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10 Ways to Guard Against Computer Viruses 2.
Email for Business
1. 10 Ways to Guard Against Computer Viruses Attachments:
According to Symantec, the company that makes Norton Antivirus, and data security
developer Tread Micro, you should never open attachments from unknown sources
or attachments you are not expecting. Turn off automatic opening of e-mail attachments. Protect
yourself: Install an anti-virus product and keep it up to date. Your anti-virus
is only as good as the last update, so you should update virus definitions at
least once a week. A product such as PC-cillin will scan your hard disk and electronic
mail while Symantec products us LiveUpdate, which helps combat viruses or worms
that require a new engine for detection and repair. Scan
first: Do a complete scan of your computer when you first install anti-virus
to ensure that there is nothing already infecting your machine. Keep
scanning: Always scan floppy disks, CDs and other removable media before first
use and store them safely. Ensure that your anti-virus is automatically checking
all documents arriving by removable media as well as by e-mail or the Internet. Trust
your source: Do not download software from non-trusted sources. Also scan
all software before installing it.
Beware of hoaxes: If you receive an e-mail from a friend touting a new
virus that is the worst ever and which asks you to forward the e-mail to everyone
you know, it is probably a hoax. These can be as much of a nuisance as the real
thing. Use
common sense: The dreaded Code Red virus affects company operating systems,
whereas Sircam, a worm, attacks personal computers via e-mail. Use
alternative formats: Use alternative document formats such as .rtf (rich text
format) and .pdf (portable documents format). The most common type of macro viruses
use Microsoft Office applications to spread. Limiting the use of these document
types will limit your risk. Don't
share: Do not share diskettes for installing software or, even worse, copies
of software. This allow viruses to move from machine to machine. It can also be
illegal if the licence is no taken into account. Pirated software is a major source
of virus infection. Create
a back-up: Always back up your files regularly so that if a virus wipes out
your hard disk your data is still available. Stay
secure: Use firewalls and filtering to protect against hack attacks and malicious
code. Tools such as Symantec security check will scan for security holes and viruses. [Source:
SCMP, 12 August 2001] 2.
Email for Business Attachments:
can carry viruses and it is best to inform the recipient if you are planning to
send any. Subject
line: Always use a subject line which places your communication in context.
Be specific. Personal
still wins: All e-mail carries the risk of being read by someone other than
the intended recipient. Save sensitive or private discussions for face-to-face
communications. Time
constraints: Acknowledge receipt of expected e-mail or those requiring future
action. May people check e-mail once a day, so a last-minute change of plan or
time-sensitive information should be communicated by telephone. Return
to sender: Re-sending unwieldy documents by simply pressing the reply button
is unnecessary. To keep a conversation in context, edit the file to include only
pertinent quotes or questions. Do not reply to a full list of recipients in a
forwarded mail. Mind
your language: E-mail by nature is an informal means of communication, but
spelling and grammar rules do still apply. Sentences should be short and to the
point. Avoid
gimmicks: Excessive and incorrect use of punctuation is annoying and unprofessional
!!!!!!!!!!! Emoticons have a small place in the casual world of e-mail, J, but
you run the risk of being over-cutesy, ;-(, or misunderstood, @>->-? They
are best avoided in the business context. Trash
the trash: Unsolicited jokes and photographs are unacceptable in the business
context. Ask before you put anyone on your mailing list, no matter how well you
know them. Use
upper and lower case: Never send e-mail only in upper case. Capitals can be
interpreted as rude and give the impression to you are SHOUTING, ANNOYED or just
plain BRASH. Priority:
Do not mark something unimportant as high priority. Signature
tricks: Automatic signatures need to be brief and informative. Include your
company name, phone number and job title. Size
matters: Not all e-mail systems can cope with vast files and coloured fonts.
Distribution
Lists: Hide the distribution by putting all of the addressees in the bcc row.
Keep other peoples email address private. [Source:
SCMP, 24 June 2001] | 
