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Why Protecting Your Printers from Cybercrime Is a Must (And 8 Tips for Improving Printer Security)

Printing devices are often overlooked when it comes to security. But the reality is, that cybercriminals can hack your printer to get confidential information.

Your printer is probably the last piece of computer equipment you thought needed protection from cybercriminals.

But the truth is very different.

Attackers actively try to locate the weakest links in security to gain access to and exploit valuable data. And among the weakest links is the printer.

The thing with printers nowadays is that they have access to your devices, network, and the internet. This new open-access functionality makes them an ideal target for cyberattacks.

Unfortunately, many business owners overlook the importance of securing their printers and mainly focus on computers and mobile phones.

Most people still perceive printers as internal devices that serve basic functions. For this very reason, they are an easy target for cybercriminals.

Other than performing unauthorized print jobs, hackers can access confidential information as well as all connected computers and networks all through a printer.

You may also not be aware of the amount of valuable data your printer can store about you – tax files, bank details, financial records, employee information, personal information, etc. All a hacker needs to do is get into the operating system of your printer, and they can collect this sensitive data.

If you’ve just realized the importance of securing your printer, keep reading. This article shares eight tips to help you do just that.

THE 8 TIPS
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TIP #1. MAKE SURE YOUR PRINTERS ARE CONFIGURED CORRECTLY

Many things can make a printer vulnerable to cyber threats and security breaches. So, you want to get the basics right to ensure the attacks don’t happen to you.

To start with, make sure to change the default password on your printer. Since anyone can access a printer remotely, a simple “123456” code won’t suffice.

Second, make sure you’re using your own router to print files remotely. Never connect to “Guest” networks.

TIP #2. INSPECT PRINT TRAYS REGULARLY

This one is a no-brainer, but everyone could use it as a reminder. Make sure to check your print trays and get rid of unused pages carrying sensitive information. There’s no easier way to prevent data leaks than this.

Alternatively, you can get a shredder for your office and shred the papers you don’t want anyone to see.

TIP #3. INSTALL MALWARE AND FIRMWARE UPDATES

Invest time and effort to ensure that your malware and firmware protection are up to date and can handle all types of hacks.

The good news is that many printers come with pre-built malware protection.

HP, for example, installs the HP “SureStart” software in their printers that monitors approaching targets when the printer is on. The software can shut down the device if an attack comes its way. This is a great way to prevent attacks from spreading further within the network.

TIP #4. LIMIT ACCESS TO THE NETWORK

Unprotected printers in a network are an extremely easy target for cybercriminals. Sure, businesses and offices require printers to access networks to perform remote prints. But if you can do the job by disabling the network access, make sure you do that.

If not, tweak the printer and network settings to only allow the device to take print jobs from the network you trust. This will help avoid outside interference and security breaches.

TIP #5. UPDATE YOUR PRINTERS

Updating a printer is equally as important as updating your phone to the latest software. Much like the way iOS developers look for bugs and fix them in a new update, printer manufacturers work toward known device vulnerabilities and update the software for added protection.

Look for printer updates so you can easily overcome known threats to the printer. Ideally, update your printers every quarter to get the most out of the security benefits.

TIP #6. INSTALL A FIREWALL

If you run an office, chances are you already have a firewall. But in case you missed this requirement, now’s the time to do it.

Using a reliable firewall helps keep printers safe from cybercriminals.

Your computers most likely come with pre-built firewalls, and all you need to do is keep them enabled. But there are also specialized firewalls for homes and offices that offer advanced security and make it virtually impossible for anyone to break in.

TIP #7. ENCRYPT YOUR STORAGE

Printers with shared networks can perform distance printing. And when a print job is in transit and travels from a computer to a printer, hackers can intercept the data and exploit it.

To keep this from happening, encrypt your print jobs. Also, make sure the sensitive data on your printer’s hard or internal drive is encrypted as well.

Keep in mind that when you print a document, that file is often stored as an image within the printer and makes it an easy target for hackers. It’s why you should use an encryption tool to protect your data. Luckily, many modern printers have this tool pre-built.

You can use the tool to set up a secure password that allows printer storage encryption, remove user IDs and ex-employee access, delete documents from the print queue once they’re printed, and much more.

TIP #8. EDUCATE YOUR EMPLOYEES

If you work in an office, chances are you aren’t the only person using the printer. Everyone that has access to it needs to be aware of the responsibilities that come with its usage. Make sure to talk to your employees about ways to ensure both the physical and virtual safety of the printers.

Your staff should also be careful when using their mobile devices to print, as smartphones are easier to hack. Explain to them what phishing scams are and how they can avoid being the victim.

Finally, make sure it’s clear to them how they can use confidential information in your company

IT’S TIME TO ENSURE PRINTER SECURITY

Printers are the most overlooked devices when it comes to security. Given how most business owners consider them as merely internal devices whose sole function is to print documents, it’s no wonder they are a weak spot security-wise.

Whether you use printers in your office or at home, take a moment to see how you can enhance its security before your next printing job.

As cybercriminals are a growing concern, each of us is responsible for protecting our data. Luckily, the tips from this article will help you bring your printer’s security to another level.

If you need more insight into protecting the security of your printers, get in touch with us today. We can set up a 10-15-minute chat to discuss how you can implement these changes and keep cybercriminals away.

 

Article used with permission from The Technology Press.

