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Managing your iPhone Storage Settings

iphone storage settings

Have you ever encountered that annoying message on your iOS device letting you know that you're running out of storage space? It doesn’t take long for photos, videos, music, messages and other content to fill up your storage. Don't worry though - you're not alone. 

Let’s go over a few ways to regain some space being taking up by items on your iPhone or iPad that you no longer need. 

To get started you will need to:
• Launch Settings found on your Home screen
• Select General
• Select Usage
• Select Manage Storage
Give it a moment to load the usage stats. 

It will then sort the apps, placing those using the most storage on top. These top offenders are typically media-supporting apps like Videos, Photos, Messages, Podcasts, Audible, Music and even some games. 

If you have gigabytes (GB) of data being used it is a good time to cull some of the items in these apps that you may not really need. You will not want to delete the app, but rather the files, images or data that are taking up the storage space. There isn’t a standard way of removing items for each app, but let’s go over some of the more common methods.

Videos

Videos can take up a lot of space and deleting items is an easy way to regain GBs of storage. These can include purchased or rented movies and TV shows. While in the app, you can tap the edit button in the upper right corner and see which videos can be deleted with a X in the corner of the movie. Often a simple left swipe can remove an item as well.

Photos

Photos and camera images are smaller than movies, but equally as important to remove when you are running out of space. You may have years of images that you have captured and likely have some room to cut out some less than important or redundant images. This can be a tedious process, but just going through the duplicates and undesirable images is a good start. In the camera roll tap select in the upper right corner of the window. Tap on the photographs or movies you want to remove and then tap the trash can icon. Confirm with the Delete Photo option at the bottom of the screen.

Messages

You may find that your messages take up a lot of storage, especially if there are many images being shared. To keep this more tightly managed, iOS can automatically remove older messages in you settings. Go to Settings > Messages and then under Keep Messages set it to 30 days or 1 year. You can also set video and audio messages to expire after two minutes. Additionally, you can delete older threads individually by opening the Messages app and then swiping left on a thread and tapping Delete.

For other bloated apps the same house-cleaning concept applies of identifying the items that are no longer needed within the app and going through each one and removing them.

Finally, review all the apps on your device and determine if they’re still needed. If it’s been a while, it might be a good time to remove Candy Crush Saga or other apps that no longer get as much of your time as they used to.

The iPhone and takes advantage of many cloud based features. Are you interested to know if your business is a good cloud candidate?  Take this test

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5 Microsoft Office 2016 Details to Look Forward To

Microsoft Office 2016

Microsoft Office 2016, the latest Windows-based version of the major technology company's application suite, is scheduled for a release sometime in the fall of 2015. However, we already know quite a bit about the product, thanks to a preview and testing program that Microsoft has been running.

Here are 5 details to look forward to, ahead of the product's mainstream release:

1. Better Security

Microsoft Office 2016 will emphasize the value of better security parameters. In addition to a file-level encryption functionality, new data loss protection tools inside of Microsoft Word, Microsoft Excel, and Microsoft PowerPoint will warn users when they attempt to save confidential files to unsafe locations. Microsoft Outlook will also be more secure, thanks to a multi-factor authentication feature.

Similarly, the application suite will have stronger information rights management tools that let you limit what people can do with your documents or emails after you've shared access with them. For example, you can allow access to a certain document to expire after a set period of time, and prevent it from being forwarded. These tools will also stop people from copying and pasting information out of Microsoft Office 2016 applications.

2. Business Intelligence Features

Microsoft Excel lives up to its name in Microsoft Office 2016. The latest version of this application features a built-in business intelligence tool called Power Query. This tool can dramatically change the way that you approach your data.

Using it, you can quickly combine your own numbers with figures from public databases like Data.gov and Microsoft Azure Marketplace. After doing this, the application has another tool that lets you create detailed visualizations of the combined data.

The data analysis tool Power Pivot got an upgrade and will now be capable of analyzing millions of rows of data. The application will also be able to automatically find trends within your data and extrapolate them out into charts and tables.

3. The Tell Me Tool

The Tell Me feature makes Microsoft Office 2016 even easier to use. If you are ever lost or confused while working with a particular application, you can use this feature — found in the title bar of each program — to search for help. Just tell the application what you are looking for and it will offer a few options for you.

