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.

Microsoft Demands Authenticity for Access

Microsoft will retire SMS (text messages) next February as a means of authentication for access to its accounts. I can imagine someone standing up in a meeting and saying: “We’re doing this for your own good.” It’s time to cut the phishing line.

Text messages can work as an authentication method, but the concept has vulnerabilities. It’s based on the assumption that when you get a verification code to authenticate your access, you have your cell phone in your physical possession. That’s true virtually all of the time. However, text messages are subject to SIM swapping, a technique hackers use to temporarily take over your phone number, and they can do it long enough to intercept the text without you ever knowing about it until something goes wrong.

There are also some locations in various cellular networks that are vulnerable to breaches, and it’s possible that a hacker can get access to the cellular network right as the text message is being sent to you.

If a hacker can gain access to a user’s Microsoft account while they’re logging in, they can gain access to contact lists and use them to launch phishing campaigns by email and text.

Authenticator apps bypass the cellular network. They generate a code from your phone, making them impossible to intercept. Many authenticator apps include additional security measures such as passcodes, passwords, or biometric authentication (like fingerprints or facial recognition), making it more difficult for unauthorized users to access your accounts even if they have your password.

This does force an issue, especially for businesses or other organizations that require employees to use their personal cell phones for business. Some employees fear their employers will be able to access their personal phones. That does NOT happen with an authenticator app. Instead, it will provide stronger security for remote logins.

If an employee leaves an organization, the authenticator app for that phone can be blocked by the employer.

To comply, we highly recommend that users have a fairly recent smartphone. Older devices may have problems running the app or require a time-consuming process to get them set up or install a backup process.

We can help any user set up an authenticator app on their phone. In most cases, it’s just a matter of walking someone through the process. Once it’s installed, it can be used independently of the employer for access to any website that offers it as an option to SMS authentication.

Call us – 973-433-6676 – or email us if you have any questions or need help setting up the app.

No Folds Barred with New iPhone?

You don’t need to hold your breath, but Apple is making a big series of announcements at 1 p.m. ET tomorrow. One expected announcement is the new, foldable iPhone 18 Ultra. In our opinion, it’s not for everyone.

According to reports we’ve seen, it will have a book-like design, and it will measure around 5.5 inches when closed and 7.6 inches when open. It will be similar to using an iPad when unfolded. Because it’s expected to be so thin, there will be compromises. It will use Touch ID instead of Face ID, and it won’t have a telephoto camera.

So, if you are looking to combine an iPhone with greater photographic capabilities, you likely will want the Pro or the Max Pro model, neither of which is foldable. The Pro will feature the new A20 Pro chip, a smaller Dynamic Island, and a new dark cherry color option. The Pro Max adds a larger battery and a variable aperture camera.

The iPhone 18 is anticipated to bring significant upgrades in camera technology, particularly with its variable aperture and enhanced AI capabilities, which could lead to even better photography experiences compared to the iPhone 17. Both will have a 48 MP main lens and ultrawide camera, but the Pro Max will have a variable aperture on the main lens. That will give you more control over depth of field and light intake for better pictures. It will also have better AI-based processing. However, it will come at a cost of nearly $2,500.

The expected prices for the Pro and Pro Max are expected to be $1,099 and $1,299, respectively. Apple is expected to introduce a new iPhone 18 and iPhone SE in the spring. The base model for the iPhone 18 is expected to be $799.

The consensus we’ve seen is that it doesn’t make much sense to upgrade from the 17 to 18 unless you really want the better camera or if you want the folding capability and larger workspace of the 18 Ultra.

In addition to the phones, we can expect to hear about:

  • Apple Watch Series 12 and Ultra 4, both featuring a new chip and a number of fitness feature advances, especially for the Ultra 4
  • A smarter, better-connected Apple 4K TV
  • Second-generation HomePod with improved sound quality, device responsiveness and integration with other Apple products

As always, we’ll be available after announcements to answer your questions about the new products and offer selection advice based on your needs. Call us – 973-433-6676 – or email us to set up an appointment.

Avoid BitLocker Recovery Issues

Every business-grade Windows-based computer has a hidden 48-digit BitLocker recovery key. It’s a hidden, unique numerical password that automatically unlocks an encrypted drive when standard authentication methods fail, and it’s essential for regaining access to your data in situations such as hardware changes, forgotten passwords, or system updates. It typically restores access after BIOS updates, but sometimes it fails. Here’s how to avoid BitLocker problems.

First and most important, there is NO WAY to recover your 48-digit BitLocker recovery key. So, Step Number 1 is to write it on a piece of paper or copy it into a note on your smartphone or tablet. If you don’t have it when the “blue screen of death” appears, your data is dead.

