Posts in "Gmail"

What do we know about email?

2022-09-01 0 Comment María José Cordova read

At ShuttleCloud most of us are email geeks. We live and breathe it. We’ve migrated a bucket load of them for starters (over 50 trillion!). Life would be much different if Ray Tomlinson hadn’t invented them 50 odd years ago.

_{^{Ray Tomlinson, Inventor of electronic mail}}

Here’s some more facts about our electronic companion. Let us know if we’ve missed any. We’d love to hear more!

The first email address was tomlinson@bbn-tenexa
The first free email providers were AOL, Hotmail, and Yahoo (and they are now still in the top 10)
In 1991 the email reached space by sending its first email by the STS-43 Atlantis crew
In 2021, 319.6 billion emails were sent per day
There are over 5.5 billion email accounts around the world
The average person opens their inbox about 15 times per day
The estimated amount of emails sent in a work environment is 100 per day
Each second there 3.1 million emails are sent
Gmail is the largest email provider with more than 1 billion accounts

Who knows how email will evolve and where it will take us!? But it’ll surely be a big part of our lives for years to come. We hope!

Email Gmail Google Apps

6 Reasons Why People Use Gmail

2022-05-19 0 Comment María José Cordova read

With 1.5 Billion users, Gmail is the most used email service in the world! But why is it so popular?

It connects with other platforms

Google was created in 1998 and since then has been expanding its long list of online products including; Drive, Maps, Hangouts and Photos. What’s great is that they all sit under one roof and integrate perfectly with each other. On top of this Gmail can integrate with over 4,000 3rd party apps.

You can use it almost everywhere!

Due to its massive amount of users, most apps, browsers, smartphones, tablets and computers make Gmail easily accessible. So you’re never too far away from checking your inbox!

It stops unwanted emails

Gmail has a strong prevention of Malware and Phishing and blocks a massive 10 million unwanted spam per minute, they warn you if an email looks dodgy and even prevent you from clicking on it.

Personalization

The platform allows you to personalize and organize your inbox with rules and filters and you can even snooze the less urgent emails.

Constant innovation

Gmail often adds new features, making the experience even better.

It’s Free

Enough said.

Gmail

How to Write an Effective Out of Office Message

2022-03-31 0 Comment Gino read

If you’re planning to be out of the office for an extended period of time, it’s important to set up an out of office message. An out of office message is an automated reply that lets people know that you’re away from your desk and unable to respond to emails or phone calls. An effective out of office message can help you manage expectations, keep people informed, and maintain professional relationships. Here’s how to write an effective out of office message that gets the job done.

Tips for writing an effective out of office message

Be clear and explicitly say you’ll be out

Be clear about the fact that you’re out of the office and unable to respond to emails or phone calls. This helps to manage expectations and ensures that people don’t get frustrated when they don’t hear back from you.

Provide the dates that you’ll be out of the office

Make sure to include the dates that you’ll be out of the office. This helps to give people a sense of when they can expect to hear back from you, and helps them to plan their own schedules accordingly.

Give a reason for your absence (optional)

If you feel comfortable doing so, you can include a brief explanation of why you’re out of the office. This can help to put people’s minds at ease and prevent them from worrying about why you’re not responding.

Provide alternative contacts

If there are other people who can help the person who’s trying to contact you, make sure to provide their contact information. This can include colleagues, assistants, or other team members who are available to answer questions or provide assistance.

Let people know when they can expect to hear back from you

Be clear about when people can expect to hear back from you. This can help to manage expectations and ensure that people don’t get frustrated when they don’t hear back from you right away.

End with a friendly closing

Close your out of office message with a friendly closing, such as “Best regards” or “Thanks for understanding”. This helps to maintain a positive tone and ensures that people feel appreciated.

Customize your out of office message for different audiences

Consider customizing your out of office message for different audiences. For example, you may want to have a different message for clients than you do for colleagues.

Avoid providing too much personal information

While it’s okay to provide a brief explanation of why you’re out of the office, you should avoid providing too much personal information. This can be seen as unprofessional and may make people uncomfortable.

Keep your out of office message concise

Keep your out of office message concise and to the point. This ensures that people can quickly and easily understand the information that you’re providing, and helps to avoid confusion or misunderstandings.

Test your out of office message

Before you set up your out of office message, make sure to test it to ensure that it’s working properly. This can help to avoid technical issues or errors that may prevent people from receiving your message.

Update your voicemail message

If you have a voicemail box, make sure to update your message to let people know that you’re out of the office. This can help to ensure that people don’t leave messages that you won’t be able to respond to.

Set expectations for when you’ll be back in the office

If you know when you’ll be back in the office, let people know. This can help them plan for when they can expect a response from you. If you’re not sure when you’ll be back, provide an approximate date or let them know that you’ll follow up with them once you know more.

Use a professional tone

While it’s important to be friendly in your out of office message, it’s also important to maintain a professional tone. Avoid using overly casual language or slang, and make sure that your message reflects your professional image.

Proofread your message

Before you set up your out of office message, make sure to proofread it for spelling and grammar errors. A message that’s riddled with mistakes can make you look unprofessional and can undermine the effectiveness of your message.

