Email Security

In addition to the other IT upgrades in progress, we have been focusing on email security.  We have made a few changes in the last few days, and are planning a few more to come.

Quarantine Mail

Some of you may have notice an email in your inbox this morning from quarantine@messaging.microsoft.com.  The email contains a list of emails that were blocked from your inbox, and gives you the opportunity to download any emails you wish to receive.

Until very recently, we did not block any email that was addressed to you.  This email is a result of recent changes.  We implemented this feature to reduce the amount of spam and other unwanted email that arrives in your inbox each day.  The quarantine email is a daily summary of the email that we are blocking.  You only receive one email each day rather than receiving perhaps dozens of spam emails over the course of the day.

This will not block all spam, but hopefully reduces the amount that you receive.  Note that some mail is delivered to your mailbox and is diverted to your junk mail folder.  You may want to check that folder from time to time as well.

Encrypted Mail

Another feature recently added is the ability to send secure encrypted messages.  All internal mail is already encrypted.  But when you send to an outside party, email must necessarily be unencrypted in order for the recipient to be able to access it.

The firm now offers an option to send emails and attachments in a more secure way.  If you type  "securemail" or "#securemail" into the subject or text of an email, the recipient will receive a notices that says:

"You've received an encrypted message from [sender] To view your message Save and open the attachment (message.html), and follow the instructions. Sign in using the following email address [recipent's address]."

The email contains an attachment called "message.html" which the recipient must download and open.  It contains a message:

"Encrypted message
From [sender]
To [recipient]
To view the message, sign in with a Microsoft account, your work or school account, or use a one-time passcode."

If the recipient is already a Microsoft user, he/she can log in and access the text of your email and any attachments.  If not, the recipient can request a temporary pass code which is sent as a second email from Microsoft.  The recipient can use that code to access the content of your email.

If this sounds like a number of extra steps for the recipient, it is.  You may also get calls from recipients saying that this email looks suspicious to them.  Many hackers send similar emails to get users to download suspicious html files and open them on their computers.

Despite these concerns, you should use the secure mail option for any emails that contain private information.  This can include personally identifiable information (PII) such as birth dates or Social Security Numbers.  It would also include any medical records protected under HIPAA.

Box Links

If you want to get confidential information to someone outside the office, and do not want to go through the securemail option, there is another option available to you, at least for the offices that have already converted to Box.  Instead of attaching a file containing private information to an email, you can upload the document to Box.  Then, send an email to the recipient with a link to the document on Box.  The recipient can click on that link and download the information over an encrypted connection.

Multi-factor Authentication

Another feature that is coming soon is multi-factor authentication (MFA) also sometimes called Two-factor authentication (2FA).  We are implementing this because of the ever increasing number of hacker attacks on our email accounts.   With this implemented, a hacker cannot access your email, even if he/she knows your password.  Once you enter your email and password, you will be asked to enter a separate code, that is texted to your smart phone.

Once you have authenticated your computer or other device, you will not need to go through the process again, at least for a period of time, after which we may reauthenticate your device.

Again, it is an extra step, but one that is needed to provide the firm with better security.  We have not implemented MFA yet.  We are still working out a few details.  I wanted to let everyone know that it is coming soon.

Handling Suspicous Mail

In our ongoing efforts to protect our network and our client data, we have created a special email where you can send any suspicious emails  that you receive.  If you get anything that looks suspicious, please forward it to spam@margolisedelstein.com.  Do not open any attachments or reply to the sender.  Just forward the email for our evaluation and testing.  It is important that you do not attempt to act on the message yourself.  Hacking attempts via email are becoming more sophisticated every day.  If you have the slightest doubt, suspicion, question or hunch about an email, please forward it to the spam@margolisedelstein.com address for evaluation.

Junk Mail

The move to Microsoft Exchange for Email means that we are now using Microsoft's anti-spam filter instead of Google's filter.  You may find that spam sorting is different from the one to which you grew accustomed.

