The Lazy Users Guide to Hosted Email Security

Okay, so I'll admit it's a bit of a provocative title - don't you think? In fact, I explicitly chose the word "lazy" since we're all a little bit guilty when it comes to understanding the different technical things that make our e-mail system work. This can apply whether you're an e-mail junkie, or if you are a newbie in this field. And after all, why should we have to bear the extra burden of keeping our e-mail system safe and secure when solutions exist for minimizing this burden?

As a regular user, we will often decide to use a cloud-based e-mail system so that we don't have to worry about the technical implementation, right? We don't want to worry about the latest security update that need to be applied to our servers, nor should we have to worry about those worms and viruses that are spreading like wild fire on the internet: we want to go with a cloud-based solution provider that we think is trustworthy enough to manage it for us. So here's the reason behind the "lazy user's guide".

Indeed, in order to be confident enough so as to play it the "lazy" way, we should have done our homework first when choosing our cloud-based e-mail service provider. We all want life to be simple, correct? We all just want to be able to rely on something we can trust - so here are the things you should check while doing your homework.

Does the cloud e-mail provider provide an antivirus system?

Viruses are everywhere, and e-mail is one of the biggest vectors used to spread them. We all receive business or work e-mails, chain letters from our friends, mailing-lists subscriptions and all kind of e-mails from known and unknown senders. Techniques used by virus makers are improving everyday and there's not one day on earth where there's not a new virus (or its variant) that is spreading over the internet. Cloud based e-mail providers just can't expect their users to be aware of the latest news on the virus industry, then have them apply the required patches - that's the job of the cloud provider's antivirus system and their technical teams.

Does the offer come with an anti-spam system?

Spam - ah spam, we've all received at least one of them. What amazes me with spammers is that they're so creative that they always find a way for circumventing the anti-spam solutions that most e-mail providers put in place. It just blows my mind, especially when I know that very sharp anti-spam solution providers will even use artificial intelligence to learn the signatures of spammers - but yet, some spam still goes through. That's why, most e-mail systems (including cloud-based e-mail systems) include a feature that allows each e-mail user to tag e-mail as spam should it go through all the anti-spam features that have been setup. No one is 100% safe from spam since you can't always control who puts your e-mail address into a mailing list.

If there's one thing I want to emphasize for concluding this article, it's the fact that every cloud provider out there would claim that they have those features installed. So shop around, and go with the ones who have proven track records, experience in email security and who have been "certified" by serious third-party entities.

Cloud services such as hosted Exchange and hosted SharePoint are available from Giacom World Networks. For more information, visit http://www.giacom.com/.

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Making Sure Your Email Archiving Software Is Top Notch

In less than half a century, email has become the primary means of communication in the world of business. Orders, directives, and requests are all directed through email these days. It remains as one of the most convenient ways to transfer large numbers (and sizes) of files quickly. You can find so much of what a business does through its email, so having a good email archiving software is important not only for reference purposes but also for compliance.

Reliable data storage

Proper storage and retrieval for your email is important. Since important data goes through email, there must be a way to store it in its original state and allow your staff to retrieve whatever email they want whenever they need it.

The second has to do with compliance: the government itself recognizes the fact that email has become an integral part of how corporations and organizations do business. Because of this, email has to be part of any report made to the government.

This means your email archiving software must be a reliable backup. Preferably, this must be in real time, not in point-in-time. Real time recording of email ensures that the correspondence is in its original state as much as possible. Whenever your staff accesses the stored email, or you submit reports to government agencies, you can be sure that what people are looking at is as close to the original source as possible.

Fast retrieval of email means big savings in time and effort and less chance of wasteful work duplication. Storage must also be as secure as possible to ensure the reliability of your email as a source. Some of the most reliable email archiving software ensures tamper-proof storage by keeping them heavily encrypted and in read-only format.

Additionally, it pays to have an email storage system that has multiple backups. Because email forms a good chunk of your business communications, losing them can cost you. Multiple backups spread in many off-site locations helps prevent this worry.

Keeping the spam away

With the rise of email comes the rise of spam. This kind of junk email makes up a large amount of email traffic worldwide. It can be as harmless as a chain letter or extremely destructive as a well-disguised communication with a virus payload.

Other than being a source of annoyance or viruses, spam can clog up your inboxes and storage space with the digital equivalent of junk. Memory costs low these days, but too much spam can take up valuable space You can easily get a hundred spam in a single workday, and if each has around 10 kilobytes, that is easily a megabyte worth of junk in your email storage.

This is why having a reliable anti-spam service is also important. Filters will redirect the spam away from your inboxes and allow for easy removal. Coupled with excellent email archiving software, your company is prepared for the demands of 21st century business.

Mae O'Connell recently had email archiving software and anti spam service installed for their business.

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Why Companies Obtain Email Filtering and Anti Spam Service

The Internet has become a reliable source of information, but it may also cost other people's privacy. So how can you promote your products and services without sacrificing confidentiality? If your business relies on email to communicate with clients, you need to maintain optimum level of security. This is why you need to consider anti spam service and email filtering service.

Most people today communicate through email. They use it as part of engaging personal and business relations. Emails are critical for every business. This is why network security is a major issue for every company. Some companies today acquire email filtering services to protect confidential issues and business conversations.

Business emails include important documents such as project campaigns, letters, data transfer, and proposals. Emails and other online telecommunications devices make it possible for global companies to interact and make transactions. It also creates new breed of workers like virtual personnel or telecommuters. These people can manage projects or transactions from any location across the globe.

Because of the extensive use of email, privacy has become an important issue. All messages, including actual conversations are stored in email networks. Some unauthorized persons can still find a way to illegally access or hack these servers.

Identity theft and illegal access

Many hackers today use different ways of illegally gaining access to email networks. They can obtain sensitive information about individuals and companies. Worse, they can use your accounts for other transactions. There are many ways to prevent this. Other than using email encryption software, you can also install PGP software or acquire an email filtering service.

Government companies today utilize email software and anti spam service to protect their documents. These programs and services can safely transmit classified communications. This is also the reason private business owners and government agencies use email filtering service. They can easily detect unauthorized parties and insignificant messages.

Where can I get these programs?

You can get these applications from various stores or online. They are also available for home users at reasonable prices. Installing one is only simple. You just need to download the software and change the settings. Some companies offer online encryption. It's easier and more convenient. They also have useful features, accurate functionality, and higher security system for each user.

Preventing spam messages

Spam messages are also becoming a problem. Spam messages with unsecure attachments are also dangerous. These may contain virus or programs that collect and destroy information. If you have anti spam service, you can stop worrying about these problems. You can easily remove them through email filtering. You can also arrange files through separate folders, which you can check before deleting messages to make sure no important documents are lost.

By using these programs, you can create a label for people on your address book. This allows you to easily track spam files. You should also consider installing reliable antivirus software. This could also help track hackers and spammers.

Having reliable email software is important. More delays in purchasing it may mean exposing your company to more problems in the future. If you want to provide more business security, go online today and search for the best suppliers.

Mae O'Connell is a blogger familiar with the features of email filtering service and anti spam service.

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