Microsoft Office 365, like any cloud-based platform, faces various threats that can compromise data security and availability. If you rely on this commonplace tool, you need to have a plan for its safe use. So what are backup solutions for Microsoft 365?
Common Threats to Microsoft Office 365
Before we talk about backup solutions, let’s get a big picture of the threat landscape. Here’s what Microsoft Office 365 regularly encounters:
Phishing Attacks
Phishing emails are one of the most common threats targeting Office 365 users. Attackers use social engineering techniques to trick users into providing sensitive information like login credentials, which can then be used to access Microsoft 365 accounts.
Credential Theft
Attackers may use various methods to steal user credentials, such as keyloggers, brute force attacks or exploiting vulnerabilities in third-party applications integrated with Office 365. Once obtained, these credentials can be used for unauthorized access to Office 365 accounts.
Data Breaches
Data breaches can occur due to various factors, including weak passwords, misconfigured permissions, insider threats or vulnerabilities in Office 365 services. Breaches may result in unauthorized access to sensitive data stored in Office 365, leading to data loss or exposure.
Ransomware
Ransomware attacks targeting Office 365 involve encrypting files or entire systems, rendering them inaccessible until a ransom is paid. Ransomware can spread through email attachments, malicious links or compromised third-party applications within Office 365.
Data Loss
Data loss can occur due to accidental deletion, malicious actions or synchronization errors. While Office 365 includes some data retention features, organizations need to implement comprehensive backup solutions to protect against data loss incidents.
Insider Threats
Insider threats pose a significant risk to Office 365 security, as authorized users may intentionally or unintentionally misuse their access privileges to steal data, leak confidential information or disrupt business operations.
Unauthorized Access
Weak authentication mechanisms, compromised credentials or vulnerabilities in Office 365 services can lead to unauthorized access by attackers. Once inside, attackers may escalate privileges, exfiltrate data or carry out other malicious activities.
Account Takeover
Account takeover attacks involve attackers gaining unauthorized access to legitimate user accounts within Office 365. Once compromised, attackers may use these accounts to launch further attacks, distribute malware or steal sensitive information.
Denial-of-Service (DoS) Attacks
DoS attacks aim to disrupt Office 365 services by overwhelming them with a high volume of traffic or requests. These attacks can lead to service downtime, impacting productivity and availability for users.
Malware and Malicious Links
Malware and malicious links distributed via email or other communication channels can infect Office 365 users’ devices and compromise data security. These threats may exploit vulnerabilities in Office 365 applications or rely on social engineering tactics to deceive users.
Backup Solutions for Office 365
To mitigate these threats, organizations should implement a multi-layered security strategy that includes measures such as strong authentication mechanisms, email filtering, endpoint protection, security awareness training, data encryption, regular backups and monitoring for suspicious activities.
Additionally, keeping Office 365 services and third-party applications up to date with security patches and configurations can help reduce the risk of exploitation by attackers.
There are several backup solutions and options available for Office 365 to ensure data protection and recovery. Here are some commonly used ones:
Microsoft’s Native Tools
Office 365 includes some basic data protection features like retention policies, litigation hold and eDiscovery. While these tools can help with data management and compliance, they may not provide comprehensive backup capabilities.
Third-Party Backup Solutions
Many third-party vendors offer Microsoft Office 365 backup solutions with more robust features. These solutions typically provide automatic backups of Exchange Online, SharePoint Online, OneDrive for Business and other Office 365 data. They often offer granular recovery options and retention policies.
Cloud-to-Cloud Backup
Some backup solutions offer cloud-to-cloud backup, meaning they back up Office 365 data to another cloud storage provider (e.g., AWS, Azure, Google Cloud). This approach adds an extra layer of redundancy and protection.
On-Premises Backup
Companies may choose to back up Office 365 data to on-premises storage systems for added control and security. This can be achieved using backup software that supports Office 365 or by syncing Office 365 data to on-premises servers.
Hybrid Backup Solutions
Hybrid backup solutions combine on-premises and cloud-based backups to provide flexibility and redundancy. Organizations can store backups both locally and in the cloud, ensuring data availability in case of any infrastructure failure or disaster.
Backup as a Service (BaaS)
Some managed service providers offer backup as a service specifically for Office 365. These services handle the entire backup process, including setup, monitoring and recovery, freeing up IT resources.
When selecting backup solutions for Office 365, consider factors such as data retention policies, recovery capabilities, ease of use, scalability, compliance requirements and budget constraints. It’s essential to regularly test backup and recovery processes to ensure data integrity and availability in case of emergencies.
Choose BrightFlow for Microsoft 365
If you choose BrightFlow as your managed Microsoft services provider, you’ll receive best-in-class support for your subscription, including automated backups. We offer a variety of management options for your Microsoft 365 environment, so you can choose the level of support and budget that fits your needs.
Our Microsoft 365 managed services include migration, integration, customization and overall administration of Microsoft 365. We can automate your manual processes using Power Apps, SharePoint, OneDrive, Teams and more.
- Migration and implementation: From planning to migration to implementation, BrightFlow Technologies can move email and calendars to the cloud. We migrate your organization’s existing email, eliminate downtime and take measures to ensure that no one misses any messages.
