Blocking Applications on Windows Devices using Intune (M365 Business Premium)

Blocking Applications on Windows Devices using Intune (M365 Business Premium)

Managing which applications can run on company devices is crucial for security and productivity. Microsoft Intune (part of Microsoft 365 Business Premium) offers powerful ways to block or restrict applications on Windows 10/11 devices. This guide explains the most effective method – using Intune’s Mobile Device Management (MDM) with AppLocker – in a step-by-step manner. We also cover an alternative app-level approach using Intune’s Mobile Application Management (MAM) for scenarios like BYOD.

Introduction and Key Concepts

Microsoft Intune is a cloud-based endpoint management service (included with M365 Business Premium along with Azure AD Premium P1) that provides both MDM and MAM capabilities[1]. In the context of blocking applications on Windows:

MDM (Mobile Device Management) means the Windows device is enrolled in Intune, allowing IT to enforce device-wide policies. With MDM, you can prevent an application from launching at all on the device[1][1]. Attempting to run a blocked app will result in a message like “This app has been blocked by your system administrator”[1]. This is ideal for corp-owned devices where IT has full control.
MAM (Mobile Application Management) uses App Protection Policies to protect corporate data within apps without full device enrollment. Instead of stopping an app from running, MAM blocks the app from accessing or sharing company data[1][1]. Users can install any app for personal use, but if they try to open corporate content in an unapproved app, it will be prevented or the data will remain encrypted/inaccessible[1]. This is suited for BYOD scenarios.

Most Effective Method: In a typical small-business with M365 Business Premium, the MDM approach with AppLocker is the most direct way to block an application on Windows devices – it completely prevents the app from launching on managed PCs[1][1]. The MAM approach is effective for protecting data (especially on personal devices) but does not physically stop a user from installing or running an app for personal use[1]. Often, MDM is used on corporate devices and MAM on personal devices to cover both scenarios without overreaching on user’s personal device freedom[1][1].

Prerequisites and Setup

Before implementing application blocking, make sure you meet these prerequisites[1][1]:

Intune License: You have an appropriate Intune license. Microsoft 365 Business Premium includes Intune, so if you have M365 BP, you’re covered on licensing and have the necessary admin access to the Intune admin center[1][1].
Supported Windows Edition: Devices should be running Windows 10 or 11 Pro, Business, or Enterprise editions. (Windows Home is not supported for these management features[1].) Ensure devices are up to date – recent Windows 10/11 updates allow AppLocker enforcement even on Pro edition (the historical limitation to Enterprise has been removed)[1][1].
Device Enrollment (for MDM): For device-based blocking, Windows devices must be enrolled in Intune (via Azure AD join, Hybrid AD join, Autopilot, or manual enrollment)[1]. Enrollment gives Intune the control to push device configuration policies that block apps.
Azure AD and MAM Scope (for app protection): If using app protection (MAM) policies, users should exist in Azure AD and you need to configure the MAM User Scope so Intune can deliver app protection to their devices[1]. In Azure AD -> Mobility (MDM and MAM), set Intune as the MAM provider for the relevant users/groups. (Typically, for BYOD scenarios you might set MDM scope to a limited group or none, and MAM scope to all users[1].)
Administrative Access: Ensure you have Intune admin permissions. Log into the https://endpoint.microsoft.com (also known as Microsoft Endpoint Manager portal) with an admin account to create policies[1].
Test Environment: It’s wise to have a test or pilot device/group enrolled in Intune to trial the blocking policy before broad deployment[1]. Also, identify the application(s) you want to block and have one installed on a test machine for creating the policy.

With the basics in place, we can proceed with the blocking methods.

Method 1: Block Applications via Intune MDM (AppLocker Policy)

Overview: Using Intune’s device (MDM) capabilities, we will create an AppLocker policy to block a specific application and deploy that policy through Intune. AppLocker is a Windows feature that allows administrators to define which executables or apps are allowed or denied. Intune can deliver AppLocker rules to managed devices, effectively preventing targeted apps from running[1][1].

High-Level Steps (MDM + AppLocker):[1]

Create an AppLocker rule on a reference Windows PC to deny the unwanted application.
Export the AppLocker policy to an XML file.
Create an Intune Device Configuration profile (Custom OMA-URI) in the Intune portal and import the AppLocker XML.
Assign the profile to the target devices or user group.
Monitor enforcement and adjust if necessary.

We will now go through these steps in detail:

Step 1: Create & Export an AppLocker Policy (Blocking Rule)

First, on a Windows 10/11 PC (your own admin machine or a lab device), set up the AppLocker rule to block the chosen application:

Open Local Security Policy: Log in as an administrator on the reference PC and run “Local Security Policy” (secpol.msc). Navigate to Security Settings > Application Control Policies > AppLocker[1].
Enable AppLocker & Default Rules: Right-click AppLocker and select “Properties.” For each rule category (Executable, Script, Windows Installer (.msi), Packaged app (*.appx)), check “Configured” and set it to “Enforce rules”, then click OK[1]. Next, create the default allow rules for each category: e.g., right-click Executable Rules and choose “Create Default Rules.” This adds baseline allow rules (e.g., allow all apps in %ProgramFiles% and Windows directories, and allow Administrators to run anything) so that you don’t inadvertently block essential system files or admin actions[1][1]. (Ensuring default rules exist is crucial to avoid locking down the system accidentally.)
Create a Deny Rule for the Application: Decide which app to block and under the appropriate category, right-click and select “Create New Rule…”[1]. This launches the AppLocker rule wizard:
- Action: Choose “Deny” (we want to block the app)[1].
- User or Group: Select “Everyone” (so the rule applies to all users on the device)[1]. (Alternatively, you could target a specific user or group if needed.)
- Condition (Identification of the app): If it’s a classic Win32 app (an EXE), you can choose a Publisher rule (recommended for well-known signed apps), a Path rule, or a File hash rule. For a well-known signed app (e.g., Chrome, Zoom), choosing Publisher is ideal so that all versions of that app from that publisher get blocked[1][1]. You will be prompted to browse for the app’s executable on the system – select the main EXE (for example, chrome.exe in C:\Program Files\Google\Chrome\Application\chrome.exe for Google Chrome)[1][1]. The wizard will read the digital signature and populate the publisher and product info. You can adjust the slider to define the scope (e.g., blocking any version of Chrome vs. a specific version) – typically, slide to “File name” or “Product” level to block all versions of that app[1]. If blocking a Microsoft Store (UWP) app, switch to Packaged app Rules and select the app from the list of installed packages (e.g., TikTok if installed from Store)[1]. This will use the app’s package identity as the condition. (If the app isn’t installed on your ref machine to select, you can use a File hash, but Publisher rules are easier to maintain when possible[1].)
- Complete the wizard by giving the rule a name and optional description (e.g., “Block Chrome”) and finish. You should now see your new Deny rule listed under the appropriate AppLocker rule category[1] (e.g., under Executable Rules for a .exe).
Confirm Rule Enforcement: Ensure AppLocker enforcement is enabled (the earlier step of setting to Enforced in Properties should handle this). With the deny rule created and default allow rules in place, the local policy will block the chosen app on this test machine.
Export the Policy: Now export these AppLocker settings to an XML file so we can deploy them via Intune. In the AppLocker console, right-click the AppLocker node and choose “Export Policy.” Save the file (e.g., BlockedApps.xml)[1][1]. This XML contains all AppLocker rules you configured.Tip: We only need the relevant portion of the XML for the rule category we configured (to avoid conflicts with categories we didn’t use). For example, if we only created an Executable rule, open the XML in a text editor and find the <RuleCollection Type="Exe" EnforcementMode="Enabled"> ... </RuleCollection> section[1]. Copy that entire <RuleCollection> block to use in Intune[1]. (Similarly, if blocking a packaged app, use the <RuleCollection Type="AppX"...> section, etc.) This way, we import just the necessary rules into Intune without overriding other categories that we didn’t configure[1][1].

