Copilot is transforming the way we work – but with all its power, comes one big question: Are you absolutely sure it won’t surface the wrong thing?
In this episode of Simply SharePoint, we break down the real truth about Copilot and security. You’ll learn why Copilot doesn’t override permissions – but also why every forgotten sharing link, outdated draft, or “everyone in the organisaation” folder could suddenly matter more than ever.
Then, we flip the script and get excited about what Copilot can do: drafting emails from meeting notes, turning messy brainstorms into clean task lists, summarising 50-page reports in seconds, and even transforming documents into podcast-style audio overviews.
Finally, we wrap up with five actionable steps you can take this week to tighten your environment, safeguard sensitive content, and set Copilot up for success.
Whether you’re an IT pro, a SharePoint owner, or just curious about how AI will change your daily workflow, this episode will give you both the caution and the inspiration you need to embrace Copilot with confidence.
Listen now and make sure your AI is serving up magic – not mayhem.
Mark as Played
Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
SPEAKER_00 (00:00):
Copilot and security.
Will AI surface the wrong thingin your SharePoint?
Plus, the amazing new features.
(00:22):
Welcome back to SimplySharePoint, the podcast where we
cut through the jargon ofMicrosoft 365, Explain it in
plain English and tackle thethings you actually need to
know.
Today, we're diving deep into atopic that's on everyone's mind
in the modern workplace.
Permissions and security in theage of Copilot.
(00:43):
Because let's be honest, Copilotisn't just a buzzword anymore.
It's becoming a pervasive,incredibly powerful AI assistant
that's transforming how we work.
And while that's incrediblyexciting, it brings with it a
big looming question for everyorganization.
Are you absolutely 100% surethat Copilot won't surface the
(01:09):
wrong thing?
Now we're going to have to pullback the curtain on this, blame
the security implications, andthen launch into some of the
most exciting recently releasedfeatures that are changing the
game.
The unvarnished truth aboutCopilot and security.
(01:31):
Let's get straight to the mostfundamental principle.
This is crucial, so listenclosely.
Copilot does not overridepermissions.
I repeat, it will not magicallyunlock documents or content that
users are not already authorizedto see.
If your permissions are set upcorrectly, Copilot respects
(01:54):
them.
It's not a security bypass.
It's an intelligent search andsummarization engine that
operates within your existingsecurity framework.
But And this is where the plotthickens and where you need to
pay close attention.
If someone has access, even ifthat access was granted, say
(02:14):
accidentally, inadvertently, orthrough long forgotten sharing
links, Copilot can and will usethat content.
So think about that.
Say a while ago, you may havedrafted a new HR policy, kind of
highly sensitive, but you sharedit once for our OneDrive link
(02:34):
last year.
and then the link, you never setit to expire.
If that link is still active andaccessible to anyone, Copilot
can see it, process it, andinclude it in responses to any
queries.
Imagine a junior team memberasking Copilot for, say, company
policy on performance reviewsand getting your draft version
(02:57):
that has not even approved yet.
Another scenario.
How about that SharePoint folderfilled with sort of scratch
documents, internal notes orbrainstorming sessions?
Perhaps it was carelessly set tosay, everyone in the
organization can access.
Yep, it happens.
Copilot will crawl through thosetoo.
A new employee asks for bestpractices for client proposals
(03:21):
and then they get a chaotic mixof polished templates and
half-baked ideas from say two orthree years ago.
Those old, outdated versions ofcontracts, pricing guides or
product specifications that arestill floating around on your
SharePoint library, and they'remarked as current because no one
(03:41):
cleaned them up, Copilot willabsolutely consider them
relevant if a user can openthem.
Your sales team might justaccidentally pull an old price
list, which will lead toembarrassing and costly errors.
So here's the stark reality.
Copilot isn't breaking yoursecurity, it's reflecting it.
(04:03):
It's a powerful mirror showingyou exactly how clean or how
messy your data governance trulyis.
This is why tighteningpermissions isn't just a back
office IT task anymore.
It's no longer just aboutcompliance or preventing
breaches in the traditionalsense.
It's now fundamentally part ofyour AI readiness strategy.
(04:28):
If you want Copilot to be aforce for good, a true
productivity multiplier, youmust ensure it's feeding on
accurate, current, andappropriately permissioned
information.
Otherwise, you're not justrisking a security incident,
you're risking trust in your AI,which could sideline its
(04:48):
adoption entirely.
So while the promise of Copilotis immense, the prerequisite is
pristine data, and that startswith understanding what Copilot
sees.