In summary

An effective out of office message is an important tool for managing expectations, maintaining professional relationships, and keeping people informed. By following the tips outlined in this article, you can create a message that reflects your professionalism and ensures that people receive the information they need. Remember to customize your message for different audiences, keep it concise, and maintain a professional tone.

Gmail

The 6 Most Successful Email Phishing Attacks and How to Avoid Them

2022-03-31 0 Comment Gino read

Email phishing attacks are a prevalent and growing threat in today’s digital landscape. Cybercriminals use email scams to trick people into providing sensitive information, such as passwords, bank details, and other personal data. This article delves into some of the worst email phishing attacks in history, the impact they had, and the crucial lessons we can learn to protect ourselves from cyber threats.

What is Email Phishing?

Email phishing is a type of cybercrime that involves sending fraudulent emails to individuals or organizations to obtain sensitive information, such as login credentials, credit card numbers, or other personal data. Phishing emails often appear to be from legitimate sources, such as banks, online retailers, or government agencies, and they use various social engineering techniques to trick recipients into clicking on malicious links or opening infected attachments.

Phishing attacks can be highly effective because they play on people’s trust and use emotional triggers to get them to take action. For example, a phishing email might claim that a person’s bank account has been compromised and that they need to log in immediately to fix the problem. The email might include a link to a fake login page that looks identical to the real one, but is designed to steal the victim’s login credentials when they enter them.

7 Worst Email Phishing Attacks in History

Phishing attacks have been around for a long time, and they continue to evolve and become more sophisticated. Here are some of the worst email phishing attacks in history that caused significant damage to individuals and organizations alike:

1. The RSA Breach (2011)

In 2011, attackers targeted RSA, a leading provider of cybersecurity solutions, with a phishing attack that used a fake recruitment email to trick an employee into opening an infected attachment. The malware contained in the attachment allowed the attackers to access RSA’s network and steal sensitive information related to the company’s SecurID authentication tokens, which are used by millions of people around the world.

2. The Target Data Breach (2013)

One of the largest and most publicized email phishing attacks in history was the Target data breach in 2013. Attackers gained access to the company’s systems by sending a phishing email to an HVAC contractor that worked with Target. The email contained malware that allowed the attackers to steal payment card information from millions of Target customers, resulting in a loss of millions of dollars for the company.

3. The Sony Pictures Hack (2014)

In 2014, hackers targeted Sony Pictures Entertainment with a phishing attack that resulted in the theft of sensitive company data, including unreleased films, employee personal information, and confidential emails. The attack was believed to be in retaliation for the company’s release of the film “The Interview,” which depicted the assassination of North Korean leader Kim Jong-un.

4. The Yahoo Breach (2014)

In 2014, attackers targeted Yahoo with a phishing attack that resulted in the theft of data from over 500 million user accounts. The attackers used the stolen data to gain access to other accounts, including those of high-profile individuals such as government officials and celebrities.

5. The W-2 Phishing Scandal (2016)

In 2016, cybercriminals targeted companies with a W-2 phishing scam, which involved sending emails posing as a company executive and requesting employee W-2 forms. The scammers used the stolen data to file fraudulent tax returns and steal identities, resulting in significant financial losses for both the companies and their employees.

6. The Google Docs Phishing Scam (2017)

In 2017, attackers targeted Google with a phishing scam that involved sending emails inviting users to edit a Google Doc. The link in the email directed users to a fake Google login page, where the attackers could steal login credentials and access the user’s Google account.

What Can We Learn from These Attacks?

The attacks listed above demonstrate how sophisticated and damaging email phishing attacks can be. They also highlight the importance of taking steps to protect yourself from cyber threats. Here are some lessons we can learn from these attacks:

Phishing attacks can happen to anyone, regardless of their industry or level of security.
Cybercriminals often use social engineering tactics to trick victims into taking action, so it’s essential to stay vigilant and question any suspicious emails or requests.
Passwords and sensitive data should be protected with strong encryption and two-factor authentication.
Regular security awareness training and education can help employees identify and avoid phishing scams.

How to Protect Yourself from Email Phishing Scams

Protecting yourself from email phishing scams involves a combination of common sense and technological solutions. Here are some tips to help you stay safe online:

Be cautious when opening emails from unknown senders, and avoid clicking on links or downloading attachments from suspicious emails.
Look out for red flags such as misspellings, unusual requests, or urgent calls to action.
Use strong, unique passwords for all your accounts, and enable two-factor authentication whenever possible.
Keep your software and antivirus programs up-to-date, and regularly back up your data to a secure location.
Consider using a virtual private network (VPN) when accessing the internet, especially when using public Wi-Fi.

Conclusion

Email phishing attacks are a constant threat to individuals and businesses alike. The attacks listed above demonstrate just how damaging they can be and how important it is to stay vigilant and protect yourself from cyber threats. By being aware of the risks and taking steps to protect yourself, you can reduce your risk of falling victim to email phishing scams.

