Learn to talk tech with our IT Jargon Buster

March 1, 2023

A few words of a foreign language can get you a long way in a strange land.

We know that IT jargon is an alien language to a lot of people, and we do our best to keep the tech talk to a minimum when we’re working with our clients.

In any case, you probably have enough of your own office jargon to start worrying about ours.

But in a tech-led world, a lot of IT terms are cropping up more and more in everyday conversation. And if you do have a problem you need help with – or just a question you’d like to ask us about your business IT – it’ll save a lot of time if you have a few words of lingo in your locker.

Our new guide is a great place to start. It won’t tell you everything, but if you need an easy A-Z of some of the most common terms you’ll hear when you’re talking with an IT expert, then you’ve come to the right place.

Let’s start at the beginning…

A

Adware

Software that automatically downloads adverts when you’re online, such as banner ads and pop-ups

AI (Artificial Intelligence)

Systems and devices that simulate human behaviors and decisions. This can include creating systems, language processing, speech recognition and machine vision

Antivirus

Software that identifies and removes viruses from your device. Also known as anti-malware

API (Application Programming Interface)

Software that allows two or more applications or programs to communicate with each other and share information

B

Backdoor

A vulnerability in a security system that allows unwanted access to files and data

Bandwidth

The maximum amount of data you can send and receive in a given amount of time, over an internet connection. Imagine a big pipe compared with a small pipe

Botnet

A network of private computers infected with malware and controlled as a group to spread the virus further

C

Cache

A temporary file that stores information on your device to speed things up. For instance a web cache might remember the last thing you were doing so it can reload a page where you left off

(The) Cloud

Data storage and computing power that lives on remote servers, which are accessed via the internet

Corrupted

An unusable data file

Cyber security

Any and all security measures put in place to protect your devices, systems and network from cyber attack

D

Dark web

A hidden part of the internet, accessed using special software. It’s rife with criminal activity. This is where stolen data, such as credit card details, is often sold

Data breach

A security incident where private data is viewed or stolen by unauthorized persons

DDoS (Distributed Denial of Service)

A type of cyber attack that harms or stops a network by flooding it with data from numerous other devices

Downtime

The period of time a network or systems are offline (or ‘down’), preventing the normal running of a business

E

Encryption

The process of encoding data to make it unreadable without the right access information – usually a password, passkey or authentication app

F

Firewall

A security measure that controls what data can come in and out of your network

FTP (File Transfer Protocol)

Protocol (see below) used for transferring files from a server to a computer across a network. This is usually authenticated with usernames and passwords

G

GIF (Graphic Interchange Format)

A type of image file than can be either animated or static

Gigabyte (GB)

Unit of data equal to one thousand million bytes. A typical movie download might be between 1 and 4 GB

H

Hardware

The physical devices in your IT world – computers, printers, phones, tablets

Hotspot (Wi-Fi)

A physical location where you can gain internet access via Wi-Fi

HTML (Hypertext Markup Language)

The universal language of the internet, used to structure web pages, tell your web browser how to display them and create links between them

I

Infrastructure

Your entire system – your network, servers, and all your devices

iOS

Operating software manufactured by Apple and used exclusively on its hardware

IP address

A unique number that identifies a device connected to the internet

J

Java

A widely used programming language used in millions of applications and devices around the world

Javascript

Unrelated to Java, Javascript is used everywhere on the internet. It’s a programming language used within all web browsers to perform a whole range of functions

K

Keylogger

Software used by cybercriminals to record the keys pressed on a keyboard. This information can be used to access login credentials and other sensitive information

L

LAN (Local Area Network)

A network of connected devices that spans a small area, such as your office or home

M

Malware

Malicious software, a type of virus, designed to infect your system and disrupt, damage, or gain access to your device, server or network. This can lead to the unauthorized access or theft of data and private information

Megabyte

Unit of data equal to one million forty-eight thousand, five hundred and seventy bytes

N

NOS (Network Operating System)

A specialized operating system for a network device, like a router or firewall

NTFS (Network Transfer File System)

A file system used by Windows for storing and retrieving files on a hard disk

O

OS (Operating System)

Software that manages a computer’s basic functions, and provides common services for computer programs

P

Phishing

Scam emails that pretend to be from a credible source and aim to steal personal information and/or login credentials

Protocol

The set of rules that allows different devices to communicate with each other

Proxy server

A server that sits between a device requesting information, and the server providing that information. For example, it could be a gateway between your laptop and the internet, that stops hackers from reaching your network

R

RAM (Random Access Memory)

A form of temporary computer memory that’s usually used to store working data

Ransomware

Malware that encrypts sensitive data and demands a ransom for its release (ransoms should never be paid – data is often never properly released, or is only partially returned)

Router

A device that directs data to the right places in a network

S

Server

A computer or program that manages access to a network and holds data in one location for multiple users to access

Software

Programs and apps that make devices work

Spyware

Malware (see above) that spies on the actions you take on your device. This can be used to steal data or passwords, or listen in to conversations

T

Troubleshoot

To analyze a problem with a view to solving it (something we do a lot of!)

