SharePoint is a powerful collaboration platform, but improper security settings can lead to data breaches, compliance issues, and unauthorized access. Organizations often make common security mistakes that put sensitive data at risk.
In this guide, we’ll cover:
✔ Top SharePoint security mistakes
✔ How to identify vulnerabilities
✔ Best practices to improve security
1. Overusing Default Permissions
🚨 The Mistake: Assigning default permissions without reviewing them.
Why It’s a Problem:
- Users may have more access than they need.
- Increases the risk of data leaks and accidental modifications.
How to Fix It:
- Use principle of least privilege (give users the minimum access needed).
- Regularly review and update permissions.
- Avoid assigning permissions at the individual level—use SharePoint groups instead.
2. Ignoring External Sharing Settings
The Mistake: Leaving external sharing enabled for all users without restrictions.
Why It’s a Problem:
- External users may still retain access even after a project ends.
- Anonymous sharing links can lead to data exposure.
How to Fix It:
- Go to SharePoint Admin Center > Policies > Sharing and set appropriate external sharing rules.
- Use expiration dates for shared links.
- Regularly audit guest access.
3. Not Enabling Multi-Factor Authentication (MFA)
The Mistake: Relying only on password authentication.
Why It’s a Problem:
- Weak or compromised passwords make it easy for hackers to gain access.
How to Fix It:
- Enable Multi-Factor Authentication (MFA) for all users via Microsoft Entra ID (Azure AD).
- Require MFA for external users.
4. Poor Governance of SharePoint Groups
The Mistake: Letting users create uncontrolled SharePoint groups.
Why It’s a Problem:
- Groups with broad permissions can lead to unauthorized access.
- Difficult to track who has access.
How to Fix It:
- Restrict group creation to IT administrators or approved users.
- Use Microsoft 365 Groups for controlled access.
5. Not Auditing Permissions Regularly
🚨 The Mistake: Assuming permissions remain unchanged over time.
Why It’s a Problem:
- Users change roles but still have old permissions.
- Orphaned accounts (users who left the company) may still have access.
How to Fix It:
- Conduct quarterly SharePoint permission audits.
- Use PowerShell or Microsoft 365 Compliance Center to generate permission reports.
- Remove inactive accounts from SharePoint groups.
6. Excessive Unique Permissions
The Mistake: Assigning too many unique permissions at the folder or document level.
Why It’s a Problem:
- Makes permission management difficult.
- Hard to track who has access to what.
How to Fix It:
- Use inherited permissions whenever possible.
- Limit custom permissions to only highly sensitive files.
7. Ignoring Security Alerts & Logs
The Mistake: Not monitoring Microsoft 365 Security Logs for suspicious activity.
Why It’s a Problem:
- No visibility into unauthorized access attempts.
- Hard to detect insider threats.
How to Fix It:
- Enable Microsoft 365 Defender alerts.
- Set up Power Automate workflows to notify admins of security changes.
- Regularly review the Audit Log in Microsoft Purview.
8. Using Outdated SharePoint Versions
The Mistake: Running an unsupported or outdated version of SharePoint.
Why It’s a Problem:
- Older versions may have unpatched security vulnerabilities.
- No support from Microsoft for SharePoint 2013 and earlier.
How to Fix It:
- Upgrade to SharePoint Online or latest SharePoint Server version.
- Apply security patches regularly.
9. Poor Data Loss Prevention (DLP) Policies
The Mistake: No Data Loss Prevention (DLP) policies to protect sensitive data.
Why It’s a Problem:
- Users can accidentally or intentionally share confidential data externally.
How to Fix It:
- Configure DLP policies in Microsoft Purview to detect sensitive data (e.g., financial, healthcare).
- Block unauthorized file sharing based on content classification.
10. Not Restricting Access to Admin Accounts
The Mistake: Granting too many users admin-level access.
Why It’s a Problem:
- A compromised admin account can lead to full SharePoint data loss.
How to Fix It:
- Limit Global and SharePoint Admin roles to essential users.
- Use Privileged Identity Management (PIM) to grant temporary admin access when needed.