Microsoft Excel, a cornerstone tool for data analysis, financial planning, and reporting, is widely used across various industries. With the shift towards cloud-based solutions, SharePoint has become a popular platform for storing and managing Excel documents. However, with this shift comes the challenge of protecting sensitive data. Here’s a comprehensive guide on how to safeguard your Excel sheets when they reside on SharePoint.
Why Secure Your Excel Files in SharePoint?
Storing files on SharePoint provides several advantages like collaboration, version control, and access from anywhere. But it also introduces new security concerns:
- Unauthorized access by external or internal users.
- Data breaches through hacking or malware.
- Accidental sharing of sensitive data due to user errors.
Setting Permissions
The first step in securing your Excel files in SharePoint is to set the right permissions:
1. Document Level Permissions
- Share the document with specific users or groups.
- Set permission levels - from view-only to full control.
2. Library and Site Level Permissions
- Configure permissions at the library level to limit access to folders containing sensitive Excel files.
- Create a separate library for sensitive documents.
3. Access Request Settings
- Allow or disable users from requesting access to documents.
- Set automatic approval or manual approval for access requests.
Password Protection
To add an extra layer of security, consider password-protecting your Excel files:
- Open the Excel file.
- Go to the File tab and select Info.
- Choose Protect Workbook and then Encrypt with Password.
- Enter a strong password and confirm it.
- Save the file back to SharePoint.
🔒 Note: Remember that password-protected files might impede collaboration. Ensure you communicate the password securely.
Using SharePoint Features
1. Information Rights Management (IRM)
- Enables you to set permissions on who can access, copy, or print documents.
- Use tools like Azure Information Protection (AIP) to control content access.
2. Version Control and Check-Out
- Enabling version control helps track changes and manage document integrity.
- Require documents to be checked out before they can be edited, preventing simultaneous changes.
3. Audit Logging
- SharePoint offers audit logs that record user actions on files. Regularly reviewing these logs can help detect unauthorized access or changes.
Other Security Measures
1. Two-Factor Authentication (2FA)
Enforce two-factor authentication for accessing SharePoint to add another layer of security:
- Turn on 2FA in Office 365 admin center.
- Users will need to verify their identity through an authentication app or SMS.
2. Document Classification
Classify your documents according to their sensitivity level:
- Set up a classification system like “Public”, “Internal Use”, or “Highly Confidential.”
- Use Azure Information Protection to apply visual markings and enforce access rules.
| Document Type | Classification | Security Measures |
|---|---|---|
| Financial Reports | Highly Confidential | IRM, 2FA, Encryption |
| General Office Docs | Internal Use | Permissions, Check-Out |
3. Regular Backups
Ensure your Excel files are backed up:
- Set up scheduled backups in SharePoint.
- Use third-party tools for additional offsite backups.
Monitoring and Maintenance
Security is an ongoing process:
- Regularly review and update permissions.
- Conduct periodic security audits.
- Keep up with Microsoft’s updates and security patches for SharePoint.
By implementing these measures, you can significantly reduce the risk associated with storing sensitive Excel documents on SharePoint. Remember, security is about layers - each step contributes to a more robust defense of your data.
The final thought is to maintain vigilance. Regularly assess the security status of your SharePoint environment, especially when there are changes in personnel, organizational structure, or external threats. With diligent management and the right tools, your Excel sheets in SharePoint can be as secure as they are accessible.
How often should I review my SharePoint permissions?
+
It’s advisable to review SharePoint permissions at least quarterly or whenever there are significant changes in staff or project scope.
Can I restrict copying or printing of an Excel file in SharePoint?
+Yes, by using Information Rights Management (IRM), you can control whether a file can be copied, printed, or forwarded.
What if I forget the password to my encrypted Excel file?
+If you forget the password, unfortunately, there’s no way to retrieve the content of the file. Always store passwords in a secure password manager or use Azure Information Protection for better management.
