What Is E-Waste? 

Electronic waste (e-waste) refers to any electronic device that has reached the end of its useful life and is discarded. This can include everything from obsolete computers, servers and mobile phones to outdated office equipment like printers, photocopiers and even light bulbs.  

The improper disposal of e-waste poses severe environmental and health risks. Many electronic devices contain toxic substances such as lead, mercury, and cadmium which can leach into the soil and water, causing long-term environmental damage. Also, when e-waste is burned or improperly handled, harmful chemicals can be released into the air, posing a threat to human health.  

The sheer volume of e-waste (combined with its hazardous nature) underscores the importance of proper disposal methods and the need for businesses to take proactive steps in managing their electronic waste. 

How Much E-Waste Is There? 

With the relentless pace of technological advancement, global e-waste generation continues to grow at an alarming rate. In 2023, the world produced approximately 63.3 million tonnes of e-waste. This actually represents a slight increase from the 62 million tonnes generated in 2022. This trend indicates that e-waste is increasing by about 2.6 million tonnes annually and it is projected to reach around 82 million tonnes by 2030! 

The UK alone produces approximately 24.9kg of e-waste per person each year, which is significantly higher than the European Union average. 

How UK Businesses Can Dispose of E-Waste 

Understanding and managing e-waste is not just an environmental responsibility but also an opportunity to enhance sustainability credentials and ensure compliance with regulations. 

Currently, e-waste can be disposed of in several ways, but the most common methods include recycling, landfill, and informal disposal. 

In the UK, however, businesses are legally required to dispose of their e-waste in a manner that complies with the Waste Electrical and Electronic Equipment (WEEE) Regulations. Here’s how this process typically happens: 

Assessment and Collection 

Businesses first need to assess their electronic waste to determine whether it can be refurbished or if it should be recycled. Items that are still functional can be donated, sold, or refurbished. 

For items that need to be disposed of, businesses can arrange for collection by authorised waste carriers. Many IT Asset Disposition (ITAD) companies offer services that include secure data destruction, collection, and responsible recycling of e-waste. 

Examples of well-known IT Asset Disposition (ITAD) companies include: 

– Sims Lifecycle Services (SLS) – One of the largest ITAD providers globally, with significant operations in the UK. 

– Restore Technology – Part of the Restore Group and a leading UK ITAD company offering a full suite of services for IT asset disposal. 

– Stone Group – A UK-based ITAD provider that focuses on providing sustainable IT asset management solutions. 

– Tier 1 – A UK-based ITAD company with a strong reputation for providing secure and compliant IT asset disposal services. 

These are just a selection of some of the bigger names – there are, of course, many more ITAD companies for businesses to choose from. 

Data Destruction 

Before any disposal, however, it is crucial for businesses to ensure that all data on electronic devices is securely erased to prevent data breaches. This is often done by ITAD companies that specialise in secure data destruction, providing certification for the process. 

Recycling 

Collected e-waste is then transported to authorised recycling facilities. These facilities are equipped to safely dismantle electronics, recovering valuable materials such as metals and plastics. The WEEE Regulations require businesses to ensure that their e-waste is sent to facilities that meet environmental standards. 

Some e-waste is exported for recycling under strict regulatory controls, though this is less common due to concerns about environmental and health impacts in destination countries. 

Documentation and Compliance 

In the UK, businesses are legally required to dispose of e-waste through authorised channels under the Waste Electrical and Electronic Equipment (WEEE) Directive. This directive ensures that e-waste is properly collected, treated, and recycled, thereby reducing the amount that ends up in landfills. 

This means that UK businesses must maintain records of their e-waste disposal to demonstrate compliance with WEEE regulations. This includes documenting the amount and type of e-waste, the method of disposal, and the recycling outcomes. These records are crucial for regulatory audits and to ensure legal compliance. However, compliance can be complex, and as such, many businesses may still be inadvertently contributing to the problem through improper disposal practices. 

Reuse and Refurbishment 

An increasing number of businesses opt to refurbish and reuse electronic equipment instead of disposing of it. This not only reduces waste but also cuts costs and supports sustainability goals. Reused and refurbished equipment is often sold or donated, extending the lifecycle of electronic devices. Examples of UK companies offering refurbishment include: 

– Envirofone. This UK company focuses on the refurbishment of mobile phones and tablets. They purchase old or unwanted devices, refurbish them to ensure they are in good working condition, and resell them to consumers. 

– The Phone Co-op. Part of the Midcounties Co-operative, it offers refurbished mobile phones as part of its sustainability initiatives. 

– Techbuyer. A global leader in the refurbishment and resale of data centre equipment, including servers, storage, and networking devices, Techbuyer purchase used IT hardware, refurbish it (to a high standard), and then sell it with warranties. 

