. This means you don’t have to worry about your clients reaching out to you on your non-business number.

Mobility

With VoIP solutions, you’re free to leave the office to look for prospects without worrying about missing important phone calls and other pieces of communication.

Sure, you can forward calls from landlines to your cell phone for the same effect. But, that’s always such a hustle. VoIP apps eliminate such an inconvenience by turning your cell phone into an extension of your business number.

Scalability

You can adjust the number of users to meet the changing scale of your business with relative ease. VoIP solutions can also enable you to adjust your phone services to meet the rising or falling demand from your customers.

Lower Maintenance Costs

VoIP lines plug into routers and servers though standard RJ-45 jacks. Therefore, you don’t need to uproot existing connections to embed VoIP capacities on to your current networking system.

This means you can have VoIP services up and running within a short time. It also reduces related maintenance costs. Your in-house IT staff also won’t need additional tools to manage and monitor the VoIP network.

A Wider Array of Business Telephone Services

VoIP solutions providers care more about your business telephone needs aside from voice quality. They offer services that improve your approach to business. These services include:

1. Custom-made voicemail
2. Call forwarding and waiting
3. Chat capabilities
4. Syncing online schedules and calendars
5. Video call capacities
6. And, many more!

Such tools make it easier to speak to clients, chasing potential lead while enhancing intra-company communication. You can get such services at a more reasonable price point than compared to landlines.

Enhanced Security

Many companies are unwilling to trust in IoT technologies due to the prevalence of cyber-attacks. However, it would be a mistake to lump VoIP solutions with such technologies.

VoIP solutions feature encryption that makes them even more secure than conventional business telephony technologies.

Effective Backups And Constant Access

Since VoIP is a cloud-based service, you no longer have to worry about losing voicemail messages texts and other achieved communications in the event your phone or laptop crashes.

Tour business number will also be available to customers on a 24/7 basis unless you choose to switch it off. This ensures that you can remain engaged in providing the services or insights your clients need even when you’re on the move.

Autonomy Over Call Settings

Changing call forwarding, voicemail, and other settings on landlines and other conventional phone setups can be extremely frustrating. To add to the misery, you have to make such changes from your office, as there’s no practical way of doing so while on the move.

VoIP solutions add a lot of flexibility and autonomy over how you can address such tasks. Best of all, you can do so while on the move provided you have a mobile device that has a companion app.

Conference Call Capabilities (Built-In)

Businesses with diverse and remote branches need highly effective voice and video conference calling capabilities. VoIP enables your company to set up such functionalities rapidly and more effectively than you could with landlines.

You can make a conference call with any devices that has a camera and a built-in speaker. Such services also allow you to synchronize your contact lists, schedules, and calendars.

More Affordable Than Conventional Telephones

A conservative cost-benefit analysis is the best way to determine if a new piece of technology is worth the price you need to pay. And you may have noticed how upgrades to IT appliances and software can come at a high price point.

Fortunately, a majority of VoIP solutions won’t break your bank!

While pricing models vary with your choice of a service provider, you could still pay 40 to 80 percent less when compared to conventional business telephone solutions.

In Summary

Your business stands to gain a lot from adapting to the latest trends in IT. As you can see, VoIP solutions can bring the same benefits to your voice communication. It’s not only a matter of making clearer telephone calls but also expanding the possibilities of your communication arrays.

VoIP solutions are an affordable way to ensure your company stays in touch with clients and employees regardless of their location. Such technologies are reshaping the office as a concept. Who knows? Maybe in the next few years, your company won’t even need an office and those stuffy landlines. So, it would be best if you got VoIP solutions today to stay ahead of this coming wave.

When the going gets tough in business, it’s those who can adapt through drastic changes thrive. You may have made some strategic decisions through a triage of measures that helped you to leverage the resources you have to climb up the success ladder.

There comes a time when you need to upgrade your technology to climb further up the ladder. In such cases, hiring a capable IT director or CIO could be your best option. But, as we know, finding, let alone paying someone to play such a critical role can be costly and tricky.

Does this mean you should forgo such a strategic goal? Well, you could hire an IT consultant to guide your In-house team to the next step. And, the good news such a consultant doesn’t even need to come on board on a full-time basis.

It sounds challenging, but you can do it more effectively if you take the time to make the following considerations:

Is It the Right Time To Bring an IT Consultant On-Board?

IDC’s latest report projects a 25 % rise in annually ICT spending over the next 5-10 years in various industries. Most of this spending will go into updates to traditional systems, and most businesses will be augmenting the latest advances in technology.

So, you’ll need an IT consultant to give your company such changes. It’s not a straight forward process, and what works for a particular enterprise may not be as effective for yours.

Here are a few questions to ensure you settle on the right candidate:

Is Their Experience Relevant to Your Industry?

