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: