Business email servers such as Microsoft Exchange often need infrastructure investments that may be beyond a small business’s budget. A good way to deal with this issue is by using hosted Exchange services.

​​What is Microsoft Exchange?

Microsoft Exchange is a messaging system that offers businesses a number of services, including email, calendaring, task management, and address lists. By integrating Exchange into your business, you can access all of these services from any location and on almost every device.

Many companies that purchase Exchange install it on their on-premises servers, which can be a bit expensive, especially for small businesses. Moreover, the server required to host it can take up space that a business may not have. This is why many companies prefer to operate on cloud-based systems.

What is hosted Exchange?

To make Exchange available to more businesses, many IT companies like Microsoft now offer hosted Exchange. In this setup, your IT provider allots a space on their servers where they install Microsoft Exchange and make it accessible only to your company over an internet connection. They are in charge of ensuring that the data stored is secure and accessible to you at all times. Many hosted Exchange providers will also offer extra features like improved security, full-time management, and data backup.

In other words, hosted Exchange is the cloud-based version of Microsoft Exchange managed by a host company or provider. You and your employees will still be able to access Exchange as if it were hosted in your office.

Benefits of hosted Exchange

Companies looking to integrate hosted Exchange into their business can enjoy the following benefits:

1. Predictable and lower costs

Like many other hosted services, the majority of hosted Exchange services are offered on a monthly, per-user basis, inclusive of maintenance and hosting. This makes costs predictable, as you’ll be paying a fixed fee every month.

Hosted Exchange also lowers overall costs. If a business were to calculate the cost of purchasing Microsoft Exchange and the infrastructure required to use it, plus maintenance fees, the total and per-user cost will likely add up quickly. For many small businesses, paying a monthly fee will be far less expensive than hosting a Microsoft Exchange solution in house. What’s more, you save money on maintenance overhead and future expenses.

2. Easier implementation

Implementing Microsoft Exchange in your office would require you to find space for the server. Once you install Exchange on this server, you’ll have to manage it and add new accounts and users. In case the service goes offline, you’ll have to fix it yourself. But with a hosted Exchange solution, your IT partner will take care of hosting, installation, and management, so you can focus on running your business.

3. Flexible solutions

Growing businesses may find it tough to scale up or down on an in-house Microsoft Exchange solution because of the server’s limited capacity. With hosted Exchange, scaling up or down is as easy as contacting your provider, who can ensure that space and resources are available. They can also help scale your solutions in case you move offices.

Looking to learn more about hosted Exchange and how your business can benefit from it? Chat with us today!

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Bloatware is a fact of life these days. It is present in both mobile and non-mobile devices, even in PCs and laptops. And it takes up precious space and memory, which encumbers workflows and productivity. Read this article to learn about bloatware and how to eliminate it for good.

New PCs and laptops are always fun to unpack, especially since Microsoft continuously optimizes its software’s user experience to make it engaging right from the start. But so many users are dismayed to find out that after the great time they had setting up their computers, they’ll tend to have a not-so-fun experience of dealing with bloatware.

The term “bloatware” refers to software and apps that are preloaded into computers even if the user doesn’t want them. These apps tend to take up storage space, consume processing power, and be quite a headache to remove.

Bloatware has long been a scourge of mobile devices, particularly those that run on Android operating systems. But these days, even laptops are no longer exempt from such nuisances — software giant Microsoft has packaged its Windows 10 operating system to come with preinstalled apps that most users won’t even give a second glance to. Some of the worst offenders are as follows:

• 3D Viewer (previously called Mixed Reality Viewer)
• Candy Crush
• Cooking Fever
• Disney Magic Kingdoms
• Groove Music
• Movies & TV
• Paint 3D
• Snip & Sketch
• Sticky Notes
• Voice Recorder

While many of these programs are pleasant add-ons for those who find value in them, many users prefer to start with a leaner operating system due to storage space and processing power concerns. If they want a particular software program, they prefer to download it themselves. This gives them greater control over their machines and their hardware and software experience.

What’s worse is that bloatware can also cause critical vulnerabilities. The most ironic example of this was a pre-installed version of Keeper Password Manager. Instead of keeping passwords safe, it allowed malicious people behind any website to steal passwords. While Windows 10 users needed to enable Keeper to store their passwords for them to become vulnerable, it makes you wonder why such a flawed password manager app is there in the first place.

