You likely already use Multi-factor Authentication (MFA) in several areas of your daily life—like online banking—so protecting your business and its critical assets shouldn’t be any different. MFA is especially useful in highly regulated industries where an additional layer of protection is not just recommended; it’s required.

 

What is MFA?

Multi-factor Authentication (MFA) adds a critical layer of security to your accounts by requiring more than just a password. MFA systems typically require two of the following conditions:

1. Something you know (username and password)
2. Something you have (an authentication device)
3. Something you are (fingerprint or face recognition)

 

From the user’s perspective, it’s simple:

1. Enter your password.
2. Verify your identity using a second factor, such as a code sent to your phone or a fingerprint scan.

 

Here are five reasons you should implement multi-factor authentication:

1. MFA Reduces Identity Theft

Selling personal information has become one of the fastest-growing areas in cybercriminal activities. Stolen identities are bought and sold on the Dark Web and are often used to transfer money out of personal bank accounts, defraud people of their health insurance, and much more. MFA is one of the most effective ways companies can improve their defense against cybersecurity attacks. By implementing MFA, you’re adding another layer of protection, which addresses many vulnerabilities associated with the standard username and password-only security approach.

2. MFA Improves Data Security

Sensitive data is more secure when more levels of user authentication are required. If a user is accessing one of your business applications from an unknown machine or geolocation, the user will always be prompted to enter a one-time key that only the named user has access to because it’s in their possession (e.g., on their mobile device).

3. MFA May Keep your Company from Becoming the Next Headline

Bad publicity can financially ruin companies. By keeping your company secure, you can prevent losses associated with a data breach, such as downtime, customer trust, costs involved in fixing security gaps, and regulatory fines. MFA is proven to prevent 99.9% of automated account compromise attacks​.

4. MFA is Simple and Easy to Adopt

Your employees are already accustomed to authenticating themselves in their personal lives as consumers of online services like banking, gaming, social media, and email. It’s not as big of a cultural change or hassle as it once was, and more and more people are understanding the benefits.

5. MFA Improves User Identity Compliance

Many industry sectors, such as banking, healthcare, aerospace, and advanced education and research institutions, are required to improve the security surrounding user identities, data, and corporate secrets. Deploying multi-factor authentication helps bolster companies in security compliance audits. MFA is now required as part of compliance with many industry regulations and data protection laws​.

 

MFA with IT Solutions

At IT Solutions, we incorporate industry-leading authentication tools into our managed security offerings to protect against the growing number of cybersecurity threats. Our MFA service includes:

• Easy Implementation & User Management: We handle adding or removing users who need access to your systems, ensuring only authorized individuals can get in.
• Software Maintenance: Each month, ITS will proactively install applicable updates to the MFA software on your workstations and servers, so you’re always protected with the latest security features.
• Constant Monitoring: A high-priority support ticket is automatically generated if someone on your team is locked out or reports they received a fraudulent authentication prompt—we immediately jump into action, prioritizing your security.

 

With MFA from IT Solutions, you can have peace of mind knowing that your business data, your customers’ private information, and your employees are protected at all times.

 

The Time is Now

Implementing MFA is a necessary step to ensure the protection of your data and assets:

• It is one of the most effective and cost-efficient ways to safeguard your credentials and sensitive information.
• By implementing MFA, you are adopting a proven best practice that adds a strategic layer of security to your accounts, reducing the risk of unauthorized access, third-party risks, and potential data breaches.
• With MFA, you not only enhance your security but will also enjoy benefits such as lowered cyber insurance premiums and maintaining regulatory compliance.

 

For more information or to get the conversation started, please reach out, and one of our SMEs or your Strategic Advisor will be in touch with you.

According to one recent study, users around the world create about 328.77 million terabytes of new data daily. From a business perspective, hidden inside that data is the objective story of everything—from what is going on in the market around you to what your organization might look like in a decade if certain decisions are made today.

