Microsoft 365 is an important part of daily business operations. Businesses use it for email, calendars, documents, meetings, collaboration, and access to important company information.
However, having Microsoft 365 in place does not automatically mean that every security setting is correctly configured. As staff, devices, applications, and business requirements change, security settings can become outdated or overlooked.
A regular Microsoft 365 security review can help identify weaknesses, improve account protection, and reduce the risk of unauthorised access.
Here are seven important areas every business should review.
1. Check That Multi-Factor Authentication Is Enabled
Passwords alone are not enough to protect business accounts. If a password is stolen through phishing, malware, or another method, an attacker may be able to access email and company data.
Multi-factor authentication, commonly called MFA, adds another step when a user signs in. This may involve an authentication app, security key, or another approved verification method.
Businesses should review whether MFA is enabled for all users, especially administrators and users with access to sensitive information.
It is also important to check that authentication methods are up-to-date and that former employees no longer have access.
2. Review Administrator Accounts
Administrator accounts have greater access than normal user accounts. If an administrator account is compromised, the attacker may be able to change settings, create accounts, access information, or weaken security controls.
Businesses should regularly review:
- Who has administrator access
- Whether each administrator still needs that access
- Whether old or unused accounts should be removed
- Whether administrator accounts are protected with MFA
- Whether everyday work is being completed using standard user accounts
Limiting administrator access helps reduce the impact of a compromised account.
3. Check Email Protection and Anti-Phishing Settings
Email remains one of the most common ways attackers target businesses. Messages may contain malicious links, harmful attachments, fake invoices, or requests for confidential information.
Microsoft 365 includes built-in email protection, but businesses should still review their anti-spam, anti-malware, and anti-phishing settings.
Depending on the Microsoft 365 licence, additional security features may also be available, including protection against impersonation, malicious links, and unsafe attachments.
A security review should also check whether important domains, suppliers, and trusted contacts are correctly configured.
4. Review User Access and Former Employees
Staff changes are a normal part of running a business. However, accounts and permissions are sometimes left active after someone has left the organisation.
Businesses should review their Microsoft 365 users and confirm that:
- Former employees have been disabled or removed
- Shared accounts are properly controlled
- Users only have access to the information they need
- External guest accounts are still required
- Shared mailboxes and forwarding rules are appropriate
Unused accounts and unnecessary permissions can create avoidable security risks.
5. Check Devices That Access Company Data
Microsoft 365 information can be accessed from desktops, laptops, tablets, and mobile phones. Each device represents another possible entry point to business information.
Businesses should know which devices are accessing their Microsoft 365 environment and confirm that they are properly protected.
Important checks include:
- Are devices running supported operating systems?
- Are security updates being installed?
- Is antivirus or endpoint protection active?
- Are lost or retired devices removed from access?
- Are personal devices allowed to access company information?
Depending on the Microsoft 365 plan, device management and access controls may be available through Microsoft security and management tools.
6. Review Mailbox Rules and Sign-In Activity
Attackers who gain access to a mailbox may create forwarding rules, hidden inbox rules, or other changes to monitor conversations and redirect emails.
Unexpected rules can be particularly dangerous when a business handles invoices, payments, customer information, or confidential documents.
A Microsoft 365 review should include checking for:
- Unusual mailbox forwarding rules
- Unexpected inbox rules
- Unfamiliar sign-in locations
- Suspicious authentication activity
- Unusual access to files or business information
Any suspicious activity should be investigated promptly and affected accounts secured.
7. Review Your Microsoft 365 Licence and Security Features
Microsoft 365 plans provide different levels of security, management, and compliance features. A business may be paying for features that are not configured, or it may need additional protection as its requirements change.
A licence review can help determine whether the current plan is suitable for the business.
Businesses should consider:
- Which Microsoft 365 plans are assigned to each user
- Whether unused licences can be removed
- Whether important security features are available
- Whether security policies match the business requirements
- Whether additional protection is needed for higher-risk users
The goal is not simply to purchase more licences. It is to make sure the available features are correctly configured and being used.
Why Microsoft 365 Security Reviews Matter
Microsoft 365 security should not be treated as a one-time setup. Businesses change regularly, and security risks change with them.
New employees join, staff leave, devices are replaced, applications are added, and access requirements change. Each of these changes can affect the security of the Microsoft 365 environment.
Regular reviews help businesses identify issues before they become serious problems. They can also provide a clearer understanding of how accounts, devices, email, and business data are protected.
How Imatec Can Help
At Imatec, we understand how important Microsoft 365 is to modern businesses. Email, documents, calendars, and collaboration tools need to remain available, secure, and properly managed.
Our team can help review your Microsoft 365 environment, check security settings, identify potential risks, and recommend practical improvements.
Whether your business has a small number of users or a larger Microsoft 365 environment, a regular security review can help improve protection and provide peace of mind.
Is Your Microsoft 365 Environment Secure?
If your business has not reviewed its Microsoft 365 security settings recently, now is a good time to do so.
A review can help identify unused accounts, weak security settings, outdated access permissions, suspicious mailbox rules, and opportunities to improve protection.
Talk to the Imatec team today to discuss your Microsoft 365 security requirements.
Matamata: 07 888 5627
Tauranga: 07 985 6255
Email: support@imatec.co.nz
Imatec — Your local IT experts in Matamata, Tauranga, Waikato, and the Bay of Plenty.