Aureole Systems

Aureole Systems Helping transform business with modern IT support & management! Servicing Gippsland & Melbourne SE

Everyone's downloading AI tools at the moment, and scammers have caught on.Say someone on your team wants to try a new A...
05/09/2026

Everyone's downloading AI tools at the moment, and scammers have caught on.

Say someone on your team wants to try a new AI app. They search for it, click the top result, and end up on a page that looks like the real company's site. They download the app. It's fake, and it steals every password saved on their computer.

The fake sites are hard to spot because they copy the real ones closely, and the link is often an ad shown above the real website in the results.

Security firms have reported a lot more of this over the past year.

Only download software by going to the company's real website yourself, not by clicking an ad or a search result. If a page asks you to install something and you're not sure it's real, don't. And it helps to agree as a team on which AI tools you use, so people aren't installing unknown ones to try them out.

If you deleted a OneDrive file recently and went looking for it in your Recycle Bin… surprise, it's not there.Starting i...
25/07/2026

If you deleted a OneDrive file recently and went looking for it in your Recycle Bin… surprise, it's not there.

Starting in May 2026, files deleted from OneDrive or SharePoint in the cloud no longer appear in your local Recycle Bin or Trash.

They are removed directly from your device and can only be recovered from the OneDrive or SharePoint web‑based recycle bin.

1. Go to onedrive.com or your SharePoint site

2. Click "Recycle bin" in the left menu

3. Right-click the file and select "Restore"

You typically have 30 days before files move to the second‑stage recycle bin (which most people don’t know about), and up to 93 more days there, depending on your organisation’s settings.

After about 123 days, they’re gone for good.

If you signed up for AI tools over the past 18 months and haven't reviewed them since, you're probably wasting money.A M...
20/07/2026

If you signed up for AI tools over the past 18 months and haven't reviewed them since, you're probably wasting money.

A March 2026 audit of 102 small businesses found that 87% had significant waste in their AI subscriptions, with a median of $18,000 wasted per year.

Most owners go through the same pattern. You signed up for ChatGPT, then Claude, then a transcription tool, then a meeting note-taker, then a writing assistant. Most of these tools now do what the others do.

Three signs your AI stack needs an audit:
▶️ You're paying for two tools that do the same thing
▶️ Your team stopped using a subscription you're still paying for
▶️ You can't quickly explain the ROI of each tool

While you're at it, check the security too:
✅ Make sure every tool is on a business plan with a "Do Not Train" clause. Consumer plans feed your data into the model.
✅ Remove access for ex-employees. AI tools get forgotten during offboarding.
✅ Check what's connected to your Microsoft 365 or Google Workspace. AI tools often have access to your email and files you never noticed.

If you've ever spent 5 minutes hunting through Teams trying to find a meeting recording, there's a feature you should be...
15/07/2026

If you've ever spent 5 minutes hunting through Teams trying to find a meeting recording, there's a feature you should be using.

It's called the Meet app, and it's already built into Teams. No Copilot license required.

The Meet app gives you a single dashboard for every meeting you've had or are about to have. Click on any meeting and you get the agenda, recording, transcript, chat, and shared files, all in one place.

To find it:

1. Open Teams

2. Click the three dots on the left navigation bar

3. Search for "Meet"

4. Right-click and pin it so it stays in your sidebar

Once pinned, you'll see two views: upcoming meetings and past meetings. Click any past meeting to see everything tied to it.

Finding what was discussed in last month's leadership review used to take 5 minutes of digging through your calendar, recordings, and SharePoint.

With Meet, it takes 30 seconds.

Your business email is worth more than your bank account.Stolen Microsoft 365 credentials remain the most common startin...
10/07/2026

Your business email is worth more than your bank account.

Stolen Microsoft 365 credentials remain the most common starting point for SMB breaches in 2026, and the reason isn't just that attackers can read your messages.

Once someone has access to your email, they can reset the password for every other account tied to that address.

Your bank, your accounting software, your CRM, your cloud storage.

Email is the master key to your entire digital business.

What attackers typically do once they get in:

▶️ Set up mailbox forwarding rules so they keep seeing your replies after you change the password

▶️ Send invoice fraud emails to your clients from your real account, often changing wire transfer details

▶️ Sit for weeks, learning your business, before making a move

Three things that meaningfully reduce this risk:

✅ Use phishing-resistant MFA where possible (FIDO2 hardware keys or Windows Hello for Business). Authenticator app prompts are better than nothing, but they can still be bypassed.

✅ Set up Conditional Access policies in Entra ID to block logins from countries you don't operate in.

✅ Review your mailbox forwarding rules monthly. In Outlook, go to Settings > Mail > Forwarding. If you see a rule you didn't create, that's a sign your account is compromised.

The monthly audit takes 5 minutes and it’s one of the highest-leverage security habits you can build.

If an email asks you to download a tool to "view a document," stop and verify before clicking.A growing attack pattern i...
05/07/2026

If an email asks you to download a tool to "view a document," stop and verify before clicking.

A growing attack pattern is tricking employees into installing real IT software on their own machines.

The software is called RMM (Remote Monitoring and Management), and it lets IT companies remotely control computers for support purposes.

Tools like ConnectWise ScreenConnect, Datto RMM, SimpleHelp, N-able, and LogMeIn are all legitimate and digitally signed by reputable vendors.

