Why Backup Your G Suite Data

posted Feb 5, 2019, 7:07 AM by Rocky Borrego   [ updated Feb 5, 2019, 7:09 AM ]

Why Backup Your G Suite Data

Leading online service providers such as Google have world-class data backup and recovery capabilities, so why backup data that’s already in the cloud and protected by some of the most robust data centers in the world? For the simple reason that these built-in recovery capabilities give you a limited time from when the data was permanently deleted to restore your files and messages. After that, the data cannot be recovered and is gone forever. Generally speaking, Google allows you to restore data that was deleted within the past 25 days. 

This is why we use a great product called CubeBackup for our internal backups and highly recommend it.

What are some of the causes of data loss? While it’s extremely unlikely that Google will lose your data or suffer a complete service outage, there are a number of other causes of data loss that are very real and occur all too frequently including:
  • User Error: If you or a coworker accidentally delete, alter or corrupt the data. User error accounts for over 40% of all data loss.
  • Malicious Destruction: The malicious deletion, alteration or corruption of your data either externally or internally from a disgruntled employee.
  • 3rd Party Apps: Corruption of data due to software errors in 3rd party applications and plug-ins, or synchronization issues across multiple platforms.
The truth is that once your data is deleted, altered or corrupted, whether accidentally or maliciously, there is very little you can do to recover it.  It is up to you to ensure you have adequate backups to safely and quickly recover.

Google raises its G Suite prices

posted Feb 4, 2019, 10:39 AM by Rocky Borrego   [ updated Feb 4, 2019, 10:55 AM ]

Google raises its G Suite Prices

Google has recently announced that it is raising the price of its G Suite subscriptions for the first time.  G Suite Basic will increase from $5 per user per month to $6. G Suite Business will go from $10 per user per month to $12.

The new pricing will go into effect on April 2; those on annual plans will pay the new price when their contract renews after that date.

Google argues that it has added plenty of new services — like video conferencing with Hangouts Meet, team messaging with Hangouts Chat, increased storage quotas and other security and productivity tools and services to the platform since it first launched its paid service with its core productivity tools back in 2006.

That seems like a fair argument to me, though a 20 percent price increase may be hard to swallow for some small businesses.

You can read more about the coming changes in Google's official blog post.

View Your Google Calendar From Within Gmail

posted Sep 19, 2018, 10:53 AM by Rocky Borrego   [ updated Sep 19, 2018, 11:05 AM ]

View Your Google Calendar From Within Gmail

Knowing your schedule at all times is vital when reading and composing emails. If someone asks you to get coffee later this afternoon, you should know what times you are free.

Obviously, you can open up your Google Calendar in another tab and check what events are on the horizon before responding, but wouldn’t it be nice if you could see this information right in Gmail? Now you can!

The newly redesigned Gmail has a lot of smart tricks, but none offer quite as significant a boost to productivity as the side panel. The panel at the right of the new Gmail interface lets you pull up Google Calendar, Google Keep, or Google Tasks right inside your inbox so you can manage info from each of those apps without having to switch tabs or open anything new. With Tasks, you can even drag messages from your inbox into the panel to create new tasks around them!

new Gmail - Tasks

It’s so popular with Gmail users, it seems, that Google is expanding it. The company says it’s introducing that side panel feature to other G Suite Apps, so you’ll now be able to access Google Calendar, Keep, and Tasks from within Docs, Sheets, Slides, and Drawings. You’ll also be able access Keep and Tasks from within Calendar.

If you don’t like the side panel or feel it makes a Google app too cluttered, which is a valid argument for the redesigned Gmail, you can also minimize it to keep it out of the way.

Better manage your work and personal time with Google Calendar

posted Jul 18, 2018, 8:12 AM by Rocky Borrego   [ updated Jul 18, 2018, 8:14 AM ]

Better manage your work and personal time with Google Calendar

Whether you’re on vacation or just offline at the end of your workday, Google Calendar can help protect your time out of the office. There is now a new 'out of office' option and customizable working hours to further improve your digital well-being.

Indicate when you’re going out of office

When creating an event on your calendar, simply select the “Out of office” Calendar entry type. The Out of office object will have a different look on the Calendar grid, signalling to others that you’re unavailable.

Google Calendar will automatically decline meetings that occur during this time period. You can customize both the decline message as well as the visibility of the title of your out of office object.

Going forward, Google Calendar will try to intelligently detect, based on the title entered, when you’re creating an out of office object and change the type automatically. You can always manually change this if you’d like to opt for a different entry type.

Restrict your working hours

By setting your working hours, you protect your personal time from your work time. People who will try to schedule meetings with you outside of these hours will be informed that you are not available at that time. You can already set your working hours to one interval for all days of the week. With this launch, you can now customize your work hours for each day separately.

Based on your timezone and past scheduling patterns, Google Calendar can now infer your working hours. You may see a prompt asking you to set them, and you can further customize them as needed.

