Last updated on February 2nd, 2022 at 10:42 am
Have you heard that data even in Office 365 environment requires security? That’s right. No data can be considered secure on any platform, regardless of security measures. Data breaches through hacker techniques have become a serious issue for the online environment, leading to data interruptions or data loss in minutes.
Office 365 allows you to save a large amount of information on it, so you need to follow certain practices to ensure that the data stored in the cloud is completely safe. Microsoft spends a lot of time on security programs and features to protect the data of Office 365 and other client programs. Since the topic of discussion is Office 365, we will further learn about the measures or practices that Office 365 administrators can emulate to provide Office 365 mailboxes.
Some Useful Tips to Secure Office Mailboxes
- Adopt Strong Password Policy
- Utilize Data Loss Prevention (DLP)
- Enable Sender Protection Framework (SPF)
- Perform Mailbox Audit Logging
- Manage Access Rights
- Analyze with Office 365 Secure Score
- Office 365 Cloud App Security
- Get Latest Security Updates
Adopt Strong Password Policy
The most common practice is for the administrator to select the best and most powerful password for the Office 365 account. Avoid the usual passwords, short passwords in terms of lengths, and repeated passwords anywhere else. Instead, please create a password by combining the alphabet, numbers, and symbols to make it impossible for any attacker to rob and access your account. Also, the administrator can conduct a multi-functional authorization process so that any other person has difficulty reporting access to all services without permission.
Utilize Data Loss Prevention (DLP)
With Office 365 Data loss Prevention Function, the administrator can define classified data and policies that do not allow you to share your data externally. It will help you to resolve the possibility of any data leakage in the external environment. This feature includes Exchange Online, SharePoint Online, and OneDrive Office, allowing users to comply with the policy.
Enable Sender Protection Framework (SPF)
The sender’s protection framework will allow other mail channels also to understand whether the mail they are receiving is from a certified source system or not. This way, it will avoid any spam or spoilage to get to other mail channels. Users can enable this SPF with DKIM and DMARC when creating their domain.
Perform Mailbox Audit Logging
The function of entering a mailbox audit is given in Office 365, which requires you to activate (as not set by default) that you can visit the Office 365 under the Audit Journal in Security & Compliance Centre in Office 365. It contains information such as user-accessed mailboxes, actions performed by the user with permission, or the administrator.
Manage Access Rights
Users can set various options to protect important documents sent by mistake; you can restrict it with read-only rights or provide some encryption on it. Access rights may be established by assigning content expiration rules or imposing restrictions, such as requesting a license, on accessing certain documents or mail sent to the unofficial authority.
Analyze with Office 365 Secure Score
Microsoft has provided this systematic software, Office 365 Secure Score, which compares the current activity on the Office 365 account with the standard security settings set by Microsoft. It will help you analyze what is going wrong in the current settings and where there is a need for improvement in terms of data security. It delivers scores according to security standards set by the administrator and helps to ensure complete security control.
Office 365 Cloud App Security
An integrated feature in Office 365 defines certain policies to protect Office 365 mailbox data from unwanted malicious actions. Users can use this app to create notification signals about any strange activities performed by any person inside or outside the organization. It will help identify situations such as attempts to log multiple unsuccessful logs, log in to an unrecognized IP address, and so on.
Latest Security Updates
To ensure the most efficient way to secure Office 365 mailbox data, the administrator must have the latest security updates provided by Office 365.
The above practice will help you secure Office 365 mailboxes, but the best way to avoid any future catastrophe that could damage the data is to take a recent backup. Taking regular backup copies of Office 365 data is a safe administration for any administrator. For a backup copy of Office 365 mailboxes, you can trust the third-party Office 365 to PST Converter tool. It provides all the data of the backup office, whether mailboxes, groups, public folders or archival mailboxes, in a very fast form and offers a selection of backup data. The advanced tool offers many more amenities that you can study on its website. It supports all Office 365 plans and subscriptions to the backup program. The data remains integrated and secure throughout the backup process through this tool.
Summary
The blog deals with the security of Office 365 mailboxes. Some general practices are described for users that help them provide security of Office 365 data. It includes many built-in features and services offered by Microsoft. A third-party tool has also been introduced at the end to secure and migrate Office 365 mailbox data backup.
FAQs
Q. Is this the best software for converting Office 365 to PST?
A. Apply Filters; Select Source, Migrate, and Select Destination are the four simple stages for exporting Office 365 to PST.
Q. Does it support exporting multiple Office 365 mailboxes to PST format?
A. This software allows users to simultaneously export numerous Office 365 mailboxes to an Outlook PST file. It only takes a few clicks to complete the entire converting process.
Q. Does it allow the export of duplicate items?
A. No, this tool has a smart option to stop exporting duplicate items. Users can save time when exporting a mailbox for the second time by only exporting the additional items.
Q. Is it able to move several export tasks at the same time?
A. This tool can perform multiple export tasks at once. All of the export tasks can run simultaneously without interfering with each other.
Q. Is it able to export shared/archive mailboxes as well as public folders?
A. Yes, users can export public folders and archive mailboxes to PST files using this tool. Even when the UPN ID and email ID are different, the tool performs a smooth mailbox migration.