FAQs

1. What is social engineering, and how does it relate to email phishing attacks?

Social engineering is a tactic used by cybercriminals to manipulate people into giving up sensitive information or performing an action that benefits the attacker. Email phishing attacks often use social engineering to trick people into clicking on links or opening attachments that contain malware or other threats.

2. What are some signs that an email might be a phishing scam?

Some signs that an email might be a phishing scam include misspellings or grammatical errors, urgent or threatening language, requests for personal information or money, and suspicious links or attachments.

3. Can two-factor authentication protect me from email phishing attacks?

Two-factor authentication can help protect your accounts from email phishing attacks by adding an extra layer of security. Even if a cybercriminal obtains your login credentials, they won’t be able to access your account without also having access to your phone or other authentication device.

4. How can I report a suspicious email or phishing scam?

Most email providers and cybersecurity companies have mechanisms in place for reporting suspicious emails or phishing scams. You can usually report a suspicious email by forwarding it to a designated address or clicking a “report phishing” button in your email client.

5. What should I do if I think I’ve fallen victim to an email phishing scam?

If you think you’ve fallen victim to an email phishing scam, it’s important to act quickly. Change your passwords immediately, contact your bank or credit card company if you’ve provided financial information, and run a malware scan on your computer or device. You should also report the incident to the appropriate authorities, such as your employer’s IT department or law enforcement agencies.

Gmail

Top Reasons You Need To Back-Up Your Emails

2022-03-31 0 Comment Gino read

Emails have become an integral part of our daily lives. We use them for work, communication, and storing important information. Losing your emails can cause a lot of problems, which is why it’s essential to back them up. In this article, we’ll look at some of the top reasons why you need to back up your emails and how you can do it.

Why Should You Back Up Your Emails?

There are several reasons why backing up your emails is crucial. Here are some of the most important ones:

Protect Against Data Loss

Losing your emails due to a hardware failure, theft, or cyber attack can be devastating. If your emails contain important documents or files, losing them can cause irreparable damage. By backing up your emails, you can ensure that you have a copy of all your important information, even if you lose access to your primary email account.

Ensure Business Continuity

If you use email for work, losing access to your emails can significantly impact your business. If your emails contain important files or messages, you may be unable to complete your work, leading to delays and lost revenue. By backing up your emails, you can quickly recover them and continue working as usual.

Comply with Legal Requirements

Many businesses are required by law to keep records of their emails for a certain period. If you don’t comply with these regulations, you may face severe penalties and legal consequences. By backing up your emails, you can ensure that you’re complying with legal requirements and have all the necessary records if you need them.

Save Time and Effort

If you lose your emails, you may have to spend a lot of time and effort trying to recover them. This can be especially difficult if you don’t have a backup. By backing up your emails, you can save time and effort and avoid the stress of trying to recover lost data.

Maintain Email Security

Emails can contain sensitive information, such as personal details or financial data. By backing up your emails, you can ensure that your data is secure, as you can encrypt your backups and ensure that only authorized people can access them.

How to Back Up Your Emails?

There are several ways to back up your emails. Here are some of the most common methods:

Use an Email Client

Many email clients, such as Microsoft Outlook or Apple Mail, offer built-in backup features that allow you to create a backup of your emails. These backups can be stored on your computer, an external drive, or even network-attached storage (NAS) devices. This method is ideal for those who want to keep their backups offline and within their control.

Use Cloud-Based Services

Cloud-based services, such as Google Drive or Dropbox, offer a convenient way to back up your emails. These services allow you to store your backups online, making them easily accessible from anywhere with an internet connection. This method is ideal if you want to access your backups from multiple devices or locations.

Use a Local Backup Solution

Local backup solutions, such as Acronis True Image or EaseUS Todo Backup, allow you to create a backup of your emails on an external hard drive or other physical storage device. These backups can be stored offline, ensuring that they are safe from cyber attacks or data breaches. This method is ideal if you want to have full control over your backups and keep them offline.

Hybrid Solutions

Hybrid solutions, such as those offered by Backupify or Spanning, combine the advantages of cloud-based and local backup solutions. These solutions back up your emails to the cloud but also offer the option to download and store backups locally. This method is ideal if you want to have the flexibility to choose where to store your backups, depending on your needs and circumstances. Additionally, hybrid solutions often offer more robust data protection options, including encryption and multi-factor authentication.

Regardless of the method you choose, it’s essential to ensure that your backups are secure and up-to-date. Here are some tips to keep in mind when backing up your emails:

Choose a reputable backup solution that offers robust security features, such as encryption and password protection.
Make sure that your backups are up-to-date and include all your important emails and files.
Test your backups regularly to ensure that they’re working correctly and can be restored if needed.
Keep multiple copies of your backups in different locations to ensure redundancy and protect against data loss.

Conclusion

Backing up your emails is essential for protecting against data loss, ensuring business continuity, complying with legal requirements, saving time and effort, and maintaining email security. There are several ways to back up your emails, including using an email client, cloud-based services, or a local backup solution. Regardless of the method you choose, make sure that your backups are secure and up-to-date, and regularly test them to ensure that they can be restored when needed.

