Windows 10 Updates

Are your Windows 10 updates taking too long? Here’s what you need to do.

Windows 10 users are well aware that installing updates can take a long time. We hear users complaining about it all the time. Why are Windows 10 updates so slow, and what can users do to speed things up? Here’s our take.

Windows 10 updates take a while to complete because Microsoft is constantly adding larger files and features to the operating system. The biggest updates, released in the spring and fall of every year, take upwards of four hours to install if there are no unexpected glitches. The process takes even longer if you have a fragmented or nearly full hard drive.

In addition to the large files and numerous features included in Windows 10 updates, internet speed can significantly affect installation times. This is especially true if your office network is overburdened by multiple people downloading the update at the same time.

However, if you still experience slow speed even when there aren’t simultaneous downloads, then it’s likely that there is a problem that is preventing the installation from running smoothly.

When you experience slow updates, try the following:

1. Free up storage space and defragment your hard drive

Windows 10 updates often take up a lot of hard drive space, so you need to make room for them to speed up the installation. This means deleting old files and uninstalling software you no longer need.

You’ll also want to defragment your hard drive, a process that organizes how data is stored on your hard drive so it can create, open, and save files faster. Defragmenting a drive is as easy as pressing the Windows button and typing Defragment and Optimize Drives. From there, just select the hard drive, click Analyze, and if the drive is more than 10% fragmented, press Optimize.

2. Run Windows Update Troubleshooter

If faulty software components are causing installation problems, Windows Update Troubleshooter may be able to fix the issue and decrease download and install times. Simply press the Windows button and type Troubleshoot Settings. That will open a new window with an option for Windows Update.

3. Disable startup software

Before your update begins, you should also disable third-party applications that might cause disruptions. To do this, press and hold Ctrl + Shift + Escape to access the Task Manager. In the window that opens, click the tab labeled Startup. This will show you all the apps that have permission to open themselves when you log in to Windows 10. Right-click any apps that aren’t important and select Disable (don’t disable Microsoft tasks) to speed up the update installation process.

4. Optimize your network

Sometimes, a faster connection is all you need. Consider upgrading to a fiber optic connection or purchasing more bandwidth from your internet service provider. It’s also a good idea to use bandwidth management tools to make sure sufficient network resources are reserved for things like Windows 10 updates, rather than bandwidth hogs like Microsoft Teams or YouTube.

5. Schedule updates for low-traffic periods

Massive updates with long installation times are unavoidable sometimes. So instead of installing them during the day, schedule them for after hours when your computers and office network aren’t in use. Go to Settings > Update & Security and specify when you prefer updates to be installed.

If you need help with any of the tips above, we’re always here to help. Call us today to meet with our Windows specialists!

If you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment

Published with consideration from TechAdvisory.org SOURCE

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Back up your data with these four storage solutions

Businesses rely heavily on data for their daily operations. They use it for everything, from building client relationships to developing marketing strategies and so much more. But without data backups, businesses risk losing data in case of a disaster. Every business owner must develop a robust backup plan for their business, which includes implementing any or all of the following solutions.

USB flash drives

USB flash drives are data storage devices that include flash memory with an integrated USB interface. These devices are not just inexpensive and portable, but they can also be used to back up data from several computers.

However, USB flash drives are easy to misplace, which is why they’re not suitable for long-term data storage. They are better used as intermediate backups.

External hard drives

External hard drives are portable hard drives that can be connected to a computer through a USB port. These devices have the lowest cost per gigabyte compared to other backup devices and boast quick transfer rates, allowing users to back up a large amount of data within seconds.

One of the drawbacks of using external hard drives is that you’ll need to update your backups regularly to include new files. There’s also the risk of the device being misused or stolen. For example, an employee might use the drive for storing personal files or take it with them when they quit.

Network-attached storage (NAS)

NAS is a dedicated server for storing data, and it can also be used as an email server. It has its own IP address and can operate either wired or wirelessly. NAS also offers data redundancyㅡ it generates a backup of your backups, ensuring that your files are fully protected.

