Cloud IT For Lawyers

Helping Attorneys Leverage Technology

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What is Office 365?

With the concept of cloud-based computing becoming more acceptable, consumers, including attorneys, have started to embrace the cloud. In February of this year, Microsoft launched a subscription-based version of their most famous (or infamous) product, Microsoft Office. Their product is called Microsoft Office 365.

This product is a direct competitor to Google Apps for Business which has been embraced by many firms as a low-cost alternative to an expensive on-site Exchange email server.  Office 365 is a monthly subscription to the most up-to-date Microsoft Office products as well as Hosted Exchange email. But, Microsoft didn’t just stop at email. They included additional options for web and desktop access to their most popular Microsoft Office products. This is very appealing to firms with out of date software as well as start-ups who do not want to make a big investment in software.

Subscribers to Office 365 do not have to pay the one-time fee of $300-$400 for a license of Microsoft Office.  Instead, Microsoft has tried to meet everyone’s needs from the solo and small firm all the way up to the large enterprise firm, and has several different subscription options to entice them all. The picture below shows all of Microsoft’s offerings (click for more information):

Office 365

On the lower end, with the subscription of $5/user/month, you have access to a hosted email system using your own domain name like pturner@legalcloudtechnology.com rather than pturner@outlook.com. You also have the ability to host a website as well as use their web conferencing and document sharing features.

At the $12.50/month level , you have access to the latest and greatest Microsoft Office 2013 wherever you go online, and you can also install the software on five external devices. This includes laptops, desktops, and any other device that you wish to have a local copy of the software. If your firm needs integration with a local Windows server, just move to the $15/user/month level for up to 300 users.

On the higher end, the $20/user/month subscription has an interesting advantage. It gives your firm the ability to have archiving, legal hold capabilities, as well as tools for e-discovery. It will depend on how important this type of information is for your firm whether or not it would be worth the extra $5/user/month. Did I mention the ability to potentially replace your phone system at the highest level of $22/user/ month? Pretty cool.

For those of you that have been working in Google Apps for Business realm over the past several years, this is serious competition. The price point for Office 365 is good, and you get the added bonus of a license for Microsoft Office. This product is somewhat less beneficial if you have already made the investment into a license of Microsoft Office on your desktop or laptop. However, for new startups and for firms that have not been able to update their software, they get an updated version of Microsoft Office, with the added benefit of a Hosted Exchange email system at the same time.

Office 365 is up and running and proving to be a worthy adversary in the battle between Microsoft and Google. Google better step up their game, or Google Apps for Business will soon be considered “the other” option for a hosted email solution.


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Two-Factor Authentication – What Is It And Do I Need It?

In the age of technology, stolen identities, compromised credit cards and all things online, technology companies like Google, Facebook, Microsoft and others are trying to help us. These companies have come to recognize that they cannot force their users to use strong passwords and change them frequently. We also ask a lot of these companies, requiring them to keep our information safe while we are accessing their site from a tablet, a mobile phone, the in-law’s virus ridden computer and the firm’s VPN connection.

Whew!

Welcome to two-factor authentication.

Some of you have probably heard about the concept, but aren’t quite sure what it is and if you need it. In short, you need it – wherever you can get it. Two-factor authentication will (as Google describes it) “Help keep the bad guys out of your account by using both your password and your phone.” The process forces you to identify yourself by not only a username and password, but also something that is in your physical possession, like a cell phone (that is the two-factor part).

To test the two factor authentication, I enabled it on my Google Apps for Business email. The initial setup for Google Apps for Business was not difficult. The first time I accessed my email on the web after I set it up, I logged in as normal, but a second window came up that was asking me for a Google Verification Code. A text was sent to my phone and I needed to enter in the verification code to continue to my email. Every 30-days, I am asked for a new code when I access my email on the web or from a new device. I have to say, it can sometimes be a pain, but if I can keep the “bad guys” out of my email account it is worth it.

You will see more companies offering two-factor authentication coming down the pike, with Twitter already working on it and more companies getting ready to offer this option. The ability to verify your identity with a username and password, as well as something that you physically have in your possession is here to stay. Considering the possible consequences of a “hacked” account login or stolen credit card numbers, I propose that you enable two-factor authentication whenever possible and let the tech companies help you protect yourself.