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Do you want to access your work email and calendar on the go? With Office 365 it is easy to set up and use Outlook on your mobile device so you can stay connected no matter where you are. Set up email on an iPhone On an iPhone, go to the App Store, search for Outlook, and install the Outlook app. Sign in with your Apple ID, if prompted. Open the app, tap Get Started, and choose to allow notifications. On the Add Account page, enter your Office 365 email address and tap Add Account. Enter your password, and tap Sign in. Optionally, you can add more accounts, or tap Maybe Later. After swiping through the guided tour, you will see your email, calendar, and contacts in the Outlook mobile app. Set up email on an Android phone On an Android phone, go to the Play Store, search for Outlook, and install the Outlook app. Open the app and tap Get Started. Enter your Office 365 email address and password, and tap Sign in. Optionally, you can add more accounts, or tap Skip. After swiping through the guided tour, you will see your email, calendar, and contacts in the Outlook mobile app.

Are you using Microsoft's OneNote yet? If not you're missing out on a great way to stay organized and collaborate with teammates in a convenient and easy to use application. Here are a few features of OneNote that we love and make organizing your thoughts easier than ever: Sorting - organize your notes across notebooks, sections and tabs Tag - highlight can't-miss notes with Important and To-Do tags Ink - draw your thoughts and annotate your notes, using a stylus or your finger Mix Media - Record audio notes, insert online videos, and add files Clip and Save - Use the OneNote Web Clipper to save content with a single click. Share - share notebooks with coworkers, friends, and family

Setup Guides iOS Hosted Exchange Email SetupAndroid Hosted Exchange SetupOutlook 2007 Hosted Exchange SetupOutlook 2010 & 2013 Hosted Exchange SetupOutlook 2010 & 2013 Hosted Exchange IMAP Setup FAQs How do I login to Outlook Web App (OWA)? Browse to owa.mapletronics.com and login with your email address and password. The first time you login you will need to choose your language and time zone. If you have ever used the Outlook desktop app you will notice that the interface is pretty much the same. How do I setup Automatic Replies/Out of Office Replies from Outlook Web App (OWA)? Click "Options" on the upper right cornerChoose "Set Automatic Replies" from the dropdownEnable out of office reply by clicking the radio button “Send automatic replies”Set the start and end time for the replyEnter the information you want your internal and external senders to receiveClick Save in the lower right How do I setup Inbox Rules from Outlook Web App (OWA)? Click “Options” on the upper right cornerChoose “Create an Inbox Rule” from the dropdownUse the interface to create the needed rule(s) Is there a size limit on mailboxes? Yes, the basic plan comes with 1 GB of storage, and the standard and enterprise plans come with 25GB. Standard accounts and higher storage is pooled by company and the maximum mailbox size can be adjusted to take away storage from users who don't need it and given to those who need additional space. Do I need a domain name? Yes, a domain name is needed so that you can have yourname@yourdomain.com. You can use your existing domain name or we can register a new one for you. What operating systems are supported in the Hosted Exchange environment? Windows 8 & 8.1 (32 & 64-bit)Windows 7 (32 & 64-bit)Windows Vista (32 and 64-bit)Mac OS X 10.5Mac OS X 10.6 What versions of Outlook are supported? Outlook 2007, 2010, and 2013Outlook 2011 for Mac Is Windows XP or Outlook 2003 Supported? Windows XP or Outlook 2003 are no longer supported. Exchange 2013 handles connectivity and communication differently than the previous versions of Exchange and they no longer work with Exchange 2013. Microsoft has officially discontinued support for these products entirely. What is the maximum message size allowed through the Hosted Exchange system? The maximum message sized is 50 MB. What happens