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Organizing Your Office Desktop to Improve Productivity – The 7 Tips

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
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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 we can resolve your problem. Give us a call 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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It’s No Internet Explorer! 7 Features of Microsoft Edge That Make the App a Productivity Powerhouse

Many business owners shy away from Microsoft Edge, thinking it’ll slow down their operations. However, the browser has been massively upgraded and can help boost productivity.

Microsoft has made great strides since the introduction of Internet Explorer. The company now offers Microsoft Edge, a refined version that arguably provides the best web experience for business users.

Unlike the old Internet Explorer, this browser now relies on Google’s Chromium engine to provide faster loading, better compatibility, and enhanced support. Plus, Microsoft releases regular updates to tweak various features of the browser.

With Microsoft Edge, you can now surf the internet more privately, optimize performance, enable cross-device support, and enjoy many other neat functions.

Best of all, these features have been introduced conveniently. They don’t clutter the interface and are easy to find. They’re also user-friendly, which means your team won’t have to rely on your IT service provider for help with simple tasks involving the browser.

Overall, Microsoft Edge has come a long way since its release and boasts several features you can use to boost productivity. This article will list the seven main ones.

THE FEATURES
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FEATURE #1 WIRELESS SHARING

One of the most attractive features of Edge is Share. It allows you to transfer browser content to nearby devices without leaving the website you’re viewing.

The Share feature is simple and clean. It works like social-sharing buttons but contains more customization options and controls.

Wi-Fi sharing might be the most practical option, but you can also choose between other services, such as OneNote and Mail.

FEATURE #2 MULTIPLE PROFILES

Microsoft Edge provides another convenient feature – setting up multiple profiles.

This well-designed function lets you share your browser with other team members without disclosing your preferences or information. Such a feature makes the browser a practical tool for separating your work and personal stuff.

To make this work, you won’t even have to ask your IT service provider to do the task.

When adding a new profile to Edge, you do it by simply linking to a different Microsoft account. This newly-linked account has a unique history, favorites, and other relevant settings compared to other profiles on the same browser.

There’s also the option to switch between connected profiles automatically. To do that, the browser will prompt you to use the correct profile when launching a page.

Users save time and increase productivity as a result.

FEATURE #3 WEBSITE PINNING

Most browsers have the Pin feature to help users access their favorite websites quickly. They need only to launch the program to load the pages automatically.

However, this function can be problematic.

If you close the window with pinned sites before closing the remaining windows, the pinned sites are lost. This can be a massive problem for your workers, especially when working on a critical project. Their productivity suffers since they often need to re-pin sites.

Microsoft Edge solves this issue with the Pin to Taskbar option.

As the name suggests, it lets you pin sites to your computer’s taskbar. Once you open the desired page, click this feature in the ‘More’ menu. So the next time you need to access the website, clicking the icon on the taskbar should do the trick.

FEATURE #4 PRIVACY CONTROL

Tracking Prevention is a Microsoft Edge feature that helps prevent social media, advertisers, and other trackers from tracking your online activity. It can protect your privacy and make your browsing less personalized, which is essential for any professional environment.

This feature consists of three privacy levels:

  • Basic – This level permits most trackers. Therefore, ads and content are personalized based on your team’s activity, but known harmful trackers are blocked.
  • Balanced – The second level blocks trackers from unopened websites, leading to fewer ads and less personalization. Like the first level, this one also blocks known trackers.
  • Strict – The final level promises the most privacy. There will be minimal personalization, with some parts of websites disabled to fend off threatening trackers.

FEATURE #5 READING LIST

Your team often marks articles for later revisiting but end up cluttering their bookmarks. Fortunately, Microsoft Edge has a powerful feature to overcome this obstacle:

The Reading List.

This feature allows you to save articles and synchronize the saved list with other devices. More importantly, it doesn’t mess up the Favourites or Bookmarks tab, allowing your team to get back to them in no time.

If they come across an interesting webpage, they need only strike the Star symbol in the address bar, choose the Reading List and press Add.

There’s also a convenient Reading Mode that helps remove any clutter to further improve workplace efficiency.

FEATURE #6 TAB PREVIEW

You and your team probably perform a lot of research daily. This means you often need to use a bunch of tabs, and the number can quickly get overwhelming. As a result, you get lost in all the clutter, hindering your progress.

Microsoft Edge lets you avoid this scenario through the Tab Preview feature. It shows a preview of any open tab through a panel located at the top of your screen.

Launched after the Creators Update, it can be activated by clicking the chevron icon. Once you locate your tab, tap on your chevron icon to make the panel disappear.

You’ll hardly find a simpler yet more effective tool.

FEATURE #7 MUTE TABS

You may enjoy listening to music to improve your focus. But as you’re invested in your work, a newly opened tab can start playing a high-pitched dialogue, breaking your concentration.

Luckily, you can get back on track by enabling the Mute Tabs feature on Microsoft Edge.

Just find and right-click the annoying tab to reveal the function. Activating it allows you to work without noisy distractions and maintain high productivity.

STICK TO MICROSOFT EDGE, AND YOU WON’T LOOK BACK

One of your primary duties as a business owner is to ensure productivity across the entire team. If your employees underperform, customer satisfaction may plummet, and the competition may grab your clients.

We’ve listed seven key Microsoft Edge features to help you boost productivity, but this browser has a lot more to offer.

And there’s no need to think you’ll face the same issue as Internet Explorer users. This program is a massive upgrade designed to streamline your experience and help your team conduct their duties more efficiently.

If you’re looking for more tips to take your productivity to the next level, give us a call today. We can arrange a 15-minute obligation-free chat to determine how to improve your business.

Article used with permission from The Technology Press.