Microsoft 365 is central to the way many businesses communicate, collaborate and store information. That makes its configuration a business risk issue, not just an IT administration task. This checklist highlights the controls growing organisations should review first.
1. Protect every account with multi-factor authentication
Passwords alone are not enough. Multi-factor authentication should be enforced for all users, with stronger controls for administrators and other high-risk accounts.
- Require MFA for every user
- Use separate administrator accounts
- Review legacy authentication and disable it where possible
- Create emergency access accounts and monitor their use
2. Control access with sensible policies
Access decisions should consider the user, device, location and level of risk. Conditional Access can reduce exposure without making everyday work unnecessarily difficult.
- Block access from unsupported or high-risk sign-ins
- Require stronger controls for sensitive applications
- Review guest and dormant accounts regularly
- Apply least-privilege access to administration roles
3. Manage laptops and mobile devices
Unmanaged devices create gaps in patching, encryption and data protection. Microsoft Intune can provide a consistent baseline across company-owned and approved personal devices.
- Enrol business devices into management
- Require encryption, supported operating systems and screen locks
- Apply security updates and endpoint protection
- Define how lost, stolen or departing-user devices are handled
4. Review SharePoint, Teams and external sharing
Collaboration tools can spread information quickly, but uncontrolled sharing can expose confidential data. Review who can create teams and sites, invite guests and share files externally.
- Set proportionate external sharing defaults
- Use named owners for Teams and SharePoint sites
- Remove expired guest access
- Apply retention and sensitivity controls where needed
5. Strengthen email protection
Email remains one of the most common routes into a business. Anti-phishing controls, domain protection and clear reporting processes should work together.
- Configure SPF, DKIM and DMARC
- Protect senior leaders and finance users from impersonation
- Review mailbox forwarding rules
- Train staff to report suspicious messages quickly
6. Clarify backup, retention and recovery
Microsoft provides resilient services, but organisations still need to decide how long information must be retained, what can be restored and how accidental or malicious deletion will be handled.
7. Establish ownership and regular review
Security settings drift over time as people, licences and business requirements change. Assign ownership, review the tenant regularly and maintain a small improvement roadmap rather than relying on one-off configuration work.
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