Microsoft 365 is a powerful platform that helps a business in many ways. It boosts collaboration and streamlines operations (among other benefits). However, many companies waste money on unnecessary licenses and features that are not fully used.
You can avoid this waste and take your business to the next level by adopting smarter use of M365 security and Copilot add-ons. This article will provide practical insights, help you avoid costly mistakes and support you in making informed decisions that fit your business objectives.
What Does Microsoft 365 Provide as Baseline Security & Copilot Features?
Even without premium add-ons, Microsoft 365 offers a solid set of built-in security and AI features that are useful. You have tools for identity and access management such as Azure Active Directory (now Entra ID), multi-factor authentication, single sign-on and conditional access. The basic plans also deliver threat and malware protection with built-in scanning for emails, phishing protection through Microsoft Defender and safeguards for attachments and links.
Depending on your plan, you might also have data loss prevention (DLP) features and tools for auditing and compliance to monitor user activity, support regulatory reporting and enforce data retention policies. Before you adopt premium tiers, you need to scrutinize your needs. By knowing what is already available, you avoid paying for what you won’t use. Moreover, understanding what is included in every plan also helps you avoid overlapping features.
How Organizations Overspend on Microsoft 365 Security and Copilot Add-Ons
Before we explore solutions, it is essential to understand how this waste occurs in the first place. Overspending is often not obvious. It is hidden in scenarios that go unnoticed.
Purchasing Higher-Tier Plans
As noted earlier, many organizations quickly upgrade to higher-tier plans like E3 or E5 or add premium features for every user which means they are often paying for tools that remain unused.
Licenses Left Running
Another major source of waste comes from licenses that are assigned but are no longer in use. Employees may have shifted roles, gone on leave, moved to part-time or even left the company. However, their premium licenses remain active. If left unchecked, these idle licenses quietly drain the budget and add up to significant financial loss over time.
Deleting Users During Offboarding
Organizations may delete user accounts during offboarding without first unassigning licenses. Deleting a user account does not automatically reclaim those licenses in Microsoft 365. Therefore, unless you manually unassign licenses or set up automation, you will continue paying for unused licenses long after the employee has left.
Duplicate Functionality Assigned to the Same User
Microsoft 365’s admin portal does not flag duplicate assignments. This increases the chance that your organization may assign redundant tools or capabilities to a single user. For example, you may give someone both an E3 and a standalone Defender license that already comes with E3. This simply means you are paying twice for the same feature.
How to Reduce Waste in Microsoft 365 Security and Copilot Add-Ons
The good news is that much of this waste can be avoided. With discipline, proper tools and regulation, you can redirect your budget to a smarter use of Microsoft 365. Below are some of the main strategies to adopt.
Downgrade Light Users
Not all users require an E3 or E5 license. For example, why give your receptionist a complete E5 license with enhanced compliance tools if they are only emailing and using Teams? By monitoring actual usage, you can downgrade such users to E1 or another lower-tiered plan without affecting productivity. Low-usage discovery utilities enable you to downgrade confidently without speculation.
Automate Offboarding of Ex-Employees
By automating offboarding processes, licenses are unassigned automatically once you mark an employee as departed. Use workflow tools like Power Automate linked to HR systems or forms to revoke access, remove group memberships, convert mailboxes and unassign licenses in one automated process.
Consolidate Overlapping Features
Review your security, compliance, collaboration and analytics tools to find overlaps. If your plan already offers advanced threat protection or endpoint detection, consider canceling redundant third-party tools. If Copilot add-ons duplicate other AI or automation tools that you already use, streamline them under one system.
Review Group and Shared Mailboxes
Many organizations mistakenly assign premium licenses to shared mailboxes, service accounts or inactive mailboxes. This doesn’t offer any functional benefits. Think about converting them to free shared mailboxes or archiving them to free up license slots. That way you ensure that your M365 budget is only spent on value-generating users.
Enable License Expiration Alerts and Governance Policies
Avoid waste in the future by setting up policy checks and notifications and make sure you respond as needed. Note down renewal dates for contracts so you don’t accidentally auto-renew unused licenses. Also, track levels of inactivity and flag for review licenses that have passed the threshold.
Make Microsoft 365 Work Smarter for You
Don’t let Microsoft 365 licenses and add-ons quietly drain your resources. Take control by reviewing how each license is used. When you match your tools with actual business needs, you save money, simplify management and improve productivity in your organization.