Step 2: Deploy the AppLocker Policy via Intune

Now that we have our AppLocker XML snippet, we’ll create a Custom Device Configuration Profile in Intune to deliver this policy to devices:

Create a Configuration Profile in Intune: Log in to the Intune admin center (Endpoint Manager portal) and navigate to Devices > Configuration Profiles (or Devices > Windows > Configuration Profiles). Click + Create profile.
- Platform: Select Windows 10 and later.
- Profile type: Choose Templates > Custom (because we’ll input a custom OMA-URI for AppLocker)[1][1].
- Click Create and give the profile a name (e.g., “Block AppLocker Policy”) and an optional description[1][1].
Add Custom OMA-URI Settings: In the profile editor, under Configuration settings, click Add to add a new setting. Enter the following details for the custom setting:
- Name: A descriptive name like “AppLocker Exe Rule” (if blocking an EXE) or “AppLocker Store App Rule” depending on your target[1][1].
- OMA-URI: This is the path that Intune uses to set the AppLocker policy via the Windows CSP. Use the path corresponding to your rule type:
  - For executable (.exe) apps:\ ./Vendor/MSFT/AppLocker/ApplicationLaunchRestrictions/Apps/EXE/Policy[1].
  - For Microsoft Store (packaged) apps:\ ./Vendor/MSFT/AppLocker/ApplicationLaunchRestrictions/Apps/StoreApps/Policy[1].
  - (If you were blocking other types, there are similar OMA-URI paths for Script, MSI, DLL under AppLocker CSP, but most common cases are EXE or StoreApps.)
- Data type: Select String (we’ll be uploading the XML as a text string)[1].
- Value: Paste the XML content of the <RuleCollection> that you copied earlier, including the <RuleCollection ...> tags. This is essentially the AppLocker policy definition in XML form[1]. Double-check that you included the opening and closing tags and that the XML is well-formed. (Intune will accept the large XML string here – if there’s a syntax error in the XML, the policy might fail to apply.)
- Click Save after adding this OMA-URI setting.
Complete Profile Creation: Click Next if additional pages appear (for Scope tags, etc., usually can leave default). On Assignments, choose the group of devices or users to which this blocking policy should apply:
- For initial testing, you might assign it to a small pilot group or a single device group (perhaps an “IT Test Devices” group).
- For full deployment, you could assign to All Devices or a broad group like “All Windows 10/11 PCs” if all devices should have this app blocked[1]. (Consider excluding IT admin devices or others if you need to ensure they can run the app, but generally “Everyone” was set in the rule so any device that gets this policy will block the app for all users on it.)
- After selecting the group, click Next through to Review + Create, then click Create to finish creating the profile[1][1].

Intune will now deploy this policy to the targeted Windows endpoints. Typically, devices check in and apply policies within minutes if online (or the next time they come online).

Step 3: Policy Assignment and Enforcement

Once the profile is created and assigned, Intune will push the AppLocker policy to the devices. On each device:

The policy is applied via the Windows AppLocker Configuration Service Provider (CSP). When the device receives the policy, Windows integrates the new AppLocker rule.
If the user attempts to launch the blocked application, it will fail to open. On Windows, they will see a notification or error dialog stating the app is blocked by the administrator or system policy[1][1]. Essentially, the app is now inert on those machines – nothing happens when they try to run it (or it closes immediately with a message).

To summarize the MDM enforcement: the application itself is blocked from running on the device – the user cannot launch it at all on a managed, compliant device[1]. This provides a strong guarantee that the software can’t be used (preventing both intentional use and accidental use of unauthorized apps).

Example: If we deployed a policy to block Google Chrome, any attempt to open Chrome on those Intune-managed PCs will be prevented. The user will typically see a Windows pop-up in the lower-right saying something like “ has been blocked by your organization”[1]. They will not be able to use Chrome unless the policy is removed.

Note: Intune/MDM-based AppLocker policies apply to any user on the device by default. If multiple users use the same PC (as Azure AD users), the blocked app will be blocked for all (since we set the rule for Everyone). Keep this in mind if any shared devices are in scope.

Step 4: Testing, Monitoring and Verification

After deploying the policy, it’s important to verify it’s working correctly and monitor device compliance:

Test on a Pilot Device: On a test device that received the policy, try launching the blocked application. You should confirm that it does not run and that you receive the expected block message[1][1]. If the app still runs, double-check that the device is indeed Intune-managed, in the assigned group, and that the policy shows as successfully applied (see below).
Intune Policy Status: In the Intune admin center, go to the Configuration Profile you created and view Device status or Per-user status. Intune will report each targeted device with status “Succeeded” or “Error” for applying the policy[1][1]. Verify that devices show Success for the AppLocker profile. If there are errors, click on them to get more details. A common error might be malformatted XML or an unsupported setting on that OS edition.
Event Logs: On a Windows client, you can also check the Windows Event Viewer for AppLocker events. Look under Application and Services Logs > Microsoft > Windows > AppLocker > EXE and DLL. A successful block generates an event ID 8004 (“an application was blocked by policy”) in the AppLocker log[1][1]. This is useful for auditing and troubleshooting – you can see if the rule fired as expected. If you see event 8004 for your app when a user tried to open it, the policy is working.
Monitor Impact: Ensure no critical application was inadvertently affected. Thanks to the default allow rules, your policy should not block unrelated apps, but it’s good to get feedback from pilot users. Have IT or a pilot user attempt normal work and ensure nothing else is broken. If something necessary got blocked (e.g., perhaps the rule was too broad and blocked more than intended), you’ll need to adjust the AppLocker rule criteria (see Step 5).

Common issues and troubleshooting:\ Even with a straightforward setup, a few issues can arise:

Correct App Identification: Make sure the rule accurately identifies the app. If using a publisher rule for an EXE, it should cover all versions. If the app updates and the publisher info remains the same, it stays blocked. If you used a file hash rule, a new version (with a different hash) might bypass it – so publisher rules are generally preferred for well-known apps[1][1]. For Store apps, ensure you selected the correct app package or used the correct Package Family Name. Microsoft documentation suggests using the Store for Business or PowerShell to find the precise Package Identity if needed[1].
Application Identity Service: Windows has a service called Application Identity (AppIDSvc) that AppLocker relies on to function. This service should start automatically when AppLocker policies are present. If it’s disabled or not running, AppLocker enforcement will fail. Ensure the service is not disabled on your clients[1][1]. (By default it’s Manual trigger-start – Intune’s policy should cause it to run as needed.)
Windows Edition: Remember that Windows Home edition cannot enforce AppLocker policies[1]. Pro, Business, or Enterprise should be fine (if fully updated). If a device is not enforcing the policy, check that it’s not a Home edition.
Default Rules: Always have the AppLocker default allow rules in place (or equivalent allow rules) for all categories you enforce, otherwise you might end up blocking the OS components or all apps except your deny list. If you skipped creating default rules, go back and add them, then re-export the XML. Missing default rules can lead to “everything is blocked” scenarios which require recovery.
Multiple Policies: In Intune, if you apply multiple AppLocker policies (say two different profiles targeting the same device), they could conflict or override each other[1]. It’s best to consolidate blocked app rules into one policy if possible. If you must use separate policies for different groups, ensure they target mutually exclusive sets of devices or users. In a small business, one AppLocker policy for all devices is simpler[1].
Policy Application Timing: Intune policies should apply within a few minutes, but if a device is offline it will apply next time it connects. You can trigger a manual sync from the client (Company Portal app or in Windows settings under Work & School account > Info > Sync) to fetch policies immediately.

Step 5: Maintaining and Updating the Block Policy

Over time, you may need to adjust which applications are blocked (add new ones or remove some):

Updating the Policy: To change the list of blocked apps, you have two main options:
1. Edit the AppLocker XML: On your reference PC, you can add or remove AppLocker rules (for example, create another Deny rule for a new app, or delete a rule) and export a new XML. Then, in Intune, edit the existing configuration profile – update the XML string in the Custom OMA-URI setting to the new XML (containing all current rules)[1][1]. Save and let it repush. The updated policy will overwrite the old rules on devices.
2. Create a New Profile: Alternatively, you could create a new Intune profile for an additional blocked app. However, as noted, multiple AppLocker profiles can conflict. If it’s a completely separate rule set, Intune might merge them, but to keep things simple, it’s often easier to maintain one XML that contains all blocked app rules and update it in one profile[1]. For example, maintain a “BlockedApps.xml” with all forbidden apps listed, and just update that file and Intune profile as needed.
Removing a Block: If an application should no longer be blocked (e.g., business needs change or a false alarm), you can remove the rule from the AppLocker XML and update or remove the profile. Removing the Intune profile will remove the AppLocker policy from devices (restoring them to no AppLocker enforcement)[1][1]. However, note that Intune’s configuration profiles sometimes “tattoo” settings on a device (meaning the setting remains even after the profile is removed, until explicitly changed)[2]. AppLocker CSP settings typically are removed when the profile is removed while the device is still enrolled. If a device was removed from Intune without first removing the policy, the block might persist. In such a case, you’d need to either re-enroll and remove via Intune, or use a local method to clear AppLocker policy. Microsoft’s guidance for Windows Defender Application Control (WDAC) suggests deploying an “Allow all” policy to overwrite a blocking policy, then removing it[2]. Similarly, for AppLocker, the cleanest removal is: (a) push an updated policy that doesn’t have the deny rule (or explicitly allows the app), then (b) remove that policy. So, plan the removal carefully to avoid orphaned settings.
Communication to Users: When implementing or updating blocked apps, inform your users in advance if possible. Users might encounter a blocked application message and create helpdesk tickets if they weren’t expecting it. Ensure that your organizational policy documentation lists which apps are disallowed and why (e.g. security or compliance reasons), so employees know the rules. If an important app is blocked, have a process for exception requests or review.
User Support: Be prepared to handle cases where a user says “I need this app for my work.” Evaluate if that app can be allowed or if there’s an approved alternative. Sometimes an app might be blocked for most users but certain roles might need it – in such cases, consider scoping the Intune policy to exclude those users or create a separate policy for them with a different set of rules.

