From Outlook, you can launch Advanced Find by pressing Ctrl Shift and F together.

You can then enter keywords to search for in the subject field and message body.

Please ensure you select the entire mailbox to be searched, including sub-folders, rather than just the current folder (click on the Browse button in the top right of the Advanced Find dialog box).

The post Outlook – Advanced Find appeared first on Cilix Limited.

Recover Deleted Items

1. Select your Deleted Items folder in Outlook
2. Click on Recover items recently removed from this folder

3. Select the emails you would like to recover, and click ‘Ok’.

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1. Open Settings on your Home screen.
2. Scroll down and tap Apps.
3. Scroll down and tap Mail.
4. Select Signature.
5. If you have multiple accounts, choose the one you want or select All Accounts.
6. Tap the existing signature text and delete it until the field is blank.
7. Tap < Mail (or Back) to save and exit.
8. Open the Mail app, start a new email, and confirm the signature is gone.

The post Remove Signatures from the iOS Mail App appeared first on Cilix Limited.

Please note that you will need access rights to the Shared Mailbox, via your own O365 account, to do this.

• Firstly, access https://outlook.office365.com using any Web Browser (e.g. Chrome, Edge, Safari)

• Sign in with your own office 365 email address and password

• Click on the Profile circle in the top-right corner of the screen.

• Type the name of the Shared Mailbox that you would like to open and click ‘Open’
• You should now be able to see the Shared Mailbox in a separate tab. From here, you can click the ‘Cog’ icon in the top-right corner to access ‘Settings’.

• From here you can select ‘Account’ -> ‘Automatic Replies’ to add/amend automatic replies from the Shared mailbox.

• You can also select ‘Email’ -> ‘Rules’ to add/amend/turn off/delete mailbox rules, for the Shared Mailbox (please make sure Cilix are aware before doing this, as we may get a security alert).

As always, if you have any issues, please raise a ticket by emailing helpdesk@cilix.co.uk

The post Accessing O365 Shared Mailbox via OWA appeared first on Cilix Limited.

NEVER USE WORK AND PERSONAL EMAIL PASSWORDS FOR ANY OTHER ACCOUNTS 

General advice 

Any device that contains business related information or can be used to access business related information should be, as a minimum, protected by a strong password. This also means if you use a personal (rather than business) device to access business related information then it must have a strong password, too. 

A strong password will be at least 12 characters and contain a combination of upper and lowercase letters and a number. Avoid names, dates and addresses. 

Ensure all laptops, desktops, tablets and phones are password protected (on certain devices a PIN, face recognition or fingerprint may be available and should be enabled). 

Where available 2-step verification is strongly recommended. If it’s available use it. 

Ideally, use a unique password for every account. 

Storing passwords – password managers 

Do NOT store account information in your browser (eg Chrome or Edge or any other browser), in a spreadsheet (eg Excel) or Word (or similar) document. They are not secure. 

DO store all your account information in a reputable password manager eg Bitwarden. It does the heavy lifting for you, so you don’t need to remember all your unique passwords. 

Storing passwords – DIY 

If you absolutely do not want to use a password manager, even though this is our strong recommendation, then consider using a pattern based manual system. The downside of a pattern based manual system is that it’s not as secure as a password manager and if the pattern is observed by others, then the security is broken. However, it is resistant to the widely used credential stuffing attacks used by hackers (and you don’t need to remember the password manager password). 

A simple pattern-based system uses the same pattern of letters and numbers for every account, only subtly changing the pattern for each account. The pattern needs a mixture of upper- and lower-case letters, a number, a non-alphanumeric character and no repeating numbers or letters, as this covers virtually all suppliers’ password requirements. 

For example, the pattern can be as simple as: 

<number><word 1><supplier initials in upper case><word 2><non-alpha character> 

For this example, assume the number you will always use is “7”, word 1 is always “peanut”, word 2 is always “frantic”, and the non-alpha character is “@” 

Then your base pattern will always be: 

7peanut<supplier initials in upper case>frantic@ 

For Sainsbury the password would be 7peanutSfrantic@ 

And for BT the password would be 7peanutBTfrantic@ 

As you can see, the pattern is easy to remember and it’s easy to generate a password for a new supplier. However, if the pattern is recognised as a pattern by another person, then security will be lost, so be sure to keep your passwords hidden from view while you are typing. 