On the downside, NAS can’t be scaled beyond system limits. This means that you have to purchase additional hard drive bays if you need more capacity. NAS is also vulnerable to malware, and you have to configure it a certain way to keep it protected.

Cloud storage

Cloud storage is becoming increasingly popular among businesses because of its many benefits. For one, it allows users to access their data from anywhere using any internet-connected device. It also enables businesses to pay for only the resources they use. Lastly, cloud service providers (CSPs) handle the installation, management, and maintenance processes themselves, allowing you to focus on more important business matters.

However, some CSPs don’t implement sufficient security measures on their systems, potentially exposing data to cyberthreats. This makes cloud storage an unsuitable solution for medical practices, law firms, and other organizations that handle sensitive data. To use the cloud, businesses in these sectors must find a service provider that implements top-of-the-line cybersecurity protocols and specializes in data regulations compliance.

Choosing the best backup solution has far-reaching impacts on your business. Each method or device has trade-offs, which is why you need to select the one best suited to your business’s needs. Enlist the help of our experts to ensure you make the right choice.

If you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment

Published with consideration from TechAdvisory.org SOURCE

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How To Enable Remote Work Without Exposing Your Entire Business To Cybercriminals

A record number of businesses said goodbye to the traditional in-office work model in 2020. They embraced the remote work model as they adapted to the new COVID-19 reality. This switch to remote work was a huge shift that came with many challenges, and some of those challenges are still felt today.

One of those challenges was – and is – cyber security. Businesses wanted to get their remote workforce up and running, but there were a lot of questions about how they would keep their newly remote employees secure.

So, how can you enable remote work while keeping your business and your employees secure? How do you keep cybercriminals out? The answer is multifaceted. There is no one-size-fits-all approach to cyber security — that would make things much easier! But there are several steps you can take to help your remote team stay productive while keeping the cybercriminals out. Here are three things you need to do:

  1. Skip the public WiFi. This is Cyber Security 101. Never use unsecured, public WiFi, especially when working. For remote employees who have the option to work from anywhere, using public WiFi is tempting. It’s easy to access, but it comes with huge risks, including the potential to expose your device to intruders.Thankfully, there are plenty of options to help keep employees connected without having to worry about snoops. The most popular is the VPN, or virtual private network. VPNs allow remote workers to securely access the Internet, even through public WiFi. VPNs are ideal for remote workers who need to routinely access your network.Another option is the personal hotspot. This is a portable WiFi access point, usually paired with data service through a telecom like Verizon, AT&T or T-Mobile. these devices give remote workers flexibility to work anywhere they can get high-speed data service. Because the remote worker is the only person on the hotspot (and should be the only person), there is less worry about hackers snooping for your data.
  2. Have a strong device policy. When it comes to cost-cutting, it can be appealing to let employees use their own devices while working remotely. Avoid this, if possible. The bring-your-own-device (BYOD) approach has its benefits, including keeping costs down. We need to keep in mind the security costs could be massive, especially if an employee gets hacked or misplaces crucial data. In short, BYOD can get complicated fast, especially for businesses unfamiliar with the BYOD approach.That said, many businesses work with an IT services company to create a list of approved devices (laptops, tablets, smartphones) that employees can use. Then those devices are loaded up with malware protection, a VPN, and other security solutions. So, while employees may be using a variety of devices, they all have the same security and other necessary software in order to perform their duties.The best device policy, however, is to provide employees with work devices. This ensures that everyone is using the same hardware and software, and this makes it much easier to keep everyone up-to-date and secure. It takes a little more effort logistically, and it has a higher up-front cost, but when it comes to keeping your business secure, it’s worth it.
  3. Don’t forget about physical security. While businesses are focusing on digital security right now, they’re not putting a similar focus on physical security. They may have a team of people working remotely spread across different neighborhoods, towns, states or countries. This mobility comes with the risk of device theft or loss.
    If employees will be carrying their work devices with them, those devices should be kept nearby at all times. That means never leaving work devices in vehicles or unattended at a café or airport (or any location). Never leave a device where it has the potential to be taken.It’s important to remind employees to not only keep their doors locked, but also keep work devices out of sight. You wouldn’t want to set up a home office in a room facing the street outside while leaving the windows open and the door unlocked. Just as cybercriminals are looking for ways to break into your network, criminals are looking for opportunities to take high-value items.

