When it comes to protecting your business email, relying on just a password is no longer enough. Multi-factor authentication (MFA) adds an extra layer of security by requiring users to verify their identity using two or more methods—typically something they know (a password) plus something they have (a phone app or text code). This simple step significantly reduces the risk of unauthorized access, even if a password is compromised.
Why this matters for Canadian SMBs
Email is often the primary way your team communicates internally and with customers, suppliers, and partners. A hacked email account can lead to serious consequences: downtime while you recover, loss or theft of sensitive data, damage to your reputation, and potential regulatory scrutiny under Canadian privacy laws. Cybercriminals frequently target Microsoft 365 accounts because they often have broad access to company information and cloud files.
For example, imagine a typical Canadian company with 50 employees using Microsoft 365. If an employee's email is compromised due to a stolen or guessed password, attackers could send phishing emails from that account, tricking others into sharing confidential information or making payments to fraudsters. This can cause operational disruption and erode customer trust, both costly to repair.
A real-world scenario
One mid-sized business in Ontario experienced a phishing attack after an employee reused a weak password. The attacker accessed the employee's email and sent fake invoices to customers. The company faced delays in payments and had to spend weeks restoring trust and cleaning up the breach. Their managed IT provider helped by enabling MFA across all accounts, setting up staff training, and monitoring for suspicious activity, which greatly reduced the risk of repeat incidents.
Practical steps to improve your email security
- Ask your IT provider: Do you enforce multi-factor authentication for all Microsoft 365 email accounts? How do you handle exceptions or temporary access?
- Review your current setup: Check if MFA is enabled for all users in your Microsoft 365 admin portal.
- Implement a password policy: Require strong, unique passwords and discourage reuse across services.
- Train your staff: Provide basic cybersecurity awareness, including recognizing phishing attempts.
- Monitor access logs: Regularly review sign-in activity for unusual locations or devices.
- Plan for recovery: Ensure you have secure backups of email data and a clear incident response plan.
Enabling multi-factor authentication is a straightforward, cost-effective step that can greatly reduce your risk of email compromise. To ensure it fits your business needs and is properly implemented, consider discussing your email security with a trusted managed IT provider or IT advisor familiar with Canadian SMB environments. They can help you balance security, user convenience, and compliance without unnecessary complexity.