FAQs

1. How often should I back up my emails?

It depends on how frequently you use your email and how important the data is. As a general rule, it’s recommended to back up your emails at least once a month.

2. Can I back up my emails manually?

Yes, you can manually back up your emails by exporting them from your email client and saving them to a physical storage device.

3. Is it safe to store backups online?

Yes, it’s safe to store backups online, as long as you use a reputable cloud-based service and ensure that your backups are encrypted and secured with a strong password.

4. How long should I keep backups of my emails?

It depends on your specific needs and legal requirements. As a general rule, it’s recommended to keep backups for at least six months to a year.

5. What should I do if I lose my emails and don’t have a backup?

If you lose your emails and don’t have a backup, it may be challenging to retrieve them. It’s essential to contact your email provider or IT support team for assistance in recovering your lost emails.

Gmail

The Ultimate Guide To Email Consolidation

2022-03-30 0 Comment Gino read

What is Email Consolidation?

In today’s digital age, most people have multiple email accounts for work and personal purposes. Managing multiple email accounts can be a daunting task, and it can lead to email overload and inefficiencies.

Email consolidation is a solution to this problem. It involves combining multiple email accounts into a single email account, allowing you to manage all your emails in a single inbox. With email consolidation, you can reduce email overload, simplify email management, and improve efficiency.

Email consolidation can be done using various methods such as email forwarding, importing your emails, or merging your email accounts. Each method has its own benefits and risks, and it’s important to choose the method that works best for you.

Why Consolidate Your Email Accounts?

Benefits of Consolidating Your Email Accounts

Consolidating your email accounts can bring many benefits, such as:

1. Save Time

Having multiple email accounts can be time-consuming, especially when you have to switch back and forth between them to check for new messages. Consolidating your email accounts into a single account allows you to check all your emails in one place, saving you time and reducing the chance of missing important messages.

2. Streamline Communication

Consolidating your email accounts can streamline communication by allowing you to respond to all your messages from a single email account. This can be especially useful if you have multiple email accounts for work and personal use, as it allows you to separate your emails without having to switch between multiple accounts.

3. Save Money

Having multiple email accounts can also be expensive, especially if you’re paying for premium email services or storage. Consolidating your email accounts into a single account can help you save money by reducing the number of email accounts or storage you need to pay for.

4. Simplify Password Management

Having multiple email accounts means having to remember multiple passwords, which can be a hassle. Consolidating your email accounts into a single account can simplify password management, making it easier to keep your accounts secure and reducing the chance of forgetting your passwords.

5. Consistent Branding

If you use your email for professional purposes, using a single email account can help maintain consistent branding. By using the same email address across all platforms, you can create a consistent and professional online presence.

6. Easier Email Management

Using a single email account can also make it easier to manage your emails. With all your emails in one place, you can set up filters and labels to automatically sort your emails and keep your inbox organized.

5. Better Security

Using a single email account can also improve security. By using a single account, you only have to focus on keeping one account secure, rather than multiple accounts. This can make it easier to implement security measures like two-factor authentication and secure password management.

How to Consolidate Your Email Accounts

Consolidating Email Accounts

There are different ways to consolidate your email accounts into a single email account. Here are some methods to consider:

1. Importing Emails

Importing emails from different accounts is a simple way to consolidate your emails. You can export emails from your old email accounts in formats such as .pst or .mbox and then import them into your new email account. Most email services provide a way to import emails from different accounts.

2. Forwarding Emails

Forwarding emails from your old email accounts to your new email account is another way to consolidate your emails. You can set up email forwarding in your old email accounts to automatically forward emails to your new email account. This way, you don’t have to log in to multiple email accounts to check for new emails.

3. Merging Email Accounts

Merging email accounts is another way to consolidate your emails. This can be done even if the accounts are from different providers. Some email services provide an option to merge multiple accounts into one account, which can be helpful in managing emails from different sources in one place.

4. Migrating Email Account

Beyond merging email accounts, it’s possible to migrate an entire email account to another. This is usually done when you switch to a new email service provider. Migrating your email account involves exporting your emails and contacts from your old account, and then importing them into your new account. Some providers will have a service available to migrate your emails. Most likely one powered by Shuttlecloud!

Export emails to another account

If you want to consolidate your emails into a single account or backup your emails, exporting and importing your emails is a useful method. Here’s how to export and import your emails:

How to import or export your emails in Gmail

Sign in to your Gmail account.
Click on the gear icon in the upper right-hand corner of the Gmail screen and select “Settings” from the drop-down menu.
To export emails: Go to the “Forwarding and POP/IMAP” tab, select “Download your data”, choose the data to include, format, and delivery method, and click “Create export”.
To import emails: Go to the “Accounts and Import” tab, select “Import mail and contacts”, enter the email address and password of the account you want to import from, select the import options, and click “Start Import”.
Wait for the export or import process to complete. This may take a while depending on the size of your mailbox.
Review your exported or imported emails to make sure they’re complete and accurate.
Repeat the above steps as needed for any additional accounts you want to export from or import to.

