Microsoft 365 Copilot adoption: there are no universal standards, only tailored strategies

Introduction

Over the last few months, one of the questions I get most often from customers is: “How do you adopt Microsoft 365 Copilot properly?”. The answer might seem simple, but it actually hides a fundamental truth that many overlook: there are no universal standards or best practices for Copilot adoption.

Every organisation is different, with its own company culture, level of digital maturity, security requirements and governance model.

What works perfectly for one company can turn out to be limiting or unsuitable for another. Take agent management, for example: some organisations choose to fully centralise agent creation, entrusting it to a small team of in-house developers who then publish the agents to the whole company. Others prefer to democratise the process, allowing every licensed user to create their own agents and thereby encouraging bottom-up innovation.

In this article I want to share with you the approach I recommend to my customers, based on years of experience implementing Microsoft 365 solutions. These are not rigid rules, but a flexible roadmap that any organisation can adapt to its own needs.

CopilotGovernance

Why Copilot Adoption Is Different

Before going into the details of the adoption phases, it is important to understand why Copilot requires a different approach from other M365 services you may have rolled out in the past.

Copilot is not simply a new tool: it is an AI assistant with access to all the data the user can see within the Microsoft 365 environment. This means that any oversharing issue, misconfigured permission or lack of data governance that you may have tolerated until now suddenly becomes critical.

If a user has access to sensitive documents because someone shared an entire SharePoint site with “Everyone except external users”, Copilot will see those documents and can use them in its answers. If there are public M365 groups created by mistake, Copilot will have access to that content even if the user was unaware it existed.

That is why Copilot adoption cannot happen without serious work to prepare the environment.

Phase 1: Preparing the Environment – The Office 365 Assessment

The first essential step, the one you absolutely cannot skip, is to carry out a full Office 365 Assessment of your tenant, with a particular focus on security and governance.

What does this assessment include?

You need to analyse the OneDrive for Business and SharePoint Online configurations. The questions to ask are:

Can users share files and folders with anyone, including anonymous users?
Are there active anonymous sharing links that never expire?
Are the default sharing settings too permissive?

A classic example I see often: tenants where the default settings allow “Anyone with the link” links to be created with no expiry and no password. This may be fine for some very permissive organisations, but for most it represents a significant risk once Copilot is introduced.

Managing Guest Users

This is a point many people underestimate. By default, in Microsoft 365 tenants, guests can invite other guests.

It looks like a harmless setting, but think about the implications: an external collaborator could invite other people without you having any direct control over it.

With Copilot enabled, this means potentially sensitive data could be accessible to a network of external users you do not have full visibility of. My recommendation is always to review these settings and restrict what guests can do, limiting their ability to invite other users and checking their permissions carefully.

Auditing existing permissions

How many times have you granted “temporary” permissions that then stayed active for months or years? How many users have access to resources they no longer use?

Before enabling Copilot, it is the perfect moment for a clean-up. Identify anomalous access, remove obsolete permissions and check that the principle of least privilege is being respected.

Security and compliance configuration

Check that the Data Loss Prevention (DLP) policies appropriate for your organisation are active, that retention policies are configured correctly and that there is an adequate logging and audit system in place to track access to sensitive data.

Phase 2: The Issue of Public M365 Groups

This is something I have seen cause problems in a great many organisations, often without IT admins realising until it is too late.

The problem of invisible oversharing

Remember the fundamental principle: Copilot only has access to the data the user can see.

The problem is that users often have access to data they are not even aware of.

The most common case? Public M365 groups created within the organisation. A user creates a team in Microsoft Teams, or an M365 group for a project, and without realising it sets it to “public”.

The result? Every user in the organisation technically has access to that group and its content. Users may not know it, and may never have actively looked for that group, but Copilot does.

Copilot knows perfectly well that the user has access to that content and will use it in its answers.

The approach I recommend:

Step 2.1: Initial extraction and analysis

The first step is to develop a PowerShell script to perform an initial extraction of all the M365 groups in the tenant, identifying which are public and which are private.

I will not go into the technical details of the script in this article, because I have already covered it in depth in a previous article on managing public M365 groups.

Once you have this list, you need to:

Classify the public groups by criticality
Contact the group owners
Convert unnecessary groups to private
Document the exceptions

The script should then run periodically to catch new public groups promptly. ➡️ Related article: Managing and monitoring public M365 groups with PowerShell

Step 2.2: Prevention through Sensitivity Labels

Once the clean-up is done, prevention becomes essential.

The most effective solution is to use Sensitivity Labels to prevent users from creating public M365 groups, increasing control and governance and reducing Copilot’s access surface. ➡️ Related article: Controlling M365 groups with Sensitivity Labels

The logic is simple but powerful: instead of constantly correcting users’ mistakes, you build a system that prevents them at source. Users will still be able to create groups, but with privacy settings that are controlled and appropriate to the content they are sharing.

Phase 3: Sensitivity Labels, Information Protection and DSPM for AI

If we want to talk seriously about data governance in an environment with Copilot enabled, we cannot ignore the importance of a robust information classification and protection system.

