filters
Menu
RSS

Blog

Outlook Spam Email Tip| https://wespeakcloud.store/images/uploaded/photo-1596526131083-e8c633c948d2_1000.jpeg | Support Team

According to statista.com, spam emails made up 53.95% of all emails received in March 2020.

Did you know when you move emails to "Junk" in your Outlook app, you're actually training your inbox to understand what junk mail looks like? Office 365 is very capable at managing spam in your inbox and does a great job. We always recommend first starting with your spam filter settings for your Office 365 email tenant, but then making it a practice of yours to always move unwanted junk mail to your mail folder instead of directly deleting.

Image from stastista.com

How to Stay Secure With Work From Home Solutions| https://wespeakcloud.store/images/uploaded/mikey-harris-hRlna96fZOI-unsplash_1000.jpeg | Support Team

In our current climate, more businesses are moving employees to work from home than ever before. Once access is enabled for remote employees, security should be the #1 concern. If your employees have ways to access internal systems remotely, then hackers do too.

At RyanTech we focus on maximizing security through a number of ways.

1.  Role-based access is extremely important. Only allow access to the items your employees really need. We encourage the use of Office 365 group-based access so you can manage access by department, job position, etc.

2.  MFA enhanced account access. This simply adds another step that is difficult to bypass for hackers.

3.  Protecting employees through enhanced mail flow rules. Stop the hacker before they reach a user.

4.  RyanTech’s AI Security Tool. If a hacker gets through and gains access successfully, our tool alerts, tracks any changes and even tracks the location of the hacker to block their access to your business.

This isn’t meant to be a complete list of security practices but gives you an idea of how you can protect your employees in the Cloud.

We aren’t another business trying to sell you stuff, we have seen an increase in attempted breaches and want to see every business protected. We’re happy to do free assessments of your security, current best practices, etc. Let us know how we can help by sending us a chat below.

Microsoft 365 Major Change to External Email Forwarding | https://wespeakcloud.store/images/uploaded/photo-1587377838789-968194a7cc88.jpeg | Support Team

Beginning September 1st Microsoft will be rolling out a major change to Microsoft 365 (formerly Office 365) where settings around email external forwarding may be changed on your behalf. Generally from a security perspective, we recommend disabling this feature as it can allow your users to forward their email to their personal email, which means if their email gets hacked then they also gain access to their work emails.

Below are a set of tools to check if this update will affect you and how to prevent it from affecting your users. Also, if you’re looking for assistance in email security and best practices, we offer a FREE assessment of your email security.

Check If Users Are Using External Forwarding

If you're an admin user, go to https://protection.office.com/mailflow/dashboard in order to check if there have been any external auto-forwarded emails on your tenant. On the bottom left of your screen a graph called "Auto-forwarded messages" will provide insight when clicked on.

Check If You're Affected by the Change

1. One of the following user types will need to navigate to https://protection.office.com/antispamUser Types: Global Admin, Member of Organization Management, Security Administrator, Member of Hygiene Management.

2. In the anti-spam page of Security & Compliance Center you can manually enable or disable auto-forwarding by clicking on the default "Outbound spam filter policy (always ON): policy and click "Edit Policy". Click on the Automatic Forwarding option and then choose the needed option from the drop down. If it is left as System-Controlled then Microsoft will be automatically managing the setting and turning auto-forwarding off by default.

Limit Use of External Email Forwarding

3. If you would like to create a custom policy to manage which specific users or groups can auto-forward click on the "Create an Outbound Spam Policy" and configure the settings as needed for notifications, recipient limits, automatic forwarding and who the policy is applied to.

If you have any questions about this change or looking for help to see if you're at risk of a service interruption. Use our live chat or give us a call at 866-804-9040.

Phishing Emails on the Rise - What to Look For | https://wespeakcloud.store/images/uploaded/Phishing%20email%20-%20Thumb.jpeg | Support Team

With the current state of the world and many employees working from home, we are seeing a large increase in phishing attempts on users. With email security always at the top of our priorities, we have been providing information to our clients on best practices and how to avoid falling victim to these bad actors.

