Microsoft 365 security: Why administrators absolutely need MFA

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    Microsoft 365 admin accounts are the heart of your IT environment. Anyone who has access here can delete data, block users or disable security rules. However, this power also entails considerable risks. That’s why it’s essential for every company to set up multi-factor authentication (MFA) for administrators to ensure an additional level of security and protect the integrity of your data. Why administrators absolutely need MFA.

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    Microsoft 365 security: Why administrators absolutely need MFA 2

    Risks without MFA in Microsoft 365

    The introduction of MFA ensures that even in the event of password theft, access to critical data and functions remains protected. This is particularly important in today’s world, where cyber attacks are becoming increasingly sophisticated.

    • Password theft: Phishing (fraudulent e-mails) or data leaks are enough for hackers to gain access.
    • Complete access for attackers: A compromised admin account allows user accounts to be created, rights to be changed and confidential data to be copied.
    • High costs and damage: Data loss, business interruptions and massive reputational damage can be the result.
  • In addition to the risks posed by a hacker attack, there are also internal threats that can arise due to inadequate access controls. For example, a disgruntled employee who has access to administrator rights can deliberately or unknowingly put data at risk.
  • Another example is the case of a company that lost all its user information and financial data due to a hacked admin account, resulting in a huge financial loss and a loss of trust among customers.
  • In 2022, numerous companies reported security incidents caused by a lack of MFA protection measures. These incidents led to high costs for rectifying the security gaps and rebuilding the company’s image.

    • The problem: Too many global administrators

    An example of this issue could be a medium-sized company that has several global administrators but has not defined clear guidelines for access to these accounts. This can lead to employees being given unnecessary access, which in turn leads to increased risk.

    In many companies, global administrator rights are granted too lightly without considering the potential consequences. This can lead to a significant security risk, as global administrators have unrestricted access to all data and settings.

    In many companies, global administrator rights are assigned too lightly.

    The “Global Administrator” role enables:

    • the deletion of all company data,
    • the removal or blocking of all users,
    • the deactivation of safety functions.

    Best practice: Designate only a few global administrators and use specific roles such as “Exchange admin” or “Teams admin” instead. These measures significantly reduce the risk of misuse of administrator rights. Regular checks of access rights are also advisable.

    Set up MFA – the second protective shield

    In addition, training should be provided for all employees to raise awareness of security risks. This can be done through workshops and regular meetings in which current threats and prevention measures are discussed.

    Set up MFA – the second protective shield

    Multi-factor authentication (MFA) means that you not only log in with your user name and password, but also use a second factor. This step is crucial to increase the security of the Microsoft 365 environment and protect access to critical data. Examples of MFA methods are:

  • The use of a fingerprint or face scan to enable access.
  • In addition, companies can also consider biometric authentication methods, which offer an additional layer of security.
    • App on the smartphone (e.g. Microsoft Authenticator),
    • SMS code,
    • or a security key (FIDO2 key).

    This makes a stolen password useless – a crucial step for Microsoft 365 security. MFA can usually be implemented for all users within a few hours and requires minimal effort.

    In addition, companies should regularly review and update their MFA methods to ensure that they comply with the latest security standards.

    Effort: Fast and effective

  • User-friendliness: Many MFA methods are easy to use and do not require extensive employee training.
  • Flexibility: MFA can be implemented in various ways, depending on the company’s security requirements.
  • Additional security: The combination of several authentication methods makes it almost impossible for attackers to gain unauthorized access to accounts.

    • Setting up MFA is straightforward and can be implemented quickly by IT administrators. Some of the advantages of implementing MFA are listed below:

    Our goal is to work together to close the biggest security gaps in your Microsoft 365 environment – a small step with a huge impact. We offer you not only technical support, but also training and resources to prepare your team for the new security standards.

    • Setup: Only a few minutes per user.
    • Training: Can be implemented in just a few hours for all employees.
    • Result: A huge security gain with minimal effort.

    OIT from Osnabrück supports the implementation

    Our expert for Microsoft 365 and security, Dominik Zumstrull, together with the OIT team from Osnabrück, helps with the secure setup of MFA and the optimal distribution of roles. Together, we analyze your existing infrastructure and identify potential vulnerabilities.

    Our expert for Microsoft 365 and security, Dominik Zumstrull, together with the OIT team from Osnabrück, helps with the secure setup of MFA and the optimal distribution of roles. Together, we can close the biggest security gaps in your Microsoft 365 environment – a small step with a huge impact.

    Dieser Beitrag ist auch verfügbar auf: Deutsch (German)

    Updated on 7. September 2025
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