The way we work is changing, so we must be prepared for whatever happens next. Implementing these three steps will give you a starting point, but they aren’t the end point. Work with an experienced MSP to get the most out of your remote work approach. Businesses may not return to an in-office model, so the more steps we take to secure our businesses and our remote teams, the better off we’ll all be.

If you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment

Published with consideration from TechAdvisory.org SOURCE

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Fix these business security flaws now

As businesses have become more reliant on technology, they’ve also become a prime target of cybercriminals. If you want to protect your organization from cyberattacks, make sure your cybersecurity system doesn’t have the following flaws.

Open wireless networks

With just one main internet line and a couple of wireless routers, an entire office can get online. A wireless internet connection saves money, but there’s a risk that it might be unsecure.

It’s not enough to plug in a wireless router and create a basic network to secure your wireless network. If you have an open network, anyone within range can connect. With simple tools and technical know-how, cybercriminals can capture incoming and outgoing data, and even attack the network and any device connected to it.

Ensure that all wireless networks in the office are secured with strong passwords. Some service providers that install hardware when setting up networks will often just use an easy-to-guess password for the router. Change this password immediately to minimize the risk of unauthorized users gaining access to your network.

Unsecure email

Most companies that have implemented a new email system in the past couple of years are most likely secure. This is especially true if they use cloud-based platforms or well-known email systems like Exchange, which offer enhanced security and scanning.

The businesses that are at risk are those using older systems like Post Office Protocol, or systems that don’t encrypt passwords (also known as “clear passwords”). If your system doesn’t support encryption, anyone with the right tools can compromise your systems and data.

Unsecure mobile devices

Mobile devices help you stay connected and productive while out of the office. However, if you use your tablet or smartphone to connect to office systems without proper security measures in place, you run the risk of compromising your networks.

Imagine you have linked your work email to your smartphone but don’t have a password enabled. If the device goes missing, anyone who picks it up can have access to your email and your sensitive information. The same applies if you install a malicious mobile app. If you use this same device to connect to your company’s network, the malware will spread across your systems and disrupt your business operations.

Ensure that employee devices have adequate security, such as passcodes, and your company has sufficient security policies in place to regulate their use. Lastly, implement mobile device management solutions to prevent employee devices from being a security risk to your network.

Anti-malware software that isn’t properly maintained

Anti-malware software needs to be properly installed and maintained if they are going to stand a chance of keeping your systems secure.

If your anti-malware scans are scheduled during business hours, some employees may just turn the scanner off because it slows down their computers. This makes your systems vulnerable to malware.

The same goes for not updating your anti-malware software regularly. Updates are important for anti-malware applications because they implement new databases that contain recently discovered threats and fixes.

Lack of firewalls

A firewall is a security tool that filters network traffic and protects data from being accessed from outside the network. While many modems or routers include firewalls, they are often not powerful enough for business use.

Get a firewall that covers the whole network at the point where data enters and exits (usually before the routers). These are business-centric tools that should be installed by an IT partner like a managed IT services provider for them to be most effective.

How do I ensure proper business security?

The best way to secure business systems and networks is to work with an IT partner like us. Our managed services can help you set up cybersecurity measures and ensure that they are managed properly. Tech peace of mind means you can focus on growing your business. Contact us today to learn more.

If you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment

Published with consideration from TechAdvisory.org SOURCE

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Windows 10 features
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Improve your Windows 10 experience with these features

Windows is the most popular operating system in history, but despite its popularity, many users still do not know about all of its functionalities. Here are some Windows 10 features from the latest update that you might have missed.

