Prevent Losing Access to Your Microsoft 365 Small Business Account

Many of my clients have Microsoft 365 Business Accounts with just 1 or 2 users, and some have contacted me about access issues. I have been able to help them because I make sure they have good admin protocols in place.

Microsoft has made it easy for anyone to set up their own Microsoft Account, but many are unaware that they are automatically given Global Administrator rights. This means anyone with Global Administrator access have complete reign of the account.

With great power comes great responsibility

As an Administrator you have “God like” access to all your Microsoft account. Some examples of their access include managing access to ALL users, powers to block or delete Emails and Email accounts and documents.

Here some tips I suggest when creating up a Microsoft 365 Business account to improve security.

Don’t get locked out of your account

If you have only one admin account, you risk being locked out if your password is forgotten or your two-factor authentication (2FA) fails.

Make sure you set up a 2nd Admin user account and give the details to someone who has some IT knowledge. For instance, I have admin users logins for my clients and securely store the details in a Password Manager.

Don’t compromise your password

Always keep your password secure. Using a password manager is highly recommended to store your passwords safely and avoid using weak or repeated passwords. Make sure you keep your password secure. I always recommend using a password manager.

Enable Multi-Factor Authentication (MFA)

Use MFA to add an extra layer of security, ensuring that even if your password is compromised, your account remains safe. Use an authentication app (e.g., Microsoft Authenticator) or SMS for verification codes.

Ensure your Credit Card details are valid

You maybe paying your Microsoft 365 subscription through an automated payment on your Credit Card. Obviously if you Credit Card expires or is cancelled then your Microsoft Invoice won’t be paid. Gues what happens next…

Use an antivirus protector

Ensure your devices are protected with antivirus software. Avoid logging into Microsoft 365 on public or shared computers whenever possible.

In Summary

Your Microsoft 365 is a critical component of your business. Imagine what it would mean to your business if you lost all your emails and document and had to start again.