Key points

• Microsoft 365 DLP helps organisations safeguard sensitive data across Office 365 apps.
• There are significant benefits, but also limitations, to using Office 365’s DLP tools.
• Creating a tailored DLP policy is crucial to effective data protection.
• Metomic’s alternative DLP solution offers advanced data discovery, real-time protection, and automated remediation.

With so many businesses moving to cloud-based applications, it’s essential to ensure that your confidential data doesn’t end up in the wrong hands.

That’s where Microsoft Office 365 Data Loss Prevention (DLP) comes into play. It’s designed to help you spot and protect sensitive information across your Office 365 setup, so you can avoid those accidental leaks that can happen all too easily.

Think of DLP as your safety net. It not only helps safeguard your business from data breaches but also keeps you on the right side of regulations.

Plus, it encourages everyone on your team to handle data more responsibly, which is a win-win for building a culture of security.

By focusing on DLP, you’re not just protecting your data; you’re also reinforcing trust with your clients and partners.

What is Data Loss Prevention (DLP)?

Data Loss Prevention (DLP) is all about keeping your sensitive information safe. In a world where data is a major asset for any business, having a solid DLP strategy is crucial.

Its main goal is to stop sensitive data from being accidentally or intentionally exposed. Whether it’s an employee misplacing a document or someone with malicious intent trying to access your data, the risks are real. In fact, 60% of data breaches are caused by insider threats, which highlights just how important it is to have effective DLP measures in place.

With an effective DLP solution, you can keep an eye on where your sensitive data goes and who has access to it. This means you can protect your organisation from data breaches while still allowing your team to get their work done efficiently.

How does Microsoft 365 DLP work?

With over a million companies globally using Microsoft 365, data security is top of mind for many organisations. One of the standout features in this suite is Data Loss Prevention (DLP).

Here’s how it actually works:

• Content inspection: DLP tools scan files and emails for anything that shouldn’t be shared, like credit card numbers or personal identification details. This way, you can rest easy knowing that sensitive info isn’t slipping through unnoticed.
• Real-time protection: This feature keeps an eye on what your team is doing within Office 365 apps. If someone tries to share sensitive information—like in an email or a Teams chat—DLP can step in and block it or send a warning. It’s like having a safety net that catches potential mishaps before they turn into bigger issues.
• Monitoring and reporting: DLP also helps you track how your data is being handled. You can see who’s accessing what and if any sensitive information is being mishandled. With insider threats being such a huge concern, having this visibility is crucial for spotting vulnerabilities and ensuring compliance with regulations.

The benefits of Microsoft 365 DLP

DLP tools play a crucial role in your data security strategy, with 51% of CISOs incorporating them into their data security posture to prevent data breaches.

By implementing Microsoft 365 DLP, organisations can bolster their compliance efforts and mitigate risks associated with data loss.

Key benefits of Microsoft 365 DLP include:

• Seamless integration with cloud services: Effortlessly manage data across Microsoft platforms while maintaining robust security protocols.
• Real-time monitoring: Swiftly respond to potential threats, reducing the likelihood of data breaches.
• Enhanced compliance: Automate the protection of sensitive information to adhere to regulations like GDPR and HIPAA effectively.
• Increased compliance rates: Companies using DLP tools often see a boost in their ability to stay compliant with data protection laws — —a critical advantage considering that 36% of financial services businesses in the UK alone report being penalised at least once in the past 12 months for failing to meet regulatory demands.

Limitations of Office 365’s Data Loss Prevention tools

While Microsoft 365’s Data Loss Prevention (DLP) tools can be valuable for protecting your data, there are some limitations to keep in mind.

Here’s a closer look at what you should be aware of:

1. Configuration complexity

Setting up DLP policies can be a bit tricky. If things aren’t configured correctly, you might end up with overly strict policies that hinder your workflow, or worse, gaps in your data protection.

2. Limited features in lower-tier plans

If you’re using a non-enterprise Office 365 plan, you might miss out on some of the more advanced DLP features. This can leave your organisation vulnerable if you can’t fully safeguard sensitive information.

3. Policy conflicts

Sometimes, DLP tools can clash with existing security policies, leading to confusion and potential data protection issues. It’s a good idea to regularly review your policies to keep everything aligned.

4. Inadequate visibility

While DLP tools like Microsoft’s can alert you to potential breaches, they might not provide enough detail to help you analyse what went wrong. This can make it harder to address the root causes of any data loss.

5. Dependence on user behaviour

DLP tools rely heavily on users following the set protocols. Unfortunately, human error can still happen, leading to data leaks. Ongoing training and awareness can help reinforce good practices.