(05:09):
Five strategic steps to makeCopilot secure and smart.
So what can you do?
This isn't just theory.
Here are five concrete steps youcan take starting this week to
set Copilot and your entireMicrosoft 365 environment up for
unparalleled success.
(05:30):
One, audit permissions like yourAI depends on it.
This is the foundational step.
You must know who has access towhat.
Go beyond a superficial glance.
Identify and kill those anyonewith the link shares that were
set up years ago and forgotten.
Review guest access.
(05:53):
Use SharePoint's built-inauditing tools or third-party
solutions to get a comprehensiveview.
This is your first and mostcritical line of defense against
accidental co-pilot exposure.
Two, separate drafts from finaldocuments religiously.
So implement clear policies andtechnical controls.
(06:17):
Work in progress documents,sensitive drafts, and
confidential planning materialsshould be kept in a highly
restricted, private workspacesor draft folders.
Once a document is approved andready for broader consumption,
then move it into a structured,appropriately permissioned
library.
(06:38):
This ensures Copilot doesn'taccidentally pull from
unapproved or sensitive interimversions.
Use metadata.
It's your AI's secret weapon.
This is where you reallysupercharge Copilot's
intelligence and precision.
Don't just rely on folderstructures, implement metadata.
(06:59):
Tag your document's status,draft, status, approved,
version, current, version,archived, confidentiality,
internal only, audience,executive.
When Copilot scans, it canleverage this metadata to
(07:21):
understand context andrelevance.
A query for current salesreports will then prioritize
documents tagged status approvedand version current.
This is how you help co-pilotssurface exactly the right thing.
Four, rein in shared librariesand wide access groups.
(07:46):
If a SharePoint site or libraryis currently accessible to
everyone in the organization,take a hard look at why.
Does every single person trulyneed to access every single
document in that library?
Often, these broad permissionsare remnants of simpler times.
Re-evaluate and reduce access tothe smallest necessary group.
(08:11):
Granular permissions are yourfriend here.
5.
Educate your team.
Make them AI-ready advocates.
This isn't just an IT problem.
It's a cultural one.
Your users are on the frontlines of content creation and
sharing.
They need to understand thatsharing a file once, even
(08:33):
seemingly innocuously, can makeit Copilot visible.
Conduct training sessions, shareclear guidelines and explain the
why.
Help them understand thatresponsible sharing directly
empowers Copilot to be a better,more secure assistant for
everyone.
(08:54):
Foster a culture where good datagovernance is seen as a
collective responsibility, notjust an IT mandate.
These steps aren't just forCopilot readiness.
They are fundamental for robustdata governance in any modern
digital workplace.
Copilot simply puts a powerfulspotlight on areas that might
(09:16):
already be weak.
UNKNOWN (09:18):
Music
SPEAKER_00 (09:24):
So now let's wrap it up.
Here's the ultimate takeawayfrom today's deep dive.
Copilot isn't a security risk initself.
It's a security mirror.
It shows you what's trulyhappening within your Microsoft
365 environment.
If SharePoint is alreadyorganized, if your permissions
are clean, and if you'releveraging metadata effectively,
(09:47):
Copilot will truly be the bestdigital assistance you've ever
had.
It will be a force multiplier,an innovation engine, and a
source of genuine magic in yourdaily workflow.
But if your environment ismessy, riddled with often shared
links, and outdated contentlurking in wide open folders,
(10:08):
Copilot might start pulling incontent you really, truly didn't
want surfaced.
And that is where the mayhem canbegin.
The power of Copilot isundeniable.
Its ability to summarize, draft,analyze, and even generate audio
from your content isrevolutionary.
But like any powerful tool, itseffectiveness and safety depend
(10:33):
entirely on the environment itoperates within.
So is your SharePoint ready forthe AI revolution?
As I mentioned in the podcastand have hinted at recently, I'm
launching a complete CopilotReadiness Blueprint, which is
only a few weeks away.
This comprehensive program willguide you step-by-step through
optimizing your entire Microsoft365 environment for the full
(10:55):
power of Copilot.
But in the meantime, if you'reeager to get started now,
there's my Copilot ReadinessMini Course.
This concise course is yourperfect starting point to clean
up those libraries, implementsmart strategies, and begin the
journey to a truly Copilot-readySharePoint.
It's designed to give youimmediate, actionable insights
(11:16):
to ensure Copilot surfaces theright content.
