Maximize Your Gmail Experience with These 7 Tricks

Gmail is the email platform of choice for 1.8 billion active accounts. If you’re among this vast user base, you might not be aware of all the features Gmail offers to enhance your email experience. Check out these seven tips to customize and optimize Gmail to suit your needs.

1. Color-Code Important Messages

Starring messages is a great way to keep important emails easily accessible, but you can take organization a step further by color-coding them. To add color-coded stars:

1. Go to Settings.
2. Scroll down to the General tab.
3. Drag More Color Options to the “In Use” section.

2. Save Time with Smart Compose

Smart Compose is a game-changer for anyone who frequently uses professional language in emails. This feature suggests the rest of your sentence as you type, helping you save time and effort.

• To enable or disable Smart Compose, go to Settings.
• Google even welcomes feedback on the quality of suggested phrases!

3. Unsend an Email

Accidentally hit send? Gmail allows you to undo the action:

• After sending an email, look for the small box with “Undo” in the lower-right corner of your screen.
• Click it to unsend your message instantly.

4. Find Emails Faster with Advanced Search

Advanced Search helps locate information buried in your inbox by filtering emails based on:

• Date, sender, recipient, specific words, or even words the email doesn’t contain.
• Click the icon with three slider bars in the search box at the top of your inbox to access this feature.

5. Mute Annoying Conversations

Stop notifications from overly active email threads without leaving them.

• Check the box to the left of the email in the thread.
• Click the three-dot icon in the top options bar.
• Select Mute from the dropdown menu.

6. Customize Your Inbox Layout

Gmail lets you decide what type of emails to prioritize:

1. Click the Quick Settings gear icon.
2. Select a custom inbox view, such as unread, important, or starred messages.

7. Protect Sensitive Emails with Confidential Mode

Gmail’s Confidential Mode lets you set an expiration date for emails containing sensitive information.

• Before sending an email, click the lock icon near the send button.
• Set the expiration date to ensure the email vanishes after the allotted time.

Have Questions?

For any concerns about email deliverability or security, reach out to us at info@optfinITy.com. Let us help you make the most of your Gmail experience!

Spring: A Season for Digital Renewal

Spring marks a time of regrowth and change, and many people seize this season as an opportunity to tidy up their house or apartment. However, it is also the perfect time to clean up your technology and cyber footprint. Over the year, activities like paying bills, shopping, and using social media can expand your cyber footprint. Taking steps to declutter and protect yourself and your loved ones from potential cyber threats is essential. Here’s how you can refresh your digital life this Spring.

Strengthen Your Passwords

Start by reviewing your passwords. Update them with stronger, more unique combinations when necessary. Additionally, enable Multi-Factor Authentication (MFA) on accounts containing sensitive information, such as bank or retirement accounts. These actions enhance your security and make unauthorized access much more difficult.

Organize Your Email Accounts

Email accounts often accumulate a lot of clutter. Organize your emails by creating folders for items you want to keep and deleting those you no longer need. Unsubscribe from spam senders to reduce future clutter. Take this opportunity to review and update your email filters, ensuring that unwanted marketing or spam messages go directly to the trash.

Tidy Up Your Social Media Profiles

Social media platforms can reveal more about you than you realize. Search your name online to understand what others might find. Review your privacy settings, photos, and videos to decide if any adjustments or deletions are necessary. If you want to close a social media account, ensure you deactivate or delete the account rather than just removing the app from your device.

Update and Test Your Backup and Recovery Plans

Keeping your devices and operating systems updated is critical. This step ensures you’re protected against the latest vulnerabilities. Additionally, review and test your backup and data recovery plan. Confirm that you can restore files from your backup and evaluate what you’re backing up, where it’s stored, and the media used for storage.

Need Help? Let’s Talk

If you’re interested in discussing network best practices and ensuring the smooth operation of your organization’s IT systems, reach out to us at info@OptfinITy.com or call us at (703) 790-0400. We offer free, no-obligation consultations to help you navigate your IT concerns.

