How User Can Secure Office 365 Mailboxes & Accounts?

Last Updated on November 2, 2020 by admin

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. For the online environment, data breaches through hacker techniques have now become a serious issue, 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 make sure 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, so 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 password in terms of lengths, and repeated passwords anywhere else. Instead, 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. This will help you to resolve the possibility of any data leakage on the external environment. This feature includes Exchange Online, SharePoint Online, and OneDrive Office, allows users to comply with the policy.

Enable Sender Protection Framework (SPF)

The sender’s protection framework will allow other mail channels to also 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 own 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 by the administrator.

Manage Access Rights

Users can set various options to protect important documents that are sent by mistake, you can restrict it with read only rights or providing some encryption on it. Access rights may be established by assigning rules for expiration of content or by imposing restrictions, such as requesting a license, on accessing certain documents or mail sent to 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

This is an integrated feature in Office 365 that 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. This 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 to 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 also 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.


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.

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