if I delete an email? The deleted email will go into the deleted items folder. If the email is not in deleted Items users can Recover Deleted Items for 14 days from the time it was deleted. Beyond 14 days the item is not able to be recovered. See this document (PDF) for more information. What happens if my mailbox is corrupted, deleted, or I need it restored? Mailboxes are backed up 2 times a day and are retained for 7 days and can be restored. After 7 days the mailbox is no longer recoverable. How is the Exchange System backed up? The Hosted Exchange system is setup in a highly redundant configuration to ensure that there is no data loss. In addition to the High Availability setup the Exchange environment is backed up 2 times a day. Mailbox backups are retained for 7 days. What if I need to make sure my email is retained and cannot be lost? If the data protection options outlined above are not sufficient then we can enable the email archiving service to archive all the email messages. The email archive can retain the email messages for a specified period of time or an unlimited time frame. Calendar items and contacts are not retained in the archive. If you are interested in archiving please contact your account manager for pricing. I have a Basic account, can I save my PST files on our server? Saving PST files to a network file server is not recommended or supported. See Microsoft Article 297019 “Limits to using personal folders (.pst) files over LAN and WAN links” What about Email Encryption? Email Encryption is available as an add-on service to the Hosted Exchange Environment. You can encrypt any email by including [encrypt] anywhere in the body of the email. What about email archiving? Email Archiving is available as an add-on service to the Hosted Exchange Environment. Can I sync my email, calendar, and contacts to my phone or tablet? The Exchange Basic plan will let your device make a POP3 or IMAP connection to retrieve and send your email. The Basic plan does not let you sync your contacts, or calendar with your mobile device. Additionally, email that is read, sent or received does not sync with the Hosted Exchange Servers. For example if you send an email from your mobile device the sent message will not show up in Outlook. The Exchange Standard and Enterprise plans utilize ActiveSync to synchronize email, calendars, and contacts with your mobile device. So, if you send an email, add a calendar appointment, or change a contact on your mobile device those changes will be reflected in Outlook or Outlook Web App. Since you are scanning messages for viruses, do I still need an anti-virus client on my workstation? Yes, everyone should be running a good updated anti-virus client. We recommend Eset Comprehensive Endpoint Protection. Can I connect with IMAP to the Hosted Exchange environment? Yes, Here is a guide for Outlook 2010. Can I POP mail from the Hosted Exchange Environment? Yes Needed information: Incoming: Webmail05.mycloudmailbox.comOutgoing: Smtp05.mycloudmailbox.comUsername: user@domain.comPassword: Created in welcome email outgoing server requires authentication, Incoming port 993 Uses SSL, Outgoing port 587 uses TLS If Hosted Exchange ever goes down can I still get my email? In the event that the Hosted Exchange system would have an outage email would be inaccessible during that time period. Is there any Anti-Spam or Antivirus Filtering included with Hosted Exchange? Yes, Email Security is included in the cost of the mailbox. Users will have the ability to configure their filtering level from the Email Protection console. How do I get email on my iPhone? Checkout this helpful document: Exchange iOS7 & 8 Setup (PDF). What is the maximum number of email recipients outside my organization? Hosted Exchange limits users to sending to 1000 recipients per 24 hour period. Encrypted emails are limited to 20 recipients per email. Is there anything that happens automatically with my mailbox? All items in a user's mailbox will stay until the delete's or moves the items. There is no automatic process for automatically cleaning up user mailbox from the exchange system.