The issue is that so much data is being created that simply keeping up with it all can quickly become an uphill battle – to say nothing of how difficult it is to derive anything meaningful from it.

That, in essence, is what tools like Microsoft Power BI and Dynamics are all about.

Power BI is designed to help you visualize data in a way that makes it easy for virtually anyone to understand and integrate those visuals into a lot of the apps we already use and depend on. Dynamics 365 is a suite of intelligent business apps that take things one step further by adding predictive, AI-driven insights into the mix.

To put it more simply, Microsoft Power BI takes the data your business is creating daily to help give you a better understanding of where you currently are. Dynamics can then use that same insight to help take you where you want to be. This is why Putting the two together is a critical step. It’s also a process that requires you to keep a number of key things in mind.

 

Understanding Microsoft Power BI and Dynamics

First, it’s important to develop a detailed understanding of Microsoft Power BI and Dynamics and their capabilities.

Power BI was designed as a collection of resources that all work together as one. They bring seemingly unrelated data sources together, allowing you to see the “bigger picture” of your day-to-day operations in an immersive and interactive way. It doesn’t matter if your data is in an Excel spreadsheet, a cloud-based data warehouse, or elsewhere. Power BI helps you understand what is happening, allows important insights to rise to the top, and makes it all easy to understand and even easier to share with those who need it.

The Power BI Report Builder, for example, can create paginated reports from your data that can then be shared with other users within an enterprise. Those reports are then published to the Power BI Report Server, where people can use them for a wide range of different reasons. Someone in product development may need the specialized knowledge contained in those reports for project management purposes. A colleague in sales might use them to track sales quotas. So long as the information is accurate and readily available, it can be used in any way needed by anyone who requires it to do the best work they can.

As mentioned, Dynamics is a suite of applications that “helps you run your entire business” through predictive insights generated by artificial intelligence. To that end, there are several different Dynamics products to explore, including:

• Microsoft Dynamics 365 for Finance and Operations is an ERP and CRM SaaS offering designed for mid-sized and large organizations. It combines what were formerly two different products: Dynamics AX and Dynamics CRM.
• Microsoft Dynamics 365 Business Central, which used to be known as Microsoft Dynamics NAV, includes modules for financial and operations professionals, sales professionals, and marketing team members.
• Microsoft Dynamics 365 Sales is the main customer relationship management (CRM) offering in Dynamics.

 

Dynamics 365 includes 15+ applications, including ones for human resources, supply chain management, intelligent order management, project operations, and more.

Power BI is about understanding the present, while Dynamics helps you better predict the future. Above all else, both are resources dedicated to helping you make the right decision for the right situation at the right time, no matter what.

 

 

Benefits of Connecting Microsoft Power BI with Dynamics

Seamless Integration

One of the major benefits of connecting Microsoft Power BI with Dynamics is that it’s incredibly easy. By design, the two solutions are intended to work well together from the start. There is even a consistent user interface between Dynamics and Power BI, allowing them to essentially act as an extension of one another. You and your employees won’t have to spend time learning how to perform the same tasks in two different ways depending on which tool you’re using. You can spend less time learning the technology and more time putting it to good use.

Improved Decision Making

Once that connection has been made, your workforce will almost immediately begin to enjoy the inherent benefits of data visualization.

According to another recent study, about 65% of the general population is made up of visual learners. Not only do we understand even complex topics better when they’re presented to us visually as opposed to via text, but we also retain that information for longer periods of time. Visuals can help employees in all departments get on the same page regarding what is happening with the business, regardless of how fast things are moving.

Integrating Dynamics and Power BI also provides access to real-time data which is crucial if certain conditions like market characteristics or consumer buying patterns change rapidly (as they often do). You’ll know about changes immediately, putting you in a position to take proactive steps based on how this new insight aligns with your business goals.