These are just a few examples, there are many more – the point is that by following these (compliant) steps, UK businesses can manage their e-waste responsibly, thereby minimising environmental impact and ensuring compliance with national regulations 

Recycling 

Recycling is the most environmentally responsible option, allowing for the recovery of valuable materials such as gold, silver, and copper. These materials can then be reused in the production of new electronic devices, reducing the need for mining, and conserving natural resources. For example, it’s estimated that one million mobile phones can yield 35,274 pounds of copper, 772 pounds of silver, and 75 pounds of gold! 

Only 20 Per Cent Is Recycled 

Unfortunately, despite the potential benefits of recycling, only about 20 per cent of global e-waste is formally recycled. The rest often ends up in landfills or is sent to developing countries where it is informally recycled. This informal recycling often involves dangerous practices, such as burning circuit boards to extract metals, which expose workers to toxic fumes and result in severe environmental pollution. 

What Happens to E-Waste After Disposal? 

Once e-waste is disposed of, its journey depends largely on how it has been processed. In cases where e-waste is correctly recycled, it is typically collected by waste management companies that specialise in electronic waste. These companies sort, dismantle, and process the waste to recover valuable materials. Metals like gold, silver, and copper are extracted and sold back into the market, while other components, such as plastics and glass, are recycled for use in other products. 

However, not all e-waste is managed so responsibly. E-waste that ends up in landfills can leach harmful chemicals into the environment, contaminating soil and water supplies. Furthermore, e-waste sent to developing countries for informal recycling often results in significant environmental and health risks due to unsafe processing practices, as mentioned.

The Circular Economy 

On the other hand, e-waste that is properly recycled can play a vital role in creating a circular economy. By reintroducing valuable materials back into the production cycle, businesses can help reduce the demand for new resources, minimise environmental impact, and support sustainable development. For example, initiatives like the Royal Mint’s partnership with Excir, a Canadian start-up, aim to recover precious metals from e-waste, demonstrating how innovative approaches can turn waste into valuable resources. 

Initiatives and Strategies to Reduce E-Waste 

The growing e-waste crisis has prompted a variety of initiatives and strategies aimed at reducing the amount of electronic waste generated and improving its disposal. These include: 

– Government and regulatory initiatives. In the UK, the WEEE Directive has been instrumental in shaping how businesses handle e-waste. This legislation mandates that producers and importers of electronic goods are responsible for financing the collection, treatment, and recycling of e-waste. Also, the EU’s Circular Economy Action Plan promotes sustainable product design and resource efficiency, aiming to reduce waste generation and enhance recycling efforts across the continent. 

– Corporate responsibility and business Initiatives. Businesses are increasingly recognising the importance of responsible e-waste management, not only as a regulatory requirement but also as part of their corporate social responsibility (CSR) programmes. As mentioned earlier, many companies now partner with IT asset disposition (ITAD) services, which specialise in the secure and environmentally friendly disposal of electronic assets. These services ensure that e-waste is handled in a way that maximises value recovery and minimises environmental impact. 

– Technological and industry innovations. Technological advancements are also playing a crucial role in reducing e-waste. For instance, the Royal Mint’s innovative approach to recovering gold from circuit boards is just one example of how technology can help tackle the e-waste problem. Other innovations include the development of ‘device-as-a-service’ models, which encourage businesses to lease rather than purchase electronic devices, thereby reducing the need for frequent upgrades and disposals. 

– Consumer and employee engagement. Engaging both consumers and employees in e-waste reduction efforts is essential. Businesses can run awareness campaigns to educate their staff about the importance of proper e-waste disposal and encourage responsible practices, such as returning old devices for recycling. Also, promoting the use of refurbished or second-hand electronics can help reduce the overall demand for new devices, thereby decreasing e-waste generation. 

Looking Ahead – The Future of E-Waste Management 

The future of e-waste management is likely to be shaped by a combination of regulatory pressures, technological innovations, and a growing awareness of the environmental impact of electronic waste.  

The ‘right to repair’ movement, for instance, is gaining traction and could significantly extend the lifecycle of electronic devices, reducing the need for frequent replacements and cutting down on e-waste. For example, in 2021, Apple launched its Self-Service Repair program and expanded its Independent Repair Provider (IRP) program globally. 

Also, as the circular economy concept becomes more mainstream, businesses will increasingly be expected to adopt practices that minimise waste and maximise resource efficiency.  As sustainability becomes a critical factor in business operations, companies that proactively address e-waste management will be better positioned to meet regulatory requirements, reduce costs, and enhance their reputation. 

What Does This Mean For Your Business? 

For UK businesses, addressing e-waste properly isn’t just a matter of regulatory compliance, but is also a critical component of a broader sustainability strategy that can offer significant benefits beyond simply meeting legal requirements. Effective e-waste management has the potential to reduce your company’s environmental impact, recover valuable materials, and strengthen your reputation as a responsible corporate citizen. 

