Office 365 - Why protect your data in Microsoft 365 ? Tutorial

Are you aware of the risks of sharing documents in Microsoft 365? Explore why protecting your data is crucial in our fast-paced digital landscape. This video dives into the multilayered security features—from permissions to sensitivity labels—that safeguard your sensitive information. Join us to discover how Microsoft 365 keeps your data secure with powerful controls, ensuring that your information never ends up in the wrong hands. Don't wait, watch now to enhance your data security knowledge!

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Available in Microsoft365

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we all share documents with just one click.

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Teams,

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OneDrive,

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Outlook.

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Everything is fast,

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but this speed can also send a sensitive file to the wrong location

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without us even noticing.

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Errors happen quickly and quite often without any intention.

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An overly broad link,

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an unnecessary download,

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or sharing in the wrong channel.

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Everyday situations that can nonetheless expose sensitive information.

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To better control what circulates,

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Microsoft 365 relies on multiple layers of protection.

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Depending on your organization's license and configuration,

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you'll use some or all of them.

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The first layer,

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permissions.

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They control who can open a SharePoint site,

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a file in OneDrive,

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or a shared document within a team's channel.

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That's the foundation.

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However,

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once a file is downloaded,

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these permissions are no longer enough.

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The second layer is sensitivity labels.

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When they are available,

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these labels go much further.

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They provide protection for the content itself.

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They can encrypt a file,

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block its transfer,

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and restrict copying,

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and this protection follows the file wherever it may go.

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Whether it's in Word,

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Outlook,

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Teams,

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OneDrive,

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or SharePoint,

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it stays protected even if it's transferred or downloaded.

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Third layer,

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retention.

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It manages the content's lifespan.

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How long should a file or an email be kept?

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When should it be archived?

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When should it be automatically deleted?

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These apply regardless of the confidentiality level.

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The 4th layer is DLP,

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which stands for data loss prevention.

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DLP rules automatically analyze content to detect,

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for example,

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sensitive personal or financial data.

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These rules can alert or even block a risky

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share when a file leaves its usual perimeter.

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If your organization uses sensitivity labels,

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you will see them in Word.

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Excel

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PowerPoint.

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Or else Outlook

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They directly protect the content,

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and this protection remains active even

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when the file circulates within Microsoft 365

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or is transmitted elsewhere.

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These labels are defined by your organization

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in a dedicated data protection space.

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Let's consider a very common example.

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A budget file is stored within OneDrive.

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It is then quickly shared in a team's channel to prepare for a meeting.

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Someone then forwards the link further,

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and the file is downloaded and sent outside the intended scope.

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With a confidential label,

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if it's available in your organization,

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only authorized people could open this file.

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Even if downloaded or transferred,

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the protection remains active.

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That's the power of a label.

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It follows the file itself,

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not just the location where it's stored.

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Protecting information therefore,

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means not only choosing its physical location,

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but also controlling what actions can be performed with it.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

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