4. The Ability to Search with Smart Lookup

The Smart Lookup feature allows you to search the Internet for something without leaving your application. After highlighting a word and then selecting Smart Lookup, a panel will open up on the side of the screen with Bing search results for the highlighted word. The application will also scan the document so that it can provide the right information for the word based on the context.

5. Tools for Collaborating with Colleagues

Microsoft Office 2016 will expand on the real-time co-authoring capabilities of Microsoft Office Online. The additions will make it easier to collaborate with colleagues remotely. Microsoft has already added the co-authoring feature to Microsoft Word, and experts expect that other applications will soon have it as well.

The tech giant has also added features that let you create and manage groups from within Microsoft Outlook. Thanks to these features, you can monitor activity within your groups, read through the groups' conversation logs, and keep track of files and notes stored in OneDrive.

Microsoft has also improved the way that attachments work in Microsoft Outlook by adding a sleeker drop-down menu filled with recent opened files. After choosing a file, the application will ask you if you want to share a link to the file stored through Microsoft SharePoint, Microsoft OneDrive, or Microsoft OneDrive for Business.

Microsoft Office 2016 takes advantage of more cloud based features. Are you interested to know if your business is a good cloud candidate?  Take this test.  

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iOS for Business August Webinar

Are you really getting the most out of your iPhone and iPad?

The iOS for Business online webinar will help you improve your productivity when using your iPhone and iPad at work. We will be covering the latest business apps like Outlook for iOS. We'll review important settings for improving battery life, storage space, iCloud and managing your notifications. 

You don't want to miss this free educational online webinar to increase your productivity and help keep yourself more secure while on the road. 

Topics:
• Important productivity apps
• Mobile security tips
• Widgets and Notifications
• Storage Settings 
• Your questions and answers

Date: Wednesday, August 26 from 12:00 pm to 1:00 pm
Where: Online Webinar

Dave Kile Presenters:
Dave Kile - Senior Vice President, Ease Technologies, Inc.
Matt Schmidt - Vice President, Ease Technologies, Inc.

Register Today!

Do you just want to learn how to quickly manage items in your iPhone's Control Center?  Check out our 6:00 minute video here.




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4 Trending Threats to Your Mobile Security

The popularity of mobile devices has increased substantially in recent years. According to the latest numbers from eMarketer, approximately 25% of the world's population uses smartphones. That number is expected to rise in the next few years.

Mobile device management

Hackers have begun to notice this trend, and many are now focusing their efforts on taking advantage of mobile device users. Here are four key threats to the security of your mobile devices.

1. The Accidental Installation of Malware

As mobile devices become more popular, the app market has grown to meet the demand. However, you should be careful to only download applications listed in the official marketplace for your mobile device's operating system. Downloading prohibited or non-approved applications can lead to the accidental installation of malware.

Most mobile devices have built-in security parameters. These parameters block many kinds of malware, including a newly prevalent worm called NotCompatible.C. Jailbreaking your device turns off these security features, and makes you more vulnerable to malware.

2. Phishing Attacks Through SMS Messages

Microsoft defines phishing as the act of using "email messages, websites, and phone calls [that] are designed to steal money." However, cyber criminals have recently extended phishing to SMS messages as well.

Scammers will send people SMS messages under a variety of pretenses that are designed to look legitimate. These messages will often include a link or a phone number. Opening the link or calling the number will usually lead to a service that asks you for money or personal information. It can also result in your device becoming infected.

3. Infection Through a Wireless Connection

Many pieces of malware are capable of infecting devices through a wireless local network. NotCompatible.C, for example, is one of several pieces of Android malware that are able to spread themselves in this way. The risk of being attacked by this type of malware is higher when your phone is connected to a public Wi-Fi hotspot, like the ones found in coffee shops, libraries, and airports.

It can also happen that an employee will bring an infected device into a company facility. The malware will then use the wireless network to infect the company's computers as well as other employees' devices.

4. Cross-platform Banking Attacks

Cyber criminals are also running hybrid attacks as part of their efforts to break into your bank account. These attacks target your phone by going through your computer.

When you access your bank account through a web browser on an infected computer, the malware performs what is referred to as a man-in-the-middle or man-in-the-browser attack. This attack steals your banking information as it is being sent from the browser, but before it is encrypted.

The malware then poses as your bank and tells you to install an app for “increased security” on your smartphone. It will send your phone a link to an infected app, and once you download it, hackers can control both your computer and your mobile device.