Best Practices:

Pilot first, then deploy broad: As emphasized, always test your blocking policy on a limited set of machines before rolling out company-wide[1]. This prevents any nasty surprises (like blocking critical software).
Document and Align with Policies: Ensure that the list of blocked apps aligns with written company security policies or compliance requirements. For example, many organizations ban apps like BitTorrent or certain social media or games for compliance/security[3]. Some bans might be regulatory (e.g., government directives to ban specific apps due to security concerns[4]) – make sure your Intune policies support those mandates.
Gather feedback: After deploying, gather feedback from users or IT support about any impact. Users should generally not be impacted outside of being unable to use the forbidden app (which is intended). If there’s confusion or pushback, it might require management communication – e.g., explaining “We blocked XYZ app because it poses a security risk or is against company policy.”

Alternative Device-Based Protections (Compliance & Conditional Access)

In addition to AppLocker, Intune provides a few other mechanisms to deter or react to forbidden apps on devices:

Compliance Policy with Script: Intune compliance policies for Windows can detect certain conditions and mark a device non-compliant if criteria are met. While there isn’t a built-in “app blacklist” compliance setting for Windows, admins can use custom compliance scripts to check for the presence of an .exe. For instance, a PowerShell script could check if a disallowed app is installed, and if yes, set the device’s compliance status accordingly[1]. Then you could create an Azure AD Conditional Access policy to block non-compliant devices from accessing corporate resources. This approach does not directly stop the app from running, but it creates a strong incentive for users not to install it: their device will lose access to email, Teams, SharePoint, etc., if that app is present[1][1]. This is more complex to set up and punitive rather than preventive, but can be useful for monitoring and enforcing policy on devices where you might not be ready to hard-block apps.
Microsoft Defender for Endpoint Integration: If your M365 Business Premium includes Defender for Endpoint P1, note that P1 doesn’t have all app control features of P2, but one thing you can do is use Defender for Endpoint (MDE) for network blocking. For example, if the unwanted “app” is actually accessing a service via web, you can use MDE’s Custom Network Indicators to block the URL or domain (which also prevents usage of that service or PWA)[4][4]. Microsoft’s guidance for the DeepSeek app, for instance, shows blocking the app’s web backend via Defender for Endpoint network protection, so even if installed it can’t connect[4][4]. MDE can also enforce web content filtering across browsers (with network protection enabled via Intune’s Settings Catalog)[4][4].
App Uninstall via Intune: If an unwanted app was deployed through Intune (for example, a store app pushed earlier), Intune can also uninstall it by changing the assignment to “Uninstall” for that app[4][4]. However, Intune cannot directly uninstall arbitrary software that it did not install. For Win32 apps not deployed by Intune, you’d need to use scripts or other tools if you wanted to actively remove them. In many cases, simply blocking execution via AppLocker (and leaving the stub installed) is sufficient and less disruptive[1][1].

These alternatives can complement the primary AppLocker method, but for immediate prevention, AppLocker remains the straightforward solution on managed devices[1].

Method 2: Block Applications via Intune MAM (App Protection for Data)

For scenarios where devices are not enrolled (personal PCs) or you prefer not to completely lock down the device, Intune’s App Protection Policies provide a way to ensure corporate data never ends up in unapproved apps. This doesn’t stop users from installing or running apps, but it effectively blocks those apps from ever seeing or using company information[1][1]. In practice, an unapproved app becomes useless for work – e.g., a user could install a personal Dropbox or a game on their BYOD PC, but they won’t be able to open any work files with it or copy any text out of Outlook into that app.

This approach uses a feature formerly known as Windows Information Protection (WIP) for Windows 10/11, integrated into Intune’s App Protection Policies. M365 Business Premium supports this since it includes the necessary Intune and Azure AD features.

Key points about MAM data protection:

It works by labeling data as “enterprise” vs “personal” on the fly. Any data from corporate sources (e.g., Office apps signed in with work account, files from OneDrive for Business, emails in Outlook) is considered corporate and is encrypted/protected when at rest on the device.
You define a set of “protected apps” (also called allowed apps) that are approved to access corporate data (typically Office apps, Edge browser, etc.)[1][1]. Only these apps can open or handle the corporate data.
If a user tries to open a corporate document or email attachment in an app not on the allowed list, it will be blocked — either it won’t open at all, or it opens encrypted gibberish. Similarly, actions like copy-paste from a work app to a personal app can be blocked[1][1].
Unlike MDM, this doesn’t require device enrollment. You can apply it to any Windows device where a user logs in with a work account in an app (Azure AD registered). Enforcement is strengthened by pairing with Conditional Access policies to ensure they can only access, say, O365 data if they are using a protected app[1].
This is ideal for BYOD: the user keeps full control of their device and personal apps, but the company data stays within a managed silo.

Note: Microsoft has announced that Windows Information Protection (WIP) is being deprecated eventually[1]. It’s still supported in current Windows 10/11 and Intune, so you can use it now, but be aware that long-term Microsoft is focusing on solutions like Purview Information Protection and other DLP (data loss prevention) strategies[1][1]. As of this writing, WIP-based MAM policies are the main method for protecting Windows data on unenrolled devices.

Step-by-Step: Configure Intune App Protection (MAM) Policy for Windows

Follow these steps to set up a policy that will “protect” corporate data and block its use in unapproved apps:

1. Enable MAM for Windows in Azure AD (if not already):\ In the Azure AD (Entra) admin center, ensure Intune MAM is activated for Windows users:

Navigate to Azure AD > Mobility (MDM and MAM). Find Microsoft Intune in the MAM section.
Set the MAM User Scope to include the users who will receive app protection (e.g., All users, or a specific group)[1][1]. This allows those users to use Intune App Protection on unenrolled devices.
Ensure the MDM User Scope is configured as you intend. For example, in a BYOD scenario, you might set MDM user scope to None (so personal devices don’t auto-enroll) and MAM user scope to All. In a mixed scenario, you can have both scopes enabled; an unenrolled device will simply only get MAM policies, whereas an enrolled device can have both MDM and MAM policies (though device-enrolled Windows will prefer device policies)[1][1].

2. Create a Windows App Protection Policy:\ In the Intune admin center:

Go to Apps > App protection policies and click Create Policy.
Platform: Select Windows 10 and later[1].
It will ask “Windows 10 device type:” – choose “Without enrollment” for targeting BYOD/personal devices (this means the policy applies via MAM on Azure AD-registered devices, not requiring full Intune enrollment)[1]. (If you also want to cover enrolled devices with similar restrictions, you could create a separate policy “with enrollment.” For now, we’ll assume without enrollment for personal device usage.)
Give the policy a Name (e.g., “Windows App Protection – Block Unapproved Apps”) and a description[1].

**3. Define *Protected Apps* (Allowed Apps):**\ Now specify which applications are considered *trusted for corporate data*. These apps will be allowed to access organization data; anything not in this list will be treated as untrusted.

In the policy settings, find the section to configure Protected apps (this might be under a heading like “Allowed apps” or similar). Click Add apps[1].
Intune provides a few ways to add apps:
- Recommended apps: Intune offers a built-in list of common Microsoft apps that are “enlightened” for WIP (e.g., Office apps like Outlook, Word, Excel, PowerPoint, OneDrive, Microsoft Teams, the Edge browser, etc.). You can simply check the ones you want to allow (or Select All to allow the full suite of Microsoft 365 apps)[1][1]. This covers most needs: you’ll typically include Office 365 apps and Edge. Edge is particularly important if users access SharePoint or web-based email – Edge can enforce WIP, whereas third-party browsers cannot[1].
- Store apps: If there’s a Microsoft Store app not in the recommended list that you need to allow, you can add it by searching the store. You’ll need the app’s Package Family Name and Publisher info. Intune’s interface may allow selection from the Store if the app is installed on a device or via the Store for Business integration[1][1].
- Desktop apps (Win32): You can also specify classic desktop applications to allow by their binary info. This requires providing the app’s publisher certificate info and product name or file name. For example, if you have a specific line-of-business app (signed by your company), you can allow it by publisher name and product name so it’s treated as a protected app[1][1]. This can also be used to allow third-party apps (e.g. perhaps Adobe Acrobat, if you trust it with corporate data).
After adding all needed apps, you’ll see your list of protected apps. Common ones: Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint, Skype for Business (if used), Edge. The idea is to include all apps that you want employees to use for work data. Data will be protected within and between these apps.
(Optional) Exempt Apps: Intune allows designation of exempt apps which bypass WIP entirely (meaning they can access corporate data without restriction)[1]. Generally do NOT exempt any app unless absolutely necessary (e.g., a legacy app that can’t function with encryption). Exempting defeats the purpose by allowing data leakage, so ideally leave this empty[1][1].

