Think of malware as unwanted software that sneaks onto your device and causes trouble – stealing info, spying on what you type, locking your files, or slowing everything down. It’s one of the most common tools cybercriminals use, but the good news is: there’s a lot you can do to protect yourself.

Here’s a simple guide to keep you, your business, and your devices safe.

1. Use Antivirus Software

Your antivirus is like a digital security guard – it helps block, detect, and remove threats.
Make sure it’s:

• Turned on
• Set to update automatically
• Set to scan USBs and other storage devices

And take a moment to learn what real antivirus alerts look like, so you don’t fall for fake pop-ups online.

2. Keep Everything Updated

Updates aren’t just about new features – they fix security holes that cybercriminals love to exploit. Turn on automatic updates wherever you can, and don’t forget servers or networking devices if you have them.

3. Set Up Regular Backups

Backups are your safety net. If malware corrupts or deletes your files, restoring from a clean backup is the quickest way to recover.

4. Turn On Multi-Factor Authentication (MFA)

MFA adds an extra lock on your important accounts. Even if someone guesses your password, they still can’t get in. Start with email and apply to any platform or app you can.

5. Use Strong, Unique Passwords

Your accounts are only as safe as your passwords. Two easy options:

• Use a password manager to create and store long, unique passwords
• Use a passphrase like “crystal onion clay pretzel” – easy to remember but hard to crack
• Never reuse passwords across accounts.

6. Disable Macros (Unless You Need Them)

Macros in Microsoft Office can automate tasks – but they can also deliver malware.
If you don’t need them, turn them off. If you do, stop them from running automatically.

7. Limit Admin Access

Not everyone needs full control of a device or system. Give people the minimum access they need, avoid sharing logins and ensure that admins have a separate account to their user account.

8. Turn On Ransomware Protection

Many antivirus tools include built-in ransomware protection. Make sure it’s switched on to block one of the most damaging forms of malware.

Spot Scams Before They Catch You

A lot of malware arrives through scams. Here’s how to stay ahead:

• Don’t click links if something feels off
• Don’t download files with strange extensions
• Don’t plug in unknown USBs, chargers, or cables
• Turn off automatic image previews in email
• Only download apps from official app stores
• Run an ad-blocker
• Avoid peer-to-peer download sites
• If an email looks suspicious, go directly to the website instead of clicking the link
• Scan any files or apps you receive before installing them

Extra Tips for Small Businesses

1. Secure Your Servers

NAS devices and servers are big targets because they hold important data. Make sure they’re updated, protected with strong authentication, and monitored for unusual activity.

2. Reduce Your “Internet Exposure”

Only expose what’s necessary to the internet – things like remote desktop, file shares, and webmail. If you’re unsure what’s open, we can help you to review it.

3. Consider Moving to the Cloud

Cloud services offer built-in security and reduce the load of managing everything yourself. Email, file storage, and even your website can all be moved to more secure platforms (keep in mind they will still need to backed up).

If you ever feel unsure, you don’t need to be a tech expert – that’s our job.

Excellence IT is here to help you stay protected, confident, and stress-free. Let’s take the complexity out of cybersecurity and keep your business safe.