Atlantic IT – Page 2 – Ulistic Projects Blog

September 19, 2022October 12, 2022

How To Make Microsoft Teams Your Default For Meetings

How To Make Microsoft Teams Your Default For Meetings

Key Points

You can make Microsoft Teams your default application for online meetings by following a few simple steps in Outlook.
Changing your default settings will ensure that all your meetings are created in Teams.
Meet Now is another way to join a meeting without scheduling it in advance.

Microsoft Outlook is a great tool for managing your email, calendar, and contacts. However, many organizations prefer to use Microsoft Teams for online meetings. There are a few reasons why organizations prefer to make Teams their default for online meetings.

First, Teams offers a more robust set of features than Outlook. This includes video and audio conferencing, screen sharing, and instant messaging. Teams also integrate with other Microsoft products and services, making it a more comprehensive solution for online collaboration. Finally, Teams is designed specifically for online meetings, while Outlook is primarily an email application. Thankfully, making Teams your default application for online meetings is easy.

Here’s how to make the switch:

First, open Microsoft Outlook and click on the File tab. Next, click on the Options button in the left sidebar. Click on the Calendar tab at the top in the Outlook Options window. Then, under Calendar options, select the checkbox next to “Add online meeting to all meetings.” Once you’ve done that, make sure to save your changes.

When you create a new meeting in Outlook, it will automatically be created in Teams. Also, when you join a meeting scheduled in Outlook, you’ll be taken to the Teams app, where you can participate in the video or audio call. We highly recommend it if you’re not already using Microsoft Teams for your team’s communication needs. It’s a great way to stay organized and connected.

Create a Microsoft Teams Meeting From Outlook Calendar

If you’re using Microsoft Teams for your business communication needs, you may wonder how to schedule a meeting using the Outlook platform. The good news is that it’s easy to do!

Here’s how:

Open the Outlook calendar and click on the New Teams Meeting button.
Invite your attendees by adding their names or email addresses.
Add your meeting details, such as the subject, location, and start and end time.
Create your message.
When you’re finished, click on the Send button.

Your invitees will now receive an email with all the details about the Teams meeting. When it’s time to start the meeting, they can click on the email link to join. It’s that easy!

The Meet Now Feature in Microsoft Teams

Microsoft Teams has become one of the most popular business productivity apps in recent years. One of the key reasons for its success is its robust feature set, which includes a wide range of features designed to make it easier for team members to collaborate. Sometimes teams need to meet on short notice, and that’s where the Meet Now feature comes in.

The Meet Now feature in Teams allows users to start an impromptu meeting with just a few clicks. If you need to meet with someone immediately, you can simply click on the Meet Now button in the Teams app. This will start an audio or video call with the person or people you’re trying to reach. You can also use the Meet Now button to start a meeting with someone who isn’t already using Teams.

How to Use the Meet Now Feature

Click into the Calendar app with Microsoft Teams.
Click on the “Meet Now” icon in the top right-hand corner.
Click “Join Now” in the window that appears.
Invite others to join the meeting.
If you want to invite someone not currently using Teams, you can enter that person’s cell phone number.
To end the meeting, click on the “Hang Up” button.

The “Meet Now” feature in Microsoft Teams is an incredibly valuable tool for team members who need to collaborate on projects or tasks. It’s simple to use and makes it easy to stay in touch with other team members, even if they’re not part of your organization.

How to Make the Most of Microsoft Teams and the Meet Now Feature

If you are looking for a more engaging and efficient way to hold meetings, you should consider using Microsoft Teams. Teams can help you make the most of your meeting time with its many features and benefits.

