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Google and Yahoo Email Security: Mastering 5 Effortless Steps for Inbox Delivery by February 2024

Google and Yahoo Email Security: Mastering 5 Effortless Steps for Inbox Delivery by February 2024

Why Google and Yahoo are Changing the Rules for Email Senders

In the fast-paced world of business communication, securing your email correspondence is paramount. Achieving inbox delivery and safeguarding against spam can be effortless with strategic measures. As Google and Yahoo enforce new rules to enhance email security, here’s a guide to help your business effortlessly navigate these changes by the end of February 2024. Follow these simple steps to achieve uninterrupted email communication without undertaking complicated tasks or facing potential pitfalls. Your inbox security is just a few steps away!

What the Changes Mean for Every Email Sender

As of October 2023, Google and Yahoo, two major email service providers, have decided to enforce new rules to enhance email security and protect recipients from unwanted emails. While email authentication has always been a best practice, not all senders have embraced these practices, making it easier for bad actors to exploit vulnerabilities and compromise email security.

For every email sender, whether sending one email or millions, these changes signify a shift towards a safer, user-friendly, and spam-free email experience.

Checklist: 5 Steps to Ensure Compliance

Before you start, check the health of your email setup with the MX Toolbox email health check.

Step 1: Understand Your Email Domains

What is a domain?

Identify the domains you use for email sending. It’s like knowing the street addresses from which your letters are sent. Ensure proper authentication and status for each domain in your Postmark account. Think of it as ensuring each street address is secure and verified.

Action to take:

Identify the domains you use for email sending. Ensure proper authentication and status for each domain in your Postmark account.

Step 2: Authenticate Your Mail with Custom DKIM

What is DKIM?

DKIM (DomainKeys Identified Mail) is like a digital signature for your emails, confirming they come from a trusted source. Think of it as the sender’s unique stamp of approval. Implementing a custom DKIM signature is akin to creating a personalised stamp for your business.

Action to take:

Add a TXT record to your domainโ€™s DNS settings to confirm legitimacy and trustworthiness. Doing this is like placing your stamp in a secure location.

Step 3: Authenticate Your Mail with Custom SPF

What is SPF?

SPF (Sender Policy Framework) is like a sender’s ID card, ensuring that emails are sent by authorised servers. It’s similar to showing your ID when entering a secure building. Setting up a custom Return-Path is like personalising your ID for better recognition.

Action to take:

Set up a custom Return-Path to authenticate your messages with SPF. You do this by adding a CNAME record pointing to pm.mtasv.net in your DNS settings. This is like updating your ID details.

Step 4: Set Up DMARC

What is DMARC

DMARC (Domain-based Message Authentication, Reporting & Conformance) is your email’s bodyguard, making sure it’s protected from impersonation. It’s like having a personal security detail for your emails. Setting up DMARC is like instructing this detail on how to handle potential threats.

Action to take:

Establish DMARC for your domain. This is like providing instructions to your email security team on monitoring and controlling email sources using DMARC policies.

Step 5: Register Your Domain for Google Postmaster Tools

What is Google Postmaster Tools?

Google Postmaster Tools is your surveillance system, keeping an eye on potential threats and ensuring your emails don’t go rogue. It’s like having security cameras for your emails.

Action to take:

Keep spam complaint rates below 0.3% and register your domain with Google Postmaster Tools. This is like maintaining a clean record and ensuring your surveillance system is active.

FAQ

Q. What happens if I send mail that doesn’t meet these requirements?
A. Messages might be rejected or sent to recipients’ spam folders.

Q. When will these changes take place?
A. Changes will roll out gradually from February 2024.

Q. How will this affect transactional senders?
A. Transactional senders, especially those exceeding 5,000 messages a day, should comply for enhanced deliverability and engagement.

Q. What is the bulk threshold for anti-spam policy?
A. Google specifies rules for users sending over 5,000 messages, while Yahoo doesn’t specify a particular volume or spam complaint rate threshold.

Q. Could these requirements and our understanding of them change?
A. Absolutely, and it’s expected. Stay informed and adapt to evolving email security standards.

Incorporating these steps into your email practices will not only ensure compliance with the new requirements but also contribute to a more secure and efficient email communication system. Embrace these changes proactively to protect your sender reputation and maintain a healthy email program. If you have further questions, refer to the FAQs or reach out for assistance. The online community is collaborating to create a safer environment for all users, and your adherence to these practices plays a crucial role in achieving this goal. If unsure, we can help you conduct a DNS audit.