Enhanced Reporting Capabilities

The integration of Power BI and Dynamics also allows you to use customizable reports and pre-built templates as-needed. Again, with the sheer volume of data being created, it’s unlikely that every piece of information is equally “relevant” or “valuable” to your operations. Much of it will be digital noise – this is precisely what data visualization helps you cut through, getting to the true (and important) story hidden underneath.

With customizable reports, you can highlight those metrics and that data that matters most to you. You don’t have to sift through “irrelevant ” insights just to find what you’re looking for.

Ultimately, integrating Dynamics and Power BI is all about freeing up as much of your valuable time as possible so that you can focus on what truly matters to you.

Increased Efficiency

Thanks to the capabilities of both tools, it’s now possible to automate those important (but time-consuming) menial tasks that used to eat up a significant part of your day. Even if something can’t be fully automated, processes can still be streamlined to become the most efficient versions of themselves possible. Plus, with the predictive AI-driven insights inherent in Dynamics, you can quickly identify trends, patterns, and consumer behaviors to capitalize on.

Scalability and Flexibility

When you bring Dynamics and Power BI together, you get a powerful platform that grows as your business does. You don’t have to worry about “outgrowing” your system or suddenly dealing with unpredictable and often exorbitant upgrade costs if you’re scaling too fast for your technology to keep up with. Dynamics is a solution designed to always adapt to your changing needs, regardless of what those needs happen to be.

 

Advantages of Connecting Microsoft Power BI with Dynamics

In addition to benefits like real-time data access and advanced analytics as described above, connecting Microsoft Power BI with Dynamics also puts you in a position to take advantage of elements like the following:

• Increased Data Accuracy. Bringing all of your various data sources together as one not only helps to reduce the possibility of human error by reducing the amount of manual data entry required, it also virtually eliminates data duplication as well.
• Customizable Dashboards. Microsoft Power BI and Dynamics allow you to create customizable dashboards for your entire business, specific departments, or even down to the employee level.
• Secure Data Sharing. When everything is consolidated under essentially the same platform, information can be shared easily and securely in a way that virtually guarantees it will never fall into the wrong hands.

 

Caveats When Connecting Microsoft Power BI with Dynamics

Having said all that, here are several critical things to be aware of when integrating Microsoft Power BI with Dynamics.

• Data Overload. The volume of data that your business is working with will only grow as your business does the same. Without proper data management practices in place, you could suffer from information overload – essentially putting you right back where you started in terms of being unable to derive valuable insights from your information.
• Training and Skill Requirements. For the best results, all employees must embrace Power BI and Dynamics. Encourage teams to learn the new software and tools and integrate them properly into their existing workflows.
• Possible Integration Issues. If your business relies on older, off-the-shelf business apps, you are more likely to encounter technical and software compatibility problems.
• Cost. You’ll need to adequately budget for the software’s cost, the aforementioned training to get users up to speed, and any possible maintenance that might be required in the future.
• Choosing a Vendor. Don’t just choose a partner that can make the Power BI and Dynamics connection in a technical sense and then expects to play no ongoing role in your business. Choose someone who will be there to offer continued support as needed. Any vendor you partner with should be as invested in your ongoing success as you are.

 

Benefits of Connecting Microsoft Power BI with Dynamics

Proper Planning and Preparation

For the best results, proper planning and preparation are always important before combining Microsoft Power BI and Dynamics. The process is easy, yes, but it’s not as simple as flipping a proverbial light switch.
You need to start by identifying your business needs for this connection. What will you be able to do after it that you can’t do right now? Likewise, look at your business goals. What will this help you accomplish? Plan your integration strategy around the answers to questions like those.

User Training

Be prepared to invest in user training and education to help people fully utilize the tools from the start. At a minimum, people should be trained well in advance of the launch date so they understand what is happening, why it’s important, and how it will make their lives easier.

