Copilot in SharePoint is making Microsoft 365 content easier to find, summarise and use. That is useful for businesses, but it also means SharePoint file permissions, external sharing and old document access need more attention than ever.
Microsoft says Copilot in SharePoint can help users ask questions, run workflows, and create sites, pages, reports and Office files using natural language. It also started rolling out as on by default from 16 June 2026 for users with a Microsoft 365 Copilot licence.
For businesses, that is useful — but it also raises an important question: is your SharePoint data ready for Copilot?
If files, folders and sites are poorly organised, shared too widely or left with old permissions in place, Copilot can make those issues more visible. It does not mean Copilot is unsafe by default, but it does mean businesses should review access before rolling it out widely.
What is Copilot in SharePoint?
Copilot in SharePoint brings Microsoft 365 Copilot capabilities into SharePoint sites and document libraries. It can help users work with content, ask questions about files, create pages, summarise information and interact with business data using natural language.
That can be helpful for busy teams. Instead of manually searching through folders, users may be able to ask Copilot to find, summarise or work with information already stored in SharePoint.
However, Copilot works within the permissions and access model already present in Microsoft 365. That means the quality of your SharePoint permissions matters.
Why permissions matter more with Copilot
Most businesses using Microsoft 365 already have a mixture of Teams, SharePoint sites, OneDrive folders, shared links and historic files. Over time, permissions can become messy.
Common issues include:
- old users still having access to sites or folders;
- external guests remaining in Teams or SharePoint sites after a project ends;
- files shared using broad links rather than specific users;
- documents stored in the wrong location;
- too many people having edit access;
- old SharePoint sites with no clear owner;
- sensitive information stored in general team areas.
These problems are not new, but Copilot can make them more important. If a user already has access to content, Copilot may be able to help that user find or summarise it more easily. That is why access reviews should happen before businesses treat Copilot as simply another licence to switch on.
Copilot does not replace good Microsoft 365 housekeeping
Copilot can improve productivity, but it does not clean up a Microsoft 365 tenant by itself. It will not automatically decide which files should be archived, which folders are too widely shared, or which old project sites should be locked down.
Businesses still need good Microsoft 365 housekeeping, including:
- clear SharePoint ownership;
- regular access reviews;
- external sharing controls;
- multi-factor authentication;
- admin access review;
- backup and recovery planning;
- sensible data retention and archive decisions.
If you are not sure who can access your files today, start with our guide on how to check who has access to your Microsoft 365 files.
External sharing needs particular attention
External sharing is one of the biggest areas to review before enabling Copilot more widely. Many businesses have shared folders or documents with suppliers, customers, contractors or previous project partners.
That is not automatically a problem. External sharing is a normal part of modern working. The risk comes when those links and guest accounts are not reviewed.
Before rolling out Copilot in SharePoint, businesses should check:
- which SharePoint sites allow external sharing;
- which guests still have access;
- whether anonymous or broad sharing links exist;
- whether sensitive documents are in shared folders;
- whether old projects still have external access enabled;
- whether users understand safe sharing behaviour.
This is especially important for professional services firms, finance teams, HR departments and any business handling client information, employee records, contracts or commercially sensitive data.
Old files can become a bigger issue
Copilot can also make old data more visible. A file that has been forgotten in a SharePoint library may still be accessible, searchable and usable by someone with permission.
That creates a practical problem. Businesses may have years of old documents, duplicated folders and historic project data that nobody has reviewed for a long time.
This is where Microsoft 365 storage, archive and recovery planning all join together. Some data should remain active. Some should be archived. Some should be deleted under a proper retention policy. Some should be protected carefully because it is business-critical.
We covered this in more detail in our article on Microsoft 365 Archive and what it means for business data, storage and recovery.
MFA and account security still matter
File permissions are only one part of the picture. If a user account is compromised, the attacker may be able to access whatever that user can access.
That is why businesses should also review Microsoft 365 security basics before rolling out Copilot more widely.
At minimum, every business should check:
- multi-factor authentication is enabled;
- legacy authentication is disabled where possible;
- admin accounts are protected;
- risky sign-ins are monitored;
- users are trained to recognise phishing attempts;
- backup and recovery is in place.
If you are unsure where to start, read our guide on how to check whether Microsoft 365 MFA is enabled for all users.
Admin access should also be reviewed
Copilot and SharePoint permissions are not just user issues. Microsoft 365 administrators have powerful access to settings, users, licences, security controls and tenant configuration.
Businesses should regularly review who has admin access, whether those users still need it, and whether privileged accounts are properly protected.
For many SMEs, admin permissions have built up over time. Previous IT providers, old staff accounts, emergency admin users and third-party integrations can all leave behind access that should be reviewed.
A sensible Microsoft 365 review should include both user file permissions and administrator access.
What should businesses check before using Copilot in SharePoint?
Before enabling or expanding Copilot in SharePoint, businesses should review the following areas:
- SharePoint sites: which sites exist, who owns them and whether they are still used.
- File permissions: who can access key libraries, folders and documents.
- External users: which guests and external organisations still have access.
- Sharing links: whether files are shared using broad or anonymous links.
- Sensitive data: whether confidential files are stored in the right place.
- MFA: whether all users, especially admins, are protected.
- Backup: whether Microsoft 365 data can be restored after deletion or compromise.
- Archive: whether old data should remain active or be moved into a more suitable archive approach.
This does not need to be overcomplicated, but it does need to be deliberate. Copilot is most useful when the Microsoft 365 environment underneath it is organised, secure and understood.
Where a Technology MOT can help
If you are not sure whether your Microsoft 365 environment is ready for Copilot, a broader KES Technology MOT can help highlight issues across user access, Microsoft 365 security, backup, licensing and day-to-day IT support.
This is useful because Copilot readiness is not just a SharePoint setting. It depends on the way your business manages users, data, security and recovery.
Where KES can help
KES helps businesses review, secure and manage Microsoft 365. That includes SharePoint permissions, external sharing, Microsoft 365 backup, MFA, admin roles, user access and practical security improvements.
If your business is considering Microsoft 365 Copilot, or already has Copilot licences, it is worth reviewing your SharePoint and Microsoft 365 permissions before rolling it out more widely.
Contact KES to discuss a Microsoft 365 review, or ask us to check whether your SharePoint permissions and Microsoft 365 security settings are ready for Copilot.
Copilot in SharePoint FAQs
Does Copilot in SharePoint ignore file permissions?
No. Copilot in SharePoint works with the permissions already in place. That is why businesses should review SharePoint permissions before rolling it out widely.
Why should businesses review SharePoint before using Copilot?
SharePoint often contains important business files, Teams documents and shared folders. If old permissions or external links are still active, users may have access to more information than the business realises.
Is Copilot in SharePoint a security risk?
Copilot is not automatically a security risk, but it can expose weaknesses in existing Microsoft 365 permissions, external sharing and data organisation. Good governance is important before wider adoption.
Should small businesses use Microsoft 365 Copilot?
Many small businesses may benefit from Copilot, but they should first review permissions, MFA, admin access, backup and data structure so that Copilot works with accurate and appropriate business information.
Can KES review our Microsoft 365 permissions?
Yes. KES can review Microsoft 365 permissions, SharePoint sharing, admin roles, MFA, backup and related security settings as part of a Microsoft 365 review or wider Technology MOT.
