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- Microsoft 365 Copilot is coming soon
but is your organization ready?
Today I'll walk through the top three things
that you can do to help get ready
for the next transformation in how we work
from getting your information ready for search,
the key prerequisites and license assignment.
As you recently demonstrated,
Microsoft 365 Copilot leverages large language models
that interact with your organization's data,
using the Microsoft Graph
to generate personalized experiences with related context
as you work, reducing the steps to find information you need
to get up and running fast.
To make this real,
if we look at the Copilot experience in Microsoft Teams,
it can help you catch up on something
that you may have missed,
pulling together information from multiple sources
to bring you up to speed.
Or in Word,
Copilot can easily write an entirely new document,
like a business proposal,
leveraging content from your recent files.
Now, a lot of the magic that makes this possible
is the Microsoft 365 Copilot system on the backend.
Now, this provides a powerful orchestration engine
between the large language models, the Microsoft Graph
and Microsoft 365 apps.
The Microsoft Graph has long been foundational
to Microsoft 365.
It includes the information about relationships
and activities of your organization's data,
and it works together with the Semantic Index for Copilot,
and orchestrates information retrieval steps using search.
Discovered information along
with the original user prompt is then presented
to the large language model to generate an informed response
which is then returned back to the corresponding app.
By design, Microsoft 365 Copilot
respects user-specific permissions
to any content or Graph information it retrieves
and only generates responses based on information
that you as a user explicitly have permission to access.
And this really is the first thing that you can do
to get ready for Copilot:
get your information ready for search.
Now, for example, if your organization
already has the right information access controls
and policies established, as your users search
in places like SharePoint, then they'll only have access
to the information that they need and nothing else.
So if your organization's already doing this,
you're already one step ahead.
If not, the good news is there are tools
and controls that you can use to get visibility
into how information is being shared.
So you can put automated controls in place
to ensure the right level of access and stop oversharing
before you roll out Microsoft 365 Copilot.
So just as you would prepare the information
in your organization for search,
the same principles apply for Copilot,
again because Copilot will only retrieve information
each user explicitly has access to.
For example, if any given user
within your organization has access
to all or most internal information,
then, by definition, using search,
they will most likely have access
to things like sites and files
across the organization that they should not have access to.
Now, solving for this
is an overall information access challenge
not unique to Microsoft 365 Copilot.
The recommended approach here is to achieve
what's called just enough access for each user
within your organization to get their work done.
Now, this would mean that if any given user searches
for information they shouldn't have access to,
it simply won't be found or retrieved.
But if they search for information
that they need to do their jobs with and have access to,
that information can be found and is surfaced to them.
If you have concerns that your internal information
is currently overshared, and most people
within your organization may have too much access
to sensitive information, let's dive deep
on the things that you can do to address this.
First, at the file level,
Microsoft Purview's Information Protection,
along with its data classification controls,
integrated content labeling
and corresponding data loss prevention policies
can help you identify files in Microsoft Teams,
in SharePoint sites, as well as OneDrive locations
and within email and even in chat conversations
either containing sensitive information
or classified content,
then automatically apply controls to limit their access.
Then moving up to the site team and container level
within Microsoft Teams and SharePoint, you can audit access
to shared content at the site and team level
and enforce restrictions
that will limit information discovery
to only those who should have access.
To help automate this process even more,
Microsoft Syntex provides advanced management capabilities
to help find potential oversharing
with your SharePoint and Microsoft Teams files.
Then put controls in place,
like requiring site access reviews by site owners
or restricting access to defined security groups
from one central place.
These are just a few options.
Once you have the controls in place,
you can validate your access using search
in the context of users with different roles,
in different departments or geographical locations.
So whether or not you plan
to use Microsoft 365 Copilot broadly,
getting to just enough access
will improve your overall information protection.
Now, the second thing to prepare for Microsoft 365 Copilot
is to get the prerequisites in place
and the third is to assign Microsoft 365 Copilot licenses.
And I put these two items together
because you can use
the new Microsoft 365 Copilot setup guide
as a wizard-based experience
in the Microsoft 365 admin center to help with both.
Now, you'll find the wizard in the Setup page
under Apps and Email, and once you get started,
you'll see it lists out which apps and services you need
in place for the full Copilot experience,
in addition to having the right
Microsoft 365 Enterprise licenses in place, including access
to Microsoft 365 Apps for Enterprise and Web Experiences,
a work account in Azure Active Directory, files in OneDrive,
the new Outlook app for email,
Microsoft Teams apps across platforms
and the new Microsoft Loop experience
and Semantic Index for Copilot.
And for a comprehensive list,
you can find the prerequisites for Microsoft 365 Copilot
and supported apps at aka.ms/365CopilotPreReqs.
Next, the third thing to do
is to assign Microsoft 365 Copilot licenses to users,
which can also be done here from the setup guide wizard.
So in Licenses, you'll see a listing
of available Microsoft 365 Enterprise
and Microsoft 365 Copilot licenses
that you can assign right from here.
Note that users
that you assign Microsoft 365 Copilot licenses to
will also need Microsoft 365 Enterprise licenses
assigned to them.
You can do that right from here
or you can use the Microsoft 365 admin center
or other license assignment approaches
as you would for any other Microsoft 365 service.
In my case, I can see
that I have 20 available licenses for Microsoft 365 Copilot.
So I'll select it and now I can assign licenses,
and these are my available groups,
and I'll choose this group with nine members and assign.
Then in email announcement,
you'll see the email template provided to help inform
and guide users with getting started information
across all the apps, and we'll touch more on that
in a second, and I can even send the email
to other recipients I select from here.
And finally, you'll see additional resources
where to get more information.
After you've completed these three primary steps
for Microsoft 365 Copilot,
there's even more that you can do
as an admin to contribute to a successful rollout,
just like you would as you deploy other new apps
and services to drive awareness and adoption.
Establishing a center of excellence
for your internal users to share their experiences
and ask questions is a great way to find
and work with internal champions
as you roll out any new service
or set of capabilities.
Giving people the ability to share what's working best
for them, such as the prompts
and details that people can use
for generating great content and responses using Copilot
can really go a long way
to drive better adoption and results,
as well as build a strong internal community.
So those were a few things you can do
as an admin to get ready for the next transformation
in how we work with Microsoft 365 Copilot.
For even more hands-on support, you can engage
with Microsoft FastTrack Services to help prepare
and you can find out more at fasttrack.microsoft.com.
And keep checking back to Microsoft Mechanics
for the latest on Copilot,
along with the additional policies and controls
that are coming soon.
Be sure to subscribe to our channel and thanks for watching.
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