9 Ways Microsoft 365 Business Security Features Help Keep Your Data Safe

 

Microsoft 365 business security features are essential to modern business operations, especially when data security threats are becoming more sophisticated and frequent. Businesses must prioritize protecting their sensitive data and networks against various threats, including cyber-attacks, data breaches, and internal threats like unauthorized access to protect their bottom line and reputation.

Learn how Microsoft 365 business security features can keep your data safe and secure, giving you the peace of mind to run your business confidently.

Use Multi-factor Authentication

Multi-factor authentication (MFA) is a security method requiring users to provide two or more verification factors to access a system or application. These factors include something the user knows (such as a password), something the user has (such as a smartphone or smart card), or something the user is (such as a fingerprint or facial recognition).

Using MFA provides an additional layer of security, making it much harder for unauthorized users to access sensitive data. Even if a password is compromised, MFA ensures a hacker cannot access the account without an additional authentication factor. It can also help businesses comply with regulations such as GDPR and HIPAA, which require companies to use appropriate measures to protect personal data.

To set up MFA in Microsoft 365, an administrator can navigate to the “Azure Active Directory” page, select “Security,” and then choose “Multi-factor authentication.” From there, they can select the users who need to use MFA, choose the verification method, and set up additional security settings.

Once MFA is set up, users must provide an additional verification factor (such as a code sent to their smartphone) when logging into their Microsoft 365 account. This extra layer of security provides added peace of mind and protection for sensitive data.

Protect Admin Accounts

Admin accounts are the key to managing and maintaining Microsoft 365 business security features. They provide access to critical data and configuration settings, allowing administrators to make important changes to the system. However, this also makes them a prime target for hackers and other malicious actors, who can use them to gain unauthorized access and wreak havoc on a company’s network.

Businesses must implement best practices to protect admin accounts, avoid security breaches, and maintain data integrity. Some of the Office 365 security best practices for safeguarding admin accounts in Microsoft 365 include:

• Limiting access: Only authorized personnel should have access to admin accounts and be used for only necessary tasks. Admins should also have separate personal and work accounts to avoid mixing personal and business data.
• Monitoring account activity: Regularly monitoring account activity can help detect unauthorized access attempts and other suspicious behavior. Microsoft 365 provides auditing and reporting tools to track admin account activity and identify potential security threats.
• Using privileged access management: Privileged access management (PAM) tools can help control access to admin accounts by enforcing policies and monitoring activity. PAM tools can also help reduce the risk of insider threats by limiting access to sensitive data.

Use Strong Password Policies

Passwords are the primary defense against unauthorized access to user accounts, making them a crucial aspect of data security. Weak passwords can make it easier for cybercriminals to launch attacks, leading to data breaches and other damages. Therefore, it is essential to use strong password policies to protect your data.

Strong passwords should include uppercase and lowercase letters, numbers, and special characters and be at least 8-12 characters long. Microsoft 365 offers various options to set up and enforce strong password policies, including password complexity requirements and expiration policies. With password complexity requirements, you can ensure users create strong passwords with characters from different categories.

Password expiration policies can prompt users to change their passwords regularly, ensuring they use different passwords over time. Setting up password policies in Microsoft 365 is easy using the Security & Compliance Center. You can configure settings like password length, complexity, and expiration. Two-factor authentication can also be enforced to add an extra layer of security beyond passwords.

Comply with Preset Security Policies

Complying with preset security policies in Microsoft 365 is critical for businesses that want to maintain the security of their data and networks. These preset security policies cover various areas, such as password policies, device management policies, and data loss prevention policies.

They can help businesses save time and effort that would otherwise be spent creating security policies from scratch. Many industries, such as healthcare and finance, have strict data security and privacy regulations. The preset security policies in Microsoft 365 help ensure that your organization meets these regulations and avoids potential penalties.

To comply with these policies, businesses can access the Security & Compliance Center in the Microsoft 365 admin center. This center allows companies to view and customize the various preset security policies. Businesses can easily tailor their security policies to meet their needs while ensuring their data remains secure.

Protect all Devices and Use Mobile Device Management (MDM)

In today’s business landscape, mobile devices are ubiquitous, and their use has become a necessity in most workplaces. However, with the increased use of mobile devices comes the need to secure them. Microsoft 365 business security features include device protection and Mobile Device Management (MDM) to ensure that all devices used in the workplace are secure.

Device protection in Microsoft 365 helps keep all devices secure and up-to-date with the latest security patches and updates. This includes all Windows-based, macOS, iOS, and Android devices. It also allows IT administrators to manage devices remotely and ensure they have the required security configurations, minimizing the risk of security breaches.

Setting up Mobile Device Management in Microsoft 365 is a simple process. First, administrators need to create a device management policy and set the appropriate device settings. This includes configuring device password policies, setting device encryption requirements, and specifying which apps can be installed on devices.

Once the device management policy is in place, administrators can enroll devices in the MDM system through a user self-enrollment process or by manually enrolling devices. Once enrolled, devices can be managed remotely, and administrators can ensure that all devices are secure and compliant with company security policies.

Defender for Microsoft 365

Defender for Microsoft 365 is an advanced security solution designed to protect your business against a wide range of threats. It provides multiple layers of protection, including email filtering, anti-malware, anti-phishing, and anti-spam capabilities, all of which help prevent cyber-attacks from reaching your network.

The most significant benefit of Defender for Microsoft 365 is its ability to detect and respond to threats in real time. It uses machine learning and advanced analytics to identify suspicious activities and malware, allowing it to detect and respond to attacks faster than traditional security solutions.