4. Configure Data Transfer Restrictions:\ The policy will have settings for what actions are allowed or blocked with corporate data:

Key setting: “Prevent data transfer to unprotected apps” – set this to Block (meaning no sharing of data from a protected app to any app that isn’t in the protected list)[1]. This ensures corporate content stays only in the allowed apps.
Clipboard (Cut/Copy/Paste): You likely want to Block copying data from a protected app to any non-protected app[1]. Intune might phrase this as “Allow cut/paste between corporate and personal apps” – set to Block, or “Policy managed apps only”.
Save As: Block users from saving corporate files to unmanaged locations (e.g., prevent “Save As” to a personal folder or USB drive). In Intune, this might be a setting like “Block data storage outside corporate locations”[1].
Screen capture: You can disable screenshots of protected apps on Windows. This might be less straightforward on Windows 10 (since WIP can do it on enlightened apps). Set Block screen capture if available[1].
Encryption: Ensure Encrypt corporate data is enabled so that any work files saved on the device are encrypted and only accessible by protected apps or when the user is logged in with the right account[1].
Application Mode (Enforcement level): WIP had modes like Block, Allow Overrides, Silent, Off[1]. In Intune’s UI, this might correspond to a setting called “Protection mode”. You will want Block mode for strict enforcement (no override)[1][1]. Allow Overrides would prompt users but let them bypass (not desirable if your goal is full blocking of data transfer). Silent would just log but not prevent. So choose the strictest option to truly block data leakage.
There are other settings like “Protected network domains” where you specify which domains’ data is considered corporate (often your Office 365 default domains are auto-included, e.g., anything from @yourcompany.com email or SharePoint site is corporate). Intune usually auto-populates these based on your Azure AD tenant for Windows policies. Double-check that your organization’s email domain and SharePoint/OneDrive domains are listed as corporate identity sources.
Set any other policy flags as needed (there are many options, such as requiring a PIN for access to protected apps after a idle time, etc., but those are more about app behavior than data transfer).

5. (Optional) Conditional Launch Conditions:\ Intune’s app protection policies may allow you to set conditional launch requirements – e.g., require device to have no high-risk threats detected, require devices to be compliant, etc. For Windows, a notable one is integrating with Microsoft Defender:

You could require that no malware is present or device is not jailbroken (not as relevant on Windows), or if malware is detected, you can have the policy either block access or wipe corporate data from the app[1][1].
These settings can enhance security (ensuring the app won’t function if the device is compromised). They rely on Defender on the client and can add complexity. Use as needed or stick to defaults for now[1][1].

6. Assign the App Protection Policy:\ Unlike device config which targets devices, app protection policies target users (because they apply when a user’s account data is in an app).

Choose one or more Azure AD user groups that should receive this policy[1]. For example, “All Employees” or all users with a Business Premium license. In a small business, targeting all users is common, so any user who signs into a Microsoft 365 app on a Windows device will have these rules applied.
If you want to pilot, you could target only IT or a subset first.

7. Enforce via Conditional Access (CA):\ This step is crucial: to ensure that users actually use these protected apps and not find a workaround, use Azure AD Conditional Access:

Create a CA policy that targets the cloud apps you want to secure (Exchange Online, SharePoint Online, Teams, etc.).
In conditions, scope it to users or groups (likely the same users you target with the MAM policy).
In Access controls, require “Approved client app” or “Require app protection policy” for access[1]. In the CA settings, Microsoft 365 services have a condition like “Require approved client app” which ensures only apps that are Intune-approved (they have a list, e.g., Outlook, Teams mobile, etc.) can be used. On Windows, a more fitting control is Require app protection policy (which ensures that if the device is not compliant (MDM-enrolled), then the app being used must have an app protection policy).
One common approach: Require managed device OR managed app. This means if a device is Intune enrolled (compliant), fine – they can use any client. If not, then the user must use a managed (MAM-protected) app to access. For example, you could say: if not on a compliant (MDM) device, then the session must come from an approved client app (which essentially enforces app protection; on Windows this correlates to WIP-protected apps)[1][1].
This ensures that if someone tries to use a random app or an unmanaged browser to access, say, Exchange or SharePoint, they will be blocked. They’ll be forced to use Outlook or Edge with the app protection policy in place.
Without CA, the user could potentially use web access as a loophole (e.g., log into Outlook Web Access via Chrome on an unmanaged device). CA closes that gap by requiring either the device to be enrolled or the app to be a known protected app.

8. User Experience and Monitoring:\ Once deployed, the user experience on a personal Windows device with this policy is:

The user can install Office apps or use the Office web, but if they try to use a non-approved app for corp data, it won’t work. For example, if they try to open a corporate SharePoint file in WordPad or copy text from Outlook to Notepad, the action will be blocked by WIP (they might just see nothing happens or a notice saying the action is not allowed).
They might see a brief notification like “Your organization is protecting data in this app” when they first use a protected app[1].
Their personal files and apps are unaffected. They can still use personal email or personal versions of apps freely; the protection only kicks in for data that is tagged as corporate (which originates from the company accounts)[1][1].
If they attempt something disallowed (like pasting company data into a personal app), it will silently fail or show a message. These events can be logged.

Admins should monitor logs to ensure the policy works:

Intune App Protection Reports: Intune provides some reporting for app protection policies (e.g., under Monitor section for App Protection, you might see reports of blocked actions).
Event Logs on device: WIP events might be logged in the local event viewer under Microsoft->Windows->EDP (Enterprise Data Protection).
Azure AD Sign-in logs: If Conditional Access is used, sign-in logs will show if a session was blocked due to CA policy, which helps confirm that CA rules are working[1][1].
Periodically review these logs, and also gather any user feedback if they experience prompts or have trouble accessing something so you can fine-tune the allowed app list or policy settings.

9. Maintain the MAM Policy:\ If you need to add another allowed app (say your company adopts a new tool that should be allowed to access corp data), just edit the App Protection Policy in Intune and add that app to the protected list. Policy updates apply near-real-time to usage. Removing an app from allowed list effectively immediately prevents it from opening new corporate data (though any already saved corporate data in that app would remain encrypted and inaccessible). If an employee leaves, removing their account or wiping corporate data from their device is possible from Intune (App Protection has a wipe function that will remove corporate data from the apps on the next launch).

Summary of MAM Approach: With Intune MAM, the app itself isn’t blocked from running, but it’s blocked from accessing any company info[1][1]. This is ideal if you don’t manage the entire device, such as personal devices. Even if a user installs an unapproved app, it cannot touch work data – making it effectively useless for work. The user retains the freedom to use their device for personal tasks, while IT ensures corporate data stays confined to secure apps[1][1]. This approach requires less device control and is generally more palatable for users worried about privacy on their own machines[1]. The trade-off is that it doesn’t prevent all risks (a user could still run risky software on their personal device – it just won’t have company data to abuse)[1][1].

Comparison of MDM vs MAM Approaches

To summarize the differences between the device-based blocking (MDM/AppLocker) and app-based blocking (MAM/App Protection) approach, consider the following comparison:

What is blocked: MDM completely blocks the application from launching on the device – the user clicks it, and nothing happens (or gets a “blocked by admin” notice)[1][1]. MAM allows the app to run, but blocks access to any protected (corp) data. The app can launch and be used for personal things, but if it tries to access work files or data, that access is denied or the data is unreadable[1][1].

Use case: MDM is best for company-owned devices under IT control where you want to outright ban certain software for security, licensing, or productivity reasons[1]. MAM is best for personal/BYOD devices (or to add a second layer on corporate devices) where you can’t or don’t want full control over the device, but still need to protect corporate information[1][1].

Implementation effort: MDM/Applocker requires a more technical setup initially (creating rules, exporting XML, etc.) – but once in place, it’s mostly “set and forget”, with occasional updates to the XML for changes[1][1]. It does require devices to be enrolled and on supported Windows editions[1]. MAM is configured through Intune’s UI (selecting apps and settings), which is a bit more straightforward. However, to be fully effective, you also need to configure Conditional Access, which can be complex to get right[1][1]. MAM doesn’t require device enrollment, just Azure AD sign-in.

User experience: With MDM blocking, if a user tries to open the app, it will not run at all. This could potentially disrupt work if, say, an important app was accidentally blocked – but otherwise the enforcement is silent/invisible until they actually try the blocked app[1][1]. With MAM, the user might see some prompts or restrictions in effect (like copy/paste blocked, or a message “your org protects data in this app”)[1][1]. Personal use of the device is unaffected, only when they deal with work data they encounter restrictions. This usually necessitates a bit of user education so they understand why certain actions are blocked[1][1].

