Central provides The Regenda Group – a medium-sized Registered Social Housing Provider (RSHP) with 13,000 homes – with multi-level support.

Microsoft Office 365 is a revolutionary tool, helping businesses across the globe achieve more through its comprehensive software suite housing over 20 applications, intelligent email hosting and cloud storage space, plus world-class security infrastructure.

Offering a host of collaborative, state-of-the-art features in one seamless, consolidated experience, the tool plays an integral role in the day-to-day operations of over 1.5 million company users worldwide. Not only do Office 365’s cloud capabilities remove geographical constraints – allowing around-the-clock access no matter where or when – they also present an abundance of cost and time-saving efficiencies for IT teams and finance departments by automatically issuing updates for products, patches, and new releases.

But while organisations large and small are continuing to invest in the subscription, a limited number of these are truly maximising its potential – with many business owners, and teams as a result, being unaware of some of the key features on offer.

That’s why, here at Central, we decided to put our tech-minded heads together to come up with 5 simple ways you can use your Microsoft Office 365 software to boost ROI – improving productivity within your teams, creating significant time efficiencies across the board, and spearheading creativity.

1. Anytime, anywhere access

Ok, so we’ve already touched on the fact that Microsoft Office 365 enables teams to access files at any given moment, but let’s delve a little deeper.

It doesn’t matter whether you’re working remotely or in the office, on a laptop or smartphone – as long as your device is connected to the internet, the cloud-based model allows users to keep important files up to date anytime, anywhere. Whether you need to tap into a fellow staff member’s document for important information, or finish a piece of work at a later date, this is a key feature that SME’s should not overlook. And with the remote working surge over recent years dispersing teams across different parts of the country – and often world – the value of instantaneous, flexible access is truly indispensable.

2. Creative collaboration

Offering a foundation to share, edit and collaborate through OneDrive, Microsoft Teams, and more, Office 365 crucially unlocks contemporary ways of working.

Gone are the days of one in, one out document editing, constant link sharing to access files, and rushing around to be in five places at once. No matter your location, you can be confident that you have the tools to help you adapt – with the ability to share Office files both internally and externally, co-author in real time, attend meetings virtually, and be productive from anywhere.

Not only does this create a shared understanding across your organisation, but it bolsters the team dynamic and encourages innovative ideas into fruition.

3. Productive email management

With almost 320 billion emails estimated to have been sent and received globally throughout 2021, we know that staying on top of your e-correspondence can be a stressful experience to say the least. But from contact grouping to clutter management, Office 365 has a myriad of features to make managing your inbox a whole lot easier.

The ‘Distribution Lists’ feature presents a simpler alternative to painstakingly typing each email address into your recipient list when sending a group email. With the click of a button, you can send direct mail to organised segments of your contact list – such as an entire marketing department or type of client – and even automatically forward to multiple addresses. Excellent for project work and seamless communications within your department.

What’s more, with Office 365’s ‘Focused Inbox’ feature, there’s a more convenient way to declutter your inbox and streamline workflow. Separating emails into ‘focused’ and ‘other’ category tabs, Focused Inbox brings your most important emails to the fore, whilst any remaining communications are filed out of the way – but still easily accessible.

4. Data loss prevention

Thanks to OneDrive, file accessibility and recovery is extremely straightforward and contributes to the headache-free running of day-to-day tasks.

We already know that being cloud-based is one of Office 365’s many USPs – not least in terms of collaboration – but this model also contributes to a more secure, reliable way of working. As well as saving on local storage space, housing your company’s files on the cloud allows you to sync updates and back up files across multiple devices. Plus, with the added bonus of OneDrive’s ‘Version History’ functionality, users can easily restore older copies of files.

But that’s not all – there’s an abundance of other state-of-the-art features to explore from OneDrive.

5. Enhanced data protection

Office 365 features several built-in data encryption capabilities – which, if you’ve read our recent blog on cybersecurity best practice, you’ll know this is something that should be high on the agenda for all organisations.

BitLocker, for example, is a Windows-integrated data protection feature which safeguards against threats in case there are lapses in other processes or controls – such as access control or recycling of hardware – that have the potential to compromise disks containing data. In instances where someone gains physical access to your hardware, BitLocker eliminates the potential for data theft or exposure through a key protection chain – essentially, the management of credentials used to unlock or recover encrypted disks which requires a high-level of elevation and approvals to access.