- Microsoft 365 licensing: With the range of Microsoft 365 subscription levels, mismanagement and not knowing which is the right one can cost your organization. We handle the purchasing, manage monthly subscriptions and simplify billing so that you only pay for what you need.
- Ongoing management and support: With over 100 managed IT professionals and 24x7x365 help desk support, BrightFlow Technologies’s managed IT services have you covered.
Microsoft 365 provides several apps to store and share files securely: OneDrive, SharePoint and Microsoft Teams. Although each app is different, they all work together to create a whole picture. BrightFlow Technologies can help implement the right solution and migrate your organization’s files to the Microsoft cloud. With our managed IT services, you also get support and expert advice to ensure your team always has access to their files and that the data is protected.
Managed Microsoft 365 Increases Your Security
Protect your team and their data against cyber threats no matter where they work. The growing use of cloud technology means your team is changing the way they work. Still, adjusting how you protect your organization doesn’t need to be complex.
Simplify your IT security strategy by knowing where your data lives and providing your employees secure access to that data from any device wherever they are. With Microsoft 365, the tool’s mobility and security services protect the new and flexible ways your people are working. Our goal is to put the right security policies in place, so your team can be productive while keeping your organization’s data secure.
Microsoft 365 security tools include:
Azure Active Directory
Control how your employees sign in and access resources in the cloud, including Microsoft 365 apps and other online services, or resources on the server in your office. Keep the cybercriminals at bay by ensuring only the right people have the right level of access.
Multi-factor authentication (MFA) is one component that helps protect your organization from a breach due to a stolen password. It adds a layer of protection during the sign-in process. Cybercriminals won’t gain access with the password as they won’t have the second form of identification required.
Single sign-on (SSO) is another component that provides a simple sign-in experience for the different tools your employees rely on while reducing the time spent managing multiple passwords and the risk of a breach. SSO enables your team to use one login to access Microsoft 365 as well as other SaaS and on-premise apps.
Intune
Intune protects your organization’s data on mobile devices, whether they’re company- or employee-owned. Mobile device management (MDM) ensures only trustworthy devices can access your resources. This high level of control is ideal for devices owned by the organization.
Mobile application management (MAM) protects the data within the app that may be used on personal devices. This is a popular solution for companies since employees don’t typically want to enroll their devices into the organization’s MDM program. You can give your team the flexibility they want AND keep everything safe.
Microsoft Defender for Office 365
This tool helps protect email and the other Microsoft 365 collaboration tools from known and unknown attacks like phishing, ransomware and sophisticated malware. In addition to acting as a robust filter, it analyzes links and documents to find any potential threats before they reach your team.
We Understand How to Protect You With Backups
With the benefits it brings, Microsoft 365 is an important tool for your company. As the amount of data stored within Microsoft 365 apps grows and the security configurations become increasingly tailored to your needs, a backup solution keeps your team on track and gives you peace of mind. You may assume that your data is automatically protected and always available. But data loss happens, even in the cloud. In fact, most data loss is caused by human error or malware.
Reasons for data loss in Microsoft 365 can include:
- Employees. You can easily plan for human error, whether someone accidentally deletes a file and doesn’t notice for a few months, or someone removes a former employee’s account without making a copy of the data. As more team members work remotely, proactively protecting against an employee intentionally deleting data is also important.
- Connected apps. In the modern workplace, having your organization’s apps work together saves your team time and helps them to make better business decisions. That’s why Microsoft 365 connects with thousands of apps. Unfortunately, connected apps can inadvertently overwrite data.
- Ransomware. Malware and viruses can spread to Microsoft 365. While your organization can boost the security to protect against ransomware from affecting your team’s OneDrive for Business files, it cannot guarantee to prevent all cyberthreats.
21 Essential Measures for a Secure Microsoft 365 Environment
Even when you leverage top-tier platforms like Microsoft 365, your overall cybersecurity could still be at risk. The default settings of these powerful tools might not align with the specific security needs of your business.
Here are 21 critical controls that BrightFlow’s team highly recommends enabling to fortify your Microsoft 365 implementation:
- Configure anti-phishing policies.
- Enable Azure AD identity protection sign-in risk policies.
- Enable mailbox logs.
- Use dedicated administrator accounts.
- Enable safe attachment policies in Microsoft Defender.
- Enable internal phishing protection for forms.
- Block unnecessary file types.
- Block third-party integrated applications.
- Enable safe links policies in Microsoft Defender.
- Enable Azure AD password protection.
- Block external mail forwarding.
- Report phishing emails.
- Enable Microsoft 365 audit log search.
- Configure DKIM for all Exchange online domains.
- Enable conditional access policies to block legacy authentication.
- Block user-consented applications.
- Configure SPF records for all exchange domains.
- Enable identity protection to identify anomalous login behavior.
- Block Sways from being shared with people outside of the organization.
- Enforce multi-factor authentication.
- Configure DMARC records for all exchange online domains recommend enabling to fortify your Microsoft 365 implementation.
If you have questions about Microsoft 365 monitoring or backup solutions for Office 365, reach out to the team at BrightFlow Technologies right here.
