With Microsoft 365 Copilot now available to all businesses - not just the big corporates - we’re seeing more and more interest from organisations like yours. And it’s easy to see why.

Imagine being able to draft proposals, analyse spreadsheets, summarise meetings, or design presentations without starting from scratch. That’s the promise of Copilot - Microsoft’s powerful AI assistant built into the tools you already use: Word, Excel, PowerPoint, Outlook, and Teams.

But before you dive in, there are two really important things to think about: -

1. Is your data secure and well-managed?

2. Are your team ready to adopt it properly?

🔍 First things first: Where is your data, and can Copilot "see" it?

Copilot works by pulling together the information you already have in your business - like emails, documents, meeting notes, and files - and helping you work with it more easily.

However, if that data isn’t stored in places Microsoft Copilot can access (like SharePoint, Teams, or OneDrive), it won’t be able to help you very much.

So, we must ask ourselves: -

• Are we storing our files in Microsoft 365 tools like SharePoint or OneDrive?

• Is our data well-structured and organised?

• Do we need to move any data into these platforms to take full advantage?

  
  

If you're still relying on local servers or other tools (like Dropbox or Google Drive), you might need to consider migrating or connecting them to Microsoft 365. The more information Copilot can see - securely - the more helpful it becomes.

🔐 Next up: Is your data protected & shared with the right people?

This is the big one. Copilot doesn’t “create” new security risks - it simply shows people the information they already have access to.

But the catch is that many businesses discover during this process that too many people have access to too much data. That’s when sensitive information can unintentionally appear in search results or AI responses.

You don’t want HR documents popping up in someone’s sales report prompt, right? Here’s how to get ahead: -

Step 1: Review who has access to what

Make sure files and folders are only shared with the people who genuinely need them. It's common for old permissions to stick around - or for files to be shared too widely by accident.

Step 2: Label and protect your sensitive data

Microsoft has tools that let you label certain files as confidential or private. These labels can stop them being downloaded, forwarded, or accessed by the wrong people.

Step 3: Get your teams involved

Often, the best people to help make these decisions are your department leads. They know which documents are important and who really needs access.

✅ Preparing for Success: Adoption & Engagement

Buying Copilot is easy - but getting your team to actually use it, and use it well, takes planning.

Here are a few ideas to make sure it lands well: -

• Start with champions - Choose a few people in each department to try it first. Let them explore, share real examples, and help their teammates see the value. Champions can spark organic adoption from the ground up.

• Set some ground rules - Copilot is powerful, but it’s not meant to replace people - it’s here to assist. Encourage teams to treat it like a co-pilot, not an autopilot. Set expectations on when and how it should be used.

• Offer training and support - From how-to sessions to in-depth videos and guides, even light-touch training builds confidence. Better still, run workshops that explore “art of the possible” scenarios in your business.

• Track adoption and usage - If you’re investing in Copilot, you’ll want to see a return. Monitor usage, get feedback, and tweak your approach to maximise value.

• Run enablement programs - Think beyond onboarding. Ongoing enablement - through workshops, team-based sessions, and persona-led training - ensures Copilot becomes embedded in the way people work, not just a novelty.

  
  

🧱 Lock it Down: Block unapproved AI Apps

You’ve enabled Microsoft Copilot - now make sure it’s the only AI assistant accessing your business data.

Other unmanaged AI tools like ChatGPT can still be accessed if not blocked. These pose a risk, especially when staff copy-paste sensitive info into public tools without realising the implications.

Here’s how to stay protected: -

• 🔍 Identify and review any unauthorised AI tools in use.

• 🛡️ Use tools like Microsoft Defender for Cloud Apps (MCAS) to monitor and block them.

• 📣 Educate your team on why sticking with Copilot matters for security and compliance.

  
  

Copilot keeps your data secure, compliant, and grounded in Microsoft 365. Lock out the rest before they become a liability.

🚀 Final Thoughts: The Future is Now - But Security Comes First

Copilot can save time, reduce repetition, and even spark creativity across your business. But to unlock its full potential, you need to take a moment to get your data house in order.

That means: -

• Making sure your data is in the right place.

• Ensuring only the right people can access it.

• And preparing your people for a new way of working.

  
  

If you’re not sure where to start - that’s exactly where we can help.

At Mondo Cloud, we work with businesses every day to get their Microsoft 365 environment secure, streamlined, and ready for the future. Whether it’s assessing your current setup, helping with adoption, or putting the right data controls in place - we’d love to support your journey.

Ready to get Copilot-ready?

📨 Get in touch today - Your future productivity partner is already waiting inside Microsoft 365.

• info@mondocloud.co.uk

• 0800 640 4258