Everything Doesn’t Come Back

When most people get a new iPhone, they take it for granted that all their data and settings, etc. can be backed up to the cloud and then reinstalled on their new phones. Sorry, but that’s not always the case, and it will be a matter of greater importance when Microsoft makes you use the Authenticator app instead of SMS in your login process. It’s time to reset your thinking and the app.

Yes, it’s true that when you back up all your iPhone’s data to iCloud, you can have a high degree of assurance that your contacts, emails, photos, apps, etc. can be transferred from your old phone to your new one. But it’s not true for Microsoft 365 and the Authenticator app you need – or will need, come February – to access all your Microsoft accounts and shared workspaces, such as SharePoint.

In fact, SharePoint and the Authenticator app will require some special attention and planning once the Authenticator app is your only way to prove it’s you and your device that need access to the account. So, let’s reset your thinking on new iPhones, SharePoint and MFA. It’s important now if you’re planning on getting a new phone, and it will be critical in February.

Your best option is to call us to set up the Authenticator app on your new phone before you give up your old phone. It’s not always possible – if your phone dies or you lose it – but it makes life much, much easier. The process involves a lot of back-end work that’s all related to security. It’s work that Apple or your carrier won’t do when you activate your phone, and if you skip the step, you won’t be able to login to your Authenticator app without going through a complicated process.

When you have both phones, we can help you safely remove any sign-in methods linked to your old phone and re-register the app on your new phone. Because we do this a lot, we can make sure that no steps are missed as we go through all the on-screen prompts to link the app with your account.

Without having the old phone, you need to go through a number of administrative steps, which we can do if we are serving as your IT administrator. These include alternative verification steps that should have been set up. If they were set up with us, we should have the information available.

Whether you are getting a new phone or not, remember that starting in February, you won’t have SMS available as a backup for authentication. Therefore, it’s critical to make sure you have the most recent version of the Authenticator app on any device you will be using for SharePoint and other collaborative tools. If the app doesn’t work because it’s not properly registered, there is no way a SharePoint host, for example, will be able to allow you access.

We can help you and everyone on your team is able to transition seamlessly to a new Authenticator app with a new device. Call us – 973-433-6676 – or email us to make sure we can be available to help you re-register while you have your old and new devices. We can also answer any questions you may have to make sure your authentication systems work without interruption after SMS verification goes away.

Power Automate Your Admin Routines

Most Microsoft 365 subscriptions include Power Automate, which uses AI to automate a lot of administrative tasks. It not only eliminates a lot of tedious copying-and-pasting routines, but it also lets you put many routines on an hourly, daily, weekly or monthly schedule, taking the burden of remembering things off your shoulders.

Power Automate lets you create automated workflows between various applications and services, such as sending notifications, moving data between systems, and managing approvals. It also works seamlessly with Microsoft 365 tools like Excel, SharePoint, and Teams, as well as third-party applications in what Microsoft calls a “low-code environment” that lets users with little to no coding experience to create workflows easily. It has three types of workflows:

  • Cloud Flows that trigger automatically, instantly, or on a schedule
  • Desktop Flows that automate tasks on desktop applications and the web
  • Generative Actions that use AI features such as Copilot to determine the right actions based on user intent

Power Automate is suitable for any size user base, ranging from individuals to large corporations. Anyone with a work or school email address can sign up and register to access the platform through a web browser or the Power Automate desktop app available for Windows.

One of the ways I’m using it is to look for emailed reports that I get several times a day in Outlook. It takes the data in the reports and enters them into an Excel spreadsheet and color codes it to indicate which numbers have changed or remain the same. It also lets me know what numbers have not changed for two weeks. AI reads my invoices, and it scans data and puts it into a OneNote notebook that I can look at and decide what to keep.

I also use Power Automate to track my appointments and hours, and I now have a routine that sorts them all on the first of the month. Overall, I’d say all my routines saved me 17 hours of work in the last week.

While similar automation platforms are available, Power Automate integrates much better with Microsoft systems, including third-party apps that tie into Microsoft. To make it work effectively for you, keep these factors in mind.

  • There are limits to how many requests you can make in a 24-hour period.
  • You need to select the right triggers and actions to ensure your workflows are activated precisely when needed.
  • You need to clearly document your workflows thoroughly so that those who maintain the system and work team members understand the workflow logic.
  • You must test it comprehensively and thoroughly to ensure that your workflows function as intended and handle errors gracefully.

We can help you set up and optimize Power Automate routines focusing on adopting consistent naming conventions, implementing robust error handling, and avoiding unnecessary loops. We can also help with configuration management and flow performance monitoring for continued efficiency. Call us – 973-433-6676 – or email us to discuss your needs and design a system for them.

Take a Breath Before You Make That Phone Call. Make This One Instead

It still happens to more people than we think. A “message from Microsoft” pops up on someone’s computer, telling you there’s a problem with something and urging you to call a phone number immediately. You can always bet it’s a scam.

We had an incident with a family member not that long ago, and we were able to prevent a catastrophe because we were there when it was unfolding. We just happened to be dropping off some printer ink one afternoon and asked about everyone’s well-being – as anyone would. We were told that the spouse was on the phone with Microsoft, trying to solve a problem.

Time out. What didn’t belong and why? When did you ever see a phone number for Microsoft, much less talk to somebody from the company?

OK, back to our story. I started running up the stairs yelling to the person on phone, “Where are you from? Where are you from?” I knew where he wasn’t from. “Cricket,” was the answer. “Hang up right now,” I yelled to my family member.

We then began an immediate crisis response. Spoiler alert: No money was lost; no sensitive information was compromised. We quickly changed all the passwords to the accounts that had been given over to the scammer. No harm, no foul. But still, it was only coincidental that we were there at the right time.

How did it happen? A window popped up, claiming that there was a problem with our family member’s computer and to call the phone number on the screen. It was purported to be a Microsoft number. In all fairness, it’s a lapse that could be happening to anyone, not just an older person. A younger person who’s not as tech savvy as they might think or a worker under pressure can be frustrated by slow computer performance. When a “help” offer pops up, it’s an easy mistake to click it. Once you respond by calling the displayed phone number, you’re toast.

You all know all the drills about pop-ups, questionable links, etc. You shouldn’t click those links or make those phone calls. But there is one call you should make: 973-433-6676. That’s our phone number, and it’s a call worth making to learn about the new, customized security tools we’re rolling out to help prevent you or anyone in your business or home from inadvertently responding to a sophisticated phishing expedition.

Our suite of tools is designed to spot attempts to breach your technology systems based on your specific needs, and we tailor the tools and pricing to what you need. It’s insurance to protect your assets, corporate and personal – or both.

Call us – 973-433-6676 – or email us to talk about your current security measures and see which of our tools could work for you. You might be surprised at how cost-efficient they are to manage your risk. You will definitely be reassured you’re on the right track no matter what you decide.