How to rid your device of bloatware

Removing inclusions you did not ask for is a hassle in and of itself, but thankfully, the process is not too tedious.

1. Click the Start menu, then the gear icon.
2. In the Settings window, select Update & Security.
3. On the left-hand side, click Recovery.
4. Select Reset this PC.
5. Click Get Started.
6. Select Keep my files and then choose where you wish to store them.
7. Lastly, set “Restore preinstalled apps?” to “No.”

Bloatware not only clutters your laptops and PCs, but it can render your business vulnerable to cybersecurity breaches as well. Save yourself from tons of headaches down the line; learn more about protecting your computers from bloatware. Call our team of IT experts today!

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In 2019, Microsoft introduced the Presenter Coach feature in PowerPoint to help users give better presentations, be these in person or virtually. Using artificial intelligence, this feature gives you pointers on how to improve your pitch, pacing, word choice, and much more. It was initially available only in PowerPoint for the web, but this year, Microsoft expanded its availability and the types of feedback it provides.

Availability on all platforms

Presenter Coach is now accessible on all platforms: web, Windows, Mac, iOS, and Android. This means you can utilize this feature whenever you need it and wherever you are — at home, in the office, or even on the go.

Three new types of feedbacks

Aside from expanding the availability of Presenter Coach, Microsoft also added three new kinds of feedback:

1. Body language

Great presenters rehearse not only what they say, but also their gestures, stance, and facial expressions to ensure that these support their message. For example, they can use hand gestures to emphasize a point, instead of keeping their hands in their pockets or behind their back. They also utilize their eyes, mouth, and facial muscles to convey emotion. By projecting the right body language, they can establish their credibility and connect with the audience.

This is why Microsoft introduced a new capability that uses your video camera to provide feedback on your body language. After your rehearsal, the Presenter Coach will give you a summary report using the following metrics:

• Clear view – Evaluates how well your audience will be able to see you
• Eye contact – Tells you whether you are able to maintain your gaze toward the camera
• Distance – Analyzes whether you are too close or too far away from the camera

2. Repetitive language

During presentations, repeating certain words and phrases can help you emphasize particular points and ensure that your audience recalls them. However, if this technique is done incorrectly, your listeners may find it distracting. On other occasions, you may not even realize that you are using the same words and phrases over and over again, but your audience will most likely catch on.

To help prevent you from overusing the same words and phrases, Presenter Coach will identify them after listening to your rehearsal. Not only that, but it will also give you a list of synonyms that you can use instead so you can switch it up and keep your audience more engaged throughout your presentation.

3. Pronunciation

Presenter Coach can help ensure that you correctly pronounce all of the words that you will say during your presentation. It will display the words you mispronounced during rehearsal and offer a recorded pronunciation guide of that word. You can listen to the correct pronunciation as many times as you want while practicing your presentation.

Currently, Presenter Coach is optimized for the General American English pronunciation, but it can take into account variations in accent. In case you don’t agree with the suggestions provided or you don’t find them useful, you can disable the pronunciation feedback.

Note on privacy concerns

While Presenter Coach uses your camera and microphone to be able to evaluate your rehearsal, it will only do so when you click on Rehearse with Coach and then Start Rehearsing. It does not save any video or audio when you rehearse. It was purposely designed to respect your privacy while still being able to provide clear and actionable feedback that will help you improve your presentation skills.

Want to learn more powerful features in PowerPoint and other Microsoft 365 apps? Contact us today and we’ll help you make the most out of your M365 subscription.

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Getting a slew of ads on your computer screen while you’re working can be both distracting and annoying. If you’re using Windows 10 on your PC, laptop, or Surface Pro, you might have seen ads pop up in File Explorer and are not happy about it. Fortunately, there’s an easy way to get rid of these ads.

Why are users getting these ads?

Ads are being displayed in different parts of Windows 10 and not just on File Explorer — the Start menu, on the lock screen, from the taskbar, and in other Microsoft apps. Microsoft has been displaying ads that promote Office 365 and OneDrive since the Creators Update. Overwhelming negative reactions to this practice have been popping up online as a result.