Regular Maintenance and Updates

It’s always important to keep both Microsoft Power BI and Dynamics up to date to maximize the benefits. If you fail to regularly update your software, at best, you’re missing out on new features and performance enhancements that would only increase your return on investment.
At worst, you’re exposing your entire organization to unhatched security vulnerabilities and other issues that could quickly turn into a cybersecurity nightmare.

Implementing Data Governance

Finally, always implement data governance to properly manage not only the availability of your data, but also its usability, integrity, and security both during and after the connection. The four pillars of data governance include:

• Data quality. Steps must be taken to ensure that data is accurate, complete, and consistent.
• Data stewardship. People, especially in leadership roles, need to take ownership and accountability over the management and maintenance of data.
• Data protection and compliance. Sensitive data must be proactively protected against unauthorized access, misuse, and breaches.
• Data management. Data should be effectively managed throughout its lifecycle, from creation to deletion.

 

Ready to learn more about the benefits of connecting Microsoft Power BI with Dynamics? Contact IT Solutions today to discover how we can help you implement and manage these tools to drive your team’s success. If you’re a client and would like to discuss this further, please reach out to your Strategic Advisor.

Key Points

• You can make Microsoft Teams your default application for online meetings by following a few simple steps in Outlook.
• Changing your default settings will ensure that all your meetings are created in Teams.
• Meet Now is another way to join a meeting without scheduling it in advance.

 

Microsoft Outlook is a great tool for managing your email, calendar, and contacts. However, many organizations prefer to use Microsoft Teams for online meetings. There are a few reasons why organizations prefer to make Teams their default for online meetings.

First, Teams offers a more robust set of features than Outlook. This includes video and audio conferencing, screen sharing, and instant messaging. Teams also integrate with other Microsoft products and services, making it a more comprehensive solution for online collaboration. Finally, Teams is designed specifically for online meetings, while Outlook is primarily an email application. Thankfully, making Teams your default application for online meetings is easy.

Here’s how to make the switch:

First, open Microsoft Outlook and click on the File tab. Next, click on the Options button in the left sidebar. Click on the Calendar tab at the top in the Outlook Options window. Then, under Calendar options, select the checkbox next to “Add online meeting to all meetings.”  Once you’ve done that, make sure to save your changes.

When you create a new meeting in Outlook, it will automatically be created in Teams. Also, when you join a meeting scheduled in Outlook, you’ll be taken to the Teams app, where you can participate in the video or audio call. We highly recommend it if you’re not already using Microsoft Teams for your team’s communication needs. It’s a great way to stay organized and connected.

 

Create a Microsoft Teams Meeting From Outlook Calendar

If you’re using Microsoft Teams for your business communication needs, you may wonder how to schedule a meeting using the Outlook platform. The good news is that it’s easy to do!

Here’s how:

• Open the Outlook calendar and click on the New Teams Meeting button.
• Invite your attendees by adding their names or email addresses.
• Add your meeting details, such as the subject, location, and start and end time.
• Create your message.
• When you’re finished, click on the Send button.

Your invitees will now receive an email with all the details about the Teams meeting. When it’s time to start the meeting, they can click on the email link to join. It’s that easy!

 

The Meet Now Feature in Microsoft Teams

Microsoft Teams has become one of the most popular business productivity apps in recent years. One of the key reasons for its success is its robust feature set, which includes a wide range of features designed to make it easier for team members to collaborate. Sometimes teams need to meet on short notice, and that’s where the Meet Now feature comes in.

The Meet Now feature in Teams allows users to start an impromptu meeting with just a few clicks. If you need to meet with someone immediately, you can simply click on the Meet Now button in the Teams app. This will start an audio or video call with the person or people you’re trying to reach. You can also use the Meet Now button to start a meeting with someone who isn’t already using Teams.

How to Use the Meet Now Feature

• Click into the Calendar app with Microsoft Teams.
• Click on the “Meet Now” icon in the top right-hand corner.
• Click “Join Now” in the window that appears.
• Invite others to join the meeting.
• If you want to invite someone not currently using Teams, you can enter that person’s cell phone number.
• To end the meeting, click on the “Hang Up” button.