Below you'll find an email template you can use to send to your employees as an example and best practices of remaining secure. If you'd like more information from our team or you're interested in learning how we can reinforce the cybersecurity at your business, reach out to us on our live chat below.

3 Indicators of a Phishing Scam

  1. Check the verbiage in the email. If it doesn't look right, investigate further. Example of this may be typos or incomplete sentences.
  2. Always be cautious of emails that ask you to click on a link and/or sign in with your credentials, especially if it is from somebody or a company that you do not know. Ask a supervisor if you are unsure about the email.
  3. Always verify the email address that an email is coming from, regardless of what the name may display.

Download Email Template 

Empowered by the Cloud | https://wespeakcloudsite.azurewebsites.net/blogs/images/zr2.jpeg | Ryan McMillen

Last weekend I was busy enjoying time away from my desk as some friends and I decided to drive to a remote mountain and lake thus requiring us to test the capabilities of our trucks a bit. When we were sitting at one of the lakes, I got a notification and as anyone often does, checked to see what it was. I was surprised to see one of my workflow automations for a Power Bi report had an error.

Now… typically at RyanTech, we expect our staff to NOT spend time working on the weekends unless it’s actually necessary, however I can’t help myself from a good mystery.

As I was taking a look at the issue, I took a moment to realize what I was doing. I am standing next to a remote lake in the middle of nowhere, on my iPad through cellular connection, accessing AI managed workflow automation to change a couple lines of code. Before the Cloud this wasn’t something I could’ve said. Previously, I’d need to jump through hoops and remote into a server from a laptop that had a cellular network card I’d have to beg to have signal, plus I wouldn’t have AI watching the workflow and analyzing the data for me! Nowadays, I get a push notification to my phone which is synced to my tablet, that when clicked I can access my workflow automation directly and best of all SECURELY!

Sometimes I wonder what the future will be like and sometimes I think about how the future is now. Managing business operations from the Cloud has transformed how we do things at RyanTech and it’s the next step for any business looking to be more efficient and more successful.

Plus who doesn't want this view while working?

ipad on truck bed using the cloud
How Intruders are Using Your Email | https://wespeakcloudsite.azurewebsites.net/blogs/images/manonPhone.jpg

I've written quite a lot about how email is either moving your business forward or causing a nuisance in your daily work life. The good news is that your email is available everywhere in the current age, the bad news is the same, it's available everywhere. And once your email address is out in the wild you only have a few ways to protect it. This is a short synopsis of the top ways intruders are lurking in your lifestyle by way of invading your inbox and some ways to mitigate the issue.

Here are a few facts about what is going on with your email. Take note of these 5 key areas of action:

    • The rise in gmail accounts correctly invading your inbox
      It's so easy to get a free gmail account and now to associate the gmail account to a domain name either hosted elsewhere or on the gmail platform that you as a startup business can have a valid and proper email account which will get through to other's inboxes without having to set up all of the systems able to send email.

    • Correct setup is the first step (SPF, DMARK, Hosting, Proper Use)
      Although many of these items get setup correctly by default they tend to get mixed up over time as folks change DNS records. Also, requirements for proper email sending are ever evolving and change over time. These must be administered correctly in order to ensure proper delivery.

    • Device optimization options
      Incredibly important and typically thrown to the side is the matter of setting up each device correctly as your lifestyle dictates. Improper setup on a device or device(s) will interrupt your daily workflow and/or stop you from getting proper notifications and delivery. It is my opinion that your mobile should have the ability to receive and send email only during optimum work hours. For me that means 6am to 6pm. On my mobile, my email moves to Do Not Disturb any time outside of these hours and I suggest the same to our workforce. If/when I open my email during the DND hours it will deliver all new email to me and allow me to interact as I choose however I do not receive notifications after hours. From my desktop I allow all hours and my tablet is setup the same as my mobile as I carry it with me just about everywhere for ease of use.

