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Making Sense of AI in the Workplace

Jenn GervaisFebruary 17, 2025

Making Sense of AI in the Workplace: What You Need to Know About Microsoft Copilot

AI is everywhere these days, and if you use Microsoft 365 tools like Word, Excel, Teams, and SharePoint, you’ve probably noticed Copilot popping up. It may feel like it came out of nowhere, and it’s natural to have questions like: What does this mean for my data? Do I have a choice in using AI in the Workplace? Let’s break it down in simple terms.

Should We Be Worried About AI in Our Work Tools?

AI can be a helpful assistant, saving time and automating tasks, but it’s also okay to be cautious. Here are a few things to keep in mind:

  • Your Data Stays Private: Microsoft says Copilot doesn’t use your emails, files, or chats to train its AI models. It just works with what you already have access to inside your company. Your data remains within your organization’s Microsoft 365 tenant and adheres to existing security and compliance policies.
  • AI Can Make Mistakes: Copilot isn’t perfect, and sometimes it might get things wrong. Copilot generates responses based on existing data but can still produce incorrect or misleading information. Always double-check what it suggests.
  • User Control & Permissions: Copilot respects existing permissions. If a user cannot access a file in SharePoint, OneDrive, or Teams, Copilot cannot access it either. It follows the same security rules already in place.
Can We Say No to AI?

The short answer: To some extent, yes, but with limitations.

  • Turning Off Copilot: IT administrators can manage and disable Copilot access within Microsoft 365 for their organization.
  • Avoiding AI Features: If your organization chooses not to use AI features, you can manually disable AI-powered functionalities in applications.
  • Keeping Some Data Offline: While cloud-based tools like SharePoint and OneDrive offer significant advantages in collaboration and security, organizations concerned about AI data usage may consider local storage solutions or hybrid environments.

That said, AI is becoming a standard part of modern software, so avoiding it completely might get harder over time.

Is Microsoft Using My Files to Train AI?

Good news: No, Microsoft isn’t using your SharePoint, OneDrive, or Teams files to train its AI models. Copilot interacts with your data in real time to provide responses based on your existing files, conversations, and workflows.

Here’s how to keep control of your data:

  • Review AI and Data Policies: Ensure your organization’s compliance settings align with your security and privacy needs. (Create an AI Policy)
  • Manage Who Can See What: Regularly audit who has access to what within your Microsoft 365 environment.
  •  Educate Users: Train employees in how AI tools work, emphasizing responsible data sharing and AI usage. (On Demand Cybersecurity Training)
The Bottom Line

AI is here to stay, but you still have choices in how you use it. Whether you embrace it or take a wait-and-see approach, knowing the facts can help you make smart decisions. That said, AI is becoming increasingly integrated into modern business applications. While opting out of AI-driven features is possible now, future software advancements may make AI a core component that cannot be entirely avoided. If you have concerns about AI in Microsoft 365, talk to your IT team to figure out what works best for you.

 

Braver Technology Solutions | WeMakeITWork@BraverTechnology.com
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Jenn Gervais

Jenn Gervais

Jenn Gervais is the Marketing Manager at Braver Technology, driving marketing strategies and brand growth. With over 14 years of IT administration experience, she provides expert guidance to clients while leveraging her skills in marketing, design, and business development. Jenn’s creativity and leadership help fuel Braver’s innovation and success.