The “Meet Now” feature in Microsoft Teams is an incredibly valuable tool for team members who need to collaborate on projects or tasks. It’s simple to use and makes it easy to stay in touch with other team members, even if they’re not part of your organization.

 

How to Make the Most of Microsoft Teams and the Meet Now Feature

If you are looking for a more engaging and efficient way to hold meetings, you should consider using Microsoft Teams. Teams can help you make the most of your meeting time with its many features and benefits.

Here are some tips on how to use Teams to its full potential once you make it your default for meetings:

1. Get everyone on board. Make sure that everyone who needs to be involved in the meeting is using Teams and understands how to use the Meet Now feature. This way, you can avoid any unnecessary frustration or confusion.
2. Make use of the various features. Teams offers many features that can make your meetings more efficient and effective. For example, you can use the screen-sharing feature to share documents or presentations with other meeting participants.
3. Take advantage of the chat feature. The chat feature in Teams can be used before, during, and after meetings to exchange messages and files. This can be a great way to stay connected with other team members and keep the meeting flowing smoothly.
4. Use the whiteboard feature. The whiteboard feature is a great way to brainstorm ideas or take notes during a meeting. You can also use it to share meeting minutes with other participants.
5. Use the recording feature. The recording feature in Teams allows you to record your meetings and save them later. This can be a great way to review what was discussed and ensure everyone is on the same page.

 

Following these tips, you can make the most of Microsoft Teams, and the Meet Now feature. This will help you hold more efficient and effective meetings, ultimately leading to better results for your team.

 

Final Thoughts

Microsoft Teams can be a great asset for any business. When you make it your default for meetings, you can take advantage of its many features and benefits to make your meetings more efficient and effective. Try these tips to get the most out of Teams, and the Meet Now feature. Your team will thank you for it!

Experiencing slow Wi-Fi on your smartphone can be incredibly frustrating, especially when mobile data is often faster and more reliable. If you find your Wi-Fi connection lagging, here are some effective tips to help you speed it up.

1. Determine the Source of the Problem
Start by figuring out if Wi-Fi is really the issue:

• Toggle Wi-Fi Off: Turn off Wi-Fi and use your mobile data. If your phone performs better, then the issue is likely with your Wi-Fi.
• Test Other Connections: If there’s no improvement, test your mobile network’s speed using apps like Speedtest.net. A poor result might indicate a bad coverage area, while a good result suggests issues with your device itself.

 

2. Optimize Your Router’s Location
Your router’s placement can significantly affect your Wi-Fi speed:

• Proximity: The closer you are to the router, the stronger your connection. Try moving closer to see if there’s an improvement.
• Avoid Obstructions: Keep your router away from thick walls and large pieces of furniture. Ideally, place it in a central location in your home or office.

 

3. Upgrade Your Router
If adjusting the location doesn’t help, consider your router’s capacity:

• Router Strength: Some routers have a longer range and stronger signal than others. You might need an upgrade if you’re experiencing constant issues.

 

4. Reduce Interference
Several devices can interfere with your Wi-Fi signal:

• Electronic Devices: Keep your router away from devices that emit electromagnetic signals, such as microwaves and cordless phones.
• Competing Networks: Use a Wi-Fi analyzer app to find the least crowded channel. This is especially useful in densely populated areas like apartment complexes.

 

5. Manage Network Congestion
Be aware of how bandwidth is being used:

• High Bandwidth Activities: Activities like gaming and streaming consume significant bandwidth. If multiple devices are connected to your network, this can slow down your connection.
• Public Wi-Fi: Public networks often suffer from high traffic, which can slow down your connection.

 

Conclusion

If you’ve tried these steps and still face issues, it may be time to consult with a professional. Improving your Wi-Fi speed can enhance your smartphone experience significantly, saving you time and frustration.

