In today’s workplace, Microsoft 365 (M365) is more than just Word, Excel, and Outlook—it powers communication, document sharing, collaboration, and increasingly, business-critical workflows. But with that convenience comes risk. Hackers know how much sensitive data flows through M365, making it a prime target for phishing, ransomware, and data theft.
The good news? You don’t need to be in IT to play a big role in keeping your organization secure. Here’s a guide for non-technical team members: what matters, what to watch out for, and what to do.
1. Strong Passwords + Multi-Factor Authentication Are Non-Negotiable
- Use unique, complex passwords for your M365 credentials. Avoid reusing the same password across different services.
- Turn on Multi-Factor Authentication (MFA) wherever possible. It adds a second layer of security beyond just a password, such as a phone prompt, mobile app, or hardware token.
- If you see unfamiliar MFA requests (e.g. “someone logged in” alerts) or cannot account for them, report this immediately. It could be an indication someone’s probing your account.
2. Be Smart About Phishing & Suspicious Links
- Many security incidents start with phishing emails or messages pretending to come from legitimate sources, but designed to steal credentials or deliver malware.
- Before clicking a link or opening an attachment, inspect carefully:
- If something seems off, contact your IT/security team before responding.
3. Secure Sharing & External Collaboration
- Microsoft 365 makes it easy to share documents, folders, and collaborate with external partners (via OneDrive, SharePoint, Teams, etc.). But external sharing broadens your exposure.
- Always check who has access to a document before sharing:
- Use permissions that limit what others can do (view vs edit).
- Be especially cautious with confidential or sensitive documents.
4. Device & Access Hygiene
- Use devices that are secured (updated operating system, antivirus, etc.).
- If you use personal devices to access corporate resources, ensure they meet organizational security standards (if required).
- Lock your screen, use VPNs when required, and make sure you sign out when done.
5. Know Your Tools & Their Security Features
- Microsoft 365 includes many built-in security controls, some you can control directly, others enacted by your IT team. Being aware helps:
- When new features are introduced, or when M365 updates are announced, pay attention. Sometimes something that looks like a convenience could introduce risk if mis-configured.
6. Be Part of the Security Culture
- Reporting: If you suspect an incident (a suspicious email, unexpected file shared with you, etc.), report it. Even when uncertain, better safe than sorry.
- Training: Participate in your organization’s cybersecurity or awareness training. These sessions often provide real-world examples and tools you’ll encounter.
- Peer awareness: Talk to colleagues, share best practices. Sometimes the weakest link is lack of awareness.
7. What Non-IT Teams Should Ask of IT / Security Teams
To help you and everyone in the org stay safe, these are things you can suggest or ask IT/security to ensure:
- Clear, simple guidance on how to share files safely, how to report phishing, etc.
- Regular security refreshers / communications about common threats.
- Enforced policies (MFA, least privilege access, device compliance).
- Transparent tools/dashboards (where relevant) so users can see what’s happening (e.g. devices connected, sign-in alerts).
The End
Security isn't just the job of the IT department, it’s everyone’s job. In a Microsoft 365 environment, each user plays a role in protecting data, preserving trust, and reducing risk. By understanding a few basic principles and following simple practices, non-IT teams can make a meaningful difference.