How to export or import your emails in Outlook

Sign in to your Outlook account.
Click on the gear icon in the upper right-hand corner of the Outlook screen and select “View all Outlook settings” from the drop-down menu.
To export emails: Go to the “Mail” tab, select “Forwarding”, choose the option to export emails, select the data to include, format, and delivery method, and click “Export”.
To import emails: Go to the “General” tab, select “Privacy and data”, choose the option to import from another email account, enter the email address and password of the account you want to import from, select the import options, and click “Import”.
Wait for the export or import process to complete. This may take a while depending on the size of your mailbox.
Review your exported or imported emails to make sure they’re complete and accurate.
Repeat the above steps as needed for any additional accounts you want to export from or import to.

Forwarding Emails to a Single Account

Forwarding emails from your other accounts to a single email account is another way to consolidate your emails. Here’s how to forward emails to a single account:

How to Forward Emails from a Gmail account

To forward emails from your Gmail account to another inbox, follow these steps:

Sign in to your Gmail account.
Click on the gear icon in the upper right-hand corner of the Gmail screen and select “Settings” from the drop-down menu.
In the Settings menu, select the “Forwarding and POP/IMAP” tab.
Under the “Forwarding” section, click on “Add a forwarding address”.
Enter the email address of the inbox that you want to forward your emails to.
Click “Next”.
Follow the prompts to verify the email address by entering the verification code sent to the email address.
Once the verification is complete, select the option to “Forward a copy of incoming mail to” and choose the email address that you just verified.
Choose whether you want to keep a copy of the forwarded emails in your Gmail inbox or not.
Click “Save Changes”.
Optionally, you can create a filter to only forward specific types of emails, such as those from a specific sender or with certain keywords.
To create a filter, go back to the main Gmail screen and click on the search bar.
Enter the criteria for the filter, such as the sender’s email address or a keyword in the subject line.
Click “Create filter”.
Select the option to “Forward it to” and choose the email address that you want to forward the emails to.
Click “Create filter”.

Note: Keep in mind that forwarding emails may cause some email clients or services to mark the emails as spam. Check your spam folder in the forwarded email account periodically to make sure you’re not missing any important emails.

How to Forward Emails from an Outlook account

To forward emails from your Outlook account to another inbox, follow these steps:

Sign in to your Outlook account.
Click on the gear icon in the upper right-hand corner of the Outlook screen and select “View all Outlook settings” from the drop-down menu.
In the Settings menu, select the “Mail” tab and then select “Forwarding”.
Under the “Forwarding” section, click on “Start forwarding”.
Enter the email address of the inbox that you want to forward your emails to.
Choose whether you want to keep a copy of the forwarded emails in your Outlook inbox or not.
Click “Save”.
Optionally, you can create a rule to only forward specific types of emails, such as those from a specific sender or with certain keywords.
To create a rule, go back to the main Outlook screen and click on the gear icon in the upper right-hand corner.
Select “Rules” from the drop-down menu.
Click on the “Add new rule” button.
Enter the criteria for the rule, such as the sender’s email address or a keyword in the subject line.
Select the option to “Forward to” and choose the email address that you want to forward the emails to.
Click “Save”.

Merging Email Accounts

Merging email accounts is another way to consolidate your emails into a single account. Here’s how to merge multiple email accounts:

How to Merge Gmail accounts with another email account

To merge a Gmail account with another, follow these steps:

Sign in to the Gmail account that you want to keep using as your primary account.
Click on the gear icon in the upper right-hand corner of the Gmail screen and select “Settings” from the drop-down menu.
In the Settings menu, select the “Accounts and Import” tab.
Under the “Check mail from other accounts” section, click on “Add a mail account”.
Enter the email address of the account that you want to merge with your primary account.
Click “Next”.
On the next screen, enter the password for the account that you want to merge and click “Next” again.
Choose the options you want to use for importing and labeling messages and click “Add Account”.
Go back to the “Accounts and Import” tab in the Settings menu.
Under “Send mail as”, click “Add another email address”.
Enter the email address of the account you want to merge and click “Next”.
Follow the prompts to verify the email address by entering the verification code sent to the email address.
Once the verification is complete, choose the option to make the email address your default “From” address if you want to send emails from that address by default.
Repeat steps 4-13 for any additional accounts that you want to merge with your primary Gmail account.
Once you have added all the accounts that you want to merge, you can manage them under the “Accounts and Import” tab in the Settings menu.

Note: Keep in mind that merging accounts will only consolidate your emails and contacts. You won’t be able to merge calendars or other Google services associated with the accounts.

How to merge Outlook accounts with another email account

To merge an Outlook account with another, follow these steps:

Sign in to the Outlook account that you want to keep using as your primary account.
Click on the gear icon in the upper right-hand corner of the Outlook screen and select “View all Outlook settings” from the drop-down menu.
In the Settings menu, select the “Mail” tab and then select “Forwarding”.
Under the “Forwarding” section, click on “Start forwarding”.
Enter the email address of the account that you want to merge with your primary account.
Click “Save”.
Next, go to the “Accounts” tab in the Settings menu.
Under the “Connected accounts” section, click on “Add a connected account”.
Enter the email address of the account that you want to merge with your primary account.
Follow the prompts to sign in to the other account and allow the connection.
Once the connection is established, select the option to “Import email from this account” and choose how far back you want to import emails.
Click “OK” to start importing emails.
Repeat steps 8-12 for any additional accounts that you want to merge with your primary Outlook account.
Once you have added all the accounts that you want to merge, you can manage them under the “Accounts” tab in the Settings menu.

