Security & Safety Resource Center

You’ve finished an important document, and now it’s time to share it with your team. What’s your first move? If you’re like many people, you might download the file and email it as an attachment, or maybe you grab the link and send it off.

While those methods might seem convenient, they introduce several major security risks and productivity headaches. Today, we’re going to show you why sharing directly through Google Docs is the smartest, safest, and most professional way to collaborate.

The Big Security Problem: Phishing

The most compelling reason to ditch email attachments is security. Email attachments are a classic technique commonly exploited by phishers.

Cybercriminals frequently send emails that look legitimate, complete with your company’s logo, asking you to “Review the attached file.” When you click on the attachment, you aren’t opening a PDF; you’re often downloading malicious software (like a virus or ransomware) onto your computer. These attacks work because people are conditioned to trust files that show up in their inbox.

By refusing to send or open email attachments for collaboration, you immediately close off one of the easiest ways for criminals to sneak malware onto your system.

The Productivity Problem: Version Control

If you use email attachments, you instantly create a messy problem called version control. When you send a file:

1. You have Version 1.
2. Your collaborator downloads it and creates Version 2.
3. They email Version 2 back to you, and another collaborator sends you Version 3.

Suddenly, you have three different files in your inbox and no idea which one is the final, accurate document.

Sharing directly in Google Docs solves this. The document lives in one place (the cloud), and every edit is tracked in real-time. You always know you are working on the latest version.

How to Share the Right Way

Sharing directly from a Google Doc is fast, easy, and gives you total control over who sees your work. Here’s the secure method:

1. Open the Doc: Make sure the document you want to share is open in your browser.
2. Click the Share Button: Look for the bright blue “Share” button in the top right corner.
3. Add Collaborators: Enter the email addresses of the people you want to work with.
4. Adjust Permissions: This is the critical step! Don’t just hit send. Use the dropdown menu next to each name to set their permission level:
   1. Editor: They can make changes to the file.
   1. Commenter: They can only add comments (great for feedback).
   1. Viewer: They can only read the file (great for final review).
5. Select “Done”: Your collaborators immediately get an email notification with a direct, secure link to the single, live version of the document.

By sharing access instead of sending attachments, you preserve your editing permissions, maintain perfect version control, and, most importantly, protect yourself and your company from phishing attacks. Make this small change today for big security gains!

When you settle down for a weekend binge, you expect to see your profile—not random activity from a device you don’t recognize. While it might just be a friend sharing a password (bad habit, by the way!), an unrecognized device on your streaming account could be a red flag pointing to a much larger cybersecurity problem.

It’s time to take a quick, proactive step to protect your digital life, starting with your favorite streaming service.

The Hidden Threat of Shared Logins

Subscription services like Netflix, Hulu, Spotify, and others are prime targets for hackers. Why? Because most people reuse the same email and password combination for everything, including their bank and work accounts. If a hacker cracks your weak password or steals your credentials from a data breach at a different site, the first thing they do is test that combination on popular services like Netflix.

If they get in, they gain two things: free entertainment (annoying!) and confirmation that your password works—making your other, more important accounts vulnerable (terrifying!).

Action Steps: How to Check Your Netflix Activity

Stopping unauthorized access is simple. Netflix makes it easy to see exactly where your account has been active. You should get into the habit of checking this page at least once a quarter.

Here is the step-by-step process:

1. Open Your Account Page: Log into Netflix on a web browser (not the app) and navigate to your Account settings.
2. Find the Settings Section: Scroll down until you see the Settings or Security & Privacy area.
3. Click “Recent device streaming activity”: This link is the key. It opens a detailed list showing the location (city/country), IP address, and type of device (e.g., iPhone, Smart TV, Chrome Browser) that recently accessed your account.
4. Review and Look for the “Odd One Out”: Carefully scan the list. Do you see a login from a city you’ve never visited? A device model you don’t own? Anything that seems out of place is a potential intruder.

Someone’s There. Now What?

If you spot something suspicious, don’t panic. You have two crucial immediate actions to take:

1. Log Out All Devices: In your Account settings, look for the option to “Sign out of all devices.” This immediately boots everyone—including yourself and any legitimate users—off the account. This is the fastest way to stop the unauthorized access.
2. Change Your Password Immediately: This is non-negotiable. Choose a strong, unique password that you have never used anywhere else. Make it long, use a mix of uppercase, lowercase, numbers, and symbols. Using a password manager helps immensely here.

By checking your streaming device activity, you’re doing more than just protecting your watch history; you’re using it as an early warning system to protect your entire digital life. Make it a routine and keep your accounts secure!

You’ve heard the term “computer virus” a thousand times. Maybe you got a pop-up warning, or perhaps a friend panicked when their laptop slowed to a crawl. But what exactly is a computer virus, and how does this digital infection manage to wreck so much havoc?

Let’s break down this pesky digital pest.

The Digital Copycat: How Viruses Work

A computer virus is essentially a piece of malicious code that acts much like its biological namesake: it can’t live on its own. It needs a host—like a file, a program, or even the system area of your hard drive or network router—to exist.

Once it infects a file, the virus immediately starts its mission: spreading by making copies of itself. When you open the infected file, the virus springs into action, injecting its code into other files on your computer. When you share that file with a friend or upload it to a shared network, the virus jumps to new hosts, and the cycle continues.

Think of it like digital graffiti: once the virus gets the marker, it quickly scrawls its code onto every clean surface it can find.

The Spectrum of Trouble: What Viruses Do

Not all viruses are created equal, and their intent—or payload—can vary wildly. Some are relatively harmless annoyances, designed simply to spread and maybe display a quirky message on your screen. They might slow your system down by hogging resources, but they won’t necessarily damage your files.

However, many viruses are far more destructive. They can:

1. Damage or Corrupt Data: They might scramble, alter, or delete individual data files you rely on every day.
2. Destroy Entire Systems: The worst kind of virus can completely wipe your hard drive, leading to total data loss and system failure.
3. Create Backdoors: Some advanced viruses open a secret connection for hackers, letting them take control of your computer remotely or steal sensitive information.

The key takeaway is this: regardless of their intent, viruses compromise the integrity of your computer system.

Your Best Defense: Always Be Protected

The good news is that protecting yourself from these digital bugs is straightforward. You don’t need a PhD in cybersecurity—you just need the right tools and good habits.

The single most effective shield you have is up-to-date antivirus software. This software acts as a digital immune system, constantly monitoring your files and scanning incoming data for known virus signatures. If a virus tries to sneak in, the antivirus catches it and isolates it before it can spread and cause damage.

A few simple habits also make a huge difference:

• Be Skeptical: Never click on links or download attachments from email senders you don’t recognize. Cybercriminals frequently use email (phishing) to trick you into inviting a virus onto your machine.
• Keep Everything Updated: Software updates often include security patches that close the very vulnerabilities viruses try to exploit. Update your operating system, web browser, and applications regularly.
• Run Regular Scans: Even with real-time protection, running a full system scan monthly ensures nothing has slipped through the cracks.

By understanding what a computer virus is and actively deploying your defenses, you take control of your digital security. Protect your devices today and keep your data safe!