3 June

Unlocking the Full Potential of Microsoft 365: Hidden Features Every Business Should Use

CK SolutionsMANAGED IT Support services Dublin, Office 365, security

Most businesses are just scratching the surface when it comes to Microsoft 365. Yes, they’re using Outlook, Word and maybe even a few Teams meetings—but that’s only the tip of the iceberg. What often gets missed is the suite’s true power: its ability to streamline workflows, automate tasks, and make daily operations smoother and more efficient.

Let’s delve into some of the lesser-known features of Microsoft 365 that could save your business hours each week, reduce errors, and make collaboration a breeze.

The Overlooked Value in Microsoft 365

When businesses sign up for Microsoft 365, they think they’re just getting Office apps in the cloud. In reality, they’re unlocking a powerful toolbox designed to improve productivity, communication, and workflow automation.

Many users aren’t aware they’re already paying for tools like Power Automate, SharePoint, and advanced Teams features. These aren’t extras—they’re included. But without guidance, they often go unused.

That’s money left on the table. Worse still, it means teams are missing out on simple ways to automate routine tasks or improve how they work together.

Power Automate: Free Up Time, Cut the Repetition

One of Microsoft 365’s most underrated features is Power Automate (formerly Microsoft Flow). It allows you to automate repetitive, manual tasks without writing a single line of code.

Here are a few ways businesses are using Power Automate to streamline operations:

  • Invoice Approvals: Automate invoice routing based on rules (e.g., amounts, departments), with notifications sent to the right approver. Once approved, the data is stored or forwarded automatically.
  • New Employee Onboarding: Trigger welcome emails, schedule Teams introductions, and assign permissions the moment HR fills in a form.
  • Customer Feedback Collection: Send surveys after meetings or purchases, collate responses in SharePoint, and alert relevant teams when there’s a negative rating.

These are just a few examples. With hundreds of templates available, most businesses can find at least a dozen tasks worth automating.

Smarter File Sharing with OneDrive

OneDrive isn’t just cloud storage. Used properly, it becomes a smart way to share, manage and secure files.

Here are some features you mightn’t be using yet:

  • Expiring Links: Share files that automatically become inaccessible after a certain date—great for time-sensitive projects or proposals.
  • Password-Protected Links: Add a layer of protection to sensitive documents when sharing outside your organisation.
  • Request Files Feature: Need input from multiple clients or contractors? Create a folder that allows them to upload directly without seeing other people’s files.
  • Known Folder Move (KFM): Redirect key Windows folders (Desktop, Documents, Pictures) to OneDrive for automatic backup and seamless access across devices.

These features help businesses tighten security, improve compliance, and reduce the chances of lost or misfiled documents.

Supercharging Collaboration with Microsoft Teams Automation

Teams is more than a video conferencing tool. It’s your digital workspace—and with a few tweaks, it can be automated to do the heavy lifting.

Examples of what Teams automation can do:

  • Auto-Create Teams/Channels: For new projects or clients, automatically generate a Team and relevant channels based on a form or trigger.
  • Daily Stand-Ups: Set up automated messages prompting team members to share updates each morning—perfect for remote teams or agile workflows.
  • Document Workflows: Use Teams to track document approval processes with visual indicators and alerts when action is required.

You can also integrate Teams with your CRM, HR systems, and task management tools. That means fewer app-switches and more seamless productivity.

Other Hidden Gems Worth Exploring

There’s more. Microsoft 365 is packed with hidden features that many businesses haven’t tapped into yet:

  • Microsoft Bookings: An online appointment scheduler that integrates directly with Outlook—ideal for service-based businesses.
  • Planner and To Do Integration: Create simple project boards for team tasks with notifications and due dates.
  • Forms: Build quick polls or surveys and collect structured responses in Excel or SharePoint.
  • Stream: Securely share training videos or recorded meetings within your organisation.
  • Delve: Discover what your colleagues are working on and quickly access relevant documents and insights.

When used together, these tools create a connected, cloud-based environment where information flows smoothly, and time is spent on meaningful work—not admin.

How CK Computer Solutions Can Optimise Your Microsoft 365 Setup

Microsoft 365 can be transformative—but only if it’s properly configured to suit your business. That’s where we come in.

At CK Computer Solutions, we don’t just support IT—we optimise it. As a trusted Managed Service Provider (MSP) based in Dublin, we work with small and medium-sized businesses across Ireland to get the absolute most out of their tech investments.