Note: Keep in mind that merging accounts will only consolidate your emails and contacts. You won’t be able to merge calendars or other Microsoft services associated with the accounts.

In summary

Email consolidation is a great way to manage your emails efficiently and keep your inbox organized. By consolidating your emails into a single account, you can reduce email overload, improve efficiency, and simplify email management. Try it today!

FAQs

1. What is email consolidation?

Email consolidation is the process of combining multiple email accounts into a single email account.

2. Why should I consolidate my email accounts?

Consolidating your email accounts allows you to manage all your emails in a single inbox, reducing email overload and improving efficiency.

3. How can I consolidate my email accounts?

You can consolidate your email accounts by importing your emails, forwarding emails, or merging your email accounts.

4. What are the best practices for email consolidation?

The best practices for email consolidation include choosing the right email service provider, organizing your emails using filters and labels, importing your emails, forwarding emails, using two-factor authentication, backing up your emails regularly, and checking your emails regularly.

5. What are the risks of email consolidation?

The risks of email consolidation include data loss, security threats such as hacking and phishing, and the potential loss of emails if the consolidation process is not done correctly.

6. Can I consolidate emails from different email service providers?

Yes, you can consolidate emails from different email service providers using various methods such as email forwarding, importing your emails, or merging your email accounts.

7. Is it safe to consolidate my email accounts?

Yes, it is safe to consolidate your email accounts as long as you follow best practices such as choosing the right email service provider, using two-factor authentication, backing up your emails regularly, and checking your emails regularly.

Gmail

Discover Email Continuity: Your Ultimate Guide to Uninterrupted Communication

2022-03-30 0 Comment Gino read

Why is Email Continuity Important?

Email is a lifeline for countless businesses, helping them stay connected and productive. Email continuity ensures that even when there’s a hiccup in the system, critical messages can still be sent and received. This means that businesses can continue to function, and productivity is not impacted. This is especially important for companies that rely heavily on email, like those in finance or healthcare, where timely information exchange is crucial. In addition, email continuity ensures that important communications are not lost, and that businesses can maintain regulatory compliance.

How Does Email Continuity Work?

Email continuity acts as your safety net during email system outages by providing an uninterrupted service. It usually involves a secondary email system, often hosted in the cloud, that activates when the primary system is down and does not rely on the same infrastructure as the primary system. Users are automatically redirected to the secondary system, ensuring that they can still send and receive emails. Once the primary system is back, the secondary system syncs any emails sent or received during the outage, ensuring that users do not miss any important communications.

Email Continuity vs. Backup

Email continuity and backup solutions may seem similar, but they serve different purposes. Email continuity ensures that users can still send and receive emails during an outage, while backup solutions protect against data loss by creating copies of all email data.

Email Continuity Solutions

There are numerous email continuity solutions available, from simple, standalone options to more advanced, enterprise-level ones. Here’s an explanation of each type, along with examples:

Cloud-based email continuity solutions:

These solutions provide uninterrupted email service by hosting the secondary email system in the cloud. Cloud-based solutions offer several advantages, such as accessibility from anywhere, automatic updates, and scalability. They are typically easy to set up and manage, making them suitable for businesses of all sizes.

Examples:

Mimecast Email Continuity: Mimecast offers a cloud-based email continuity service that ensures uninterrupted email access during outages. Their solution integrates with Microsoft Exchange and Office 365, providing real-time email failover during downtime.
Datto SaaS Protection: Datto provides an email continuity solution designed to work with Office 365 and G Suite. It offers automatic failover, backup, and recovery for emails, contacts, and calendars.

Email failover solutions:

Email failover solutions automatically redirect email traffic to a secondary email server or system when the primary server is down. These solutions help maintain uninterrupted email service and usually involve monitoring the primary email system’s health to detect outages quickly.

Examples:

Barracuda Email Security Gateway: This solution offers an email failover service that redirects email traffic to a secondary server when the primary server is unavailable. It also provides protection against email threats like spam, phishing, and malware.
SolarWinds Mail Assure: SolarWinds’ email failover solution ensures continuous email service by rerouting email traffic to a secure server during primary server outages. It also includes email filtering, threat protection, and archiving.

Hybrid solutions combining email continuity and backup:

These solutions offer the best of both worlds, providing uninterrupted email service during outages and protecting against data loss by creating copies of all email data. They usually involve a combination of on-premises and cloud-based systems, offering greater flexibility and control over email management.

Examples:

Microsoft Office 365 and Azure: Combining Office 365 with Azure’s cloud storage, businesses can create a hybrid solution that ensures email continuity while also backing up email data to the cloud. This setup allows businesses to maintain email functionality during outages and recover lost data when needed.
Proofpoint Essentials: Proofpoint Essentials is a comprehensive email security solution that includes email continuity and backup features. It provides uninterrupted email access during outages, threat protection, and email data backup and recovery.

