Managing a company is a difficult endeavor, but cloud storage services help keep things organized and facilitates collaboration. Using these online platforms allows flexibility and seamless integration with other features under a single tool.

It is no surprise that platforms like Microsoft 365 rose in popularity as a powerful assistant to any business. So how does Microsoft 365 protect your personal information? Does it pose a threat to your security? And if so, can you make Microsoft 365 more secure?

What Is Microsoft 365?

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Microsoft 365 is a productivity cloud tool that’s popular among business owners (and many university students). It is an integrative system that combines nearly every feature Microsoft software has to offer under a single platform.

The subscription includes access to popular Microsoft Office apps like Word, Excel, and PowerPoint, as well as a few attractive features ideal for managing a business in the digital world.

Such special features include professional email set-ups, Microsoft Teams, real-time chats, and a customized scheduling system. It’s the perfect hub that promotes communication between clients and personnel alike. Additional plug-ins help entrepreneurs keep track of inventory, sales, budgeting, and forecasting.

To tie it all together, files created through Microsoft 365 are accessible from anywhere in the world (providing you have an internet connection). By storing everything via cloud servers, team members with the appropriate permissions can obtain and edit files from anywhere.

How Does Microsoft 365 Secure Your Data?

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While storing data this way always sounds ideal for collaboration, there is something scary about keeping your information in the cloud. Many people feel nervous about storing their private information via the internet.

Theoretically, if your team can access it from anywhere, a successful hacker can too.

Traditionally, owners kept their sensitive files under lock and key so they could physically protect them. Sometimes, companies even store their digital information on offline computers. Although secure, there are many problems that arise from this approach. It is easy to lose information forever this way.

Sharing files was difficult, and collaboration was challenging without having everyone at the same location. We live in a digital age and should take advantage of the tools afforded us—it is just the practical thing to do. Successful hackers might not be as common as you would think.

Although new security threats arise from using cloud storage platforms like Microsoft 365, hackers are not the biggest threat.

Microsoft implements cutting-edge security measures to prevent malicious attacks. While these measures are not completely foolproof and hackers managed to breach Microsoft’s cloud services in the past, attacks are rare, and Microsoft swiftly addresses any issues.

They break down their security strategy into three layers.

Physical Layer

Contrary to what the name suggests, cloud storage is not simply some magical system that lives in the sky. When you save something via the cloud, the information saves to a physical server located somewhere in the world where you can later access them through the internet.

Microsoft heavily guards the physical servers responsible for managing your Microsoft 356. Locations are secure, and the company limits and supervises the restricted personnel given any access.

Logical Layer

Microsoft designed its platform to limit the need for human interaction. Many features are automated, and tools like Microsoft’s Lock Box reduces any human access to data.

The use of anti-malware software protects data from malicious software. It’s set up to automatically quarantine suspicious software and can protect users with the Malware Sandbox feature.

Data Layer

Finally, Microsoft encrypts data according to industry cryptographic standards.

In addition to encryption, the system operates as though there is always a threat—the “assume breach” approach. The company continuously updates and innovates its security features and is always on the look for potential threats.

Does Microsoft 365 Have Other Security Threats?

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Of course, not all threats are external. The top security concerns with Microsoft 365 include internal problems.

Events like unauthorized file sharing and privilege abuse are huge problems. The features are there to protect data from unauthorized individuals, but when you give out permission too easily, there are some serious problems.

When you share files with another person, you need to trust that they treat them properly. Even if you do everything right, an irresponsible recipient leaving their account open on a public computer can compromise your account.

Related: What Is the Principle of Least Privilege?

It’s important to really limit the access to files and make sure recipients understand the importance of internet safety.

Can You Make Microsoft 365 More Secure?

If you want to optimize your Microsoft 365 security, there are certain measures you should put in place. Some of these steps entail taking full advantage of the built-in security features Microsoft offers, while others are simply smart tips to practice internet safety.

Activate Security Settings

Make sure you turn on security measures as not all features are automatic. You need to manually configure settings to encrypt your emails, enable multi-factor authentication, and run scans. Microsoft’s Secure Score Test can let you know what you can improve on.

Reduce Permissions

It's crucial that you don’t give access to certain information to everyone. If you want data to stay secure, you need to limit the number of people that have access to a file.

Make sure every recipient understands the proper security measures they should take to keep data secure, including not staying logged on when leaving a device unoccupied.

Use Secure Devices

Only access sensitive data from secure devices. If a computer becomes infected with malicious software, any information you assess is at risk. Understandably, many companies insist on having a separate work and home device.

Don't use a public computer to access cloud systems unless you really need to—and in such a case, download a VPN which can at least stop Man-in-the-Middle attacks, securing data in transit between your device and a server.

Should I Worry About About Microsoft 365 Security?

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Although there are some security concerns, many find that the advantages of Microsoft 365 far outweigh the risks. It is, after all, personal choice, and hacks are incredibly rare. Nonetheless, they can happen.

Taking simple security measures is a great way to further minimize threats on an already secure system.