Anyway, it's an exciting time tobe working with Microsoft 365,
and I'm thrilled to be on thisjourney with you.
Thanks for tuning in to SimplySharePoint.
If this episode hit home foryou, and I suspect it did for
(11:39):
many, please share it with yourIT team, your boss, your
colleagues in legal, or that onecolleague with 90 files on their
desktop, all called final.
I'll see you next week foranother deep dive into the world
of Microsoft 365.
Until then, stay organized, staycurious, and keep it Simply
(12:00):
SharePoint.
UNKNOWN (12:03):
Music
Copilot and security.
Will AI surface the wrong thingin your SharePoint?
Plus, the amazing new features.
(00:22):
Welcome back to SimplySharePoint, the podcast where we
cut through the jargon ofMicrosoft 365, Explain it in
plain English and tackle thethings you actually need to
know.
Today, we're diving deep into atopic that's on everyone's mind
in the modern workplace.
Permissions and security in theage of Copilot.
(00:43):
Because let's be honest, Copilotisn't just a buzzword anymore.
It's becoming a pervasive,incredibly powerful AI assistant
that's transforming how we work.
And while that's incrediblyexciting, it brings with it a
big looming question for everyorganization.
Are you absolutely 100% surethat Copilot won't surface the
(01:09):
wrong thing?
Now we're going to have to pullback the curtain on this, blame
the security implications, andthen launch into some of the
most exciting recently releasedfeatures that are changing the
game.
The unvarnished truth aboutCopilot and security.
(01:31):
Let's get straight to the mostfundamental principle.
This is crucial, so listenclosely.
Copilot does not overridepermissions.
I repeat, it will not magicallyunlock documents or content that
users are not already authorizedto see.
If your permissions are set upcorrectly, Copilot respects
(01:54):
them.
It's not a security bypass.
It's an intelligent search andsummarization engine that
operates within your existingsecurity framework.
But And this is where the plotthickens and where you need to
pay close attention.
If someone has access, even ifthat access was granted, say
(02:14):
accidentally, inadvertently, orthrough long forgotten sharing
links, Copilot can and will usethat content.
So think about that.
Say a while ago, you may havedrafted a new HR policy, kind of
highly sensitive, but you sharedit once for our OneDrive link
(02:34):
last year.
and then the link, you never setit to expire.
If that link is still active andaccessible to anyone, Copilot
can see it, process it, andinclude it in responses to any
queries.
Imagine a junior team memberasking Copilot for, say, company
policy on performance reviewsand getting your draft version
(02:57):
that has not even approved yet.
Another scenario.
How about that SharePoint folderfilled with sort of scratch
documents, internal notes orbrainstorming sessions?
Perhaps it was carelessly set tosay, everyone in the
organization can access.
Yep, it happens.
Copilot will crawl through thosetoo.
A new employee asks for bestpractices for client proposals
(03:21):
and then they get a chaotic mixof polished templates and
half-baked ideas from say two orthree years ago.
Those old, outdated versions ofcontracts, pricing guides or
product specifications that arestill floating around on your
SharePoint library, and they'remarked as current because no one
(03:41):
cleaned them up, Copilot willabsolutely consider them
relevant if a user can openthem.
Your sales team might justaccidentally pull an old price
list, which will lead toembarrassing and costly errors.
So here's the stark reality.
Copilot isn't breaking yoursecurity, it's reflecting it.
(04:03):
It's a powerful mirror showingyou exactly how clean or how
messy your data governance trulyis.
This is why tighteningpermissions isn't just a back
office IT task anymore.
It's no longer just aboutcompliance or preventing
breaches in the traditionalsense.
It's now fundamentally part ofyour AI readiness strategy.
(04:28):
If you want Copilot to be aforce for good, a true
productivity multiplier, youmust ensure it's feeding on
accurate, current, andappropriately permissioned
information.
Otherwise, you're not justrisking a security incident,
you're risking trust in your AI,which could sideline its
(04:48):
adoption entirely.
So while the promise of Copilotis immense, the prerequisite is
pristine data, and that startswith understanding what Copilot
sees.
(05:09):
Five strategic steps to makeCopilot secure and smart.
So what can you do?
This isn't just theory.
Here are five concrete steps youcan take starting this week to
set Copilot and your entireMicrosoft 365 environment up for
unparalleled success.
(05:30):
One, audit permissions like yourAI depends on it.
This is the foundational step.
You must know who has access towhat.
Go beyond a superficial glance.
Identify and kill those anyonewith the link shares that were
set up years ago and forgotten.