Additionally, it provides detailed reporting and analytics, giving you greater visibility into your security posture and helping you identify potential vulnerabilities before they can be exploited.

Defender for Microsoft 365 also offers powerful endpoint protection, allowing you to secure your business against a wide range of threats, including ransomware, phishing attacks, and advanced persistent threats. It offers real-time protection against known and unknown threats, allowing you to stay one step ahead of cybercriminals.

To take full advantage of Defender for Microsoft 365, ensure it’s configured correctly. This involves setting up policies and rules to govern how Defender for Microsoft 365 operates within your environment and configuring it to integrate with other security solutions you may have in place.

Encrypted Email

Email is an essential part of business communication, and it often contains sensitive information that must be protected. Encrypted email is a security feature that protects email messages by encrypting the content so that it can only be read by authorized recipients.

Encrypted email securely transmits the email message between the sender and the recipient. When an email is encrypted, it is scrambled so that it is unreadable by anyone who intercepts it during transmission. The recipient can only read the message by decrypting it using a key only available to them.

Setting up and using encrypted email in Microsoft 365 is relatively straightforward. Here are the steps to follow:

1. Go to the Microsoft 365 admin center and navigate to the Exchange admin center.
2. In the Exchange admin center, click on “mail flow” and then click on “rules.”
3. Click the “+” icon to create a new rule.
4. In the “new rule” window, select “apply rights protection to messages” under “more options.”
5. In the “rights protection” window, select “encrypt” under “rights protection templates.”
6. Choose the users or groups you want to apply the encryption rule to.
7. Save the rule.

Once you have set up the encrypted email rule, any messages sent from the selected users or groups will be automatically encrypted before they are sent. The recipient can decrypt the message using their encryption key, which is only available to them.

Data Loss Prevention (DLP) in Microsoft 365

Data loss can occur due to various reasons, including unintentional user errors, malicious insider activities, or external threats such as cyber-attacks. To prevent data loss businesses need to implement effective data loss prevention measures to prevent data loss. Microsoft 365 provides robust data loss prevention (DLP) capabilities to help companies protect their sensitive data from being leaked or misused.

DLP is an advanced security feature that enables businesses to identify, monitor, and protect sensitive data across their Microsoft 365 environment. With DLP policies, companies can prevent unauthorized access to sensitive information and prevent data exfiltration. Setting up and using DLP in Microsoft 365 involves the following steps:

• Identifying sensitive data: Businesses need to identify their sensitive data before setting up DLP policies. This includes financial, personally identifiable information (PII), and confidential business information.
• Creating DLP policies: Once sensitive data has been identified, businesses can create DLP policies using the Microsoft 365 Security & Compliance Center Compliance Management tool. These policies can be customized based on the business’s specific needs and can include rules to prevent data loss or leakage.
• Testing policies: Before implementing DLP policies, test them to ensure they work as intended. Microsoft 365 provides a policy simulator that allows businesses to test their policies without affecting live data.
• Monitoring and enforcing policies: After implementing DLP policies, businesses need to monitor and enforce them regularly. This can include reviewing policy reports, investigating policy violations, and updating policies as needed.

Advanced Threat Protection (ATP)

Advanced Threat Protection (ATP) is a critical security feature within Microsoft 365 that provides protection against advanced and emerging threats. Using machine learning and artificial intelligence, ATP analyzes real-time email messages, attachments, and links to detect and block malicious content, including sophisticated phishing attacks, malware, and zero-day exploits.

ATP integrates with other security features in Microsoft 365, such as Exchange Online Protection and Microsoft Defender for Endpoint, to provide a comprehensive security solution. It can also scan files stored in OneDrive and SharePoint and generate detailed reports on suspicious activity. This helps organizations maintain a strong security posture by identifying vulnerabilities and taking proactive measures to prevent threats.

To enable ATP in Microsoft 365, businesses must have a valid subscription to Microsoft 365 E5 or Microsoft 365 Business Premium. Once enabled, ATP can be easily configured and customized to meet the organization’s unique security requirements.

How NTM’s Microsoft 365 Protection Plan Can Benefit Your Business?

Microsoft 365 suite of productivity tools is essential to many businesses, providing a range of management, communication, and collaboration tools. However, managing and securing these accounts can be daunting, especially for small businesses that may not have the resources to devote to it.

NTM’s comprehensive Microsoft 365 Protection plan offers businesses complete management, maintenance, and administration of their Microsoft 365 accounts. This includes licensing, account provisioning, password management, and MAC address tracking.

With our protection plan, you can rest assured that your business’s accounts are secure and well-maintained. Our team is available 24/7 to provide troubleshooting support and resolve any issues related to Microsoft 365 and its component software, freeing up your time and resources.

We use industry-leading security measures to safeguard your data from cyber threats like malware, phishing, and ransomware attacks. Our managed services team regularly monitors your Microsoft 365 accounts and networks for potential security breaches, so you can have peace of mind knowing that we’ve got you covered.

Protect Your Data With National Technology Management

Given the rising frequency and complexity of cybersecurity threats, safeguarding sensitive business data has become a top priority. Microsoft 365 business security features offer a wide range of tools and capabilities to help safeguard your data and networks against various threats.

National Technology Management offers complete Microsoft 365 Protection services, including cloud integration, account management, maintenance, and troubleshooting, to help businesses keep their data safe and secure.

With our expertise and comprehensive approach, you can have peace of mind knowing that your data is in expert hands. Contact us today for a complimentary consultation and learn how we can help protect your business with Microsoft 365 business security features.