Technology Advisor Blog

Help! Sent Items Folder in Outlook Only Shows My Name

Posted by Ann Westerheim on 3/23/18 10:16 AM

We hope you're keeping up with organizing your "Inbox" in Outlook using different folders to group your mail.  You may also want to organize your "Sent Items" folder into different sub-folders.  Perhaps you have some company related emails you want to group or perhaps you want to track your sent items by major projects.  If you add a sub-folder, you may be alarmed to see that all the mail is listed with your name.  As you can see below, my messages in my newly created "TEST FOLDER" folder for sent messages are all listed by who sent the message.  Me!  Not helpful.  I already know who sent them!

Un-sorted SENT Folder.jpg

By default, a folder in your "Inbox" is  listed by who its "From", and messages in your main "Sent Items" folder are listed by who they are "To".  When you create a new folder, by default, the folder organizes the mail by who it is "From".  This is not helpful when you're looking at sent items.

The fix is very easy.  Under the "View" tab, select "View Settings" (look for the gears), and then select "Columns".

Advanced View Settings - Outlook.jpg

Within the Columns page, select "To" from "Available Columns" and move it to the right side, "Show these columns in this order".  It needs to be moved up to replace the "From" (You can remove "From", but the sort will work if you just move up "To" above "From".

Select TO in Columns.jpg

Select "OK" and now you'll see your sent mail presented in a more useful way, that is by who it is "To":

Sorted SENT Folder.jpg

Have fun organizing your mail!

Tags: Microsoft Outlook

Facebook Privacy - Big Brother is watching you and has been for a long time!

Posted by Ann Westerheim on 3/22/18 1:44 PM

Privacy-On-Line.jpgFacebook is in the news recently for some not so good reasons.  In case you missed it, a research firm called Cambridge Analytica harvested the personal information of 50 million Facebook users, and used this to "influence" the Presidential election.  After days of silence, Facebook executives have finally come forward and would like users to think that this was an isolated case by some bad actors, but the real problem here is that this actually hits at the core of the Facebook business model.  

Just stop and think for a minute about how a company can make Billions of dollars giving away a "free" product.  Well, it just doesn't add up.   All the information you post on line, or "like" reveals a lot about who you are, and this is very valuable to advertisers.  You may not like the political candidate who benefited from this particular use of the platform, but Coca Cola, car companies, and just about everyone who advertises on line is basically working the same way.  They're using your profile to influence you too.  

This past December, several US employers were accused of age discrimination over ads placed on Facebook (Source: Fortune).  Companies such as T-Mobile, Cox Communications, and Amazon imposed age limits for people who could see recruitment ads, limiting some to people under 38.  Are you okay with that?

Marc Goodman's bestselling book "Future Crimes" devotes a chapter to this topic:  "You're not the customer, you're the product".   (We highly recommend this book!)  The latest scandal is a wake up call to everyone online to think carefully about privacy.  The connected world provides so many opportunities for us, but too many users are oblivious to the lack of privacy on line.  You may be okay with your current level of privacy, and may even welcome some targeted ads, but let it be a fully informed decision on your part.

For more details, and specific recommendations for reviewing and changing your privacy settings on Facebook, or perhaps even removing your account, we recommend The Complete Guide to Facebook Privacy in Wired Magazine.  Get informed, and take control of your online presence. 

Tags: cybersecurity

Phishing:  Would your employees click on any of these emails?

Posted by Ann Westerheim on 3/15/18 2:02 PM

Phishing with Fish.jpgEveryone thinks they won't click on a phishing link, but when we run tests, there's always someone who does!

Phishing is the leading tactic used by today's ransomware hackers, typically delivered in the form of an email designed to impersonate a real system or organization.  Often created to deliver a sense of urgency and importance, the message within these emails often appears to be from the government or a major corporation and can include logos and branding.  They look like the real thing!

Would any of your employees click on these emails?