Should you have any uncertainties or require assistance in implementing these crucial email security measures, our dedicated support team is here to guide you through the process or conduct a DNS audit to ensure your email domains are fully authenticated and optimised for the upcoming changes.

Resources:

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How to Create a Festive Atmosphere & Connect with Your Audience

How to Create a Festive Atmosphere & Connect with Your Audience

The holiday season is upon us, and it’s the perfect time to infuse your business with festive cheer. Whether you run a retail store, a tech company, or provide professional services, there are creative ways to engage with your audience and spread the joy. Let’s explore some strategies to help you create a festive atmosphere that resonates with your customers, clients, and partners.

Christmas is almost here!

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Hour(s)

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Deck the Digital Halls: Festive Website Makeover

Give your website a holiday makeover to welcome visitors with warmth and excitement. Consider these ideas:

๐ŸŽ„ Dedicated Landing Page: Create a dedicated landing page adorned with festive graphics, engaging banners, and special holiday promotions. This will be the first thing your visitors see, setting the tone for a joyful experience.

๐ŸŽ„ Festive Blog Content: Share holiday-themed blog posts that align with your brand. This could include gift guides, behind-the-scenes looks at your team’s celebrations, or reflections on the past year.

๐ŸŽ„ Countdown Timer: Build anticipation with a countdown timer to Christmas or New Year’s. This adds an element of excitement and encourages visitors to return.

๐ŸŽ„Special Offers: Highlight special holiday promotions and discounts prominently on your homepage. Everyone loves a good holiday deal!

๐ŸŽ„ Engaging Graphics: Sprinkle holiday graphics throughout your website. Snowflakes, twinkling lights, and other festive elements can bring a smile to your visitors’ faces.

Festive Promotions

Jingle All the Way: Festive Phone Systems

Your phone system is often the first point of contact for customers. Make it a memorable experience:

๐Ÿ”” Festive Voicemail Greetings: Record cheerful voicemail greetings that wish callers happy holidays and provide important information. A warm greeting sets a positive tone.

๐Ÿ”” Holiday On-Hold Music: If your system allows, add holiday tunes to your on-hold music. It’s a subtle touch that can make a big difference.

๐Ÿ”” Promote Special Offers: Use your phone messages to inform callers about any special holiday promotions, events, or extended support hours.

๐Ÿ”” Friendly Reminders: If your business will be closed for specific days, ensure your phone system communicates this information clearly to callers.

Email Signatures and festive branding

Spread Festive Vibes: Email Signatures and Beyond

Your email communications are a direct link to your audience. Sprinkle some holiday magic here:

๐ŸŽ Festive Email Signatures: Add a touch of holiday spirit to your email signatures. This could include festive graphics, snowflakes, or a simple holiday quote.

๐ŸŽ Holiday Closing Information: Clearly communicate any changes to your business hours or closures during the holiday season in your email signatures. Transparency builds trust.

๐ŸŽ Warm Wishes: Include a brief and sincere holiday message in your email signatures. A simple “Happy Holidays” or “Season’s Greetings” can go a long way.

Beyond the Basics: Additional Ideas to Shine Bright

Take your festive engagement to the next level with these creative ideas:

๐ŸŒŸ Social Media Campaigns: Launch holiday-themed campaigns on your social media platforms. Encourage user-generated content by asking followers to share their holiday traditions.

๐ŸŒŸ Virtual Holiday Cards: Send virtual holiday cards to your email subscribers or clients. Personalise the message to express gratitude for their support throughout the year.

๐ŸŒŸ Gift Guides: Create and share gift guides related to your products or services. This not only helps your audience with their holiday shopping but also showcases your offerings.

๐ŸŒŸ Year in Review: Summarise key achievements or milestones from the past year. Use a creative and visual format to engage your audience and celebrate the journey together.

Remember, the key is to strike a balance between festivity and professionalism. Ensure your holiday-themed content aligns with your brand identity and resonates with your diverse audience. Spread joy, foster connections, and make this holiday season one to remember for your business and your audience!

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Feeling Overwhelmed? We’re Here to Help You Bring the Festive Magic to Your Business. Contact Us!

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Cisco Headset 500 Series

Cisco Headset 500 Series

Clear and reliable communication is essential for staying productive and communicating effectively in meetings. We highly recommend Cisco’s Headset 500 Series headset models for a cutting-edge audio solution designed to deliver vibrant sound and exceptional performance for users in open workspaces.

Vibrant Audio for Enhanced Experience

The Cisco Headset 500 Series brings a new level of audio quality to your daily work routine. Whether you’re immersed in your favourite tunes or engaged in important meetings, the headset provides bold and vibrant sound. The unidirectional microphones are specially designed to focus on your voice, ensuring that you’re heard loud and clear in any conversation.