Trojan

A form of malware that looks harmless but conceals a virus

U

UAC (User Account Control)

A feature that only allows authorized users to make changes to a system or device

USB

A type of widely used cable that connects or charges devices. This could be a keyboard connecting to a computer, or a flash drive transferring data

V

Virus

A malicious computer program or code that can copy itself and spread throughout a network, corrupting or damaging data and systems

VPN (Virtual Private Network)

A more secure way of connecting to a company’s network remotely, or using the internet over a public Wi-Fi connection

W

WAN (Wide Area Network)

A network of devices that are connected across a wider area than a LAN, and allows you to connect to smaller networks

WLAN (Wireless Local Area Network)

A wireless network that connects two or more devices, creating a LAN

Worm

A type of malware that replicates itself to spread to other devices across a network without human activation

Z

Zip file

A file that compresses its contents to create a smaller file that’s easier to share or store

We hope this has helped.

Yes, we operate in a technical world with some jargon that can be
off-putting if it’s not something you’re used to talking about.

But your business IT is there to make your life easier and more efficient. We take a lot of pride in our ability to work with our clients, helping them to understand their systems without sending their heads into a spin.

So if your current IT support provider can’t do that – or you don’t have support you can call on for help and advice whenever you need them – we’d love to have a chat to find out how we can help you.

Get in touch anytime to arrange a no obligation conversation. You’re guaranteed it will be jargon-free.

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Unlocking Your Potential with Microsoft Copilot

September 20, 2024

In today's fast-paced business environment, efficiency and productivity are paramount. Imagine having an assistant that never gets tired, never misses a detail, and can help with everything from drafting emails to organizing meetings. This is the promise of Microsoft Copilot, a smart, AI-driven tool integrated into the Microsoft apps you already use. What Is Microsoft Copilot? Microsoft Copilot is an AI-powered assistant embedded within the Microsoft Office suite, including Word, Excel, Teams, and more. It's designed to handle time-consuming tasks that often slow down teams, allowing you to focus on more important aspects of your work. The best part is that you don't need to be tech-savvy to use it—if you're familiar with Microsoft Office applications, you can seamlessly incorporate Copilot into your workflow. How Does Copilot Work? Copilot operates within the Microsoft 365 ecosystem to provide real-time assistance as you work. Here's how it enhances your productivity: In Word: Assists in drafting reports, creating outlines, and suggesting edits to improve your writing. In Excel: Helps analyze data, generate charts, and even create complex formulas. In Teams: Summarizes meeting discussions, highlights key decisions, and notes action items. In Outlook: Summarizes lengthy email threads and suggests responses to streamline communication. Benefits of Using Copilot Seamless Integration One of the standout features of Copilot is its seamless integration into software you're already using. There's no need for complicated installations or extensive training sessions. Because it's built into Microsoft 365, your team can start using it immediately with minimal disruption. It works across devices, so whether you're in the office or on the go, Copilot is readily accessible. Simplifying Daily Tasks Routine tasks like sorting through emails or organizing meetings can consume a significant portion of your day. Copilot automates these tasks by summarizing long email chains, suggesting responses, and helping organize your schedule. This allows you to focus on tasks that truly require your attention and expertise. Enhancing Collaboration During collaborative efforts, especially meetings, keeping track of everything can be challenging. Copilot addresses this by summarizing entire meetings in Teams, capturing key points, decisions, and tasks. It ensures that everyone stays on the same page and helps in planning the next steps without missing any critical details. Boosting Creativity Starting a new document or presentation can sometimes be daunting. Copilot assists by generating first drafts or outlines based on your prompts. This feature helps overcome writer's block, allowing you to quickly move forward with your projects and add your personal touch during the refinement process. Making a Difference in Your Business By integrating Copilot into your daily operations, you can create a more productive, efficient, and creative workplace. It not only handles administrative tasks but also empowers you and your team to unlock your full potential. With Copilot handling the groundwork, you can dedicate more time to strategic thinking and innovation. Conclusion Microsoft Copilot represents a significant advancement in how we interact with technology in the workplace. Its ability to seamlessly integrate with familiar tools and simplify complex tasks makes it a valuable asset for any business looking to enhance productivity and collaboration. By leveraging Copilot, you can focus on what truly matters—driving your business forward.