And there’s a whole host of further data protection offerings – both default and optional – to discover, if you want to optimise the security of your firm’s data.

At Central, we know that tighter budgets and fluctuating productivity mean that processes need to add real value if they’re ever going to become a mainstay of your firm. That’s why leveraging Microsoft’s productivity suite and its comprehensive range of capabilities is a must.

Beyond these top tips for maximising Office 365’s potential, our managed IT services can help you breathe easy by providing around-the-clock, expert advice.

And you’ll never be just a ‘ticket’ to us. While we pride ourselves on providing leading, strategic support to a range of organisations, we’ve got the resources and flexibility to keep our approach personal.

So, if you’re seeking additional assistance on Microsoft Office 365 or simply want to know more about how we can help to understand and implement your business’ needs, get in touch.

And don’t forget, you can also find news updates from the Central team over on Twitter and LinkedIn.

Whether you’re a business or charity organisation, we believe that technology should be at the heart of everything you do. With the increasing complexity of the digital revolution causing businesses to become victim to cyber-attacks and security breaches more frequently than ever, outsourcing your IT to a trusted partner could add real value to your existing team.

Offering reliable assistance that boasts a myriad of efficiencies — from widened access to industry knowledge and expertise, one often overlooked benefit of improved morale and productivity throughout your team — external partners can significantly reduce the burdens of mounting IT pressures.

So, whether you choose to wholly or partially outsource your IT needs, here are some of our top tips on leveraging the powers of professional IT services to grow your organisation…

• Finding a trusted partner: Here at Central, we believe your IT partner should become a true extension of your team — this doesn’t mean that you must take an all-or-nothing approach. By strategically outsourcing the help your business needs, you’re likely to significantly reduce costs, improve the productivity of your in-house team, and solve any technical problems that may have been having a bigger effect on your organisation than you once thought.

• Knowledge sharing: We believe that a great IT partner should integrate seamlessly into your organisation and act as a true extension of your in-house team. It’s important to remember that they should bring real value to your in-house team rather than viewing them as a replacement, after all, many heads make light work. Finding a partner that truly cares about your business and its objectives will help to generate more ideas within your existing team and share best practice. With more professional heads coming together, this is likely to help minimise downtime, increase efficiencies, and act as a catalyst for business growth.

• Ensuring business continuity: One of the most important reasons for outsourcing your IT support is that you should be able to ‘rest easy’, with the knowledge that your IT service provider can support you around the clock, should any disasters — including data breaches, phishing attacks, and nuisance network downtime. At Central, we believe a trusted partner will help to ease the burden and additional pressures of your existing team, so they can concentrate on the more strategic tasks — helping to drive your organisation forward. 

And at Central, we think that service is even more important than the product itself. We always go the extra mile to look after our customers – and we’ve been doing this for 30 years. We’re committed to making IT as seamless as possible and placing people at the heart of everything we do.

Central can help to understand and implement your business’s digital transformation needs. To discuss your requirements with one of our specialists or for more advice on growing your organisation with professional IT services, Contact us.

And don’t forget, you can also find news updates from the Central team over on Twitter and LinkedIn.

Despite the integral role email plays in maintaining consistent communication in both professional and personal use, many of us take default email privacy and security features for granted.

No matter the size or scope of your organisation – or the status of your individual profile – email hacks and data theft remain some of the most prolific cyber-attacks amongst perpetrators across the globe, with the primary motive being to turn a profit.

And with over 319 billion emails sent and received worldwide in 2021 – each containing personal data – protecting your inbox from tragedy is crucial, especially as companies work to bolster our digital strategies throughout 2022 and beyond.

From ransomware and phishing to fraud and identity theft, there are a whole host of cybercrime categories in circulation to target vulnerabilities. The good news is, there are lots of tips and procedures that can remove both you and your organisation from the firing line, and help mitigate the nuisance and chaos caused as a result of malicious email attacks.