In today’s business landscape, stakeholders (ranging from customers to investors) are increasingly aware of the need for sustainability. By adopting robust e-waste management practices, such as partnering with IT Asset Disposition (ITAD) companies or implementing internal recycling programmes, your business can demonstrate a strong commitment to environmental responsibility. This can enhance your brand’s reputation, making it more attractive to eco-conscious consumers and partners.

Responsibly managing e-waste can also unlock financial benefits. For example, by refurbishing and reusing electronic devices, businesses can extend the lifecycle of their IT assets, reducing the need for frequent replacements. Also, ITAD companies often help recover valuable materials like metals from old electronics, which can be resold or reused within your organisation. This not only reduces costs but also contributes to a circular economy, where resources are continuously repurposed rather than discarded.

Staying ahead of regulatory requirements is, of course, important for avoiding fines and ensuring smooth operations. The UK’s Waste Electrical and Electronic Equipment (WEEE) Regulations require businesses to handle e-waste responsibly. By proactively managing e-waste, your business can avoid the risks associated with non-compliance, such as legal penalties or damage to your corporate reputation. Moreover, being compliant also means that your business is contributing to national and global efforts to reduce environmental harm.

Also, as more businesses adopt sustainability practices, those that do not may even find themselves at a competitive disadvantage. By effectively managing e-waste, your business can differentiate itself from competitors who may not be as proactive in their environmental efforts. This can be particularly important when bidding for contracts or partnering with organisations that prioritise sustainability in their supply chain. 

Managing e-waste can also drive innovation within your business. For example, exploring new technologies or business models that reduce e-waste, such as device-as-a-service (DaaS) models or leasing arrangements, can open up new revenue streams and enhance your operational efficiency. Additionally, participating in e-waste recycling or refurbishment initiatives can foster partnerships with other organisations, leading to collaborative opportunities that support business growth. 

The post Essentials Explained : Getting Rid of e-Waste appeared first on Mear Technology.

Why Worry? 

Holidays are essential for employee well-being and morale, providing a much-needed break and an opportunity to recharge. However, when staff-members take time off, it can create gaps in your business operations, potentially leading to significant issues if not properly managed. The absence of key personnel can disrupt daily operations, leaving critical tasks unattended and increasing the risk of errors and delays. 

Identifying Key Risks 

The first step in protecting your business during holiday periods is to identify the key risks that could disrupt operations, to enable you to make a plan to mitigate those risks. For example, these key risks include: 

– Operational disruption. When critical staff members are away, daily operations can be significantly impacted. For example, IT support, finance, and management roles are essential to maintaining the flow of business activities. If these roles are not adequately covered, it can lead to delays and inefficiencies. 

– Security vulnerabilities. This is another significant risk because during holidays, businesses often experience an increased risk of cyber-attacks due to reduced staff vigilance. Cybercriminals are aware that businesses may be understaffed and see this as an opportunity to exploit vulnerabilities. For example, in the US, The FBI and Cybersecurity & Infrastructure Security Agency (CISA) have observed that attackers often target holidays for ransomware attacks, as network defenders and IT support teams are typically at limited capacity during these times. Also, physical security can become compromised with fewer employees on-site, making it easier for unauthorised individuals to gain access. 

– Communication breakdowns are another common issue. Maintaining effective communication when key staff are on holiday can be challenging. This can impact customer service and internal coordination, leading to misunderstandings and delays in response times.  

– Compliance risks. The absence of key personnel responsible for regulatory compliance can lead to lapses in adhering to legal requirements, such as GDPR. This can result in data breaches and significant fines. 

– Loss of institutional knowledge. When experienced staff members are on holiday, the temporary loss of their expertise can hinder problem-solving and decision-making processes. This can slow down projects and affect the quality of work. 

It is therefore essential to have a plan in place to ensure that communication channels remain open and efficient. 

Planning Ahead 

To mitigate these risks, proactive planning is essential. For example, this should include creating a holiday schedule well in advance that allows you to manage and track staff leave effectively. There are various tools and techniques available to help with this, such as scheduling software and shared calendars. By planning ahead, you can ensure that there is adequate coverage for critical roles and that no single department is left short-staffed. Other measures you can take include: 

– Cross-training employees is another effective strategy. By training staff to cover for each other, you can ensure that essential tasks are still completed even when key personnel are away. Implementing cross-training programs can be done through job rotation, shadowing, and formal training sessions. This not only helps during holiday periods but also improves overall team flexibility and resilience. 

– Documenting processes and responsibilities is crucial for ensuring business continuity. Having clear manuals and guides for temporary staff or colleagues who are stepping in can make a significant difference. These documents should detail the essential tasks, procedures, and contact information needed to perform the role effectively. This reduces the learning curve and ensures that critical processes continue smoothly. 

– Implementing automated systems and processes where possible. Automation can help maintain consistency and reduce the workload of remaining staff. For example, automated email responses and workflow management tools can ensure that tasks are tracked and completed on time. 

