Protect SharePoint Online Data from Microsoft 365 Copilot Leaks
Imagine you’re sipping coffee, feeling like a SharePoint wizard, when you realize Microsoft 365 Copilot might be sharing sensitive data from your sites with unauthorized users. Yikes! It’s as if your SharePoint site threw a party and invited everyone—including that one person who shouldn’t know your company’s secret sauce.
This issue has been generating buzz, especially after my LinkedIn post on the topic garnered over +60,000 views, +500 reactions, and +45 comments (humble brag, I know). Let’s dive into why Copilot’s data access can be a headache in SharePoint Online and how to secure it effectively.
Why Copilot’s Data Access Can Go Wrong
Microsoft 365 Copilot is a game-changer, leveraging the Microsoft Graph to answer questions with the finesse of a super-smart assistant. However, there’s a catch: it only displays data users already have permission to access. Sounds secure, right? Not quite. In many organizations, SharePoint permissions resemble a drawer stuffed with tangled cables. If someone has access to a file they shouldn’t—perhaps due to an overly broad “Everyone except external users” setting—Copilot will cheerfully serve up that information. Even worse, users who previously interacted with those files might still get answers from them via Copilot, even after permissions are tightened. That’s a privacy disaster waiting to happen!
Controlling Copilot in SharePoint Online
Don’t panic—there are robust tools to prevent Copilot from spilling your organization’s secrets. Here are two effective SharePoint Online solutions to help you rest easy.
1. Strengthen SharePoint Permissions
Permissions are the foundation of data security in SharePoint. Weak permissions amplify Copilot’s risks like a megaphone. Here’s how to lock things down:
Audit and Clean Up: Use PowerShell scripts or third-party tools to identify oversharing (e.g., sites shared with “Everyone except external users”). Remove unnecessary access promptly.
Break Inheritance Strategically: For sensitive lists or libraries, break permission inheritance and grant access only to those who need it. This prevents Copilot from exposing data to unauthorized users.
Leverage Microsoft 365 Groups: Manage team site permissions through Microsoft 365 Groups for streamlined administration. It’s far simpler than managing individual user permissions.
Investing time in proper permissions is like flossing—tedious but essential to avoid bigger problems later.
2. Using Restricted Content Discovery (RCD)
For a quick fix or to hide sensitive sites from Copilot entirely, Restricted Content Discovery (RCD) is your ally. Available through SharePoint Advanced Management (SAM), which is included free with Microsoft 365 Copilot licenses, RCD offers robust protection. Here’s how it works:
What It Does: RCD blocks a site’s content from appearing in Copilot or organization-wide search, even if users have access. Think of it as an invisibility cloak for your sensitive sites.
Enable via PowerShell: As a SharePoint admin, run this command:
Set-SPOSite –identity <site-url> -RestrictContentOrgWideSearch $true
Enable via SharePoint Online Admin Center: Prefer a GUI? Follow these steps:
Go to Sites > Active sites in the SharePoint Online Admin Center.
Select the target site.
In the Settings tab, locate Restricted content from Microsoft 365 Copilot.
Toggle it to On and save changes.
Important Notes: For sites with over 500,000 items, RCD application may take over a week. Plan accordingly. Also, users who previously interacted with files on the site might still see that content in Copilot responses due to a known Microsoft limitation.
RCD is a powerful “break glass in case of emergency” tool. Use it to shield confidential sites while refining permissions or when an urgent fix is needed.
Staying Ahead of Copilot Risks
Drawing from years of SharePoint experience, here are key strategies to stay ahead:
Prioritize Permissions: Robust permission management is your best defense against Copilot oversharing. 3rd party tools and Microsoft Purview can streamline audits and fixes.
Use RCD Judiciously: Treat RCD as a temporary shield for sensitive sites or a rapid response tool. It complements, but doesn’t replace, strong permissions.
Monitor Regularly: Use PowerShell scripts or SAM’s Data Access Governance reports to audit permissions periodically. Proactive oversight is critical.
Copilot’s Hidden Data Risk
Microsoft notes that even after enabling RCD, users who previously interacted with files on a restricted site might still see that content in Copilot’s responses. It’s like locking the door after someone has already peeked inside. I’m investigating this issue further to assess its scope and potential workarounds. Stay tuned for updates!
Conclusion
Microsoft 365 Copilot is a powerful tool, but without proper guardrails, it risks exposing sensitive SharePoint data. By strengthening permissions and leveraging RCD, you can ensure Copilot works its magic securely. The buzz around my LinkedIn post underscores the urgency of this issue—nobody wants their confidential files surfacing in a Copilot chat. Take a deep breath, audit your permissions, and consider enabling RCD. Your SharePoint sites—and your peace of mind—will thank you.
Have thoughts or encountered Copilot permission challenges? Share in the comments or connect with me on LinkedIn. I’m all ears!
References
My LinkedIn profile: https://www.linkedin.com/in/jaimelopezlopez/
LinkedIn Discussion on SharePoint Content Restriction: https://www.linkedin.com/feed/update/urn:li:activity:7340377631810379776/
Restrict discovery of SharePoint sites and content: https://learn.microsoft.com/en-us/sharepoint/restricted-content-discovery