Discover how mastering email communication can boost business efficiency, avoid common pitfalls, and ensure secure, respectful online interactions.
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Veterans Day
Email Etiquette is Good For You
Who remembers when email was a new and exciting technology that the Intertubes brought us? Did AOL’s You’ve Got Mail! Make you giddy? They made a whole chick-flick about it starring Tom Hanks and Meg Ryan. I am pretty sure that thrill has worn off by now. According to marketing researchers, the Radicati Group predicts that by 2015 the average email user will send or receive 125 emails a day. Many of the emails are loaded with threats as I have pointed out here again and again. The ubiquity of email has caused some users to take email for granted and let their guard down.
Relaxed vigilance has led to some high-profile incidents where sensitive business information was exposed via email. Research indicates that at least 22% of companies have experienced an accidental or malicious leak of sensitive or confidential information by employees through email in the past 12 months. While it is may be bad for the firm, it could cost you your job. Here are some tips which will make your emails more effective and more secure:
Treat emails like business letters
It’s better to be more formal than too casual when you want to make a good impression. For example, use a person’s surname until they respond by signing their email with their first name. Never write anything in an email message that you wouldn’t want both your boss and your mom to read!
Company email is never private
If you want to
send someone confidential or time-sensitive information, use the phone or meet in person. Emails can be duplicated, forwarded, and printed; anything unfortunate you write could come back to haunt you or your employer. Never use your employer’s email system to look for your new job. That move could cost your current job and the next one too.
Be cautious about the “reply all” feature
If you receive an email that was sent to a multitude of people, including yourself, reply only to those who need a response. Hit “reply all” only if it is crucial that every person on the distribution list see your response. In many cases, the sender is the only person who requires a response. Misuse of “reply all” is a key way in which sensitive business data slips outside the network.
Take care with email attachments
Never open attachments from unknown sources. And before sending attachments yourself, find out if the recipient wants them. Bogus attachments remain one of the most popular ways for cyber-attackers to gain a foothold in business networks, and it’s very easy for hackers to imitate legitimate email addresses.
This infographic includes some pretty amazing stats about email. Did you know?
- The average user creates 5,000 email attachments every year?
- There are 6 copies of each attachment made?
- The government reads over 250 million emails annually?
That is why email etiquette is important.
Related articles
- What Is Phishing? (allstate.com)
Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedIn, Facebook, and Twitter. Email the Bach Seat here.
What is Ransomware?
Ransomware is a nasty form of malware. It is also known as data kidnapping. It locks up your computer by encrypting your data and then demanding you pay a fee to unlock them. The fee is usually in Bitcoins. The decryption key may or may not unlock your files. Ransomware can be terrifying. We rely so completely these days on our PCs that to stare helplessly at yours—often with a racy image on the screen—is frustrating and crippling to your productivity. Cybercriminals may use one of several tactics to extort money from their victims.
Tactics to extort money
1. After a victim discovers he cannot open a file, he receives an email ransom note demanding a relatively small amount of money in exchange for a private key. The attacker warns that if the ransom is not paid by a certain date, the private key will be destroyed and the data will be lost forever.
2. The victim is duped into believing he is the subject of a police inquiry. After being informed that unlicensed software or illegal web content has been found on his computer, the victim is given instructions for how to pay an electronic fine.
3. The attackers sneak malware onto a computer, usually by a drive-by download, which encrypts the victim’s data but does nothing else. In this approach, the data kidnapper anticipates that the victim will look on the Internet for how to fix the problem and makes money by selling anti-ransomware software on legitimate websites.
Cut your ransomware risks
Here are tips that cut your risk of becoming a victim.
1. Avoid sketchy websites, searches, and downloads. You know the old expression “You can’t cheat an honest man”? Well, many (though not all) ransomware infections begin when a user surfs to pornographic or gambling websites, while others start with a click on a suspicious link. Steer clear of sites known to house malware, and never click a link in an email unless you know it is legit.
2. Back up your data. Experts stress that the single biggest thing that will defeat ransomware is having a regularly updated backup. That way, if you are beset by ransomware, you can restore your system while losing relatively little work.
3. Update your software regularly. Ransomware, like most malware threats, may sneak onto your PC through a known flaw in your operating system or other software programs. And hackers often rely on people running outdated software with those known vulnerabilities. You can definitely decrease the potential for ransomware if you make a practice of updating your software often.
4. Use a reputable security suite. It is always a good idea to have both anti-malware software and a firewall to help you identify threats or suspicious behavior. Malware authors often send out new variants, to try to avoid detection, which is why it’s important to have both layers of protection.
Anti-malware vendor Webroot provided this infographic that shows the prevalence of ransomware and the methods IT professionals use to deal with it.
Related articles
- Mobile Threat Monday: The Rise of Mobile Ransomware (securitywatch.pcmag.com)
Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedIn, Facebook, and Twitter. Email the Bach Seat here.
5 Spooky Ways PCs are Like Halloween
It is Halloween time again and all kinds of ghosts, goblins, ghouls, vampires, zombies, and sexy Ebola nurses are on the loose. Don’t let these tricksters affect your computer. Here are several ways computers take part in the Halloween reveries.
- Ghosts – Everyone has seen it … things just happen… “I didn’t touch anything and all the data in my Excel is gone.”
Zombies – Clicking on that “Check this out” Facebook (FB) link can turn your PC into a zombie. The fake link infects your computer and turns it into part of a zombie army. It has lost its mind and roams the interwebs attacking anything that its new master tells it to. Keep your patches and anti-malware up to date to defend against zombie attacks.- Trick or Treat – The email from Aunt Sally says it has a video of a Kitty playing with a Ducky …. Does Aunt Sally call you for help opening an attachment? Does she still use AOL? Do you open the link? Is it a treat and Kitty is really playing with the Ducky? Or is it a trick and you just installed a virus? Only your anti-virus software knows for sure, update it now.
Costumes – Every trick or treater knows masks are part of Halloween. Put a mask on your data as it travels across the Intertubes with encryption. With encryption, you put a mask on your data when you leave home and take the mask off when you get to your friend’s house.- Vampires – You turn your computer off when you’re done with it right? Do you turn off your monitor? Your printer? Your cable box? If not you are the victim of power vampires. Power vampires suck electricity from your walls even after you turned off the PC.
You have been warned. Happy Haunting.
Related articles
- Fun Facts About Halloween (berries.com)
Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedIn, Facebook, and Twitter. Email the Bach Seat here.