However, the company doesn’t consider them ads but “suggestions.” These suggestions promote Microsoft products and services and third-party apps in the Windows Store. The tech giant may be doing users a favor by reminding them they can easily grab apps in the store that can benefit them. But to many, ads are more of a nuisance than a favor.

How do I turn off ads?

Fortunately, there’s a simple way to turn ads off. You could disable them right now by doing the following:

1. Open File Explorer.
2. Select View from the ribbon along the top of any File Explorer window.
3. Click Options on the far right-hand side.
4. From the drop down arrow below Options, select Change folder and search options.
5. Once in the Folder options window, go to the View tab.
6. In the Advanced Settings window pane, scroll down and deselect “Show sync provider notifications”.
7. Click Apply and close the Folder Options window.

That’s all it takes! Keep in mind that we highly recommend the services Microsoft suggests. Office 365, OneDrive, and others are all great cloud platforms for easily and securely working and collaborating from any device in any location — but we understand that some don’t want to see these ads when they’re hunting down sales records.

If you’re looking for Windows tips and tricks, this is the best blog on the web. If you’re looking for something a little more advanced, however, our managed services are second to none. Get in touch with us today to learn more!

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Servers can host almost every type of business program, with email being one of the most common. Businesses commonly install email servers on-site and use Microsoft Exchange as their software. But if you’re looking to save on infrastructure costs, consider hosted Exchange. Here’s what you need to know.

What is Microsoft Exchange?

Microsoft Exchange is a messaging system that offers businesses various services, such as email, calendar, task management, address lists, and more. By integrating Exchange into your business processes, you can access all of these services from any location, on almost any internet-connected device.

Many companies that purchase Exchange install it on on-premises servers. This setup can be costly, especially for small businesses. Moreover, the server needed to host it can take up a significant amount of physical space. This is why other companies prefer to operate on cloud-based systems.

What is hosted Exchange?

To meet the demands of various businesses, many IT services providers started offering hosted Exchange. In this setup, your IT provider allocates some space on one of their servers. They then install Microsoft Exchange in a space accessible only to your company, over an internet connection. The provider is in charge of ensuring that the data stored is secure and accessible to you at all times. Some hosted Exchange providers also offer extra features like improved security, full-time management, and data backup.

In other words, hosted Exchange is the cloud-based version of Microsoft Exchange. You and your employees will still be able to access hosted Exchange as if it were installed on an in-house server.

Benefits of hosted Exchange

Companies looking to integrate hosted Exchange into their business can enjoy the following benefits:

1. Predictable and lower costs
   Like many other hosted services, the majority of hosted Exchange services are offered on a monthly, per-user basis, inclusive of hosting and maintenance. This makes costs predictable as you’ll be paying a fixed fee.Hosted Exchange also lowers overall costs. If you calculate the cost of purchasing a new server, Microsoft Exchange, and supporting infrastructure, plus maintenance fees, the total and per-user cost will add up quickly. For many small businesses, paying a fixed monthly fee will be far more cost-efficient than hosting a Microsoft Exchange solution in-house. What’s more, you save money on future expenses such as hardware replacements and new software licenses.
2. Easier implementation
   Implementing Microsoft Exchange in your office would require you to allocate physical space for the server and to install the server and Microsoft Exchange. On top of this, you also have to manage Exchange and add new accounts and users. In case the service goes offline, you’ll have to troubleshoot it yourself. But with a hosted Exchange solution, your IT partner will take care of hosting, management, and installation, so you can focus on more important business matters.
3. Flexible solutions
   Growing businesses may find it difficult to scale up or down on an in-house Microsoft Exchange solution due to the server’s limited capacity. With hosted Exchange, you can simply contact your provider whenever you need to adjust your server requirements. The hosted Exchange provider can also help scale your solutions in case you move offices.

Looking to learn more about hosted Exchange and how your business can benefit from it? Talk to us today!

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Unboxing a new Windows 10 laptop is exciting, but before you start using it, there are a few things you need to do. You can ask a technician for help in setting up your new device, but here are a few things you can do on your own.