Stay Productive with Noise Isolation

Open work environments can often be bustling with activity, making it challenging to concentrate. The Cisco Headset 500 Series tackles this issue with outstanding noise isolation, allowing you to maintain focus even in the busiest settings. Its sleek and comfortable form factor ensures all-day comfort, making it a perfect companion for extended work sessions.

A Magical Setup Experience

Setting up your Cisco Headset 500 Series is a breeze. The user-friendly and intuitive setup process allows you to get up and running quickly. The headset also comes equipped with automatic software upgrades, diagnostics, and metrics, streamlining device management for IT professionals.

Work Unrestricted with Wireless Models

Embrace the freedom of movement with the wireless models of the Cisco Headset 500 Series. These models utilise DECT technology to provide crystal-clear sound over a connection range of over 300 feet from the base. Additionally, the optional multibase feature enables seamless switching between up to four audio devices using USB or Bluetooth connectivity.

Proven Reliability with Deep Integrations

Built with deep integrations for Cisco IP phones, Webex DX80, Jabber, Webex Meetings, and Webex, these headsets ensure compatibility and a seamless user experience. IT administrators will appreciate the single-panel administration interface, simplifying management tasks.
The Cisco Headset 500 Series is more than just a headset; it’s a powerful tool to enhance productivity and communication in open workspaces. With its vibrant sound, noise isolation, intuitive setup, wireless capabilities, and seamless integrations, this series is the perfect choice for professionals seeking a top-notch audio experience.
Upgrade your audio experience with the Cisco Headset 500 Series and release your full potential in open work environments.

Cisco 500 Series Headset Models

Cisco Headset 521

  • Single earpiece
  • In-call indicator with USB adapter
  • 3.5mm or USB
Cisco Headset 522

Cisco Headset 522

  • Dual earpiece
  • Padded headband
  • In-call indicator with USB adapter
  • 3.5mm or USB
Cisco Headset 531

Cisco Headset 531

  • Single earpiece
  • In-call indicator with USB adapter
  • RJ9 or USB adapter (optional)
Cisco Headset 532

Cisco Headset 532

  • Dual earpiece
  • Padded headband
  • In-call indicator with USB adapter
  • RJ9 or USB adapter (optional)
Cisco Headset 561

Cisco Headset 561

  • Single earpiece
  • Wireless (DECT)
  • 9 hours talk time
  • Standard base or multibase
Cisco Headset 562

Cisco Headset 562

  • Dual earpiece
  • Wireless (DECT)
  • 9 hours talk time
  • Standard base or multibase
Standard base for 561 or 561 Cisco 500 series headsets

Standard base

  • For 561 or 562
  • Single source
  • USB/DECT
  • Range 300+ feet
Multibase for 561 or 561 Cisco 500 series headsets

Multibase

  • For 561 or 562
  • Up to 3 sources
  • USB/DECT/Bluetooth
  • Range 300+ feet
M365 Collaboration Capabilities with AI

M365 Collaboration Capabilities with AI

Harnessing the power of artificial intelligence (AI) alongside Microsoft 365 (M365) can revolutionise productivity and efficiency. With the recent introduction of Copilot, an AI-powered assistant, the possibilities for streamlining workflows and enhancing collaboration are endless. Let’s explore how AI and M365 is transforming the way we work:

Collaborative Document Creation

M365 offers a suite of powerful tools, including Microsoft Word, Excel, PowerPoint, and more. AI capabilities embedded within these applications enhance collaboration and productivity. For example, AI-powered grammar and style suggestions in Microsoft Word ensure that written content is polished and professional. Smart data analysis in Excel allows for quick insights and recommendations. And intelligent design suggestions in PowerPoint help create visually appealing presentations.

Enhanced Communication and Collaboration

M365’s collaboration tools, such as Microsoft Teams, combined with AI capabilities, further enhance communication and teamwork. AI-powered features like real-time language translation, smart meeting scheduling, and automated transcription of meetings help overcome language barriers and improve collaboration among global teams. Additionally, intelligent content recommendations and search capabilities within Microsoft SharePoint and OneDrive facilitate efficient information sharing and retrieval.
Blade003_GuidedTour analytics-screenshot

Data Insights and Analysis

M365’s integration with AI technologies enables users to unlock valuable insights from their data. With Microsoft Power BI, for instance, AI algorithms can identify patterns, detect anomalies, and make predictions, allowing businesses to make data-driven decisions. Whether it’s sales forecasts, customer behaviour analysis, or operational optimisation, AI-infused data analysis tools in M365 empower organisations to drive efficiency and stay ahead in today’s competitive landscape.

