Accessing your work email on personal devices like smartphones or tablets is common in Australian small and mid-sized businesses, but it needs to be done carefully to keep your company's data safe. Simply put, you can use personal devices for work email, but only if proper security measures are in place. Without these, your business risks data leaks, cyberattacks, and compliance issues.
Why secure email access matters for Australian SMBs
When employees check work email on personal devices without controls, sensitive information can be exposed if the device is lost, stolen, or infected with malware. This can lead to downtime, data loss, and damage to your reputation. For example, a phishing email opened on an unsecured phone might compromise your entire Microsoft 365 environment. Additionally, Australian privacy regulations expect businesses to protect customer and employee data, which includes securing email access.
A typical scenario: How a 50-person business manages secure email access
Consider an Australian accounting firm with 50 staff. Many accountants work remotely or travel between client sites, so they use personal phones and tablets to access Microsoft 365 email. Without controls, one lost phone could expose client financial data. Their managed IT provider implements Mobile Device Management (MDM) to enforce PINs, encryption, and remote wipe capabilities. They also configure Microsoft 365's built-in security features like Conditional Access, which blocks email access from untrusted devices or locations. This approach balances flexibility with security, reducing risk while maintaining productivity.
Checklist: What to do to secure work email on personal devices
- Ask your IT provider: Do you use Mobile Device Management (MDM) or similar tools to control access and enforce security on personal devices?
- Check Microsoft 365 settings: Are Conditional Access policies in place to restrict email access based on device compliance, location, or sign-in risk?
- Review password policies: Are strong, unique passwords and multi-factor authentication (MFA) mandatory for email accounts?
- Confirm remote wipe capability: Can you remotely erase company data from lost or stolen personal devices?
- Audit access logs: Do you regularly review who is accessing email and from which devices?
- Educate staff: Are employees trained on recognising phishing and securing their personal devices?
Next steps
If your business allows staff to access work email on personal devices, it's important to have clear policies and technical controls to protect your data. Speak with a trusted managed IT provider or IT advisor who understands Microsoft 365 security and Australian business needs. They can help you implement the right tools and practices to keep your email secure without disrupting your team's productivity.