How to Use Rules and Quick Steps in Outlook

By -- 2024-06-5 in Blog

Many of us spend hours in our inbox daily, making email management skills critical for staying on top of tasks and remaining productive during the day. If you find yourself overwhelmed by your inbox, Rules and Quick steps are a fantastic way to automate and streamline email organization.

What are Rules in Outlook?

Outlook Rules allow you to automatically organize your inbox based on predetermined criteria.  Automatically delete, move, and archive emails based on the sender, subject line, keyword, and more.

How to Use Rules in Outlook

To establish a new rule, simply:

  1. Navigate to the Rules dropdown in the upper menu
  2. Select Manage Rules
  3. Name your Rule and select the condition and action you wish the rule to perform
  4. Select Save

You can delete and edit your Rules at anytime by returning to the Manage Rules window.

What are Quick steps in Outlook?

Quick steps are like rules but are manually applied instead of automatic. Quick steps shave off time in your inbox by bundling multiple actions at the same time, allowing you to customize complex actions into one click.

How to Use Quick steps in Outlook

  1. Navigate to Quick steps in the upper menu
  2. Select + New Quick Step
  3. Name the Quick step and choose an action and condition
  4. Select a Keyboard Shortcut
  5. Click Save

To delete or edit Quick steps click the Quick steps drop down and select Manage quick steps.

Conclusion

A clean and organized inbox is a productive one. Stay ahead of spam and trash and prioritize important emails seamlessly with quick steps and rules.

To download the full Mastering Outlook 101 webinar, click here.

What is DKIM Authentication?

By -- 2024-05-14 in Blog

Getting your email into a prospect’s inbox is already challenging. The last thing any organization wants is for a phishing or spoofing attack to doom that email to the spam folder. To guard against these threats, one powerful tool is DomainKeys Identified Mail (DKIM) authentication.

In this post, we’ll explore what DKIM is, how it works, and why it’s crucial for securing your email communications.

What is DKIM?

DKIM, or DomainKeys Identified Mail, is an email authentication method that prevents email spoofing. It does this by adding a digital signature to each outgoing email, ensuring that no one can forge your sender address.

Why is DKIM Important?

Protection Against Spoofing

DKIM helps prevent malicious actors from impersonating your domain by adding a unique digital signature to each outgoing email. This extra layer of security keeps your communications legitimate and protected.

Improved Email Deliverability

Email providers check for DKIM to confirm your email’s authenticity. With DKIM, your emails have a better chance of landing in recipients’ inboxes, not in the spam folder.

Brand Reputation

DKIM protects your brand’s reputation by keeping email spoofing attacks at bay. A single successful spoofing attempt can erode the trust of your entire contact list, causing long-term damage.

Next Steps

If your organization struggles with email deliverability or security, take action now. Schedule a free consultation with us, and one of our experts will assess the steps you can take to reach more inboxes and protect your reputation.

Schedule your free network consultation at sales@optfinity.com or 703-790-0400.

Navigating Data Privacy: The Dangers of Tracking Technologies

By -- 2024-05-6 in Blog

Kaiser Permanente, a major healthcare provider, recently informed 13.4 million current and former members and patients that tracking technologies may have transmitted personal information to third-party vendors like Google, Microsoft Bing, and X while logged into a Kaiser Permanente account or service.

The incident sheds light on an ongoing issue with the privacy risks associated with third party tracking technologies. Federal regulators had previously warned about the dangers posed by such technologies, emphasizing the need for comprehensive security measures.

A leading concern is the over-sharing of user information with advertisers, raising significant privacy issues. Advertisers use customer browser history and data to target specific ads towards users, without their knowledge or direct consent. This can negatively impact client relationships and the overall reputation of organizations if not vetted properly. 

Regulatory compliance is also a major consideration, as hospital systems and telehealth providers are at risk of violating HIPAA and FTC data security rules through the usage of third-party tracking technologies. Moving forward, organizations must prioritize stringent data privacy measures, including vendor assessments and robust monitoring processes to stay ahead of the threat.

Interested in learning how to protect your customer and client information? Schedule your free network consultation at sales@optfinity.com or 703-790-0400.

What is Sender Policy Framework?

By -- 2024-05-3 in Blog

What is SPF?

Sender Policy Framework (SPF) is an email authentication protocol designed to combat email spoofing, spam, and phishing attacks. It verifies the legitimacy of incoming emails by allowing domain owners to authorize specific mail servers.