To spearhead your journey towards safeguarding your inbox, here are seven tips from the team here at Central…

1. Get to know your service provider’s Terms of Service

The first step in any digital privacy and security strategy is getting to know your email provider’s Terms of Service – only by knowing and understanding what the gaps are, can you fill them effectively.

While you might – rightfully – assume that your email provider shares the same values as you when it comes to data protection, this isn’t always the case. Take Google as a key reminder. If you’re not careful about who you grant permissions to, third-party developers could be trawling through your inbox. You can see an exhaustive list of those with access, by going to myaccount.google.com and going to ‘security’. 

2. Adopt and maintain regular training protocols

Your employees are your first line of defence in any threat. Ensuring full compliance throughout your organisation is essential in reducing the likelihood of compromise, Furthermore, undertaking regular tests will allow you to evaluate understanding of best practice within your firm to better inform future privacy and security decisions.

For example, company-wide phishing exercises can uncover whether or not your employees could successfully identify a malicious email – with a notification being triggered from clicking a masked link. Alternatively, you could regularly quiz your staff on different scenarios, to see whether their approach to a security threat would be correct.

3. Download anti-virus software

Anti-virus software is self-explanatory – it protects your device against viruses. And with cyber-attacks becoming increasingly sophisticated, these programs are becoming increasingly accustomed to tackling a diverse range of threats – including using behaviour monitoring and machine learning to scope out threats before they even exist.

Not only does anti-virus software scan inbound email attachments for potential dangers, but it also monitors outbound communications to prevent spam emails or corrupted files from being distributed to your network and ruining your credibility.

4. Use multi-factor authentication

While weak passwords are an obvious risk to security, strong passwords aren’t always enough to keep cybercriminals out of your account. Hackers are often either sophisticated enough to guess your login credentials, or have powerful insight into information on the dark web.

Multi-factor authentication (MFA) offers additional inbox protection by relying on more than just a password to gain entry. Such measures include one-time passwords, responding to an SMS prompt, biometric scanning, or even diverting your login attempt to a pre-listed, alternative device.

5. Create custom email filters

Cyber criminals are coming up with innovative ways of evading your spam filter every day, but configuring your email account with tailored filters can help to catch those that slip through the net.

Involving both inbound and outbound proactive email monitoring, email filtering services classify messages into different categories to mark them as safe – protecting both you and your network. By partnering with security and data protection leader, Barracuda, Central Networks offers a complete email management solution – with powerful and customisable governing of messages – to ensure productivity isn’t impacted throughout your business.

6. Encrypt your connections

To prevent private and personal information from being intercepted by data thieves, it’s important to encrypt the connection between your device and your email server. You’ll know if a site is encrypted because it will begin with https://.

While some email service providers encrypt your connection automatically, others require you to actively alter your account settings. Using a Virtual Private Network (VPN) offers peace of mind that your emails are secure, by routing traffic through a separate server and making your online movements less trackable.

Alternatively, you can encrypt individual emails through designated apps that make private messages impossible to decipher, unless you are explicitly authorised to access them – even in cases where your inbox might be compromised.

7. Lock your device in public spaces

Whether you’re stepping away from your device for thirty seconds or thirty minutes, never leave your email account visible for others to read at a glance or – even worse – go in and access. Not only could they retrieve sensitive data from your inbox, they could also change your log-in information to prevent you from accessing it for good.

To temporarily lock your desktop, simply press Windows+L on a Windows device, or Command+Control+A on a Mac. Then, once you’re ready to go again, re-enter your password and see your tabs re-open as before.

Whilst specific requirements will differ from one organisation – and person – to another, these tips provide a great foundation for everyone to bolster their email privacy and security strategies even further.

So, whether you’ve fallen victim to an email attack or are simply concerned about your current level of protection, it’s important to explore what your options are. To hear further advice from our team of cyber security experts, or to learn more about the value we can add to your business, please don’t hesitate to get in touch. 

The New Year provides a great opportunity to truly reset, and to think of a plethora of ways you can make this year better than the last – whether that’s through financial changes, a focus on better health, or perhaps something less intense like simply living more in the moment!

For many, goal-setting can often link to professional situations, too. And with technology playing such a crucial role in today’s SME and wider business landscape, taking control over your data and enhancing your organisational skills might just make your working life easier throughout 2022.

