Preparing Your Microsoft 365 Tenant for CoPilot: A Comprehensive Guide
With the rise of AI-powered tools, Microsoft CoPilot is transforming how businesses operate within Microsoft 365. By integrating AI directly into apps like Word, Excel, and Teams, CoPilot automates repetitive tasks, enhances productivity, and provides intelligent insights, making it an indispensable tool for modern businesses.
However, implementing CoPilot within your Microsoft 365 environment requires more than just adding a license. In this guide, we'll walk you through the steps needed to prepare your Microsoft 365 tenant for CoPilot and show how On IT can assist in optimising your setup.
1. Understanding CoPilot Licensing: Which Version Is Right for You?
Before implementing CoPilot, it’s essential to know which version best suits your business needs. CoPilot is an add-on license, meaning it requires an existing Microsoft 365 subscription. There are two main CoPilot versions available:
Microsoft 365 Copilot: A subscription service that integrates AI capabilities directly into Microsoft 365 applications to assist with tasks like drafting emails, summarizing documents, and generating insights. It requires a qualifying Microsoft 365 plan and is priced per user (£25/user/month with a 12 month commitment).
Copilot Pro: An AI-powered personal assistant designed to help users boost productivity and creativity in their daily tasks. It integrates seamlessly with Microsoft 365 applications, providing intelligent assistance across various platforms. It requires a qualifying Microsoft 365 plan and is priced per user (£19.00 user/month with a 12 month commitment).
How We Can Help: On IT can assist in reviewing your current Microsoft 365 licenses and recommend the most cost-effective CoPilot solution for your organisation. We can also handle the procurement and implementation of the required add-on licenses.
2. Ensure Microsoft 365 Licensing Compatibility
While CoPilot is an add-on, it requires compatibility with existing Microsoft 365 licenses like Microsoft 365 Business Standard, Business Premium, or Enterprise E3/E5. It’s crucial to verify that your current license plan is compatible before proceeding with CoPilot.
How We Can Help: We can help ensure that your existing Microsoft 365 licenses are fully compatible with CoPilot, and if necessary, recommend upgrades to align with the CoPilot features you need.
3. Implement Microsoft Defender for Endpoint
To maximise security while using CoPilot, implementing Microsoft Defender for Endpoint is critical. CoPilot uses AI to access data across your apps, which heightens the need for robust endpoint protection to prevent breaches and data misuse.
What It Does: Microsoft Defender for Endpoint provides advanced threat protection, identifying and responding to security issues across all devices. It helps ensure that your data remains secure while using CoPilot's powerful AI capabilities.
How We Can Help: On IT can help configure and manage Microsoft Defender for Endpoint, ensuring your devices and data are fully protected as you deploy CoPilot.
4. Implement a Cloud Backup Solution (Emails and SharePoint)
While Microsoft 365 offers robust storage and data management, it’s crucial to have a separate cloud backup solution for critical data like emails and SharePoint files. CoPilot relies heavily on data stored in these apps, and a comprehensive backup ensures you're protected against data loss or corruption.
Backup Options: Use third-party backup solutions compatible with Microsoft 365 to store emails, OneDrive, and SharePoint data securely.
How We Can Help: Our team can recommend and implement the best cloud backup solutions, ensuring that your data is secure and readily available should any issues arise during your CoPilot use.
5. Set Up Conditional Access Policies
With CoPilot's AI interacting with sensitive data, it’s important to implement Conditional Access Policies that restrict access to only authorised users and devices.
What It Does: Conditional Access allows you to define security controls, such as restricting CoPilot use based on user location, device type, or other risk-based factors. This ensures that only trusted users and devices can access critical applications.
Require Multifactor Authentication (MFA):
For all users: This adds an extra layer of security by requiring users to verify their identity through a second method, such as a mobile app.
For administrators: Given their elevated privileges, it’s essential to enforce MFA to protect sensitive administrative functions.
Ensure Trusted and Healthy Devices:
Only allow access from devices that meet your organisation’s security standards. This can include ensuring devices are compliant with policies, have up-to-date antivirus software, and are not jailbroken.
Use Least Privileged Access:
Design your data access policies to limit user access to only what is necessary for their role and only when needed.
Secure Collaboration:
Ensure secure collaboration within Teams and other Microsoft 365 services by validating user permissions and using sensitivity labels to protect data.
How We Can Help: We can assist in setting up Conditional Access Policies tailored to your organisation’s needs, helping you maintain security without disrupting productivity.
6. Enable CoPilot in the Microsoft 365 Admin Center
Once your tenant is ready, you’ll need to enable CoPilot for your organisation through the Microsoft 365 Admin Center:
Assign Licenses: Ensure that the CoPilot licenses are assigned to the correct users.
Monitor Usage: Keep track of CoPilot usage, helping you optimise its deployment across the business.
How We Can Help: The On IT team can handle the configuration process, ensuring a seamless CoPilot rollout across your organisation.
Conclusion
Microsoft CoPilot offers a powerful AI-driven experience that can revolutionise how your business operates within Microsoft 365. From enhancing productivity to automating complex tasks, CoPilot has the potential to transform your workflow. However, preparing your tenant for CoPilot requires careful planning around licensing, security, and infrastructure.
On IT is here to help with every step of the CoPilot implementation process, ensuring your business is ready to unlock the full potential of AI. Whether it’s securing your environment, managing your licenses, or training your team, we’re on hand to ensure your CoPilot journey is smooth and successful.