    • Integration with other systems (Beware the freeware)
      When integrating your email with other systems like a CRM, Reports, etc... you'll need to actually READ the license agreement because in many ways you give up your email and personal/professional information for use by other related partners when doing so. Who knew that signing up for a CRM to use for free just posted your professional information and that of all your potential leads to another?

  • No other systems allow the redundancy and delivery of our email platform
    I've watched so many successful folks use text messaging as a way to interact within their own organization as well as to others. It's a massive mistake. SMS/Text is NOT redundant no matter what your carrier tells you and it won't get better. It relies on an operating system for a device, the carrier you are on, the hardware you use, the reception at the time of sending/receiving as well as the length of the message being shortened which causes issues with clarity in reading and composing. It's literally the shorthand and smoke signals of professional communication.

In summary, your email address for work is the way the most critical information will be sent to you. It needs to be protected, secure, available everywhere but available when you set it to available.

Our team will show you how to make this happen and we'll keep you ahead of the reality of email.

The War Against Data Breaches | https://wespeakcloudsite.azurewebsites.net/blogs/images/dataWar.jpg

There was a time when all it took to protect your business was an internet firewall, antivirus, and backup. Today, many small and medium size businesses think that security is too complex in the face of emerging threats and requires staff and expertise they don’t have.

Did you know smaller businesses are the most vulnerable to breaches? Making up 58% of data breaches...
Source: Verizon 2018 Data Breach Investigations Report

It doesn’t have to be complicated. With our solution based in Microsoft 365, you get all the capabilities of the best Cloud based email in Office 365, plus advanced cybersecurity, data protection, and device management:

  • Encrypt sensitive emails
  • Block sharing of sensitive information like credit card numbers
  • Restrict copying and saving of business information
  • Enable unlimited cloud archiving

In addition to software that keeps your business safe, we also implement best security practices from our team of experts.

  • Monthly reporting of email security statistics and the impact of security changes
  • Proprietary configuration of your email tenant to maximize safety with efficiency
  • Hands on review of your tenant every month from our team of experts

With a Cyber Security Assessment from RyanTech, we can help you evaluate your threat protection and ensure your business is safe from attacks. It's Free!

Make Your Mark - Women in Technology | https://wespeakcloudsite.azurewebsites.net/blogs/images/empoweredwomen.jpg

It is well known that diversity in companies is important. The multiple perspectives of a diverse team are key to innovation. (For example, a women’s perspective is needed since products are not sold to men only.) Also, as in our case, bringing on a woman into a different culture and work atmosphere, boosted team morale.

Women need to take some responsibility for pushing for change. We don’t have to try to be more like men. We are not men. Men and women are inherently different. Women, and their employers and colleagues, should realize that being different adds value.

At RyanTech, almost half of our employees are women and many occupy senior leadership roles which we feel positively encourages other women to join a technology company, particularly if it is supportive of advancing women’s careers. However, it isn’t enough simply to recruit women for jobs in tech. Employers also have to keep them. That means providing support—mentors, sponsors, and a path to promotions. We are very fortunate to have a leader in Kevin McMillen, our CEO, who is a strong advocate for the advancement of women in technology. This is proven time and time again as Microsoft continues to call on him to tell his story on how he contributes to the advancement of women in the workplace. He just returned from the Microsoft Inspire Conference in Las Vegas where he spoke at the Women in Technology breakout session. Not only is he a mentor, he is somebody who is an active champion, who is always willing to give the women in our company that first chance. A lot of women don’t have that and there’s nothing like it.

So much has been done to bridge the gap of women in technology and there is so much more that can be done. Women should never be limited by what you “think” your job has to look like. The most exciting things happen when someone brings a new perspective to the table. And with so few women in technology, that gives us a huge opening to bring our own spin to things and craft new opportunities that build on what we are passionate about.

And that is how we not only make our mark but how we can help change the world!