Sensitive Information Types and Sensitivity Labels

Ideally, you would already have implemented a complete system of sensitivity information types and sensitivity labels before introducing Copilot. Why? Because these tools allow you to:

Classify data automatically based on its content (financial information, personal data, intellectual property, etc.)
Apply automatic protections such as encryption, sharing restrictions and watermarks
Track and control how sensitive data is used and shared
Educate users through policy tips that appear when they are about to share sensitive information

With Copilot, these controls become even more critical. If a document is labelled “Confidential - Management Only”, sensitivity labels can ensure that even if Copilot processes that document, the information is not shared inappropriately.

DSPM for AI: The Guardian of Artificial Intelligence

Something many people do not consider is that Copilot is not the only AI your users might have access to. ChatGPT, Claude, Gemini and dozens of other AI tools are easily accessible, and many users may be tempted to paste company data into these services to get help.

This is where DSPM for AI (Data Security Posture Management for AI) comes in. This tool allows you to:

Block access to unauthorised AI services
Allow only Copilot to be used as the approved corporate AI
Monitor attempts to exfiltrate data to external AI services
Create granular policies based on user groups or data types

The logic is: if you are investing in Copilot, you want it to be the only AI with access to your corporate data. There is no point paying for a secure enterprise solution if users then paste the same information into free ChatGPT.

Phase 4: Technical Preparation of Endpoints

Once the environment is ready in terms of data and governance, we need to deal with the technical side: making sure users’ devices are ready for Copilot.

The Office Update Channel

This is a technical detail many overlook, but it is fundamental: users must have the Office update channel set to Monthly (Current Channel). The other channels (Semi-Annual, for example) do not support Copilot within the Office applications.

It sounds trivial, but I have seen organisations assign Copilot licences without checking this prerequisite, only to receive support tickets from frustrated users who could not see Copilot in their apps.

Policy Deployment

There are two main approaches to managing this configuration:

Option 1: Policy via Intune
Create dedicated policies for the Copilot user group, automatically configuring the correct update channel. This is the cleanest and most scalable approach, especially if you already have a well-configured Intune infrastructure.

Option 2: Third-party software
If you do not use Intune or have particular requirements, you can use third-party deployment software to force the update to the correct channel. Less elegant, but it works.

My recommendation? Unless you already have a good reason not to use Intune, use Intune. It is Microsoft’s native tool, it integrates seamlessly with the M365 ecosystem, and it will make your life enormously easier for future deployments too.

Testing and Validation

Before proceeding with the mass rollout, make sure you:

Test the configuration on a pilot group
Check that all Office apps correctly show the Copilot integration
Check that there are no conflicts with other existing policies
Document any issues and their solutions

Phase 5: Licence Assignment and Service Plan Management

We have reached the crucial moment: assigning Copilot licences. But here too, there are strategic decisions to be made.

The Question of Service Plans

When you assign a Copilot licence, you are not simply “switching on” a feature. You are deciding how much autonomy to give users. By managing service plans, you can control in a granular way what users are able to do.

The key question is: do you want to allow users to create their own agents?

Scenario 1: Centralised Management
Some customers choose a more restrictive approach, disabling the ability for end users to create agents. In this model:

A small team of developers/power users creates the agents
Agents are tested and validated centrally
Only after approval are they published to the whole organisation
You have full control over which agents are available and how they work

Scenario 2: Democratisation
Other customers prefer to give more freedom, allowing every licensed user to create their own agents. The advantages:

Bottom-up innovation: users know their own processes best and can create specific agents
Greater engagement and adoption
Faster experimentation
A culture of innovation

Which approach is right? It depends on your company culture. Here is a comparison I often use with customers: remember when M365 groups first came out? Some companies, to encourage collaboration, chose to leave group creation enabled for all users. Others blocked it, allowing groups to be created only through an approved request.

Both approaches can work; what matters is that it is a conscious choice aligned with your governance strategy.

Managing Agents from the Store

Regardless of your choice on agent creation, you will need to manage the Agent Store. It works very much like the new app management portal in Teams Admin Center: you can block individual agents, approve them, or pin them to make them more visible.

This allows you to:

Block agents you consider inappropriate or risky
Promote company agents or particularly useful ones
Create a curated “showcase” of recommended agents
Maintain an organised, manageable catalogue

My recommendation is to define a governance process for the Agent Store from the outset: who can approve new agents? How often is the catalogue reviewed? How is user feedback on existing agents assessed?

Phase 6: The Frontier Preview Programme for Power Users

A strategy that works very well is to identify a small group of tech-savvy “tinkerers” and enrol them in the Frontier preview programme. These are the early adopters, the people who love trying out new things and experimenting.

Why does it matter?

These users become your internal Copilot evangelists. They:

Try preview features before they reach everyone
Discover interesting use cases
Identify potential problems before the general rollout
Share their experiences with other users, creating positive buzz

It is a bit like having an internal team of beta testers who help you understand how the organisation will react to new features, while at the same time building enthusiasm and anticipation across the rest of the company.