Your potential candidate should have experience in dealing with corporations that function on the same scale as yours. It’s also wise to choose one whose industrial exposure is relevant to your field of business.

Let’s presume you’re a county-wide chain of mom and pop diners. An IT consultant that usually deals with fortune 500 banking institutions wouldn’t be a good fit for your company. Please take your time to vet their credentials to avoid any unforeseen disappointments.

Do They Have a Portfolio to Back Their Claims?

You can look at your candidate’s portfolio to get an impression of what they can deliver. If you’re pleased with what you see, take the time to ask them what methods they used to attain such impressive outcomes in previous engagements. This is the best way to find out if they can walk their talk.

Is Your Preferred Consultant a Team Player?

A good IT consultant should have the ability to articulate their ideas as clearly and precisely as possible. It also helps if they know their way around complex business processes and are passionate about the value they add when collaborating with others. They should also have confidence in their tech and business insights.

Can They Quantify Their Results?

Your preferred IT consultant needs to have the tools to measure and keep track of their results. This can help you gauge the efficacy of your new tech initiatives. This could include installing new applications, performing upgrades to systems, and data networks. It would also help if you can agree on the observable metrics for monitoring such results.

Summation

Hiring a competent IT consultant is more cost-effective and expedient than bring a full-time expert on-board. They can train the rest of your in-house IT staff and provide supervision to ensure everything goes without a hitch.

A great place to start from the recommendations of people that have taken such a step before. Take your time to look at their portfolio, reviews, and term sheets. This will ensure you get the right IT consultant for your company.

In many cases, you might want to combine multiple PDF files to create a single document. Disseminating information is often easier when you share one file instead of many. If you have Adobe PDF Pro, it’s easy enough to combine more than one document. You can also make several documents out of one large document. This is often common when you need to upload a file, but it’s too large.

Combining Two or More PDF Files

• STEP 1: Open Adobe PDF Pro.
• STEP 2: Open the first document you want to combine.
• STEP 3: Click “Document,” then “Insert Pages.”
• STEP 4: Choose “From File.” The dialog box will open. Choose the file you want to append to the first file by double-clicking it. A new dialog box will open. You can also choose “From Clipboard” if you copied something and need to paste it into the current file.
• STEP 5: Choose the location from the drop-down box. Your choices are “Before” and “After.”
• STEP 6: Choose “First,” “Last,” or “Page.” If you choose “Page,” you will need to enter a page number. Thus, you can insert a new file at the very beginning by choosing “Before” and “First.” you can insert a file at the very end of the first document by choosing “After” and “Last.” Or, you can insert a file in the middle of a document by choosing ‘before’ or ‘after’ and entering a page number.
• STEP 7: Scroll through the document to ensure the second file is where you expected it to be.
• STEP 8: Save the file with a new filename.

Removing Pages

• STEP 1: Open the PDF document you need to break down.
• STEP 2: Click “Document,” then “Extract Pages.” A dialog box will open.
• STEP 3: Enter the pages you want to extract. For example, if you want to extract pages 2 and 3, you would enter ‘2’ in the first box and ‘3’ in the second.
• STEP 4: Choose one of the boxes: “Delete Pages After Extracting” or “Extract Pages as Separate Files.” If you choose to delete the pages, the system will remove the pages from the document and then delete them. If you choose to extract pages as separate files, the system will open the pages in a new PDF document.
• STEP 5: Choose “Yes” or “No” when the “Are You Sure?” dialog box pops up.
• STEP 6: Save the newly edited document. If you chose to save the extracted pages as another document, be sure you save that document.

Additional Functions

You can also replace pages, delete pages, and split a file. One of the most useful functions is to split the file. Often, when you need to upload a PDF that is too big, instead of guessing how many pages make a certain file size, you can tell Adobe PDF Pro what size to split the file into. This is extremely helpful for law offices who upload PDF files to the clerk – county and federal clerks often put a file size restriction on files and pleadings often exceed that file size, especially when you have several attachments.

• STEP 1: Open the file you want to split.
• STEP 2: Choose “Document,” then “Split Document.”
• STEP 3: If you know the number of pages you want in each file, choose the radio button for ‘Max Pages’ and enter the number in the box. If you want to divide the file into several files that are a specific file size, choose the ‘File Size’ radio button and enter the file size in megabytes in the box. You also have a third choice to split the file by top-level bookmarks.
• STEP 4: Click “OK.” Adobe will split the file. A new dialog box will pop up telling you how many documents the system created. Click “OK.” You can find your files in the folder where the original document is located. They will have the same file name and ‘Part X’ appended to the file name.

Adobe Pro makes it easy to create files from files and to manipulate the files if you need to break them down, or if you need to add another file in the middle of your original file.

