borough of west chester - staff technology training

TECHNOLOGY TRAINING

SESSION 18

NOVEMBER 5, 2015

William Mann, CIOBorough of West Chester

TRAINING AGENDA• Microsoft 365

• Getting around the Portal• OneDrive and SharePoint• Sharing Documents• Versioning and the Recycle Bin• Online Applications• Exploring all of the Apps

• Security• Passwords – Take it Seriously!• Staying Safe Online this Holiday Season

• Password Requirement Changes• Changes and Network Enhancements

• VPN and Firewall Services• Kaspersky • One Domain to Control them All

• Public Works joins our Network• CLIENT to VPN services

• Microsoft Excel• Pivot Tables

• A Look Ahead (2016)• Digital Document Management• Modernizing our Voice and

Collaboration Services• Partnering with Springhouse

MICROSOFT 365 SERVICES

You can connect and access all of your Microsoft 365 services by logging into the portal at login.microsoftonline.com. • Mail

• Calendar• People• OneDrive• Sites (SharePoint)• Delve• Word Online• Excel Online• PowerPoint Online• OneNote Online• Yammer• Sway• Tasks• Newsfeed• Video

Let’s Talk About These For a Second

Getting around the portal


onedrive

OneDrive is your personal place in Microsoft’s Cloud to store documents. Files stored here should be your working day to day files.

You can share files very easily from your OneDrive account.


sharepoint

SharePoint is the place where your department’s shared files are located as well as organizational wide shared files. Each department has there own SharePoint Site. Each department

has libraries for the storage of your shared files. These files are stored in Libraries. You can think of libraries as “folders”, just better.

You can find all of your libraries in “Site Contents”.


sharing documents

You can invite people to view or edit your documents.

You can “get a link” and send it or make it available to as many people as you would like.

You can always check to see who you have shared the document with.


versioning

You can always go back to look at all of the previous versions of your documents and restore them from any point.

Each time you save your document a version is created allowing you to go back in time.


online applications

There are many applications available online. The most popular of course are Word, Excel & PowerPoint.

These applications are available where your have an internet connection and a very close in functionality to their desktop counterparts.

These apps are also available on your mobile devices as well!


exploring the online applications

As you can see when you open “Word Online” it looks very similar to the desktop version.

Once you are working on a document online the ribbon and toolbar are all there just like on the desktop version.

When you are working online there is no “Save” option because your file is automatically saved every few seconds!

SECURITYpasswords

It’s easier than you think to create strong, hard-to-guess, easy-to-remember passwords.

DOs• Use a password phrase and make it relevant. The more personal the better. For a Star Trek fan like me

you could use "BeamMeUpScottyNow!!" (Beam Me Up Scott Now!!) • Make it something you can visualize. It’s easier to remember that way• Make it more than 10 characters and include capitals, numbers and symbols

DON'Ts• Use names: pets, businesses, family, friends, etc.• Use letter or number patterns: 1234, abcd, etc.• Use birthdays, addresses, postal or zip codes, even if you add a number or symbol• Use less than 10 characters• Store them locally or on the Internet

SECURITYpasswords

If I have said this one I have said it a thousand times.

The only way to be confident and efficient in the way you manage your online security is with a password manager like LastPass.

SECURITYStaying safe online during the holidays

As cybercriminals ramp up their game, you should too. You can protect yourself and your wallet this holiday season by following these six tips for staying safe:


1. Use a Secure Internet Connection

Not all Internet connections are the same. If you log onto an unsecured network, the kind you’ll find at most cafes, airports and libraries, your data can be easily intercepted by tech-savvy eavesdroppers. That means your user name, password and even your credit card details.

To keep you and your bank account safe, avoid unsecured networks, take precautions if you must use them and limit your activity to behavior that won’t compromise your information, like scanning the news, rather than logging into your email.


2. Stick to Trustworthy Sites, and Beware Email Scams

The more places you enter your financial information, the greater the chance that that information will fall into the wrong hands. That’s why it helps to limit the number of sites with access to your credit card number. When you do grant this information to a website, make sure it’s one you can actually trust.

To protect your data, look for “https” rather than “http” in the URL. That extra letter stands for “secure,” and it will limit the ability of third parties to snoop in on your activities.

The holiday season is an especially vulnerable time for consumers, as the increased volume of purchases means people are more likely to click on a fraudulent email in anticipation of an actual delivery. This season you should be on the alert for a phishing scam asking users to “confirm” an online shopping order or package shipment.


3. Vary Your Passwords, and Share as Little as Possible

If your email gets hacked, what’s the worst that could happen? What about your Amazon account? Your credit card?

To evaluate the risk you face, imagine your finances like a row of dominoes. Each password, log-in page and credit card is an individual piece of a wider network. But unlike the game, your goal is to keep your dominoes as stable and far apart from each as possible. If knocking out one domino threatens to wipe out your finances, you may need to rethink your game strategy.