Night light

This feature lets you reduce the amount of blue light emitted from your screen, which helps reduce eye strain and boost sleep efficiency. Night Light is disabled by default, so you need to enable it by following these steps:

  1. Click the Start Menu.
  2. Open the Settings app (or press the Windows key + I to quickly open Settings).
  3. Select the System icon followed by the Display option in the left-hand pane.
  4. Set Night light to “On” or “Off.”

Taskbar pin

Opening browsers and typing in web addresses are simple tasks as they were, but Windows 10’s taskbar pin feature makes it even easier than before. This is an essential shortcut for anyone who relies on specific web-based apps such as email or company intranets. Simply right click on the app or document you wish to gain easy access to and choose “Pin to Taskbar”.

Organize your open windows

Do you struggle to organize a screen cluttered with open windows? Holding the Windows key and pressing an arrow should solve most of your problems:

  1. Windows key + Left – Resize the current window’s width to half the size of the screen and align it to the left
  2. Windows key + Right – Resize the current window’s width to half the size of the screen and align it to the right
  3. Windows key + Up – Maximize the current window to fit the entire screen
  4. Windows key + Down – Downsize the current window

When none of those keys are enough to set you straight, holding the Windows key and pressing the Tab button will show you all the apps you currently have open.

Focus Assist

Notifications are frustratingly distracting. Windows 10’s Focus Assist feature helps you tackle this issue by customizing which contacts and applications can interrupt you during predetermined periods of time. Try it out by:

  1. Opening the Settings window
  2. Clicking the System icon
  3. Selecting Focus Assist from the left-hand pane
  4. Adjusting the notifications settings based on your preference

If you wish to disable Focus Assist and receive all notifications, simply click Off.

These are just a few of our favorites. For more software and productivity recommendations, give our experts a call today.

If you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment

Published with consideration from TechAdvisory.org SOURCE

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Simple ways to defend against Mac ransomware

Although a majority of ransomware attacks usually target Windows PCs, this doesn’t mean Mac users are completely safe. Ransomware attacks for Macs have occurred before, and are growing more widespread over time. So how can you prevent ransomware from infecting your Mac? We’ve compiled some helpful security tips for you.

What is Mac ransomware?

Ransomware is a type of malicious software that holds computer systems hostage until a ransom is paid in gift cards, or cryptocurrency like Bitcoin or Ethereum. It’s typically distributed using phishing emails, but it can also spread via unsecured networks.

When Macs are infected by ransomware, users won’t be able to access their data since it’s encrypted. Ransomware messages may also threaten to release the information to the public or destroy sensitive data if victims don’t pay within a certain deadline. Healthcare and finance organizations, in particular, are more likely to pay the ransom because these organizations tend to have a lot of valuable assets, including money, and can’t afford to lose access to their critical data.

Types of Mac ransomware

In 2016, the KeRanger ransomware was distributed through the popular BitTorrent app Transmission. KeRanger was signed with an authorized security certificate, allowing it to evade macOS’s built-in security measures and infect more than 7,000 Mac computers.

Patcher was another strain of Mac ransomware that was discovered in 2017. This type of ransomware disguised itself as a patching app for programs like Microsoft Office. When launched, Patcher would encrypt files in user directories and ask for a ransom paid in Bitcoin. But the ransomware was poorly built, so there was no way to retrieve the decryption key once the ransom was paid.

In 2019, the EvilQuest ransomware encrypted files and tried to trick users into paying a Bitcoin ransom. Much like Patcher, however, there was no feature to decrypt files after paying, leaving those who paid the ransom with nothing.

Ransomware attacks like these can make a resurgence at any time, which is why you need to be prepared in case of an attack.

An ounce of prevention goes a long way

Preventive measures are the best way to keep your Macs safe from ransomware. This involves updating your software regularly to defend against the latest threats and only installing programs from the official App Store.