Security strength: MDM’s AppLocker is very strong at preventing the app from causing any trouble on that device – if the app is malware or a forbidden tool, it simply can’t run[1][1]. It also means you could lockdown a device to only a whitelisted set of apps if you wanted (kiosk mode scenarios). MAM is very strong for data loss prevention – corporate content won’t leak to unapproved apps or cloud services[1][1]. However, it doesn’t stop a user from installing something risky on their own device for personal use (that risk is mitigated only to the extent that company data isn’t exposed). So to fully cover security, an enterprise might use MDM+MAM combined (MDM for device posture, antivirus, etc., and MAM for data protection on the edge cases).

Privacy impact: MDM is high impact on user privacy – IT can control many aspects of the device (and even wipe it entirely). So employees might resist MDM on personal devices[1][1]. MAM is low impact – it doesn’t touch personal files or apps at all, only corporate data within certain apps is managed[1][1]. If someone leaves the company, IT can remotely wipe the corporate data in the apps, but their personal stuff stays intact[1].

Licensing considerations: Both approaches are fully supported in M365 Business Premium. MDM with AppLocker needs Windows 10/11 Pro or higher (which Business Premium covers via Windows Business, essentially Pro)[1][1]. MAM for Windows needs Azure AD Premium (for CA) and Intune, which are included in Business Premium[1][1]. No extra licensing is needed unless you want advanced features like Defender for Endpoint P2 or Purview DLP in the future.

Additional Tips and Resources

Use Intune Reporting: Regularly check Intune’s Discovered Apps report (in Endpoint Manager under Apps > Monitor > Discovered apps). This report shows what software is found on your managed devices[3]. It can help identify if users have installed something that should be blocked, or to verify that a banned app is indeed not present.
Stay Informed on Updates: Intune and Windows are evolving. For example, new features like “App Control for Business” (a simplified interface for application control in Intune) or changes to WIP deprecation may come. Keep an eye on Microsoft 365 roadmap and Intune release notes so you can adapt your approach.
Training and Communication: Ensure that your IT support staff know how the policies work, so they can assist users. For instance, if a user tries to use a blocked app, the helpdesk should be able to explain “That application isn’t allowed by company policy” and suggest an approved alternative. Provide employees with a list of approved software and explain the process to request new software if needed (so they don’t attempt to install random tools).
Troubleshooting: If something isn’t working:
- Microsoft’s documentation on https://learn.microsoft.com/windows/client-management/mdm/applocker-csp and https://learn.microsoft.com/intune/apps/app-protection-policy can be very helpful. The Recast Software guide references the AppLocker CSP documentation which details these OMA-URI settings[5].
- The Microsoft Tech Community and Q\&A forums have real-world Q\&As. For example, handling removal of a stuck AppLocker policy was discussed in a community question[2][2].
- The Microsoft Intune Customer Success blog has a post on “Blocking and removing apps on Intune managed devices” (Feb 2025) which provides guidance using a real example (blocking the DeepSeek AI app) across different platforms[4]. It’s a good supplemental read for advanced scenarios and cross-platform considerations.
Compliance and Legal: If your blocking is driven by compliance (e.g., a government ban on an app), ensure you archive proof of compliance. Intune logs and reports showing the policy applied can serve as evidence that you took required action. Also ensure your Acceptable Use Policy given to employees clearly states that certain applications are prohibited on work devices — this helps cover legal bases and user expectations.

Conclusion

With Microsoft 365 Business Premium, you have robust tools to control application usage on Windows devices. By leveraging Intune MDM with AppLocker, you can completely block unauthorized applications from running on company PCs, thereby enhancing security and productivity. The detailed steps above guide you through creating and deploying such a policy in a manageable way. Additionally, Intune’s App Protection (MAM) capabilities offer a complementary solution for protecting corporate data on devices you don’t fully manage, ensuring that even in BYOD situations, sensitive information remains in sanctioned apps.

In practice, many organizations will use a blend: e.g., require MDM for corporate laptops (where you enforce AppLocker to ban high-risk apps) and use MAM for any personal devices that access company data. The most effective method ultimately depends on your scenario, but with MDM and MAM at your disposal, M365 Business Premium provides a comprehensive toolkit to block or mitigate unapproved applications. By following the step-by-step processes and best practices outlined in this guide, IT administrators can confidently enforce application policies and adapt them as the organization’s needs evolve, all while keeping user impact and security compliance in balance.

References

[1] Blocking Applications on Windows Devices with Intune: MDM vs. MAM …

[2] Allowing a blocked app from Intune policy – Microsoft Q&A

[3] Practical Protection: Banning Apps with Intune | Practical365

[4] Blocking and removing apps on Intune managed devices (Windows, iOS …

[5] How to Block Apps with Intune – Recast Software

Roadmap to Mastering Microsoft 365 Copilot for Small Business Users

Overview: Microsoft 365 Copilot is an AI assistant integrated into the apps you use every day – Word, Excel, PowerPoint, Outlook, Teams, OneNote, and more – designed to boost productivity through natural-language assistance[1][2]. As a small business with Microsoft 365 Business Premium, you already have the core tools and security in place; Copilot builds on this by helping you draft content, analyze data, summarize information, and collaborate more efficiently. This roadmap provides a step-by-step guide for end users to learn and adopt Copilot, leveraging freely available, high-quality training resources and plenty of hands-on practice. It’s organized into clear stages, from initial introduction through ongoing mastery, to make your Copilot journey easy to follow.

Why Use Copilot? Key Benefits for Small Businesses

Boost Productivity and Creativity: Copilot helps you get things done faster. Routine tasks like writing a first draft or analyzing a spreadsheet can be offloaded to the AI, saving users significant time. Early trials showed an average of ~10 hours saved per month per user by using Copilot[1]. Even saving 2.5 hours a month could yield an estimated 180% return on investment at typical salary rates[1]. In practical terms, that means more time to focus on customers and growth.

Work Smarter, Not Harder: For a small team, Copilot acts like an on-demand expert available 24/7. It can surface information from across your company data silos with a simple query – no need to dig through multiple files or emails[1]. It’s great for quick research and decision support. For example, you can ask Copilot in Teams Chat to gather the latest project updates from SharePoint and recent emails, or to analyze how you spend your time (it can review your calendar via Microsoft 365 Chat and suggest where to be more efficient[1]).

Improve Content Quality and Consistency: Not a designer or wordsmith? Copilot can help create professional output. It can generate proposals, marketing posts, or slides with consistent branding and tone. For instance, you can prompt Copilot in PowerPoint to create a slide deck from a Word document outline – it will produce draft slides complete with imagery suggestions[3]. In Word, it can rewrite text to fix grammar or change the tone (e.g., make a message more friendly or more formal).

Real-World Example – Joos Ltd: Joos, a UK-based startup with ~45 employees, used Copilot to “work big while staying small.” They don’t have a dedicated marketing department, so everyone pitches in on creating sales materials. Copilot in PowerPoint now helps them generate branded sales decks quickly, with the team using AI to auto-edit and rephrase content for each target audience[3][3]. Copilot also links to their SharePoint, making it easier to draft press releases and social posts by pulling in existing company info[3]. Another challenge for Joos was coordinating across time zones – team members were 13 hours apart and spent time taking meeting notes for absent colleagues. Now Copilot in Teams automatically generates meeting summaries and action items, and even translates them for their team in China, eliminating manual note-taking and translation delays[3][3]. The result? The Joos team saved time on routine tasks and could focus more on expanding into new markets, using Copilot to research industry-specific pain points and craft tailored pitches for new customers[3][3].

Enhance Collaboration: Copilot makes collaboration easier by handling the busywork. It can summarize long email threads or Teams channel conversations, so everyone gets the gist without wading through hundreds of messages. In meetings, Copilot can act as an intelligent notetaker – after a Teams meeting, you can ask it for a summary of key points and action items, which it produces in seconds[3]. This ensures all team members (even those who missed the meeting) stay informed. Joos’s team noted that having Copilot’s meeting recaps “changed the way we structure our meetings” – they review the AI-generated notes to spot off-topic tangents and keep meetings more efficient[3].

Maintain Security and Compliance: As a Business Premium customer, you benefit from enterprise-grade security (like data loss prevention, MFA, Defender for Office 365). Copilot inherits these protections[2]. It won’t expose data you don’t have access to, and its outputs are bounded by your organization’s privacy settings. Small businesses often worry about sensitive data – Copilot can actually help by quickly finding if sensitive info is in the wrong place (since it can search your content with your permissions). Administrators should still ensure proper data access policies (Copilot’s powerful search means any overly broad permissions could let a user discover files they technically have access to but weren’t aware of[4]). In short, Copilot follows the “trust but verify” approach: it trusts your existing security configuration and won’t leak data outside it[2].