ALERT: Beware of this scary new scam

posted Apr 10, 2018, 8:31 AM by Rocky Borrego   [ updated Apr 10, 2018, 8:39 AM ]

ALERT: Beware of this scary new scam

There is a scam email going around that will try to trick you into giving away your Google password.

I am sharing this with you so you can see how sophisticated, yet stupid, the attempted hackers are.  Please be very careful and hesitant before entering your password into these types of emails.  

The way the attack works, is you receive an email saying that there was a blocked sign-in attempt on your account.  Then there is a button for you to click on if you do not recognize the activity.


Chances are, this email is bogus.  You can tell because the word Google is misspelled.

Additionally, if you do click on the link, take a look at the URL.  It is not a Google address.  


Digital Time Card using Forms and Sheets

posted Feb 22, 2018, 8:28 AM by Rocky Borrego   [ updated Feb 22, 2018, 8:30 AM ]

Digital Time Card using Forms and Sheets

Gmail and/or Inbox

posted Nov 22, 2017, 6:20 AM by Rocky Borrego   [ updated Nov 22, 2017, 6:22 AM ]

Gmail and/or Inbox

Google Drive File Stream Is FINALLY HERE!

posted Oct 6, 2017, 9:01 AM by Rocky Borrego   [ updated Oct 6, 2017, 9:12 AM ]

Google Drive File Stream Is FINALLY HERE!

Drive File Stream has finally been released by Google.  If you are currently using Google Drive for Mac/PC, you will definitely want to read this.

What is it?

Drive File Stream is a new desktop application that allows you to quickly access all of your Google Drive files on-demand, directly from your computer, meaning you use almost none of your hard drive space and spend less time waiting for files to sync. 

Say goodbye to stuck syncs, not seeing files you need because they have not synced yet, or waiting hours for your files to show up.

How it works

With Drive File Stream, you stream your Drive files directly from the cloud to your Mac or PC, freeing up disk space and network bandwidth. Because Drive files are stored in the cloud, any changes you or your collaborators make are automatically updated everywhere. You’ll always have the latest version.

You can also make Drive files available for offline access. These cached files sync back to the cloud when you're online, so the latest version is available on all your devices.

Drive File Stream lets you
  • Quickly see all your Google Drive files in Finder/Explorer.
  • Browse and organize Google Drive files without downloading all of them to your computer.
  • Choose which files or folders you'd like to make available offline.
  • Open files in common apps like Microsoft Office and Adobe Photoshop.
  • Avoid the risk of users downloading all of your company data to their hard drives.

IMPORTANT:  With this launch, Google Drive for Mac/PC is officially deprecated. It will no longer be supported starting on December 11th, 2017, and it will shut down completely on March 12th, 2018. We encourage you to switch to Drive File Stream.

How to Install Drive File Stream

For Windows:
  • Download GoogleDriveFSSetup.exe:  DOWNLOAD NOW
  • Run the installer.
  • (Recommended) Uninstall Drive for Mac/PC and/or Backup and Sync.
  • (Optional) Delete the Google Drive folder at C:\Users\%USER%\Google Drive. Use caution deleting this folder, as it may contain content that has not yet been saved or synced.

For Mac:
  • Download GoogleDriveFileStream.dmg:  DOWNLOAD NOW
  • Run the installer.
  • (Recommended) Delete the Drive for Mac/PC and/or Backup and Sync applications.
  • (Optional) Delete the Google Drive folder at ~/Google Drive. Use caution deleting this folder, as it may contain content that has not yet been saved or synced.

Is you want assistance in making the switch from Drive for Mac/PC to Drive File Stream, let me know and we can schedule a time to walk you through the process.  We are always here to help, so please do not hesitate to reach out.  You can reach us at: support@nextstepcloud.com.

Watch Out for This Phishing Email

posted Aug 31, 2017, 7:02 AM by Rocky Borrego   [ updated Aug 31, 2017, 7:06 AM ]

Watch Out for This Phishing Email

Email users are now being targeted in a pretty convincing looking phishing attack. 

Phishing attacks are a common tactic used by cyber criminals to try to trick you into giving them your information.  This current threat is a perfect example. The email appears to come from someone you know, and includes a password protected PDF file.  When you try to open the file, you are taken to a pretty convincing looking Microsoft log in page asking you to sign in with your work email credentials. DO NOT DO IT!

While the log in page does look realistic, there is one major red flag:

This is not a Microsoft.com domain. This is your biggest and most important red flag. Always check the URL before you log in to any site to make sure you're actually on the site you think you're on. 

If you or anyone on your team suspects having received such email, and entering their password: IMMEDIATELY have them change their email password and check their email settings for any suspicious filters. If you're ever suspicious about an email or something just doesn't feel right, don't click on anything and don't enter your information into a sign in screen that comes up. 

Manage your time like a Google Pro

posted Aug 8, 2017, 7:48 AM by Rocky Borrego   [ updated Aug 8, 2017, 7:54 AM ]

Manage your time like a Google Pro

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