Since ransomware initially infects computers using phishing emails, make sure to avoid suspicious links and email attachments. Always be on alert even if the email appears to come from a legitimate company or someone you know.

You must also maintain offline backups and have a disaster recovery plan to keep your business running in the off chance that ransomware successfully infiltrates your systems.

Responding to ransomware

If your Mac is infected with ransomware, do not pay the ransom fee, as there’s no guarantee that hackers will provide a decryption key and release your data even if you give in to their demands.

Instead, use an up-to-date anti-malware program to remove ransomware from your computer. Cybersecurity experts may also release free ransomware decryptor tools to remove the infection, so keep an eye out for these on the internet. If these programs and tools don’t work, contain the spread of the ransomware by disconnecting from the network and run data recovery procedures, provided you’ve backed up your data in an external hard drive or the cloud.

Mac ransomware attacks may not be common, but they still pose a great threat to your business. If you need more guidance, contact our team of security experts today. We stay abreast of the latest Mac security threats and know just how to keep your business safe.

If you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment

Published with consideration from TechAdvisory.org SOURCE

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Seafest Web Browser

How to choose the safest web browser

The internet is a Wild West of sorts. One can never know what kind of cyberthreat they’ll come across. This is why businesses should use secure web browsers to keep threats at bay. But how safe are the popular browsers of today? Let’s find out.

Microsoft Edge

Microsoft Edge, Windows 10’s current default browser, is an improvement over its predecessor Internet Explorer (IE). Edge is based on the open source Chromium browser, resulting in a powerful and efficient browser that supports Progressive Web Apps and Google Chrome extensions.

Edge’s main advantage is that it is Windows 10 computers’ native browser, which means it should integrate more seamlessly with the Windows OS ecosystem in terms of power usage and data security. It uses Windows Defender SmartScreen to protect users from phishing and malware attacks. And it has a three-level defense against third-party trackers, allowing users to choose between Basic, Balanced, and Strict levels of blocking trackers from collecting personal data and monitoring browsing behavior.

Safari

Safari is a graphical web browser developed by Apple for iOS, iPad OS, and macOS. The current iteration is Safari 14, released September in 2020 alongside macOS Big Sur, and it’s also compatible with Catalina and Mojave.

Safari has long been using a system called Intelligent Tracking Prevention (ITP) that identifies and prohibits trackers from accessing a user’s personal data. Safari 14’s Privacy Report feature shows all the trackers ITP has blocked. Safari also has secure password monitoring, which notifies users if any of their saved passwords in iCloud shows up in a data breach. The browser, however, is only available on Apple devices, with full capabilities found only on MacBooks and Macs.

Mozilla Firefox

Mozilla Firefox is a free and open-source web browser developed by the Mozilla Foundation. It is widely available across platforms, even on Unix and Unix-like operating systems such as FreeBSD, OpenBSD, illumos, and Solaris Unix.

Because of Firefox’s open-source development platform, it can be quite unsecure to use on public computers. For personal and single-user business devices, however, Firefox is relatively safe, especially once all security features are activated and tweaked to your needs. Some key features include a password manager called Firefox Lockwise, a third-party tracker protection system, Private Browsing, and Firefox Monitor, which checks if your email address has been compromised in a data breach.

Mozilla also has a Bug Bounty program, which offers a financial reward to anyone who can identify gaps and holes in Firefox code, so the browser can be patched and improved as urgently as possible. Mozilla also promises no legal action against anyone who complies in good faith under its Bug Bounty program, including any claim under the DMCA for circumventing technological measures.

Google Chrome

Google Chrome is a cross-platform web browser developed by Google. It is the default browser for Google’s line of laptops and third-party Chromebooks. Chrome utilizes a process allocation model to sandbox tabs. Sandboxing is a security mechanism for separating running programs to keep software vulnerabilities from spreading.

