Strengthen Your Microsoft 365 Data Protection with 11 Security Measures

The most important ways to protect data in Microsoft 365 are to turn on multi-factor authentication, block old sign-in methods, use Microsoft Defender for Microsoft 365 against phishing, limit access by role, encrypt sensitive email, monitor the audit log, and train staff. The 11 measures below cover each one. 

11 Effective Security Measures

Activate Multi-Factor Authentication

Microsoft 365 users have just one method of verifying their identity when using a username and password. Unfortunately, many people don’t follow robust password protocols. If you’re doing the same, you’re exposing your organization to intrusions. 

That’s where multi-factor authentication (MFA) comes into play. 

It can boost your Microsoft 365 security with one-time passphrases or other factors to verify user identity. Best of all, this measure is easy to apply. 

However, enabling MFA should only be your first step. The next one is to activate Security Defaults, a Microsoft feature that enforces MFA in each administrator account. 

Another great idea is to implement MFA in all accounts without administrator permissions. It’s because these accounts can still endanger services and apps in your ecosystem. 

Use Session Timeouts

Many employees fail to log out of their accounts and lock their mobile devices or computers. This can grant hackers unlimited access to enterprise accounts, enabling them to compromise your data. 

Incorporating session timeouts into internal networks and accounts automatically logs users out after a certain inactivity period. That means hackers can’t take over their devices and access sensitive information.

Refrain From Public Calendar Sharing

Calendar sharing enables your employees to synchronize and share schedules with colleagues. While this facilitates team collaboration, it can also give hackers insight into your operations and vulnerable users. 

For example, if your security administrator is on vacation and this information is publicly available, attackers can use this window to launch malware. 

Employ Microsoft Defender for Microsoft 365 

Microsoft Defender for Microsoft 365  is a robust solution that recognizes and prevents advanced threats that usually bypass antivirus and firewall defenses. 

It grants access to a database that receives real-time updates, allowing users to understand the threats and integrate the data into their analysis. 

ATP notifies you about attacks, their severity, and the method that stopped them, regardless of the source. It’s especially effective at preventing phishing. 

It relies on machine learning and a massive database of suspicious sites notorious for malware delivery or phishing attempts. 

Most attacks start with email; see phishing, smishing, and vishing. Make sure that your IT provider can employ Microsoft Defender for Microsoft 365. 

Leverage Policy Alerts

Microsoft 365 lets you establish your policy notifications in the Microsoft Purview to meet your company’s security needs. For example, they send your employees tips on sending sensitive information whenever they’re about to send a message to a contact outside your network. 

These warnings can safeguard against data leaks while educating your team on safe data sharing methods. 

Secure Your Mobile Access

Your team often uses smartphones to access work email, contacts, documents, and calendars, especially if they work remotely. So, securing their devices should be your top priority when protecting data. Device management is part of strong endpoint protection.

The best way to do so is to install Microsoft 365 mobile management features. They can let you manage your security policy, permissions, restrictions, and wipe crucial information from stolen or lost devices.

Deactivate Legacy Protocol Authentication

It’s worth noting that legacy protocols don’t support several security features in Microsoft 365 that reduce the chances of intrusion, such as MFA. This can make them perfect gateways for adversaries who want to target your organization. 

That said, your best bet is to deactivate legacy protocols to mitigate risks. 

However, you may not want to disable legacy authentication if your team needs it for older email accounts. The good news is that you can still make your network safer by restricting access to users who don’t need this protocol. 

Integrate Role-Based Access Control

Access management is a convenient security feature that can limit the flow of private information across your business. It allows you to establish the users who can access data in your company. 

For instance, you can minimize data leaks by preventing rank-and-file team members from reading and editing executive-level files.

Rely on Unified Audit Log 

Unified audit log (UAL) includes logs from several Microsoft 365 services, such as Microsoft Entra ID, SharePoint Online, OneDrive, and Microsoft Teams. Enabling it can give the administrator insight into malicious activity and actions that violate organizational policies. 

You may also want to incorporate your logs into an existing SIEM (Security Information and Event Management) tool. Doing so enables you to connect logs with current log monitoring and management solutions to reveal abnormal activity. Plus, it can improve the overall security of your Microsoft 365 suite. 

Encrypt Emails

Encrypting sensitive data is often the last resort when dealing with data breaches. But if cyber attackers access your emails, robust encryption tools can make them unreadable. That’s why email encryption is something worth looking into.

This feature is essential for Microsoft 365 users who share emails and files regularly. 

Train and Educate Your Employees

The above measures are undoubtedly effective, but they may amount to nothing if you leave your employees out of the picture. In fact, human error is the leading cause of most data breaches.

One of the best ways to prevent security breaches in your business is to schedule employee security training and education. It can raise their awareness of potential threats and guide them on how to address them.  Repeat it about every 4 months.

This is especially important when recruiting employees. Make sure they undergo in-depth security training before granting them access to sensitive data and organizational devices.

For everyday productivity, see our 7 Microsoft 365 expert tips. 

Frequently Asked Questions

How do I secure Microsoft 365? 

Turn on multi-factor authentication, block legacy sign-in methods, use Microsoft Defender for Office 365, limit access by role, encrypt sensitive email, review audit logs, and train staff. 

Is multi-factor authentication included in Microsoft 365? 

Yes. MFA is available in all Microsoft 365 business plans, and Security Defaults can turn it on for everyone. 

What is Microsoft Entra ID? 

Microsoft Entra ID is the new name for Azure Active Directory (Azure AD), Microsoft’s service for managing user sign-ins and access. 

Does Microsoft back up my Microsoft 365 data? 

Microsoft keeps the service running, but you are responsible for protecting your own data against deletion, ransomware, and mistakes. Many businesses add a separate backup.

Want your Microsoft 365 set up securely? 

CloudConsole sets up, secures, and supports Microsoft 365 for businesses in the Philippines, as part of our cybersecurity services. Contact us for a 10 to 15-minute, no-obligation chat.