  • Tax Refund - Recipient is due a tax refund and directed to a site to claim their refund.
  • Bank Account Low Balance - Recipient receives a low balance alert in the bank account and gives them the option to check their account.
  • Amazon Security Alert - Alerts Amazon customer that there were several unauthorized attempts to access their account from an unknown device
  • DocuSign Signature Request - Recipient is sent a request to electronically sign a document
  • Webinar Reminder - Recipient is sent an email reminder that the webinar will begin in 1 hour.
  • Netflix Account Reset - Netflix password has been reset and asks the target to change their password.
  • IT Reset Password - Email sent from IT asking to reset password
  • eFax Email - eFax email with instructions to download the electronic fax.

These are all examples of typical phishing scenarios, and are actual emails we use as part of of cybersecurity training.  Everyone thinks they won't click on the link, but when we run training tests, there is always at least one person who clicks on the link.

In a test scenario, the user is just warned that they made a mistake and its an educational moment.  However, if the email was malicious, this could take down an entire organization with ransomware.  

The concept of a "human firewall" is getting a lot of attention these days.  A network firewall, security patch updates, DNS protection, and all the technical layers of protection needed for responsible network protection are just part of the solution.  The behavior of all users on your network will also impact your security (and the bad actors know it!).  Don't forget employee security training as part of your overall cybersecurity strategy.

Tags: HIPAA, cybersecurity, ransomware, training, Microsoft Security Patches

Texting, eMail, and HIPAA

Posted by Ann Westerheim on 3/12/18 1:15 PM

HIPAA.jpgAt the HIMSS Healthcare IT Conference last week in Las Vegas, Roger Severino, Director of the US Department of Health and Human Services Office for Civil Rights (OCR), the HIPAA enforcement agency, made some news when he said that health care providers may share Protected Health Information (PHI) with patients through standard text messages. Providers must first warn their patients that texting is not secure, gain the patients’ authorization, and document the patients’ consent.  Note that this only applies to communications with patients.

This expands the previous 2013 HIPAA Omnibus Rule on emails which allows providers to email patients as long as the provider notifies the patient that email is not secure AND gains their consent.

Note that emails through free email services are NOT secure.  Google, for example, reserves the right to "use...reproduce...communicate, publish...publicly display and distribute" your email messages.  Most users don't read the lengthy terms of use and are surprised to hear this.  Health care providers must use encrypted email or secure email systems to communicate ePHI outside of their networks.

The baseline services we provide through our service plans such as firewalls, security patch updates, antivirus updates, etc, are an important foundation of the technical requirements for HIPAA, but there is so much more to it, and we want all our clients to be fully aware of all the requirements.  Contact us if you want to set up a complimentary HIPAA review.  The more you know the better!

For more details, read the full article by Mike Semel of Semel Consulting and author of How to Avoid HIPAA Headaches, who is one of the experts Ekaru follows for HIPAA information.  We also cybersecurity training and a HIPAA compliance platform to help in your compliance.

Tags: HIPAA, data security, cybersecurity, Compliance

Technology, Patience, and Wireless Displays... Lesson Learned.

Posted by Ann Westerheim on 3/2/18 2:15 PM

Wireless Display.jpgI love technology!  It's amazing that I can project the screen of my laptop across the room to a large TV ... through the air!  No cables or connections needed.  Wow!

I also get really frustrated with technology.  For no known reason, my wireless connection was dropping all the time during meetings.  I checked my power settings, the display settings, and tested whether or not it mattered if I was plugged into power or not.  I tried using the native "smart TV" connection but my image was getting stretched.   I was getting very frustrated and obsessed with making it work.

Finally after testing so many different settings, I just bought a new display adapter.  I paid about $50 for a new Microsoft Display Adapter, and I've had it powered on all day to test it.  Not a single drop out!

Working in technology we face challenges every day.  One of the things don't allow in our office is the phrase "it should work".

When you consider the technology "under the hood" that lets me magically connect to the screen, it really is amazing.  The challenge every day is to make smart choices to maximize our technology success and success for our clients.   When do you keep troubleshooting, and when do you take a fresh approach.

Spending about $50 on a new display adapter was the smart fast choice.  I still don't know why the other one didn't work well consistently, but I can appreciate that spending a relatively small amount of money to fix the problem was the smart thing to do.  I like the Microsoft version becuase it's so quick to launch from Windows 10, and it adjusts the screen aspect ratio nicely with no adjustments.

As I type this I'm watching the big screen across the room.  Magic!

 

 

Tags: Microsoft Display Adapter

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