When choosing an email continuity solution, consider factors like cost, ease of use, scalability, and compatibility with your existing email system.

Best Practices for Email Continuity

To make the most of email continuity and ensure its effectiveness, follow these best practices:

Regularly test your email continuity system: Schedule routine tests to verify that your email continuity solution is functioning as expected. Regular testing helps identify potential issues before they become critical and ensures your system is ready to handle real outages.
Have a clear communication plan for outages: Develop a communication plan that outlines the steps to follow in case of an email outage. This plan should include instructions on how employees can access the secondary email system, as well as contact information for key stakeholders and customers.
Keep backups of all email data: Even with an email continuity solution in place, it’s essential to maintain backups of all email data. This ensures that you can recover lost data if necessary and provides additional protection against data loss due to system failures, cyber attacks, or human error.
Ensure your email continuity solution is scalable: Choose a solution that can grow with your business and handle increasing email volumes. Scalable email continuity solutions can accommodate the changing needs of your organization without requiring significant upgrades or additional investments.
Maintain up-to-date contact information for all employees and stakeholders: Keep an accurate and current list of employee and stakeholder contact information. This ensures that you can quickly communicate with everyone involved during an email outage and provide essential updates or instructions.
Train employees on email continuity procedures: Make sure your employees understand the email continuity process and know what to do during an outage. Regular training sessions and refreshers can help keep employees informed and prepared to handle any disruptions.
Monitor and analyze email system performance: Continuously monitor your email system’s performance to identify potential issues or areas for improvement. Analyzing system performance can help you optimize your email infrastructure and reduce the likelihood of outages.
Collaborate with your email continuity provider: Maintain an open line of communication with your email continuity solution provider. They can offer valuable insights, recommendations, and support to help you optimize your email continuity strategy and ensure its effectiveness.
Review and update your email continuity plan: Periodically review your email continuity plan to make sure it stays up-to-date and reflects any changes in your organization or industry. Update your plan as needed to ensure that it remains effective and aligned with your business objectives.

By following these best practices for email continuity, you can minimize the impact of email outages on your business and ensure that important communications continue to flow seamlessly.

Email Continuity for Small Businesses

For small businesses, email continuity can be a lifesaver during outages. Cloud-based email continuity solutions are often a great choice for smaller companies, as they’re typically user-friendly and cost-effective. It’s also vital to have a clear communication plan in place for outages. This should include information on how employees can access the secondary email system, as well as contact information for key stakeholders and customers.

Email Continuity for Enterprises

For larger enterprises, email continuity solutions can be more complex and require additional planning. Hybrid solutions that combine email continuity and backup are usually a good choice, providing both uninterrupted email service and protection against data loss. Enterprises should also ensure that their email continuity solution is scalable and can handle a large volume of emails. Regular testing should also be conducted to ensure that the system is working properly and can handle a high volume of traffic.

Email Continuity and Compliance Regulations

For businesses in highly regulated industries, such as healthcare or finance, email continuity can help maintain compliance even during email outages. Choose an email continuity solution that meets your industry’s specific regulatory requirements, and regularly test and document your system to demonstrate compliance.

The Future of Email Continuity

As businesses become increasingly reliant on email, the need for email continuity solutions will only continue to grow. In the future, we can expect to see more advanced email continuity solutions that incorporate machine learning and other technologies to provide even greater levels of protection and reliability.

In Summary

Email continuity is a vital tool for businesses of all sizes, ensuring that important communications continue to flow even during email outages. By following best practices and choosing the right email continuity solution, businesses can safeguard against downtime, data loss, and maintain regulatory compliance.

FAQs

1. How does email continuity work?

Email continuity works by providing uninterrupted email service during an outage, typically using a secondary email system that activates when the primary system is down.

2. What is the difference between email continuity and backup?

Email continuity ensures uninterrupted email service during an outage, while backup solutions protect against data loss by creating copies of all email data.

3. What are some best practices for email continuity?

Best practices for email continuity include regular testing, having a clear communication plan in place, keeping backups of all email data, and ensuring the solution is scalable.

4. What email continuity solutions are available?

Various email continuity solutions are available, such as cloud-based solutions, email failover solutions, and hybrid solutions combining continuity and backup.

5. Why is email continuity important?

Email continuity is important because it ensures that important communications can still be sent and received, even during an email outage. This helps businesses maintain productivity and regulatory compliance.

Gmail

What Is Email Security? 8 Things You Should Secure Today

2022-03-30 0 Comment Gino read

Email security is an important consideration for individuals and businesses alike. Email has facilitated quick and easy communication across the world. However, with increased use comes increased risk of cyber attacks. Hackers use various techniques to gain access to sensitive information like personal data and login details. As a result, ensuring email security has become crucial in today’s digital era — it remains one of the most vulnerable entry points for cybercriminals. Phishing and other email attacks continue to rise each year, and the average cost of a data breach for a company is over $4 million.