Junk Mail Folder

First, Google had a folder called "spam."  Outlook calls the folder "junk mail." In each case, our provider attempts to discern what mail is unwanted and what mail you want to see.  At the post office level, we have the ability to set how aggressive we want Microsoft to be in filtering out spam.  We have the setting default to "low" meaning you are likely to see some spam in your inbox, but less likely to get a valid email incorrectly sent to your junk mail folder.  Even so, you may want to check your junk email folder from time to time to make sure you do not miss anything important.

Just like Google did with its spam folder, Microsoft holds junk mail in that folder for 30 days, then deletes it.  So you do not need to worry about manually deleting the messages there.  You should, however, check it regularly to make sure something important does not disappear.

Junk in Inbox

Inevitably, some mail that arrives in your inbox is going to be junk.  When you get such a message, rather than simply deleting it, mark it as "junk".  This helps Microsoft determine what is junk and what is not.  You have the option in Outlook to block a sender or an entire domain.  You can also opt never to block a certain sender, assuring such messages will always arrive in your inbox.

Focused Mail

Beyond messages sent to junk mail, Outlook attempts to discern between important and unimportant mail that goes to your inbox.  It calls important mail "focused" and less important mail "other".   You should see a tab for each category at the top of your inbox.  "Other" mail does not quite meet the classifications for "junk" status, but that Microsoft's AI considers less important or uninteresting for you.

Depending on how you are viewing your mail (via Outlook, Outlook Online, or the Outlook App on your phone or tablet), you may find these two groups mixed together.  On each of your devices you have the ability to turn on or off focused view.  If off, everything simply shows up in your inbox.  If on, less important mail fails in the "other" tab and you are not given an alert when it arrives.  You can make different choices on different devices.

Introduction to IOS 11

This week, Apple has been rolling out IOS 11 to its iPhone and iPad users.  If you have not already,  you will probably get a notice on your device soon that it is time to upgrade.

While it is not urgent, we recommend you upload your iPhones and iPads to the latest OS, both firm devices and your personal ones.  It ensures you have the most current security measures, and also can take advantage of new features.  At some point, your device will start haranguing you to implement the update.  But if you want to do it on your own time schedule, just go into "Settings" then "General" the "Software Update."  Your device should either tell you it has already downloaded the files and would you like to proceed, or you may be asked to download the setup files prior to update.

A few things to consider when downloading the update: Especially if you do not have the setup files downloaded already, the download may take hours.  I strongly recommend being on Wifi for the download, not only to save time, but because downloading over LTE will use about 2 GB, which costs the firm about $20 on our data plan.  If your drive is nearly full, you may need to clear out some space before you can download the large setup files.

Because of the time it takes, you may want to run the upgrade over the weekend while you are at home on your home Wifi. Do it at a time you know you will have a few hours when you do not need your device.  I also recommend doing when you have your device connected to a charger so that the battery does not fail in the middle of the upgrade.  You will need to know your Apple ID and password to restart your phone after the upgrade.  Make sure you know it before you start the upgrade.

Once installed, one of the first things you may notice is the file folder icon added to the bottom of your screen.  This is the new file explorer, something Windows and Android users have enjoyed for years but which is new to Apple.  You can not only explore your local drive but can connect to cloud storage, including Box.

Also, you should notice an improved dictation service.  You can use the microphone on the pop up keyboard to dictate text into just about any app.  If you use handwriting in Apple Notes, the new IOS can use word recognition to identify your handwritten words.

Apple has improved the ability to cut and paste, move text between documents or move documents between applications.

For more details on the changes, you may want to read this article on macromors.com.

Moving Your Contacts and Calendars from Google to Exchange

Our migration tool should have brought over your Google Contacts and Calendar information.  If it did not, you can export this information manually from Google and import it into your Microsoft account.  Below are step by step instructions:

Contacts

1. Export from Google by opening Gmail 
2. Click on your contacts in the left column below the ME logo.
3. In Contacts, click on "More" which is at the top of your contacts list.
4. From there, click on "export"
5. This should bring up an Export box, like the one shown here.
6. You can select all contacts, or select specific ones you want to move.
7. Make sure to select your format as "Outlook CSV format"
8. Click on the "export button.

