Read time: 5 minutes
Summary: To control Microsoft 365 third-party apps, restrict user consent, review enterprise apps periodically, implement admin consent over user consent, monitor OAuth permissions, enable Conditional Access policies, and remove unused applications.
Global firms of almost every domain prefer Microsoft for its unmatchable and easy-to-use features globally. Along with various services, features, and applications, organizations also rely on Microsoft third-party apps to extend the capabilities of Microsoft 365. As they improve collaboration and simplify business processes, they also come with various risks related to potential security, compliance, governance, etc.
Microsoft third-party apps can gain unnecessary access to emails, files, calendars, Teams conversations, SharePoint sites, along with other sensitive business data if they are left unmanaged.
That’s why Microsoft recommends to implement several tasks like strict app governance, consent policies, regular permission reviews, etc., to protect your Microsoft 365 environment. Here you’ll learn how to control Microsoft third-party apps and make sure only trusted applications can access your Microsoft 365.
What Are Microsoft Third-Party Apps? A Brief Preface
Microsoft third-party apps are applications developed by third-party vendors beyond Microsoft. Such vendors use Microsoft Graph APIs or Microsoft Entra ID identity management tools to connect to Microsoft 365.
These third-party products may be used for project management, data backup, customer relationship management (CRM), human resources management (HRM), marketing, accounting, and document management. In addition, they may require permissions like reading emails, accessing OneDrive files, managing calendars, and many more.
Know Why You Should Control Microsoft Third-Party Apps
With reliable integration, Microsoft third-party apps can bring great business value for businesses. But mismanaged Microsoft third-party apps can lead to serious security vulnerabilities, and some of these problems are as follows:
- Leaking sensitive information
- Uncontrolled OAuth consent
- Consent phishing
- Accidental sharing of private data
- Unapproved tools used by management or employees
How Microsoft Third-Party Apps Access Microsoft 365
Below is how Microsoft third-party apps access Microsoft 365.
- To start with, the user logs into a third-party app (which is not Microsoft’s) using their Microsoft 365 credentials.
- Next, the third-party app seeks access to specific resources belonging to Microsoft 365.
- The granted permissions permit access for the app chosen by the user or administrator.
- In turn, Microsoft generates an OAuth access token, after which the app will make use of the authorized connections.
Best Ways to Control Microsoft 365 Third-Party Apps
Here are a few tested practices to help you to control Microsoft 365 third-party apps. Understand these well and implement them when you need:
1. Review Enterprise Applications Daily or Weekly
The Microsoft Entra admin center provides a complete inventory of connected third-party applications for Microsoft 365. Review each of the applications regularly to identify unused apps, high-priority permissions, publisher information, last sign-in activity, and assigned users as well. After reviewing completely, remove the unnecessary Microsoft third-party apps to make sure that you’re safe from security risks and unauthorized access.
2. Restrict EndUser Consent
If your organization allows every user to approve applications, they may add malicious or poorly designed software. Instead of that, configure consent settings and restrict users so that they cannot independently authorize Microsoft third-party apps requesting sensitive permissions. With admin approval, the protection against unauthorized data access and reduction in risk of consent phishing can be easy.
3. Enable Admin Consent Workflow
An admin consent workflow requires applications to be reviewed before access is granted. With this approach, every Microsoft third-party app should undergo a security review. In this, IT admins check for authentic publisher/vendor, evaluate log-in permissions and manage governance records.
4. Monitor OAuth Permissions Carefully
OAuth permissions find out what a connected application can access from the Microsoft 365 environment. So, pay close attention to permissions regularly with each app. These are:
- Mail.ReadWrite
- Files.ReadWrite.All
- Sites.FullControl.All
- Directory.ReadWrite.All
These permissions grant wider access to the business data. So, they should only be approved for trusted Office 365 third-party apps with a specific business need.
5. Monitor Apps with Microsoft Defender for Cloud Apps
Microsoft Defender for Cloud Apps offers deeper visibility into connected Microsoft third-party apps that mainly helps admins understand risk like situations early. With Cloud Apps, you can:
- Find out the connected Microsoft third-party apps.
- Identify apps with overly assigned permissions.
- Detect suspicious OAuth activity during login.
- Revoke unauthorized access from users.
Using this solution alongside Microsoft Entra ID gives organizations better control over Microsoft 365 third-party apps and reduces the risk of unauthorized data access.
6. Remove Unused Applications
Applications that are no longer required should be removed immediately. Even inactive Microsoft third-party apps that retain previously granted permissions can create unnecessary security risks.
Make a proper period schedule to review and identify:
- Unused applications
- Duplicate integrations
- Expired business tools
- Applications with outdated permission
Add More Security to Your Office 365 Mailbox Data
A strong control over connected third-party applications is the only way to protect Microsoft 365 data. Besides that, organizations should also carry out a strong Office 365 backup strategy to safeguard business-critical data against accidental deletion, ransomware, and other issues like that.
Similarly, when organizations need to archive mailbox data for legal, compliance, or migration purposes, an effective solution, Kernel Export Office 365 to PST can help. It helps preserve mailbox content in a portable and accessible file format like PST.
Last Say
Microsoft third-party apps are helpful to extend the functionality of Microsoft 365; they also introduce several issues that pose security and compliance challenges if not managed properly. So, follow the discussed best easy to control Microsoft third-party apps so that your organization can considerably reduce risk while maintaining productivity.
Combined with quarterly security reviews, continuous monitoring, along with a comprehensive Office 365 backup plan and solution, these practices help protect sensitive business data and support long-term compliance.
FAQs
A: Yes, only if the users have permission under Microsoft Entra ID consent settings. But keep in mind that the organizations should restrict user consent for apps which need sensitive permissions.
A: You can review Microsoft third-party apps via the Microsoft Entra admin center under Enterprise Applications.
