Office 365 Security
Microsoft Office 365 is a powerful platform for businesses that offers robust productivity tools and seamless collaboration, however, with great power comes the responsibility to keep your data safe. Office 365 security defaults and encrypted emails are crucial for businesses looking to secure sensitive information.
At Systems&Smiles, we prioritise making IT security simple and effective. This guide covers the key aspects of Office 365 security, including managing passwords, setting up two-factor authentication, and understanding encryption features to keep your data safe.
What Are Office 365 Security Defaults?
Microsoft provides a baseline level of security for all Office 365 users, known as security defaults. These are pre-configured settings designed to protect your accounts from common threats like phishing and cyber attacks.
Key Features:
- Multi-Factor Authentication (MFA) requires you to use a second form of verification (like a code sent to your phone) to log in.
- Conditional Access Policies prevents unauthorised access to your accounts by blocking suspicious login attempts.
- End-to-End Encryption protects email messages while in transit.
These defaults are automatically enabled, but we suggest you customise them further to enhance security based on your business needs.
Image Placeholder: Office 365 Defaults Settings
Are Office 365 Emails Encrypted?
Yes, Office 365 emails are encrypted by default which means your messages are secure during transmission.
Encryption Features in Office 365:
- TLS Encryption protects emails sent between Office 365 servers and other mail systems.
- Office 365 Message Encryption (OME) allows you to send encrypted emails that can only be read by intended recipients.
To use OME:
- Compose a new email in Outlook.
- Select Options > Encrypt before sending the message.
Image Placeholder: Sending Encrypted Emails in Outlook
How to Strengthen Office 365 Security
Change Your Microsoft 365 Password
Strong passwords are your first line of defence. Here’s how to update yours:
- Sign in to portal.office.com with your credentials.
- Go to Settings > Password.
- Enter your current password and set a new, strong password.
Pro Tip: Use a password manager to generate and store unique passwords securely.
Image Placeholder: Changing Password in Microsoft 365 Portal
Set Up Two-Factor Authentication (2FA)
We recommend that you add an extra layer of security with 2FA so that even if your password is compromised, your account stays protected.
Steps to Enable 2FA:
- Sign in to your Office 365 account and go to Security > Additional Security Verification.
- Choose your preferred method: SMS, app-based authentication, or a hardware key.
- Follow the prompts to complete setup.
Image Placeholder: Setting Up Two-Factor Authentication in Office 365
Update Personal Information in Office 365
Keeping your account recovery information current is essential for regaining access in case of a lockout.
To Update Personal Details:
- Go to My Account > Security Info.
- Add or edit your phone number and recovery email address.
- Save changes to ensure your account remains secure.
Image Placeholder: Updating Account Recovery Information in Office 365
Office 365 Security for Businesses
Securing your Office 365 environment goes beyond defaults. You can customise your settings, enable two-factor authentication, and leverage encryption, which means you’ll are able to protect sensitive business data from evolving threats. Understanding what are Office 365 security defaults and enhancing them ensures your business is ready for today’s cybersecurity challenges.
Office 365 provides powerful tools, but its true strength lies in its robust security features.
Need help implementing or optimising your IT security? Systems&Smiles is here to make IT security simple and effective. Get in touch today to safeguard your business.
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