Import into Outlook

1. Open MS Outlook
2. Click on "File"
3. Click on "Open & Export" 
4. Click on "Import/Export"
5. Select "Import from another program or file" and hit "next"
6. Choose "Comma Separated Value (CSV) and hit next.
7. Select the CSV file you just created (it's probably in your "downloads" folder).
8. I recommend selecting the option to replace duplicates with items imported and hit "next."
9. Select your contacts at the destination and "next"
10. Hit "finish"

Calendar 

Export from Google:

1. Open your Google Account again and open calendar
2. Click on the Gear in the upper right hand corner and select "settings"
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
3. Click on the calendars tab, then select the calendar you want to export.
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
4. Click on "export this calendar"
   
   
   
   
   
   
   
   
   
   
   
5. This will download the calendar into a zip file.
6. You will want to open the zip file and extract it to save on your computer.
   
   

Import into Outlook

1. The first part of these instructions are the same as importing the contacts above, Open Outlook again and go to "file"
2. Click on "Open & Export" 
3. Click on "Import/Export"
4. Select "Import an icalendar (.ics)" and hit "next"
5. Select the ICS file you downloaded from Google and unzipped.
6. Typically, you would import this into your existing calendar.
   

Picking Teams

One of the expressed goals for the firm this year has been to encourage everyone to use an email alternative.  The firm would like to cut down on the use of email for internal communications.

As part of the move from Google Mail to Microsoft Exchange, we are transitioning from more than just mail.  Many other Google features that had been available to us have similar features in the Microsoft universe.

Some of you may have been using Google Hangouts, a program that permits instant messaging and chat between users.  Many find it much faster and conducive to a back and forth discussion than email.  We are leaving Google Hangouts behind, and are replacing it with Microsoft Teams.

Everyone's Office 365 account now includes Teams.  Like most Microsoft applications, you can access a web version through your Office 365 portal, or directly via the website:  https://teams.microsoft.com.  There is also a free program you can download to your Windows computer, or Apps available for your Apple or Android devices.

Regardless of how you access teams, you have the ability to create and continue group chats with multiple people, or simply start a one on one chat with someone else.

The firm plans to make a bigger push to use Teams this fall, and plans to integrate it with FileVine early next year.  If you want to get a jump on things, you may want to start using Teams now and get used to its features.  The expectation is that this will become the primary vehicle for all in-office communications.

Google Drive

Now that the firm has retired Gmail, we are also leaving  all the other features included in Google's G Suite.  Aside from email, the most commonly used feature is Google Drive.

The firm has determined that it will NOT be converting the contents of Google Drive to Box.  Too many people have too much junk in Drive that is not necessary to bring into Box.

That said, if you have information in Google Drive that you want to save, you have several options.  First, if you only have a small number of files, you can download them yourself.  You can download a file for older from your Google Drive and convert it to Microsoft format if currently in Google format.  This will allow you to continue to work on the documents using another program.

If you are using Google Drive (which includes Google Docs, Google Sheets, and Google Slides) to extensively to download a few documents yourself, Google also offers an option called Google Takeout.

Takeout allows you to download the entire contents of your Google Drive, or select features.  It will also convert your Google files to a convenient format.  If you want to use Takeout, do the following:

1. Go to https://takeout.google.com/settings/takeout
2. Click on "Select None" to turn off all the various Google features.  
3. Scroll down to Google Drive and select only that category.
4. If you don't want to download everything, click on "all files" and then on "select files and folders".  Check only those folders you want to download.
5. Scroll to the bottom and hit "next"
6. You then have the option to select different save formats.  The default "zip" is probably best.  You can also create a maximum size.  I recommend selecting a very large size.  This will ensure everything goes into one download file instead of multiple ones.  
7. Click on "start download"
8. Depending on how many files you have selected, Drive can take minutes or hours to complete. When it has created the download file, you will get an email with a link.  Use that link to download your files.
9. That should be it for now.  Save that zip file in a safe place.  You can open it if you need to use any of the files now.  Otherwise, hang onto it until you go live on Box.com.  Then, you can upload the files into Box.