Here are some tips on how to use Teams to its full potential once you make it your default for meetings:

Get everyone on board. Make sure that everyone who needs to be involved in the meeting is using Teams and understands how to use the Meet Now feature. This way, you can avoid any unnecessary frustration or confusion.
Make use of the various features. Teams offers many features that can make your meetings more efficient and effective. For example, you can use the screen-sharing feature to share documents or presentations with other meeting participants.
Take advantage of the chat feature. The chat feature in Teams can be used before, during, and after meetings to exchange messages and files. This can be a great way to stay connected with other team members and keep the meeting flowing smoothly.
Use the whiteboard feature. The whiteboard feature is a great way to brainstorm ideas or take notes during a meeting. You can also use it to share meeting minutes with other participants.
Use the recording feature. The recording feature in Teams allows you to record your meetings and save them later. This can be a great way to review what was discussed and ensure everyone is on the same page.

Following these tips, you can make the most of Microsoft Teams, and the Meet Now feature. This will help you hold more efficient and effective meetings, ultimately leading to better results for your team.

Final Thoughts

Microsoft Teams can be a great asset for any business. When you make it your default for meetings, you can take advantage of its many features and benefits to make your meetings more efficient and effective. Try these tips to get the most out of Teams, and the Meet Now feature. Your team will thank you for it!

September 19, 2022October 7, 2022

Data Classification Matters And Records Management

Why Data Classification Matters for Records Management Success

Key Points:

Records management (RM) is the administration of digital or paper records. It includes the creation, maintenance, and destruction of records.
RM aims to ensure that records are created and maintained to facilitate their retrieval and use while ensuring their authenticity, integrity, and reliability.
Data classification is a core component of records management. It organizes data into categories to manage it more effectively.

With the proliferation of electronic records, it is essential to classify and manage them in accordance with their value and legal requirements. Discussions surrounding records management and data classification often lead to debates. Stakeholders tend to have very different opinions on what should be done with an organization’s data and how that data should be managed. However, some general principles can help to guide these discussions and lead to more productive outcomes.

Records Management: A New Approach to an Old Problem

As the world becomes increasingly digital, organizations find that their traditional methods of managing paper records are no longer effective. As a result, many are turning to records management solutions that can help them manage both digital and paper records. Records management is not new, but it has changed how it is approached.

In the past, records management was often seen as a compliance issue. Organizations were required to keep certain records for a certain period, and they needed to ensure that those records were properly stored and maintained. While compliance is still an important part of records management, the focus has shifted to include a wider range of benefits.

Today, records management is seen as a way to improve efficiency, save money, and protect an organization’s data. By properly managing their records, organizations can reduce the storage space they need, make it easier to find and retrieve information, and ensure that their data is properly protected.

There are several benefits to implementing a records management solution, including:

Improved efficiency and productivity: A records management solution can help organizations more effectively manage their records, saving time and money.
Reduced risk: A records management solution can help organizations to reduce the risk of losing important records.
Compliance: A records management solution can help organizations to meet their legal and compliance obligations.
Improved decision making: A records management solution can help organizations to make better decisions by providing easy access to records.

To have an effective records management program, it is important to first establish a clear understanding of the organization’s data and its location. This can be difficult, as data is often spread across different departments and systems. Once the data has been identified, it needs to be classified into different categories. This will help to determine how the data should be managed and what level of protection it requires.

Once the data has been classified, it is important to establish management rules and procedures. These rules should be designed to ensure that the data is accessible when needed and protected from unauthorized access. The procedures should also be reviewed regularly to ensure they are still effective.

It is also important to plan how data will be disposed of when it is no longer needed. This plan should ensure that the data is securely destroyed and that no unauthorized access to the data is possible.

How Do I Get Started With Records Management?

There are four basic steps involved in getting started with records management:

Determine what type of system will work best for you. There are many different ways to organize your papers and documents, so take some time to explore your options and find what works best for you.
Identify which papers and documents need to be kept. Not everything needs to be saved forever, so it’s important to know what can be safely discarded and what needs to be kept long-term.
Store your papers and documents in a safe place. Once you’ve determined what needs to be kept, ensure it’s stored properly, so it doesn’t get lost or damaged.
Maintain your system on an ongoing basis. Implementing a records management system is not a one-time task; it’s something you’ll need to do on an ongoing basis as new papers and documents come in.