Cyber extortion: What is it and what’s the risk to your business?

August 12, 2024

Cyber extortion is a topic that's been making headlines and causing sleepless nights for many. Is it something that's on your radar? It should be, because it could affect your business one day. So, what is cyber extortion? It's a type of cybercrime where criminals threaten to harm your business by compromising its data and digital assets unless a ransom is paid. These threats often involve ransomware, a malicious software that encrypts your data, making it inaccessible until you pay the ransom. Sometimes, cyber criminals go a step further by stealing data and threatening to release it publicly on dark web leak sites if their demands aren't met, a dual threat known as double extortion. According to a 2024 report, the number of victims of cyber extortion scams has skyrocketed by 77% over the past year. What’s more, small businesses are four times more likely to be targeted compared to larger counterparts. This is a worrying trend, especially since smaller businesses often have fewer resources to defend against these attacks. In the first quarter of this year alone, 1,046 businesses fell victim to double extortion. While that number may not seem huge, the actual figure is likely much higher since many cases go unreported, hiding in the shadows of what experts call the “dark number.” The truth is, all businesses, regardless of size or industry, are potential targets. However, certain sectors are more frequently attacked. Manufacturing, professional, scientific, and technical services, as well as wholesale trade, top the list. Alarmingly, the healthcare and social assistance sectors are also seeing a significant rise in attacks, despite the potential societal and political repercussions. Cyber criminals are opportunistic and strategic, targeting regions with strong economic growth and shared languages. For instance, cyber extortion attacks in the US have increased by 108%. While the rise in cyber extortion is concerning, there are steps you can take to protect your business. Here are some key strategies: Back up your data: Ensure you have a robust backup plan, keeping your critical data in an offline or offsite location, and regularly test your backup restoration process. Keep software updated: Make sure all your devices use the latest software, especially those connected to the internet. Implement Multi-Factor Authentication (MFA): Strengthen your access controls with MFA, adding an extra layer of security by requiring multiple forms of verification before access is granted. Also, limit user access to only the systems they need for their job. Patch and vulnerability management: Regularly update your systems to fix any security vulnerabilities. Cyber criminals often exploit known weaknesses, so staying on top of patches can prevent many attacks. By understanding what cyber extortion is and how it works, you can better prepare your business to defend against it. The key is to be proactive. If we can help prepare your business and keep it safe, get in touch.

Ransomware threats are surging – here’s how to protect your business

July 8, 2024

Imagine waking up one morning, turning on your computer, and finding that all your important files—customer data, financial records, and more—are completely inaccessible. Then, a menacing message appears, demanding a ransom to unlock your data. This is ransomware, a type of malicious software that seizes your data and holds it hostage. It often begins with an innocent-looking email or link, luring you into a trap. This deceptive tactic is known as a phishing email, where the sender seems legitimate but is actually a cybercriminal. Once you click on the link or open the attachment, malicious software is silently installed on your system, and the attackers swiftly begin their work. They encrypt your files, rendering them inaccessible, and then demand a ransom in exchange for a decryption key. Paying the ransom is highly risky because there's no guarantee you'll regain access to your data, and it only encourages further attacks. The year 2023 saw a significant surge in ransomware attacks, following a two-year decline. Reports indicate a dramatic increase in ransomware incidents, breaking a six-year record. One major factor behind this spike is the emergence of Ransomware-as-a-Service (RaaS), a model that allows cybercriminals to "rent" ransomware tools, making it easier than ever to launch attacks. Consequently, more businesses are finding themselves listed on data leak sites, with a 75% increase in victims between 2022 and 2023. To make matters worse, attackers are becoming more sophisticated. They develop new variants of existing ransomware, share resources, and exploit legitimate tools for malicious purposes. They also act quickly, often deploying ransomware within 48 hours of gaining access to a network, and tend to strike outside of work hours to avoid detection. A ransomware attack can have devastating consequences for your business. The financial losses can be substantial, not just from the ransom itself but also from downtime and recovery costs. You risk losing critical data if decryption is not possible, and your reputation could suffer if customers learn their information was compromised. Additionally, your business operations could be severely disrupted, impacting your ability to serve clients. So, how can you protect your business from this growing threat? Educate Your Team: Ensure everyone knows how to recognize phishing emails and avoid suspicious links and attachments. Regular Backups: Frequently back up your critical data and store those backups securely offline. Keep Systems Updated: Maintain up-to-date software and systems with the latest security patches, and invest in robust security tools. Limit Data Access: Only grant employees access to the information necessary for their jobs. Monitor Network Activity: Keep an eye on your network for unusual activity and have a rapid response plan for incidents. If your business does fall victim to a ransomware attack, stay calm and seek assistance from cybersecurity experts like us to resolve the issue. Remember, it’s best not to pay the ransom, as it only fuels further criminal activity. Our team specializes in helping businesses take proactive measures to safeguard their data. If you need assistance, please get in touch with West Coast IT.

