Implement Employee Off-Boarding and Email Retention Solutions to Protect Your Organization

By |2021-06-07T05:54:46-04:00April 28th, 2021|Email Management Tips, Office 365 and Migration|

When employees leave the company, organizations must determine how to deal with departing users’ accounts to provide protection while limiting company liability. Microsoft 365 and other applications offer several options for addressing employee off-boarding and email retention. The scenarios in this post will help you determine the best solution for your company. Start by Defining a Retention Policy A departing employee leaves behind a digital footprint, including email accounts and other data. Organizations need the ability to review and keep relevant content from ex-employees. At the same time, they need to balance information access with data privacy law requirements and

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Understanding Microsoft 365 Mailboxes Improves Efficiency and Saves Money

By |2021-04-19T06:16:34-04:00April 8th, 2021|Email Management Tips, Email Policy, Office 365 and Migration|

Microsoft 365 offers several different types of mailboxes and collaboration tools. For instance, certain specialty mailboxes facilitate scheduling or allow shared access. Understanding the different types of Microsoft 365 mailboxes and related tools will help businesses communicate more efficiently and can even save license costs. The six main types of mailboxes include: Mailbox (requires paid license) Distribution Group (Free) Resource (Free) Contacts (Free) Shared (Free) Microsoft 365 Groups (Free) Mailbox (requires paid license) When organizations purchase any Microsoft 365 subscription that includes Exchange Online, each licensed user receives a mailbox. This is the mailbox that users add to their various

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Finding the Email Retention Goldilocks Zone

By |2020-10-06T06:34:01-04:00August 1st, 2020|Email Management Tips, Email Policy|

By Greg Smith The Email Retention Dilemma Creating an Email Retention Policy that works is tricky. Keeping too little information encourages email pack rats and puts legal teams at a disadvantage. Too much information drives up ediscovery costs while increasing potential liability. Hence, organizations seek the email retention Goldilocks zone where retention is just right. There is no doubt that much of email consists of transient records that have no value and could be deleted. The issue comes down to ensuring that users make acceptable email deletion decisions. The concern arises when the organization provides users with the ability to

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Create Rules to Automatically Sort Incoming Mail in Outlook

By |2023-03-17T13:27:03-04:00December 19th, 2019|Email Management Tips|

When you receive a lot of email, your inbox becomes cluttered and difficult to navigate. Thankfully, you can use create Rules in Outlook to sort your incoming email. Here are the steps to set up a rule in Outlook that will automatically put incoming mail from a particular sender into a specific folder: Select an email in your Inbox from the sender you'd like to create a new folder for. Go to Rules > Create Rule on the toolbar. Check the "From…" box at the top of the Create Rule window. Check "Move the item to folder:" at the bottom of the Create Rule dialog box,

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3 Email Security Threats and How to Safeguard Your Business in 2020

By |2020-06-01T09:11:52-04:00December 18th, 2019|Cyber-Security, Email Management Tips, Email Policy|

Email security threats play a major role in the cyber battleground. In fact, most companies report they encountered email-based attacks in the past year. In addition, CSO Online reports that 92 percent of malware finds its way into the network via email. To protect their business and their customers, organizations need to anticipate email security threats and develop corresponding strategies. Experts predict that for 2020, major threats to email cyber security will include spear phishing, cloud-targeting ransomware and insufficient password measures. Spear Phishing Phishing attacks remain the primary cause of data breaches. In these attacks, criminals pose as legitimate business

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3 Reasons Organizations Need an Email Policy and How to Build a Good One

By |2020-06-01T09:13:38-04:00December 11th, 2019|Email Management Tips, Email Policy, Safety and Cyber Security|

Despite of the proliferation of messaging apps and video conferencing, email remains the preferred method for business communication. It offers simplicity, flexibility and immediacy. At the same time, email introduces substantial risk to an organization. A well-crafted email policy helps businesses tap into the benefits of email while mitigating the risks. For example, with a single email, a team leader can instantly communicate with her entire team. She can attach project files to the email and link the information to a calendar event. Any responses become part of a permanent conversation. Months later, an employee can reference that conversation with

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10 More Outlook Tips and Tricks GroupWise Users Will Love

By |2020-06-01T09:43:30-04:00November 20th, 2019|Email Management Tips|

Now that you have been working with Office 365 for a while, you have mastered a few Outlook management tips. For instance, you learned to streamline your email using Quick Steps, and you created an email signature. Now the time has come to have some fun! Check out these Outlook tips and tricks guaranteed to make your day. 1. Write Now, Send Later You can compose a message now and tell Outlook to send it at a later time. For example, suppose you want your email to arrive on your coworker’s desk first thing in the morning. Write the message

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Simplify GroupWise eDiscovery with an Archiving Solution

By |2020-06-01T09:55:42-04:00September 17th, 2019|eDiscovery, Email Management Tips|

GroupWise eDiscovery strategies from Ross Phillips In a previous post, we discussed some of the obstacles presented by GroupWise personal archives. In addition to migration challenges, personal archives make GroupWise eDiscovery particularly burdensome. However, quality third-party tools can bridge the feature gap. For example, suppose a court order demands that you gather a wide range of data in PST format to enter as evidence. GroupWise does not support PST. Furthermore, because GroupWise offers limited search capabilities, administrators will have to access each affected mailbox individually. The request can quickly prove overwhelming. In the modern business environment, these eDiscovery requests will

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3 Data Compliance Challenges and How to Beat Them

By |2020-05-22T04:33:50-04:00August 28th, 2019|Data Compliance, Email Management Tips|

If HIPAA, GDPR, NIST, and CFAA have failed to confuse you, wait until CCPA and NYPA enter the scene. The alphabet soup of information privacy laws can feel like a minefield in the business landscape. And with technology evolving rapidly, data compliance challenges continue to increase in complexity. However, with careful planning, you can rise above these challenges. According to a 2018 report by the Ponemon Institute, the average cost of a data breach ranged from $2.2 million to $6.9 million. In addition to fines, businesses found non-compliant face lawsuits, remediation costs and audits. Perhaps more damaging, they stand to

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Organize using Outlook’s color categories

By |2022-01-28T09:03:47-05:00August 27th, 2019|Email Management Tips|

Want to become more organized with Outlook categories? You can create your own color-coded labels with the Categorize feature to know at a glance what emails and calendar items are. Here's how! Outlook's Categorize Feature You can find the Categorize option in Outlook on the Ribbon or toolbar. You can start using the categories as is, or you can customize them with your own labels. Changing the Category Labels You can label the default color categories for your own needs. Go to Home > Categorize (in the Tags group) on the Ribbon From the drop-down list, choose All Categories. Click on the category

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Messaging Architects has been providing professional consulting services around unstructured data and information governance for over 12 years.  Our topnotch experienced project management and engineering team assists organizations to address information risk management strategies, eDiscovery processes, data security and information management policies.    Information is an organizations biggest asset but it can also be that organizations biggest risk.

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