Review guest access.
(05:53):
Use SharePoint's built-inauditing tools or third-party
solutions to get a comprehensiveview.
This is your first and mostcritical line of defense against
accidental co-pilot exposure.
Two, separate drafts from finaldocuments religiously.
So implement clear policies andtechnical controls.
(06:17):
Work in progress documents,sensitive drafts, and
confidential planning materialsshould be kept in a highly
restricted, private workspacesor draft folders.
Once a document is approved andready for broader consumption,
then move it into a structured,appropriately permissioned
library.
(06:38):
This ensures Copilot doesn'taccidentally pull from
unapproved or sensitive interimversions.
Use metadata.
It's your AI's secret weapon.
This is where you reallysupercharge Copilot's
intelligence and precision.
Don't just rely on folderstructures, implement metadata.
(06:59):
Tag your document's status,draft, status, approved,
version, current, version,archived, confidentiality,
internal only, audience,executive.
When Copilot scans, it canleverage this metadata to
(07:21):
understand context andrelevance.
A query for current salesreports will then prioritize
documents tagged status approvedand version current.
This is how you help co-pilotssurface exactly the right thing.
Four, rein in shared librariesand wide access groups.
(07:46):
If a SharePoint site or libraryis currently accessible to
everyone in the organization,take a hard look at why.
Does every single person trulyneed to access every single
document in that library?
Often, these broad permissionsare remnants of simpler times.
Re-evaluate and reduce access tothe smallest necessary group.
(08:11):
Granular permissions are yourfriend here.
5.
Educate your team.
Make them AI-ready advocates.
This isn't just an IT problem.
It's a cultural one.
Your users are on the frontlines of content creation and
sharing.
They need to understand thatsharing a file once, even
(08:33):
seemingly innocuously, can makeit Copilot visible.
Conduct training sessions, shareclear guidelines and explain the
why.
Help them understand thatresponsible sharing directly
empowers Copilot to be a better,more secure assistant for
everyone.
(08:54):
Foster a culture where good datagovernance is seen as a
collective responsibility, notjust an IT mandate.
These steps aren't just forCopilot readiness.
They are fundamental for robustdata governance in any modern
digital workplace.
Copilot simply puts a powerfulspotlight on areas that might
(09:16):
already be weak.
UNKNOWN (09:18):
Music
SPEAKER_00 (09:24):
So now let's wrap it up.
Here's the ultimate takeawayfrom today's deep dive.
Copilot isn't a security risk initself.
It's a security mirror.
It shows you what's trulyhappening within your Microsoft
365 environment.
If SharePoint is alreadyorganized, if your permissions
are clean, and if you'releveraging metadata effectively,
(09:47):
Copilot will truly be the bestdigital assistance you've ever
had.
It will be a force multiplier,an innovation engine, and a
source of genuine magic in yourdaily workflow.
But if your environment ismessy, riddled with often shared
links, and outdated contentlurking in wide open folders,
(10:08):
Copilot might start pulling incontent you really, truly didn't
want surfaced.
And that is where the mayhem canbegin.
The power of Copilot isundeniable.
Its ability to summarize, draft,analyze, and even generate audio
from your content isrevolutionary.
But like any powerful tool, itseffectiveness and safety depend
(10:33):
entirely on the environment itoperates within.
So is your SharePoint ready forthe AI revolution?
As I mentioned in the podcastand have hinted at recently, I'm
launching a complete CopilotReadiness Blueprint, which is
only a few weeks away.
This comprehensive program willguide you step-by-step through
optimizing your entire Microsoft365 environment for the full
(10:55):
power of Copilot.
But in the meantime, if you'reeager to get started now,
there's my Copilot ReadinessMini Course.
This concise course is yourperfect starting point to clean
up those libraries, implementsmart strategies, and begin the
journey to a truly Copilot-readySharePoint.
It's designed to give youimmediate, actionable insights
(11:16):
to ensure Copilot surfaces theright content.
Anyway, it's an exciting time tobe working with Microsoft 365,
and I'm thrilled to be on thisjourney with you.
Thanks for tuning in to SimplySharePoint.
If this episode hit home foryou, and I suspect it did for
(11:39):
many, please share it with yourIT team, your boss, your
colleagues in legal, or that onecolleague with 90 files on their
desktop, all called final.
I'll see you next week foranother deep dive into the world
of Microsoft 365.
Until then, stay organized, staycurious, and keep it Simply
(12:00):
SharePoint.
UNKNOWN (12:03):
Music
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