/ Microsoft 365 data protection
Give business information the access and protection it needs.
Aegentra helps organisations reduce inappropriate exposure of information in Microsoft 365. We review agreed sharing and access arrangements, design understandable classification and scope suitable protection policies around the data, people and workflows that matter to your business.
On this page
Three questions shape the work
Where is the information?
Identify the agreed sites, repositories and business processes containing sensitive material. Establish owners and relevant handling requirements before choosing policy settings.
Who should be able to access it?
Review internal permissions, guest access and external sharing links. Consider both tenant-wide settings and the individual sites or files involved; tightening one setting is not a complete permissions review. Microsoft external-sharing guidance.
What should happen when it is shared?
Agree practical classification and data-handling rules, then configure supported protection actions. Labels, warnings, restrictions and exceptions should reflect a real business decision that users can understand.
Classification that means something
A label is useful when people know when to use it and what protection it applies. Start with a manageable classification scheme and test it against real workflows. A label's name alone does not establish encryption, and a label on a site does not automatically label every file within it. Microsoft sensitivity-label documentation.
DLP matched to the workload and licence
Data-loss prevention policies can detect defined sensitive information and apply agreed actions in supported locations. Business Premium supports relevant DLP capabilities for Exchange Online, SharePoint Online and OneDrive. Teams files use those repositories, but Teams chat/channel messages and Endpoint DLP have separate entitlement requirements. Your scope identifies the features and benefiting users covered. Microsoft Purview licensing guidance.
Test how people actually work
Illustrative workflow, not a client result: A finance team needs to exchange approved documents with its external accountant. The goal is not to prevent every external interaction. Identify the intended recipients, appropriate access and handling rules, then test the permitted workflow and the conditions that should trigger a warning or restriction.
Where supported, begin with policy testing or simulation before enforcement. Record false positives, necessary exceptions and who approves changes. Validation establishes what the configured policy does within its tested scope, not that data can never leave the organisation.
| Permission decision | Illustrative workflow |
|---|---|
| Information | Approved finance documents |
| Intended recipient | The external accountant |
| Test | The permitted workflow and conditions that trigger a warning or restriction |
| Ongoing review | False positives, necessary exceptions and who approves changes |
What the agreed engagement leaves behind
- A documented scope of locations, information and users covered.
- Agreed access, sharing and classification decisions.
- A record of configured policies and relevant licence dependencies.
- Test results, exceptions and responsibilities for ongoing review.
- Practical guidance for the people who use and administer the controls.
Better foundations for Microsoft 365 Copilot
Reviewing excessive permissions and sensitive-data exposure is a practical preparation step for Microsoft 365 Copilot. It helps address information users can already access; it does not certify the safety of every AI use case. Organisational AI governance also requires defined accountability, risk assessment and operating processes.
Data-protection questions
Is DLP the same as backup?
No. Preventing or restricting particular disclosures is different from restoring information after deletion, corruption or another incident. Backup, recovery and retention requirements must be scoped separately.
Will this automatically satisfy ISO 27001?
No. These controls may support selected information-security requirements and provide implementation evidence. Your ISMS still needs its wider governance and assurance activities.
Can you protect every device and application?
Only supported, licensed locations and environments included in the agreed scope are covered. Personal devices, external applications and downloaded copies require specific consideration rather than a blanket protection promise.
Start with the information you need to protect
Tell us which business information concerns you, where it is stored and who needs to use it. Do not submit actual sensitive documents through this form. We will discuss a suitable review and implementation scope.
Enquire about Microsoft 365 data protectionRelated services: Microsoft 365 security assessment · Email security · ISO 27001 implementation