1. Set up how your device checks for updates

Your new laptop should check for updates automatically, but you can also do this manually. Just click the gear icon above the Start button to go to Settings, choose Update & Security > Windows Update, and then click Check for updates. You can also type “updates” into the search box and click Check for updates.

2. Choose a restore point

If something goes wrong with your laptop, you can save a lot of time if you have a restore point, which is a backup of your entire operating system. To set up a restore point, type “restore” into the search bar and click Create a restore point. You’ll be taken to the System Protection tab of the System Properties window.

From there, you can choose what you want to be included in the backup. Click the Configure button to apply your choices. Enable “Turn on system protection” if it’s not already on. You can choose how much disk space to reserve, usually no more than 2% or 3%.

3. Pick a power plan

If you want to prolong your laptop’s battery life, you can choose from Windows 10’s Power Saver, High Performance, and Balanced power plans. Type power plan in the search button and choose either “Edit power plan” or “Choose a power plan.” Choosing the Edit power plan option allows you to set when the laptop display will be automatically turned off and when to put it to sleep. When you pick “Choose a power plan,” it will take you to a page where you can create and customize your plan.

The default recommended plan is Balanced, but if you want to create your own, click on the “Create a power plan” option on the left part of the screen. You can choose from three options depending on how you plan to use your laptop: Balanced, Power Saver, and High Performance. After selecting your preferred plan, click on the Next button to set the display and sleep settings for your laptop. Once done, click on the Create button and you’re good to go.

4. App installation tolerance level

To restrict which apps can be installed on your laptop, go to Settings > Apps > Apps & features and choose whether to permit installations from only the Windows Store, any app installations (with a warning), or unrestricted app installations.

5. Remove bloatware

Vendors package new laptops with bundled apps and software, which are mostly unnecessary and unwanted programs called bloatware.

Windows 10 offers an easy way to see which apps are installed on your new laptop and a quick way to uninstall those you don’t need. Head to Settings > Apps > Apps & features and peruse the list. If you don’t want an app and are 100% certain that your computer doesn’t need it, click the Uninstall button.

6. Anti-ransomware

Ransomware is a form of malicious software (malware) that locks all your data until you pay a ransom to hackers.

To minimize the risk of ransomware attacks, type “Windows Security” into the search bar at the bottom of your screen, click it, and go to “Virus & threat protection”. Here, you’ll be able to enable a new option called “Controlled folder access,” which protects you against ransomware attacks. By default, the Desktop, Documents, Music, Pictures, and Videos folders are protected, but you can add other folders too.

There are myriad ways Windows 10 can be configured for optimization and security. This article barely scratches the surface of Window 10’s security and efficiency settings. Call us today for a quick chat with one of our Microsoft experts about taking your operating system to the next level.

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Cybercriminals are always on the lookout for ways to steal information, so you should seek to beef up your data protection. One such way is with biometric authentication on mobile devices.

Authenticate your profile on your mobile device

Chrome OS, Windows, MacOS, Linux, and Android are all adding features to help users safely log in using biometric identification via USB, Bluetooth, and NFC devices connected to smartphones and tablets. With such convenience, users can verify their accounts on the go.

iOS users already enjoy either TouchID (fingerprint scanning) or FaceID (facial recognition) authentication, depending on their specific device. Android users can also use biometrics to protect their data, as most new Android devices have fingerprint scanners that make use of a secure storage protocol called Trusted Execution Environment.

Prevent cyberattacks with browser-based biometrics

Passwords are notoriously bad at protecting users’ accounts and the information they store. Thankfully, facial scans, fingerprints, and voice recognition make it exponentially harder for hackers to commit identity theft. That means you’re also less likely to be duped by an email from a hacker pretending to be your boss asking for the company credit card’s details.

The concept behind this protection is the practice of two-factor (2FA) or multifactor authentication (MFA). This means that access to private information requires two or more stages of authentication, instead of just one. And because biometric authentication is an active authentication attempt by the user, it makes unauthorized access much more difficult to attempt.

Enjoy more secure online transactions

Biometric verification will also retire the need for logging in your information when shopping online, streaming videos, using cloud applications, and other internet-based transactions. Windows 10 has already adopted features that offer limited account management with fingerprints and facial scans. Another example is Samsung Pay, which turns smartphones into digital wallets that are protected by fingerprint or iris scans.