ACCORDING TO VERIZON'S 2019 DATA BREACH INVESTIGATION REPORT, PHISHING WAS THE #1 THREAT ACTION USED IN SUCCESSFUL BREACHES LINKED TO SOCIAL ENGINEERING AND MALWARE ATTACKS. INTRODUCTION Every security leader faces the same conundrum: even as they increase their investment in sophisticated security orchestration, cybercrime continues to rise. Often security seems to be a race between effective technology and clever attack methodologies. Yet there’s an overlooked layer that can radically reduce an organization’s vulnerability: security awareness training and frequent simulated social engineering testing. According to Verizon’s 2019 Data Breach Investigation Report, phishing was the #1 threat action used in successful breaches linked to social engineering and malware attacks. These criminals successfully evade an organization’s security controls by using clever phishing and social engineering tactics that often rely on employee naivete. Emails, phone calls and other outreach methods are designed to persuade staff to take steps that provide criminals with access to company data and funds. Each organization’s employee susceptibility to these phishing attacks is known as their Phish-prone™ percentage (PPP). By translating their risk into measurable terms, leaders can quantify their breach likelihood and adopt training that reduces their human attack surface. UNDERSTANDING RISK BY INDUSTRY An organization’s PPP indicates how many of their employees are likely to fall for a social engineering or phishing scam. These are the employees who might be fooled into opening a file infected with malware or transferring company funds to a fraudulent offshore bank account. A high PPP indicates greater risk, as it points to a higher number of staff who typically fall for these scams. A low PPP is optimal, as it indicates the staff is security-savvy and understands how to recognize and shut down such attempts. The overall Phish-prone percentage offers even more value when placed in context. After seeing their number, many leaders ask questions such as “How does my organization compare to others?” and “What can we do to reduce our Phish-prone percentage?” KnowBe4, the world’s largest Security Awareness Training and Simulated Phishing platform, has helped organizations reduce their vulnerability by training their staff to recognize and respond appropriately to common scams. To help companies evaluate their PPP and understand the implications of their ranking, KnowBe4 conducts an annual study to provide definitive phish-prone benchmarking across industries. Categorized by industry vertical, organization size, and the amount or frequency of security awareness training, the study reveals patterns that can light the way to a stronger and safer future. 2019 PHISHING BY INDUSTRY BENCHMARKING STUDY Every company wants an answer to the essential question: “How do I compare with others who look like me?” To provide a nuanced and accurate answer, the 2019 Phishing By Industry Benchmarking Study analyzed a data set that included nearly nine million users across 18,000 organizations with over 20 million simulated phishing security tests across nineteen different industries. All 18,000 customers were using the KnowBe4 platform according to the recommended best practices for a new-school security awareness approach: Running an initial baseline test Training their users through realistic on-demand, interactive training Frequent simulated testing at least once a month to reinforce the training New to the 2019 Report are seven additional industries including Banking, Construction, Consulting, Consumer Services, Hospitality, Legal, and Transportation. All organizations were broken down by industry type and size. To calculate each organization’s Phish-prone percentage, we measured the number of employees that clicked a simulated phishing email link or opened an infected attachment during a testing campaign using the KnowBe4 platform. Analyzing Training Impact To understand the impact of security awareness training, we measured outcomes at three touchpoints to answer the following questions: Phase One: If you haven’t trained your users and you send a phishing attack, what is the resulting PPP? To do this, we monitored employee susceptibility to an initial baseline simulated phishing security test. Phase Two: What is the initial resulting PPP across industries and sizes after training and monthly simulated phishing tests? We answered this question by measuring phish-prone behavior after 90 days of training and phishing security tests. Phase Three: What is the final resulting PPP across industries and sizes after continued training and monthly simulated phishing tests? To answer this, we measured security awareness skills after 12 months of training and phishing security tests. Who’s at Risk: Ranking Industry Vulnerability The results across the nine million users highlights a drastic predicament for organizations that don’t feel the need or choose not to invest in new-school security awareness training which includes phishing security tests. The Phish-prone percentage data shows that no single industry across all-sized organizations is doing a good job at recognizing the cybercriminals phishing and social engineering tactics. When users have not been tested or trained, the initial baseline phishing security tests show how likely users in these industries are to fall victim to a phishing scam and put their companies at risk for potential compromise. The overall PPP average across all industries and size organizations was 29.6%, up 2.6% from 2018. Trends varied across different industries, revealing the bleak truth that untrained users are failing as an organization’s last line of defense against phishing attacks. Specific trends show industry Phish-prone percentages increased across all industries at initial baseline testing and include: Across small and mid-size organization categories, Construction companies had the highest percentage of “Phish-prone” employees, ranking at 37.9 percent and 37.1 percent respectively. While small and mid-sized Insurance companies were displaced by Construction companies this year, unfortunately their Phish-prone percentages increased from 35.5 percent and 33.3 percent to 36.1 percent and 34.9 percent respectively. For the large organizations of 1,000 or more employees, new to the 2019 Report, Hospitality companies displaced Not-for-Profit companies and took the lead with an astounding 48.4 percent. All three industries with 1,000 + employees from 2018 were displaced this year including Insurance and Technology, being replaced by Construction and Energy & Utilities companies in the large organization category ranking high at 36.7 percent and 34.4 percent respectively. The winner of the lowest Phish-prone benchmark was large Transportation organizations at 16 percent, another new industry included in the 2019 Report, which is still a significant number when considering how many users in a larger organization could put your organization in jeopardy if they click on a phishing link. Download the rest of the report here. Have questions about how to protect your business from phishing schemes? Contact us at letstalk@mapletronics.com, call us at 574-534-2830, or contact us.

