Microsoft 365 has become the go-to productivity suite for SMEs and enterprises alike, helping teams collaborate, share documents, manage data, and communicate with ease. With built-in tools for storage, email, and file sharing, it offers everything a modern business needs.
But here’s the challenge: its popularity also makes Microsoft 365 one of the top targets for cybercriminals. Out-of-the-box security settings, while useful, are not enough to protect sensitive business data from phishing, ransomware, or insider threats. Too many organisations assume the default setup is “secure by design” and end up exposing themselves to unnecessary risk.
The truth? Microsoft 365 can be a highly secure platform but only if you configure, customise, and continuously monitor its security features.
7 Ways to Strengthen Microsoft 365 Security
1. Enable Alerts for Suspicious Activity
Microsoft 365 includes alert policies to flag issues like malware attempts, external file sharing, or unusual user behaviour. These alerts aren’t switched on by default — you need to configure them manually. Customising alerts helps detect risks early, from an employee accidentally sharing sensitive files externally to sudden spikes in activity that might indicate a breach.
2. Remove Redundant Account Privileges
“Access creep” is a silent threat. Over time, employees often accumulate permissions they don’t need. Regular audits (at least every three months) ensure that staff only access what’s essential. For example, your office assistant should not be able to access folders with financial or client data.
3. Revoke Ex-Employee Access Immediately
One of the most common security oversights is failing to disable ex-employee accounts. This leaves sensitive information open to theft, leaks, or sabotage. Instead of relying on manual offboarding, businesses should adopt centralised password and access management systems. With one click, permissions can be revoked across all company systems, reducing human error and risk.
4. Backup Sensitive Data (Online and Offline)
Cloud outages and cyberattacks happen. To stay resilient, maintain both online and offline backups of your most important data. That way, even if cloud storage is compromised, your organisation can quickly restore accurate, uncompromised records.
5. Enforce Multi-Factor Authentication (MFA)
Microsoft reports that enabling MFA can prevent 99.9% of account compromise attacks. By requiring more than just a password (such as a code from an authenticator app, biometric ID, or smart card), you dramatically reduce the chance of unauthorised access.
6. Use Dedicated Administrator Accounts
Admin accounts are prime targets for cybercriminals. Limit their use strictly to administrative tasks, enforce MFA, and never use them for day-to-day browsing or email. Always log out after completing admin work.
7. Apply Security Updates and Patches Without Delay
Unpatched systems are open invitations for attackers. Hackers actively scan for vulnerabilities once patches are released. Applying updates immediately keeps your business protected from known exploits.
Training and Policy
Regular Phishing Training
Technology alone isn’t enough, your people are your first line of defence. Phishing simulations and training sessions (ideally every 4–6 months) keep employees alert to suspicious emails. Research shows that after six months without training, employees’ ability to spot phishing attempts drops sharply.
Security Policies and Assessments
Do your employees know how to handle sensitive data, manage passwords, and identify security threats? A well-documented information security policy, backed by regular assessments and training, ensures compliance and consistency across your business.
Making Microsoft 365 Truly Secure
At Modalit, we specialise in helping UK businesses get the most from Microsoft 365 not just as a productivity tool, but as a secure foundation for growth. Our managed solutions are fully compliant with ISO 27001, FCA, and PCI requirements, offering:
- Advanced threat protection against phishing and ransomware
- Data loss prevention with encryption in transit and at rest
- Cloud scalability and flexibility for hybrid and remote teams
- Expert support from engineers who understand both IT and compliance
With over 12 years of experience, we know how to transform Microsoft 365 from “good enough” into a robust, secure platform tailored to your business needs.
Ready to secure your Microsoft 365 environment? Contact Modalit today to protect your data, meet compliance requirements, and gain peace of mind.