March 16, 2020 by Tim
Are you tired of hearing the same news about the Coronavirus repeated over and over? It’s nerve-wracking and doesn’t seem to clarify things much. This is a different kind of article. Many clients have asked questions about working from home and other technology-related concerns. I wanted to offer some peace of mind and real, positive steps to try. That’s more than you get from the news!
Today, we will discuss how you can:
Most of you already know that we can provide tech support and other services remotely, and we will continue to do so in the coming weeks. GMITS has also reviewed its business continuity plan and will ensure that alternate team members are ready to assist if illness or restrictions affect our primary staff.
If required to come on-site, we will of course follow proper hygiene and distancing strategies. We are also available to visit your office on the weekend or after-hours if you would prefer to restrict visitors during business hours.
On to the tips and tricks!
Almost all GMITS clients are using Microsoft Office 365 for email. Office 365 makes accessing your email outside the office easy. Simply type outlook.office.com [link] into your web browser on any computer. Enter your email address and your email password to sign in.
You can also visit the App Store (iPhone) or Google Play Store (Android) and search for the Microsoft Outlook app to get email on a smartphone. You will need your email address and password.
If you are not using Office 365 email, you may need to set up remote access to your work computer, which is covered in its own section below.
Sample view of Office 365’s Outlook online version, accessible from any device.
If and how you can forward your work phone depends on what phone system is in use at your office. Here’s a few steps to try.
Here’s a simple trick: just dial *72 from a landline phone and you can enter a phone number to forward your calls to. Be sure to add a 1 before the number as well as the area code. To turn off forwarding, dial *73.
_Charges may apply; check with your telephone provider. This will NOT work on most business phone systems with extensions (it will forward the entire number). *72 should work for normal Comcast landline_s *and Verizon cell phones.*
For many phone providers, you can sign in to your online account on their website and set up call forwarding from there. Instructions for Comcast users are found here [link].
If you have a business phone system with extensions, check with your provider or GMITS to see if call forwarding can be set up. Older analog systems may lack this feature.
Here’s the big one. Unfortunately, not all jobs can be done from home. For those who can work remotely, there are two considerations to make first:
There are two main ways of remotely accessing a work computer:
GMITS is available to offer advice and help set up either of these solutions.
Example of remote access with AnyDesk. Full-screen mode is available.
It’s easy enough to replace a one-on-one meeting with email or a phone call, but how about meeting with multiple people?
Zoom Meetings [link] is free to use as long as the meeting is less than 40 minutes. Video is available if you have a webcam, or you can use audio only. Participants can even call in from a phone, even if the rest of the participants are using computers.
Edit: You may have heard about some recent security issues with Zoom. We recommend reading our new article, “Is Zoom Video Conferencing Safe ?”, before trying Zoom.
Microsoft Teams [link] is another video-conferencing service that is free to use. If you are a Microsoft 365 subscriber, you may already have access to Microsoft Teams, including the premium features. However, less tech-savvy users may find Teams more difficult to use than Zoom.
Another quick and easy strategy is to host a DIY conference call by using the call-merger feature on a smartphone. You can usually bridge up to 5 parties together on the same call. Instructions for iPhone are here [link], and for Android here [link].
You can also check with your office phone provider to see if they offer an included conference call feature.
Avoiding Scams
Unfortunately, scammers see the Coronavirus as a golden opportunity. People are more likely to click something they’re interested in, and almost everyone is searching for information on the virus now. Furthermore, anxiety and stress have lowered our defenses. Hackers know this and are taking full advantage. For example, last week a fake map of COVID-19 cases was circulating online. When clicked, the link tried to install malware on the affected computer.
The trusted sources of information on COVID-19 are the Center for Disease Control [link] and the Vermont Department of Health [link]. Please visit their sites directly to avoid scams. This also helps you avoid the media hype!
Fake Coronavirus map with link to malware. Special thanks to John Gergely of the Champlain Valley Office of Economic Opportunity for sharing.
If there’s any silver lining to the Coronavirus, it’s that it has exposed weaknesses in our defenses and will hopefully leave us better prepared for future crises. By creating a preparedness plan and setting up remote access for your staff now, you can manage the current situation and be ready for whatever the future brings.
Green Mountain IT Solutions is here to offer advice and assist with any related needs. You can reach us at 802-489-6948 or email info@greenmtnitsolutions.com. Thanks for reading and stay healthy!