Browser-based biometrics is starting to revolutionize and streamline the steps in verifying online accounts. It promises to add more security and ease in logging in and transacting on the internet.

To keep up with the latest and greatest in browser-related innovations your company can benefit from, give us a call now.

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Microsoft’s software offerings are filled with features that allow and even augment enterprise work from home (WFH) setups without sacrificing security. Here are some updates about the company’s applications, as well as other common third-party applications in the Windows and Office ecosystems, which will ensure data security when you’re working remotely.

Before the pandemic broke out, companies across the United States had already been on the lookout for remote work possibilities, because of the flexibility and cost-effectiveness of the cloud. Back then, the technology was used to take advantage of market and location opportunities, but with entire cities going on lockdown to stem the transmission velocity of the coronavirus, enterprises across the continent have turned to digital solutions for their respective workforces to remain productive at home.

Microsoft’s Windows and Office 365 engineers have geared both sets of software to be user-friendly across different platforms — and by extension, many Windows-ready third-party applications enjoy the same benefit. For many organizations, especially small- to medium-sized businesses (SMBs), this means no need to switch to a more remote-friendly system. But because of the suddenness of the transition, there are questions whether Windows, Office, and other supported software have ample security features in place.

Windows 10 1709

Microsoft announced in mid-March that Windows 10 version 1709 (Fall Creators Update) will remain supported for six more months, in anticipation of the socioeconomic effects of the COVID-19 pandemic. The tech giant also stated that vital updates will continue for version 1709 through its regular channels, namely Windows Update, Windows Server Update Services (WSUS), and the Microsoft Update Catalog.

Through the service coverage extension, Windows 10 version 1709 can still be managed through all supported versions of Microsoft Configuration Manager. This will allow users to retain existing management workflows until October 30, 2020.

Remote-ready setups

Virtual private networks (VPNs) and Remote Desktop Protocol (RDP) connections are necessities for work from home setups, but this has left many IT managers worried about security risks. Experts have suggested deploying a trial version of Windows Server 2016 or 2019 as a workaround. This server software has remote desktop services that are bundled with remote desktop gateway (RDG) and RDWeb technologies, ensuring encrypted remote access.

Microsoft has also published optimization instructions for Office 365 users to properly implement VPN split tunneling for their remote work setups. Routing Office 365 applications — such as Teams, SharePoint Online, and Exchange Online — through a split VPN tunnel ensures that the most critical, high-volume Office 365 traffic is quickly patched through to the company server, and not left at risk of loss that stems from the common customer-performance and network capacity issues many enterprise-level clients report.

Other practical tips for WFH

Remote performance depends largely on home internet performance, so that matter boils down to the reliability and speed of your employees’ internet providers’ services. Your staff can take steps to limit their bandwidth loads, such as by not using video streaming services while working, cutting down the recording quality of home security cameras from HD to standard definition, and allowing office IT to remotely optimize the personal devices your employees intend to use for remote work.

Lastly, consulting with your IT partner will surely put you in a better position to cope with the demands of remote work. Managed IT services providers (MSPs) like us are regular remote access practitioners. We handle remote services on a daily basis and provide you with valuable insights on how to keep your business running smoothly through these trying times. Contact us today to learn more.

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Note-taking is a vital skill in life. Whether you’re in a board meeting, conference, or lecture, you’re bound to list, quote, or summarize certain points in order to recall them later and understand them better. Thanks to new technologies, you now have more ways of taking down notes than just a pen and paper. Using your mobile device and Microsoft OneNote, you can easily record your notes and have the bonus features of customizing and sharing them. Discover the ins and outs of this incredible app by reading on.

Organize your digital notebook

While both Microsoft Word and OneNote let you create text-heavy documents, they store and display saved information differently. Word displays one document at a time, but OneNote shows you all your documents at once.

When you open the desktop version of OneNote for the first time, it shows you a default Notebook called “My Notebook.”

If you want to create another Notebook, click on the < beside the name of your current one, then choose +Notebook at the bottom of your screen.

