Ways to Secure Office 365 Emails | Protect User Mailboxes

Anurag | August 13th, 2020 | Office 365, Office Online, Tips, Tricks

Many Office 365 users have the misconception that their data is secure if it is saved overcloud. Due to increasing technologies, there is a large increase in the volume of cybercrimes such as hacking, spamming, phishing, etc. Most of the hacker look for vulnerability in the security of an organization to break and freeze their cloud systems. However, it can be protected by Office 365 Admin by implementing high-security protection policies. It will restrict hacker to break into the organization cloud for data breaching.

By efficiently using security features provided by Microsoft in Office 365, Admin can protect the organizational data from hackers. In this article, we are going to explain some of the security methods recommended by Microsoft to secure Office 365 emails & protect user mailboxes.

  1. Arrange Advance Training For Users
  2. Execute Strong Password Policy
  3. Implement Multi-factor Authentication
  4. Manage Content Sharing
  5. Prevention from Data Loss
  6. Advanced Threat Protection
  7. Use Office 365 Email Encryption
  8. Office 365 Anti-Spam Policy
  1. Arrange Advance Training For Users – For creating a secure Office 365 environment it is necessary to provide advanced training to users. It essential for users to identify phishing attacks & malware. User should be capable enough for protecting their account if a hacker tries to attack their account.
  2. Execute Strong Password Policy – Strong password plays an important role in the security of an account. Using personal information that can be easily predicted as your password is bad practice. The account password should always be randomly generated and there should be an expiry date of a password.
  3. Implement Multi-factor Authentication – Office 365 users can take the help of multi-factor authentication that restrict unauthorized users to access your account. In this, the user can set-up multi-factor authentication by enabling 2-step verification and App password for login. At the time of login, the Office 365 ask for OTP sent on the registered number or enter App password.
  4. Manage Content Sharing – Admin can enable/disable content sharing through the Admin portal. An Admin can take a decision, whether to allow a user to share its content with others or not.
  5. Prevention from Data Loss – Exchange & SharePoint users can only access this service. It helps in preventing unauthorized sharing/ uploading/ forwarding of account data.
  6. Advanced Threat Protection – Microsoft Office 365 Admin Center contains a Threat Management feature in Security & Compliance Center. This management feature allows users to set up policies such as ATP anti-phishing & ATP safe attachments.
    • ATP Anti-Phishing: It feature warns the user about harmful messages and protect them from phishing attacks.
    • ATP Safe Attachment: This feature protects account from harmful content attached in email & other files in OneDrive, SharePoint, etc.

The above-mentioned features are the security solution provided by Microsoft to secure Office 365 emails of a user account. However, Microsoft MVPs recommends having an additional level of protection, i.e., export Office 365 mailboxes to PST & save locally.

How to Secure & Export User Mailbox Locally?

Another way to protect Office 365 mailboxes is by exporting user account data locally so that you would have a backup copy user mailboxes. For performing such operation one can take the help of a third-party tool. Try SysTools Office 365 Export tool to take the backup of all your Office 365 user mailboxes, shared mailboxes, archive folders to PST file format. The tool provides a category and date-filtering option to export only selective data from user mailboxes. This automated to most recommend software by Microsoft MVP which is secure and provide easy solution of such complex task.

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Steps to Export & Secure Office 365 emails:

1. Install the Office 365 exporter and launch on your machine.

2. Click on ‘Is Admin’ and enter Office 365 admin Id & password.

Note: An individual user can export their mailboxes without Admin impersonation also using this utility. To export Shared mailboxes, the tool requires Office 365 admin credentials.

3. Select the user accounts whose emails need to be secured locally.

4. Choose the export format as PST and apply filters for selective data export.

5. Browse the destination location for exported data & click on the Start button.

Also Read: How to Secure Hacked Office 365 Account?


The above article covers the security steps to secure Office 365 emails of user mailboxes from a data breach. Though Microsoft provides some security options to protect user mailboxes, still another level of security can be implemented by exporting necessary emails to access data in the worst-case scenario. For such export task, we have recommended a MVP verified tool from SysTools.