94% of businesses who have moved to the cloud say they saw a noticeable improvement in cybersecurity. This may be your reason for moving to SharePoint. However, it is important to realize that SharePoint is not inherently more secure than other systems. It all depends on your ability to follow SharePoint security best practices.

“Like all of your IT systems, your cybersecurity in SharePoint largely depends on configuration, ongoing monitoring, and controls in place.” – Michael Kourkoulakos, CEO of NENS

SharePoint does have a wide range of high-end security features that can make it more secure than your previous storage solution. The problem is that if these features are misconfigured, you may leave yourself open to additional security vulnerabilities. Plus, integrating non-Microsoft apps can introduce new risks if not carefully vetted and monitored.

 To help you get started, this article from an experienced MSP in Boston walks through some of SharePoint’s key security features and how to use them. It also explores best practices to keep in mind as you and your staff work with SharePoint.

6 SharePoint Security Features You Need to Use

1. Role-Based Access Control (RBAC)

SharePoint uses role-based access control to manage user permissions at various levels. Administrators assign roles to users that limit what actions they can perform. This structure ensures users have appropriate access based on their responsibilities.

You may assign roles either to individuals or to groups. If you assign roles to groups, everyone within the group will have the same limitations. Doing it this way can make it easier to manage compared to assigning permissions to each individual user.

Some commonly used SharePoint roles include the following.

Site Owner	This role has full control over the site. Site owners can manage site settings, permissions, and content. They can add or remove users, create lists or libraries, and configure workflows.
Site Member	Members have permissions to contribute content, such as adding, editing, or deleting items in lists and libraries. However, they cannot change site settings or permissions.
Site Visitor	Visitors have read-only access. They can view content but cannot make changes or add new items.
Custom Roles	SharePoint administrators can create custom roles with specific permissions tailored to unique business needs.

2. Multi-Factor Authentication (MFA)

Enabling multi-factor authentication (MFA) is one of the most effective and straightforward ways to enhance the security of your SharePoint environment. By requiring an additional verification step beyond a password, MFA helps ensure that only authorized users can access sensitive or business-critical data.

While basic MFA is often included with many platforms, relying solely on default settings can leave gaps in protection. Modern identity solutions offer adaptive MFA that responds to context—such as user behavior, device, or location—and will apply stronger authentication when needed. When combined with single sign-on (SSO), this approach improves access control and makes it easier to use all connected applications.

3. Data Encryption

SharePoint encrypts data both in transit and at rest. When you upload or download files, SharePoint uses Transport Layer Security (TLS) to protect the data during transfer. For stored data, SharePoint employs Advanced Encryption Standard (AES) 256-bit encryption to secure your data.

4. Data Loss Prevention (DLP)

SharePoint admins can configure rules to detect sensitive data like credit card numbers, confidential documents (intellectual property), and social security numbers to prevent them from being shared inappropriately through DLP policies. This feature helps maintain compliance with organizational policies and regulatory requirements. 

5. External Sharing Management

SharePoint allows administrators to control how and with whom content is shared externally. You can set policies to limit sharing by domain, require external users to authenticate, and specify expiration dates for shared links. These controls help prevent unauthorized access and data leaks.

6. Information Rights Management (IRM)

SharePoint’s IRM features let you restrict actions that users can take on documents, such as printing, forwarding, or copying. You can apply these restrictions on individual documents or onto full libraries. Restrictions on printing, copying, and forwarding will remain intact even if the content was downloaded.

However, IRM cannot restrict downloading itself. If you want to restrict what your users can download from your SharePoint environment, you can do that using role-based permission levels or DLP policies.

8 Ways to Use Your SharePoint Environment Securely

1. Enable Alerts

Set up alerts in Microsoft 365 to monitor unusual activities in SharePoint. For example, configure notifications for multiple failed login attempts or large data downloads. These alerts enable administrators to act quickly in response to potential threats.

2. Implement Governance Policies

Create and enforce governance policies for content management. These policies define document retention schedules, naming conventions, and approved locations for sensitive information. Governance ensures data is organized, traceable, and protected across the platform.

3. Use Secure Backup Solutions

Set up a reliable backup solution for your SharePoint data. Include off-site or cloud backups to ensure availability in case of data loss or disaster recovery scenarios. Test your backups regularly to confirm data can be restored effectively when needed.

4. Secure Integration Points

If you use SharePoint’s APIs or integrate with third-party applications, secure these points of access. Use tokens, API gateways, and encrypted connections to prevent unauthorized access to SharePoint data through integrations.

5. Restrict Syncing

While it is important to implement strong security protocols, CloudSecureTech notes that 1 in 5 employees know how to bypass their employer’s security systems to implement shadow IT. Restricting syncing to authorized devices helps prevent employees from connecting unapproved apps or devices to your SharePoint platform.

6. Leverage Security Score in Microsoft 365

Use the Microsoft 365 Security Score tool to assess your SharePoint environment’s security. This tool provides actionable recommendations to improve security settings and identify areas needing attention.

To access the Microsoft 365 Security Score tool, sign in to the Microsoft 365 Security & Compliance Center with your admin credentials. Navigate to the “Secure Score” option in the left menu under “Reports” to open the dashboard.

This interface shows your SharePoint site’s security posture, including recommendations. You can click on any recommendation to view detailed steps to improve your security settings. Note that only Microsoft 365 admins can access this tool.

7. Configure Expirations For Shared Links

Set expiration dates for shared links to limit how long they remain active. This prevents users from gaining access to data after they no longer need it. For example, you may grant access to a contractor and set the link to expire after the contractor’s time with you ends.

8. Regularly Review & Update Permissions

Periodically review user permissions to ensure they align with current roles and responsibilities. Remove access for users who no longer need it, such as those who have changed positions or left the organization. Regular updates reduce the risk of unauthorized access to sensitive data.

Work with a Managed Services Provider in Boston to Build a Secure SharePoint System

The best way to keep your SharePoint data secure is to ensure that your system is configured correctly from the start. If you want absolute certainty about that, you can count on a team of cybersecurity experts to make it happen.

NENS employs a team of cybersecurity professionals who have extensive experience with SharePoint. We can work with you to help you set up a secure environment, and offer advice on which permissions will best suit your use case.

Reach out to one of Dallas’s trusted managed services providers today to get started.