How do you select these users?

Look for people who:

Are technically competent but not necessarily in IT
Have a good network of internal relationships
Are enthusiastic about new technologies
Communicate effectively
Represent different departments/business functions

They do not have to be managers or executives. Often the best ambassadors sit at the middle levels of the organisation, where they have both the technical skills and day-to-day contact with end users.

Phase 7: Training and Change Management

You have prepared the environment, configured everything perfectly, assigned the licences… and now? If you think users will start using Copilot effectively on their own, you are mistaken.

The Importance of Training

Training is not optional, it is essential. And the good news is that Microsoft provides numerous free courses, webinars and documentation on how to get the most out of Copilot. But training cannot just be “here is the link to the Microsoft courses, go and watch them”.

It needs to be:

Structured: organised webinars, live sessions, hands-on workshops
Continuous: not a one-off event but an ongoing process
Contextualised: examples and use cases specific to your organisation
Multi-format: videos, documents, Q&A sessions, hands-on labs

Recommended Types of Training

Introductory webinars
45-60 minute sessions explaining what Copilot is, how it works and the basic use cases. Record them and make them available on demand.

Role-based workshops
Sessions specific to different business roles:

Copilot for the Sales team
Copilot for HR
Copilot for Finance
Copilot for Project Managers

Each role has different needs and specific use cases. Generic training is less effective than targeted training.

Office Hours
Dedicated slots where users can ask questions, share difficulties and get support. This also creates opportunities to identify common problems and improve the training.

Communication Campaigns
Regular emails with tips & tricks, a use case of the month, and spotlights on users who are using Copilot in innovative ways. Keep interest and engagement alive.

Phase 8: Building a Copilot Community

One of the most effective strategies I have seen implemented is the creation of a genuine internal community dedicated to Copilot. This can take various forms:

Community Options

A team in Microsoft Teams
Create a team dedicated to all things Copilot, split into themed channels:

“News and Updates” channel: where moderators share news from the Message Center
”Use Cases” channel: where users share how they are using Copilot
”Q&A” channel: for questions and peer-to-peer support
”Feedback and Suggestions” channel: to gather input from users
Channels specific to a department or function

Viva Engage (Yammer)
For organisations that already actively use Viva Engage, this can be a natural platform on which to build the community. The advantage is the more social and conversational nature of the platform.

Company Newsletter
A monthly or fortnightly newsletter dedicated to Copilot, with:

Updates on new features
Spotlights on company use cases
Tips & tricks
Usage statistics and trends
Interviews with internal power users

The Role of Moderators and Admins

Community moderators (ideally those from your Frontier Preview group) play a crucial role. If they have access to the Message Center, they can:

Filter and communicate only the news relevant to Copilot
Translate technical communications into accessible language
Put updates into context with respect to business needs

For more technical IT administrators, part of this process can be automated with PowerShell, by creating scripts that:

Automatically read the Message Center
Filter only the messages relating to M365 Copilot
Automatically post to the appropriate channels
Send notifications to moderators for critical messages

Benefits of the Community

An active community:

Reduces the load on IT support: many questions are answered by peers
Accelerates adoption: seeing colleagues use Copilot successfully is more convincing than any official communication
Identifies problems: patterns in the questions reveal gaps in training or configuration issues
Builds culture: it turns Copilot from “yet another IT tool” into “part of the way we work”
Generates innovation: users inspire one another and discover unforeseen use cases

Phase 9: Monitoring, Analytics and Continuous Improvement

The last piece of the puzzle is monitoring Copilot adoption and usage. You cannot improve what you do not measure.

Monitoring Tools

Microsoft provides two main tools for this purpose: Microsoft 365 Admin Center and Viva Insights (included in the Copilot service plan from mid-2025)

I do not want to go into the technical details of these tools in this article, because I have already devoted a full article to Copilot usage reporting, where you will also find example dashboards and how to interpret the metrics. ➡️ Related article: Monitoring and analysing Microsoft 365 Copilot usage

Conclusions: A Journey, Not a Destination

Adopting Microsoft 365 Copilot is not a project you complete in a few weeks and then close. It is a continuous journey of digital transformation that evolves alongside your organisation and the capabilities of the technology.

The phases I have described in this article are not rigid rules to be followed to the letter, but a flexible roadmap that every organisation must adapt to its own context. Some of you may already have completed many of these steps as part of previous governance initiatives. Others may have to start from scratch.

What matters is:

Don’t rush: a slower but solid rollout is better than a fast deployment that then creates problems
Listen to users: they will tell you what works and what doesn’t, if you are willing to listen
Iterate and improve: the first configurations will not be perfect, and that’s fine
Keep the focus on value: Copilot is a means, not an end. The goal is to help people work better

If you are just starting your adoption journey, I hope this article has given you a map to navigate the complexities and choices ahead. If you have already rolled out Copilot, I hope you have found ideas to optimise and improve your strategy.

There are no absolutely right or wrong answers, only conscious choices aligned with your business reality.