Set app protection settings for Android or iOS devices

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This article applies to Microsoft 365 Business Premium.

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You can set up a user access policy that requires mobile users to enter a PIN or fingerprint to sign in, and also encrypts work files stored on their devices.

  1. Sign in to the Microsoft 365 admin center.

  2. Under Policies, choose Add policy.

  3. In the Add policy pane, enter a name under Policy name, and choose the policy type that you want under Policy type.

  4. Turn on Protect work files when devices are lost or stolen, and then make sure the following three settings are turned on:

    • Force users to save all work files to OneDrive for Business

    • Encrypt work files

  5. Turn on Manage how users access Office files on Mobile devices and ensure the settings are turned on or set for each item.

  6. Under Files in these apps will be protected, select the Office apps you want to protect on mobile devices.

  7. Under Who will get these settings?, all users are selected by default, but you can choose Change to select any security groups you've created.

  8. To finish creating the policy, choose Add.

  9. On the Add policy page, choose Close.

  10. On the admin center home page, confirm that your new policy was added by choosing Policies and reviewing your policy on the Policies page.

Create an app management policy

  1. Go to the admin center at https://admin.microsoft.com.

  2. In the left nav, choose Devices > Policies > Add.

  3. On the Add policy pane, enter a unique name for this policy.

  4. Under Policy type, choose Application Management for Android or Application Management for iOS, depending on which set of policies you want to create.

  5. Expand Protect work files when devices are lost or stolen and Manage how users access Office files on mobile devices. Configure the settings how you would like. Manage how users access Office files on mobile devices is Off by default, but we recommend that you turn it On and accept the default values. For more information, see Available settings.

    You can always use the Restore default settings link to return to the default setting.

Create a policy with application management.

  1. Next decide Who will get these settings? If you don't want to use the default All Users security group, choose Change, choose the security groups that get these settings > Select.

  2. Finally, choose Done to save the policy, and assign it to devices.

Edit an app management policy

  1. On the Policies card, choose Edit policy.

  2. On the Edit policy pane, choose the policy you want to change.

  3. Choose Edit next to each setting to change the values in the policy. When you change a value, it's automatically saved in the policy.

  4. When you're finished, close the Edit policy pane.

Delete an app management policy

  1. On the Policies page, choose a policy and then Delete.

  2. On the Delete policy pane, choose Confirm to delete the policy or policies you chose.

Available settings

The following tables give detailed information about settings available to protect work files on devices and the settings that control how users access Office files from their mobile devices.

For more information, see How do protection features in Microsoft 365 Business Premium map to Intune settings.

Settings that protect work files

The following settings are available to protect work files if a user's device is lost or stolen:

Setting Description
Delete work files from an inactive device after this many days If a device isn't used for the number of days that you specify here, any work files stored on the device will be deleted automatically.
Force users to save all work files to OneDrive for Business If this setting is On, the only available save location for work files is OneDrive for Business.
Encrypt work files Keep this setting On so that work files are protected by encryption. Even if the device is lost or stolen, no one can read your company data.

Settings that control how users access Office files on mobile devices

The following settings are available to manage how users access Office work files:

Setting Description
Require a PIN or fingerprint to access Office apps If this setting is On users must provide another form of authentication, in addition to their username and password, before they can use Office apps on their mobile devices.
Reset PIN when login fails this many times To prevent an unauthorized user from randomly guessing a PIN, the PIN will reset after the number of wrong entries that you specify.
Require users to sign in again after Office apps have been idle for This setting determines how long a user can be idle before they're prompted to sign in again.
Deny access to work files on jailbroken or rooted devices Clever users may have a device that is jailbroken or rooted. This means that the user can modify the operating system, which can make the device more subject to malware. These devices are blocked when this setting is On.
Don't allow users to copy content from Office apps into personal apps We do allow this by default, but if the setting is On, the user could copy information in a work file to a personal file. If the setting is Off, the user will be unable to copy information from a work account into a personal app or personal account.

See also

Best practices for securing Microsoft 365 for business plans