Chrome also regularly updates two sets of blacklists, one for phishing and one for malware, which it uses to warn users of potentially harmful sites. It also touts site isolation and predictive phishing protection features that receive regular and critical updates every six weeks and within 24 hours of a threat being discovered, respectively.

Being aware of how your web browser stacks up against the competition is only half the battle. Ransomware like WannaCry can spread to uninfected systems through a gap in the Windows security framework, and most other malware infections prey on human error. What your business needs is a comprehensive security audit. For more information, call us today.

To learn more about how to safeguard your business, or if you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment.

Published with consideration from TechAdvisory.org  SOURCE

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What’s in store for Windows users in 2021?

If you’ve been waiting for updates on Windows 10, here’s some good news and more! Microsoft will very likely release big updates to the OS in 2021. Additionally, the tech giant is expected to introduce new services designed to maximize user experience across a wide range of devices.

What’s new on Windows 10?

Microsoft tends to release major updates followed by several smaller ones meant to implement minor feature changes and improvements. This likely won’t be the case in 2021.

Sources indicate that the first of two updates will be released sometime in the spring next year. It will be a servicing style update similar to those released in the latter halves of 2019 (19H2) and 2020 (20H2). To illustrate, the 19H2 update included improvements in battery usage efficiency, while the 20H2 update focused on enhancing general performance and quality. The spring update (21H1) will likely be in preparation for the bigger one (21H2) coming around the fall.

Next year’s major update will likely enable x86 64-bit Windows 10 to be emulated on computers that use ARM processors. This is good news if you use ARM-based computers, such as Microsoft’s very own Surface line of notebooks. With the update, you will be able to run legacy Windows programs on your device.

Windows 10X

Google’s Chrome OS might not be as feature-rich as Windows 10, but its lightweight nature and simple interface make it a hit among users who want a fast and straightforward operating system. That it is exclusively built into light, compact, and affordable notebooks — called Chromebooks — certainly adds to its appeal.

Microsoft’s Windows 10X is purportedly its answer to Chrome OS. It’s a lightweight version of Windows 10 designed to perform well even on low- to mid-range computers. Windows 10X also boasts an updated, modern-looking interface, formidable security, and excellent battery efficiency.

Like Chrome OS, Windows 10X will be exclusive to a specific line of computers which, according to reports, may include ARM-based and foldable devices. Windows 10X will likely become available in the earlier half of 2021.

Cloud PC

Windows 10 Cloud PC is a service that allows you to install applications to a version of Windows found on the cloud. Both the apps and the OS are streamed to your computer and use very little of the machine’s power. This makes it a great service for computers with low memory or ones that suffer from weak performance. Any apps installed via Cloud PC will appear on your Start menu as if it were installed locally on your machine.

Cloud PC will likely be an integrated service with both Windows 10 and Windows 10X. Windows 10X devices likely will not come with win32 local support, although the feature may be added in a future update. You can resolve this issue by installing your win32 programs on Cloud PC and streaming them via your Windows 10X device.

Microsoft has yet to confirm the exact nature and scope of their upcoming updates and services, but we can make educated guesses. In any case, it seems users can look forward to improved performance on Windows 10, as well as more opportunities to save money and get more out of their tech investments. If you need recommendations on how to take full advantage of these updates and new services, just give our experts a call.

To learn more about how to safeguard your business, or if you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment.

Published with consideration from TechAdvisory.org  SOURCE

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authentication
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Two excellent ways to verify user identity

A secure login process is an excellent way to protect your business from cybercriminals.
When it comes to verifying user identity, you can choose between two-step authentication and two-factor authentication. Learn the difference between the two so you can have a better appreciation of your cybersecurity options.
If you want to improve your business’s cybersecurity, you should take a closer look at your authentication process. Two-step and two-factor authentication are two of the most commonly used authentication methods. Many businesses use the terms two-step and two-factor authentication interchangeably, but there are subtle differences between the two.

