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Email Management News & Analysis

Goodbye Outlook.com, Hello Office 365?

Microsoft is making good on hints it revealed at its Ignite conference earlier this month: It's moving its email service Outlook.com closer to its other productivity apps, notably Office 365.

Outlook.com will run on Office 365 technology with an Office 365 interface, Microsoft announced today.

You Can't Afford to Ignore Content Management

Organizations are facing massive problems with content overload, especially from data generated by the Internet of Things (IoT), according to a recently published market intelligence report from AIIM, the Association for Information and Image Management.

But the report (registration required) also shows that most businesses view enterprise content and document management as mission critical — and that many enterprises are making significant steps in getting the problem under control.

How You Can Cope With Email Overload

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Feeling overwhelmed by all that email?

Think fast, short and selective: When email piles up, most people send short responses to a small number of incoming messages as quickly as possible.

If you're the one sending the email, you have better odds of getting a response if you send your messages on weekdays, during regular business hours — especially if you can resist the urge to add an attachment.

These are some of the not-so-surprising findings of a large scale study by researchers at Yahoo Labs in Barcelona and the University of Southern California. The researchers analyzed the behavior of more than 2 million users exchanging 16 billion separate emails over several months, which they describe as the largest single study of email behavior to date.

Mimecast Wants You to Trust Business Email to the Cloud

A new, web-based secure messaging system announced this morning by Mimecast aims to address the continuing problem of malicious payload passing through email.

Mimecast’s strategy with its simply named Secure Messaging service is not entirely new: Direct Outlook to upload email attachments to a web gateway, encrypt them there using AES protocol and let browsers manage the transfer of the encrypted attachments through secure sessions.

What's new, however, is Mimecast’s appeal to customers. Please trust a cloud for your security.

“We do retain data in the cloud, so you can archive perpetually with us,” said Orlando Scott-Cowley, Mimecast’s director of technology marketing and a certified security engineer, speaking with CMSWire. “Or alternatively, if you have legal concerns about security and privacy of using a cloud service, we have a zero-drag or zero-retention which just sends the mail straight through to the organization.”

Legal Professionals Struggle With Poor Document Management

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New research from Workshare claims the legal industry is plagued by a greater than average share of document mismanagement and chaos.

The survey, based on responses from 220 legal professionals, shows that 78 percent are struggling to meet targets in spite of document and content management strategies to improve efficiencies.

Don't Open Your Email: Agari Warns Malicious Messages Have Soared

It's hard to quiet the voice of Paul McCartney when you read through Agari's latest study on The State of Email Trust. All you have to do is read the introductory paragraph of the report, which the security solutions provider released today:

Email security improved somewhat in 2014, but most companies still haven’t implemented technology that prevents cyber criminals from sending messages that appear to come from their domains — a failure that leaves customers vulnerable to phishing attacks." 

Think about that for just a moment — and odds are you, too, can visualize McCartney's words:

Someone's knockin' at the door
Somebody's ringin' the bell
Do me a favor,
Open the door and let 'em in." 

Businesses are unwittingly opening the door to cybercriminals who trick people into sharing sensitive information, leading to identity theft and other crimes. 

What's more, because victims of phishing attacks often blame the companies they thought sent the forged emails, the attacks erode the trust companies spend years building with customers.

Are E-Signatures the Missing Links in Paperless Offices?

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The paperless office is still a dream.

While there are plenty of possible reasons, the most likely involve a combination of technology and management — and, some claim, the failure of even organizations with enterprise content management (ECM) in place to adopt an e-signature strategy.

The problem is not a lack of available e-signature solutions, but the failure of C-Suite executives, including Chief Information Officers, to deploy or develop IT strategies that include digital signatures because of security and legal concerns.

3 Reasons Amazon's Email Could Dent Google, Microsoft

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Think Microsoft and Google have the business email market tied-up? Think again. Amazon has come up with a new business email service called WorkMail that ties in nicely with its file-sharing service Zocalo, and WorkSpaces, a Desktop-as-a-Service (DaaS) solution.

