Microsoft 365 Governance in Australia: How to use Microsoft 365 securely and compliantly

What does Microsoft 365 governance mean in Australia?

The introduction and use of Microsoft 365 is now standard practice for many Australian companies. However, without clear governance, risks arise: uncontrolled teams, lack of transparency in permissions, unsecured guest access, and difficulties with audits.

Australia has strict information security requirements. Local guidelines such as the Protective Security Policy Framework (PSPF), APRA CPS 234, or the Information Security Manual (ISM) require companies to verifiably control access to data.

With OneDot61, an experienced cybersecurity partner from Australia, and the governance apps from Solutions2Share, we offer an effective solution for Australian companies: locally tailored, directly integrated and quickly deployable.

This article outlines what you need to know about Microsoft 365 and Microsoft Teams governance in Australia and how we can help you.

Why is Microsoft 365 governance important for Australian companies?

Without clear governance, Microsoft Teams quickly becomes a weak point:

• Uncontrolled creation of teams and groups
• Orphaned or duplicate teams
• Uncontrolled guest access
• Data stored without classification or protection
• Lack of logging and traceability

What compliance standards must Australian companies comply with?

Australian companies, especially those in regulated industries such as construction, energy, healthcare, or the public sector, must meet strict standards:

• Privacy Act 1988: Protection of personal data.
• PSPF (Protective Security Policy Framework): Security requirements in the public sector.
• APRA CPS 234: Obligation for financial institutions to demonstrate information security.
• ISM (Information Security Manual): Guidelines for the secure management of IT systems.

All standards require traceability of access rights and documented governance processes.

What to focus on for Microsoft 365 governance in Australia?

Data residency in Australia

Especially for sensitive information, it’s critical to ensure that data is stored and processed within Australia. Microsoft offers specific add-ons to support this, but the responsibility for implementation and monitoring lies with each company. A governance solution is essential for long-term compliance.

PSPF and ISM compliance in Microsoft 365

Both frameworks define strict requirements for access controls, identity management, auditing, and data classification. These cannot be fully addressed with standard Microsoft 365 features alone.

Secure guest access in Microsoft Teams

In many companies, guests are added without a consistent process — increasing the risk of uncontrolled access. A governance solution such as the External User Manager helps manage Microsoft Teams guest access with approval workflows, full visibility of guest users, and automatic reviews.

See also: Microsoft 365 Guest Accesss & Compliance in Australia

Multi-Tenant Environments in larger Companies

Australian companies, particularly those with subsidiaries or international operations, often work across multiple Microsoft 365 tenants. For consistent governance, aligned processes and central management are crucial. Teams Manager offers the necessary support.

5 Best practices for Microsoft Teams governance in Australia

1. Structured Team Creation with Templates and Naming Policies
   Teams Manager gives full control over who can create a team, which metadata must be provided, and what naming conventions apply.
   
2. Automated Approval Workflows in Microsoft Teams
   Approval flows for new Teams, Microsoft 365 Groups, or Planners ensure overview and consistency.
   
3. Lifecycle Management
   Orphaned or outdated teams can be automatically recognized, marked for review and deleted or archived if necessary. This saves space, protects data and increases security.
   
4. Guest Access Control for External Users and Partners
   External users are only granted access if guest access is approved and regularly checked. With External User Manager, companies can view and efficiently manage all M365 guests.
   
5. Classification and Compliance Controls
   Teams and content can be protected using Sensitivity Labels, guidelines, and automated reviews. These capabilities are available in Teams Manager and through Microsoft Entra ID.

What do native M365 features cover and where are the limitations?

Microsoft 365 offers basic governance features such as:

• Azure AD naming policies for naming conventions.
• Expiration dates for guest access.
• Security & Compliance Center for logging.

But in practice, companies quickly reach their limits:

• Limited reporting functionalities for audits.
• High manual effort for IT teams.
• No automatic approval workflows for team creation or guests.
• No central overview of all teams, groups, and guests.

How do Teams Manager and External User Manager support Microsoft 365 governance in Australia?

Teams Manager

• Rules for team creation: Who is allowed to create teams, and with which templates?
• Naming conventions: Uniform structures for clear team names.
• Lifecycle management: Automatic archiving or deletion of inactive teams.
• Classification: Categorize teams by sensitivity or department.

External User Manager

• Controlled guest access: Invitations only via approval workflows.
• Self-service forms: Mandatory fields for project data, responsible persons, expiration date.
• Automatic lifecycle review: Guest access expires after defined periods.
• Audit reports: Evidence for APRA, PSPF, or ISM.

Together, the two tools provide a complete governance solution in Microsoft 365 and Teams for Australian businesses.

Why is OneDot61 important as a local partner?

OneDot61 is an Australia-based specialist in cybersecurity, Microsoft technologies and compliance consulting. The team brings over 25 years of experience in the Australian market, including clients in government and highly regulated industries.

Australian businesses benefit from the combination of Solutions2Share’s international expertise and OneDot61’s local market knowledge:

• Rapid deployment with minimal IT effort
• Consulting with a focus on Australian compliance requirements.
• Support with implementation and adaptation to regional requirements.
• Direct support in the local market.
• A central governance solution fully integrated into Microsoft Teams and M365
• Fewer manual tasks, more security and transparency

This provides companies not only with the right tools, but also with the necessary expertise for Australia-specific Microsoft 365 governance.

Learn more:
Microsoft Teams management with Teams Manager
Guest management with External User Manager
Visit the website of Onedot61

FAQ – Microsoft 365 governance in Australia

Conclusion: Secure and fast Governance Solution for Microsoft 365 in Australia

Australian companies need governance solutions that can be adapted to local requirements. Together with OneDot61, Solutions2Share offers the right solution for Australian companies with Teams Manager and External User Manager.

Discover how you can efficiently and securely manage your Microsoft 365 environment in Australia with Solutions2Share and OneDot61.

Book a demo now and learn how to implement M365 governance in Australia: