6 Quick Tips To Finally Organize Your Out-Of-Control Inbox

Posted by admin on February 21, 2011 | No Comments

Much like laundry and bills, no matter how much you try to keep up, e-mails just keep piling up in your inbox. E-mail is a critical part of your day-to-day work, so how do you keep it from becoming a distraction while balancing the things you really need to address? Here are 6 tips.

1. Zero your inbox. Do you remember the last time your inbox was empty? Probably never; that’s because it costs nothing to keep an e-mail and therefore you don’t delete items “just in case” you need them at some point. This really causes messages to pile up FAST. Truth be told, you really DON’T need all those e-mails. Make it a goal to “zero” your inbox every week, particularly on a Friday before you leave for home. If you can’t “zero” it, at least get the number down to fewer than a dozen critical messages you absolutely need to work on within the next 2-3 days.

2. Use folders sparingly. Only set up key, strategic folders or you’ll end up with dozens of folders filled with messages in addition to a massive number of messages in your inbox. You might keep one labeled as “storage” for any non-urgent messages that may need to be referenced at a later date. This keeps your inbox free of clutter and helps you more easily find something in an old message when it is needed.

3. Delete first, read the surviving messages later. Many of the e-mails you get probably aren’t even worth reading. Start your day by immediately deleting these emails before you even start to open and read the important ones.

4. Take action immediately. Probably the most helpful way to keep your inbox uncluttered is to take action right away on all messages instead of reading them and then going back to them later when you have time to process the message properly. By taking action right away you avoid wasting time re-reading messages. If it does require a follow up that you don’t have time for, file the message and mark a reminder to follow up. Otherwise forward it, delete it or file it into a folder.

5. Slow your roll. Your e-mail can be a constant distraction through your workday, IF you let it! Take control and set aside “e-mail free” time periods throughout the day so you can truly concentrate on projects without interruption. The world won’t stop if you don’t check your email every few minutes, I promise.

6. Install a GOOD spam filter. The vast majority of messages are unwanted spam, some of which contain viruses. But not all spam filters are created equal! We recommend utilizing a product that not only deciphers spam, but also has the capability of archiving e-mail. That way you also have a retrievable backup of your emails coming in and going out of the organization.

Safe Computing!

Debunking Some Common Myths

Posted by admin on February 17, 2011 | No Comments

There are some common myths that may influence your online security practices. Knowing the truth will allow you to make better decisions about how to protect yourself.

How are these myths established?

There is no one cause for these myths. They may have been formed because of a lack of information, an assumption, knowledge of a specific case that was then generalized, or some other source. As with any myth, they are passed from one individual to another, usually because they seem legitimate enough to be true.

Why is it important to know the truth?

While believing these myths may not present a direct threat, they may cause you to be more lax about your security habits. If you are not diligent about protecting yourself, you may be more likely to become a victim of an attack.

What are some common myths, and what is the truth behind them?

* Myth: Anti-virus software and firewalls are 100% effective. Truth: Anti-virus software and firewalls are important elements to protecting your information. However, neither of these elements are guaranteed to protect you from an attack. Combining these technologies with good security habits is the best way to reduce your risk.

* Myth: Once software is installed on your computer, you do not have to worry about it anymore. Truth: Vendors may release updated versions of software to address problems or fix vulnerabilities. You should install the updates as soon as possible; some software even offers the option to obtain updates automatically. Making sure that you have the latest virus definitions for your anti-virus software is especially important.

* Myth: There is nothing important on your machine, so you do not need to protect it. Truth: Your opinion about what is important may differ from an attacker’s opinion. If you save personal or financial data on your computer, attackers may be able to collect it and use it for their own financial gain. Even if you do not store that kind of information on your computer, an attacker who can gain control of your computer may be able to use it in attacks against other people.

* Myth: Attackers only target people with money. Truth: Anyone can become a victim of identity theft. Attackers look for the biggest reward for the least amount of effort, so they typically target databases that store information about many people. If your information happens to be in the database, it could be collected and used for malicious purposes. It is important to pay attention to your credit information so that you can minimize any potential damage.

* Myth: When computers slow down, it means that they are old and should be replaced. Truth: It is possible that running newer or larger software programs on an older computer could lead to slow performance, but you may just need to replace or upgrade a particular component (memory, operating system, CD or DVD drive, etc.). Another possibility is that there are other processes or programs running in the background. If your computer has suddenly become slower, it may be compromised by malware or spyware, or you may be experiencing a denial-of-service attack.

Safe computing!

Information provided by the US-Cert Cyber Security