What is Office 365 Privacy?

Reading Time: 4 minutes
What is Office 365 Privacy?
Reading Time: 4 minutes

The Office 365 Privacy guide the collection and use of information about Microsoft clients and partners and give their employees a clear framework to ensure that such data is managed adequately.

Microsoft employs many full-time privacy professionals, with hundreds of other employees helping to ensure that privacy policies, procedures, and technologies apply to Microsoft products and Microsoft services.

Microsoft monitors your use of Office 365 privacy, just as it does with Windows and other products and services. The purpose of this data collection, says Microsoft, is to improve the software and give you a more personalized experience.

Collecting certain data is also necessary for Office-specific functions, so you can not completely turn off the tap without hindering your ability to use the software. However, knowing what data Microsoft collects about you and why can be informative and helpful.

The advancement and increasing adoption raise crucial policy considerations, including shared data storage, geolocation, transparency, accessibility, and security.

Moreover, conflicting legal obligations and competing claims of government jurisdiction over data usage limit cloud computing services and their adoption. Various privacy rules, data retention, and other issues cause ambiguities and significant legal challenges.

Microsoft is robust in its commitment to protecting the privacy of its customers. Microsoft has been dealing with privacy issues related to cloud computing and online services since the launch of the Microsoft Network in 1994.

Microsoft truly understands that strong privacy protections are essential to building trust in the cloud and helping cloud computing reach its full potential. That’s why the Microsoft Office 365 cloud was created with solid personal data processed protection and a dedicated team of privacy professionals.

Check the Office 365 privacy settings

You can view and check your privacy settings directly from any Office 365 program, including Word, Excel, and PowerPoint. The package offers dedicated Microsoft account privacy settings that allow you to read Office data collection FAQs and choose which settings to enable or disable.

Extra versions of Office provide access to privacy settings, but for this article, the main focus is on Office 365.

To get started, open Word, Excel, or PowerPoint. Click the File menu, select Account, and click the Manage Settings button under Account Privacy.

In case this button is not available, you can get there by going a long way:

  • Click on File
  • select Options
  • Click on the Trust Center
  • Click the Trust Center Settings button
  • Click the Privacy Settings button, and the Privacy Settings screen will appear

Are my Documents and Information Secure on Office 365?

There is a lot of skepticism among users about the security of information stored on cloud services and servers. Usually, when we make a presentation, the number one question is, “Will my documents be secure in Office 365?” Suppose you look back at how security was handled a few years ago. In that case, you will recall that the companies relied on a state-of-the-art firewall around the data center office data center. These days it’s an entirely different story.

You have your company’s data center, online services, cloud storage, employees carrying their devices (BYOD), and other services that store data elsewhere. It is why you need to understand the risks and build an information management strategy in your organization.

Data Location Security and Access

Microsoft Data Centers are built to protect services and data from damage from natural disasters, environmental threats, or unauthorized access. Office 365 client data is stored in Microsoft data centers geographically distributed and protected by layers of defense security. Office 365 is specified for high availability and operates in geo-unneeded customer data centers with the possibility of automatic cancellation.

According to the work function, access to the data center is restricted 24 hours a day and is monitored employing motion sensors, video surveillance, and security alarms. Physical access controls include perimeter fencing, secure entrances, on-site security officers, continuous video surveillance, and real-time communication networks.

Independent Verification and Compliance

Office 365 is certified to meet the requirements specified in ISO 27001, the European Union (EU) Model Clauses, the Law on Transferability and Accountability of the Health Insurance Partner Agreement (HIPAA BAA), and the Federal Law on Information Security Management (FISMA), to name a few. Learn more about Office 365 Compliance Certificates.

Microsoft has built over 900 controls within the Office 365 compliance framework to stay updated with ever-evolving industry standards.

Data Encryption

This cloud-based service enables your organization to deliver confidential business communications with increased security. It allows users to send and receive an encrypted email directly from their desktops just as fast as regular email.

What is Privacy Management for Microsoft 365?

The Privacy Management is a tool that can be accessed from the Microsoft 365 Compliance Center and provides a contemporary way to manage and meet privacy requirements.

Artificial intelligence-based Privacy Management for Microsoft 365 is one of Microsoft’s latest products. It is an automated, scalable tool that enables the visibility of potential privacy risks, the protection of personal data, and privacy achievement. Unlike previous security solutions from Microsoft, Privacy Management offers a wide range of privacy-focused security features:

  • Identify immediate risks and threats to privacy. Data inventory management is a complicated process that is usually done manually. Privacy Management automatically helps find the volume and location of private data stored in Microsoft 365 client environments. The product uses customer mapping intelligence and data classification to demonstrate company privacy, related risks, and trends.
  • Automate privacy operations. The product allows the correlation of data processing signals across the M365 environment to provide insights that can help automate privacy policies using an out-of-the-box template or create custom policies to meet specific business needs.
  • Enable companies to build a culture resistant to privacy through employee education. Enabling your team members to process data security properly reduces many cost threats. Privacy management also Microsoft offers the option of recommending tips, activities, and training on various data.


Since Microsoft acknowledges that privacy and security are paramount customer concerns in the cloud, it is also notable to mention that the Microsoft team developed Office 365 from the ground up with solid location data protection in mind. Microsoft processes data with the data protection authorities utilizing premade data collection practices.

Microsoft acknowledges that cloud services often pose individual security and privacy issues for business, education, and government clients, so we have adapted our Office 365 management policies and programs to address customer issues, facilitate compliance and regulatory compliance in order to build more trust in the Office 365 privacy and cloud computing.