Borough of West Chester - April 25, 2019

1. Technology
Training
April 25, 2019
• Security
• Passwords
• Microsoft Outlook
• Protecting Your
Work
• Skype for Business
• Microsoft Teams

2. LearningAgenda
2
• Security
• Passwords
• Microsoft Outlook
• Desktop vs. the Cloud
• Skype for Business
• Microsoft Teams
• Q@A
The Cloud
ALWAYS
wins.
My password is
super
awesome…
is yours?

3. Security
Viruses | Malware | Ransomware
Trojan Horses…. Oh My!
Malware typically consists of a combination
of one or more viruses and worms. This allows
the malware to remain hidden and spread
itself among files on your computer, as well as
spreading to other computers.
Malware tends to be specific to a platform like
Windows, or even an application. This allows
the malware to target specific security holes
or improperly configured systems.
Common Sense Tips for Avoiding Malware
1. Only Open Links & Downloads Your Trust
2. Turn off HTML in Emails
3. Do Not Open Unsolicited Email Attachments
4. Understand How Scams & Phishing Attacks Work
5. Do Not Be Intimidated or Fooled by Scare Tactics
6. Scan External Drives You Connect to Your Computer
7. Pay Attention When Installing Software / Applications

4. Security
Viruses | Malware | Ransomware
Trojan Horses…. Oh My!
Ransomware comes into play when the
malware notifies the system’s user that it has
been attacked, but after it has done
something to the computer such as encrypt
the disk or files.
The notification normally demands some sort
of payment to restore the computer to its
prior state. In theory, the attacker who
manages the ransomware will remotely
readjust the computer once payment has
been made.
Of course, just like in a traditional ransom
situation, they may not.
Common Sense Tips for Avoiding Ransomware
1. Install Anti-Virus/Malware Software
2. Keep Your Anti-Virus Software Up to Date
3. Run Regularly Scheduled Scans with Your Anti-Virus Software
4. Keep Your Operating System Up to Date
5. Secure Your Network
6. Think Before You Click
7. Keep Your Personal Information Safe
8. Don’t Use Open (free) Wi-Fi
9. Back Up Your Files
10. Use Multiple Strong Passwords

5. Security
Viruses | Malware | Ransomware
Trojan Horses…. Oh My!
A Trojan horse or Trojan is a type of malware that is often disguised as
legitimate software. Trojans can be employed by cyber-thieves and
hackers trying to gain access to users' systems. Users are typically
tricked by some form of social engineering into loading and executing
Trojans on their systems. Once activated, Trojans can enable cyber-
criminals to spy on you, steal your sensitive data, and gain backdoor
access to your system.
These actions can include:
• Deleting data
• Blocking data
• Modifying data
• Copying data
• Disrupting the performance of computers or computer networks
• Running periodic diagnostic scans
• Setting up automatic updates of your
operating system software, ensuring you
have the latest security updates
• Keeping your applications updated, ensuring
any security vulnerabilities are patched
• Avoiding unsafe or suspicious websites
• Being skeptical of unverified attachments and
links in unfamiliar emails
• Using complex passwords
• Staying behind a firewall
Common Sense Tips for Avoiding
Trojan Horses

6. Security
Embracing Password Management
Most people use very weak passwords and
reuse them on different websites. How are
you supposed to use strong, unique
passwords on all the websites you use? The
solution is a password manager.
Password managers store your login
information for all the websites you use and
help you log into them automatically. They
encrypt your password database with a
master password – the master password is the
only one you must remember.

7. Security
Embracing Password Management
Password reuse is a serious problem because of the many password
leaks that occur each year, even on large websites. When your
password leaks, malicious individuals have an email address,
username, and password combination they can try on other websites.
If you use the same login information everywhere, a leak at one
website could give people access to all your accounts. If someone
gains access to your email account in this way, they could use
password-reset links to access other websites, like your online
banking or PayPal account.
To prevent password leaks from being so damaging, you need to use
unique passwords on every website/account. These should also
be strong passwords – long, unpredictable passwords that contain
numbers and symbols.

8. Security
Embracing Password Management
Remembering such strong passwords is nearly impossible
without resorting to some sort of trick. The ideal trick is a
password manager that generates secure, random passwords
for you and remembers them, so you don’t have to.
Remembering such strong passwords is nearly impossible
without resorting to some sort of trick. The ideal trick is a
password manager that generates secure, random passwords
for you and remembers them, so you don’t have to.