Optimizing your Microsoft 365 environment is all about getting the most value from what you already own. By using M365 security and Copilot add-ons wisely, your business can operate more efficiently and securely. If you are looking to better manage licensing and make smarter technology decisions, reach out to our team of experts who have helped organizations do exactly that. Let’s get started today.
Imagine being in an overstuffed office. Documents are piled on the shelves, files are stacked on desks, papers are stuffed into drawers and boxes are filling every corner. The more clutter there is means the harder it becomes to find what you need or work efficiently. It is also easy to misplace sensitive documents.Read more
Small businesses rely on technology to remain competitive in today’s world. It allows them to respond quickly to changing trends and to reliably communicate with staff and customers alike. That is why they must have a responsive and reliable IT environment. However, many small businesses fail to invest in the most critical component of their company. Rather than planning effective strategies, they instead employ reactive solutions and only respond to IT needs when something stops working. Read more
Reliable networking infrastructure is not a luxury for small businesses. It forms the backbone of operational productivity. Without it, small businesses can easily flounder to find direction in the vast digital landscape of modern business practices. Infrastructure can include wired workstations or wireless devices. All of these provide valuable functionality in today’s world. It is more important than ever to have a well-designed network capable of safeguarding data and providing scalability. Read more
What would happen if your business lost all of its data tomorrow? Would you be able to recover or would it grind your operations to a halt? Every small business runs on data which includes customer information, financial records, communications, product files and more. However, data security often falls to the bottom of the to-do list.
According to the Federal Emergency Management Agency (FEMA), 40% of small businesses never reopen after a disaster and another 25% shut down within one year. That is a staggering 65% failure rate due to a lack of preparation. Here is the good news. Protecting your data from disaster doesn't require a dedicated IT team or an enterprise budget. With the right strategy, tools and a little foresight, you can implement a backup and recovery plan that minimizes downtime and gives you peace of mind.
In this blog post, we will discuss practical and easy-to-follow advice to help you protect your data (your most valuable business asset).
How Important Are Regular Backups?
If you don't have regular backups, your business is one unexpected event away from potential collapse. Whether the threat is a hard drive failure, an employee mistake or a flood that wipes out your office, losing data can derail your business overnight.
It is not just about catastrophic events. Everyday occurrences (like someone accidentally deleting a file or clicking on a malicious link) can result in data loss. According to TechNewsWorld, cyberattacks targeting small businesses have risen steadily in the past decade. Industries governed by regulatory compliance (like healthcare, finance or legal services) face stiff penalties if they can't produce secure and reliable backups when audited.
Simple Backup and Recovery Plans
Not sure where to start with protecting your business data? Here are some simple and effective backup and recovery plans that every small business can use.
Know Your Storage Limits
It is easy to assume your backups are working until you get that dreaded alert: "Backup Failed - Storage Full." Small businesses often outgrow their storage capacity without realizing it.
To avoid data disruptions:
- Audit your storage monthly to track how quickly you are using space.
- Enable alerts so you are notified before hitting limits.
- Clean up old, duplicate or unused files regularly.
Pro tip:
Always leave 20-30% of your backup storage free. This buffer ensures there is room for emergency backups or unexpected file growth.
Use a Cloud Service
Cloud storage has revolutionized small business data protection. These services offer affordable, flexible and secure off-site storage that keeps your data safe even if your physical office is compromised.
Look for cloud services that offer:
- Automatic and scheduled backups
- End-to-end encryption
- Access across all devices
- Version history and recovery tools
Popular options include Microsoft OneDrive, Google Workspace, Dropbox Business and more robust solutions such as Acronis, Backblaze or Carbonite.
Cloud backups are your first line of defense against local disasters and cyber threats.
Automate Your Backup Schedule
Manual backups are unreliable. People forget. They get busy. They make mistakes. That is why automation is key.
Set your systems to back up:
- Daily for mission-critical data
- Weekly for large system files and applications
- Monthly for archives
Bonus tip:
Run backups after business hours to avoid interfering with employee productivity. Tools like Acronis, Veeam and Windows Backup can automate schedules seamlessly.
Test Your Recovery Plan
A backup plan is only as good as its recovery. Many businesses don't test their backups until they are in crisis and then discover their files are incomplete or corrupted.
Run quarterly disaster recovery drills. These help you:
- Measure how fast files can be restored
- Identify gaps in your backup process
- Ensure key team members know their roles
Recovery time objectives (RTO) and recovery point objectives (RPO) are critical metrics. Your RTO is how long it takes to resume operations while your RPO is how much data loss you can tolerate. Define and measure both during your test runs.
