Every day, files, emails, and chats fly across your business — but how often do you stop to think who can actually see them?

 

Microsoft 365 gives you all the tools you need to stay in control — whether you’re protecting sensitive client details or preventing accidental sharing outside your business. Here’s how to take charge of your data today.

 

 

🔐 1️⃣ Use Sensitivity Labels to Protect Important Files

 

Not all data is created equal — a client proposal isn’t the same as a company-wide update. With Sensitivity Labels in Microsoft 365, you can classify and protect information based on its confidentiality level.

 

For example:

• Apply a “Confidential” label to restrict file sharing to internal users only.
• Add watermarks or encryption automatically to prevent unauthorised access.

 

Once set up, these labels follow the file wherever it goes — even if it’s shared externally.

 

 

 

📁 2️⃣ Keep Version History Turned On

 

Ever overwritten a file and wished you could go back? Version History in OneDrive and SharePoint lets you view and restore previous versions of your documents in just a few clicks.

👉 It’s a simple safeguard that ensures nothing important is lost — and no one has to say, “who deleted that section?” again.

 

 

🔗 3️⃣ Share Smarter with Expiring Links

 

When sharing files, it’s easy to forget how long someone needs access for. Microsoft 365 lets you create expiring links, so shared files automatically become inaccessible after a set time.

✅ Great for short-term collaborations ✅ Reduces the risk of old links being reused later ✅ Keeps your cloud storage cleaner and more secure

 

 

 

🧰 4️⃣ Manage Permissions Regularly

 

Access tends to grow over time — especially as teams change and new projects begin. Every few months, review who has access to shared folders and Teams channels.

Removing unused permissions doesn’t just tidy things up — it reduces your exposure to data leaks or accidental sharing.

 

 

 

💡 Tip from Via Wire

 

Think of Microsoft 365 as your digital office. You wouldn’t hand out spare keys to everyone — so why leave old links or shared folders open?

Regular reviews and smart sharing habits keep your business data safe, your team organised, and your IT support calls to a minimum.

 

 

 

📬 Wrapping Up

 

Microsoft 365’s built-in tools aren’t just about convenience — they’re designed to protect what matters most: your data. By using labels, permissions, and sharing controls wisely, you’ll create a safer, smarter workspace for your entire team.