Of course, if you need assistance, contact the help desk.  We are a little overwhelmed these days, but if you send us an email, we will get your request on our task list and get to you as soon as possible.

Please do not put off this task for too long.  When Google shuts down, we will no longer have access to this data and will not be able to retrieve it.  Google will only remain available for a few more weeks.  It will be going away before most of our offices are up and running in Box.  That is why it is important to save the documents locally before we can make them available to you in Box.

New Email - TONIGHT!

For the last few weeks, we have been migrating copies of all your Google mail to Microsoft's Exchange Online.  Over the weekend we completed all of the initial migrations.  As a result, the firm is planning to move to Exchange tonight (Mon. Aug. 28) at 7:00 PM.

What Will Happen

At present, all of your mail is in two places: both in your Google mailbox and your Exchange mailbox.  This evening at 7PM, we will perform a final synchronization of the two mailboxes.

At the same time, I will change the MX records with our DNS provider. In plain English, that means that I am telling the entire internet that if they send an email anyone using the margolisedelstein.com domain, that mail should go to Microsoft rather than Google.  The sync will continue running all night, just in case an email still gets sent to Google.

There should be no interruption in email service.  Any incoming mail should get sent either to Google or Microsoft depending on when it hits the system.  You can send messages from Google up until 7PM and can begin sending messages from Microsoft at 7PM and after.

Configuring your PC

If you have run Outlook Assistant on the computer where you have Outlook installed, it should migrate your account automatically.  You can simply continue using it.  The Assistant should also bring over any personalized settings you made in Outlook.

Our migration consultant recommends leaving Outlook turned on tonight during the migration. However, if you don't have it on for some reason, it's not going to be a problem.  You just may have to wait a few minutes as Outlook Assistant makes the adjustment the next time you open Outlook.

The firm would like everyone to use the Outlook client for email.  Outlook already installed on your computer when you downloaded Office 365.  If you have not installed Office 365, you really need to do that TODAY.  If you have not yet used Outlook, I recommend waiting until tomorrow to configure it.  You can simply start it as a new account using Microsoft Exchange.

If Outlook Assistant does not work, or you have no existing account, and you need to configure Outlook yourself.  It should be very simple.  Simply create a new user in Outlook.  You are connecting to Microsoft Exchange Online.  Your login name is your email address.  Your password is your Office 365 password.

Configuring Mobile Devices

If you have an Android or Apple phone or tablet, the firm recommends you use the Microsoft Outlook App for your mail going forward.  To set that up, simply enter your email address and Office 365 password when prompted.

If you have a Gmail app that you are no longer using, or any other mail program on your device, you may want to delete it to avoid confusion.

Checking Mail Online

If you like to check mail online, you can always do so through your Office 365 account.  You can also go directly to http://outlook.office365.com and sign in there.

Other Configurations

In addition to email, your labels should come over as folders and keep everything filed as you had it before.  Your contacts will also come over, though they may not show up in autocomplete.  Your calendars will also migrate.

There are a few things that may not come over correctly and that you may need to set up again.  While calendars will come over, any calendar sharing you had set up will not.  You will need to share your calendars again with anyone you want to have access.  Also, if you crated and filters to handle the automatic disposition of emails coming into your mailbox, you may need to recreate those again.  If you used any third party tools to share folders or perform other functions, they may no longer be available at all.

If you had links to Google Drive documents, either in emails or calendar items, they will only work until Google Drive goes down in late September.

Your Old Google Account

Your account at Google will remain up and running for a few weeks.  The purpose of this is to give you time to make sure everything migrated correctly, and that you have cleared off everything from the old account before it goes dark.

Your old email will continue to be there, but you should not use it after 7PM tonight.  If you send an email or make any changes to that system after the migration is complete, you will lose all those emails or settings changes.  You must start using Microsoft's mail at 7PM tonight and thereafter.