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23Mar

Upcoming Changes to Microsoft Office 365

 

Upcoming Changes to Microsoft Office 365 Authenticator App

Microsoft has announced an upcoming change to the default method used in its Authenticator App. Starting May 8th, 2023, users will be required to input a verification number into the authenticator app. This date was previously February 27th, but Microsoft recently released a revision to the start date.

This number matching method is replacing the approve/deny push notification sent to mobile devices. Number matching is a key security upgrade to traditional second factor notifications in Microsoft Authenticator.

Microsoft will remove the admin controls and enforce the number match experience tenant-wide for all users starting May 8th, 2023. 

Please note that this change will occur for both PCs and mobile devices. No action is required by the end users, this change will happen automatically by Microsoft.

If you have any questions regarding this upcoming change, or need any assistance, please contact Databranch Service at 716-373-4467 x4.

 

Microsoft Office 365 Changes to Security Defaults

Security Defaults are the preconfigured security settings that exist on your Microsoft accounts. Microsoft has announced that throughout the spring and summer of 2023, they will be rolling out Azure AD Security Defaults to all existing tenants.

Some of the changes enforced by the Security Defaults are below:

  • Requiring all users and admins to register for MFA using the Microsoft Authenticator app.
  • Challenging users with MFA, mostly when they show up on a new device or app, but more often for critical roles and tasks.
  • Disabling authentication from legacy authentication clients that can’t do MFA.
  • Protecting admins by requiring extra authentication every time they sign in.

Things to watch for:

  • Automated emails/Reports from applications and vendors
  • Scan to File Share
  • Email functionality from applications

Customers will have the ability to disable the settings or configure alternate conditional access policies. However, disabling the Security Defaults would create vulnerabilities across your Microsoft accounts leaving your organization’s cybersecurity at risk. 

Microsoft released Security Defaults back in 2019 to ensure that basic cybersecurity measures, such as MFA, were being used on their accounts. Because of this, over 30 million organizations already have baseline Security Defaults in place. This has allowed these companies to experience 80% less compromised accounts compared to companies without Security Defaults.

MFA alone is known for being the most effective tool at preventing compromised accounts, yet it is one of the most underutilized security measures. Microsoft’s Security Report states that MFA can block over 99.9% of account compromised attacks.

Databranch has taken the step of proactively enabling these Security Defaults for our own Microsoft tenant. This not only improves the cybersecurity of our Microsoft accounts, but it will also allow us to experience these changes first hand so we can better serve our clients.

We are also performing a review of the Office 365 tenants for all of our managed clients, so that we can proactively get their Security Defaults enabled, if they are not already.

Reach out today at [email protected] or 716-373-4467 if you have questions about these changes or wish to speak with one of our team members about enabling MFA for more accounts. 

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13Dec

Organizing Your Office Desktop to Improve Productivity – Databranch’s 7 Tips

IMAGE SOURCE: https://unsplash.com/photos/dpbXgTh0Lac

Increasing productivity in your business doesn’t just entail optimizing your equipment and sharpening your attention. Decluttering your computer desktop is also essential. 

A clutter-free office is paramount to improving your productivity. Piles of stationery on your desk can cause you to waste a lot of time searching for a critical document. As a result, you’re less likely to meet deadlines. 

Clutter can affect you in various indirect ways, too. 

It can dramatically reduce your cognitive abilities, impairing your decision-making and relationships with your team members. In addition, it can have an adverse effect on your anxiety, focus, sleep, and eating choices. All of these can reduce your workplace performance. 

However, this clutter problem doesn’t just affect your desk or office. 

Your computer desktop can also be cluttered. Disorganized folders and a lackluster display impact your productivity as much as physical clutter. To avoid this scenario, you need to declutter your computer as well.

This article will share seven tips on decluttering your computer desktop. 

THE 7 TIPS

TIP #1 – DEVELOP A FOLDER SYSTEM WITH FILE NAMING CONVENTIONS

The most important thing you should do to prevent clutter on your computer is set up an intuitive folder system. You can use several categories, such as file type or name, depending on what suits your research or work best. 

Regardless of your approach, be sure to choose well-established naming conventions that let you quickly navigate through your documents. The system should also be easy to use for many years to come, so consider your plans when creating it. 

You can place these folders in your file share tools (e.g., Google Drive and Dropbox), hard drive, or desktop if you back them up regularly. 

