Microsoft 365 Copilot is an AI tool that works within the Microsoft apps you already use, like Word, Excel, and Outlook, to help you get things done faster and more efficiently. It provides real-time, AI-generated suggestions to make your work easier and boost creativity.

Recently, Microsoft introduced a new feature in Copilot called Copilot Studio. This allows you to create AI-powered “agents” that can handle tasks on your computer, like interacting with websites and apps, clicking buttons, and filling in forms. Essentially, it automates routine tasks for you, making your business operations smoother.

As exciting as this is, rolling out Copilot properly in your business will require some careful planning. You’ll need to make sure you’re using it securely and thoughtfully to get the best results. This guide walks you through the steps to prepare your team.

Prerequisites

• First, you’ll need a Microsoft Entra ID account.
• You’ll also want to double-check that you have the right license to purchase Copilot. It’s available as an add-on for certain Business and Enterprise plans like Microsoft 365 F1, F3, E5, and E3. With so many Microsoft licensing options, it can be a bit overwhelming, so check out License plans for Microsoft 365 Copilot to make sure you’re covered. If you’re unsure which plan is right for you, DDKinfotech is here to help guide you through the decision.
• Make sure your Microsoft 365 apps, like Word Online, Excel Online, and PowerPoint Online, are set up and ready to go. Also, third-party cookies need to be enabled for Copilot to work.
• You’ll need a OneDrive account to unlock some of Copilot’s features.
• If you want to use Copilot in Teams or Teams Phone, ensure transcription or recording is turned on.
• Lastly, if you plan on using Microsoft Loop or Whiteboard, make sure they’re enabled in your Microsoft Admin Center.

If you’re having trouble with any part of the setup, feel free to contact us — we’re happy to help.

Organizational readiness

• Take some time to tidy up your digital workspace. If you’ve got old or irrelevant files lying around or things saved in the wrong folders, it can slow Copilot down or give you less accurate results. Cleaning things up now makes everything run smoother later.

•  I also like to set up a testing environment before rolling something out company wide. Run a few scenarios, test it with a small group of users, and get their feedback. It’s a great way to see if Copilot’s a good fit for your business before going all in.

• Make sure your system isn’t blocking some of the key domains Copilot needs to work properly. These include:
  • copilot.microsoft.com, .copilot.microsoft.com
  • .bing.com, .bingapis.com

• Lastly, it’s worth reviewing your Microsoft 365 Conditional Access settings, as well as SharePoint’s Search and Advanced Management (SAM) policies. You’ll want to double-check that access is set up the right way and that you’re not oversharing sensitive data.

Security measures

Even if you’re just testing out Copilot, one of the most important things you can do is secure your environment before you get started. Copilot has access to everything in your Microsoft 365 setup — so if someone can access files they shouldn’t, Copilot can too. That means there’s a real risk of oversharing sensitive information, whether it’s your own data or your clients’. It can lead to data breaches, compliance issues, and damage your reputation. So, before you roll it out, take the time to review who has access to what. Make sure only the right people can see confidential files. Don’t just review this once either, check and update those permissions on a regular basis.

I recommend implementing multifactor authentication (MFA) as another security measure to protect your organization’s data. It is a security system that requires additional verification steps to access an account or system. For example, when you log onto a website, after entering your password, you’ll get a code sent to your email or phone to confirm it’s really you. As annoying as this can get, this extra layer makes it harder for attackers to gain access, even if passwords are compromised.

It’s also a good idea to turn on audit logging in your Microsoft environment. It keeps track of user activity so admins can quickly spot and respond to any potential security issues. Plus, it can help catch internal fraud, show proof of compliance, and even point out technical problems.

DDKinfotech can help prepare your business for AI tools by implementing these measures to protect your company’s data and enhance your Copilot experience. Get in touch with DDKinfotech today to see how we can help you get Copilot up and running safely and smoothly.