Diverse passwords can offer a strong defense. Don’t use the same password across different sites – especially not accounts as sensitive as your email, online banking, credit card or PayPal. Make sure your password at each site is hard to crack, and change it frequently. As tempting as it may be, do not store a list of your passwords in your email or in a file on your computer.


4. Keep Your Computer Clean

When it comes to digital security, you should always apply both preventative and diagnostic measures.

To prevent your information from getting into the wrong hands, make a habit of immediately logging out of any account linked to your financial information. Not only does that include online banking and credit card accounts, it also applies to Amazon, eBay, Etsy and any e-commerce site where you’ve ever made a purchase.

You can use free software like Piriform’s CCleaner to periodically wipe your drive free of the active log-ins, cache and other cookies that accumulate over time, or you can also set your browser to automatically delete all such information upon closing.

If you don’t have a firewall installed, consider setting one up, to add an important layer of security preventing access to your machine. Keep all your programs up to date to avoid vulnerabilities in your system.

Even the most careful Internet user can get hit by malicious software. To keep your computer safe, install anti-malware software and run frequent scans of your drive to find and destroy any viruses or spyware.


5. Opt for Credit Over Debit

Whenever given the choice between using a credit card and a debit card for online transactions, you should always opt for credit to protect yourself from cyberthreats.

By entering your debit card information online, you’re potentially allowing criminals direct access to your funds. With that access, they can empty your account in no time. Getting that money back is a bureaucratic nightmare, and in the meantime, your financial reserves will be limited. If you think your debit card has been compromised, you should investigate the charge as soon as possible.

By reporting unauthorized charges within two business days, you’ll limit your liability to $50, per federal law. Report within 60 days and you may be liable for up to $500. After that cutoff, however, there’s no limit on how much you may have to pay.

If you were to use a credit card in the same situation, the potential harm to your finances would be significantly lower. By keeping an eye on your account, you can easily dispute unauthorized charges and get them reversed before they take a bite out of your savings. Consumer liability for such charges is limited to $50, as long as you report the activity within 60 days.


6. Stay on Top of Your Accounts

Knowledge is power. One of the best ways to protect yourself is to keep a close eye on your bank and credit card accounts. Don’t wait for your statement to be prepared to check the status of your accounts. Log in frequently (over a secure connection, of course) and monitor all recent activity.

Cybercriminals know that many people fail to give their accounts the scrutiny they deserve. That’s why they start out by making small charges on a compromised account, starting at $5 a month. That’s money you might not notice disappearing, and by the time they’re moving hundreds of dollars out of your account, it might be too late to get back all the smaller charges that have added up.

MICROSOFT EXCELpivot tables

Excel Pivot Tables are tables that summarize large amounts of data in an Excel spreadsheet. This is best explained by way of an example...

Imagine your company kept a spreadsheet of every sale that was made during the first quarter of 2013. The spreadsheet records the sale date, the invoice reference, the invoice total, the name of the sales person, and the sales region. This spreadsheet is shown below:

An Excel pivot table can summarize the data in the above spreadsheet, to show the number entries or the sums of the values in any of the columns of data.

For example, the pivot table on the right shows the total sum of all sales, for each of the four sales people, for the first quarter of 2013.


A more complex pivot table is shown below. In this pivot table, the sales totals are broken down by month for each sales person. The sales totals for each area are also shown.


A further feature of Excel pivot tables is the ability to quickly extract the data that makes up any part of the pivot table.

For example, if you wanted to see a list of Brown's sales during January 2013, you would simply double click on the cell showing this value (the value $23,918 in the right - top example spreadsheet).

Excel then creates the new worksheet (shown on the right ), listing Brown's sales during January 2013.


Picot Table Exercise

PASSWORD REQUIREMENT CHANGES

Now that we have AD Sync in place everyone is hopefully comfortable with having one password for both our local area networks and Microsoft 365.

We will be changing the password credentials effective November 1 to meet the current security standards of Microsoft.

This means that the next time your password expires it will require the following from your password.

• 8 characters• At least one upper case, lower case, number and special

character.

• Password changes are required every 90 days.

• Be aware that when you make this change it may take up to 30 minutes for the change to occur online with your Microsoft 365 account.

LETS TALK SECURITY

There are a couple of services protecting the security of our network and data.

• Kaspersky – 1. Anti-Virus and Web Filtering 2. Device and Software Management (upcoming)• Barracuda – 1. Firewall (manages all traffic in and out of our network)

2. Connects Public Works to our network. 3. Provides Client to VPN services

Webpages are for the most part managed and filtered through Kaspersky although Barracuda does step in here once in a while as well. If you are blocked from a webpage or service on the internet please submit a help desk ticket so we can look at it.

LOOKING AHEADNext year will bring a couple of exciting “game changers” to our organization.

New Phone / Voice Services. Our existing phone system will be retired and a new “Skype for Business” focused voice system installed.

Digital Document Management is finally on its way! In most cases paper will be replaced with digital copies.

This will be a multi-year process of migrating away from the way we manage our documents.

borough of west chester - staff technology training

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