How does SPF work?

SPF works through DNS records. When an email is received, the recipient’s server checks the sender’s SPF record to confirm if the email originates from an authorized server. If not, it may be rejected or marked as spam.

Why is SPF important?

SPF prevents unauthorized parties from impersonating your domain, enhancing security and sender reputation. Without SPF, unauthorized parties can use your domain to distribute malicious emails.

It also improves email deliverability by reducing spam and ensuring legitimate emails reach the right inboxes.

Best practices for SPF:

1. Maintain a comprehensive SPF record.

2. Keep the record updated to reflect your email infrastructure.

3. Monitor SPF results and adjust policies as needed.

4. Combine SPF with other authentication methods like DKIM and DMARC for comprehensive security.

Protect Your Organization’s Inbox

Interested in learning more about how to protect your inbox? Claim your free consultation today by calling 703-790-0400 or emailing sales@optfinITy.com

Thread Hijacking Attacks Targeting Email Users

By -- 2024-04-22 in Blog

Thread hijacking attacks, a sophisticated form of social engineering, occur when an individual’s email account is compromised, and the attacker sends malicious emails from that account within an ongoing email thread. This method leverages the recipient’s trust in the sender and curiosity to trick them into clicking on malicious links or attachments.

In a recent incident discussed by KrebsonSecurity, Brett Sholtis, a writer for LancasterOnline.com, found himself targeted in such an attack. He received suspicious emails purportedly from Adam Kidan, a businessman with a questionable past, amidst an ongoing email thread. These emails, with subject lines like “Re: Successfully sent data” and “Acknowledge New Work Order,” contained a malicious attachment.

Upon clicking the attachment, Sholtis was redirected to a fake Microsoft Office 365 login page designed to capture his credentials.

Fortunately, Sholtis promptly forwarded the emails to his organization’s IT team, who recognized them as phishing attempts.

Thread hijacking attacks pose a significant challenge for detection due to their deceptive nature. Since they originate from a familiar contact and exploit curiosity rather than urgency, they can easily deceive recipients. It’s crucial for individuals and organizations to remain vigilant and report suspicious emails promptly to prevent falling victim to such attacks.

Interested in learning more about how to protect your inbox? Register for our upcoming webinar on email management and optimization here.

AI Scams on the Rise: LastPass’s Close Call

By -- 2024-04-18 in Blog

Details of the Attack

In a recent blog post, LastPass revealed the details of an attempted AI driven scam. An employee received multiple WhatsApp communications, including calls, texts, and a voice message, purportedly from the company’s CEO, Karim Toubba.

Recognizing the communication as unusual and potentially fraudulent, they promptly reported it to the internal security team, preventing any compromise of sensitive information.

Utilizing AI voice-cloning technology, scammers attempted to manipulate trust and exploit vulnerabilities within the company. Fortunately, LastPass’s emphasis on employee awareness and a culture of security enabled swift detection and response.

Deepfake Scams on the Rise

As LastPass noted in their blog post, such attacks are becoming increasingly prevalent. The use of deepfake technology, as seen in a recent $25 million scam in Hong Kong, underscores the potential consequences of these sophisticated tactics.

The aftermath of the 2022 breach has undoubtedly left LastPass employees on edge regarding potential security risks. However, the recent thwarted scam demonstrates the importance of skepticism and critical thinking in mitigating such threats.

Lessons Learned

LastPass’s experience serves as a cautionary tale for security startups and established organizations alike. In an era of evolving cyber threats and sophisticated scams, maintaining a proactive approach to security is paramount. By fostering a culture of security awareness and leveraging advanced technologies, organizations can defend against AI-driven scammers and safeguard sensitive information effectively.

Wary of vulnerabilities in your network? Claim your free consultation today by calling 703-790-0400 or emailing sales@optfinITy.com

Major Email Security Risks in 2024

By -- 2024-04-15 in Uncategorized

Email remains king as the primary form of communication in the modern workforce. However, its extensive use also makes it a prime target for cyber threats. According to a recent report by Cofense, a staggering 90% of data breaches stem from phishing attacks, establishing it as the leading vector for cybercrime in 2024.

Who is especially at risk of these attacks? Any industry handling sensitive and valuable data. The healthcare, legal, and financial industries are prime examples of high value targets.

Despite advancements in security, malicious emails are still slipping past defenses, with a 104.5% increase in breaches bypassing secure email gateways. The rise of new threats, like QR code-related attacks, adds complexity to the landscape. New malware families are continuing to emerge with the rise of phishing schemes.