Here’s how we can help:

  • Free Consultation: We’ll review your current setup, identify underused features, and recommend tailored improvements.
  • Custom Automation Workflows: Let us design and deploy Power Automate flows that save your team hours every week.
  • Seamless Teams Integration: From setting up shared channels to linking your CRM, we’ll ensure Teams becomes the true hub of your workplace.
  • OneDrive Configuration & Security: We’ll implement smart sharing, backup policies, and data protection protocols that match your business needs.
  • Ongoing Support & Training: Our team is here to assist, update, and train your staff so they get the most out of every tool.

You’ve already paid for Microsoft 365—now it’s time to use it properly. Talk to CK Computer Solutions today, and let’s unlock its full potential together.

Need help optimising Microsoft 365 for your team?
Get in touch with CK Computer Solutions – Managed IT Services Dublin, and we’ll show you how to streamline your work, automate your tasks, and empower your business to do more—with less stress.

19 May

What Is SSO and How Does It Benefit Your Business?

CK SolutionsMANAGED IT Support services Dublin, Phishing, security

What Is SSO?

SSO, or Single Sign-On, is a user authentication process that allows individuals to access multiple applications or systems with just one set of login credentials.

Think of it like having a master key to all your digital doors — email, CRM, HR systems, cloud storage, and so on. Instead of remembering dozens of passwords, a user logs in once, and that session grants access to all integrated platforms.

For businesses juggling a mix of cloud-based tools, internal systems, and remote teams, SSO is more than just a convenience — it’s a smart move.

How SSO Works

SSO is made possible through a central authentication server. When a user logs in, the system checks their identity via this server. Once confirmed, a token (a digital stamp of approval) is issued and passed around to each service the user wants to access.

Popular protocols that support this include:

  • SAML (Security Assertion Markup Language)
  • OAuth
  • OpenID Connect

These protocols ensure that the user’s identity can be verified safely across different services, without requiring multiple logins.

Key Benefits of SSO for Businesses

1. Improved Security

Contrary to the old idea that more passwords mean better security, SSO actually reduces security risks.

  • Users only need to remember one strong password, reducing the temptation to reuse weak ones across platforms.
  • SSO can be paired with Multi-Factor Authentication (MFA), adding an extra layer of protection.
  • It also centralises access control — if a user leaves the company, disabling one account cuts off access to everything. No more forgotten logins lying around on old systems.

2. Boosted Productivity

How much time do your staff waste entering passwords or trying to reset forgotten ones? It adds up. With SSO:

  • Login times are slashed.
  • Users can jump straight into work without hurdles.
  • Admins aren’t constantly firefighting password issues.

It’s a productivity win across the board, especially for businesses that rely on several digital tools daily.

3. Better User Experience

We’re all users at the end of the day, and there’s nothing more frustrating than being locked out of a platform because you forgot a password — again.

SSO creates a smoother, faster experience for:

  • Employees
  • Remote contractors
  • Temporary users
  • Clients accessing portals

This ease-of-use is particularly crucial in customer-facing systems, where delays can directly impact satisfaction and reputation.

4. Easier Compliance

Data protection laws like GDPR, HIPAA, and others require organisations to tightly control access to personal data.

SSO simplifies this by:

  • Making it easier to track and audit user activity across platforms.
  • Centralising access policies and credentials.
  • Enabling role-based access control, ensuring staff only access what they need.

Being audit-ready is a lot easier when everything runs through a unified access system.

5. Reduced IT Helpdesk Burden

Ask any IT team what eats up their time and you’ll likely hear: password resets. In fact, studies show that up to 50% of helpdesk calls are password-related.

With SSO:

  • There’s only one password to manage.
  • Support calls drop.
  • Your IT team can focus on more strategic tasks.

It also lowers the risk of human error — such as accidentally resetting the wrong account or missing critical updates across multiple platforms.

Challenges Without SSO

Many SMEs still run without SSO, often because they assume it’s only for large enterprises. But the challenges speak for themselves:

  • Password fatigue leads to reused credentials and weak security.
  • Onboarding and offboarding are clunky, time-consuming, and risky.
  • Compliance checks become a nightmare when access isn’t centrally logged.
  • User frustration rises, hurting productivity and morale.

Every additional system with a separate login is another potential security gap.

Why Your Business Should Consider It Now

The shift to hybrid work and cloud platforms has expanded the number of apps businesses rely on. If you’re using tools like Microsoft 365, Salesforce, Dropbox, Xero, or even industry-specific systems, SSO can tie them all together under a single access policy.

The longer you delay, the more unwieldy and risky your access management becomes.

And importantly — SSO is no longer the exclusive domain of large corporations. Solutions like Azure AD, Okta, and Google Workspace Identity now offer SSO features tailored to SMEs.