– Establishing clear communication protocols. Define how and when employees should communicate about their availability and who will be responsible for decision-making in their absence. This ensures that everyone is aware of their roles and responsibilities, reducing the chances of confusion and delays. For example, ensuring that employees set up out-of-office messages and provide alternative contacts can help maintain communication with clients and partners. 

– Conducting regular reviews and updates of the holiday coverage plan can also help ensure that things go smoothly. For example, as your business grows and evolves, so too will your staffing needs and operational processes. Regularly updating your plan ensures it remains effective and aligned with your current business requirements. 

By incorporating these strategies into your holiday planning, you can help mitigate the risks associated with staff absences and ensure that your business continues to operate smoothly and securely. 

Enhancing Cyber Security 

Cybersecurity is a major concern during holiday periods, as reduced staff presence can lead to increased vulnerabilities, as mentioned. There are, however, measures you can take to keep your business security strong. These include: 

– Implementing strong access controls. Setting up multi-factor authentication (MFA) and role-based access controls can significantly enhance security. By limiting access to sensitive information during holiday periods, you can reduce the risk of unauthorised access. 

– Regular software updates and patching are also essential to protect against known vulnerabilities. Ensuring that all systems and software are up to date with the latest security patches can prevent many cyber-attacks. Automating updates can help reduce the burden on IT staff (and the chance of human error), ensuring that security is maintained even when your key personnel are away. 

– Continuous monitoring for unusual activities is critical. Setting up monitoring systems to detect and alert you to any suspicious behavior can help you respond quickly to potential threats.  

– Developing and communicating a clear incident response plan can also be a way to ensure that all staff know what to do in case of a security breach, minimising the impact and facilitating a swift recovery. 

Physical Security Measures 

While cybersecurity is crucial, physical security should not be overlooked.  

Securing the premises with physical security measures such as alarms, CCTV, and secure entry points is always a good idea. However, before holiday period, it’s worth ensuring that all security systems are functional and tested because complacency risks unauthorised access and stolen assets. 

Updating access control policies to reflect holiday schedules is another important step. Limiting physical access to sensitive areas within the premises can reduce the risk of security breaches, i.e. ensuring that only authorised personnel have access during these times can prevent potential threats. 

Providing all staff with emergency contact information and establishing clear protocols for emergencies during holidays ensures that everyone knows who to contact and what steps to take if an issue arises. This can help resolve problems quickly and efficiently, minimising disruption. 

Maintaining Effective Communication 

Effective communication is key to maintaining operations during holiday periods. Measures that can help with this include: 

– Setting up automatic replies and email forwarding. This can ensure that communication with clients and partners remains uninterrupted. It’s also worth noting that any automated replies should be changed back when staff return from holidays. For example, it often looms unprofessional to see replies that state that a person is away by communicating a date that has long passed. 

– Informing clients and partners of staff absences and providing alternative contacts can also help with maintaining trust and satisfaction. 

– Using collaboration tools such as Microsoft Teams, Zoom, or Slack can help facilitate seamless communication among staff. Ensuring that these tools are accessible remotely allows staff on holiday to stay informed and participate in critical discussions if necessary. Regular check-ins and updates help keep everyone on the same page and ensure that projects continue to progress smoothly. 

Continuity in Customer Service 

Customer service should not suffer when staff are on holiday. Proactively communicating with customers about staff holidays and providing alternative contacts or support options ensures that their needs are still met. This transparency helps maintain customer trust and satisfaction. 

Although not appropriate or practical for all businesses, for some, hiring temporary staff or contractors to cover critical roles can be an effective solution. Training these temporary staff members to handle specific tasks and responsibilities can ensure that they can perform effectively, and this can help maintain service levels and prevent disruptions. 

Automating customer service through solutions like chatbots can also be beneficial. These systems can handle common queries and issues, providing immediate assistance to customers. Ensuring that these automated systems are well-maintained and monitored ensures that they continue to function correctly and provide value. 

Other Measures 

We’ve looked at many of the key measures you can take to protect the business when staff are away. There are, of course, depending on the nature of the business, other measures that can be taken. These could include: 

– Scheduling IT Audits before holiday periods can help to identify and address any vulnerabilities. This proactive measure can prevent potential breaches. 

– Implementing redundant systems and backup resources (setting up duplicate or additional systems and resources) can help ensure that critical operations can continue smoothly even if primary systems fail, or key staff are unavailable. 

– Developing a succession plan that identifies key employees who can step in and assume leadership roles temporarily can help the decision-making processes remain intact. 

What Does This Mean For Your Business? 

Maintaining security and operational continuity during staff holidays is crucial for the continuity, resilience, and success of your business, as well as for maintaining strong relationships with clients and stakeholders. Identifying key risks, planning ahead, enhancing cybersecurity, implementing physical security measures, maintaining effective communication, and ensuring continuity in customer service are all essential strategies to protect your business from potential disruptions and vulnerabilities. 