What Is Data Classification?

Data classification is organizing data into categories that can be used to manage the data more effectively. One of the most important aspects of data classification is determining how data should be categorized. Data classification schemes typically use a hierarchical structure to organize data.

However, there are many different ways to approach data classification. The best approach will vary depending on the type of data being classified and the goals of the classification scheme. In general, however, data classification schemes should be designed to meet the following criteria:

The categories should be clearly defined, so there is no ambiguity about what data belongs in each category.
The categories should be mutually exclusive so that each piece of data can only be classified into one category.

Workplace data can be classified into four primary categories: public, internal use only, confidential, and restricted.

Public data is information that can be accessed by anyone without restriction. This category includes information typically published by the organization, such as press releases, product descriptions, and marketing materials.
Internal use only data is information that is not intended for public release. This category includes employee records, financial data, and trade secrets.
Confidential data is information that must be kept secure and is only accessible to authorized individuals. This category includes supplier contracts, customer lists, and product development plans.
Restricted data is information subject to special restrictions, such as legal limitations on its use or disclosure. This category includes personal Identifiable Information (PII) and Health Insurance Portability and Accountability Act (HIPAA) data.

There is a reason why data classification is a critical component of effective records management. Without proper data classification, your records management efforts are likely to fail. Data classification provides a framework for understanding the value of data and how it should be protected. When data is properly classified, organizations can make informed decisions about how to store, manage, and dispose of data.

Increasing Records Management Compliance in Your Organization

Records management compliance is critical for any organization. Maintaining accurate records helps to ensure the safety and security of your business operations and protect your customers, employees, and other stakeholders.

There are several steps you can take to increase records management compliance in your organization, including:

Define your records management objectives and goals.
Implement policies and procedures for records management.
Educate employees on records management compliance.
Conduct regular audits of your records management system.
Implement technology solutions to automate records management.

Data governance is critical to the success of any organization. You must ensure that your organization complies with records management regulations and best practices. Implementing these practices can help safeguard your data and improve your bottom line.

Wrapping Up

When it comes to records management, there is no one size fits all solution. The best approach depends on the organization’s specific needs and the type of records being managed. Many different records management systems and software are available, so it is important to research to find the one that best suits your needs. Whatever system you choose, it is important to ensure that it is properly implemented and regularly reviewed to meet your organization’s needs.

September 15, 2022October 7, 2022

iOS 16 Is Finally Here: What Should You Know?

Key Points

After months of anticipation, iOS 16 is finally here!
If you’re using an iPhone 8 or later, you can update to the newest version of iOS right now.
New features include Messages, Maps, and more improvements.

iPhone. One word. So many different meanings. For some, it’s a status symbol. For others, it’s a life-saving tool. For many, it’s a way to stay connected to the people and things we love. With that being said, there is always a sense of excitement when a new iOS update is released because it has the potential to improve the way we use our iPhones. Now that iOS 16 is here, let’s look at some new features and changes it brings.

Widgets Galore

One of the biggest changes in iOS 16 is the addition of widgets to the Home screen. With iOS 14, Apple introduced a new way to view and customize your widgets, but you still couldn’t put them on your Home screen alongside your apps. Now, with iOS 16, you can add widgets to your Home screen and stack them on top of each other. Plus, new Smart Stack widgets use on-device intelligence to surface the right widget at the right time based on your usage patterns.

Notifications Have Moved

Another change you’ll notice in iOS 16 is that notifications are no longer displayed at the top of the screen. Instead, they appear at the bottom. While many did not have a problem when notifications were displayed at the top, some people felt it was disruptive to have them in such a prominent position. With notifications being displayed at the bottom, you can still see your notifications, but they’re not right in your face. For those who prefer the old way, you can simply tap up on the notification stack to return it to its original position.

