Why Multi-Factor Authentication is Important for Your Microsoft 365 Account
Understanding cybersecurity can be challenging due to the constantly evolving digital landscape. While your IT provider manages the intricacies, having a basic understanding empowers you to engage in discussions and contribute to safeguarding your digital assets.
Our goal is to limit the impact any one cybersecurity layer has on our clients. However, in some situations, it does require buy-in from our client base. Multi-factor authentication (MFA) is a perfect example of this. It is one of the few layers that requires the user to participate. So, let’s delve into understanding what MFA is, its benefits in eliminating cybersecurity threats, and the challenges organizations may face in its implementation.
What is Multi-Factor Authentication?
In the past, a username and password were sufficient to protect your accounts. However, the 2023 Verizon investigation reports have shown that 74% of data breaches are due to human errors, compromised passwords, and social engineering. As data breaches become more common and more data ends up on the web, easily accessible to bad actors, protecting your sensitive information is no longer optional but essential to safeguarding your business and personal accounts.
Implementing robust security protocols, like multi-factor authentication, ensures that your data remains secure and out of the hands of cybercriminals. MFA is a second form of authentication that allows you to log in to your account rather than just your password.
While this may sound hard to do, we will make it easy for you.
There are multiple options to choose from:
Authenticator App – Preferred Method - The user will be prompted to “add an account” and scan the QR code displayed on their computer screen. This will pair the app with their account.
Text code to their phone - Each time they log in, the user receives a text message containing a unique code. They must enter this code to complete the login process.
Call their phone - The user receives an automated phone call to their designated number. During the call, they will be prompted to press a key or verbally confirm their identity.
USB Key – For organizations that do not have company-owned mobile devices or do not want employees using personal devices to authenticate
The user will just need to set up their preferred method and go through the prompts. This process is usually quick and easy, but we are here to help if you run into any roadblocks. Our support team is available to assist with setup, troubleshoot issues, and ensure a smooth transition to using MFA.
The Authenticator App:
This free app can be downloaded from an Apple or Android device on the Google Play Store and App Store, respectively. The user will be prompted to “add an account” and scan the QR code that is displayed on their computer screen. This will pair the app with their account.
Multi-Factor Authentication Providing Strong Protection Experience
With this enabled, you can now easily log in to your Microsoft 365 account but with significantly enhanced security on your account and your organization. Microsoft 365 currently boasts over 345 million active users, making it one of the most widely used productivity platforms globally.
You will be prompted when you log in to a new device. However, your primary device will be remembered, so it will not prompt you every time, making it less intrusive.
Your question may be, how long does it take?
”Are you born before or after 2000?”
It’s as quick to answer that question as it is to use MFA with your Microsoft 365 account.
5 Benefits of Multi-Factor Authentication
Now that cyber threats are becoming increasingly sophisticated, traditional security measures like passwords are insufficient. Cybercriminals are adept at exploiting weak points, and compromised passwords are a leading cause of data breaches.
This extra step is crucial for protecting your business’s valuable data, maintaining compliance with industry standards, and preserving trust in your security practices. According to Microsoft, 99.9% of account compromise attacks can be prevented with this enabled. MFA makes it significantly harder for attackers to breach your accounts, providing peace of mind and a strong defense against evolving cyber threats by requiring multiple verification forms.
Here are some of the benefits of setting up your multi-factor authentication now:
Enhanced Security: While it’s impossible to prevent cyber-attacks on your Microsoft 365 account completely, this layer makes it significantly more difficult for bad actors to gain access to your business's Microsoft 365 accounts.
Additional Verification: Multi-factor authentication enhances security by requiring additional verification. It ensures that even if a password is compromised, unauthorized access is still blocked.
Upcoming Requirement: Microsoft will soon require MFA for all accounts, so it’s best to start now.
Proactive Approach: This proactive approach not only protects sensitive information but also enhances your organization’s reputation.
Risk Reduction: Implementing MFA can reduce the risk of financial loss, legal consequences, and reputational damage associated with data breaches.
5 Challenges in Implementing Multi-Factor Authentication
Despite these significant benefits, knowing what is multi-factor authentication and implementing it is still challenging, especially for organizations that are new to this concept. Therefore, here are some of the challenges that you need to keep in mind while implementing it:
User Adoption and Compliance: Many users find MFA complicated, leading to resistance and poor adherence to security policies, leaving the organization vulnerable. Organizations must know first the various rules and requirements of MFA before using it.
Device and Platform Compatibility: Managing the diverse range of devices and platforms can be complex, as not all MFA solutions are universally compatible. This incompatibility can cause user frustration and administrative challenges for IT departments striving to ensure smooth, secure access.
Balancing Security and Usability: While MFA enhances security by requiring multiple verification steps, it can disrupt the user experience and slow down productivity if too complex.
Security Risks: There are also security risks associated with MFA methods, such as vulnerabilities in biometric systems or SIM-swapping attacks on SMS-based authentication. For instance, US insurance firms have reported that 66,000 individuals were impacted by a SIM swap attack last November 2023.
Resource Strain and Expertise Requirements: Ensuring that MFA is both secure and user-friendly requires continuous monitoring and updates. This strains resources and necessitates specialized expertise that not all organizations have.
FAQs About Multi-Factor Authentication for Microsoft 365 Account
What Should You Do If You Lose Access to Your MFA Device?
If you lose access to your MFA device, contact your organization's IT support immediately to verify your identity and regain access. They can provide temporary access and help you set up a new MFA device to ensure continuous protection of your account.
Can You Use MFA with Third-Party Applications Connected to Microsoft 365?
You can use MFA with third-party applications connected to Microsoft 365. Many third-party apps support modern authentication protocols, allowing them to work perfectly with Microsoft 365's MFA. Ensure the app supports compatible authentication methods for integration.
How Can You Manage MFA Settings for All Users in Your Organization?
Use the Microsoft 365 admin center to manage MFA settings for all users in your organization. From there, you can enable, disable, and configure MFA settings, enforce policies, and monitor usage across your organization to ensure robust security and compliance.
Unleash Unmatched Security with Multi-Factor Authentication
Cybersecurity awareness is more critical than ever now that everything is digital. Multi-factor authentication stands out as a useful tool for safeguarding your Microsoft 365 accounts. While implementing MFA may present some challenges, its benefits in preventing account compromises are undeniable. Adding this extra layer of protection not only enhances security but also contributes to your company's overall resilience.
Don’t wait for the inevitable. Here at Cornerstone Technologies, we prioritize protecting your accounts. For assistance with implementing MFA or any other cybersecurity needs, please call us at (269) 321-9442 or contact us now. We’re here to help you every step of the way!