Proactive planning and comprehensive strategies are necessary to prepare for staff absences effectively. While existing work pressures and time limitations can make it challenging to finalise plans in time, the cost and risk of neglecting this planning are strong motivators and highlight the critical importance of this effort. 

Also, considering the benefits of a well-prepared business, such as improved resilience, customer satisfaction, and overall operational efficiency, should underscore the importance of setting up proactive employee absence and holiday plans. A well-prepared business is better equipped to handle disruptions, maintain high service levels, and protect its reputation. 

In summary then, protecting your business when key staff members are on holiday requires a multifaceted and proactive approach. By taking the proactive steps identified here (as well as others specific to your particular business or industry), you can ensure that your business remains secure, efficient, and responsive, even during times of reduced staff presence.

With summer upon us, now is the time to evaluate your current practices and plans and take the necessary steps to ensure that the right measures are in place to deal with any staff absence, both during the main holiday periods and throughout the year. This preparation will help safeguard your business against any eventuality, ensuring continued success and stability.

The post Protect Your Business During Staff Holidays appeared first on Mear Technology.

Duet 

Introduced in May this year, Duet AI in the Google Cloud is essentially Google’s answer to Microsoft’s Copilot. Duet is a paid-for, “always on” AI assistant and “collaborator” that is embedded within (and works across) all the Workspace apps including Gmail, Drive, Slides, and Docs, linking them together to provide value-adding synergies. 

The Benefits 

Google says Duet offers a “personalised and intent-driven cloud experience” and that, just as Copilot does with Microsoft’s apps, it provides cohesions of the apps and offers users a more holistic picture of the Google Cloud. Also, being able to ask Duet for help with anything related to Google Cloud’s apps on demand saves time and makes Google Cloud more accessible (and personal) to any type of user at any skill level. 

Examples Of What It Can Do 

Some examples of what Duet can do include: 

– Providing recommendations for building and operating apps with Google Cloud (Codey, one of the models that powers Duet AI has been pre-trained with the necessary code). For example, Duet AI for AppSheet lets users create business applications, connect their data, and build workflows into Google Workspace via natural language, all with no coding required and with users simply needing to describe their needs for apps in a chat guided by AI-powered prompts. 

– Giving code recommendations, generating full functions and code blocks, and identifying vulnerabilities and errors in the code, while suggesting fixes. 

– Creating slides for a presentation from Google Docs or make charts from data in spreadsheets. 

– Writing email responses (Duet is embedded in Gmail), summarising documents, checking grammar, and generating images, e.g. custom visuals in Slides. 

– Summarising long threads in Chat, providing automated meeting summaries in Meet, and allowing users to easily alter sound and visuals in Meet with studio look, studio lighting, and studio sound. Duet can also provide dynamic tiles (a named tile) and face detection for Meet attendees. 

– Giving real-time chat assistance on various topics, e.g. how to use certain cloud services or functions, and giving detailed implementation plans for cloud projects. 

When? 

From May it’s only been available to a limited number of Google Cloud users with others being invited to sign-up via Google Cloud’s AI Trusted Tester Program. However, Google announced on August 29 that Duet AI for Google Workspace is generally available now as a “no-cost trial”. 

How Much? 

Google says, for larger organisations, Duet is priced at $30 per user (on top of the existing Workspace subscription), the same price as Microsoft’s Copilot. 

Will It Really Work? 

Although Google Workspace has 3 billion users and more than 10 million paying customers, Google says Duet has so far been used by just thousands of companies and “more than a million trusted testers”. This means it’s still early days when you compare it to ChatGPT which was released 9 months before and has around 100 million users and had 1.6 billion visits to its site in June. That said, when Copilot was announced back in March, Microsoft said it was only being tested by 20 customers (although these included 8 within Fortune 500 enterprises).

The point is, however, anyone who’s used generative AI knows it can’t be trusted 100 per cent, and sometimes gets things wrong / makes things up so a reality check, the right prompts, and a good period of widespread use (and, therefore, more training) are needed to improve the outputs of AI work assistants like these. It should, however remembered, that Duet is mainly designed and focused specifically on working with Google Clouds apps so, hopefully, it should be relatively reliable.  

Plans For More 

As with Copilot, Google says there’s plans to expand the capabilities of Duet with Google’s Workspace. 

What Does This Mean For Your Business? 

Google’s keen to points out that Duet enables users to “get back to the best parts of their jobs, to the parts that rely on human creativity, ingenuity, and expertise” by simplifying and speeding up the parts that would have taken time trawling through data and manually summarising and putting reports, visuals, and other things together.

Like Copilot, some of the main advantages of Duet are that it allows business users to get more value from the synergies of making more holistic use of many Google apps, i.e. it provides an instant, on-demand, flexible, and effective way to get much more out the most popular apps.

As with Microsoft’s Copilot, businesses using Google’s Duet can save time, be more creative with IT, boost productivity, upskill staff in IT (without spending on training), and get greater and perhaps new insights into their own business and operations.

