Microsoft 365 Management

What is included in TTS Cyber’s Microsoft 365 Management?

TTS Cyber moves companies to Microsoft 365 and sets up Teams, SharePoint and OneDrive. Teams is Microsoft’s tool for chat and meetings. SharePoint holds team sites and shared files, and OneDrive holds each person’s own files.

TTS Cyber manages users and licenses, and it buys and bills licenses for its clients. It manages laptops and phones with Intune, Microsoft’s tool for managing devices. It also runs a help desk for Microsoft 365 questions.

Does Microsoft back up your Microsoft 365 data?

Microsoft keeps deleted items for a limited time. Its shared responsibility guidance says the customer always keeps responsibility for its data, settings, and identities and users, meaning the accounts people sign in with.

The limits below are Microsoft defaults, and they can change:

• SharePoint and OneDrive: deleted items are kept 93 days. That can end sooner if a site collection administrator (the admin of a group of related sites) deletes them from the site collection recycle bin, or if that bin goes over its size limit. Microsoft says SharePoint Online also keeps backups for 14 more days, but those restore only a whole site collection, through Microsoft Support.
• Exchange Online, Microsoft’s hosted email: mail deleted from the Deleted Items folder is kept 14 days by default, up to 30. Mailbox holds, which stop automatic purging, plus retention settings and mailbox size can change that.

Microsoft lists its own product, called Microsoft 365 Backup, as a separate option that it says offers longer protection. TTS Cyber handles Microsoft 365 backup.

How are sign-ins protected in Microsoft 365?

Multifactor authentication (MFA) asks for a second proof of identity besides a password. Microsoft says access management, including MFA and Conditional Access, stays with the customer. Its security defaults page compares two ways to protect sign-ins in Microsoft Entra ID, its identity service:

• Security defaults are preconfigured, with no customization. They have all users register for MFA and require MFA for administrators.
• Conditional Access is fully customizable and built from policies. Security defaults must be turned off before its policies replace them.

Microsoft is also phasing in required MFA for accounts that sign in to the Azure portal, the Microsoft Entra admin center and the Intune admin center to create, read, update or delete items. Microsoft says enforcement for the Microsoft 365 admin center begins gradually from February 2025. Owners of other applications set their own sign-in requirements.

TTS Cyber sets up multifactor authentication and sign-in rules, and it monitors sign-ins and accounts.

What do SPF, DKIM and DMARC do for your email?

Microsoft says spoofed senders, meaning forged From addresses, are commonly used in phishing, which is a fake message that tries to trick someone. SPF, DKIM and DMARC help receiving mail servers judge whether a message really came from your domain:

• SPF (Sender Policy Framework) is a record in your domain name settings (DNS) that lists who may send mail for your domain.
• DKIM (DomainKeys Identified Mail) adds a digital signature to your outgoing mail.
• DMARC (Domain-based Message Authentication, Reporting and Conformance) builds on the other two and tells receivers what to do with mail that fails.

For Microsoft 365 custom domains (domains you own), Microsoft advises setting up SPF and DKIM first for every domain or subdomain that sends mail, then DMARC. A DMARC setting of p=none suggests no action on failing mail, which Microsoft calls a testing value. Its stated goal is p=reject for all custom domains, reached gradually.

TTS Cyber sets up email protection: anti-phishing, SPF, DKIM and DMARC.