Microsoft Teams Security Best Practices: Safeguarding Collaboration in a Digital Era

Microsoft Teams has become the heartbeat of communication and collaboration in the modern workplace. From project planning to file sharing and virtual meetings, it empowers productivity at scale. But as organizations lean into its capabilities, a critical question arises: How secure is Microsoft Teams?

Security in Teams isn't just a technical consideration—it’s a business-critical priority. With cyber threats on the rise and compliance rules tightening, putting Microsoft Teams data security best practices in place is key to keeping your data safe, staying organized, and earning users’ trust.

Microsoft Teams Security Concerns: Is It Secure?

Yes—when properly configured and managed. Microsoft Teams runs on Microsoft 365’s enterprise-grade foundation and comes packed with built-in security features that help keep your data and conversations safe. However, its effectiveness depends on consistent governance, policy enforcement, and informed user behavior.

Key Microsoft Teams Security Features

Before diving into best practices, let's take a look at the security foundation Microsoft Teams offers:

Identity and Access Management

• Features like Single Sign-On (SSO), Multi-Factor Authentication (MFA), and Conditional Access ensure that only authorized users gain access.

Data Encryption

• All Teams data is encrypted both in transit and at rest to ensure end-to-end data protection.

Compliance and DLP

• Integrates with Microsoft Compliance Center and supports custom Data Loss Prevention (DLP) policies

Threat Protection

• Advanced Threat Protection (ATP), Safe Links, and Safe Attachments provide an extra layer of defense against malware and phishing.

Auditing and Reporting

• Comprehensive audit logs and security reports help track activity and identify potential threats.

How to Secure Microsoft Teams

1. Strengthen Identity and Access Control

Teams permissions often shift as roles change and projects evolve. Properly managing Microsoft Teams user access and permissions is your first line of defense.

Enable Multi-Factor Authentication (MFA)

• Require users to verify their identity using multiple methods to prevent unauthorized access.

Strong password policies

• Encourage complexity (combo of letters, characters, symbols) and regular updates to reduce account vulnerabilities.

Conditional Access policies

• Restrict or grant access based on device compliance, geographic location, or even user role.

Use Role-Based Access Control (RBAC)

• Assign permissions according to job function—limiting unnecessary access.

Regularly audit and update user access

• Regularly remove inactive users, update access, and restrict unnecessary privileges—a task that can be streamlined with our Workspace Review feature.

Manage guest and external access

• Restrict access and grant only the necessary permissions to ensure secure collaboration and effective management of Microsoft Teams guest access security.

Get more out of Teams by downloading our Microsoft Teams 101 guide

2. Lock Down Meetings & Communication

Meetings are more than conversations—they’re collaborative spaces where sensitive information is shared. Strengthen your Microsoft Teams meeting security by:

Locking meetings

• Prevent uninvited participants by locking meetings after all expected attendees have joined.

Manage meeting attendees

• Restrict who can present and control screen sharing through moderation settings.

Restrict screen sharing

• Allow only designated users to share content to reduce the risk of data leaks.

Control meeting recordings

• Store recordings in OneDrive or SharePoint with proper permissions to protect file security.

3. Protect Shared Files and Sensitive Information

Shared files, links, and data are frequent targets for cyberattacks. Safeguard your sensitive information by with these Microsoft Teams secure file-sharing tips:

Deploy DLP policies

• Prevent unauthorized sharing of sensitive data like personal identifiers or financial information.

Apply Sensitivity Labels 

• Automatically classify and protect files based on their sensitivity level.

Activate Safe Links and Safe Attachments

• Protect users from malicious links and files in real time—a core element of Microsoft Teams file sharing security.

Use Private Channels for sensitive projects

• Limit visibility and keep critical conversations siloed by isolating confidential discussions.

Encrypt all data

• Ensure data is encrypted in transit and at rest—this is non-negotiable for Microsoft Teams data protection.

4. Enforce Security-Focused Governance

Technology alone isn’t enough. Teams security also depends on policies, monitoring, and user behavior. 

Archive or delete inactive Teams

• Reduce sprawl and security risk by cleaning up unused workspaces.

Keep software updated

• Apply Teams updates and patches promptly to mitigate known vulnerabilities.

Control app integrations

• Only permit verified, secure third-party apps that meet your organization's standards.

Provide end-user training

• Educate users on Microsoft Teams security policy, phishing awareness, and secure file sharing.

Monitor with Microsoft Purview & Defender

• Security monitoring tools, such as audit logs and activity reports, can help identify unusual behaviors and support compliance efforts. Set alerts, audit user actions, and track suspicious behavior across Teams.

Ensure regulatory compliance

• Align Teams usage with standards like GDPR, HIPAA, and ISO 27001.

Validate public Teams and assign multiple owners

• Validate their purpose, assign multiple owners, and monitor regularly to avoid common Microsoft Teams security issues.

Taking Security Seriously

Microsoft Teams security is not a one-time setup—it’s an ongoing process. It requires the right tools, clear policies, and a culture of shared responsibility.

Solutions like Orchestry make securing Microsoft Teams easier. With features for governance, lifecycle management, and policy automation, Orchestry helps IT teams take control of Microsoft Teams access control, file sharing security, and data governance at scale.

From securing team creation and guest access to automating policies that keep your environment clean and compliant, Orchestry empowers IT teams to take control of Microsoft Teams with confidence. By combining these capabilities with vigilant user training and ongoing monitoring, you can ensure that Teams remains not just a productivity hub, but a secure one.

Want to strengthen your Microsoft Teams environment?

Download our free Microsoft Teams 101 Guide to learn how to create a secure, scalable, and well-managed digital workplace from day one.