Keep a Local Backup for Fast Access
Cloud storage is powerful but local storage is your speed advantage. Downloading massive files from the cloud during an outage can take time. That is where external hard drives, USBs or NAS systems come in.
Benefits of local backups include:
- Rapid recovery times
- Secondary layer of security
- Control over physical access
Secure your drives with encryption, store them in a locked cabinet or fireproof safe and rotate them regularly to prevent failure.
Educate Your Team
Your employees can either be your biggest risk or your strongest defense. Most data breaches happen due to human error. That is why training is crucial.
Every employee should know:
- Where and how to save data
- How to recognize phishing and malware attempts
- Who to contact during a data emergency
Hold short monthly or quarterly training sessions. Use mock phishing emails to test awareness. Keep a simple emergency checklist posted in shared areas.
Remember that empowered employees make smarter decisions and make data safer.
Keep Multiple Backup Versions
One backup is good. Multiple versions? Even better. Version control protects you from overwrites, corruption and malicious attacks.
Here are the best practices for version control:
- Retain at least three previous versions of each file.
- Use cloud services with built-in versioning (like Dropbox or OneDrive).
- Keep snapshots of your system before major updates or changes.
This allows you to restore data to a known good state in case of malware, accidental changes or corrupted files.
Monitor and Maintain Your Backups
Backup systems aren't "set it and forget it". Like any other technology, they need care and maintenance.
Establish a maintenance routine:
- Review backup logs weekly
- Check for failed or missed backups
- Update your backup software
- Replace aging hardware on schedule
Designate a "data guardian" who will be responsible for oversight and reporting. Regular maintenance avoids nasty surprises when you need your backups most.
Consider a Hybrid Backup Strategy
Many small businesses find success using a hybrid backup strategy that combines both local and cloud backups. This approach provides flexibility, redundancy and optimized performance.
Benefits of a hybrid backup strategy:
- Fast recovery from local sources
- Off-site protection for major disasters
- Load balancing between backup sources
For instance, you could automate daily backups to the cloud while also running weekly backups to an encrypted external drive. That way you are covered from every angle.
What to Do When Disaster Strikes
Even with the best backup plans, disasters can still happen. Whether it is a ransomware attack, an office fire or someone accidentally deleting an entire folder of client files, the real test comes after the crisis hits. Here is how to keep a cool head and take control when your data is on the line:
Assess the Damage
Take a step back and figure out what was affected. Was it just one system? A whole server? It is crucial to quickly evaluate what data and systems have been compromised. Understanding the scope of the damage will help you prioritize your recovery efforts and focus on the most critical systems first to prevent further damage or loss.
Activate Your Recovery Plan
This is where your preparedness pays off. Use your documented recovery steps to restore your data. If you have cloud-based backups or automated systems, begin the restoration process immediately. Always start with the most crucial data and systems to minimize downtime. Your recovery plan should be detailed and guide you through the process with minimal confusion.
Loop in Your Team
Clear communication is essential during a disaster. Notify your team about the situation (especially key departments like customer service, IT and operations). Assign tasks to staff members so everyone knows what needs to be done. Regular updates and transparency reduce anxiety, keep morale up and help ensure that recovery proceeds smoothly without added stress.
Document What Happened
Once the dust settles, take time to document everything that occurred. What was the root cause? How long did the recovery take? Were there any hiccups? This post-mortem analysis is key to improving your disaster recovery strategy. By learning from the event, you can refine your processes and prevent similar issues in the future to strengthen your system's resilience.
Test the Recovery Process
It is not enough to have a recovery plan on paper. You need to verify that it works in practice. After an incident, test your recovery steps regularly to ensure that backups are functional and can be restored quickly. Simulated drills or periodic tests can help identify weak spots in your plan before a real disaster strikes and allow you to address any issues in advance.
Disaster-proofing your data is a smart investment as the cost of lost data (measured in lost revenue, damaged reputation and potential regulatory fines) far outweighs the effort to prepare. To ensure your business is protected, set up both cloud and local backups, automate and test your recovery processes, educate your staff, monitor storage and rotate hardware. With a solid backup and recovery plan in place, your business will be ready to weather any storm from natural disasters to cyberattacks or even the occasional spilled coffee. Don't wait for a crisis to act.