Roadmap Stages at a Glance

Below is an outline of the stages you’ll progress through to become proficient with Microsoft 365 Copilot. Each stage includes specific learning goals, recommended free resources (articles, courses, videos), and hands-on exercises.

Each stage is described in detail below with recommended resources and action steps. Let’s dive into Stage 1!

Stage 1: Introduction & Setup

Goal: Build a basic understanding of Microsoft 365 Copilot and prepare your account/applications for using it.

Understand What Copilot Is: Start with a high-level overview. A great first stop is Microsoft’s own introduction:
- Microsoft Learn – “Introduction to Microsoft 365 Copilot” (learning module, ~27 min) – This beginner-friendly module explains Copilot’s functionality and Microsoft’s approach to responsible AI[5]. It’s part of a broader “Get started with Microsoft 365 Copilot” learning path[5]. No prior AI knowledge needed.
- Microsoft 365 Copilot Overview Video – Microsoft’s official YouTube playlist “Microsoft 365 Copilot” has short videos (1-5 min each) showcasing how Copilot works in different apps. For example, see how Copilot can budget for an event in Excel or summarize emails in Outlook. These visuals help you grasp Copilot’s capabilities quickly.
Check Licensing & Access: Ensure you actually have Copilot available in your Microsoft 365 environment. Copilot is a paid add-on service for Business Premium (not included by default)[1][1].
- How to verify: Ask your IT admin or check in your Office apps – if Copilot is enabled, you’ll see the Copilot icon or a prompt (for instance, a Copilot sidebar in Word or an “Ask Copilot” box in Teams Chat). If your small business hasn’t purchased Copilot yet, you might consider a trial. (Note: As of early 2024, Microsoft removed the 300-seat minimum – even a company with 1 Business Premium user can add Copilot now[1][1].)
- If you’re an admin, Microsoft’s documentation provides a Copilot setup guide in the Microsoft 365 Admin Center[6]. (Admins can follow a step-by-step checklist to enable Copilot for users, found in the Copilot Success Kit for SMB.) For end users, assuming your admin has enabled it, there’s no special install – just ensure your Office apps are updated to the latest version.
First Look – Try a Simple Command: Once Copilot is enabled, try it out! A good first hands-on step is to use Copilot in one of the Office apps:
- Word: Open Word and look for the Copilot () icon or pane. Try asking it to “Brainstorm a description for our company’s services” or “Outline a one-page marketing flyer for [your product]”. Copilot will generate ideas or an outline. This lets you see how you can prompt it in natural language.
- Outlook: If you have any lengthy email thread, try selecting it and asking Copilot “Summarize this conversation”. Watch as it produces a concise summary of who said what and any decisions or questions noted. It might even suggest possible responses.
- Teams (Business Chat): In Teams, open the Copilot chat (often labeled “Ask Copilot” or similar). A simple prompt could be: “What did I commit to in meetings this week?” Copilot can scan your calendar and chats to list action items you promised[1]. This is a powerful demo of how it pulls together info across Outlook (calendar), Teams (meetings), and so on.
Don’t worry if the output isn’t perfect – we’ll refine skills later. The key in Stage 1 is to get comfortable invoking Copilot and seeing its potential.
Leverage Introductory Resources: A few other freely available resources for introduction:
- Microsoft Support “Get started with Copilot” guide – an online help article that shows how to access Copilot in each app, with screenshots.
- Third-Party Blogs/Overviews: For an outside perspective, check out “Copilot for Microsoft 365: Everything your business needs to know” by Afinite (IT consultancy)[1][1]. It provides a concise summary of what Copilot does and licensing info (reinforcing that Business Premium users can benefit from it) with a business-oriented lens.
- Community Buzz: Browse the Microsoft Tech Community Copilot for SMB forum, where small business users and Microsoft experts discuss Copilot. Seeing questions and answers there can clarify common points of confusion. (For example, many SMB users asked about how Copilot uses their data – Microsoft reps have answered that it’s all within your tenant, not used to train public models, etc., echoing the privacy assurances.)

✅ Stage 1 Outcomes: By the end of Stage 1, you should be familiar with the concept of Copilot and have successfully invoked it at least once in a Microsoft 365 app. You’ve tapped into key resources (both official and third-party) that set the stage for deeper learning. Importantly, you’ve confirmed you have access to the tool in your Business Premium setup.

Stage 2: Learning Copilot Basics in Core Apps ️‍♀️

Goal: Develop fundamental skills by using Copilot within the most common Microsoft 365 applications. In this stage, you will learn by doing – following tutorials and then practicing simple tasks in Word, Excel, PowerPoint, Outlook, and Teams. We’ll pair each app with freely available training resources and a recommended hands-on exercise.

Recommended Training Resource: Microsoft has created an excellent learning path called “Draft, analyze, and present with Microsoft 365 Copilot”[7]. It’s geared toward business users and covers Copilot usage in PowerPoint, Word, Excel, Teams, and Outlook. This on-demand course (on Microsoft Learn) shows common prompt patterns in each app and even introduces Copilot’s unified Business Chat. We highly suggest progressing through this course in Stage 2 – it’s free and modular, so you can do it at your own pace. Below, we’ll highlight key points for each application along with additional third-party tips:

Copilot in Word – “Your AI Writing Assistant”:
- What you’ll learn: How to have Copilot draft content, insert summaries, and rewrite text in Word.
- Training Highlights: The Microsoft Learn path demonstrates using prompts like “Draft a two-paragraph introduction about [topic]” or “Improve the clarity of this section” in Word[7]. You’ll see how Copilot can generate text and even adjust tone or length on command.
- Hands-on Exercise: Open a new or existing Word document about a work topic you’re familiar with (e.g., a product description, an internal policy, or a client proposal). Use Copilot to generate a summary of the content or ask it to create a first draft of a new section. For example, if you have bullet points for a company About Us page, ask Copilot to turn them into a narrative paragraph. Observe the output and edit as needed. This will teach you how to iteratively refine Copilot’s output – a key skill is providing additional instructions if the initial draft isn’t exactly right (e.g., “make it more upbeat” or “add a call-to-action at the end”).
Copilot in Excel – “Your Data Analyst”:
- What you’ll learn: Using Copilot to analyze data, create formulas, and generate visualizations in Excel.
- Training Highlights: The Learn content shows examples of asking Copilot questions about your data (like “What are the top 5 products by sales this quarter?”) and even generating formulas or PivotTables with natural language. It also covers the new Analyst Copilot capabilities – for instance, Copilot can explain what a complex formula does or highlight anomalies in a dataset.
- Hands-on Exercise: Take a sample dataset (could be a simple Excel sheet with sales figures, project hours, or any numbers you have). Try queries such as “Summarize the trends in this data” or “Create a chart comparing Q1 and Q2 totals”. Let Copilot produce a chart or summary. If you don’t have your own data handy, you can use an example from Microsoft (e.g., an Excel template with sample data) and practice there. The goal is to get comfortable asking Excel Copilot questions in plain English instead of manually crunching numbers.
Copilot in PowerPoint – “Your Presentation Designer”:
- What you’ll learn: Generating slides, speaker notes, and design ideas using Copilot in PowerPoint.
- Training Highlights: The training path walks through turning a Word document into a slide deck via Copilot[7]. It also shows how to ask for images or styling (Copilot leverages Designer for image suggestions[1]). For example, “Create a 5-slide presentation based on this document” or “Add a slide summarizing the benefits of our product”.
- Hands-on Exercise: Identify a topic you might need to present – say, a project update or a sales pitch. In PowerPoint, use Copilot with a prompt like “Outline a pitch presentation for [your product or idea], with 3 key points per slide”. Watch as Copilot generates the outline slides. Then, try refining: “Add relevant images to each slide” or “Make the tone enthusiastic”. You can also paste some text (perhaps from the Word exercise) and ask Copilot to create slides from that text. This exercise shows the convenience of quickly drafting presentations, which you can then polish.
Copilot in Outlook – “Your Email Aide”:
- What you’ll learn: Composing and summarizing emails with Copilot’s help in Outlook.
- Training Highlights: Common scenarios include: summarizing a long email thread, drafting a reply, or composing a new email from bullet points. The Microsoft training examples demonstrate commands like “Reply to this email thanking the sender and asking for the project report” or “Summarize the emails I missed from John while I was out”.
- Hands-on Exercise: Next time you need to write a tricky email, draft it with Copilot. For instance, imagine you need to request a payment from a client diplomatically. Provide Copilot a prompt such as “Write a polite email to a client reminding them of an overdue invoice, and offer assistance if they have any issues”. Review the draft it produces; you’ll likely just need to tweak details (e.g., invoice number, due date). Also try the summary feature on a dense email thread: select an email conversation and click “Summarize with Copilot.” This saves you from reading through each message in the chain.
Copilot in Teams (and Microsoft 365 Chat) – “Your Teamwork Facilitator”:
- What you’ll learn: Using Copilot during Teams meetings and in the cross-app Business Chat interface.
- Training Highlights: The learning path introduces Microsoft 365 Copilot Chat – a chat interface where you can ask questions that span your emails, documents, calendar, etc.[7]. It also covers how in live Teams meetings, Copilot can provide real-time summaries or generate follow-up tasks. For example, you might see how to ask “What did we decide in this meeting?” and Copilot will generate a recap and highlight action items.
- Hands-on Exercise: If you have Teams, try using Copilot in a chat or channel. A fun test: go to a Team channel where a project is discussed and ask Copilot “Summarize the key points from the last week of conversation in this channel”. Alternatively, after a meeting (if transcript is available), use Copilot to “Generate meeting minutes and list any to-do’s for me”. If your organization has the preview feature, experiment with Copilot Chat in Teams: ask something like “Find information on Project X from last month’s files and emails” – this showcases Copilot’s ability to do research across your data[1]. (If you don’t have access to these features yet, you can watch Microsoft Mechanics videos that demonstrate them, just to understand the capability. Microsoft’s Copilot YouTube playlist includes short demos of meeting recap and follow-up generation.)