All this, however, comes at the price of $30 per user which (as with Copilot which is the same price) has been criticised by some for being quite expensive. Since we’re still at the very early stages of businesses trying and using Copilot and now Duet, plus with businesses wanting to protect the source of any competitive advantages, it’s not easy to find any clear information of how much of a boost to productivity and profits either are, so making the decision to take the plunge may be based more on price which (at the moment) may not be particularly attractive. That said, Duet does offer some tempting capabilities and potential benefits to businesses.

The post Featured Article : Google’s Answer To Copilot appeared first on Mear Technology.

• On-premises Exchange to Microsoft 365
• POP3/IMAP/SMTP to Microsoft 365
• Google Suite to Microsoft 365
• Microsoft 365 to Microsoft 365 (Separate out or merge Microsoft 365 tenancies after takeovers. mergers, or splitting of companies)
• Legacy Small Business Servers

Mear Technology help customers migrate to office 365 reducing the challenges and delivering solutions to organisations that have grown up in other environments. Are Technical team will be on hand to assist with the progress. One part of the migration is moving the business emails.

The following article is used to demonstrate the user embarking on the journey of moving to Microsoft 365 with Mear Technology. Mear Technology typically deploys the Migration software as part of our service.

Users only need to enter their primary email address, then click “Submit“

Now the setup will progress through a series of screens (it does not take long!)

The final screen confirms the user is set up and ready for the cutover date. The agent will remain running in the background until the cutover date is reached. Mear Technology will be able to see if the device has registered correctly.

When the cutover date arrives

Ensure staff leave their devices online and logged in (screens can be locked). The assistant will start up and do a scan to ensure that auto-discover issues have been addressed prior to beginning the switchover.

The assistant will then prompt the user they can proceed at a time suitable for them. This will automatically appear when it is ready to reconfigure Outlook.

Users, should close Outlook and then click “Set Up Outlook”. The Assistant will then create a new profile, set it as default and configure it to Office 365.
Important the original profile is untouched and it could be reverted at any time!

Once this is completed the user will be prompted to reopen Outlook. At this point they may need to authenticate but once this is done they can continue to work.

The assistant will then work away in the background migrating any settings from the old mailbox to the new profile. The user can carry on working while this is happening. The length of this process will vary depending on how much data is in outlook, the speed of the machine, and the internet connection.

Once this is all completed the user will see this. At this stage, the assistant has completed.

The post Migrating to Microsoft Office 365 user experience appeared first on Mear Technology.

Outlook has a built in feature which allows users to send mail acting as another user, shared mailbox, or group. This quick guide will introduce the feature, how you can enable it in your outlook and how you can start using it.

What it is

The “Send as” feature does exactly what you think it does – allow you to send mail as another user! This means that you can send mail from any account you have access to without having to sign in or out and switch accounts, you can switch who you send as in just a couple of clicks.

How to enable it

Enabling the feature is simple, so here’s how:

1. Go to your desktop outlook and press “new mail”. You’ll have a new window open with a blank email, and you should see this ribbon along the top:

If you don’t see this ribbon and instead see a smaller version, simply click the arrow at the right of the ribbon and change it to “Classic ribbon”. You should now see the above.

2. Navigate over to the “Options” panel along the top. You should see the following:

3. Simply click “From” and you’re done. You should notice it appears as an option on the screen.

Start using it!

Now that we have it enabled, you can start using it right away. First however, you need to have another account that you can send from. This can be a group or shared mailbox that you have “send as” permission for (check with your admin if you are unsure what your permissions are), another user you’re signed into outlook with on the same profile. You’ll need to add them in first however, but this is simple.

Click “From” and you’ll see that drop-down menu, then click “Other email address”

In my example, I’m adding our helpdesk in. I already have access, so in my case I can just press “OK” and it will add.

As you can see, I’m now sending mail as helpdesk and it’s been saved to that menu. I can switch back to my own email just clicking it, and can delete added addresses by pressing the “X”

And that’s it! You’re all done and can start sending mail using the “Send As” feature.

The post Using Outlook’s ‘Send As’ feature appeared first on Mear Technology.

In most cases, corporate Antivirus had picked up and blocked the encoded malware. 3CX enlisted the help of “Mandiant Consulting” to help diagnose how the vulnerability was injected. on the 20th of April 2023, 3cx and Mandiant released the results of their findings the results are a wake-up call to businesses on the perils of allowing staff to use their own devices.

What happened

A user working on their own device with admin access downloaded some software they thought would be useful. This software had malware embedded in it. The user then signed in to check is email the malware gathered his credentials and shared them with a hacker. They then used these details to connect in to the company’s VPN and gain access behind the firewall as that employee. From there they were then able to use tools to infect both Windows and MacOS build areas.

What can your business do to prevent this type of attack

Prohibit the use of personal devices from logging in to company assets both as an employee handbook/policy and with conditional access policies (Office 365).