9. Security
Embracing Password Management
A password manager will take a load off your mind, freeing up brain power for doing productive
things rather than remembering a long list of passwords.
When you use a password manager and need to log into a website, you will first visit that
website normally. Instead of typing your password into the website, you type your master
password into the password manager, which automatically fills the appropriate login
information into the website. (If you’re already logged into your password manager, it will
automatically fill the data for you). You don’t have to think about what email address, username,
and password you used for the website – your password manager does the dirty work for you.
If you’re creating a new account, your password manager will offer to generate a secure random
password for you, so you don’t have to think about that, either. It can also be configured to
automatically fill information like your address, name, and email address into web forms.

10. Security
Embracing Password Management
What is LastPass?
LastPass is a password manager. It remembers and autofills your passwords, saving you time. It will also generate strong, unique passwords for
all your accounts.
With LastPass you can:
Create one master password, and keep the rest locked up and easy-to-find
Access anywhere: Desktop, laptop, smartphone or tablet, your account is backed up and synced
Link your work & personal accounts: For a seamless experience, manage both your personal and work passwords by linking the accounts. You’ll
be less likely to use the same passwords for personal sites and work sites, which is a security bonus for WCM. And don’t worry...personal
passwords are private and accessible only to you.
Upgrade your personal accounts at no additional cost. You’ll get unlimited sync on unlimited devices, and priority support.

11. ManagingOutlook
Saving Time by Getting Control of Outlook
• Make Sure You Connect All of Your Services to
Outlook – and all Your Office Applications.
• This is important because this is what allows your
applications to work with your documents – in the
cloud.

12. ManagingOutlook
Saving Time by Getting Control of Outlook
• Contacts – These are YOUR contacts – that you
have entered Outlook.
• Global Address Book – These are our
organization’s contacts, stored in the cloud.
• Offline Global Address List – Our GAB which is
stored in the cloud syncs to your local Microsoft
Outlook. This is for situations in which you may
need to email a local contact, but you are not
connected to Microsoft online.
One Outlook – Many Address Books

13. ManagingOutlook
Saving Time by Getting Control of Outlook
Outlook Has Much More to Offer then Just Email!
You can make phones calls and much more right from the comfort of
Microsoft Outlook!

14. ManagingOutlook
Saving Time by Getting Control of Outlook
ADDING CONTACTS IS EASY
You can quickly
add a contact by
dragging the
email to the
people icon in
the lower left of
the Outlook
Client.
You can then simply drag information from the email signature to
your new contact.

15. ManagingOutlook
Saving Time by Getting Control of Outlook
ORGANIZING YOUR EMAIL
• WITH FOLDERS
• AND RULES
Creating Folders Favorites! Creating Rules Helps Stay Organized!

16. OneDriveforBusiness|
SharePointvs.Desktop
Protecting files in the cloud….
All your professional files should be stored in either SharePoint
(departmental shared) or OneDrive for Business. Because these
files are stored in the cloud & synced on your local computer
they are protected. Files that are only stored on your physical
computer are subject to being lost if there is a hardware failure.
Files that you store in the cloud will also be available to you –
wherever you are – and on any device that you are using.
Protect Your Work!

17. SkypeforBusiness
Our voice, text and messaging service.
Our voice services are provided by Microsoft &
Calltower. Through Skype for Business the need for
physical phones is no longer necessary and you can be
available wherever you are.
You can customize many settings including call handling,
ringtones, audio devices and more.
Skype for Business meetings can be scheduled directly
from Outlook.

18. MicrosoftTeams
Goodbye Skype for Business…
We will be migrating away from Skype for Business
to Microsoft Teams in early 2020. This migration is a
requirement from Microsoft as Skype for Business is
being retired and merged with Teams.
Teams will look and work in a very similar manner as
Skype for Business in respect to voice, text and
video services.
The exciting difference is that many of the other
services we rely on (SharePoint, OneDrive for
Business) will be available directly through
Microsoft Teams giving us a one-stop hub for much
of our work area.
Toolbar giving you access to chat, voice, meetings,
OneDrive for Business and SharePoint.
Work area of your selected service. Here you can see that
Teams is selected and available SharePoint Sites.

19. MicrosoftTeams
Goodbye Skype for Business…
Microsoft
Teams will
become your
home port for
many of the
tasks and data
libraries that
you use every
day, including
messaging
services and
help desk.

20. Q&A
Your questions – my answers….