Data disasters strike without warning. Is your business protected? Get custom backup solutions that ensure zero downtime, automatic security and instant recovery. When disaster hits, the best backup isn't an option. It is a necessity.
Contact us today to get started!
You lock your office at night so why leave your business’ digital door unlocked? Without clear IT policies, many small businesses are doing just that. Technology powers everything from customer data to daily operations. The good news is that creating strong IT policies doesn’t need to be complicated.Read more
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Websites store and use user data to personalize content, show ads and make the user experience better. This can include everything from basic data like the type of browser and IP address to more private data like names and credit card numbers. It is important for people to know how this information is gathered, used and shared. In this piece, we will talk about how websites use user data, the best ways to share data and why data privacy is important.
What Is Data Collection on Websites?
It is normal for websites to collect data which means getting information about the people who use them. This can be done in a number of ways such as using cookies (which store information on your computer so that they can recognize you on different websites). Websites also get information from the things people do on them like when they click, scroll and fill out forms. This information is often used to improve the user experience by showing them more relevant ads and custom content.
Websites usually gather two kinds of information: first-party data (which comes from the website itself) and third-party data (which comes from outside sources like advertising). First-party data includes things like past purchases and browsing history. Third-party data could include demographic information or hobbies gathered from other websites.
Not only does the website gather information about its users but it also shares that information with other businesses. For example, social media sites like Google and Facebook put tracking codes on other websites to learn more about how people use the internet. After that, this information is used to better target ads.
Gathering data brings up important concerns about safety and privacy. People who use the service should know how their information is being shared and used. This knowledge is very important for keeping users' trust in websites.
In the next section, we will discuss how data sharing works and its implications.
How Does Data Sharing Work?
Data sharing is the process of making data available to multiple users or applications. It is a common practice among businesses and institutions that is often facilitated through methods like File Transfer Protocol (FTP), Application Programming Interfaces (APIs) and cloud services. Data sharing can enhance collaboration and provide valuable insights but also poses significant privacy risks if not managed properly.
Understanding Data Sharing Methods
Data sharing methods vary based on the type of data and the parties involved. For instance, APIs are widely used for real-time data exchange between different systems while cloud services provide a centralized platform for accessing shared data. Each method has its advantages and challenges in terms of security and privacy.
Challenges In Data Sharing
One of the main challenges in data sharing is ensuring that sensitive information remains secure. Implementing robust security measures such as encryption and access controls is crucial to prevent unauthorized access. Additionally, data sharing must comply with privacy laws like GDPR and CCPA (which require transparency and user consent).
Data sharing also involves ethical considerations such as ensuring that data is used for its intended purpose and that users have control over their information. This requires establishing clear data governance policies and maintaining detailed records of shared data.
In the next section, we will delve into the best practices for managing user data on websites.
How Should Websites Manage User Data?
Managing user data effectively is essential for building trust and ensuring compliance with privacy regulations. Collecting only necessary data reduces the risk of breaches and simplifies compliance. Websites should also implement secure data storage solutions (such as encryption) to protect user information.
Best Practices for Data Management
- Transparency and Consent: Websites should clearly communicate how user data is collected and used. Users should have the option to opt-in or opt-out of data collection and they should be able to access, modify or delete their personal information.
- Data Minimization: Collecting only the data that is necessary for the website's functionality helps reduce the risk of data breaches and improves compliance with privacy laws.
- Secure Data Storage: Encrypting data both at rest and in transit ensures that it remains secure even if intercepted. Regular security audits and updates are also crucial to prevent vulnerabilities.
- User Control: Providing users with tools to manage their data preferences fosters trust and accountability. This includes options to download, edit or delete personal information.
By following these best practices, websites can ensure that user data is handled responsibly and securely.
In the next section, we will explore the importance of data privacy and compliance.
Why Is Data Privacy Important?
Data privacy is a fundamental right that ensures individuals have control over their personal information. Organizations must implement processes and controls to protect the confidentiality and integrity of user data. This includes training employees on compliance requirements and using technical tools like encryption and access management.
Data privacy regulations (such as GDPR and CCPA) impose strict penalties for non-compliance. Therefore, it is essential for organizations to develop comprehensive data privacy frameworks that include obtaining informed consent, implementing data encryption and ensuring transparency in data usage.
Ensuring Compliance
Ensuring compliance with data privacy laws requires ongoing efforts. This includes regularly reviewing and updating privacy policies, conducting security audits and maintaining detailed records of data processing activities.