Educate. Let your staff know the perils of using their own device and the risk

Admin right. Remove all users’ admin access and review access. General advice the user that is logged in and browsing the internet should not have admin access they should always be prompted to enter a password. This prevents silent/accidental installation of software

Zero Trust application. While painful to set up using a Zero Trust application policy is a great way to help reduce your risk. EDR/XDR provide further enhancements to your security

Role out In Tunes MAM/MDM. MAM – Mobile Application Management and Mobile Device Management, can assist with protecting company assets. MAM allows companies to allow staff to access company resources on personal/BYOD devices in a secure manner via InTune Intune APP provides a secure, containerised solution that enforces encryption, and device pin and checks device health before allowing access to Office 365.

MAM Allows businesses to rollout company resources to personal devices providing the following functions

• Assigning employees mobile apps
• Configuring apps with standard settings
• Controlling and sandboxing the use of corporate data
• Removing corporate data from apps
• Keeping apps updated
• Tracking app usage and reporting on inventory

Conditional Access Policy Licensing Requirements

To enable Conditional Access-based policies, your business needs to have one of the following licenses:

• Azure Active Directory Premium P1 or P2
• Microsoft 365 Business Premium
• Microsoft 365 E3 or E5
• Enterprise Mobility and Security E3 or E5

If you are an educational or government organization, you must use the equivalent “A” or “G” license.

Intune MAM/MDM Licensing Requirements

The following licenses Include Intune Plan 1 which provides access to MAM and MDM

• Microsoft 365 E5
• Microsoft 365 E3
• Enterprise Mobility + Security E5
• Enterprise Mobility + Security E3
• Microsoft 365 Business Premium
• Microsoft 365 F1
• Microsoft 365 F3
• Microsoft 365 Government G5
• Microsoft 365 Government G3
• Microsoft Intune for Education

For Educational licenses

Intune Plan 1 for Education is included in the following licenses:

• Microsoft 365 Education A5
• Microsoft 365 Education A3

What to do next

Speak to one of our Cyber Essentials team. We will start with a basic review of how you are working and then look at how we can help with your particular requirements.

Other information that you may find interesting

The post Why allowing staff to use their own devices is a risk appeared first on Mear Technology.

This issue prevents users from getting the same experience as their colleagues. While there are a few reasons why users can not synchronise their company Sharpoint via OneDrive, we will discuss one particular reason here assuming you have completed general troubleshooting such as ensuring the user has permission to access the Sharepoint Document Library.

This issue is typically caused by a user’s action. When they open SharePoint in the web interface they sometimes click “Add shortcut to My Files” this creates a shortcut link in the user’s OneDrive but also breaks the synchronisation.

Symptoms

One Drive is synced and the user has access to their own Documents in OneDrive but does not see the One Drive Sharepoint Icon or does not see some Folders within this.

Fix

This is identifiable with this icon to resolve the syncing feature simply delete this shortcut by clicking “Remove” either by selecting the link and using the icon at the top of the page (A) or selecting the in-line with the shortcuts you want to remove. Removing the shortcut does not delete the data

For Administrators
How to Disable “Add shortcut to My Files” for your company

If you have SharePoint admin access you can disable this feature for all your users. If you are a Mear Technology Support customer you can simply contact our helpdesk and we will action this for you.

The post Company Sharepoints not Syncing via OneDrive appeared first on Mear Technology.

One major issue with using free public Wi-Fi is that it is often unsecured. This means that anyone on the same network can access and potentially intercept your data. This can include sensitive information such as company financials, personal employee information, and confidential business plans. Hackers can use tools to easily access unsecured networks and steal sensitive information.

Another issue with using free public Wi-Fi is that it is often unreliable. Public Wi-Fi networks can be slow, and the connection may drop frequently. This can make it difficult for employees to complete important tasks and can also lead to frustration and decreased productivity.

Additionally, public Wi-Fi networks are often used by many people, which can lead to crowded networks and increased competition for bandwidth. This can slow down the connection even further and make it difficult for employees to access the information they need.

In order to protect your company’s sensitive information, it is important for employees to avoid using free public Wi-Fi whenever possible. Instead, employees should use a virtual private network (VPN) or a secure, company-provided internet connection to access the internet. This will help to ensure that your company’s sensitive information is protected and that employees are able to work efficiently.

In conclusion, while free public Wi-Fi may seem like a convenient option, it can put your company’s sensitive information at risk. To protect your company’s information, employees should avoid using free public Wi-Fi and use a VPN or a secure, company-provided internet connection instead.

What sort of attacks are used?

