Daily management and security recommendations for Microsoft 365 users

1. Password and account security

• Strong password policy: Use passwords longer than 12 characters, combining upper and lower case letters, numbers and symbols. Change them every 90 days to protect against unauthorized access.
• Multi-factor authentication (MFA): Add extra security by requiring verification via an application or SMS.
• Avoid sharing credentials: Prevent unauthorized access. Report compromised accounts to IT support immediately.

2. Email security

• Identify phishing e-mails: Beware of urgent or unexpected messages, check senders carefully and avoid transmitting sensitive information.
• Attachments and links: Do not open attachments or click on links from unknown sources. Check links before clicking.
• Secure email communications: Encrypt sensitive emails to protect confidential data.

3. Data management and storage

• OneDrive and SharePoint: Store your files securely online to protect your data, facilitate collaboration and benefit from automatic backups.
• File sharing: Use Microsoft secure links instead of email attachments. Review shared file permissions regularly.
• Backup and recovery: Synchronize your data regularly on the cloud to ensure recovery in the event of accidental deletion or hardware failure. To find out more, see our article on
  
  corporate data backup
  .

4. Equipment safety and maintenance

• Secure access: Access Microsoft 365 only from secure devices and trusted networks to avoid potential intrusions.
• Device updates: Install system and antivirus updates regularly to avoid vulnerabilities.
• Mobile device management: Register your devices with tools such as Microsoft Intune to improve control and security management. For freelancers and small businesses in Geneva, this can be part of a
  
  outsourced IT support
  .

5. Communication and collaboration tools

• Microsoft Teams security: manage channel permissions, avoid sensitive discussions in open channels and control meeting participants.
• Secure online meetings: Use waiting rooms or passwords to manage participants and improve security.

6. User awareness

• Stay informed: Keep up to date with current security risks and threats in the digital environment.
• Security incidents: Know your organization’s reporting procedures. Immediately report any suspicious activity or breach to IT support.

7. Confidentiality and privacy

• Data protection: follow organizational and regulatory guidelines (such as the RGPD) for handling sensitive personal data.
• Confidentiality agreements: Understand your confidentiality obligations. Report accidental disclosures promptly.

8. Logout and session management

• Session security : Always log out or lock your workstation when you’re away, to reduce the risk of unauthorized access.
• Public computers: Avoid accessing Microsoft 365 on shared devices. If necessary, use private browsing mode and log out completely afterwards.

9. Basic administration of Microsoft 365 (for novice administrators)

• User management: Regularly review roles and access levels to ensure that permissions match job responsibilities.
• Group management : Clearly define who belongs to each group or team. Audit groups regularly to maintain security and efficiency.
• License management: Manage user licenses efficiently. Remove unused licenses to optimize costs.
• Audit logs: Check audit logs periodically to detect and investigate suspicious activity.
• Security and Compliance Center: familiarize yourself with the basic settings of the Microsoft 365 Security and Compliance Center to manage data loss prevention policies, threat protection and compliance obligations.

10. Reporting and assistance

• IT Helpdesk: Report problems promptly. Maintain open communication with IT support to resolve security issues quickly. If you don’t have a dedicated team, you can call on
  
  our technicians in Geneva
  .

Summary list

• ☐ Use strong, unique passwords
• ☐ Enable multi-factor authentication
• ☐ Vigilance against email phishing threats
• ☐ Regular backups on OneDrive or SharePoint
• ☐ Device security and regular updates
• ☐ Rigorous file sharing management
• ☐ Stay informed about safety risks
• ☐ Report incidents to IT quickly
• ☐ Regularly review user roles, licenses and audit logs

Conclusion

Adhering to these recommendations ensures a secure, efficient and well-managed Microsoft 365 environment, significantly reducing security risks and administrative challenges.