The Rise of QR Code Scams

QR codes are everywhere these days. From restaurant tables to Super Bowl ads, their uses have exploded since the pandemic began. Unfortunately, cybercriminals have also taken advantage of this boom. The FBI has warned that hackers now create malicious QR codes designed to trick unsuspecting scanners into revealing banking or login information. In early January, residents and tourists in Austin, TX encountered this firsthand when malicious QR code stickers were placed on parking meters. These codes promised an easy way to pay for parking online. Cyber experts have determined that scanning these suspicious codes won’t directly affect your phone by downloading malware. Instead, they lead to sites designed to steal your financial or personal information.

How to Spot QR Code Scams

1. Think Before You Scan Be cautious with QR codes in public places. Does the sticker seem like part of an advertisement, sign, or display? If it looks out of place, it probably is. If the scanned website seems suspicious or asks for sensitive information that doesn’t seem relevant, avoid providing it.
2. Avoid Scanning Codes in Unsolicited Mail There’s rarely a legitimate reason for a trusted sender to require a second device to access a site from an email. This also applies to paper mail—if you receive a piece of unsolicited junk mail with a QR code, assume it’s not safe.
3. Preview the URL Many smartphone cameras now allow you to preview the URL when scanning a code. If the URL looks strange, trust your gut and don’t proceed. You can also use a secure scanner app to help spot malicious links before your phone opens them.
4. Use a Password Manager If a QR code leads to a convincing but fake website where you have an account, a password manager will still detect the difference and prevent your passwords from being autofilled.

Stay Safe Online

If you’re interested in learning more about online safety and how to avoid and recover from phishing scams, feel free to reach out to us at info@OptfinITy.com.

Beware of Social Media Quizzes: They Could Be Phishing Scams

The Hidden Danger of Social Media Quizzes

If you use social media regularly, you’ve likely seen wacky quizzes appear on your feed. Many of these quizzes are linked to Facebook, but similar surveys on Twitter, Instagram, and TikTok’s “Get to Know Me” videos all serve the same purpose: harvesting personal information from unsuspecting users.

How These Quizzes Put Your Information at Risk

Many of these seemingly lighthearted posts mimic common security questions. Headlines like “Your Metal Band Name is the Street You Grew Up On + Favorite Pet’s Name” might seem harmless, but the comments often reveal a treasure trove of potential passwords or answers to security questions.

Cybercriminals create some of these posts with the intent of stealing sensitive information. However, even when hackers aren’t behind them, these quizzes remain dangerous. Most posts are public, allowing anyone to see the answers and use them maliciously.

Here are some examples of quiz prompts that a social media phisher might use:

• Who even remembers their kindergarten teacher? Let’s celebrate our educators this week!
• Nobody’s first car was a Ford—prove me wrong!
• Name a TV show you could watch forever and never get tired of!

How to Protect Yourself from Social Media Phishing Scams

Avoiding these scams entirely may be difficult, but you can take steps to protect yourself:

1. Never share sensitive information on social media. Even if a quiz seems fun or nostalgic, refrain from answering questions that could expose personal details.
2. Watch out for posts that create a sense of urgency or panic. Cybercriminals manipulate emotions like curiosity, fear, and helpfulness to trick users into revealing information or clicking suspicious links.
3. Report suspicious posts. If a quiz or survey seems questionable, flag it or report it to the platform to help prevent others from falling victim.

For more information on online safety and best practices, contact us at info@OptfinITy.com.

Understanding the Risks of Apple AirTags

Apple’s AirTag devices have gained popularity since their release in 2021. Designed to help users track items like keys or bags, these tracking devices have also been misused for nefarious purposes. Some individuals have slipped AirTags into someone’s bag or car without their consent. This secret tracking poses a serious threat to survivors of domestic abuse and has been used for stalking and car theft.

How to Detect an Unwanted AirTag

If you suspect someone is tracking you with an AirTag, start by manually searching your belongings for any hidden devices. However, because of its small size, finding an AirTag can be difficult. To improve your chances, use a Bluetooth tracking app to scan your surroundings for unknown AirTags.

Finding the Serial Number

If you discover an AirTag nearby, you may want to find its serial number in case law enforcement needs it. Use Apple’s Find My app by holding the AirTag near your phone, tapping on its name, and viewing the serial number. Alternatively, place an NFC-capable smartphone against the white side of the AirTag. A webpage will appear displaying the serial number.