The blue screen that appears when there is a failure does have a place for you to enter your 48-digit BitLocker recovery key. Just enter it accurately and you’re good to go. If you bought your business-grade computer from us, we have backed up your 48-digit key, and we can provide it for you.

Regardless, you should have your key readily available, and you can find it before anything happens. Go to account.microsoft.com on any device, sign in to your Microsoft account, click Devices, select your PC, and look for BitLocker data protection. Write down the code and store it safely in several places. This will work from any device that’s connected to the internet, and it’s one way to get your key when the blue screen is present.

While your computer is still functioning, you can go into your profile and click on the BitLocker key for your device. It is buried in your profile, but it can be found. We can walk you through the process or send you detailed instructions. We also keep records of the BitLocker key for each device, but sometimes names of people or devices don’t match our records.

BitLocker keys are good for security, but they are bad if you don’t remember your key or have access to it. There is an option to turn off the BitLocker system altogether, but we don’t recommend it. It’s like leaving a door open to all your data.

Call us – 973-433-6676 – or email us if you have any questions or need assistance in securing your BitLocker recovery key.

New Security Tools and VPN

To boil it down to one word, we were shocked when we looked at the alerts we saw for our Trend Micro customers. While your security is good, it can be a lot better. The same goes for our VPN customers. Start watching for the new tools.

Let’s look at overall security first. Three keys to good security – in our opinion – are: malware detection, phishing detection, and reliability. We have joined our colleagues in IT and security in finding that Trend Micro has fallen to average or below-average performance in these areas. We came to our conclusion by comparing the alerts we saw in your systems to industry-wide reports. The software was getting buggier and less effective in our opinion, and we found better tools from a number of other vendors. A key element for us is making sure we keep your system out of danger 24/7/365.

Our new security tools will be a combination of products instead of relying on one vendor. This will give us the ability to tailor stronger tools to your specific needs. We believe all of us will sleep better at night once we have the new tools installed. They will cost a little more, but they will be well worth the investment.

We’re also rolling out a new VPN. While we like ZTNA (Zero Trust Network Access) as a way of verifying access to a network, VPNs are ubiquitous and usually easier to administer. Our new VPN will be easier to maintain (which can help you keep it more secure), and it will create a more locked-down environment (which also keeps you more secure).

The feature I like most about the new VPN is that it allows me to connect to any Wi-Fi network in the world and trigger software to route traffic through a specific device. I have device called a Raspberry Pi, a computer the size of a credit card with the power to run a desktop. I use mine to route all my internet traffic through my home internet to home/office computer. The VPN removes worries about rerouting and who might see my traffic. That’s an important feature if you’re forced to use a public Wi-Fi network or even hotel network that’s supposed to be password-protected. You really can’t be assured one of those networks has been compromised.

If you travel and want access to all your home-based streaming accounts, our new VPN will see your home or office internet if you have it set up to do so.

While we’ll be contacting all of our clients to offer our new security tools and VPN, you can contact us for more information about how they can work for you. Call us – 973-433-6676 – or email us to discuss your objectives and your needs.

AI: the Good, the Bad, and the Ugly

AI gives you the tools to do a lot of things in a fraction of the time they used to require. But using AI has its privacy costs, and trying to avoid them can lead to some really bad consequences. AI also doesn’t always get things right.

The most important thing you need to know about AI is that it’s not private. As soon as you put something into AI, it’s out in the world. AI makes its living by collecting data from the internet – lots of data at lightning-fast speed and often without permission. That means they frequently gather sensitive information without your knowledge or consent, and that data can be used for purposes you didn’t agree to, raising ethical concerns. AI can also enable unchecked surveillance, and when you combine that with the vast amounts of data stored by AI systems, you could be set up for the heightened risk of unauthorized access and data breaches. That’s bad and ugly.

Protecting your privacy takes some work. Best practices include never sharing sensitive information, actively controlling data settings, and using approved AI tools. Additionally, regularly deleting past chat histories and reading privacy policies can help ensure better data security. To be anonymous, consider using tools that run locally on your device instead of cloud-based services, and utilize a secure browser with privacy features. You can also use a VPN and sign up with a disposable email address to further protect your identity. DO NOT try to use the dark web. I have some good “street smarts” in the internet world, but these streets are populated by some really bad people. You can easily stumble into a really bad place and be ruined. It’s not like a game.

You also need to remember that AI is not always correct or all that smart. AI can provide wrong answers, so it’s up to you to make sure you verify any information you get from it. A wrong answer could create a life-and-death situation, a costly business decision, or a major inconvenience – just to name a few.

