Office 365 Security Best Practices – Defend Now or Pay Later

The expansion of cybercrime and remote work has made it more important than ever to secure your company’s hard-earned data. Many businesses rely on the Microsoft suite of office tools. Office 365’s interconnected platform provides many conveniences, but it also creates vulnerable access points for cybercriminals.

What Cyber Security Measures Are Built Into Microsoft Office 365?

Fortunately, some great security features come with Office 365. For starters, Microsoft updates the software components regularly and continues to fix security vulnerabilities when they become apparent. Users have options in their settings to protect data created in Microsoft applications. The available tools include:

• Administrator Account Privileges
• Outlook Encryption
• Attachment Filtering
• Multifactor Authentication

Q: How does Microsoft Office 365 help protect user data?

A: It offers several built-in encryption options, secure cloud storage via OneDrive and advanced threat protection. Data is encrypted both at rest and in transit, ensuring that information is not easily intercepted or accessed without authorization. Microsoft also complies with global standards, such as GDPR and HIPAA, allowing organizations to manage sensitive data responsibly. With features like data loss prevention (DLP), information rights management (IRM) and Outlook encryption, Office 365 helps organizations prevent accidental data leaks and restrict unauthorized sharing of confidential documents.

How Do You Get Started with Office 365 Security Best Practices?

Small and midsized business (SMB) owners can begin by addressing employee access through administrator account privileges, which control who has access to which applications and data. At the outset, it’s smart to set company-wide cyber security protocols and plan initial and ongoing training to maintain compliance. At the same time, allow minimal access credentials for everyone. Admins can add privileges as appropriate for each job requirement. For example, the graphics department doesn’t need access to bank accounts, and the accountants don’t need to access proprietary logos and graphic designs. It even makes sense to restrict administrator privileges to as small a group as possible, since employees can unwittingly or intentionally open the door for cyberattacks.

With privileges set, SMBs can focus on securing Outlook through the email encryption tool that comes with Microsoft 365. This built-in option is compatible with most email platforms. By setting up Outlook encryption, your company can send and receive emails that are readable by only the intended recipient and the sender.

To further lock down company-wide email, administrator-level functions can block certain attachment file types, particularly those commonly infected with malware. To do so, go into Outlook “Settings,” click on “Common Attachment Types Filter,” then click “On.” You can add or delete file types you wish to block at any time.

Finally, activate multifactor authentication (MFA), which is an important part of a secure login process. MFA works in tandem with passwords and requests one or more additional credentials to prove users are who they say they are. Further security questions, passwords or codes instantly make it more difficult for a cybercriminal or another employee to steal credentials and get into an account. This strong additional security layer is worth a few extra keystrokes it takes when you log on to your network.

Q: What are some Office 365 best practices for securing documents?

A: Users should enable password protection and restrict editing or copying through document permissions. They can also encrypt documents with a password within Word, Excel and PowerPoint. Sensitivity labels, integrated through Microsoft Purview, help classify and protect documents based on their content, while also applying the appropriate permissions. In collaborative environments, limit access to only those who need it.

How Can You Improve Microsoft Office 365 Security?

The built-in security measures, including Outlook encryption, help stave off many of the most common threats, including:

• Ransomware Rules – Data can be frozen, encrypted and held hostage by ransomware attacks. SMBs can mitigate such hacks by creating two basic mail-flow rules in Outlook: applying the file-type filter (as outlined above) and warning the user of potential threats before they open attachments. Rules that you build into your system and user compliance are crucial to ransomware defense and Microsoft Office 365 security
• Phishing Foils – Phishing is cyber fraud. Hackers disguise their attacks to look like emails from trusted or familiar sources. There is no iron-clad defense against phishing, but the first deterrent lies with the user, who must pause and review before clicking on an attachment to an email or text. Phishing is now one of the most common ways hackers access personal and business data. Security layers can help reduce phishing attacks, which starts with securing Outlook, but the best defense is heightened awareness and user caution
• Cyber Security Schooling – Following on the previous point, data security must become an integral part of your business culture and include ongoing training for all users. Everyone who connects to your business network and accesses company data must be given basic training on the importance of following security protocols. Your network is only as strong as your weakest user. Make sure everyone in your company complies
• Arrested Auto-Forwarding – Once hackers have breached your company’s network and gained access to your email accounts, they can steal mail by surreptitiously setting user mailboxes to automatically forward all mail to unknown recipients. Creating a mail-flow rule will prevent the auto-forwarding of mail to hackers

Cybercriminals want to maximize their exploitation of breached accounts. To increase their infiltration level, many infiltrators will monitor hacked accounts over time to figure out how they can inflict the most damage and determine which data is most valuable.

Q: What role does Microsoft Defender for Office 365 play in securing Outlook?

A: Defender helps address threats like phishing, malware and ransomware through machine learning and advanced heuristics, which detect and block suspicious emails before they reach a user’s inbox. Safe Links and Safe Attachments scan links and files in real-time, even after delivery, helping prevent users from clicking on harmful content. Defender also provides detailed threat reporting and attack simulations, helping organizations educate users and prepare for potential threats.

What’s the Easiest Way to Enact Office 365 Security Best Practices?

As your business grows, expands its network and adds more devices, your network vulnerability grows, too. IT security companies specialize in proactive cyber threat protection, including malware defenses, and have an array of solutions for small and midsized businesses looking to defend against network data breaches.

If you’re worried about securing your Microsoft Office 365 security, we can help. Check in with us if you are in the Greater New York City area, or contact a local IT security firm, which can help give your confidential business and banking data the best protection and data compliance possible.