How CK Computer Solutions Can Help

At CK Computer Solutions – Managed IT Services Dublin, we help businesses like yours roll out practical, secure, and cost-effective tech solutions — and SSO is a game-changer.

We can:

  • Assess your current systems and recommend SSO-compatible integrations.
  • Implement and configure SSO platforms like Azure Active Directory or Okta.
  • Set up MFA to strengthen security alongside SSO.
  • Train your team on how to use the new system effectively.
  • Provide ongoing support and monitoring so your access remains secure and seamless.

Whether you’re a growing business tired of password chaos or an established firm looking to tighten your security posture, we’ll make sure your SSO rollout is smooth and hassle-free.

Ready to take the next step in simplifying and securing your business IT? Talk to CK Computer Solutions today – your local IT experts here in Dublin, always ready to help you work smarter.

15 May

Secure Password Practices: How to Protect Your Business from the Ground Up

CK Solutionssecurity

Passwords are your first line of defence against cyber threats, yet many people still underestimate the importance of using secure passwords. Weak passwords are one of the primary entry points for hackers, potentially leading to severe business disruptions, financial losses, or reputational damage. To keep your personal information and business data safe, adopting robust password practices is essential.

Creating Strong Passwords: Key Guidelines

Creating strong passwords doesn’t have to be complicated, but it does require a disciplined approach. Follow these simple guidelines to strengthen your passwords effectively:

  1. Length Matters
    • Aim for passwords that are at least 12 characters long. Longer passwords are significantly harder for attackers to crack using brute force attacks.
  2. Use a Mix of Characters
    • Combine upper and lower case letters, numbers, and special symbols (e.g., !, @, #, $, %) to increase complexity.
    • Example: Instead of “password123”, try something like “P@ssw0rd#20211!”
  3. Avoid Predictable Patterns
    • Stay away from easily guessable passwords like “123456”, “password”, or your birthdate.
    • Avoid common phrases or sequential characters, as these are among the first combinations hackers try.
  4. Unique Passwords for Each Account
    • Never reuse passwords across different platforms. If one account is compromised, all your accounts with the same password become vulnerable.

Risks of Reusing Passwords Across Platforms

Reusing passwords across multiple platforms is one of the most dangerous password practices. If a website or app gets hacked, cybercriminals often test stolen passwords across other services, a practice known as “credential stuffing”. If your passwords are reused, a single breach can expose multiple accounts, including sensitive ones like email, banking, or your company’s cloud infrastructure.

Potential consequences include:

  • Identity Theft: Cybercriminals accessing sensitive personal information.
  • Financial Loss: Hackers accessing bank accounts or making unauthorised purchases.
  • Operational Disruption: Business accounts compromised, causing data breaches and downtime.

Password Managers: The Smart Way to Securely Manage Passwords

Managing multiple complex passwords can be overwhelming. Password managers, such as Bitwarden or 1Password, simplify this process by securely storing your passwords and automatically filling them into login forms. They use strong encryption methods, keeping your credentials safe from attackers.

Benefits of using password managers include:

  • Enhanced Security: Generate and securely store highly complex passwords automatically.
  • Convenience: Easy access to your passwords across multiple devices and platforms.
  • Team Management: Centralised password sharing and access control within teams, improving overall security posture.

How CK Computer Solutions Can Help

At CK Computer Solutions, our Managed IT Services based in Dublin specialise in enhancing cybersecurity practices for businesses of all sizes. We help businesses:

  • Implement robust password management systems.
  • Educate employees on best password practices through tailored cybersecurity training.
  • Regularly monitor for credential leaks and vulnerabilities.
  • Provide seamless integration and ongoing support for password managers like Bitwarden or 1Password.

Our proactive approach ensures your business remains secure, efficient, and resilient against evolving cyber threats.

Get in touch with CK Computer Solutions today, and take the first step towards strengthening your organisation’s cybersecurity.

29 April

Invoice Redirection Scams: How They Work and How to Protect Your Business

CK SolutionsEmail, MANAGED IT Support services Dublin, Phishing, security, Training

Invoice redirection scams are one of the most financially damaging fraud tactics affecting Irish businesses today — particularly small and medium-sized enterprises (SMEs) that often lack robust payment verification procedures. These scams are clever, subtle, and can catch even the most diligent finance team off guard.

In this post, we’ll break down how invoice redirection scams typically work, and more importantly, outline clear procedures your business can follow when a supplier asks to change their bank details.

What Is an Invoice Redirection Scam?

An invoice redirection scam, sometimes called mandate fraud, occurs when a criminal tricks a business into changing the bank account details of a genuine supplier — redirecting payments to a fraudulent account controlled by the scammer.

