Microsoft Security Strategies: Practical Tips for Tightening Protection on Any Budget

There’s a good chance that if your organization relies on Microsoft tools, you’ve encountered a few obstacles on the security front. Maybe you’ve found yourself wrestling with overlapping features, puzzling over licensing, or wondering if your team is truly protected from the latest cybersecurity threats. Votiro recently hosted a webinar on these exact issues, featuring insights from experts at Votiro and Modern Managed IT. The goal? To clear up some common Microsoft security misconceptions and show practical ways to fortify your organization’s defenses.

Let’s get right into the key points and why this session is worth a watch if you missed it.

Microsoft Licensing Sprawl: Why It’s Costing You More than You Think

Security and licensing are two words that don’t usually get along, especially when large organizations are involved. Brad Goetsch from Modern Managed IT highlighted a challenge many companies face — “licensing sprawl.” With so many Microsoft products covering overlapping functions, companies often end up paying for redundant features. Worse, with redundant tools come compliance headaches and a gradual burnout for IT teams who must manage it all.

Now, the immediate reaction might be to go for the top-shelf solution: Microsoft’s E5 license, which promises enterprise-grade security. But does everyone on your team actually need that level of coverage? Maybe not. Brad advises a more tactical approach: assess each employee’s risk level, role, and data usage. When it’s all said and done, some roles might only need the E3 license or a specific set of add-ons — especially if you take advantage of a third-party data security tool like Votiro.

What E5 Isn’t Telling You: Why File Security Needs a Backup

Microsoft’s E5 plan indeed covers a lot of ground, but there’s an assumption that all your bases are covered — and that’s where things can go sideways. Votiro’s Senior Solutions Engineer Michael Bowen pointed out a prominent blind spot in Microsoft’s security offerings: they’re largely reliant on known threats. While this might stop common malware, zero-day threats, and unknown malware can still sneak in.

Here’s where Votiro offers something beyond Microsoft’s built-in tools: content disarm and reconstruction (CDR) technology. The process sounds high-tech, but here’s what it boils down to: Votiro sanitizes files by stripping out any hidden or suspicious elements, leaving only the clean, known-good parts of the file. So even if an unknown threat tries to enter through an innocent-looking Word document, it doesn’t stand a chance. All of this happens without disrupting workflows, keeping your team moving without constant worry about hidden risks.

E3 vs. E5: You Don’t Need a Crystal Ball, Just a Plan

One of the questions Microsoft customers often grapple with is whether to go with E3 or E5. Votiro’s session broke this down with some straightforward advice: your decision should be driven by the real needs of your users. It’s tempting to go all-in with E5, but doing so without clear reasoning can lead to unnecessary expenses.

For instance, Brad suggests grouping users based on risk levels. The CEO and finance team may benefit from E5’s entire suite, while field staff with limited access to sensitive data could make do with E3. It’s a matter of working with a purpose and understanding exactly what each user needs. This customized approach can stretch your budget further, allowing you to invest in additional tools to bridge any remaining gaps.

Microsoft Purview: Great in Theory, Tricky in Execution

Microsoft Purview is a data labeling and classification tool that promises better control over data. And at the E5 level, you even get automated labeling, which can save time and reduce human error. However, as Michael explained, Purview has its own set of challenges. At the E3 level, for example, labeling is a manual process — which means you’re relying on employees to label files correctly every time. And if you’ve ever tried to get busy teams to follow strict labeling guidelines, you know this can be an uphill battle.

Even with E5’s automated labeling, there’s a risk of files being labeled too restrictively, which can stymie productivity and lead to IT help desk overload. Michael noted that Votiro’s own data-masking technology adds another layer of precision. Sensitive data is masked automatically, so users can share documents without compromising confidential information. The approach allows for cleaner workflows without the strict “all-or-nothing” labeling requirements that tend to frustrate users.

A Layered Security Approach: Protecting Data in Motion and at Rest

One of the biggest security challenges organizations face is protecting data not only where it’s stored but as it moves through the company. Traditional data protection often focuses on files at rest — in storage or databases. But as Brad and Michael emphasized, data in motion (e.g., files sent via Teams or shared externally) can be just as vulnerable.

Votiro’s CDR technology gives companies a security boost in this area by inspecting and sanitizing files before they reach their destination, preventing sensitive information from falling into the wrong hands. And because Votiro integrates directly into the Microsoft ecosystem, it feels seamless to end users. If someone attempts to share sensitive data with an unauthorized person, Votiro’s technology intercepts it, masks out the confidential parts, and allows the rest of the document to go through. It’s a practical, layered solution that keeps data moving securely without overwhelming your IT staff.

Microsoft Security Beyond the Basics: Getting the Most from Your Investment

Buying Microsoft licenses and assuming your organization is covered is like buying a sports car and never taking it out of first gear. As Brad noted, too many companies expect Microsoft licenses to work straight out of the box, covering all their security needs with minimal configuration. But Microsoft’s security potential is unlocked when you take the time to learn what each license level offers and how to configure them based on your team’s unique workflows.

Brad shared a tip from his work with clients: start by assessing how users interact with Microsoft products and then build your security settings around those real-world behaviors. He also noted that Microsoft’s platform is constantly evolving, so regularly revisiting your settings can ensure they stay effective. Setting a solid foundation with initial planning and ongoing adjustments can help you get the best ROI from Microsoft’s products.

Bringing It All Together: Is E3 Enough? Can You Skip E5?

The answer is, it depends — but there’s a strong case for combining E3 with Votiro’s data security solutions. Between the E3 license’s cost-effectiveness and Votiro’s specialized CDR and data-masking features, you can get close to the level of protection E5 offers for around half the cost. The added security doesn’t just guard against malware and data leaks; it gives your team freedom to work without second-guessing every file they open or share.

For organizations that rely heavily on Microsoft tools, security can’t be an afterthought, nor can it be left entirely to default settings. This webinar offered a fresh perspective: Instead of splurging on E5 or stretching E3 to its breaking point, why not use a focused strategy that meets each user’s needs? By customizing security according to actual risk and role — and layering in tools that work with Microsoft’s ecosystem — you can optimize your investment, save on costs, and keep your team productive and secure.