Final Thoughts

People should always be careful when using either their mobile device or their computer to access personal information. Users should always confirm the validity of any app that they are downloading or SMS message that they are responding to.

While mobile devices are convenient and useful tools, people must make sure that they are using the right security parameters. These include both built-in and third-party antivirus programs. Contact us to learn about the best ways to protect your mobile devices. 

Are you interested to know if your business is a good cloud candidate?  Take this test.  

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Simple Email Mistakes That Can Cause Serious Data Security Breaches

Careless human error is one of the main causes of IT problems. Many companies know how disastrous these mistakes can be. As the Ponemon Institute's 2014 Cost of Data Breach Study pointed out, nearly one-third of all data breaches were caused by careless human error.

Email mistakes in particular stand out as significant causes of data breaches. While these mistakes are understandable in many cases, they are still very costly.

Major Examples of Email Mistakes

One notable example of an email mistake that caused a data breach involved the Goldman Sachs investment management firm. In June 2014, a Goldman Sachs contractor accidentally sent a message to a gmail.com email address instead of the corresponding gs.com email address. The latter email address is connected to the company's in-house email network.

The email contained a confidential document, and the mistake sent Goldman Sachs scrambling for a solution. To prevent the gmail.com recipient from opening the message, Goldman Sachs took Google to the New York State Supreme Court. In its petition, the investment management firm said that the message contained "highly confidential brokerage account information" and asked Google to help it prevent a "needless and massive" data breach.

The case was unprecedented, in that Goldman Sachs argued that email senders should have the right to "unsend" an email if it was sent by mistake. In the end, however, the court did not have to rule on the case, since Google voluntarily blocked the recipient's access to the email.

Another noteworthy email mistake occurred in April 2014. An employee at the risk advisor and insurance brokerage firm Willis North America accidentally sent a spreadsheet to a group of employees enrolled in the company medical plan's Healthy Rewards Program. The spreadsheet contained confidential information, including employees' names, email addresses, birthdates, Social Security numbers, employee ID numbers, office locations, and the details of their medical insurance plans.

Willis North America agreed to pay for 2 years of identity theft protection for the 4,830 people affected by the breach. Although the leaked information did not include details about the victims' health conditions or the health information of their dependents, Willis North America was still cited for violating the US Health Insurance Portability and Accountability Act (HIPAA).

A similar incident occurred in September 2013, when a Cisco employee accidentally sent an email to a "sept_training1" mailing list. The list included thousands of other Cisco workers. A large number of these workers replied to the email by asking to be removed from the list, and many of them accidentally clicked "Reply All" when responding to the message. This resulted in millions of unwanted email messages taking up space on Cisco's network. The mistake severely damaged the employees' productivity, and cost the company hundreds of thousands of dollars.

The Costs of Email Mistakes

According to the Ponemon Institute, data breaches caused by careless human error cost companies on average $117 per compromised record. If an email mistake affected thousands of people, as was the case for Willis North America, then it could result in sizable losses. Several issues can cause these high costs.

As the Cisco case showed, losses in productivity can cost a company a significant amount of time and money. Another cost stems from paying for identity theft protection for the victims. Additionally, if the email mistake led to a data breach, then the company could find itself facing lawsuits or punitive fines. Data breaches like these could also reveal sensitive company information to the general public.

Email mistakes, especially those that cause data breaches, can also tarnish a company's reputation, which can lead to lost business opportunities. As one example, Goldman Sachs faced substantial damage to its reputation after its email-related data breach in 2014.

Avoiding Careless Mistakes

To prevent any mistakes, create clear-cut policies and procedures about sending emails, especially those with sensitive information. You'll also need to educate your staff members about the problems caused by carelessly sending emails. Employees are more likely to think twice about sending a message when they know just how costly a mistake can be.

By the same token, you should develop a workplace environment in which employees feel comfortable talking about their IT concerns. By making your staff members feel comfortable about discussing these issues, you can improve the odds that one of them will ask a question that could avert a mistake.

Data loss prevention (DLP) software can also help in this regard. This software can stop employees from sending confidential information by accident. Look to your IT staff or service provider for help when searching for a DLP solution that matches your individual needs.

Ease Technologies provides IT support services and cloud solutions for organizations in Baltimore, Washington or Fairfax. Watch our Ease Cloud Workspace video and learn how our secure cloud offering can be your virtual office wherever you go.

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