Updated: 4/14/2024

People throw around the phrase “digital transformation” a lot these days. But what does that really mean — and what are the implications for your business?

Let’s start with a definition. “Digital transformation” refers to the process of integrating digital tools and processes into your business’ day-to-day operations. This is especially important for any forward-thinking organization because a thoughtful, comprehensive digital transformation strategy can help you drive efficiency and improve the customer experience, thus creating a clear competitive advantage.

Sounds simple enough. But how does that work in practice? What tactics should you embrace? What pitfalls should you avoid? And how can you prepare for whatever comes next?

In this piece, we’ll give you a brief overview of the challenges you’ll face when implementing a digital transformation strategy, along with tips to help ensure your success.

 

Digital Transformation Challenges: What Should You Expect?

While the benefits of digital transformation are clear, that doesn’t mean implementation will be quick and easy. You need to have a strategic approach. Digital initiatives require careful planning, investment, proactive change management, and an ongoing commitment to employee training.

Here are six key challenges of digital transformation that every forward-thinking business should be prepared to encounter and overcome.

1. Resistance to change: When you change established processes and adopt new technologies, it’s normal to run into employee pushback from individuals who prefer the status quo. This can stem from fear of job displacement, lack of digital literacy, and concerns about new work routines. The solution? Today’s most agile companies foster an organizational culture of change and innovation. This is a management strategy that focuses on creating a safe environment where failure is viewed as a learning opportunity rather than a setback. That way, you can encourage experimentation and risk-taking while ensuring that any lessons learned can be shared and applied across the organization.
2. Lack of a clear digital transformation strategy: A well-defined and comprehensive strategy is essential for successful digital transformation. That’s why it’s important to get your team and stakeholders aligned on what your digital tools should accomplish and why. Asking the right questions can get you started on the right path. For example, what are your goals? How will your digital transformation efforts help you achieve those goals? What is your implementation plan? And how will you determine what success looks like?
3. Skill gaps in the workforce: Implementing and managing digital initiatives often requires specialized skills that may not be readily available within your organization. For example, you might have a shortage of people with expertise in areas like artificial intelligence, machine learning, data analytics, or cybersecurity. This is one of many reasons why it’s a great idea to invest in training and development for employees. You can also enhance and extend your in-house knowledge by engaging with seasoned consultants to push your digital transformation efforts forward without overburdening your full-time staff.
4. Cybersecurity concerns: Digital transformation programs often require collecting, storing, and analyzing vast amounts of data, which may expose your organization to increased security and privacy risks. Make sure to partner with trusted experts who can help you implement a broad range of cybersecurity measures, including antivirus and anti-malware protection, intrusion detection and prevention, patch management, and vulnerability management.
5. Legacy systems and technical debt: Many organizations have outdated legacy systems that are difficult to integrate with new digital solutions. Dealing with technical debt — that is, cumulative problems resulting from postponing necessary software upgrades and maintenance — can create unnecessary obstacles on your digital transformation journey. In our experience, any successful digital transformation process requires ongoing, strategic, and proactive investments to keep technical debt to a minimum.
6. Budget constraints: While a strategic approach to digital transformation often results in long-term cost savings, the upfront investment is often substantial. Given all the complexities and variables involved in any digital transformation process, it can be difficult to accurately predict your return on investment (ROI). That’s why it’s often advisable to work with seasoned experts who can help you identify potential savings, explore hidden costs, and calculate your total cost of ownership (TCO).

