For most modern SMBs, the "office" isn't a building anymore—it's Microsoft 365 or Google Workspace. It’s where your emails live, your files are stored, and your team collaborates.
But here is the uncomfortable truth: Creating an account doesn't mean you are secure.
Out-of-the-box settings for these platforms prioritize convenience and compatibility over security. For a small business, this "default" state can be a direct path to a data breach.
The "Default Settings" Trap
When you set up a new Microsoft 365 tenant or Google Workspace organization, many critical security features are often turned off or set to "optional."
Why? Because security adds friction. Enforcing Multi-Factor Authentication (MFA) slows down logins. Restricting external file sharing makes collaboration harder. Vendors want you to have a smooth "Day 1" experience, so they leave the doors unlocked.
Common Risky Defaults:
- MFA Optional: allowing users to log in with just a weak password.
- External Sharing Open: allowing employees to share sensitive folders with any email address on the internet.
- Legacy Protocols Enabled: supporting old email apps that bypass modern security checks.
- Unlimited Guest Access: created for teams usage that was never revoked.
What is SaaS Security Posture Management (SSPM)?
You might have heard of "Network Security" (firewalls) or "Endpoint Security" (antivirus), but SaaS Security Posture Management (SSPM) is about locking down your cloud apps.
For an SMB, it means answering simple but critical questions:
- Who has admin access to our email system?
- Do all users have MFA enforced?
- Are there any auto-forwarding rules sending our company email to personal accounts?
- Which files are publicly accessible via a link?
5 Critical Steps to Secure M365 & Google Workspace
You don't need a dedicated security engineer to improve your posture significantly. Start with these five steps:
1. Enforce MFA Everywhere
This is non-negotiable. 99.9% of account compromise attacks are blocked by MFA.
- M365: Enable "Security Defaults" or Conditional Access policies.
- Google: Enforce 2-Step Verification for the entire organization.
2. Block Legacy Authentication
Older email protocols (like IMAP/POP3) act as a backdoor because they don’t support MFA. Attackers love them.
- Action: Go to your admin panel and disable legacy authentication protocols.
3. Review External Sharing Settings
Employees often share a link to "Anyone with the link" for convenience. This means your financial data could be indexed by search engines.
- Action: Change default sharing link type to "Specific People" or "People in your organization."
4. Alert on Suspicious Mail Forwarding
A common hacker tactic after compromising an account is to set up an auto-forward rule to send all incoming mail to an external address. This allows them to spy on you silently.
- Action: Configure alerts for any new mail forwarding rule creation.
5. Audit Third-Party Apps
Have your employees used their work Google/Microsoft account to sign up for random survey tools, PDF converters, or games? These apps often request permission to read your emails or drive.
- Action: Review "Enterprise Applications" (M365) or "Third-party app access" (Google) and revoke unused or suspicious apps.
How AIOpenSec Helps
Checking these settings manually is tedious, and they change often.
AIOpenSec's SaaS Security module connects directly to your Microsoft 365 or Google Workspace environment. It acts as an automated auditor that:
- Continuously scans your configuration against best practices (CIS Benchmarks).
- Alerts you to dangerous changes (like MFA being disabled for a user).
- Identifies risky external file sharing.
- Provides one-click guidance on how to fix issues.
Learn more:
Don't assume the cloud is secure just because it's hosted by a tech giant. It is a shared responsibility model: they secure the infrastructure; you must secure your configuration.