Previously on the blog, we’ve discussed best practices for ensuring security across your remote team. While that piece focused on vital general measures, today we’re homing in on the platform you most likely use to stay connected—Microsoft 365.
As well as becoming a staple for daily operations, Microsoft 365 offers a comprehensive suite of security features that protect remote operations without complicating workflows. From basic settings to more complex configurations, here’s a guide to securing your remote workforce using Microsoft 365.
Going ‘Off-Book’: The Cyber Security Risks of a Remote Workforce
Remote work, by nature, offers employees more freedom and autonomy. But this freedom can sometimes mean employees are tempted to use unapproved software and devices, a phenomenon known as “shadow IT.”
While it may seem harmless, shadow IT introduces serious security risks, like unsecured devices and data leaks. Plus, without regular oversight, it’s easier for employees to overlook security best practices or work on unapproved platforms that don’t meet your company’s security standards.
Imagine this: with the best intentions, an employee uses a free file-sharing service to send a report because it’s “easier” than logging in to the company’s secure system. Now, your sensitive information is stored on a third-party platform with unknown security measures—and you probably won’t even know it.
Inadvertent security breaches like this happen frequently in remote setups—but your team being out of sight doesn’t have to mean their tech is out of your control.
Securing with Microsoft 365: Basic Protections
Even with basic protections, Microsoft 365 gives you some of the best defences available, including Multi-Factor Authentication (MFA) and robust email security. These features are easy to activate and can make a world of difference in protecting against unauthorized access.
Enable Multi-Factor Authentication (MFA)
With MFA, employees are required to verify their identity through a secondary device, such as a mobile phone or authenticator app. Enabling MFA is straightforward within the Microsoft 365 Admin Centre and dramatically reduces the risk of unauthorized access. Think of it as an added lock on your digital front door—simple, effective, and easy to set up.
Utilize Built-in Email Protections
All Microsoft 365 plans, including Business Basic, Standard, and Premium, come with anti-phishing, antispam, and antimalware protection for email. These settings guard against malicious emails, which are a common entry point for cyber-attacks.
If These Features Are So Essential, Why Does the Option to Disable Them Even Exist?
In some circumstances, businesses might want more manual control. If team members deal with data of varying sensitivity levels, for example, they may opt to disable MFA defaults and configure their own Conditional Access Policies instead.
While these features can be turned off, it’s not advisable without expert guidance. They’re an important and effective way for small businesses with limited IT resources to ensure email safety across a workforce. Remind your team of this, and encourage them to keep these protections active.
Securing with Microsoft 365: Better Protections
As your team becomes more familiar with basic security settings, you can progress to more granular controls that add a valuable layer of defense.
Information Protection and Governance
Information Protection settings allow you to classify and protect sensitive data across your organization. This feature is ideal for securing information that’s accessed remotely, as it:
- Restricts access based on data sensitivity, ensuring that only authorized users can view or share certain files.
- Automates data protection policies to apply encryption or permissions based on the data’s classification. Files tagged with labels like “Confidential” or “Restricted” receive the necessary security measures without requiring manual input.
To get started, navigate to Compliance Centre > Information Protection and begin configuring data labels and protection policies that meet your business’s needs.
Azure Active Directory and Idle Session Sign-Out
Azure Active Directory (Azure AD) is Microsoft’s identity management system, offering Conditional Access Policies that let you control who can access company resources. For example, you can restrict access based on the user’s location or device security status.
Idle Session Sign-Out ensures users are logged out after a period of inactivity, which is especially important in remote work setups where users may be distracted or leave devices unattended.
Securing with Microsoft 365: Best Protections
Microsoft Defender offers advanced threat protection across multiple attack vectors, from emails to devices. For businesses that need strong protection against a variety of threats, adding Defender to your Microsoft 365 plan is an investment worth considering.
Defender for Office 365
Protects email and files by scanning for and blocking malware and phishing attempts. Features like Safe Links and Safe Attachments help prevent users from opening dangerous links and attachments, even if they receive them from seemingly trustworthy sources.
Defender for Identity and Cloud Apps
These tools offer continuous monitoring, providing alerts on suspicious activities like compromised accounts. Defender for Cloud Apps in particular tracks third-party apps connected to your Microsoft environment, alerting you to any risky behaviour and enabling you to enforce data protection policies.
Defender for Endpoint
This endpoint detection and response solution provides comprehensive protection for all devices connected to your network. It’s particularly valuable for remote work setups where employees might be accessing your network from multiple, less-secure devices.
How to Know if You’re Secure: The Microsoft Secure Score
The Microsoft Secure Score is an under-utilized tool that offers visibility into your current security posture. You receive a score based on your implemented security measures, along with recommended improvements.
- Access Microsoft Secure Score via the Microsoft 365 Security Centre.
- Review suggested improvements, categorized by impact and difficulty.
- Implement suggestions to enhance security. For example, if your score is low in “Identity,” enabling MFA and Conditional Access policies can increase it.
This score also enables you to track your security improvements over time, giving you clear direction on how to protect your organization better.
Why Enlist an Expert Support Team for Complex Configurations?
Navigating Microsoft 365’s security features can be straightforward for some businesses, but many configurations benefit from professional support to maximize effectiveness. A managed IT service provider can handle complex setups, ensuring that security measures don’t interfere with productivity.
Here’s how they can help:
- Expert Configuration and Compliance: Complex configurations, like setting up Defender for multiple attack vectors or configuring Azure AD policies, are best managed by experienced professionals who can tailor settings to fit your unique business needs and compliance requirements.
- Employee Training and Support: Professional IT teams provide user training, showing employees how to use security tools without overwhelming them with technical details.
- Proactive Problem-Solving: Instead of waiting for an issue to occur, managed IT services provide proactive monitoring, handling updates, and applying patches regularly to maintain security and system functionality.
Having a dedicated IT support team means your employees won’t feel the need to troubleshoot security issues independently, allowing them to focus on their work rather than worrying about potential security risks.
Stay Productive and Secure with Microsoft 365
With the right tools and professional support, your remote team can operate with the same level of security and efficiency as in-office teams—if not better. By starting with Microsoft 365’s basic security settings and moving up to advanced protections, you can establish a fortified, flexible workspace for your remote team.
For those looking to maximize their security, enlisting an expert IT team adds an extra layer of confidence and assurance that everything is running smoothly. Let’s work together to change how remote work is secured and managed!
Tier 3 IT Solutions: Trusted Managed IT and Cyber Security Partners in Edmonton and Alberta
Our mission is to empower businesses in Edmonton and Alberta to get the best from what technology has to offer them. From IT strategy and support to cyber security solutions, our expert team has over 30 years of experience helping local SMBs thrive.
To learn more about securing your remote work setup, don’t hesitate to reach out for a call with our president, Jesse.