Additional Third-Party Aids: In addition to Microsoft’s official training, consider watching some independent tutorials. For instance, Kevin Stratvert’s YouTube Copilot Playlist (free, 12 videos) is excellent. Kevin is a former Microsoft PM who creates easy-to-follow videos on Office features. His Copilot series includes topics like “Copilot’s new Analyst Agent in Excel” and “First look at Copilot Pages”. These can reinforce what you learn and show real-world uses. Another is Simon Sez IT’s “Copilot Training Tutorials” (free YouTube playlist, 8 videos), which provides short tips and tricks for Copilot across apps. Seeing multiple explanations will deepen your understanding.

✅ Stage 2 Outcomes: By completing Stage 2, you will have hands-on experience with Copilot in all the core apps. You should be able to ask Copilot to draft text, summarize content, and create basic outputs in Word, Excel, PowerPoint, Outlook, and Teams. You’ll also become familiar with effective prompting within each context (for example, knowing that in Excel you can ask about data trends, or in Word you can request an outline). The formal training combined with informal videos ensures you’ve covered both “textbook” scenarios and real-world tips. Keep note of what worked well and any questions or odd results you encountered – that will prepare you for the next stage, where we dive into more practical scenarios and troubleshooting.

Stage 3: Practice with Real-World Scenarios

Goal: Reinforce your Copilot skills by applying them to realistic work situations. In this stage, we’ll outline specific scenarios common in a small business and challenge you to use Copilot to tackle them. This “learn by doing” approach will build confidence and reveal Copilot’s capabilities (and quirks) in day-to-day tasks. All suggested exercises below use tools and resources available at no cost.

Before starting, consider creating a sandbox environment for practice if possible. For example, use a copy of a document rather than a live one, or do trial runs in a test Teams channel. This way, you can experiment freely without worry. That said, Copilot only works on data you have access to, so if you need sample content: Microsoft’s Copilot Scenario Library (part of the SMB Success Kit) provides example files and prompts by department[8]. You might download some sample scenarios from there to play with. Otherwise, use your actual content where comfortable.

Here are several staged scenarios to try:

Writing a Company Announcement: Imagine you need to write an internal announcement (e.g., about a new hire or policy update).
- Task: Draft a friendly announcement email welcoming a new employee to the team.
- How Copilot helps: In Word or Outlook, provide Copilot a few key details – the person’s name, role, maybe a fun fact – and ask it to “Write a welcome announcement email introducing [Name] as our new [Role], and highlight their background in a warm tone.” Copilot will generate a full email. Use what you learned in Stage 2 to refine the tone or length if needed. This exercise uses Copilot’s strength in creating first drafts of written communications.
- Practice Tip: Compare the draft with your usual writing. Did Copilot include everything? If not, prompt again with more specifics (“Add that they will be working in the Marketing team under [Manager]”). This teaches you how adding detail to your prompt guides the AI.
Analyzing Business Data: Suppose you have a sales report in Excel and want insights for a meeting.
- Task: Summarize key insights from quarterly sales data and identify any notable trends.
- How Copilot helps: Use Excel Copilot on your data (or use a sample dataset of your sales). Ask “What are the main trends in sales this quarter compared to last? Provide three bullet points.” Then try “Any outliers or unusual changes?”. Copilot might point out, say, that a particular product’s sales doubled or that one region fell behind. This scenario practices analytical querying.
- Practice Tip: If Copilot returns an error or seems confused (for example, if the data isn’t structured well), try rephrasing or ensuring your data has clear headers. You can also practice having Copilot create a quick chart: “Create a pie chart of sales by product category.”
Marketing Content Creation: Your small team needs to generate marketing content (like a blog post or social media updates) but you’re strapped for time.
- Task: Create a draft for a blog article promoting a new product feature.
- How Copilot helps: In Word, say you prompt: “Draft a 300-word blog post announcing our new [Feature], aimed at small business owners, in an enthusiastic tone.” Copilot will leverage its training on general web knowledge (and any public info it can access with enterprise web search if enabled) to produce a draft. While Copilot doesn’t know your product specifics unless provided, it can generate a generic but structured article to save you writing from scratch. You then insert specifics where needed.
- Practice Tip: Focus on how Copilot structures the content (it might produce an introduction, bullet list of benefits, and a conclusion). Even if you need to adjust technical details, the structure and wording give you a strong starting point. Also, try using Copilot in Designer (within PowerPoint or the standalone Designer) for a related task: “Give me 3 slogan ideas for this feature launch” or “Suggest an image idea to go with this announcement”. Creativity tasks like slogan or image suggestions can be done via Copilot’s integration with Designer[1].
Preparing for a Client Meeting: You have an upcoming meeting with a client and you need to prepare a briefing document that compiles all relevant info (recent communications, outstanding issues, etc.).
- Task: Generate a meeting briefing outline for a client account review.
- How Copilot helps: Use Business Chat in Teams. Ask something like: “Give me a summary of all communication with [Client Name] in the past 3 months and list any open action items or concerns that were mentioned.” Copilot will comb through your emails, meetings, and files referencing that client (as long as you have access to them) and generate a consolidated summary[1]. It might produce an outline like: Projects discussed, Recent support tickets, Billing status, Upcoming opportunities. You can refine the prompt: “Include key points from our last contract proposal file and the client’s feedback emails.”
- Practice Tip: This scenario shows Copilot’s power to break silos. Evaluate the output carefully – it might surface things you forgot. Check for accuracy (Copilot might occasionally misattribute if multiple similar names exist). This is a good test of Copilot’s trustworthiness and an opportunity to practice verifying its results (e.g., cross-check any critical detail it provides by clicking the citation or searching your mailbox manually).
✅ Meeting Follow-Up and Task Generation: After meetings or projects, there are often to-dos to track.
- Task: Use Copilot to generate a tasks list from a meeting transcript.
- How Copilot helps: If you record Teams meetings or use the transcription, Copilot can parse this. In Teams Copilot, ask “What are the action items from the marketing strategy meeting yesterday?” It will analyze the transcript (or notes) and output tasks like “Jane to send sales figures, Bob to draft the email campaign.”[3].
- Practice Tip: If you don’t have a real transcript, simulate by writing a fake “meeting notes” paragraph with some tasks mentioned, and ask Copilot (via Word or OneNote) to extract action items. It should list the tasks and who’s responsible. This builds trust in letting Copilot do initial grunt work; however, always double-check that it didn’t miss anything subtle.

After working through these scenarios, you should start feeling Copilot’s impact: faster completion of tasks and maybe even a sense of fun in using it (it’s quite satisfying to see a whole slide deck appear from a few prompts!). On the flip side, you likely encountered instances where you needed to adjust your instructions or correct Copilot. That’s expected – and it’s why the next stage covers best practices and troubleshooting.

✅ Stage 3 Outcomes: By now, you’ve applied Copilot to concrete tasks relevant to your business. You’ve drafted emails and posts, analyzed data, prepared for meetings, and more – all with AI assistance. This practice helps cement how to formulate good prompts for different needs. You also gain a better understanding of Copilot’s strengths (speed, simplicity) and its current limitations (it’s only as good as the context it has; it might produce generic text if specifics aren’t provided, etc.). Keep a list of any questions or odd behaviors you noticed; we’ll address many of them in Stage 4.

Stage 4: Advanced Tips, Best Practices & Overcoming Challenges

Goal: Now that you’re an active Copilot user, Stage 4 focuses on optimizing your usage – getting the best results from Copilot, handling its limitations, and ensuring that you and your team use it effectively and responsibly. We’ll cover common challenges new users face and how to overcome them, as well as some do’s and don’ts that constitute Copilot best practices.

