Office 365 is a complete cloud solution that allows you to store thousands of files and collaborate on them, too. In addition to its productivity features, the service comes with security and compliance solutions. These remedies help businesses avoid the crushing financial and legal repercussions of data loss. However, even with its comprehensive security tools, the service has some data security risks that need to be addressed. The following tips will keep your Office 365 data private and secure.
Take advantage of policy alerts
Establishing policy notifications in Office 365’s Compliance Center can help you meet your company’s data security obligations. Preemptive warnings can prevent data leaks and also educate users on safer data sharing practices.
For instance, policy tips can warn employees about sending confidential information anytime they’re about to send messages to contacts who aren’t listed in the company network.
Secure mobile devices
Since personal smartphones and tablets are often used to access work-related apps and data, protecting them is a priority. Their security should be a critical part of protecting your organization’s data. Installing mobile device management features for Office 365 enables you to manage security policies and access permissions/restrictions. They can also remotely wipe sensitive data from mobile devices if they’re lost or stolen.
Use multi-factor authentication
Don’t rely on a single password to safeguard your Office 365 accounts. To reduce the risk of account hijacking, you must enable multi-factor authentication. This feature makes it difficult for hackers to access your account. They not only have to guess user passwords, but also provide a second authentication factor like a temporary SMS code.
Apply session timeouts
Many employees usually forget to log out of their Office 365 accounts and keep their computers or mobile devices unlocked. This could give unauthorized users unfettered access to company accounts, allowing them to steal sensitive data. By applying session timeouts to Office 365, email accounts, and internal networks, the system will automatically log users out after 10 minutes. This prevents hackers from opening company workstations and accessing private information.
Avoid public calendar sharing
Office 365’s calendar sharing features allow employees to share and sync their schedules with their colleagues. However, publicly sharing this information is a bad idea. It can help attackers understand how your company works, determine who’s away, and identify vulnerable users. For instance, if security administrators are publicly listed as “Away on vacation,” an attacker may see this as an opportunity to unleash malware on unattended computers.
Employ role-based access controls
Another Office 365 feature that will limit the flow of sensitive data across your company is access management. This lets you determine which user (or users) have access to specific files in your company. For example, front-of-house staff won’t be able to read or edit executive-level documents, minimizing data leaks.
Encrypt emails
Encrypting classified information is your last line of defense to secure your data. If hackers intercept your emails, encryption tools will make files unreadable to unauthorized recipients. This is a must-have for Office 365, where files and emails are shared on a regular basis.
While Office 365 offers users the ability to share data and collaborate, you must be aware of potential data security risks at all times. When you work with us, we will make sure your business keeps up with ever-changing data security and compliance obligations.
If you need help securing Office 365, we can assist you, too! Contact us today for details.