Malware is a combination of the words malicious and software and refers to a type of cybercrime.  This is a type of software whose sole purpose is to cause harm to a computer system.  Types of malware include viruses, worms and bots.  If your computer is affected by malware, it may have been infiltrated by a bot (short for robot) and used without the your knowledge:  your computer is now a zombie.  Frequently, the botmaster will use the bot to connect your zombie to other zombies, which creates a botnet.

These are all very clever and interesting terms, but in reality, they pose a real problem.  Malware has become one of the most pressing security problems on the Internet. Cyber criminals use these tools to send spam mails, to launch denial-of-service attacks, and in the worst cases, to steal personal data such as mail account or bank credentials.

There are ways to protect your computer from becoming a zombie.  If you use a Microsoft operating system, be sure and install the updates you receive.  They typically contain security patches that combat the latest "hole" found by the masters.  You should also invest in anti-virus and firewall programs and keep them up-to-date.  

How complex are your passwords?  Malware can very easily crack simple passwords; so make sure you avoid dictionary words (not just English), make sure it's at least 8 characters long, and toss in a few numbers and capital letters.

Finally, exercise discretion when browsing the Internet.  Be choosy about the sites you browse and if you don't trust a link in an email, don't click on it. 

Message Sizes and Attachments

• Attaching non-text files (Word, Excel, PowerPoint, for example), graphics (JPG and GIF, among others), and multimedia elements (like video) to an e-mail message can quickly overwhelm a recipient’s inbox and/or the mail server. As these attachments result in significantly larger message sizes, avoid using them unless absolutely necessary.
• Be aware of the size limitations enforced by the company’s email administrators, and govern your activities accordingly to ensure all messages get through.
• Use alternative methods, like FTP and network-based file services, to transfer files that exceed these limits. Do not use the email system as a quasi-file management system.
• Also consider posting the message to a web site, then e-mailing the URL to your recipient. See the URLs section below for specific guidelines.

  File Formats

 

• If you do have to attach a non-text file to a message (for example, a Word document or an Adobe Acrobat PDF file), make sure that the recipients have access to software that will be able to read the file. Do not assume, for example, that everyone can read the file format you are using.
• In particular, if you are using a relatively new version of a package, ensure that the people to whom you are sending the file are also using that version. Older versions of the software may not be capable of reading files created with the upgraded program.

URLs

• Although most mail programs allow the reader to double-click on a URL to open the Web page in the default browser, do not assume that this is universally the case.
• Consequently, spell URLs out completely, each one on its own line and separate by sufficient white space above, below, and on either side.
• When using links, it's best to copy and paste them into the e-mail message. Avoid manually typing them in, as even one mistake can render the URL useless.
• Follow the same process for email addresses and other Internet-specific addresses.

 

This blog is part of the Email Best Practices Series.  Check out the other blog posts in the series: 

• Sending
• Maintenance
• Smartphones
• Security
• Forwarding & Redirecting
  

Email messages that have been forwarded or re-directed a number of times can get confusing for the recipients.  There will likely be numerous sections and multiple authors.  There are a few best practices you should follow when forwarding and redirecting an email chain.  

• Each section should identify the author.
  
• Be careful that the entire message you are forwarding is “appropriate” for all the new receivers.
• Forwarded messages can grow in size, particularly if several different people have forwarded it and added comments. Be aware of this if you edit the message.
• As a courtesy, before forwarding messages you might consider notifying the sender of the message.
• A message that has been forwarded or re-directed a number of times have topic changes.  As a topic changes or is focused consider starting a new email or changing the subject of the email.

This blog is part of the Email Best Practices Series.  Check out the other blog posts in the series:

• Sending
• Maintenance
• Smartphones