Ensuring your Microsoft 365 email setup aligns with the National Cyber Security Centre (NCSC) good practice is essential for protecting your business communications and data. This means checking that your email system is configured securely to reduce risks such as phishing attacks, unauthorised access, and data breaches. For a UK SME, following these guidelines helps maintain business continuity, safeguards customer trust, and supports compliance with UK data protection standards like GDPR and the Data Protection Act 2018.
Why this matters for UK SMEs
Email is often the primary channel for business communication, making it a prime target for cybercriminals. A poorly configured Microsoft 365 email environment can lead to downtime, loss of sensitive information, or reputational damage if customer data is exposed. For example, a 50-employee marketing agency might experience a phishing attack that compromises staff credentials, leading to unauthorised access to client information. Without proper controls like multi-factor authentication (MFA) and anti-spoofing measures, the attack could result in costly recovery efforts and loss of client confidence.
Common security measures in line with NCSC guidance
The NCSC recommends several practical steps to secure Microsoft 365 email, including:
- Enabling multi-factor authentication (MFA) for all users to prevent unauthorised access even if passwords are compromised.
- Implementing strong password policies and regular password changes where appropriate.
- Configuring anti-phishing and anti-spam filters to reduce malicious emails reaching inboxes.
- Setting up DMARC, DKIM, and SPF records to protect against email spoofing and improve sender verification.
- Regularly reviewing user access rights and removing inactive accounts promptly.
- Ensuring email data is included in your backup strategy and can be restored quickly if needed.
- Monitoring email logs for unusual activity and setting up alerts for potential breaches.
Practical checklist: How to check your Microsoft 365 email setup
- Ask your IT provider: Do we have MFA enabled for all Microsoft 365 accounts? Can you show me the current configuration for anti-phishing and spam filters?
- Verify DNS records: Check with your provider or use online tools to confirm that SPF, DKIM, and DMARC records are correctly set up for your domain.
- Review access controls: Request a list of active users with email access and confirm whether any former employees still have accounts.
- Check backup arrangements: Confirm that email data is backed up regularly and that restoration procedures have been tested.
- Examine security policies: Ensure password policies meet recommended standards and that staff receive regular security awareness training about phishing risks.
- Request monitoring reports: Ask if your provider monitors email logs for suspicious activity and how incidents are handled.
Taking these steps will give you a clearer picture of how well your Microsoft 365 email environment aligns with NCSC good practice and where improvements might be needed.
Next steps
If you're unsure about your current setup or how to implement these recommendations, it's sensible to engage a trusted managed IT provider or IT advisor familiar with UK SME needs and NCSC guidance. They can perform a security review, help prioritise actions, and support ongoing management to reduce cyber risks and maintain compliance. This approach helps protect your business, staff, and customers without unnecessary complexity.