In this article, we delve into the significance of email security and provide steps to protect email communications against cyber threats.

The Ramifications of a Successful Email Attack

The results of a successful email attack can be dire: individuals might fall victim to identity theft and financial losses. Businesses, on the other hand, might suffer the loss of intellectual property, reputational damage, theft of customer data and/or legal action.

Best Practices for Email Security

Use Strong and Unique Passwords

Using strong and unique passwords is one of the most basic yet effective ways to secure email communications. Strong passwords should contain at least eight characters, which include a combination of letters, numbers, and special characters. Avoid using personal information that is easily guessable, such as birthdays or names, and never reuse passwords for various accounts. This makes it harder for hackers to guess or crack passwords and access email accounts.

Enable Two-Factor Authentication

Two-factor authentication is a critical step in ensuring email security. It provides an additional layer of security by requiring a second form of verification, such as a code sent to your phone, besides your password. This makes it more challenging for hackers to gain access to email accounts, even if they manage to crack or guess your password. Several popular email providers offer two-factor authentication, so make sure you enable it for your email account.

Use Encryption

Encryption is the process of converting email messages and attachments into a code that is unreadable without a decryption key. This ensures that email messages remain private and secure, even if a third party intercepts them. Use end-to-end encryption to ensure that messages are encrypted from the moment they’re sent to the moment they’re received.

Be Wary of Suspicious Emails

Being vigilant of suspicious emails is another essential aspect of email security. Be careful with emails from unknown senders — those that ask for personal information or contain links to unfamiliar websites are definitely scams. Phishing scams are rampant and can lead to the compromise of email accounts. Never click on links or open attachments from suspicious or unknown emails, and never provide personal information in response to email requests.

Keep Your Software Updated

Updating your operating system, browser or email client (if you still use a desktop client) regularly is another vital step in securing email accounts. Software updates include security patches that fix security vulnerabilities and prevent cyber attacks. Therefore, keep your software updated to ensure optimal email security.

Limit Personal Information in Emails

Avoid including sensitive or personal information in your emails, such as social security numbers, credit card information, or passwords. If you need to share sensitive information, use a secure file-sharing service or encrypt the information in your email. By limiting personal information in emails, you can reduce the risk of identity theft and financial loss if your email account is compromised.

Use a Virtual Private Network (VPN)

Using a virtual private network (VPN) can help secure your internet connection and protect your email communications from being intercepted by third parties. This is especially important if you’re using public Wi-Fi networks or accessing your email from a remote location.

Monitor Your Accounts Regularly

Regularly checking your email accounts for suspicious activity can help you detect and prevent cyber attacks. Be on the lookout for unfamiliar emails, changes to your email settings, or suspicious login attempts. By monitoring your accounts regularly, you can detect potential security threats early and take action before it’s too late.

Educate Yourself and Your Employees

Finally, educating yourself and your employees on email security best practices is crucial in preventing cyber attacks. Train yourself and your employees on how to recognize suspicious emails, how to create and manage strong passwords, and how to use two-factor authentication and encryption. Send them this blog post if you want to give them some handy tips!

In summary

Email security is crucial to safeguard against cyber attacks, which are on the rise. It’s important to stay vigilant and be prepared. Following these best practices is a great start for keeping your email secure, and avoiding the theft of your data.

Gmail

What is OAuth?

2022-02-15 0 Comment Ryan read

OAuth2 plays a crucial part of the process when ShuttleCloud copies the emails from your old provider to your new one. It allows us to request an email migration on your behalf without ShuttleCloud accessing passwords and other sensitive information. The same way Spotify will ask for your Gmail credentials when you set up an account.

In this quick ShuttleClouds Bytes video we explain it a bit more and hopefully after you watch it there’ll be less ‘umming and ahhing’…

Pay attention to Carlos’ clever ‘Gate keeper’ analogy which might give you a better understanding.

Gmail

Introducing ShuttleCloud Bytes

2022-01-26 0 Comment Ryan read

This year we’ve decided to do something different. Something we’ve never done before.

In 2021 we took to the skies and launched some rockets into the office hemisphere. In 2022 we plan to go one step further and turn the office into a film studio.

But we’re an Email company! What do we know about the big screen!?

Ok, we’re not making a Blockbuster (yet), but we want you all to see more of who we are, beyond our Tweets and Blogposts.

We started the initial brainstorming for ’ShuttleCloud Bytes’ last year, with this goal: To get the ShuttleCloud brand out there in new and different ways, create fresh content for people to interact with and put faces to the name.

So where do we start? I know! Let’s bribe a bunch of the team with Cuban food and put a camera in their face, then start asking them random questions.

And this was the birth of Bytes.

Here’s our first episode: ‘Is Migrating email Difficult?’ Let us know what you think, and if there’s any questions that you’d like answered next. Anything!…

The upcoming episodes will tackle these topics:

What is OAuth?
Is Email Dead?
ShuttleCloud’s favourite gadgets and beer of choice…

Our plan is not just to share our great email knowledge, but also share our company culture and the team with you. We are real people, I promise!

Get in touch and find out how easy migrating email is – shuttlecloud.com