With a fully functional structure, you can bypass your desktop by simply downloading new documents to designated folders. Afterward, you can rapidly locate them with the search command on your computer. Type in the name of your folder, and you’ll reach the desired file within seconds. 

TIP #2 – MAKE YOUR DESKTOP ATTRACTIVE TO YOU

Besides making your computer desktop fully functional, you should also enhance its appeal. So, select a meaningful or beautiful background. It needs to be enjoyable to look at, motivating you to keep your computer tidy. 

To take the aesthetics to the next level, set gridded or lined images as the background to organize files that end up there more easily. 

Another great idea is to use a motivational background. Images with powerful messages encourage you to work harder and remain focused. This type of coaching also enables you to organize your desktop and stay on top of clutter. 

TIP #3 – CONSIDER SECTIONED DESKTOP WALLPAPER

Sectioned desktop wallpapers are a great way to enhance your desktop organization further. For instance, you can include a section for your vacation or pets. 

There are millions of wallpapers online that can help you declutter your desktop. They complement folder naming conventions to improve your workflow. 

TIP #4 – CONSOLIDATE YOUR MOST USED APPS/SOFTWARE

Having quick access to your most used programs or software is a must. It allows you to start working immediately without wasting time searching for apps. 

To consolidate efficiently, you should first determine which software matters most to you. Your portfolio may comprise two or three apps you use daily or an entire suite of programs that provide the necessary functionality. 

Once you’ve assembled your list, you may be able to merge multiple programs with a comprehensive solution. It puts them in one place to streamline your productivity. 

The taskbar is an effective alternative, as program icons are often responsible for the bulk of your clutter. Keeping the essential icons in the taskbar makes them quickly accessible since you won’t need to browse.

TIP #5 – DELETE OR RELOCATE UNUSED FILES

IMAGE SOURCE: https://unsplash.com/photos/HjBcAVWlxnE

After categorizing vital apps, you also need to address unused programs. Here’s a tip: if you can’t recall when you last used certain software, uninstall it. Do the same if you don’t think you’ll need a particular application for an upcoming project. 

Since this may be a hard decision, you may want to create a folder for these rarely used apps and files instead. Tuck them away until you figure out if you wish to proceed with the deletion. 

For this wait-and-see approach, you can make use of several folders, such as “miscellaneous” or “to be archived.” In doing so, you won’t accidentally uninstall or remove a crucial program. 

Now, if you take this approach, make sure to check the folders regularly. Determine which files and apps are no longer needed in your business and delete them to avoid clutter. 

To avoid falling behind with your cleaning, set a reminder on your calendar. It can be a monthly or weekly event, depending on your workload. 

TIP #6 – CATEGORIZE NEW CONTENT

Dumping new files and programs onto your desktop may be tempting if you’re in a hurry. However, this method is ill-advised because it inhibits your organization. 

Try to allocate a few minutes to organize all new apps and files appropriately, according to your naming conventions. A quick way to do so is to use automatic file sorting by date or alphabetically. It doesn’t take long, yet it can significantly reduce clutter on your computer. 

TIP #7 – EMPLOY FENCES

Digital fences group files in specific regions of your desktop to make them more visually accessible. This method works much better than burying all your files in one or two folders. Plus, many people consider it more user-friendly than gridded backgrounds. 

For example, the Stacks feature automatically categorizes content by type or any other specific feature. It’s available for free on Macs with Mojave. 

Likewise, PCs have a similar feature called Fences. It enables you to designate and move fences around the desktop for improved maneuverability. The only downside to this is that it’s not free. 

DON’T LET CLUTTER GET OUT OF HAND

Decluttering your computer desktop is one of the best ways to advance your productivity. 

Once you’ve organized it appropriately, you’ll be able to find the necessary files and programs effortlessly. You’ll then feel rejuvenated, and your mood may improve dramatically, allowing you to overcome mental obstacles during your workday. 

It might take some time to optimize your desktop, but it’ll be well worth it. 

You can also assign this job to your IT provider. However, they may not understand your needs and that of your business correctly, and their services might be insufficient. 

In that case, let’s have a 10-15-minute chat and see if Databranch can resolve your problem. Give us a call at 716-373-4467 x 15 and we’ll do all we can to help you increase office productivity in your business.

Article used with permission from The Technology Press.

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