But what I find really frustrating is when Copilot puts you into a loop that is not related in any way to what you’re trying to do. I understand how computers work – they’re anal – but you are supposed to be able to use plain English get your work done or get information. I got into some serious verbal tiffs with my AI; it was really ugly.

However, if you check and double-check AI and really stay on top of it, the technology can work wonders. As an example, I was able to create in just a few hours a travel itinerary that combined independent travel and a cruise. It got us down to the minute we would arrive in various locations, and in the next-to-the-last stage, it gave us choices of hotels that met specific criteria. On the downside, it included a hotel that doesn’t exist, but the beauty was that as I continued to feed it information, it kept narrowing down our options to those that were more acceptable. The lesson from this exercise is that you have to verify all the information, but the bottom line is that it saved me days of work.

We can help you peel away the bad and the ugly to get to the good stuff in AI. Call us – 973-433-6676 – or email us to see how you can keep your corporate data safe and prevent employees from leaking sensitive information. We can set up rules for how your system uses AI. Our new security software tools provide safeguards if you choose to use them.

The Useful Lifespan of a Wireless Router

Some people like to run their wireless router until it drops – and some may not even know when it has dropped dead. A wireless router that can’t take the latest software updates is a huge security risk.

Signs that a router has reached the end of its useful service life include unreliable connections, significantly reduced speeds, weak signals or dead zones, and an inability to handle multiple devices effectively. Let’s look at them in a little more depth.

  • Unreliable Connections: Frequent disconnections or dropped signals can indicate that your router is failing, and they may be due to worn-out components or outdated firmware. We’ll have more to say about firmware later in this article.
  • Reduced Speeds: Noticeably slower download and upload speeds can signal that your router is struggling to keep up with current demands.
  • Weak Signal or Dead Zones: If you’ve had good coverage but find it’s diminished, it could be a sign that your router is failing.
  • Inability to Handle Multiple Devices: If your router struggles to maintain connections when multiple devices are online, it may be overloaded. And if you see a sudden drop in connectivity when new devices connect can indicate that your router’s hardware is no longer sufficient.

The average lifespan of a router is between three to five years, and it can be affected by usage intensity, environmental conditions (dust and heat), and technological advancements (new Wi-Fi standards or heavier traffic demands).

You can extend or maximize a router’s life by installing firmware updates as they’re issued. Similar to software updates for your OS and apps, firmware updates keep your hardware (routers, printers, etc.) operating at peak performance. Regardless of how old your router is, you should check for firmware updates right away and then do so regularly.

You should also check to make sure the manufacturer still supports your current router. We see this most commonly with devices such as mobile phones and with app software. At some point, the manufacturer or software publisher stops supporting an older version of its product, and that leaves you vulnerable to failure at some point.

We can help by checking your router for updates or helping you decide on a new router. For home users, we can also check on your mesh network if you have one or install one if it’s needed. Call us – 973-433-6676 – or email us to set up an appointment.

Block That Flow – Device Code Flow in Microsoft Entra ID

As you read this, I’m at the Xchange Security Conference in Dallas, and I learned something yesterday that I must share to protect your data. I will need to work with you to block device code flow in Microsoft Entra ID. In simple terms, it’s disabling a code system that’s similar to how you match a code on two devices when signing into Netflix.

Device code flow is typically used to sign into accounts on devices such as smart TVs or IoT devices. You enter the short code displayed on the device into a separate device, such as your smartphone or computer, to complete the authentication process.

It’s super convenient, but it also poses security risks, particularly related to phishing attacks. Attackers can exploit this flow to gain unauthorized access to accounts without needing to steal credentials directly. It’s especially critical to prevent phishing attacks.

Microsoft advises organizations to block device code flow unless absolutely necessary. This should help mitigate the risk of phishing attacks. At the same time, we will need to help you implement conditional access policies to control and restrict the use of device code flow. This includes specifying when and where it can be used.

We can tailor conditional access policies based on factors such as user location, device status, and risk assessments. This allows you to enforce specific security measures that align with your needs and compliance requirements. This approach enhances security by ensuring that only authorized users can access sensitive information.

Some of things we’ll discuss with you are:

  1. Determining which users or groups need specific access controls based on their roles or functions.
  2. Setting conditions based on the factors mentioned above. For example, you might require MFA for users accessing data from untrusted locations.
  3. Choosing the appropriate access controls, such as blocking access, requiring MFA, or enforcing device compliance.
  4. Testing all of your policies in a report-only mode to assess their impact without affecting users.
  5. Continuously monitoring the effectiveness of the policies and make adjustments as necessary based on user feedback and security incidents.

Call us – 973-433-6676 – or email us to discuss how to block the flow and develop access control policies for your specific needs.