Using Copilot for Microsoft 365 securely requires a conscious approach to data sharing, access management, and information protection. In this article, we’ll discuss key principles that will help you get the most out of Copilot while minimizing the risk of security breaches.
Secure Data And File Sharing
Set access permissions
Before sharing any document, make sure you carefully control who has access to it. Copilot for Microsoft 365 allows you to manage permissions fine-grained, allowing you to share files with only the people or groups you want.
Grant edit vs. view permissions
Before you share a file, consider whether recipients need to be able to edit it, or if they only need view access. View-only file sharing reduces the risk of unauthorized changes.
Periodic eligibility checks
Regularly check who has access to your files and documents. Make sure that people who no longer need access are removed from the list of permissions.
Create Safe Links
Restricted links
When creating file-sharing links, use the option to restrict access to invitees only. You can also set expiration dates for your links, which will make them expire after a certain period of time.
Limit download options
For sensitive documents, consider disabling the file download option. This will allow recipients to view them, but not save them to their devices.
Monitor Activity
User Activity Tracking
Copilot for Microsoft 365 offers tools to monitor who is accessing your files and when. Regularly reviewing activity logs will help detect suspicious activities.
Unauthorized Access Notifications
Set up notifications to let you know when unauthorized people try to access your documents. This will allow you to react quickly to potential threats.
Manage Company Accesses
Two-factor authentication (2FA) | Enable 2FA
Enable two-step verification for your Microsoft 365 account to increase your security posture. The additional authentication step makes it significantly more difficult for unauthorized people to access your account.
Secure Devices
Make sure that the devices you use to log in are secure, with up-to-date antivirus software, and a firewall enabled.
Manage Identity
Regular password changes
Change your Microsoft 365 account password periodically. Choose strong, unique passwords that are hard to guess.
Minimize user accounts
Assign user accounts only to those people who actually need access to Copilot. Avoid creating redundant accounts that may pose additional risks.
Education And Training
Employee training
Regularly provide training to employees on how to use Microsoft 365 and Copilot safely. Make sure they are aware of best practices and current risks.
Educational campaigns
Run educational campaigns to remind people of the importance of security and data protection. Encourage employees to continuously improve their cybersecurity skills.
If you have any doubts about whether using Copilot for Microsoft 365 is safe – we are here to help. Contact us to find out how to use Copilot properly: copilot@promisegroup.com