Microsoft 365 Copilot answers questions using the content each person can already access. That’s its strength, and it’s also why the state of your SharePoint matters so much. If permissions are too broad or content is out of date, Copilot will surface it, quickly and confidently.
Here are five checks I run with clients before a Copilot rollout.
1. Find content that is shared too widely
Look for sites, libraries, and files shared with “Everyone”, “Everyone except external users”, or organisation-wide links. These are the most common source of surprises. SharePoint Advanced Management’s data access governance reports are a good place to start.
2. Clean up stale and duplicate content
Old versions of policies and abandoned project sites compete with current information. Archive or delete what is no longer needed, and make sure the authoritative version of each key document is easy to identify.
3. Label what’s sensitive
Sensitivity labels let you control how confidential content is handled, including by Copilot. Even a simple set of three or four labels, applied to your most important sites, makes a real difference.
4. Fix your metadata and structure
Clear site names, page titles, and descriptions help both search and Copilot find the right answer. A little information architecture work goes a long way.
5. Start with a pilot group
Roll Copilot out to a small group first, gather the questions they ask, and watch for answers that draw on content they shouldn’t see. Fix those gaps before you widen access.
None of this needs to be a huge project. A short readiness assessment usually shows where the real risks are and what to fix first. If you’d like help with one, get in touch.