The new service, launched in preview late last week, provides an email and calendar service that aims to cut into a market that has been dominated by Microsoft’s Office 365 and Google for Work Apps. It has three key features that just might help it dent the market leaders.

Office 365 Extends Email Security to Address Spammers, Phishers

Microsoft is tightening up the security of its email offerings on Office 365 through the extension of features.

The goal here is to provide a “safer client experience” that will authenticate senders and help identify untrusted senders, helping to protect your system from spam and phishing campaigns, the tech giant explained.

While Office 365 is already pretty secure, Microsoft maintains the only way to beat hackers and other Internet nuisances is to keep one step ahead.

Sigh: Email Isn't Going Anywhere

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Guess what? Email isn't going away. Guess what else? According to Pew Research, email is far more popular than social media and texting. The research also shows email is more important to office workers than the broader Internet itself.

The findings also show that email and the Internet are the most important communications and information tools. Among all online workers surveyed, 61 percent rated email as very important to their jobs and 54 percent said the same of the Internet.

As Merlin Mann, the San Francisco-based writer, speaker and broadcaster, has noted, "Email is such a funny thing."

Is Gmail Google's Way to the Future?

Google wants you to keep your files on Google Drive and for you to spend more time in Gmail. So it's raising its game and your experience to help make that happen.

And this is no small deal for Google. The internet sweetheart is suddenly being squeezed by competition on all sides. On one end, it seems that more and more people are going straight to Amazon when searching for products (ComScore says that Amazon’s desktop search queries were up 47 percent between September 2013 and September 2014), which is hurting Google’s core ad search business. And, on the other end, Facebook is not only beginning to woo mobile marketing dollars away, but it may also be in a better position to leverage video in its News Feed.

Psst, Microsoft: Look What Gmail Users Can Do Now

Google and Microsoft are duking it out over the cloud and they’re both pretty sure that providing services around content is key. And while some may think that it’s a foregone conclusion that the Redmond, Wash. Software giant will dominate  because  of its Office franchise, CEO Satya Nadella certainly isn’t acting like it’s a done deal.

Consider all that he’s done to drive traffic to Office 365 and One Drive of late, including its recent acquisition of mobile email app Acompli.

It’s not just that, but Microsoft also seems to want steer crowds away from Google which is probably why it struck a deal with Dropbox for file storage in the cloud. And Dropbox, for its part, isn’t making things any easier for Google Drive product managers. Earlier today it officially opened up its Dropbox for Business API, a move that will make it simple for app developers to build solutions that businesses want on its platform.

Cyber Monday Phishing Scams Intensifying

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Thanksgiving turkey may symbolize the holiday for most people, but messaging security firm Proofpoint is warning businesses to watch for a whole flock of cyber security threats that peak around Thanksgiving.

In preparation for the rise in phishing scams expected over the weekend, Proofpoint is urging businesses to take particular care with email and social media scams.

Gartner Names 6 Leaders in Resurgent Information Archiving Space

The financial crisis that started in 2008 changed many things. Financial companies closed down. CEOs lost their jobs. IT changed, too. Over the past few years data governance preservation has become a critical enterprise need. And Enterprise Information Archiving (EIA) is making a reappearance as a key technology to meet that need.

According to Gartner’s Magic Quadrant for EIA (registration required), technologies in this space are getting a second life as businesses turn to them to underpin enterprise strategies for compliance, information governance, e-discovery and the historical preservation of data.

EIA has been around for a long time -- Gartner estimates almost 20 years -- but with the economic crisis came increasingly complicated compliance requirements, resulting in enterprises searching for technology to help manage these complexities.

Trending Features In Document Management

The paperless office is still to a large extent a dream. But the possibility of developing paperless processes is a very real opportunity, according to this year’s AIIM annual industry watch research.

The findings are contained in AIIM’s Paper Wars: An Update From The Battlefield. AIIM — the Association for Information and Image Management — is a global community of information professionals. The research is the result of a global survey of 336 AIIM members between September and October of this year.

According to Doug Miles, report author and director of market intelligence, paper documents are still clogging offices and stalling business processes even though office workers are mobile, computer literate and aware that paper-free processes improve productivity and lower costs. But the news isn't all bad.

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