You can customize a Notebook by separating it into subcategories called Sections, which are like dividers in a physical notebook. For instance, you can dedicate one Section for the notes regarding a particular client. Sections are shown as color-coded tabs along the top of the screen, next to the name of your Notebook. You can add more by clicking on +Section at the bottom left of your screen.

You can add individual pages to a Section by clicking +Page, and you can use this feature to separate information. For example, you can add pages pertaining to a client’s contact details, project statuses, and billing information.

You can rename your Notebook, or any Section or Page, by right-clicking on it and choosing the rename option.

Start experimenting

There’s no hard-and-fast rule to enjoy OneNote because each person’s note-taking habits are unique. The only way to find out if OneNote works for you is to try out all the features and decide which method is most effective. Here are some things you can try to get a feel of the OneNote experience.

• Add tags to your notes so you can search for them efficiently
• Instantly turn your drawings into shapes or text using the Ink to Shape and Ink to Text functions, respectively
• Solve equations by using the Ink Math Assistant (which can help you graph or solve math problems)
• Use Immersive Reader to read texts out loud
• Write on a web page in Microsoft Edge and save your annotations to OneNote

Keep in mind, however, that these work only in OneNote for Windows 10. If you’re using an older version, you’ll need to upgrade to the latest version to enjoy these benefits.

Share your OneNote

So you’ve created a detailed plan for an upcoming event complete with visual pegs and handwritten instructions, and you want to share this with your team. That’s easy as pie with OneNote. Just go to the upper right corner of your ribbon, click on the Share button, and type in the email addresses of the people to whom you wish to send your notes. You can also set the sharing permissions to either “can view” or “can edit,” giving you more control over your data.

OneNote has numerous tricks up its sleeve and it can take months for you to master all of them. Call us today, and we’ll make sure you’ll get the hang of OneNote in no time.

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Workplace Analytics allows managers to assess their employees’ performance using the data gathered from Office 365. Unlike past Microsoft productivity tools that showed only the user’s own information, Workplace Analytics allows both employees and managers to view each others’ performance data.

How does Workplace Analytics work?

A paid add-on to Office 365 enterprise plans, Workplace Analytics extracts behavioral insights from data gathered from Office 365 email, calendar, documents, and Skype. This means any data an employee types into their email and calendar — whether the information is in the subject line or in the body itself — can be used to determine their productivity.

The program has an overview dashboard that provides specific information:

• Week in the Life provides an overall view of how the entire organization spends time and how members collaborate with one another
• Meetings Overview shows the amount of time people spent in meetings
• Management and Coaching gauges one-on-one meetings between your staff and their manager
• Internal Networks shows how people within the company connect with one another
• External Collaboration provides insights into how people from your company connect with those from third-party organizations
• Teams Collaboration takes a look at how employees and managers communicate with their colleagues

What does Workplace Analytics aim to do?

According to Microsoft, Workplace Analytics addresses businesses’ most common challenges: complexity, productivity, and engagement.

Using Workplace Analytics data, managers and human resources departments can form productivity strategies for the entire company. If most of your employees spend 60% of their time attending meetings and not enough time doing creative work, managers can come up with a strategy to reduce meeting times and focus more on productive tasks.

Workplace Analytics also identifies how employees collaborate with internal and external parties. Suppose one of your sales staff frequently communicates with certain contacts. By using Workplace Analytics data, the manager would be able to determine whether this particular collaboration pattern is helping the employee hit sales targets or he or she is missing out on other more critical contacts. Based on this info, managers would also be able to determine which employees are most likely to meet or exceed their targets and set company-wide standards accordingly.

Workplace Analytics also allows managers to determine an employee’s level of engagement (i.e., whether the organization’s collaboration patterns are good for the company), and whether workloads are fairly distributed among workers and/or departments.

Is Workplace Analytics useful for small businesses?

Large corporations have been using Workplace Analytics, but small businesses can also benefit from it. The data used to provide insights are what employees generate themselves — how much time they spend on meetings, whom they frequently communicate with, and how much time they spend on productive tasks.

Aside from letting managers examine their staff’s work behavior, Workplace Analytics also provides an overall look at an organizational level. If you want your organization to further harness the capabilities of Workplace Analytics and other Office 365 tools, give us a call today.

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