Authored by: Carol Wall, Director of Operations
The Importance of Email Security | https://wespeakcloudsite.azurewebsites.net/blogs/images/supportSecurity1.jpg

Since RyanTech started offering email services back in 1998 we’ve learned a thing or two about email security. In 1998 email was an after thought and the joke of the internet was that it was a “fad”. Well we’ve been with you the entire journey and we all know that email is the backbone of the communication of your business, it’s extremely important that those email accounts don’t end up in the wrong hands. Once more, with email services being tied into your main account across your business, it’s more important than ever.

Typically, hackers target these accounts so they can gain access to important information and hold it ransom in return for money. We’ve been seeing more intelligent attempts to hold data ransom in the last few years and made some changes to how we approach email security.

The solution doesn’t end with how do I keep my password safe? The solution needs to be developed around the idea that your password is already compromised. We ask ourselves this question every time we dive into a security assessment and solution, my password is compromised, now what? In situations where users have the same password for their personal accounts, business accounts, and access to important company data it becomes urgent. Personal accounts typically don’t have as many safeguards as business accounts and if your password was stolen for your personal account, it’s only a matter of time until your business account is too.

In developing a solution that keeps our clients safe we focus on daily management of our client's tenants. From reporting, to alerts, to physical people looking over anomalies that pop up to keep this data safe. Your business is only as reliable as it is secure. 60% of businesses close within 6 months after a cyber-attack.

Don’t be a statistic. If you’re interested in hearing more reach out to us by using our chat or giving us a call at 866-804-9040.

Why Azure | https://wespeakcloudsite.azurewebsites.net/blogs/images/whyAzure.jpg

When it comes to being taken care of, we all want the best. The highest quality. A universally trusted service. That is just fact. When you go to the doctor, step into a classroom, or even go to the deli at the grocery store, you take solace in the sight of certification. Whether that be a doctorate degree hanging on the wall, or a bright blue “A” hanging laminated by the cash register. We want to know that we are being taken care of correctly, the first time. We want, or rather, we need to be able to trust the companies that we make exchanges with. That said, as humans, we are able to trust a company after it meets three precise, sometimes even unspoken, requirements: Efficiency, transparency, and longevity.

When you hear the name “Amazon”, it rings a bell in your head. Correct? That’s normal. It does for a majority of people. That is because Amazon has a brand that, through their marketing tactics, has quite literally “branded” the minds of people widespread. Amazon Web Services, a branch of Amazon that was launched in 2006, is a “pay-as-you-go” platform that provides a wide-range of individual cloud-computing services to consumers, including storage, gaming space, analytics etc. Amazon Web Services is a well-known platform because of its excellent ratings in efficiency/productivity over a long period of time. You can customize your usage to your business needs, and based on that, the cost will then be customized to your usage. It can be as useful and cost-effective as you make it.

So, now that you have heard a brief review of AWS, and it seems to be a well-performing service, you may be asking yourself, and we hope that you are, “Why Microsoft Azure?”. Azure, like AWS, is Microsoft’s individual cloud-computing service that was launched in 2010. If you compare and contrast the two platforms, you can see that they are both pay-as-you-go platforms. Both services are branches of reputable brands to certify that they are trustworthy platforms. Both services have also been publicly proven and labeled as efficient. What, though, makes Azure stand out, is its effective strategy of promoting transparency. If you were inquiring about these two platforms, you would find that with Amazon Web Services you must first create an account, search to find their pricing calculator, and then undergo a grueling technical, and to most, confusing, calculating process before you could get an estimate at what your personal spending would be. Azure, on the other hand, is the computing service for the person who does not speak “Tech”. The website is easy to navigate, requires no sign-up to get a cost estimate, and explains what you are getting and how you are getting it in specific, yet still, layman terms. Azure is actually 5 times more affordable with SQL than AWS. And there are more services/options available on Azure. Azure exceeds requirements in efficiency and effective communication/transparency. Although it was released four years after AWS, Azure still also exceeds the longevity requirement, with nine years of highly-rated service under its belt.

So, this begs the question: Is a service better just because it came out first? Azure proves otherwise.