There are several types of attacks that can be used to compromise the security of a device or network connected to a public Wi-Fi network. Some of the most common include:

1. Man-in-the-Middle (MitM) Attack: This type of attack occurs when a hacker intercepts the communication between a device and a network. The hacker can then access and steal sensitive information, such as login credentials or financial data.
2. Phishing: This type of attack uses social engineering tactics to trick users into providing sensitive information, such as login credentials or financial data. The attacker can create a fake login page that looks like a legitimate website, and trick users into entering their information.
3. Rogue Access Point: This type of attack involves the creation of a fake wireless access point, designed to look like a legitimate network. Once connected, the attacker can access and steal sensitive information.
4. Sniffing: This type of attack involves the use of software to capture and analyze network traffic. The attacker can use this information to steal sensitive information, such as login credentials or financial data.
5. Malware: This type of attack involves the use of malware, such as viruses or Trojan horses, to gain access to a device or network. Once the malware is installed, the attacker can access and steal sensitive information.

It’s important to note that these are only some examples of the kind of attack that can be used, and new methods are constantly emerging. To prevent these types of attacks, it is important to use a VPN or a secure, company-provided internet connection whenever accessing the internet on public Wi-Fi networks. Additionally, using a reputable security software and keeping it updated, as well as being cautious when giving personal information and following safe browsing habits can also help to mitigate the risk.

How to stay safe on public Wi-Fi

All employees should seek authorisation from their employer on using public wifi. Our advice is to avoid using public wifi.

If you need to use it then there are several steps that can be taken to stay safe when using public Wi-Fi:

1. Use a Virtual Private Network (VPN): A VPN encrypts all of the data that is sent and received over the internet, making it much more difficult for hackers to intercept and steal sensitive information.
2. Avoid accessing sensitive information: If possible, avoid accessing sensitive information, such as financial accounts or company data, while connected to a public Wi-Fi network.
3. Use a firewall: A firewall can help to protect your device by blocking incoming connections from potentially harmful networks.
4. Use a reputable security software: Make sure your device has up-to-date anti-virus and anti-malware software.
5. Be cautious when giving personal information: Be wary of giving personal information, such as login credentials or financial data, over a public Wi-Fi network.
6. Keep your software updated: Keep your device’s operating system and all of your software updated to ensure that you have the latest security patches and fixes.
7. Look for HTTPS: When possible, look for sites that have the HTTPS protocol, that indicate a secure connection.
8. Be suspicious of free Wi-Fi: Be wary of free Wi-Fi networks, as they may be set up by hackers to steal sensitive information.
9. Use a personal hotspot: If possible, use a personal hotspot, such as a mobile hotspot, to access the internet instead of a public Wi-Fi network.

By following these steps, you can help to ensure that your personal information and company data remain secure while using public Wi-Fi networks. However, it’s important to remember that even with these measures in place, there is still a risk of your device getting hacked or your information getting stolen, so it’s always good to be cautious and aware of the risks of using public Wi-Fi networks.

Do’s and Don’ts on public wifi

Do’s:

1. Use a Virtual Private Network (VPN) to encrypt your internet connection and protect your data from hackers.
2. Avoid accessing sensitive information, such as financial accounts or company data, while connected to a public Wi-Fi network.
3. Keep your device’s security software up to date to protect against malware and other cyber threats.
4. Look for sites that have the HTTPS protocol to ensure a secure connection.
5. Use a personal hotspot, such as a mobile hotspot, instead of a public Wi-Fi network, if possible.

Don’ts:

1. Don’t connect to free Wi-Fi networks that you are not familiar with, as they may be set up by hackers to steal sensitive information.
2. Don’t give personal information, such as login credentials or financial data, over a public Wi-Fi network.
3. Don’t use public Wi-Fi networks to make online transactions, such as online banking or shopping.
4. Don’t disable your device’s security settings or firewall while connected to a public Wi-Fi network.
5. Don’t ignore security warnings or prompts from your device or security software while connected to a public Wi-Fi network.

The post Public Wifi risks for employees appeared first on Mear Technology.

Note:

By default, an iPhone will always send new messages in Plain Text unless any formatting has been applied to the text.

If formatting has been applied to the text, such as making the text bold or italic, then it will send the message in HTML.  

Follow these steps to set the default signature on the iPhone to bold or italic (so that all messages sent will be in HTML):

1. On the iPhone tap Settings > Mail, Contacts, Calendars then scroll down to the Signature section.
   
2. Tap Signature and then tap and hold on your current signature and tap Select All.
   
3. Tap the > arrow and then select the B/ U button.
   
4. As required, make the text bold or italic, then tap Mail.. at the top left of the screen to save the settings.

With these changes, any emails sent from your iPhone that include this signature will be sent in HTML. This implies that Mail Disclaimers can apply the HTML version of your signature to the message.

How does this work?

IPhone by default sends all emails as Plain Text. Plain text emails do not support inline images so images appear as attachments.

by creating a blank signature with a Bold or underline character we trick the Mail app to create the signature in the more common HTML format that supports more dynamic emails

Too much hassle there is another option.

The above issue is unique to the mac built-in Mail app switching to Outlook will also resolve this issue!

https://apps.apple.com/gb/app/microsoft-outlook/id951937596

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