That's exactly why attackers love them. Antivirus software doesn't flag them as malicious because they aren't malicious. They're just being installed by the wrong person.

In February 2026, Microsoft documented a campaign that hit 29,000 users across 10,000 organizations.

The lure was a fake "IRS Transcript Viewer" email. The download was actually a repackaged ScreenConnect installer.

Once an employee ran it, the attacker had full remote control of their machine.

The same trick is being used with fake Zoom invites, fake Teams calls, and fake DocuSign emails.

A few things you can do:

▶️ Ask your IT provider to maintain an allow-list of approved RMM tools. Anything outside that list gets blocked from installing automatically.

▶️ Train your team that "download this viewer to see your document" is almost always a phishing attempt. Real documents don't require a new program.

▶️ Audit your endpoints for RMM software your IT provider didn't install. If you see something unfamiliar, flag it.

If you're not sure what RMM tools are running on your team's computers right now, that's the first thing to check this week.

04/07/2026

🚀 Grow Your Business Through Relationships

Are you a local business owner looking for more referrals, genuine connections, and new opportunities to grow your business?

Come along to our BNI Visitor Day and experience what Australia’s largest business networking organisation is all about.

As our guest, you’ll enjoy:
✅ Quality business referrals
✅ Meaningful connections with local business owners
✅ Opportunities to collaborate and grow
✅ A supportive community that wants to see your business succeed
✅ Plenty of coffee, conversation and inspiration

Whether you’re just starting out or have been in business for years, Visitor Day is the perfect opportunity to see how BNI works—there’s absolutely no pressure or obligation, just a chance to meet some great people and discover what’s possible when local businesses support one another.

📅 Visitor Day: 8th July 2026
📍 Location: Middels Drouin
⏰ Time: 7am-8.30am

If you’d like to join us, we’d love to welcome you. Send us a message or register using the QR code below.

Your next customer, referral partner or business opportunity could be sitting in the room.

If your business uses a generic email like info@, sales@, or support@, there's a good chance you're paying for it incorr...
25/06/2026

If your business uses a generic email like info@, sales@, or support@, there's a good chance you're paying for it incorrectly.

The default approach most SMBs take is to set up a regular user mailbox, share the password between staff, and call it a day.

That setup creates two real problems.

1) There's no audit trail of who sent what.

When someone leaves, they still have the password. And shared passwords are one of the most common ways small businesses get compromised.

2) You're paying for a Microsoft 365 license on a mailbox that no human owns.

Microsoft 365 has a built-in feature that solves both: Shared Mailboxes.

A Shared Mailbox lets multiple staff access the same email address (info@, support@, etc.) using their own personal logins.

Replies appear to come from the shared address.

Every action is logged under the individual employee. And it does not require a separate license if the mailbox stays under 50 GB.

How to set one up:

1. Sign in to admin.microsoft.com

2. Go to Teams & groups > Shared mailboxes

3. Click Add a shared mailbox

4. Enter a display name and email address

5. Click Add members and choose who gets access

Members can read, send from, and manage the shared address from their own Outlook within an hour.

When an employee leaves, you remove them from the mailbox in 30 seconds.

There are no password changes, and no risk of an ex-employee still reading client emails.

If you use Excel and Microsoft 365 Copilot, an upgrade from March 2026 might save you hours every week.It's called Work ...
20/06/2026

If you use Excel and Microsoft 365 Copilot, an upgrade from March 2026 might save you hours every week.

It's called Work IQ, and it changes how Copilot handles spreadsheets.

Before, you had to manually feed Copilot the data you wanted it to use. Copy figures from an email, paste them into Excel, then ask Copilot to clean it up.

Now, Copilot can pull context directly from your related emails, Teams chats, meetings, and files in your Microsoft tenant. It reads the source material itself.

You can do things like:

▶️ Reconcile a vendor invoice against the quoted price by pointing Copilot at the original email thread.

▶️ Update a sales forecast based on the recap of yesterday's pipeline meeting.

▶️ Reformat a messy data dump a client sent over.

To use it, you need a Microsoft 365 Copilot license and the document stored in your business tenant, not a personal OneDrive.

One note on security: Copilot can only access files the user already has permission to see.

If your SharePoint and OneDrive permissions are messy, Copilot will surface things you didn't intend to share.

Audit your file permissions before turning this loose on your team.

The one Outlook rule you need to set to save yourself from awkward conversations.It's called "delay delivery." You set i...
15/06/2026

The one Outlook rule you need to set to save yourself from awkward conversations.

It's called "delay delivery." You set it once in classic Outlook, and from that point on every email you send sits in your Outbox for a specific time (that you set) before it leaves.

If you spot a typo, realize you sent the wrong attachment, or wrote something in frustration you wish you hadn't, you have can a standard 2-minute delay to give you enough time to stop it.

Just delete the email from your Outbox before the timer runs out.

To set it up in classic Outlook:

1. Go to File > Manage Rules & Alerts

2. Click "New Rule" and pick "Apply rule on messages I send"

3. Skip past the conditions so it applies to every email

4. Check "defer delivery by a number of minutes" and set it to 2

5. Save the rule

This is better than Outlook's built-in "Recall" feature, because it works every single time.

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9/22-26 Princes Way
Drouin, VIC
3818

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Monday 9am - 5pm
Tuesday 9am - 5pm
Wednesday 9am - 5pm
Thursday 9am - 5pm
Friday 9am - 5pm

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