What’s New in Maps?

If you use Apple Maps, you’ll be happy to know that there are some new features in iOS 16. One of the most useful is multi-stop routing. This allows you to add multiple destinations to your route, and Maps will give you the best way to get there.

Live Text in Videos

Another new feature in iOS 16 is Live Text in Videos. This lets you select text from a video and perform actions like copying, looking it up, or sharing it. This is a handy feature if you come across an interesting quote in a video or want to share something you saw with a friend. Also, data detected in photos using Live Text can be used in other apps, so you can quickly find more information about something you see in a photo.

Focus Mode

With iOS 15, Apple introduced Focus mode, a new tool to help you stay on task and avoid distractions. With Focus mode, you can choose which apps and notifications can send notifications and alerts. iOS 16 builds on this feature by adding the ability to schedule Focus mode. So, if you know you need to focus on a task at a certain time, you can set Focus mode to turn on automatically.

PassKeys

Another new feature in iOS 16 is PassKeys. This new way to securely log in to apps and websites using Face ID or Touch ID. With PassKeys, you don’t have to remember multiple passwords or log in with a different account each time. Instead, you can use your Face ID or Touch ID to log in with a single tap.

Lock Screen Improvements

There are also some improvements to the Lock screen in iOS 16. One of the most welcome changes is the ability to customize your lock screen. Users can now add widgets to their lock screen, choose custom fonts, and apply their favorite filters. Another welcoming change is the addition of haptic feedback when you press the Home button or the Lock button. This provides a physical confirmation that you’ve pressed the button, which can be helpful if you’re not looking at the screen.

Messages Receive a Big Update

In addition to all of the new features and changes in iOS 16, there are many new features and changes to Messages. With iOS 16, you can now go back and edit your messages after you’ve sent them. Just tap and hold on to the message you want to edit and select the “Edit” option. You have 15 minutes to edit a message after you’ve sent it. After that, the message will be locked, and you won’t be able to edit it. Sometimes we don’t realize we’ve made a mistake in a message until after we’ve already sent it, so this is a welcome addition.

Another big change in Message is the addition of the Undo Send feature. This feature has been available in other messaging apps for a while, and it’s finally arrived in Messages. With Undo Send, you can recall a message after you’ve sent it. Just tap and hold on to the sent message and select the “Undo Send” option. While you are given 15 minutes to edit a message, you only have 2 minutes to recall a message after you’ve sent it. So if you realize you made a mistake right after sending a message and need to delete it, you should quickly recall it.

iOS 16 has already shaken up the iPhone operating system with its many new features and changes. Apple has also made some changes to how Siri works. With iOS 16, Siri is now more contextually aware and can provide more useful information.

Wrapping Up

The above are just a few of the many highlights of the latest iOS update. There are many more new features and changes in iOS 16. So, if you haven’t already, update to iOS 16 and enjoy its new features! If you own an iPhone 8 or later, you can update your phone to the new software by going to Settings > General > Software Update and following the prompts. As always, be sure to back up your device before updating.

September 12, 2022October 3, 2022

How Do Phishing Scams Work?

You may have heard of the term “phishing,” but you may not be completely aware. If you operate a business or even conduct any kind of transactions online – which represents the majority of people – you may be susceptible to a phishing attack. When executed correctly, a phishing attack can leave you or your business in major personal or financial trouble.

In this post, we’ll dive deeply into defining a phishing scam, understanding the common traits, and identifying the various types of scams. Finally, we’ll look at what you can do to prevent a phishing attempt from disrupting you or your organization.

What is a Phishing Scam?

A phishing scam starts with a hacker or malicious actor reaching out to you. These individuals are looking to access information that you hold. To gain access to this, they’ll attempt to contact you (usually by email, but it can also be via phone or text) with a message prompting you to click on a link.

