A useful AI acceptable use policy names the approved tools and accounts, defines permitted and prohibited uses, controls information, assigns human review, manages vendors and records, and tells staff how to report mistakes.
Before Copilot, review the access model it will rely on: users, groups, SharePoint, OneDrive, Teams, guests, sharing links, sensitive content, agents, ownership, and lifecycle.
If AI is used or permitted for business work, staff need written direction. A one-page interim rule may be enough to start; higher-risk or wider use requires a fuller policy, approval process, training, and evidence.
Keep client-identifying, privileged, financial, identity, security, employee, health, transaction and proprietary information out of unapproved AI tools. Approval must cover the exact tool, account, use and information—not merely the brand name.
Microsoft 365 Copilot does not normally give a user new file permissions. It can, however, use information the user already has permission to access—making outdated or excessive sharing easier to surface.
AI can improve everyday work, but only when the office knows which tools are approved, what information they can receive, who reviews the output, and who remains accountable.