 

Ethical Implications of Digital Transformation Programs

As with any new technology, the potential benefits of your digital transformation strategy must be considered alongside the ethical challenges and implications. Here are a few considerations to keep in mind:

• Transparency: All businesses, no matter how small, should commit to transparent communication about how their data is collected and shared. Your customers and employees should always know what you’re doing with their data and have the ability to make informed choices about what happens to their personal information.
• Bias and fairness: Algorithms used in digital transformation processes can inadvertently perpetuate bias and discrimination if they’re based on biased data. Your business should make every effort to ensure algorithms are deployed with fairness and equity, and you should perform regular audits to identify and mitigate potential harm.
• Dual-use technologies: Advanced technologies like AI and machine learning can be developed and deployed for both helpful and harmful purposes. Always consider how bad actors might use your digital transformation programs to turn digital tools into digital weapons.
• Environmental impact: Increased data storage and computing power can have a major impact on the environment. With more consumers expressing a clear preference for companies that manage natural resources responsibly, you should consider ways to minimize or offset the environmental impact of your digital transformation efforts.

 

How Can You Prepare for What’s Next in Digital Transformation?

As more people become connected across multiple channels, digital transformation is no longer a leading-edge innovation. It’s an inescapable reality. Practically speaking, every business needs to create a digital transformation strategy to remain competitive. The question isn’t if or even when you should do it. The time is now — the only question is how.

Ready to transform your business and stay ahead in the digital era? At IT Solutions, we specialize in guiding you through every step of your digital transformation journey.  From strategic planning and technology reviews to affordable pricing and ongoing support, we ensure seamless execution for your long-term success. Contact IT Solutions today to discover, deploy, and manage the right tools for your digital transformation. If you’re a client and would like to discuss this further, please reach out to your Strategic Advisor.

Securing sensitive documents remains a critical practice, especially when sharing them via email or storing them on cloud services. Microsoft Word’s password protection feature offers a reliable way to protect your documents, but it’s important to use this feature alongside modern security practices. Here’s how you can ensure your documents remain safe in the digital age.

 

Step-by-Step Guide to Password Protection in Microsoft Word

Follow these updated steps to add robust password protection to your Microsoft Word documents:

1. Add a Password
   • Open your document in Microsoft Word.
   • Click on the File tab, then select Info.
   • Choose Protect Document, then click on Encrypt with Password.
   • Enter a strong password in the prompt. Opt for a password that includes a mix of uppercase and lowercase letters, numbers, and symbols, with a recommended length of at least 12 characters.
   • Click OK, then re-enter your password to confirm it and click OK again.
2. Secure Password Transmission
   • Never send the password in the same email as the document. Instead, use a separate communication method to share the password securely. Consider using encrypted messaging apps or a secure voice call to relay the password to your recipient.
3. Additional Security Measures
   • Use Document Rights Management: For additional control over your document, apply permissions through services like Microsoft Azure Information Protection. This can restrict actions such as copying, editing, or printing.
   • Enable Two-Factor Authentication (2FA): If you store documents online in services like OneDrive or SharePoint, enabling 2FA adds an extra layer of security against unauthorized access.
   • Keep Software Updated: Regularly update your Microsoft Office software to protect against vulnerabilities that could compromise your document’s security.

 

Removing a Password from Your Document

If you need to remove the password from your Word document, simply follow the initial steps to access the Encrypt with Password option and delete the password from the password field, then click OK.

With cyber threats evolving, protecting sensitive documents with just a password may not be sufficient. By implementing stronger passwords, ensuring secure transmission, and utilizing additional security measures, you can significantly enhance the protection of your Word documents. This comprehensive approach helps safeguard your personal and business information in today’s digital environment.

Updated: 4/17/2024

In today’s remote work environment, maintaining professionalism during virtual meetings is crucial. Microsoft Teams offers a Background Blur option that helps users obscure their surroundings, ensuring the focus remains on them and not on what’s happening behind them. This feature is invaluable for anyone looking to minimize distractions and maintain privacy in video calls, whether for business meetings, virtual classrooms, or casual check-ins. This article will explore how to enable and effectively use the Background Blur feature in Microsoft Teams to enhance your video conferencing experience.

 

What Is Microsoft Teams and Background Blur Option?

