Before enabling Copilot, review who can access what

Microsoft 365 Copilot works within existing access controls. It can reference information a user is authorized to access; it does not decide whether that permission still makes business sense. Microsoft explains the data-protection model here.

That distinction matters when a shared folder has accumulated old collaborators or broad group membership.

Start with four questions

• Which workspaces contain sensitive business information?
• Who owns each workspace and can explain its intended audience?
• Are former staff, guests, or unnecessary groups still included?
• Who will approve changes and confirm that the new boundaries work?

Microsoft’s preparation guidance recommends identifying overshared, inactive, and ownerless content, correcting access, and establishing ongoing governance. Available controls depend on licensing and configuration. Review Microsoft’s deployment guidance.

Make the review repeatable

A useful record can be simple: workspace, owner, intended audience, observed access, agreed action, and review date. Treat permission changes as controlled work with the relevant business owner, not a mass removal exercise.

Our suggested starting point is one bounded business use case and its associated information. Expand only after the responsibilities are clear.

This is planning guidance, not a guarantee of security or compliance. Explore AI Governance & Copilot Security for the broader approach.