Here’s how it usually works:

  1. The Set-Up: The scammer monitors your communications, often through email account compromise or social engineering, to identify payment patterns and key suppliers.
  2. The Deception: They pose as a legitimate supplier and send an email requesting a change in bank account details — often using a lookalike email address or even compromising the real supplier’s email account.
  3. The Pay-Out: Your accounts team updates the supplier’s details and processes the next invoice payment — but the funds go directly to the fraudster’s account.

By the time the real supplier starts asking why they haven’t been paid, the money is long gone.

Why This Scam Works So Well

What makes this scam particularly dangerous is that it doesn’t rely on malware or brute-force attacks. It uses trust, timing, and a dash of social engineering.

Scammers often study their victims carefully, learning supplier names, invoice due dates, and internal approval chains. The fake emails they send often look just like the real thing — complete with signatures, logos, and familiar language.

Unless your team is trained to spot red flags and follows strict verification procedures, these scams are frighteningly easy to fall for.

Tips for Verifying Supplier Bank Detail Changes

To protect your business from invoice redirection scams, follow these practical steps every time a supplier requests a bank account change:

1. Always Call to Confirm – Using Trusted Details

Never rely on the contact details included in an email requesting bank changes. Always use the contact number you’ve previously saved for the supplier — or look it up on their official website. Speak to someone you know and trust in their accounts department.

It might feel like an extra step, but a 2-minute phone call could save your business tens of thousands of euro.

2. Verify in Writing – But Not by Email Alone

After a verbal confirmation, request a written confirmation of the change. This adds a second layer of verification and ensures there’s a documented trail of the request. However, don’t rely on email alone for verification — especially if that’s how the initial request came in.

3. Use a Supplier Change Request Form

Implement a standardised form in your company that must be completed for any supplier banking changes. This form should include:

  • Supplier name and contact
  • Previous bank details
  • New bank details
  • Date of request
  • Name of internal staff member processing the change
  • Signature of authorised approver

Make it company policy that no change is processed without this form completed and signed off.

IT Procedures to Support Fraud Prevention

While people are the first line of defence, your IT systems play a huge role in preventing and detecting fraud attempts.

At CK Computer Solutions, we help businesses across Dublin and beyond implement secure email systems, employee training, and fraud monitoring tools. Here’s how we can help:

  • Email Filtering & Monitoring: We’ll help ensure phishing emails and spoofed domains are blocked before they ever hit your inbox.
  • Multi-Factor Authentication (MFA): Adding MFA to your email systems makes it much harder for criminals to compromise staff accounts.
  • Audit Trails & Access Controls: We’ll help you implement IT controls to track who’s accessing sensitive supplier and finance data — and when.
  • Cybersecurity Awareness Training: We’ll train your staff to spot suspicious emails, verify requests, and follow secure processes confidently.

We’re not just here to install software — we’re your trusted managed IT services provider. We’ll work closely with your finance and procurement teams to integrate technology with policy and process.

Red Flags to Watch Out For

Train your team to stay alert for the following warning signs:

  • Urgent or last-minute requests to change payment details.
  • Poor grammar or formatting in emails, especially from regular contacts.
  • Slight variations in email addresses (e.g. suppliername@companny.com instead of company.com).
  • Emails that skip personal greetings or use vague language.
  • Requests that pressure staff to “just process this quickly.”

If something feels off — trust your gut and verify independently.

Invoice redirection scams can be devastating — but they’re also preventable with the right mix of process, technology, and awareness.

Take the time to build and enforce procedures around supplier bank changes. Train your staff regularly. And make sure your IT systems are properly set up to detect and block threats before they cause damage.

At CK Computer Solutions – Managed IT Services Dublin, we can help you review and strengthen your internal controls, protect your email systems, and provide ongoing training for your team. Whether you’re a small local business or a growing SME, we’re here to help you stay safe, smart, and secure.

Need help locking down your systems or training your team against invoice scams?
Get in touch with CK Computer Solutions today – and let’s build a safer digital foundation for your business.

24 April

Understanding DKIM, DMARC, and SPF: What They Are and Why They Matter

CK SolutionsEmail, Office 365, security

Understanding DKIM, DMARC, and SPF: What They Are and Why They Matter

Email authentication protocols—SPF, DKIM, and DMARC—are fundamental to securing domain-based email systems against spoofing, phishing, and unauthorised use. These technologies work together to ensure that email claiming to come from a specific domain is actually authorised by that domain’s owner.

This post explains the function of each protocol, how they interact, and provides DNS record examples to assist with accurate implementation.