Microsoft Teams is a platform of cloud-based team collaboration software. Teams are only one part of the multiple suites of applications offered by Microsoft 365. The core capabilities in Microsoft Teams include file sharing, calling, business messaging, and virtual meetings. Businesses of all sizes can use Microsoft Teams.

One of the main features inside Teams is Background Blur. According to Microsoft Team creators, the new background blur feature was added and permits users to remove embarrassing distractions and focus only on the individual, not what’s behind them. The feature is currently available to all Microsoft Office 365 commercial customers and clients of Microsoft Teams and has discovered the capability is already available within their video calls.

 

Two Crucial Technology Details About Background Blur Most Don’t Know

Background Blur was announced back in July 2018. Along with getting the free version of Teams, users can now blur the background of their video calls. That feature is still currently available. However, if you don’t read the fine print, there are issues with performing facial recognition most don’t know. The blur feature is an AI-driven feature, and it will use facial recognition to automatically blur out your background while the individual is in a video Teams meeting.

The technology to perform facial recognition identifies the person and understands where the background to be blurred begins and where the environment not to be blurred ends. The technology only runs on computers recently equipped with Advanced Vector Extension 2 (AVX2) graphics installed. AVX2 is what Microsoft Teams must use to blur the background after it figures out the position of the user.

Advanced Vector Extension graphics get supported when a computer has a post-Haswell chipset. If your current tablet, laptop or desktop background blurring is working, then you have the needed chipset; but if it’s an older device, it may not function. Also, be aware that a computer’s CPU has quite a bit of processing to do to locate a face and then blur the background. If you are running a loaded system, it will impact any other work on your PC that is in progress.

 

How To Blur Your Background During Your Video Call?

To start blurring your background, during a video call, you have two options you can try. Press the CTRL+Shift+P combination. If things go blurry, during your video call, you know that your PC has this feature.

Step 1: Start or Join a Meeting

• Start a Meeting: Open Microsoft Teams and start a new meeting by selecting the appropriate team and channel, then click on the “Meet now” button.
• Join a Meeting: If you’re joining an existing meeting, click on the meeting link or navigate to the meeting in your Teams calendar and select “Join”.

Step 2: Access Meeting Controls

• Once you’re in the meeting, look for the meeting controls toolbar, usually found at the top or bottom of the screen. This toolbar contains various options like mute, camera, share content, and more.

Step 3: Open Camera Settings

• Click on the “More actions” ellipsis (three dots) in the meeting controls toolbar.
• From the dropdown menu, select “Show background effects”.

Step 4: Select Blur Effect

• A right-side panel will appear with various background options.
• Scroll to find the “Blur” option, which is typically the first choice after the no background option.
• Click on “Blur” to preview how it will look.

Step 5: Apply the Blur Effect

• Once you’ve selected “Blur”, click on “Apply” and “Turn on video” to activate the blurred background.
• Your background will now be blurred, and only your silhouette will be in clear view.

Summary of What We Have Discovered

• Organizations use Microsoft Teams as a communication platform. It allows their employees to work and chat one-on-one. They can join company-wide video conference calls, share documents, and more. At the 2018 Microsoft Ignite developer conference, the company announced it added a few exciting features to the Teams platform, surprisingly the ability to add background blur during a live video call.
• According to the Microsoft Teams creators, the new background blur feature was added to give users the ability to remove distractions behind them and have individuals focus on the person in front of them. The function was rolled out, and customers of Microsoft Teams will find that the capability is already available within their video calls.
• The blur feature is an AI-driven feature, and it will use facial recognition to automatically blur out your background during Teams meetings. The technology only runs on computers recently equipped with Advanced Vector Extension 2 (AVX2) graphics installed.
• Advanced Vector Extension graphics get supported when a computer has a post-Haswell chipset. If your current tablet, laptop or desktop background blurring is working, then you have the needed chipset; but if it’s an older device, it may not function.

 

Updated – 4/16/2014