IT Managed Services vs. IT Outsourcing: What’s the Difference?

While there are some similarities between IT outsourcing and partnering with an IT managed service, there are also important differences that could spell the difference between a highly successful business and one struggling to move ahead and reach core goals. Read on to discover which IT management model is the best option for your business.

What are the Advantages of IT Outsourcing?

Outsourcing means trusting a third-party service provider to handle one or more IT jobs with minimal supervision on your end. The most commonly outsourced tasks are software application, software application maintenance, and running a data center. These specialized jobs often require skills that are in short supply, leaving a business with no choice but to find a company or individual in another city, state, or even country that can provide needed technical services.

Gaining access to specialized expertise is one of the biggest advantages of IT outsourcing. However, it’s not the only one. Many companies have found that it’s far cheaper to outsource certain IT functions than it is to hire full-time experts to hire these tasks in-house. The average annual salary for an IT technician in the United States is well over $74,500, and this sum does not include expected benefits such as help with repaying student loans, relocation assistance, professional development assistance, and parental leave. Given this fact, it’s not surprising that many companies turn to outsourced IT services and even overseas IT professionals to get expert help at a reasonable cost.

Two other important advantages of working with an outsourced IT service is flexible and scalable service options. You can avail yourself of IT expertise in a particular field when you need it, without having to hire a full-time employee for a set period of time. If you need additional help at certain times of the year, your outsourced IT company can bring in extra technicians to help you out for a limited time period.

What are the Disadvantages of IT Outsourcing?

At the same time, outsourcing some or all your IT services has its downsides. One big problem with many IT outsourcing companies is that they don’t conduct preventative maintenance or regularly assess your IT set-up to improve your services. Rather, they are simply on call in case something breaks down or goes wrong. Relying on a company with a “break it/fix it” service model will limit downtime and keep your IT department running reasonably well but won’t help you use technology to its full potential or empower you to get ahead of the competition. Furthermore, outsourcing IT services to a company located in a distant city, state, or even country can be problematic if misunderstandings arise and/or you need in-person assistance.

What are the Advantages of Partnering with an IT Managed Service Provider?

IT managed services are outsourcing companies that partner with you to provide a range of IT tools and services, including cybersecurity services, business continuity planning, IT consulting, cloud storage and support, software development, IT training for employees, and IT monitoring and support. IT managed services can either handle all your IT needs or partner with your in-house IT technician or department to offer specialized services as needed.

IT managed services, unlike outsourced IT services, specializing in providing proactive IT assistance to improve your overall IT set-up. IT managed service providers routinely monitor your whole network to ensure that there are no cybersecurity vulnerabilities or potential problems that could lead to data breaches or downtime. They offer advice on IT upgrades to help you save time and money, improve customer services and overall operations, and get to know new technologies that could help you take your business to the next level. What’s more, many IT managed services specialize in certain industries, making it possible for you to get IT support from someone who is familiar with your business needs and industry requirements.

IT managed service providers offer scalable, flexible services to suit your needs and budget. In fact, many of these companies offer complimentary IT system assessments to help you better understand your IT set-up and how to improve it to meet your current and future needs. IT managed services are essentially an extension of your business. You don’t have to put the IT technicians on your payroll but you can count on them to provide both virtual and in-house support. They work 24 hours a day, seven days a week, 365 days a year. They’re there for you no matter what.

What are the Disadvantages of Partnering with an IT Managed Service Provider?

Sadly, some IT managed service providers offer sub-par service or are simply unable to keep up with the demands of your growing business. In such instances, it can be difficult to switch over to a new IT managed service as your current service will have full access and control over your IT set-up. It’s important to select an IT managed service with care and caution to ensure it’s the best fit for your business now and in the future.

It’s also worth noting that IT managed services may not be able to provide specialized forms of assistance that can only be obtained by outsourcing or hiring an in-house technician. Thankfully, IT managed service providers offer the flexibility you need to partner with any expert who can help you grow your business. Your IT managed service can even work directly with your outsourced IT company, freeing you to focus on business growth rather than IT development, repair, and maintenance.

Do you need a specific, specialized IT job done for your business? If so, IT outsourcing could be your best bet. However, if your goal is to keep your IT department running smoothly and securely at all times, partnering with an IT managed service is the way to go. Getting professional outside help and support for your IT set-up will not only enable you to focus on other important aspects of your business but also provide you with expert advice and support to improve operations and use technology to reach your business goals faster than would have otherwise been possible.

Using 123456 as Your Password?

Is your company’s cybersecurity repeatedly swept under the rug? While reinforcing passwords and setting up firewalls can seem daunting, you may not realize the severe risk of neglecting these and other routine security practices. Unfortunately, as the Internet evolves to meet our needs and desires, the same can be said of malicious hackers and programs. Ill-intentioned parties are constantly becoming more adept at accessing private information and what is meant to remain secure data.