Protocol Overview and Purpose

  • SPF (Sender Policy Framework) allows a domain to list authorised mail servers via DNS.
  • DKIM (DomainKeys Identified Mail) adds a cryptographic signature to emails, verifying integrity and legitimacy.
  • DMARC (Domain-based Message Authentication, Reporting & Conformance) enforces alignment between SPF/DKIM and the visible “From” header, while also enabling detailed feedback through reporting.

Together, these protocols create a layered authentication strategy that helps protect your domain’s reputation and improves deliverability.

SPF: Authorise Sending Servers

SPF works by checking the envelope sender (the Return-Path) of an email against a TXT record in DNS. If the sending IP is not listed, the message fails SPF validation.

Example DNS record for SPF:

yourdomain.com.  IN  TXT  "v=spf1 ip4:203.0.113.5 include:spf.protection.outlook.com -all"
  • ip4:203.0.113.5 allows a specific mail server IP
  • include:spf.protection.outlook.com includes Microsoft 365 servers
  • -all indicates hard fail for unauthorised sources

Best practices:

  • Avoid using +all, which defeats SPF’s purpose.
  • Don’t exceed 10 DNS lookups (include: and redirect= count).
  • Only publish one SPF record per domain.

DKIM: Sign Outbound Mail with a Private Key

DKIM validates that a message’s content was not modified and that it originated from the stated domain. It does this via a cryptographic signature added to the email headers.

Example DNS record for DKIM:

selector1._domainkey.yourdomain.com.  IN  TXT  "v=DKIM1; k=rsa; p=MIGfMA0GCSqGSIb3..."
  • selector1 refers to a key selector used by the signing mail server.
  • The p= value contains the RSA public key.

Best practices:

  • Use 2048-bit keys where supported.
  • Rotate keys periodically.
  • Ensure your MTA (Mail Transfer Agent) is correctly signing outbound email.

DMARC: Align, Enforce, and Monitor

DMARC ensures that either SPF or DKIM (or both) pass and are aligned with the domain in the “From” header. It also instructs recipient servers what to do with unauthenticated emails, and provides reports.

Example DNS record for DMARC:

_dmarc.yourdomain.com.  IN  TXT  "v=DMARC1; p=quarantine; rua=mailto:dmarc-reports@yourdomain.com; sp=none; adkim=s; aspf=s"
  • p=quarantine tells recipient to quarantine messages that fail DMARC
  • rua= defines the address to receive aggregate reports
  • sp=none sets a separate policy for subdomains
  • adkim=s and aspf=s enable strict alignment

Best practices:

  • Start with p=none to gather reports before enforcing policies.
  • Regularly review and analyse DMARC reports.
  • Use tools to parse and visualise report data.

Protocol Interoperability and Domain Alignment

These three protocols work together:

  • SPF validates the mail server sending the email.
  • DKIM verifies message integrity and authenticity.
  • DMARC ensures the “From” header aligns with SPF or DKIM domains and applies policy accordingly.

This alignment is critical because SPF and DKIM alone do not cover the “From” header—the most visible part of an email to users.

Example alignment failure:

  • Email claims to be from accounts@yourdomain.com
  • SPF passes for mail.vendor.com (used in Return-Path)
  • But the “From” is yourdomain.com, and they don’t match → DMARC fails

Implementation Considerations and Common Pitfalls

  • Publishing multiple SPF records—merge them into one
  • Using soft fail ~all permanently (should only be used during testing)
  • Misconfigured DKIM selectors or missing DNS records
  • Not enabling DMARC reports (rua=), which limits visibility
  • Assuming third-party services automatically support these protocols—many require manual setup

Subdomain note: Use the sp= tag in DMARC to control policies for subdomains explicitly. For example:

sp=reject

enforces rejection on subdomains too.

How CK Computer Solutions – Managed IT Services Dublin Can Help

While setting up SPF, DKIM, and DMARC is technically straightforward for experienced admins, ongoing management and monitoring are where most businesses stumble.

CK Computer Solutions offers expert assistance to:

  • Implement correct DNS records across multiple domains and services
  • Coordinate with third-party senders to align email sources
  • Parse and act on DMARC reporting
  • Harden policies over time while maintaining deliverability
  • Keep your systems compliant as standards evolve

We work with both cloud-based systems like Microsoft 365 and Google Workspace, and hybrid/on-prem environments. As your Managed IT Services provider in Dublin, we’ll secure your domain at the DNS, mail server, and policy levels—ensuring that your email reputation is protected and your communications stay trusted.

Contact Us

CK Computer Solutions