Is Office 365 secure? What are the security risks?

Office 365 comes with several security features designed to protect your data. However, it’s essential to be aware of potential vulnerabilities that could impact your organisation. Here’s a breakdown of what to consider regarding the security of Office 365:

1. Built-in security features

Office 365 includes features like multi-factor authentication (MFA), data encryption, and threat intelligence to enhance security. These tools help protect your accounts and data from unauthorised access.

2. Potential for data leakage

One of the primary risks is data leakage. This can happen if users accidentally share sensitive information through SaaS applications or collaborate on documents without proper restrictions. It's crucial to educate your team on data handling best practices.

3. App integrations

Office 365 allows various app integrations, which can be beneficial for productivity but also pose security risks. If third-party apps are not properly vetted, they could introduce vulnerabilities that hackers might exploit.

4. Insufficient configuration

Many organisations struggle with correctly configuring DLP policies and security settings. Misconfigurations can lead to gaps in protection, making sensitive data more accessible to potential breaches.

5. User behaviour

Ultimately, the effectiveness of Office 365’s security features depends on user behaviour. Even with advanced tools in place, a single careless action—like clicking on a phishing link—can compromise security.

For more information on Office 365 security features and vulnerabilities, check out resources from Microsoft.

How to create an Office 365 DLP policy for your organisation

Creating an effective Data Loss Prevention (DLP) policy in Office 365 helps you protect sensitive information and meet compliance requirements.

Here’s a straightforward guide to setting up your policy:

1. Access the Microsoft 365 compliance centre

Log in to your Office 365 account and navigate to the compliance centre. You’ll find DLP under the "Solutions" section.

2. Create a new DLP policy

Click on "Data loss prevention," then select "Policies." From here, click on "Create" to start a new policy.

3. Choose a template

Microsoft offers various templates based on common compliance regulations (like GDPR, HIPAA, etc.). Select one that fits your needs.

4. Define the policy settings

Customise your policy by specifying the conditions that trigger protection. This may include the types of sensitive information to monitor, such as credit card numbers or Personal Identifying Information (PII).

5. Decide on actions

Choose what happens when sensitive data is detected. You can configure actions like notifying users, blocking access, or sending alerts to administrators.

6. Set user notifications

It’s essential to inform users when a policy is applied. This transparency helps reinforce data security practices within your organisation.

7. Test the policy

Before rolling it out, test your policy to ensure it works as expected.

8. Publish the policy

Once you’re satisfied with the settings, publish the policy. Monitor its performance regularly and adjust as necessary.

Best practices for identifying sensitive data and applying DLP rules

• Know your data: Start by identifying what types of sensitive data your organisation handles. Conduct an inventory to understand where this information resides.
• Leverage built-in classification: Use Office 365’s built-in sensitivity labels and classification features to identify sensitive data easily. These tools help streamline the DLP process.
• Regularly review and update policies: Data protection is an ongoing process. Regularly review your DLP policies to ensure they remain effective against evolving threats and compliance requirements.
• Train your team: Educate your employees on the importance of DLP policies and how to recognise sensitive information. This training can significantly enhance your overall data security strategy.

How can Metomic help?

Metomic’s advanced capabilities mean that you can use our platform to replace Microsoft 365 Data Loss Prevention (DLP) in your security stack. Here’s how:

• Real-time protection: Continuous monitoring ensures sensitive data is protected as it moves through Microsoft 365, enabling immediate responses to potential threats.
• Automated remediation: Metomic automates the response to data policy violations, reducing the workload on your IT team by alerting users and restricting access as necessary.
• Strengthening data awareness: Metomic enhances data protection by delivering targeted alerts and guidance on tools like Slack, empowering users to recognise and handle sensitive information as part of a human firewall approach.

Getting started with Metomic

Getting started with Metomic is straightforward and can enhance your data classification and compliance efforts. Here’s how to begin:

1. Free risk assessment: Kick off with a complimentary risk assessment to identify potential vulnerabilities in your data security. Metomic helps you pinpoint risks across platforms like Google Drive, Slack, and Microsoft Teams.
2. Schedule a personalised demo: Interested in seeing how our solutions integrate with Microsoft 365? Book a personalised demo, and our security experts will walk you through how Metomic can address your specific needs.
3. Reach out to us: Have questions or need more information? Don’t hesitate to contact our team. We're ready to assist you in developing a strong data classification strategy that works seamlessly with Microsoft 365 and addresses your concerns.