Two-step authentication

A two-step authentication process requires a single-factor login (such as a password or biometric reading) as well as another similar type of login credential that a user must provide. This process typically requires entering a password for the first step and entering another security code for the second step, which may be accomplished by providing a one-time code generated by an authenticator app such as Google Authenticator.

Two-step authentication adds an extra step in the verification process, making it more secure than single-step authentication (i.e., providing only a password). However, if a person or business is hacked, it won’t be enough to stop hackers from getting a hold of whatever they are looking for.

Two-factor authentication

Two-factor authentication, a subset of multifactor authentication, is significantly more secure than two-step authentication. This type of authentication requires two different types of information to authenticate a user’s identity. For example, it could be a combination of a fingerprint or retinal scan as well as a password or passcode. Because of the additional authentication information required, hackers would have great difficulty breaking into a network using a two-factor authentication system.

Which one is better?

Relying on a single-factor authentication process is no longer sufficient in ensuring the safety of your network. Securing the authentication process and making it difficult for cybercriminals to access your network should be on top of your priorities. Deciding whether to use two-step or two-factor authentication largely depends on your business’s specific security requirements. To take the stress out of securing and protecting your network, call us today for expert cybersecurity advice.

To learn more about how to safeguard your business, or if you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment.

Published with consideration from TechAdvisory.org  SOURCE

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Microsoft Teams
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How to get the most out of Microsoft Teams

If you’re like most people, you only use your office chat applications for simple, everyday use — to ask someone a question or to touch base with colleagues. But wouldn’t it be great if you could do more things at once in these apps, such as completing tasks and chatting with colleagues all in a single window? Perhaps you’ve already heard of Microsoft Teams’ robust features to accomplish this, but how do you get the most out of the program?

The convenience of chat apps has enabled workers to cut time spent chatting with colleagues and spend more time doing their tasks. What’s more, work-related software is increasingly becoming more mobile- and user-friendly, with apps like Microsoft Teams bringing together several different platforms. Here’s how you can use that to your advantage:

Use SharePoint to store and share files

You might already be using SharePoint to store files and collaborate with your teammates. But did you know that in every Teams channel, you can click the Files tab to share files from SharePoint with team members? You can also access SharePoint files already shared in the channel and use Office Online or Office Desktop to collaborate on those files.

Forward emails into a channel

You get countless emails every day, many of which might be buried in your inboxes. Fortunately, Microsoft makes it easy to forward any email message from Outlook to a Teams channel so they show up in both platforms.

To do this, click the ellipsis (…) next to any channel name and select Get email address. This generates an email address for the channel, which you can copy and use to forward files, documents, and messages.

Stick with a few groups

While you can create as many groups within your organization as you like, going overboard can result in a cluttered messaging interface that overwhelms team members. Instead, you can create groups based on the number of projects and team members involved ー you can always add more if necessary.

Set up audio conferencing

Teams lets you host voice meetings with groups or with just one team member. This is particularly useful when communicating with remote workers or clients, in which case you can give them guest access to your Teams channel. Guest access ensures they’re able to communicate with someone but unable to view private information.

Test communication strategies

Just because some of the features in Teams overlap with other Microsoft platforms, such as Yammer and Skype for Business, doesn’t mean they’re all redundant. Think of it as a chance to test different communication strategies to find out what works best for you. For instance, if most of your clients have a Skype ID, you can use Skype for client calls.

Share conversations with new team members

Teams makes onboarding new hires easy. Rather than forwarding numerous emails and documents to new employees, use Teams to share past conversations and projects with them. This enables everyone to catch up without having to deal with cumbersome documents.

Microsoft Teams and other Office solutions are equipped with plenty of useful features that can take some time to master. But by taking advantage of these tools, you’ll be able to save time and maximize efficiency without having to spend a dime. If you have any questions about Microsoft Office and how it can benefit your business, don’t hesitate to give us a call.

If you are looking for an expert to help you find the best solutions for your business talk to GCInfotech about a free technology assessment

Published with consideration from TechAdvisory.org SOURCE

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