How to Set Up an App Protection Policy in Office 365 for Maximum Security
In a digital-first workplace, protecting sensitive business data is a mission-critical task. Microsoft Office 365 is based on a powerful framework for app protection policies and enables strong security for mobile and desktop apps accessing organizational content. These policies, which are a part of Microsoft Intune in the larger Microsoft 365 offerings, help IT administrators enforce security settings on apps to limit leaks of sensitive data.
This guide will step you through the process of configuring an App Protection Policy (APP) in Office 365, along the way drawing attention to the important considerations to increase security.
What Are App Protection Policies?
App Protection Policies are rules used to help protect corporate data for mobile and desktop apps from being accessed on managed or unmanaged devices. These policies govern how an app may behave, enforce encryption, prohibit sharing of certain data with apps not meeting the conditions of use, and establish rules for user authentication.
Adoption of APP can help organizations:
- Redact application-level data.
- Avoid leaks of sensitive data due to accidents.
- Write code to comply with regulatory guidelines.
Requirements To Setup App Protection Policies
Now, before we move on to setting it up, make sure you have:
Microsoft Intune Subscription: App protection policies are part of Microsoft Endpoint Manager and available with an Intune license.
Supported Applications: Check to see if the apps your organization uses can be compatible with Intune, such as Microsoft Outlook, Teams and Office apps.
Licenses: Make sure users accessing corporate data have the right Microsoft 365 licenses.
Permissions: Access to Microsoft Endpoint Manager by Administrator.
How to Setup an App Protection Policy?
1. Sign in to Microsoft Endpoint manager
(i) Open a website browser to Microsoft Endpoint Manager: https://endpoint.microsoft.com/
(ii) Use Admin credentials to sign in.
2. Go to App Protection Policies
(i) Select Apps in the left-hand menu.
(ii) In the Policy section, select App protection policies.
3. Create a New Policy
(i) Click on + Create Policy.
(ii) Choose the platform (iOS or Android) that your policy will apply.
(iii) Give your policy a name that identifies it easily (for example, “Corporate Email Security Policy”).
4. Define Policy Settings
Policy Settings are divided to two Sections:
(i) Data Protection:
Set settings to protect company data such as:
- Strictly enforce app data encryption.
- Limit sharing Yes, only allowing sharing within apps managed by Intune.
- Restrict copy-paste access to non-managed applications.
(ii) Access Requirements:
Define authentication and conditional access measures, for example:
- Asking for PIN or biometric authentication before opening apps.
- Defining timeout intervals for re-authenticating.
- Device compliance enforcement for app usage.
5. Assign the Policy to Users
- Under the Assignments Tab, Choose User Groups to which to apply the policy.
- Hopefully the policy does only target corporate users and apps, so this isn’t at odds with personal data.
6. Test the Policy
- Try the policy out in a sandbox ahead of an organization-wide roll out.
- Monitor the impact of the policy and the desired outcome using Intune’s reporting capabilities.
Best practices to be safest Maximum Security:
1. Enable Conditional Access
Use Azure Active Directory Conditional Access to add App Protection Policies. Example, only work in certain region or be compliant device and location.
2. Regularly Update Policies
Security threats evolve all the time. Keep updating your policies on regular basis to fill up the possible gaps.
3. Educate End Users
Train employees on the policy implications and best practices for using sensitive apps. Policy changes Clear communication decreases pushback to policy changes.
4. Monitor Compliance
Track user compliance, pinpoint issues and take corrective actions via Microsoft Endpoint Manager’s analytics
5. Implement MFA (multi-factor authentication)
Combine app protection policies with MFA for enhanced protection. This is to make sure that even when few credentials are compromised in the case of a well-intentioned person getting his phone into the hands of a few bad people, it doesn’t get that easy for them.
Advantages of Application Protection Policies
1. Data Security Beyond Devices
APP protects an organization’s data in apps, regardless of endpoint (personal devices vs. corporate devices). For instance, it doesn’t allow any sensitive files opened in Microsoft Word to be shared over unapproved apps like WhatsApp.
2. Reduced Risk of Data Breaches
With restrictions on unauthorized actions such as screenshots, copy-pasting and data sharing, APP significantly reduces the risk of accidental or intentional data leak.
3. Flexibility for BYOD Policies
The Bring Your Own Device (BYOD) policies are spreading in modern workplaces. APP, which enables you to access your data and services securely on your smartphone or tablet whilst preserving your privacy.
Pain Points in Databasing and How to Tackle Them
- User Pushback on Restrictions:
App restrictions could be inconvenient for some employees. Therefore, counter this by explaining why data security is important and also giving effective alternatives to user friendly.
- Compatibility Issues:
First of all, not all apps support Intune policies. Collaborate with vendors or facilitate the use of Microsoft-certified applications.
- Misconfiguration Risks:
Coercive, top-down settings do not work in all cases. They should always test new policies on a pilot group and carefully review configurations.
Conclusion: App Protection Policy within Office 365
The creation of an App Protection Policy within Office 365, before the integration of corporate apps, is another safeguard to protect sensitive organizational data. These policies are a digital fortress, offering encryption, conditional access, and user-specific controls to create a secure and compliant environment. Implementing the steps and best practices enables organizations to provide a balanced view of security versus usability so employees can do their jobs quickly without compromising the integrity of corporate data.
For organizations looking to maintain their edge on the cyber security battlefield, App Protection Policies are no longer optional…they crucial. Take your first step today to build a safe, secure resilient workplace!
