How to save an email in Gmail

How to save an email in Gmail

Saving an email is a standard requirement in many businesses. Maybe the email is related to a project you are working on, and you want to keep the contents of the email in the same storage area as the rest of the project - so others can view and reference the email.

While G Suite for Business gives you unlimited space to keep all your emails, only you can view the email. With Gmail, you can however save an email by printing it as a PDF and then saving the PDF wherever you wish.

To save an email in Gmail:

  • Open the email you want to save
  • Click the small print icon in the top right of the email
  • A print preview window will open in Chrome
  • Under "Destination" click "Change" and select "Save as PDF"

 

  • The "Print" button will change to "Save"
  • Click the "Save" button to save the PDF version of your email in a location of your choice

How to mute emails in Gmail.

How to mute emails in Gmail.

Sometimes you may wish to mute an email thread that you have been CC'd into because the conversation is no longer relevant to you. With Gmail, you can mute these email threads.

Email threads that you have muted will no longer appear in your inbox. Any new replies to muted emails will instead get auto archived into your All Mail folder. So that you can rejoin or refer to the conversation in the future.

How to mute emails in Gmail

  1. Open the email conversation
  2. Click 'More'
  3. Click 'Mute'

GDPR – It’s not just the responsibility of IT. Your whole business needs to be involved.

GDPR – It’s not just the responsibility of IT. Your whole business needs to be involved.

Although awareness of the new General Data Protection Regulation is increasing, most of the attention has been on technology. The presence of the word “data” in the title means that responsibility for compliance is being wrongly delegated to IT. 

The truth is that although technology plays a role in protecting personal data, it will never be the whole solution. In fact, any business relying on IT as their only safeguard for GDPR compliance will never achieve the standards required.

Instead, businesses need to realise that GDPR compliance is an ongoing, company-wide effort that involves everyone. Here are some factors your current IT-focused GDPR compliance program may be overlooking.

1. Access to data

Although your IT department are responsible for keeping systems running and making data available, they will have almost nothing to do with the actual data stored in them. Some systems – like HR – will be completely off-limits. Which means that they do not fully understand what they are trying to protect.

Where IT are not permitted to access data, responsibility for protection will have to be shared with those who are.

2. Data is not just digital

Although the majority of data held by your business is stored digitally, that does not account for everything. Consider the paper copies of invoices and CVs that your business receives in the post – each containing sensitive data that would breach the GDPR if stolen or lost.

The IT manager has no responsibility for maintaining filing cabinets, or the records stored in them. But if your GDPR preparations are not considering these hard copies, you will not be ready for when the new legislation comes into force.

3. Controlling data shared with partners

Increasingly businesses are choosing to work closer with their suppliers, often sharing data to enable collaboration. Take G Suite for instance – the platform is used by many organisations to share information, and even work on the same documents simultaneously.

It is imperative that your staff are educated to share no more than is entirely necessary. They must also be fully aware of customer consent to data sharing, so they do not exceed those permissions.

4. Use of your data by partners

When sharing data with partners, you need to know how they intend to use it. Again, this is not specifically an IT function, but something that all of your employees need to be aware of.

Your GDPR programme needs to identify what information is being shared, with whom, and how it is being protected. You will also need to ensure your partners’ GDPR strategy aligns with your own, so that you can clearly delineate who is responsible for what. In this way you can prevent personal data being used in ways that customers have not agreed to.

5. Do you have subscriber opt-in?

Finally, the GDPR calls for tighter controls on how personal data is used by businesses. It is absolutely essential that your teams are securing those permissions – and that they are being respected.

The IT team can help to delete data for which permissions have not been obtained, but your other teams will need to regulate their own use of the information you hold. Does the marketing team really have permission to send sales letters or marketing emails to the people on their latest mailing list for instance?

Everyone has a part to play

As you can see, GDPR compliance is not an “IT issue”, but a regulation that affects everyone working with personal data in your business. It is a wakeup call to organisations across the world, demanding that they treat data belonging to their customers with greater respect – or face a significant fine.

Call Kimbley IT today to discuss your GDPR provisions, and how we can help raise awareness across your business – not just in the IT department.
 

It takes more than an IP address to track someone on the internet.

It takes more than an IP address to track someone on the internet.

The movies make it look easy to trace people if you have their IP address - but the reality is quite different.

Tracking individuals over the internet is incredibly easy – if the movies were true. You’ve seen it many times before:

So simple – because it doesn’t work

The truth is that an IP address is used for routing network traffic between computers – it is not generally attached to a physical address. Which means that obtaining an IP address is not normally enough to catch a computer criminal.