So, without further ado, let’s dig in to five tech resolutions SME owners should be committing to over the next 12 months…

Regularly back up your data

If you take one piece of advice, let it be this – online cloud storage is your best friend.

Not only is it easy to use, but it also plays dividends in the event of inevitable data-loss scenarios – from system crashes and malware infections to power outages and full-blown hard drive corruptions. And, because most backup services offer automated and encrypted protection, data on the cloud is more secure than ever.

When looking at Microsoft Office 365, in particular, be sure to speak to your technology partner about the security they offer for this, as having a multi-level archiving and backup solution in place will allow your organisation to prepare and migrate safely, efficiently and economically. 

But the most effective cyber security strategies require multiple layers of protection and diverse approaches to match the sophistication of threats. Therefore, if you don’t already, it’s also a good idea to enable extra security protocols such as two-factor authentication to access your cloud data, to enhance security even further.

Start using a password manager

No matter how great your memory is, overburdening your mind to recall passwords is no joy for anyone. And with the growing need to intensify the strength of log-in information in the face of increasingly complex cyber-attacks, the task has become near impossible.

Password managers offer a central storage hub for your data – automatically filling in information when you’re ready to log into an application and providing support to improve the power of your existing credentials. With that being said, it’s important to note that utilising a password manager is no overnight solution – getting started requires a lot of manual labour to input your details, although the time and trouble it saves in the long-run is invaluable.

Stop delaying infrastructure updates

How many times have you clicked ‘remind me later’ and postponed a vital software update? Although it might seem like a tedious, unimportant exercise, keeping your devices up-to-date plays a crucial role in protecting yourself against security risks and ransomware attacks – and is one of the easiest ways to do so!

Your operating system can be a particularly vulnerable target for hackers, as it manages all the functionality of your device. To keep on top of increasingly sophisticated threats from perpetrators, you should maintain regular updates by manually checking for availability in system settings, enabling automatic updates, or even opening your devices out of hours to mitigate disruption.

When it comes to software and hardware updates though, your IT partner should be checking in with you regularly about the requirements for your business, and how your systems can be enhanced – making operations seamless and downtime minimal.

Why not speak to your service provider regarding implementing an automated patching service? That way, no important security updates will ever be missed, and you can also provide evidence that your business is fully up to date and meets compliance requirements.

Give your email inbox some TLC

Whether you’re an SME owner that’s inundated with emails or hasa steady flow of messages in your inbox, having a strategy is a great way to stay on top of your workload – and what better way to start 2022?

It may seem like a daunting task but taking the time to implement a structured approach to email organisation is a quick-win that will create a host of efficiencies in your day-to-day routine. Start by unsubscribing from unwanted communications that clutter your dashboard and addressing the flagged emails that you’ve neglected, before harnessing the true power of filtering.

You can also save yourself a few extra minutes per day by creating pre-set signatures, scheduling emails, and learning keyboard shortcuts to power through your inbox more efficiently.

Here at Central, and in partnership with Barracuda, we can provide a complete email protection portfolio in a single bundle that is easy to buy, implement, and use. This offers comprehensive security against business email compromise, account takeover and other advanced developing email threats, all delivered as a cloud-based solution with direct integration to Office 365.

Think ahead about cyber security

Of course, there are plenty of simple ways to mitigate the risks of a cyber-attack, but your security strategy should extend across every day of the year and form a fully comprehensive approach – not just act as a casual, of-the-moment management solution.

To make life easier for your internal tech teams, and to create efficiencies across the board, you could consider outsourcing some or all your IT support to a third-party expert. This strategic partner can proactively monitor and remedy any issues before they even arise – keeping your operations running seamlessly. By sourcing a security operations centre (SOC) service, for example, vulnerabilities are constantly monitored to ensure rapid response to any incidents that slip through the radar.

Cyber security certifications are also available – such as the government-backed Cyber Essentials scheme – to give peace of mind that your defences offer effective protection against a range of common attacks and to enhance your knowledge on securing IT systems. This is one of the many ‘business protection’ services we offer at Central, so please contact us if you’d like to find out more.

You can discover everything you need to know about outsourcing your IT support in our recent blog.

Central Networks wishes you a happy, successful, and well-protected 2022!