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SECURITY BEST PRACTICES FOR MICROSOFT TEAMS
* Article
* 10/30/2023
* 3 contributors
* Applies to: Microsoft Teams
Feedback
IN THIS ARTICLE
1. Security at a user level
2. As with email messages, online safety must be practiced with Microsoft Teams
messages
3. Also see
Collaboration through instant messaging and video conferencing has allowed many
industries and schools to move their interactions online. However, online
real-time collaboration at such a broad scale also comes with risks that must be
addressed. Otherwise, bad actors take advantage of this change in work and life
with phishing and spam campaigns.
The numbered reference list in this article acts as a primer for general
security when using Teams to interact with others. It is security training
guidance for people new to Teams, or to any online collaboration solutions.
SECURITY AT A USER LEVEL
The same phishing risks that exist in email exist in instant messaging and
collaboration apps so the same user-awareness and guidance should be applied to
safeguard Teams users.
At a user level, some measures can be simple, and users should feel empowered to
rely on them.
* Users shouldn’t click to open links from anyone that they don’t know, or
whose identity they can't verify per the article Protect yourself from
phishing.
* Users can choose to accept or block messages when interacting with users they
do not know or do not expect to be contacted by.
* To further protect against external attacks, tenant admins can disable
interaction with external users through enterprise federation and Teams for
Life (TFL) and Skype interoperability—see Manage external access (federation)
- Microsoft Teams | Microsoft Docs.
The Teams collaboration feature set allows messaging, file collaboration,
meetings, whiteboards, and many other opportunities to connect. These features
work across Teams for Enterprise, Teams for Life, Skype, Skype for Business,
Azure Communication Services (ACS), and more. That also means it’s necessary to
protect yourself, your peers, and your customers across the breadth of these
capabilities. Here, again, every user should be empowered to make the safest
decision for themselves, their peers, and their customers.
AS WITH EMAIL MESSAGES, ONLINE SAFETY MUST BE PRACTICED WITH MICROSOFT TEAMS
MESSAGES
Standard safety measures should become ingrained while working in Teams.
1. Be wary of contacts and meeting requests from outside of your organization.
Strangers can be well meaning. And some can secretly mean harm.
2. When you get new chat-based message from an external person that you haven't
accepted any chat or interaction with before, you'll be presented with an
option to accept or block the communication request.
3. If you don’t recognize the sender, you can check the profile card. When in
doubt, don't interact with unknown and unverified users.
4. If you receive a link or file from an unknown person, don't click on it.
Again, use your best judgment for your own, other users', and your
customers' safety.
5. If selecting a link lands you on a safe links page where you're blocked from
navigation, don't try to circumvent that page. The same goes for selecting
any attachment that may end in a red, blocking attachments safe page. Users,
you can report that message Report messages in Teams and admins can Report
the problem to Microsoft. Users should remember to alert whomever directed
them to the suspicious link so that they don't continue to send the problem
link of attachment. Many reasons exist to land on a blocking page, so
consider the red flags behind rather than to simply go around the blocking
page.
6. Never give personal information out to any unsolicited requests. Providing
personal information is also a risk to personal safety. Attackers can use
details as simple as your birthday.
7. Scan your links for iffy spelling, added digits, or strange characters. You
may be expecting a link to www.litware.com/strategies/Metricsbreakout.xlsx,
but find that the address looks like www.litwre.com, www.litwarecom.com, or
even www.litwαre.com. If you don’t recognize the link, be suspicious. The
address www.litware.com isn't the same as www.litware2021.com.
Maintaining your vigilance is important. Don't take your security or the
security of those you work with lightly or for granted. You should always feel
empowered to protect yourself, your peers, and your customers by verifying
before you trust.
Finally, recognizing that everyone makes mistakes is critical. Users are prone
to clicking when in a hurry or tired, for example. Admins must provide users in
their organization resources to escalate problem link clicks and other security
incidents. Those resources need to be well known so that if a user makes a
mistake, the person has recourse and more security actions they know how to
take.
Tip
Check the Profile card of any contact you’re not sure about, particularly if the
email is external to your company (for example, an account ending in
@litware.com if your organization is not Litware). A user can verify that people
they don't know are welcome Guests to a meeting by checking the Profile card for
(GUEST). Guests are expressly invited to participate.
ALSO SEE
The Teams Security Guide
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