Initiating the change 

In our experience probably the biggest problem with initiating a change to your password is inertia. Having to store all your passwords in a Password Manager from scratch is tiresome (even if the better ones – like BitWarden – will prompt you to save your password when it detects one it isn’t already storing). 

One way to overcome this inertia is to: 

1. Make sure that every new password you create is either stored in your password manager or is created according to your password pattern (as detailed above).
2. Over time make a conscious effort to change an existing password to one that complies with your new storage mechanism every time you come across one that hasn’t been updated.
3. Change passwords associated with banks and other financial institutions as a priority.

Also, keep an eye on https://haveibeenpwned.com/ as this will tell you if any of your passwords have been exposed. 

The post Password security & recommendations appeared first on Cilix Limited.

Please note that you will need to have sufficient access rights to the Shared Mailbox, before you will be able to view the relevant Quarantine emails.

Option 1: Use filters

Log into https://security.microsoft.com/quarantine with your own Microsoft/Office365 Credentials, and use Filters.

Once logged into your email Quarantine, click the Filter button in the top-right corner.

Then enter the email address for the ‘Shared’ mailbox and click ‘Apply’.

Option 2: Use ‘Review Message’ link

If the Shared Mailbox receives an email notifying that a message has been quarantined, you can click the ‘Review’ button to access the view for the Shared Mailboxes Quarantined emails.

If you are sure that the email is genuine, you can also click ‘Release’, which will allow the email to come through to the Shared mailbox.

The post Checking email Quarantine for Shared Mailboxes appeared first on Cilix Limited.

2. Locate the HeimdalPackage.pkg file on your computer, run the installer and press Continue.

3. Press Continue to accept the License Agreement.

4. After accepting the EULA, select the destination where the HEIMDAL Agent should be saved and press Continue.

• This will allow you to choose on which disk to install the application and also provides information about the required free space;
• The main HD will be selected by default;

5. Press Install to proceed with the Installation.                                                                                      
6. When prompted for credentials, please type in the username and password for your Mac, and click Install Software.                                                                                                              
7. After getting the success message, click Close to finish the installation. The HEIMDAL Agent will automatically start, then proceed to step 8.

In order to open the HEIMDAL™ Agent window, you must click on the Tray icon in the upper right corner of the screen.

8. This will open the HEIMDAL Agent, which requires activation with the HEIMDAL license key (provided by Cilix). (Note: you must have internet access in order for the activation to work).                                                                                                                                     
9. After the approval of the HEIMDAL license key, all of the protection services will start immediately and you will have access to the HEIMDAL Agent features. You can now minimise the Window.                                                                                                                                           

The post Installing Heimdal Agent on Mac appeared first on Cilix Limited.

You can use the normal Call Forwarding method from within 8×8 for forwarding all calls to one contact. However, if you wish to forward all your calls to more than one person, or to a ring group or auto attendant, please follow the below steps:

1. From the app (8×8 Work for Desktop, go to Settings > Account Settings. A browser window will open.

2. From the menu, select Call Forwarding Rules.

3. Click + Add New Rule to create a custom rule or click Edit next to an existing rule to customize it. You can:

-Name the rule.

-Apply the rule to all calls, or to calls from specific numbers.

-Choose to apply the rule at all, or on a specified schedule.

-Drop incoming calls, or forward calls to another number.

-Enter multiple phone numbers to forward calls to, and choose to forward calls to the desired numbers sequentially or simultaneously.

-Forward calls to voicemail or other numbers, should your initial call forwarding destinations fail.

4. Once you are finished, click Save to return to the list of custom rules.

5. In addition to creating and editing your custom rules, you can:

-Click the Delete icon next to a rule to delete it.

-Reorder call forwarding rules to set the order in which your rules take priority.

6. Click Save to apply your changes.

The post 8×8 – Setting custom Forwarding rules appeared first on Cilix Limited.

SharePoint contains your shared company files. Any folder to which you have been granted access will appear in Windows File Explorer below your company name, as per the screenshot below: 

OneDrive is software that runs on your computer and provides you with access to your SharePoint libraries. We usually configure OneDrive to back up your Documents, Desktop and Pictures folders, as per the screenshot below: 

What are the benefits of SharePoint?