Personalised Productivity

AI in M365 can intelligently adapt to individual users’ preferences and work patterns, boosting personal productivity. For instance, Microsoft Outlook’s AI-driven email prioritisation helps users focus on important messages and automate repetitive tasks. Cortana, Microsoft’s virtual assistant, can provide personalised reminders, schedule management, and even anticipate user needs based on previous interactions.

Efficient Coding Assistance & Quality Improvement

Copilot, developed by OpenAI in collaboration with Microsoft, is designed to assist developers by debugging and generating code suggestions as they write. By leveraging machine learning models trained on vast amounts of publicly available code, Copilot can provide contextually relevant code suggestions, improving coding speed and accuracy. With Copilot integrated into M365, developers can save time and focus on high-level problem-solving instead of repetitive coding tasks.

Security and Privacy

Microsoft is committed to ensuring the security and privacy of user data when utilising AI technologies like Copilot. Copilot follows strict security protocols and adheres to privacy regulations to protect sensitive information. User feedback is anonymised to maintain privacy and by using Bing Chat Enterprise, commercial users can harness the benefits of AI with peace of mind thatย user and business data is protected.

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Product: Yealink MeetingBoard

Product: Yealink MeetingBoard

Yealink MeetingBoard

  • All-in-One Design
  • 65-inch LED Touch Screen
  • Rich 4K visual presentation & navigation
  • Equipped with Android 10
  • Smart Collaboration Whiteboard with native Teams experience
  • Microsoft Teams whiteboarding is a cloud application that could allow everyone to join and collaborate at any place
  • Built-in 4K Camera
  • Optional PTZ Camera
  • 16 MEMS MIC Array
  • 4+2 Stereo SPK Array
  • All Noise Cancellation
  • Smart inking – Four-level input smart digital ink recognition feature supported on the
    touch – writing with pen tip, navigating with fingers, erasing with pen tail and the palm rejection.
  • Multi-inking simultaneously also supports multiple people collaborating simultaneously.
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Watch the video

See the Yealink MeetingBoard in action!

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Annual Telco Embargo 2022-23

Annual Telco Embargo 2022-23

End of year is coming, and with it comes the Telco Embargo

As we approach the end of the year, we also approach a period where major Telcos including Telstra, Optus and NBN restrict or stop certain types of services over the holiday season.

Embargo dates for 2022 -23

December 14, 2022, to January 16, 2023

This information is especially important if you’re thinking of relocating offices so you can get organised early andย contact us well in advance to ensure new phone lines get installed before the embargo period. With that in mind, we have created this page with all the information you need to know for the Telco Embargo this summer.

What does the embargo mean for my business?

Major telcos such as Telstra limit or cease certain services annually during the embargo period. Services that will be impacted during the embargo period are:

Internet Services

Fibre, NBN, or other broadband internet connections, cabling and connectivity.

Network Services

Relocations, reconfigurations, hardware or software upgrades; Adds, Moves and Changes to fixed lines.

Voice Services

Provisioning of new hosted phones systems / VoIP, new numbers and porting of numbers from one carrier to another.

laughing Services that will continue during the Embargo Period

Faults and mobile support services will continue as usual during the embargo period.

Faults

Fault restoration activity is exempt from the network embargo period and can be lodged as normal with service providers.

Mobile Services

There is no embargo period for Mobile Services however delivery of some products may take longer than usual.
Typical mobile services which continue throughout the holiday period are:

  • activating SIM cards
  • connecting a new mobile service
  • disconnecting a mobile service
  • mobile plan changes
  • transferring ownership of a service
  • investigating billing issues and credit management

Support

Most carriers provide a level of support during the telecommunications embargo window, however, they may be unable to action some requests immediately, and response times may vary from company to company.

How do I avoid business interruption?

If you’re relocating offices, ensure you plan ahead to connect any new phone lines, and set up any new networks before the deadline (between December 14, 2022 and January 16, 2023).

Please contact Key Technologies as early as possible to arrange new phone lines and networks and prevent any urgency during this busy season.

Will KeyTech support services be affected?

KeyTech will be business as usual during the embargo period but are bound to experience delays with the abovementioned Telstra services.ย 

During the holiday period, KeyTech will be operating with reduced staff, however, we will endeavour to address any technical issues in a timely manner.

Call us on: 1300 755 615
Or email us: info@keytech.au

Merry Christmas From everyone at Key Technologies

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