Email Safety: Sending and Receiving

Email is not safe nor confidential.   Anything send via email can easily be intercepted and read online.  Not by individuals reading everyone’s emails, but automatic programs that scan the web (bots) for sentitive information they can exploit.  (That’s why you often need to prove your not a robot when entering your password.)  Here in Massachusetts we do have data security protection laws that you should be aware of, click here for more info.

Here are some tips to keep you emailing safetly.

Safety in Receiving Emails:

  • Use a strong email password.
  • Use two-factor authentication.
  • Look out for “Phishing Emails”  Do not click links, go directly to account website via browser.
  • Don’t open attachments without scanning them first.
  • Never access emails from public WiFi.
  • Change your password as often as possible.
  • Be careful with the devices you use.

 

Safety in Sending Emails:

  • Do not send confidential information!  I can’t emphasize this enough!!!
  • In MA, state law is that you can not send a persons Name & Address along with an account number, credit card or SS# via unencrypted email.
  • Do not resend the same email and/or subject line.  You will look like spam and could be blacklisted from some email servers.
  • Use pertient subject lines.
  • Do not send account username and password in the same email.

 

Online Safety and Passwords

We are all online, almost all the time now!   And we are relying on technology for everything from grocery shopping to zooming for work, church and school, remotely!  Thank goodness for technology!   My biggest concern for my clients are keeping their passwords safe and secure!  They are the keys to your online identity!

Unfortunately, I have seen a rise in clients having their email accounts breached.  Below is information about setting up strong, passwords and using 2 step verification for your key account(s).

Passwords, the bane of our online existence, are necessary to keep you safe.

  • Do not use the same password for various accounts
  • Never use the easiest most obvious passwords, such as password, secret, 1234
  • Create a system (I’ve outline 3 below) to assign similar yet unique passwords that you can remember.

 

 

 

 

 

Password system 1

Use an acronym of a favorite saying or your kids’ initials; add a unique identifier for whatever website its for, a favorite number, the current year and a symbol.

This Too Shall Pass = Ttsp

Facebook            = fb

Year of first born             = 1989

Current year = 2021

the exclamation symbol above the number 1

Ttspfb19892021!

Password system2

Use 4 random, four character words with a number and symbol added such as:

Treecatslampfine2021!

 

Password System 3

Use a familiar name, like your pet’s, but substitute numbers for vowels, add the year and a symbol, mix up where you use an uppercase letter.

My dog is named Waffles, you may have seen her in our Holiday Cards!

W@ff3S2021!

Use 2-Step authentication – this should be used on your main email account.

Your email account holds all the information a hacker needs hack into your sensitive accounts, like your bank!

2 step means adding a second verification source such as your cell phone (best) or a second email account before you can log into your account (even with the correct password).

Security settings on most accounts email allow you to add your phone or another email address for 2-Step Verification.

Check under account security or privacy if 2-step is not offered to you.  This is especially important on Comcast email accounts.

Step 1 is to log onto with your username and password

Step 2 is a code is sent to your phone or the email address.  The code is only good for  limited amount of time.

An important fact to keep in mind –Email is not secure or private!

Every email sent and received can be scanned for content and used against you.     None of the Federal laws that ensure privacy of your U.S. Postage items apply to email.

Never send *confidential information via email.  In Massachusetts it is against the law to send confidential information without encryption.  

*Confidential = including but not limited to your:

  • Name, Address and any account #
  • Wire Instructions
  • Credit Card or Bank Account numbers

If you must share password information with someone its safer to send it via text

or if you must via email send the username and password in 2 separate emails.

Emailing Confidential Information:

If you need to share highly confidential information like a financial statement or SS# you can use a free email account at www.protonmail.com – as it will be encrypted (unreadable) your email information.

I hope this information helps keep you safe!

For questions, more information or help with your passwords, please email me @ [email protected]

 

 

 

 

 

 

 

 

Phone: 508-771-7940
Email: [email protected]

Hours:
Monday – Friday, 9 am – 5 pm

Small Office Computer Support
P.O. Box 4
West Hyannisport, MA 02672

It’s Time to Ditch Windows 7!

Yes time is running out….Microsoft has announced the end of life for Windows7 will be January 2020. They will no longer send out security updates and upgrades for free.  For the 1st time ever if  you want to continue on Windows 7 they will charge you to keep it safe! So that means it’s time to jump into Windows 10, here are your options!
  • If you purchased a new computer with the last 3 – 5 years we can upgrade it to Windows10.     Please note the windows10 software is available for free still!
  • A new computer that already runs Windows 10. Currently it’s a great to time to buy, costs are down!
What if you can’t upgrade??? Some of my clients operate dated software that may not function on Windows10, No worries, I have a workaround!  Please be in touch so that we can take the computer off line by 2020 and allow you to continue to access the older program/data. Cost prohibited?  There are many bargains and certified refurbished PCs available at a fraction of the cost of a brand new computer.  Here’s what is currently on Sale at Dell. Just don’t wait to upgrade as options tend to disappear or become more costly closer to the end of life date. Please contact me directly, 508-771-7940 or [email protected] to discuss options and scheduling!        

Viruses, Adware, and Malware – Oh My!

One of the biggest questions I get is “How can I still get a virus if I’m running antivirus???!!”!

Firstly often it is not a virus, per se, but malware, adware or tracking software that is slowing you down.  Also,  hackers, those that create these nasty programs, are constantly look for ways around every safety mechanisms you put in place and/or to exploit vulnerabilities – it’s what they do, why I don’t know! J

So a couple of ways they work around Antivirus Protection is:

  • Whenever you are online temporary files are dropped onto your PC, it’s how the internet works, so those innocently looking text files are ignored by your anti-virus – but some of them are just malware, adware or viruses in disguised. After it’s dropped as a temporary file it will change into a virus, malware or tracking software!     Often they are using the resources of your PC to track your online activity and send you Junk email!
  • Sometimes you can get it by trying downloading software you need.
  • Email, clicking on an attachment in an email is still another way you can get bad viruses! It’s especially bad as by clicking on the attachment is giving the virus permission to run on your computer.

What can you do?:

  • Know what antivirus program you are using and allow it to update and scan.
  • If your antivirus program pops up and warns you of danger while online, x out of website.
  • Run malwarebytes anti-malware
  • Have your computer maintenance done by a professional on a routine, regular basis.

To Upgrade or Not to Upgrade – Windows10, that is the question!

I have high hopes for Windows 10 as Microsoft has had a pattern of every other Operating System being a good one!  But I still stand by my decades’ long mantra:  The leading edge can be the bleeding edge!

So my short answer is yes, but wait!  It’s best to let the new technology hit the streets to see if there are problems first (let someone else find them!) and then if you need the upgrade, do the upgrade.  So my recommendation is; if you have Windows8, plan on doing the upgrade to Windows10 sooner rather than later.  If you have Windows7 don’t do the upgrade!  Windows 7 is stable and easy; in other words, if it’s not broke, don’t fix it! 🙂