Building Trust Through Transparency
Transparency is key to building trust with users. Websites should provide clear and accessible information about how personal data is used and shared. Users should also have easy options to withdraw consent or manage their data preferences.
In the final section, we will discuss how users can protect their data and what steps they can take to ensure their privacy online.
How Can Users Protect Their Data?
Users can take several steps to protect their data online. Using privacy-focused browsers and extensions can help block tracking cookies and scripts. Additionally, being cautious with personal information shared online and regularly reviewing privacy settings on social media platforms are important practices.
Users should also be aware of the data collection policies of websites they visit. Reading privacy policies and understanding how data is used can help users make informed decisions about their online activities.
Tools For Data Protection
Several tools are available to help users protect their data. VPNs can mask IP addresses and encrypt internet traffic while password managers can secure login credentials. Regularly updating software and using strong and unique passwords are also essential for maintaining online security.
Educating Yourself
Educating oneself about data privacy and security is crucial in today's digital age. Understanding how data is collected and used can empower users to make better choices about their online activities.
Understanding how websites use and share user data is essential for maintaining privacy and security online. By following best practices for data sharing and privacy, both websites and users can ensure a safer and more transparent digital environment
Take Action to Protect Your Data
If you are concerned about how your data is being used online, it is time to take action. At our company, we specialize in helping individuals and businesses navigate the complex world of data privacy and security. Whether you need guidance on implementing privacy policies or securing your online presence, we are here to help. Contact us today to learn more about how you can protect your data and ensure a safer digital experience.
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Everything is digital in today's world. We deal with data every day from personal photos to work files that hold a lot of value. What happens if you lose that? This is the reason behind doing a secure data backup. Let’s go through some best practices to keep your data safe and secure.
What is Data Backup?
Data backup refers to the creation of a copy of your data. The copy can be used in the event of loss or destruction of the original data. Backups can be stored on various devices (such as external hard drives) or in the cloud. Having a backup ensures you don’t lose important information.
Why Is Secure Backup Important?
Backing up will save your data from being lost forever. Sometimes computers crash or get viruses. Other times, you may delete some important files accidentally. If you do not have a backup, you could lose everything. Backing up your data keeps it safe from these problems.
How Often Should You Back Up Your Data?
Backing up your data is very important and should be done regularly. Some people back up their data every day while others do it on a weekly basis. It depends on how often your data changes. If you have important files that change daily, you should back them up every day. Regular backups mean you will always have the latest version of your files.
What Are The Different Types of Backups?
There are several types of backups you can use:
Full Backup
A full backup copies all your data. It takes more time and space but is very thorough.
Incremental Backup
An incremental backup only copies new or changed files since the last backup. It saves time and space.
Differential Backup
A differential backup copies all changes made since the last full backup. It is faster than a full backup but takes more space than an incremental one.
Where to Store Your Backups
The place of storage for your backups is an important consideration:
External Hard Drives
These are physical devices you can store at home or at work. It is convenient but they can get lost or damaged.
Cloud Storage
It keeps your backups online so it is safe from any form of physical damage. It is also easily accessible from any location.
Offsite Storage
Offsite storage means keeping backups in a different location than your main data. This protects against theft or natural disasters.
How Can You Ensure Your Backups Are Secure?
Keeping your backups secure is as important as making them:
Use Encryption
Encryption scrambles your data so only you can read it. This keeps it safe from hackers.
Set Strong Passwords
Use strong passwords for all your backup accounts and devices. This prevents unauthorized access.
Regularly Test Your Backups
Testing ensures that your backups work properly. Try restoring a file to make sure everything is correct.
What Tools Can Help With Data Backup?
Many tools can help automate and manage backups:
Backup Software
Backup software can schedule and perform backups automatically. This makes it easier to keep up with regular backups.
Cloud Services
Many cloud services include automatic backups in their package. They provide extra security features too.
What Should You Avoid In Data Backup?
Here are some of the common mistakes to avoid while backing up your data:
Not Having Multiple Copies
Always have more than one copy of your backup in different places.
Ignoring Security Updates
Keep all backup software and devices updated to protect against new threats.
How Can You Make A Backup Plan?
Creating a backup plan helps you get organized by:
- Determining what data should be backed up.
- Frequency of backups.
- Where the backups will be located.
- Reminders to test regularly.
Take Action To Protect Your Data Today!
Don’t wait until it is too late to protect your data. Start backing up today! Secure your important files by following these best practices for data backup. If you need help setting up a secure backup system, contact us today!