Many systems will try and assign a geographical location to an IP address, but this is usually no more accurate than identifying the local telephone exchange. Even this is a best guess – quite often the exit node, the point at which the individual connects to the internet, is in a different city.

Corporate networks, routers and public WiFi

Typically shared internet connections, like your company network, have a single IP address for the outside world. Your router then directs web traffic to the right computer inside the network.

The problem is that even if you do manage to trace the router from which the individual is located, it is impossible to tell which computer on the internal network is being used. Hackers will use this to their advantage too, hijacking corporate computers, or piggybacking off public WiFi networks to launch their attacks.

The Tor factor

Hackers and cybercriminals also typically use systems like the Tor browser to hide their location. These technologies bounce web traffic randomly across the web, making it almost impossible for anyone but the CIA and GCHQ to track them.

Even if you do get a cybercriminal’s IP address, if they are using Tor, you will quickly hit a dead in when trying to trace them.

Is it impossible to trace hackers?

It is possible to track hackers, but you will need a lot more information than just an IP address. The reality is that identifying and tracking hackers is an expert job, relying on in-depth technical skills that most SMEs do not have.

If your business does have a security problem, you should seek advice from a skilled third party consultant. Typing an IP address into a search engine will not deliver the answers you need.
 

How to make a copy of a Google Doc, Sheet or Slide.

How to make a copy of a Google Doc, Sheet or Slide.

Sometimes you may wish to make a copy of a Google Doc, Sheet or Slide. It is really simple to make a copy. 

  1. Open the Doc, Sheet or Slide.
  2. Click "File"
  3. Click "Make a copy..."

You have now created a copy of the document. The document by default will be saved into the same folder as the original. With "Copy of" amended to the start of the file name.

 How to find and stay on top of your company’s sensitive data.

How to find and stay on top of your company’s sensitive data.

With so much data being stored by your company, how can you prevent the most sensitive details leaking?


The digital age means that businesses are collecting, and storing, more data than ever before. And it’s getting bigger too; the majority of UK companies calculate the volume of data held increases by an average of 27% per year.

But the challenge of data storage is more than simply finding enough space to hold it all. Your business is also responsible for protecting it from loss – particularly when it comes to sensitive personal information about your customers and employees.

What sensitive data do you actually have?

Using services like G Suite, SMEs have improved their data storage practices. In theory, everything is being stored in one place securely – the Cloud.

Unfortunately, nothing is that simple. Employees have a nasty habit of copying data and storing duplicate files outside the Cloud. Just think about the average laptop user – how many files do they have saved to their desktop, or in the “My Documents” folder on the local system. When was the last time you cleared out your Downloads folder?

These duplicates present two problems. First, because these files are stored outside the central system, you probably don’t even know they exist. Second, you don’t know what the files are, let alone whether they contain sensitive data.

And as the amount of data increases, the task of discovering these details becomes even harder.

Risk Intelligence – discovering what you have

To help overcome the challenge of uncovering the data you have, Kimbley IT has introduced a new Risk Intelligence service.

Our team will scan your entire network to create a report that shows you where data is being held, allowing you to take action to prevent its loss. The report also reveals the type of data being held – like credit card numbers and personal addresses – allowing you to accurately calculate the risk should it be stolen or exposed. We can even attach a financial value so you can see exactly what the impact on your business would be if your defences are compromised.

Remember that when the General Data Protection Regulations (GDPR) come into force in May next year, losing personal data could attract a fine of up to 4% of your global turnover.

Regain control of your data

Armed with the Risk Intelligence by Kimbley IT report, you will have a clear action plan that allows you to regain control of your data estate. You can arrange for the most sensitive data to be moved back to the correct location immediately for instance.

With this new insight on how your business is mismanaging data, you will be able to build an acceptable use policy and procedures for your employees to follow, so that data is stored in the correct locations.

The report also exposes flaws in your security provisions, like PCs that are missing critical security patches for instance. You (or your IT support provider) can then create a plan to ensure that the relevant software patches are installed and maintained, further reducing the risk of your systems being compromised by cybercriminals.

What you should do next

Your business simply cannot afford to leak personal information. Apart from the enormous fines attached to the GDPR, 58 percent of customers have said they’d avoid a provider that has recently experienced a data or security breach.

Faced by enormous fines and the potential loss of half your customer base, can you really afford to not know where all your data is stored?

To learn more about Risk Intelligence by Kimbley IT, or the dangers of storing data insecurely, please get in touch.