This list is intended to keep you aware of security issues that may affect you, and/or your business. Cisco Cisco Adaptive Security Appliance Remote Code Execution and Denial of Service Vulnerability “KRACK” vulnerability Malwarebytes Malwarebytes Internet Blocking IssuesMeltdown & Spectre Windows Windows 7 End of Life/Support

Due to ever changing regulations throughout the country in response to the pandemic Covid-19, many businesses are having to quickly adapt to new work from home procedures. This can be overwhelming for many small businesses who are not set up to have a large remote workforce. With that in mind, as you are making the transition there are a few things to remember to make sure you are setting up an effective and secure remote experience for your users. When setting up a remote workspace it is important that your workforce has the tools the they need to be productive.  We recommend that all remote workers have: A computer (preferably company owned) A reliable and fast internet connection Chat and conferencing application (we highly suggest using Microsoft teams (now free to download, more information here) A dedicated workspace free of distractions A phone Managing Security Risks During this uncertain time, we understand that it is easy to set-up your remote workforce while overlooking important security precautions. We want to remind you to keep security top of mind as we navigate the current situation, as hackers will undoubtedly use this vulnerable time to prey upon companies and steal data. Here are a few security concerns to keep top of mind while setting up your remote workforce: Utilize full disk encryption to ensure that even if the device falls into the wrong hands, the company's data is not accessible Continue to enforce strong password policies and use of 2FA as often as possible where applicable Use a VPN to connect remote workers to the organization's internal network. This prevents access from unknown entities from remote locations. Have employees use company owned devices as much as possible, using personal devices increases risk of secured files and data being saved on unsecure devices When it is not possible to use a company owned device use a solution such as GC Connect to connect securely into a user's machine at work for their day-to-day tasks. (For our current GC customers we are offering free 60 days of our GC Connect, contact your CRM for more information) We know that setting up a remote workforce can be overwhelming and you may have questions or concerns. Please feel free to contact us during this time and we are happy to help. You can always call us at 800-358-7447 or contact us here. We have set up a Remote Work resource page with free resources to help companies navigate these uncertain times. View the resource page here.

Office 365 Email on Android: PDF | Video Office 365 Email on iPhone (iOS): PDF | Video

Microsoft Office 365 has rolled out an impressive array of new features that business owners will appreciate. These range from handy mobile-to-PC interactions to intuitive, behind-the-scenes IT integrations to keep a business running smoothly. Here are some of the standout new additions to Office 365 that were specifically created with business managers in mind. 1. New Digital Pen Features The Microsoft digital pen has some new tricks up its sleeve that make it easier than ever to edit your important documents. It’s like having an entire editing suite rolled into a single device, and it all but eliminates the need to type or use the mouse while editing. The digital pen lets you insert words or line breaks, split or change words, cross out paragraphs, circle text and leave detailed comments. 2. Embedded 3D Animations 3D animations can now be embedded directly into Word documents and PowerPoint slides with no coding required. Microsoft made this extremely easy to use: Insert a 3D model into the slide, select from a list of pre-built animations, click ‘Apply’ and the animation does its thing. 3. Blurred Background on Video Calls Business managers who use a remote workforce will appreciate this feature. Video callers can now automatically blur out their backgrounds to minimize distractions and increase meeting productivity. No more worrying about video calls from the home office or a busy workplace — just blur it out. 4. Powerful PowerPoint Upgrades This is a really cool feature for managers. Need a PowerPoint slide in a hurry? Office 365 now lets you draw your slides by hand on a tablet and convert your “chicken scratches” into a professionally-designed PowerPoint presentation in just a few minutes. PowerPoint now has digital design recommendations that it will make to recreate your sketches. This includes layouts, text suggestions and icons. The end result will look like you had the graphic design department laboring over it for hours. 5. Publish-to-Web Upgrades Microsoft Office has allowed users to publish documents as web pages for years, but this feature just keeps getting better. Office 365 now allows users to publish docs as Sway websites by clicking ‘File’ and ‘Transform.’ It’s a big time-saving feature. It can also be used for publishing training documents, newsletters, pitch decks and product pages. 6. Compatibility Checks This Office 365 addition allows you to make system upgrades without suffering any downtime from incompatibility issues. Microsoft’s most recent desktop application lets you check compatibility of apps before you run a system upgrade. Managers can save time and money, and keep things running smoothly by using this upgrade. 7. Robust Data Compliance Office 365 has a long list of compliance certifications that are now directly integrated with the software. This is an incredibly helpful feature for public-private businesses, government organizations and non-profits that deal with a lot of regulatory compliance issues. For example, Office 365 now offers HIPAA and HITRUST CSF Certification for medical organizations, which allows them to remain security- and privacy-compliant in their documentation. Other certifications include AICPA Service Organization Control Reports, FedRAMP authorizations, FIPS 140-2 Cryptography, and much more. Microsoft also maintains a dedicated compliance team that monitors regulatory changes and quickly recommends changes to keep data compliance up-to-date. 8. Increased IT Management and Resolutions Microsoft’s SharePoint Admin Center has some upgrades that IT departments will truly appreciate. The system now allows easier management of Office 365 group-connected sites and hubs. IT admins can now restrict access from non-compliant devices, automatically kick idle users out, and restrict or allow access from known IP addresses. The latest iteration also has a number of security upgrades and compliance upgrades. These Office 365 upgrades were clearly designed from a business manager’s perspective. Microsoft has made the latest additions intuitive and simple to integrate in order to keep your business running as smoothly and efficiently as possible.