Disabling an Unwanted AirTag

To prevent the owner from tracking your location, disable the AirTag by twisting the back counterclockwise near the Apple logo and removing the battery.

Seek Assistance if Needed

If you believe someone is tracking you, contact law enforcement. For further discussions on online safety, reach out to us at info@OptfinITy.com or call (703) 790-0400.

Cybersecurity Attacks Expected to Rise

Cybersecurity experts and the FBI warn that cyberattacks against U.S. citizens and companies will likely increase. This comes after Western nations imposed sanctions on Russia following its invasion of Ukraine and related malware attacks.

Escalating Tensions and Cyberwarfare

Tensions have risen further after the U.S. and its allies blocked some Russian banks from the SWIFT international payment system. Experts predict hackers will retaliate with ransomware, malware, data theft, and denial-of-service attacks.

Small Businesses at High Risk

Small and medium-sized businesses face the greatest risk. Many lack strong cybersecurity defenses, making them easy targets for sophisticated attacks.

How to Stay Protected

Cybersecurity experts recommend taking these steps:

• Keep software and antivirus systems updated.
• Enable two-factor authentication.
• Develop a crisis response plan.

Ensure your organization’s cybersecurity is up to date. Contact us at info@optfinity.com or call (703) 790-0400.

The Rise of Wordle

If you’re like millions of other Americans, you’ve probably played or at least heard of Wordle. This simple yet addictive word game skyrocketed in popularity thanks to its viral appeal, ad-free experience, and zero cost. However, that might change soon.

The New York Times Acquisition

In late January, the New York Times purchased Wordle, sparking concerns among players. Many fear the game will end up behind a paywall, similar to the Times’ other games and articles. The Times fueled this worry by stating that Wordle would “initially remain free” for new and existing users.

How to Keep Playing Wordle for Free

Fortunately, you can still play Wordle for free—even if it moves behind a paywall. Since Wordle runs in a browser, its code exists as plaintext on the game’s website. To save the game:

1. Right-click in your browser.
2. Select “Save Page As” and choose Webpage, Complete.
3. Save the file as an HTML document.

Once saved, you can open the HTML file in a browser and play offline anytime.

The Catch

While this offline version lets you enjoy Wordle indefinitely, it comes with a few drawbacks. You may not be able to save your streak, and sharing results could be difficult or even impossible. Still, with over 2,000 five-letter words in the game’s word bank, you could keep playing daily for nearly seven years.

Want more tips on optimizing your technology? Contact us at info@optfinity.com.

Zoom’s Popularity and Privacy Concerns

Zoom has become one of the most widely used video conferencing platforms, with over 300 million daily meeting participants. The surge in remote work has significantly contributed to its widespread adoption. While many users appreciate its user-friendly interface and convenience, Zoom presents several privacy risks.

Past Security Issues

Privacy experts have scrutinized Zoom since 2019, when the software played a role in a webcam hacking scandal and contained a bug that let uninvited users snoop on password-protected meetings—a phenomenon now known as “Zoom-bombing.” Since then, Zoom has improved its security by removing problematic features like built-in attention tracking and enabling end-to-end encryption. However, some privacy concerns remain.

Non-Attendees May Watch Your Recordings

If you use a paid Zoom subscription, carefully manage who can access cloud recordings. This feature records meetings, generates text transcriptions, and saves active chats. While useful for attendees, other authorized company users—who may not have attended the session—can also access these recordings. To protect sensitive information, administrators can limit access to specific preapproved IP addresses.

Zoom May Share Your Information with Third Parties

In 2020, an analysis by Vice’s Motherboard revealed that Zoom shared user analytics with Facebook, even for users without Facebook accounts. Zoom later removed this feature, but its privacy policy remained unclear about data sharing with third parties. Zoom has since clarified that it does not share video, audio, or chat content with third parties for advertising purposes. However, you should still review your Zoom and device security settings, minimize permissions when possible, and keep your app updated to ensure all security patches are installed.

If you want to discuss software security and account privacy, contact us at info@optfinity.com.