There are many benefits to working with SharePoint as follows:

1. Integration – Office apps can open files directly from SharePoint, and share information between apps (e.g. Teams and Word).
2. Ease of access – you can work from any location where you have an internet connection.
3. Instant Save – Changes will be saved as you work (make sure you save to a new file first if you wish to avoid changing an existing document).
4. Internal Collaboration – Several people can work on a word document, spreadsheet, or presentation at the same time (OneDrive will show you who else is editing the document, and where their cursor is).
5. Reduced Disk Usage – Files take up less disk space, as they are stored in the cloud until they are needed.
6. Work Offline – You can choose to have files stored locally in advance if you will be working offline, e.g. plane or train journey.
7. Smartphone/Tablet support – File access is available from mobiles and tablets using the OneDrive app.
8. External Collaboration – Files and folders can be shared with third parties (this has to be enabled on a library-by-library basis by Cilix first). Please see this link for more information on how to share files and folders with external users.
9. Office Online – You can access files from any web browser if you are working on a computer that does not have Microsoft Office installed.
10. Microsoft are steadily improving functionality and adding features such as AI.

Please read the following pages carefully to make sure you understand how OneDrive and SharePoint operate on your computer.

Important Information – PLEASE READ

Please find below more information regarding OneDrive icons you may come across following the migration of your shared data from the server to SharePoint. The OneDrive client gives you access to your shared company data, and backs up your Documents, Desktop and Pictures folders.

OneDrive client in the system tray (bottom right of your screen)

Normal operation

OneDrive icon (in the system tray)	Status	Action Required
	Files are up to date	None
	Changes are being synchronised	None, should revert to up-to-date status once files have been synchronised

Requires Attention

OneDrive icon (in the system tray)	Status	Action Required
No icon present	OneDrive is not running	No access to shared files, please restart, then raise a helpdesk ticket if persists.
	A file or folder cannot be synchronised	Click on the OneDrive icon for more information and try to resolve the issue(s). Please raise a helpdesk ticket if you are unable to resolve the issue(s).
	OneDrive sync has been paused	To resume syncing, select the OneDrive icon in the system tray, select More and then Resume syncing.
	Your account needs attention	Select the icon to see the warning message displayed in the activity centre. You may need to sign back into OneDrive.

OneDrive Icons in Windows File Explorer

Icon	Description
	A blue cloud icon next to your OneDrive files or folders indicates that the file is only available online. Online-only files don’t take up space on your computer.
	When you open an online-only file, it downloads to your device and becomes a locally available file. You can open a locally available file anytime, even without Internet access. If you need more space, you can change the file back to online only. Just right-click the file and select “Free up space.”
	Files that you mark as “Always keep on this device” have the green circle with the white check mark. These always available files download to your device and take up space, but they’re always there for you even when you’re offline.
	If you see a “people” icon next to your OneDrive files or folders, this indicates the file or folder has been shared with other people.
	A chain or link icon over a folder means it’s a shortcut to another folder that has been shared. This may prevent files and folders from synchronising correctly. If so, please raise a helpdesk ticket if you are unable to resolve the issue(s).

 Note: The colours are slightly different on a Mac

File Explorer Menu

If you right click on a file or folder in your company shared data area, you will see the following menu:

OneDrive App

There is a OneDrive mobile app available if required. You will need to sign in with your email address and email password. Please raise a ticket if you’re unsure of your username and password.

The post SharePoint and OneDrive appeared first on Cilix Limited.

1. Double click on the zip file we’ve sent you in Finder.

2. A new folder will be created with the same name as the zip file, open that.

   Double click on the file called “Install.pkg”

3. Once the package file has opened you should be presented with a window titled ‘Install Advanced Monitoring Agent’. Please click Continue:                                                                
4. Leave “Install for all users of this computer” selected and click Continue:                                                                                                                                                                                          
5. Click Install:                                                                                                                                                                                                                                                                                                       
6. Enter your credentials in the new window that appears (or use fingerprint if you have that enabled) and click on Install Software:                                                                                   
7. The installation should now run and complete showing the following screen, click Close:                                                                                                                                                             

8. Once installation has completed you will get some prompts to allow access, please accept them all.

   You might be prompted to quit and restart the application several times. There are 4 or five different prompts you will have to accept for the software to function correctly and you may be prompted to enter your credentials again during this process:                                                                                                                                                                                       

   

If you have any issues, please let us know and we can assist.

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