Enabling multi-factor authentication (MFA) on your Microsoft 365 email accounts means adding an extra step to the login process beyond just a password. This could be a code sent to a mobile phone or an app notification. It's a straightforward way to significantly reduce the risk of unauthorised access to your business email, which is often a prime target for cybercriminals.
Why this matters for UK SMEs
Email accounts hold sensitive information, including customer data, financial details, and internal communications. If a hacker gains access, it can lead to data breaches, loss of customer trust, and costly downtime. For UK businesses, this also raises compliance concerns under UK GDPR and the Data Protection Act 2018, which require reasonable security measures to protect personal data. Cyber Essentials certification, often a requirement for government contracts, specifically recommends MFA as a key control.
Without MFA, a stolen or guessed password can give attackers full access to your email and other connected Microsoft 365 services. This can result in phishing scams sent from your account, ransomware attacks, or theft of confidential data. For a small or medium-sized business, recovering from such incidents can be disruptive and expensive.
A typical scenario
Consider a UK business with around 50 employees using Microsoft 365 for email and document sharing. They rely heavily on email for customer communication and invoicing. One day, an employee's password is compromised through a phishing email. Because MFA was not enabled, the attacker logs in and sends fake invoices to customers requesting payment to a fraudulent bank account. The business only discovers the scam after customers report suspicious activity, leading to financial loss and reputational damage.
A proactive IT partner would have recommended enabling MFA as part of their security setup and helped the business roll it out smoothly. They would also assist with staff training to recognise phishing attempts and regularly review access controls and security policies.
Practical checklist for your business
- Ask your IT provider: Do you enforce MFA on all Microsoft 365 accounts, especially those with admin rights?
- Check your Microsoft 365 admin centre: Is MFA enabled for all users? If not, which accounts are exempt and why?
- Review your password policies: Are strong, unique passwords mandatory alongside MFA?
- Assess user access: Are there any shared or generic accounts without MFA?
- Plan user onboarding: Is MFA part of the setup process for new employees?
- Train your staff: Do employees understand how MFA works and why it's important?
- Consider compliance: Does your security setup align with Cyber Essentials or ISO 27001 requirements?
Next steps
Implementing MFA on Microsoft 365 email is a vital step to protect your business from common cyber threats. It's a relatively simple measure that can prevent serious incidents and support compliance with UK data protection standards. Speak with a trusted managed IT provider or IT advisor who understands your business needs and can guide you through enabling MFA effectively, including staff training and ongoing support.