Since Microsoft Office was first introduced in 1990, it has advanced in leaps and bounds to become the popular product we know today. Microsoft 365 is ideal for business use, combining both mobile and desktop apps with cloud storage. This allows you to access your work data from wherever you may be. However, you need to ensure that access is only granted to authorised users, and this is where multi-factor authentication can be of use.
Millions of people across the world are affected by hacking each year. At the beginning of 2023, over 200 million email addresses and telephone numbers from users of the social media platform X, formerly Twitter, were reportedly leaked. On a large scale, falling victim to a hacking attempt can severely damage client trust and result in high fees. However, that doesn’t mean that smaller businesses are safe. Cyber criminals may target specific businesses, or simply attempt to gain access to any network they come across. You can check if your email address is compromised at Have I Been Pwned?
It can be frightening and upsetting to find that your account has been compromised, or your data stolen. As a reputable business, you need to do your utmost to ensure that all sensitive data and documents are adequately protected from hacking. One of the ways of accomplishing this can be with multi-factor authentication for Microsoft 365. This means that you would need to enter your email and password as usual, but then gain a code from a text, email, or official authenticator app to be able to unlock your account.
If your laptop, phone, or tablet are lost or stolen you may have grave concerns about the data kept on them. While it can be frustrating to lose an expensive device, and potentially unlikely to get it back, you may be more worried about the finder or thief being able to access your business content.
If this hasn’t happened to you yet, you should implement multi-factor authentication. This way, should your device itself be compromised, your data will still be kept secure. Even those whose devices have already been lost or stolen may be able to make use of multi-factor authentication. As soon as you notice your laptop or phone are missing, set up multi-factor authentication on Microsoft 365 and remotely sign out all devices. This way, even if an individual has your login credentials, they won’t be able to get around the MFA.
If a device is unaccounted for, this should be logged with your company and reported to the police. You may also want to register the device details, including serial number, at Immobilise. This way, if someone attempts to sell your item, it will flag up as stolen and may increase the likelihood of the device being returned to you.
Previously, you would have had to set up multi-factor authentication yourself when you sign up for a Microsoft account. However, due to the usefulness of this tool, it is now set up as a default for both Microsoft 365 and Azure. This means that you don’t need to do anything to be able to benefit from an additional layer of security. Having this automatically activated means that you don’t need to worry about security when onboarding a new employee.
It is important to note that your employees will be able to opt-out of multi-factor authentication if they are able to access their security settings on Microsoft 365. If this isn’t something you want them to be able to do, you may want to consider restricting access so that only managers or senior partners are able to adjust those crucial security elements.
When you set up multi-factor authentication, you will need a means of authenticating your identity and accessing the account. The use of an authenticator app allows you to input a specific code, often six digits in length, that proves you are the individual associated with those login details.
The Microsoft authenticator app is a great tool to use alongside Microsoft 365, but its uses don’t end there. Many other sites and software may be made more secure with the use of multi-factor authentication. These can include a wide variety of business applications and websites, as well as those used for leisure.
You may wonder what the point of a strong password is if you have this additional layer of security in place. While it may be unlikely that a hacker is able to gain access to your systems when multi-factor authentication is enabled, there is always that slight chance.
Multi-factor authentication should act more as an additional line of defence, rather than the only one you use. To begin with, you should set a strong password that isn’t used for any other account. Failure to do so might not see your Microsoft account hacked but, should that password be leaked during a data breach, could compromise a different account instead.
Avoid any common passwords or phrases, including your name or consecutive numbers or letters. Including both upper- and lower-case letters, as well as punctuation, may make it harder for individuals or bots to crack.
Microsoft 365 combined with multi-factor authentication can help you to create bespoke, professional documents and keep them out of the hands of your competitors and unscrupulous individuals.
Set your employees up with one of the best document creation platforms, along with cloud storage ideal for hybrid and remote working environments. When doing so, highlight the importance of utilising multi-factor authentication, as well as other security benefits such as updates.
For help and support with securing your data, book a meeting today to assess your risk level and create a plan tailored to your individual business needs.
Anne-Marie Blazdell
Anne-Marie Blazdell is a Marketing & Communications Manager with expertise in digital marketing, content creation, and IT solutions. With a strong foundation in graphic design, she trained at Farnborough College of Technology and Southampton Solent University before advancing into marketing and business IT support.
Since joining Syn-Star in 2022, Anne-Marie has specialised in crafting SEO-optimised website content, managing social media, and helping businesses navigate the complexities of IT. Her work bridges the gap between technology and business, making IT more accessible and effective.
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Anne-Marie Blazdell
Anne-Marie Blazdell is a Marketing & Communications Manager with expertise in digital marketing, content creation, and IT solutions. With a strong foundation in graphic design, she trained at Farnborough College of Technology and Southampton Solent University before advancing into marketing and business IT support.
Since joining Syn-Star in 2022, Anne-Marie has specialised in crafting SEO-optimised website content, managing social media, and helping businesses navigate the complexities of IT. Her work bridges the gap between technology and business, making IT more accessible and effective.
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