Now Copilot’s going to make your team work better together

June 13, 2024

Have you heard about Team Copilot yet? It’s the latest addition to Microsoft’s suite of AI tools and should be available later this year. Think of Team Copilot as an advanced, AI-powered assistant designed to help your team work better together. While Microsoft’s 365 Copilot has been a personal assistant for individual tasks like drafting emails or recapping missed meetings, Team Copilot takes it to the next level by focusing on group activities. There are three main ways Team Copilot can help your team: 1. Meeting facilitator During a Teams video call, Team Copilot can take notes that everyone in the meeting can see and edit. It can also create follow-up tasks, track time for each agenda item, and assist with in-person or hybrid meetings when used with Teams Rooms. 2. Group text chat assistant In group text chats within Teams, Copilot can summarize lengthy conversations to highlight the most important information. It can also answer questions from the group, making it easier to stay on track and informed without wading through pages (and pages and pages) of chat history. 3. Project manager Team Copilot can help manage projects by creating tasks and goals within Microsoft’s Planner app. It can assign these tasks to team members and even complete some tasks itself, like drafting a blog post. It will notify team members when their input is needed. You know that productivity isn’t just about individual work. It’s also about effective teamwork. So, by helping with group-oriented tasks, Team Copilot can make big improvements to your overall productivity. It’s important to note that while Team Copilot is incredibly helpful, it doesn’t replace the role of a human meeting facilitator. It won’t lead meetings or ensure inclusivity, but it will create agendas, track time, take notes, and share files. It’s more of a business insights assistant, helping with group interactions and meetings rather than censoring comments or keeping people in line. But hey, who knows what’s to come in future! Team Copilot will be available in preview later this year for Microsoft 365 customers with a Copilot subscription. While it’s a work in progress, the potential it has to transform team productivity is huge. Keep an eye out for its release and think about how it could fit into your workflow to boost your team’s productivity. If you have any questions or need further assistance in understanding how Copilot can benefit your business, get in touch.

Cyber security training once a year isn’t working

May 8, 2024

We all know how important it is to keep our people up-to-date on the latest cyber threats. After all, with cyber attacks on the rise, staying one step ahead is crucial to protect your business from potential breaches. But here’s the thing – annual cyber security training just isn’t cutting it anymore. Sure, it’s become a routine part of the calendar for many organizations. And it’s great that it’s happening at all. But ask any security leader, and they’ll tell you… employees find it time-consuming and uninspiring. From clicking through slides to skimming through videos at double-speed, it’s usually seen as just another box to check. And let’s be honest, even for those who do engage with the training, there’s little evidence it leads to real behavior change. That’s because the traditional approach lacks interactivity and doesn’t connect with employees on a personal level. It’s more about checking boxes than building a culture of cyber security vigilance. Guess what? There’s a better way. It’s all about small, regular, human-centric interventions. Think of it like the speed signs you see when you’re driving. They remind people to stop and think before they engage in risky behavior. Just as the signs work for driving, this kind of training makes your employees more aware of what they’re clicking. By nudging employees toward safer decisions in real-time, we can help them develop better cyber hygiene habits without overwhelming them with information overload. It’s about empowering them to make smarter choices every day. And with the amount of Generative AI and third-party tools we’re surrounded with right now, it’s more important than ever to give employees the guidance they need to navigate potential risks. Whether it’s through real-time coaching or policy reminders, we can help employees understand the importance of safeguarding sensitive data. So, while there may be a place for annual training, it’s time to think about using a more proactive approach to cyber security education. This is something we can help you with. If you want to learn more, get in touch.

Why you’re better in a contract with your IT company

April 8, 2024

Imagine you're driving down a winding road in the middle of nowhere. Suddenly, your car breaks down. You're stuck, miles from assistance. You feel helpless. Frantically searching for a solution. This scenario isn't too different from the world of IT support when you rely on what’s known as a break/fix relationship with your provider (when your IT is broken, they fix it. And that’s it; there’s no proactive work). But what if there was a way to ensure a smoother journey? That's where the magic of having a contract with your IT support provider comes in. Think of it as having a trusted mechanic who not only fixes your car but actually prevents breakdowns in the first place. Whether you run a bustling corporation or a small startup, entering into a contract with your IT support provider is the smart, cost-effective way to ensure a smoother tech journey.

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