Do you regularly send sensitive documents via email? If so, you are probably careful to double check that you have included the right recipient; you might even go one step further by adding a read receipt to the email. The next step that you could take when sending sensitive documents via email, is to use an encrypted email. However, if you truly want to protect sensitive documents that contain either personal or business assets, then you should consider the benefits of using Microsoft Word’s latest password protection feature. Protect The Documents You Need To The beauty of Microsoft Word’s password protection feature is that you can use it to protect the documents you need to. In other words, you don’t have to password protect the memo about days off or the daily office joke that brings a bit of cheer in the morning. Instead, you can pick and choose what documents you protect with a password. In this vein, it should go without saying that you need to send the password via a secure measure. In other words, it doesn’t do you any good to protect a document and then simply send the password via the same email as the document. Additionally, remember that passwords are case-sensitive and cannot be easily recovered if they are lost. With these tips in mind, there are three simply steps that you can take to add a password to any Microsoft Word document that contains sensitive information. 3 Steps To Add A Password To Microsoft Word Documents To add a password to a Microsoft Word document you will need to complete the following three steps in order. Select the File tab and scroll down to Info.Once you have selected Info, click on the Protect Document button. You will then select the Encrypt with Password option, which can be found from the drop-down menu.Click Encrypt It and type in the password that you want to use for the document. Keep in mind that each password will be case-sensitive, unique, and cannot be easily recovered if it is accidentally forgotten. Once you have selected the password that you want to use, click OK. Through the above three easy to implement steps your Microsoft Word document will be securely locked behind your carefully chosen password. It is important to note that this process can be completed in Microsoft Office 365 and Microsoft Word 2016. Finally, you can always remove the password by simply following the above three steps and their prompts. Whether you need to protect your personal or business files, the Microsoft Word password protection feature is an easy way to bolster security as you write, edit, and send sensitive documents.

Life is extremely busy with people scheduling every moment of their day while still looking back and wondering where their month has gone. It’s all too easy to find yourself reviewing a 6-month plan only to find that you are seriously off-course. Focusing one day at a time can cause you to be short-sighted when it comes to achieving your long-term goals. A quick review of your monthly calendar helps ensure that you’re well on the way to meeting business — and personal — objectives. Leverage Project Management Strategies Most project managers realize the importance of scheduling regular project reviews where you focus not on the daily tasks, but on the distance, you have moved from the overall project perspective. You can leverage this same methodology when it comes to tackling your calendar! Looking at your calendar on a daily or even weekly basis gives you an idea of what you have to get through, but it doesn’t provide you with a holistic view of your month and your year. Breaking deliverables and goals down into monthly chunks lets you see results more quickly and provides ongoing motivation to stay the path. Using the Right Tools for the Job Keeping your calendar updated with all of your various home, family, personal and work obligations can be a chore, especially when you’re splitting childcare or after-school activity duties with your spouse, parents or friends. Outlook and your Google Calendar may be great for scheduling work items, but is your work calendar getting bogged down with non-work related tasks? This can make it extremely difficult for others to schedule meetings with you and to maintain visibility for crucial work projects and tasks. Thinking Strategically Do you have a 1-year, 5-year and 10-year plan? Breaking these plans down into bi-annual and quarterly chunks allows you to more accurately track where you are according to your plan. This also keeps you from getting to the end of a busy year and wondering what happened to all of your time! Bringing this type of strategic thinking into your calendar on a monthly basis assures that you’re setting aside a time that is just for you. Even if you only spend 15 minutes reviewing the next month on a Sunday afternoon, you will find that it was time well spent. Don’t let yourself get tied down to the daily hassles of life that can keep you from meeting your long-term goals and objectives. You can even use your calendar to help schedule time for your monthly calendar review! Your future self thanks you.

Looking to create a custom calendar? You can use templates in Microsoft Word to create a calendar for any year you desire. The video above gives step by step details.

One of the great features of Office 365, is the ability to work on different projects collaboratively in an easy and efficient manner. The video above highlights how you can collaborate with teammates on a PowerPoint Presentation.