These scams use social engineering tactics compelling you to comply (more on those below). Once you or someone within your organization clicks the link, it may then upload destructive malware or viruses to your device, system, or network. This malware then provides them access to your personally identifiable information (PII), financial information like credit card numbers, or other information you don’t want falling into the wrong hands.

How a Phishing Scam Works

As noted above, phishing scams use social engineering tactics to trick recipients into complying with a requested action. Hackers will pose as an institution the individual knows or trusts to gain their trust.

For example, let’s say you receive an email from your bank asking you to log in to your account due to a problem. At first glance, the email may appear legitimate as it contains your bank logo and a similar font. But have your bank ever contacted you in this way before? The answer is likely no, as banks don’t ask you for information like this over email.

Everything from the email address the hacker uses to the language they use in the email might appear legitimate. That’s why it’s important to examine them carefully and err on the side of caution.

The Common Traits of a Phishing Scam

Every phishing attempt looks different, but they tend to have some traits in common across attacks. For one, email phishing attacks prompt you to click a link within your email.

Additionally, many attacks attempt to create a false sense of urgency. They’ll say there’s an issue with your account or suspicious activity that you’ll need to log in to resolve. This is, of course, a ruse meant to create a feeling of panic in the recipient. The hackers are banking on you, reacting without thinking.

Other phishing scams mimic or recreate an email address for a friend or family member. Have you ever gotten an email from a family member that contained a link but didn’t look right? It was almost certainly a phishing attempt.

You may also get an email from what you believe to be a trusted source, like your employer or healthcare provider. If the email looks suspicious, it likely is. Your default stance should always be to follow up with the sender to confirm the email’s legitimacy.

It bears repeating: if anyone asks you for any type of sensitive information over an email, text, or phone, you’re probably on the receiving end of a phishing attempt.

The Different Types of Phishing Scams

While phishing attempts happen over email, similar attacks happen over phone or text. Email phishing scams involve you clicking on a bad link. The other types of scams have different tactics with the same desired outcome for the hacker.

In the case of phone attacks (also known as vishing), you’ll receive a call from someone asking you to relay personal information over the phone. You may even be prompted to dial a specific number. These attackers often spoof numbers from trusted institutions like your bank. They might tell you that a friend or family member needs assistance to increase your feeling of urgency. They can also ask you to verify personal information to authenticate your identity to them – when, in fact, they’re stealing the information themselves.

Another common phishing scam is attacks conducted over SMS text messages (also known as smishing). These operate similarly to email attacks. You’ll receive a text from someone or some institution you trust asking you to click on a link.

How to Respond to a Phishing Scam

The first step is to be aware that phishing scams exist. Knowing what they might look like helps you know what to watch out for. If you are part of an organization, create this culture of awareness with your team. By educating your staff on what to expect, you’ll be able to prevent them from impacting your business in the future.

But what happens when you do receive a phishing attempt? The most important action you can take is this: nothing at all. Don’t interact or engage with a phishing attempt. If it’s a text or email, don’t click the link. If you’re on the phone with someone attempting to scam you, don’t engage – simply hang up as soon as possible.

Phishing Scams are Growing Increasingly More Common

In summary, phishing scams tap into sophisticated social engineering techniques, using people’s fears to gain access to sensitive information. This information can then be used to defraud the person or organization financially or steal their identity. They can be carried out over email, phone, or text message. When you get a phishing attempt, the best action is no action. Don’t engage – just block and delete.

The sad reality of phishing scams is that they aren’t going away anytime soon. You can’t prevent them from happening. All you can do is maintain awareness and constant vigilance of an attack possibly occurring. Be wary of emails that look suspicious and even those that don’t – as phishing strategies become more complex, you’ll be more likely to fall prey to one. Exercise utmost caution when communicating with anyone over email, phone, or text.

Contact us today for more on how we can help your organization navigate phishing attempts or provide other managed IT services.