Despite this growing threat, many of today’s Internet users and company employees have not reacted accordingly to increasingly well-equipped hackers. In fact, a 2019 Forbes article cites that ‘123456’ remains the most commonly used Internet password in the US and the UK. By maintaining such basic passwords, cyber-intruders are granted easy access to personal or professional information, and quickly cash in your data for billions per year. It’s officially time to protect your business’ sensitive information and data. This article will detail the importance of ramping up your company’s cybersecurity measures as well as a few simple ways to get started. Discover the following achievable strategies to significantly decrease your company’s risk of hacking and intrusion.

Eliminate the “Not Much to Steal” Mentality

An extremely common line of reasoning within mid-size companies is that cyber hackers probably won’t bother taking advantage of them because “there’s not much to steal.” This statement could not be further from the truth and it tends to lure employees and leadership alike into a false sense of security. The fact remains that 43% of all cyberattacks are aimed at small businesses. Hackers can just as easily sell a smaller company’s information as they can a larger corporation’s. However, the major difference is that larger businesses tend to allocate funds to cybersecurity, whereas smaller or mid-size companies might not prioritize this cost. Many professionals hesitate over the cost of cybersecurity but may not consider the potentially catastrophic costs of not having it.

To remain vigilant, employees should keep an eye out for attachments from unknown accounts. These documents could be in the form of a Microsoft Office attachment that initially appears legitimate. As a rule of thumb, do not open emails or messages from accounts you’re not familiar with. Because it takes a company 6 months on average to discover a security breach, it is well worth your time to evaluate your company’s current cybersecurity situation and consider where there might be room for improvement.

Prioritize Employee Education

One of the easiest ways to head off potential security threats in your mid-size company is to thoroughly educate team members on cybersecurity practices and procedures. If there currently aren’t any, create and enforce protocols that can be communicated through online training, checklists, and seminars. Make sure to discuss the specificities of your company as it applies to Internet safety and data protection. Without this crucial step of employee education, your company will waste time and resources trying to rectify security issues that could have been resolved through open communication.

Keep in mind that cybersecurity is frequently evolving. Therefore, employees should be updated regularly on the best ways to protect company information. An easy measure to increase employee cooperation is to ask them to sign a document attesting that they have understood and will abide by your business’ security practices. The document can also mention that should the cybersecurity measures be disregarded, there could be repercussions for the employee involved. All in all, if leadership takes the time to discuss cybersecurity, making it relevant and applicable for all employees, your company is much better equipped against a potential security threat.

Invest in Cybersecurity Measures

If your mid-size company has yet to invest in cybersecurity measures, there’s no better time than the present to start protecting your valuable information and data. It’s not difficult to get started — begin by setting up a firewall that serves as a barrier between your sensitive information and potential hackers or intruders. In a time when remote workers are becoming more common, your company’s “work from home” staff should also implement a firewall within their personal networks. After all, they regularly access the same important information and data as your in-office employees. Consider providing remote workers with a complementary firewall to eliminate any potential hacking risks.

It’s worth noting that many businesses now allow employees to BYOD (“bring your own device”) to work. In this regard, BYOD calls for the same security measures as a remote worker, since your employees likely transport their laptop, tablet, or other electronics to and from the office each day. On top of that, those who bring their own computer to work are probably using it for personal tasks after hours, which increases the chances of a possible breach. Most importantly, employees should respect the cardinal rule of cybersecurity: do not use the same password for multiple sites, especially as a universal password between personal and professional sites. Urge company leadership to enforce automatic security updates on employees’ devices and inform all staff about your password policy.

Consider Using a Password Manager

An effective solution to your company’s password creation and storage problems is a password manager. A password manager helps your business manage your team’s passwords within a centralized digital “vault.” The primary advantage of a password manager is that your business’ IT team can create intricate, long and random passwords for various sites or accounts that employees gain access to just by logging into the password manager. By streamlining password storage, you can make massive amounts of information secure and basically eliminate the need for staff to create their own passwords. This quickly limits the possibility of a cyber attack and keeps company leadership in control of who can access what information.

Ultimately, password managers dramatically improve cybersecurity in businesses. Research shows that employees often keep their sensitive passwords written down on a Post-It note that could easily be accessed by any passing visitor or coworker alike. Reduce the risks of cyber threats both from internal and external sources by implementing a system that keeps track of who logs into company sites and when. Without this kind of accountability, it can be much more difficult to pinpoint the source of a security breach. Gone are the days of the ‘123456’ passwords — reach out to a local IT managed services provider to implement any of the previously mentioned tactics to strengthen your company’s cybersecurity.