To combat these threats, organizations must promote a culture of security awareness. Encouraging practices like two-factor authentication and password updates, along with cautious sharing of sensitive information, is crucial.

To learn more about email security and how to protect yourself, you can register for our upcoming webinar here.

New Malware Infiltrating Inboxes

By -- 2024-04-10 in Blog

Latrodectus, a recently discovered malware, may be sitting in your inbox. First appearing in phishing campaigns in late November 2023, the malware has raised major concerns in the cybersecurity community because it can bypass protections to execute malicious code to the user.

Its infiltration tactics involve deceiving victims with fake legal threats, leading them to download malicious JavaScript files that initiate the malware’s payload.

Once Latrodectus infiltrates a system, it establishes communication with a command-and-control server (C2) and awaits further instructions. Unfortunately, its ability to detect and evade firewalls and antivirus programs makes it exceptionally challenging to detect and mitigate.

With commands enabling file enumeration, code execution, and process manipulation, Latrodectus grants cybercriminals unprecedented control over compromised systems.

In light of this emerging threat landscape, heightened vigilance and robust security measures are essential. By staying informed and implementing best practices for cybersecurity, individuals and organizations can defend against Latrodectus and similar malicious actors.

Interested in learning more about how to protect your inbox? Register for our upcoming webinar on email management and optimization here.

Microsoft Teams Unbundling: Navigating Change in Global Business

By -- 2024-04-5 in Blog

Microsoft has decided to separate its popular video meeting application, Teams, from its commercial Microsoft 365 and Office 365 suites. The unbundling is a result of European antitrust regulations and global changes in business practices.

Initially implemented in the European Economic Area and Switzerland in October 2023, this move is now going global as of April 1.

Why the Unbundling?

The European Commission’s investigation into Microsoft Teams, prompted by an antitrust complaint from Slack in 2020, highlighted two key concerns: improving customer choice and enhancing information exchange with competitor products.

Failure to comply with these directives could have resulted in significant fines, prompting Microsoft’s proactive response.

Cost Considerations

Following the unbundling, Office plans without Teams for commercial customers will range from $7.75 to $54.75 per user per month, while Teams will be available as a standalone product for $5.25 per user per month.

What’s Next?

Organizations will now face a choice on how they wish to proceed based on this new development. Some customers may choose to keep Teams because they are comfortable with its interface, while others may begin to edge it out to cut costs.

To learn more about the differences in the Microsoft and Office 365 suites, make sure to register for our upcoming webinar to discover which plan makes the most sense for you/your organization.

Beware of Elaborate Phishing Attacks Targeting Apple Users

By -- 2024-04-4 in Blog

Reports have surfaced detailing a sinister phishing campaign that leverages what appears to be a flaw in Apple’s password reset mechanism. Victims find themselves bombarded with a barrage of system-level prompts, rendering their devices virtually unusable until they respond to each prompt with either an “Allow” or “Don’t Allow.” This inundation tactic, dubbed “push bombing” or “MFA fatigue,” aims to overwhelm users into making hasty decisions, potentially compromising their accounts.

Staying Vigilant

The most important thing to know if you are faced with this attack is to not press Allow despite the persistent notifications. However, even if all notifications are declined – you may receive a call from an “Apple Representative” asking to confirm information.

In this case, hang up and call the actual Apple support number if you want to confirm. Never give personal information over the phone without thoroughly vetting the caller.

Here are some additional essential tips to help safeguard:

Exercise Caution: Be wary of unexpected requests or notifications, especially those demanding urgent action.

Verify Authenticity: Legitimate organizations like Apple typically won’t initiate outbound calls without prior arrangement. When in doubt, contact the company through official channels.

Enable Two-Factor Authentication (2FA): Implementing additional layers of security, such as 2FA, can provide an added barrier against unauthorized access.

Report Suspicious Activity: If you encounter any suspicious activity or believe you’ve been targeted by a phishing attempt, report it to the relevant authorities immediately.

Final Thoughts

As technology continues to permeate every aspect of our lives, so too do the risks. By remaining vigilant and informed, we can navigate the digital landscape with confidence, thwarting the efforts of cybercriminals seeking to exploit our vulnerabilities.

For more cyber safety tips visit www.optfinITy.com or contact us for a free consultation at sales@optfinITy.com or 703-790-0400.