Microsoft 365 includes tools that can help businesses monitor who accesses their email accounts, which is important when preparing for a Cyber Essentials Plus audit. This audit requires evidence that your organisation controls and monitors access to sensitive data, including emails, to reduce the risk of cyber attacks. By tracking email access, you can spot unusual activity early and demonstrate good security practices.
For UK SMEs, failing to track email access can lead to serious risks such as unauthorised data exposure, phishing attacks, or ransomware infections. These incidents often cause downtime, disrupt staff productivity, and damage customer trust. Additionally, Cyber Essentials Plus requires proof that you have implemented effective access controls and monitoring, so having clear logs from Microsoft 365 can support compliance and reduce audit stress.
Typical Scenario
Consider a 50-employee business using Microsoft 365 for email and document storage. Without proper monitoring, an employee's account could be compromised without anyone noticing. This might allow a cybercriminal to send phishing emails internally or access confidential data. A good IT partner would set up Microsoft 365's audit logging and alerting features, enabling the business to review who accessed which mailboxes and when. If suspicious activity is detected, they can respond quickly and provide evidence for the Cyber Essentials Plus audit.
Practical Checklist for SMEs
- Ask your IT provider: Do you enable and review Microsoft 365 audit logs regularly? Can you provide reports on email access for audit purposes?
- Check your Microsoft 365 settings: Ensure mailbox audit logging is turned on for all users, especially those with sensitive data.
- Implement Multi-Factor Authentication (MFA): This reduces the chance of unauthorised access and is a Cyber Essentials requirement.
- Review access permissions: Confirm that only necessary staff have mailbox access, and remove outdated or unnecessary permissions.
- Set up alerts: Configure notifications for unusual sign-in activity or access from unexpected locations.
- Document your controls: Keep records of your monitoring processes and any incidents to support audit readiness.
Next Steps
Tracking email access through Microsoft 365 is a practical step to improve your cybersecurity posture and prepare for Cyber Essentials Plus audits. Discuss your current setup with a trusted managed IT provider who understands UK compliance requirements and can help implement these controls effectively. Regular reviews and updates to your monitoring practices will help protect your business and provide peace of mind during audits.