Fine-Tuning Your Copilot Interactions (Prompting Best Practices)

Just like giving instructions to a teammate, how you ask Copilot for something greatly influences the result. Here are some prompting tips:

Be Specific and Provide Context: Vague prompt: “Write a report about sales.” ➡ Better: “Write a one-page report on our Q4 sales performance, highlighting the top 3 products by revenue and any notable declines, in a professional tone.” The latter gives Copilot a clear goal and tone. Include key details (time period, audience, format) in your prompt when possible.
Iterate and Refine: Think of Copilot’s first answer as a draft. If it’s not what you need, refine your prompt or ask for changes. Example: “Make it shorter and more casual,” or “This misses point X, please add a section about X.” Copilot can take that feedback and update the content. You can also ask follow-up questions in Copilot Chat to clarify information it gave.
Use Instructional Verbs: Begin prompts with actions: “Draft…,” “Summarize…,” “Brainstorm…,” “List…,” “Format…”. For analysis: “Calculate…,” “Compare…,” etc. For creativity: “Suggest…,” “Imagine…”.
Reference Your Data: If you want Copilot to use a particular file or info source, mention it. E.g., “Using the data in the Excel table on screen, create a summary.” In Teams chat, Copilot might allow tags like referencing a file name or message if you’ve opened it. Remember, Copilot can only use what you have access to – but you sometimes need to point it to the exact content.
Ask for Output in Desired Format: If you need bullet points, tables, or a certain structure, include that. “Give the answer in a table format” or “Provide a numbered list of steps.” This helps Copilot present information in the way you find most useful.

Microsoft’s Learn module “Optimize and extend Microsoft 365 Copilot” covers many of these best practices as well[5][5]. It’s a great resource to quickly review now that you have experience. It also discusses Copilot extensions, which we’ll touch on shortly.

⚠️ Copilot Quirks and Limitations – and How to Manage Them

Even with great prompts, you might sometimes see Copilot struggle. Common challenges and solutions:

Slow or Partial Responses: At times Copilot might take longer to generate an answer or say “I’m still working on it”. This can happen if the task is complex or the service is under heavy use. Solution: Give it a moment. If it times out or gives an error, try breaking your request into smaller chunks. For example, instead of “summarize this 50-page document,” you might ask for a summary of each section, then ask it to consolidate.
“Unable to retrieve information” Errors: Especially in Excel or when data sources are involved, Copilot might hit an error[1]. This can occur if the data isn’t accessible (e.g., a file not saved in OneDrive/SharePoint), or if it’s too large. Solution: Ensure your files are in the cloud and you’ve opened them, so Copilot has access. If it’s an Excel range, maybe give it a table name or select the data first. If errors persist, consider using smaller datasets or asking more general questions.
Generic or Off-Target Outputs: Sometimes the content Copilot produces might feel boilerplate or slightly off-topic, particularly if your prompt was broad[1]. Solution: Provide more context or edit the draft. For instance, if a PowerPoint outline feels too generic, add specifics in your prompt: “Outline a pitch for our new CRM software for real estate clients” rather than “a sales deck.” Also make sure you’ve given Copilot any unique info – it doesn’t inherently know your business specifics unless you’ve stored them in documents it can see.
Fact-check Required: Copilot can sometimes mix up facts or figures, especially if asking it questions about data without giving an authoritative source. Treat Copilot’s output as a draft – you are the editor. Verify critical details. Copilot is great for saving you writing or analytical labor, but you should double-check numbers, dates, or any claims it makes that you aren’t 100% sure about. Example: If Copilot’s email draft says “we’ve been partners for 5 years” and it’s actually 4, that’s on you to catch and correct. Over time, you’ll learn what you can trust Copilot on vs. what needs verification.
Handling Sensitive Info: Copilot will follow your org’s permissions, but it’s possible it might surface something you didn’t expect (because you did have access). Always use good judgment in how you use the information. If Copilot summarizes a confidential document, treat that summary with the same care as the original. If you feel it’s too easy to get to something sensitive, that’s a note for admins to tighten access, not a Copilot flaw per se. Also, avoid inputting confidential new info into Copilot prompts unnecessarily – e.g., don’t type full credit card numbers or passwords into Copilot. While it is designed not to retain or leak this, best practice is to not feed sensitive data into any AI tool unless absolutely needed.
Up-to-date Information: Copilot’s knowledge of general world info isn’t real-time. It has a knowledge cutoff (for general pretrained data, likely sometime in 2021-2022). However, Copilot does have web access for certain prompts where it’s appropriate and if enabled (for example, the case of “pain points in hospitals” mentioned by the Joos team, where Copilot searched the internet for them[3]). If you ask something and Copilot doesn’t have the data internally, it might attempt a Bing search. It will cite web results if so. But it might say it cannot find info if it’s too recent or specific. Solution: Provide relevant info in your prompt (“According to our Q3 report, our revenue was X. Write analysis of how to improve Q4.” – now it has the number X to work with). For strictly web questions, you might prefer to search Bing or use the new Bing Chat which is specialized for web queries. Keep Copilot for your work-related queries.

✅ Best Practices for Responsible and Effective Use

Now that you know how to guide Copilot and manage its quirks, consider these best practices at an individual and team level:

Use Copilot as a Partner, Not a Crutch: The best outcomes come when you collaborate with the AI. You set the direction (prompt), Copilot does the draft or analysis, and then you review and refine. Don’t skip that last step. Copilot does 70-80% of the work, and you add the final 20-30%. This ensures quality and accuracy.
Encourage Team Learning: Share cool use cases or prompt tricks with your colleagues. Maybe set up a bi-weekly 15-minute “Copilot tips” discussion where team members show something neat they did (or a pitfall to avoid). This communal learning will speed up everyone’s proficiency. Microsoft even has a “Microsoft 365 Champion” program for power users who evangelize tools internally[8] – consider it if you become a Copilot whiz.
Respect Ethical Boundaries: Copilot will refuse to do things that violate ethical or security norms (it won’t generate hate speech, it won’t give out passwords, etc.). Don’t try to trick it into doing something unethical – apart from policy, such outputs are not allowed and may be filtered. Use Copilot in ways that enhance work in a positive manner. For example, it’s fine to have it draft a critique of a strategy, but not to generate harassing messages or anything that violates your company’s code of conduct.
Mind the Attribution: If you use Copilot to help write content that will be published externally (like a blog or report), remember that you (or your company) are the author, and Copilot is just an assistant. It’s good practice to double-check that Copilot hasn’t unintentionally copied any text verbatim from sources (it’s generally generating original phrasing, but if you see a very specific phrase or statistic, verify the source). Microsoft 365 Copilot is designed to cite sources it uses, especially for things like meeting summaries or when it retrieved info from a file or web – you’ll often see references or footnotes. In internal documents, those can be useful to keep. For external, remove any internal references and ensure compliance with your content guidelines.

Looking Ahead: Extending Copilot

As an advanced user, you should know that Copilot is evolving. Microsoft is adding ways to extend Copilot with custom plugins and “Copilot Studio”[2]. In the future (and for some early adopters now), organizations can build their own custom Copilot plugins or “agents” that connect Copilot to third-party systems or implement specific processes. For instance, a plugin could let Copilot pull data from your CRM or trigger an action in an external app.

For small businesses, the idea of custom AI agents might sound complex, but Microsoft is aiming to make some of this no-code or low-code. The Copilot Chat and Agent Starter Kit recently released provides guidance on creating simple agents and using Copilot Studio[7][7]. An example of an agent could be one that, when asked, “Update our CRM with this new lead info,” will prompt Copilot to gather details and feed into a database. That’s beyond basic usage, but it’s good to be aware that these capabilities are coming. If your business has a Power Platform or SharePoint enthusiast, they might explore these and eventually bring them to your team.

The key takeaway: Stage 4 is about mastery of current capabilities and knowing how to work with Copilot’s behavior. You’ve addressed the learning curve and can now avoid the common pitfalls (like poorly worded prompts or unverified outputs). You’re using Copilot not just for novelty, but as a dependable productivity aid.

✅ Stage 4 Outcomes: You have strategies to maximize Copilot’s usefulness – you know how to craft effective prompts, iterate on outputs, and you’re aware of its limitations and how to mitigate them. You’re also prepared to ethically and thoughtfully integrate Copilot into your work routine. Essentially, you’ve leveled up from a novice to a power user of Copilot. But the journey doesn’t end here; it’s time to keep the momentum and stay current as Copilot and your skills continue to evolve.

Stage 5: Continuing Learning and Community Involvement

Goal: Ensure you and your organization continue to grow in your Copilot usage by leveraging ongoing learning resources, staying updated with new features, and engaging with the community for support and inspiration. AI tools evolve quickly – this final stage is about “learning to learn” continually in the Copilot context, so you don’t miss out on improvements or best practices down the road.

Stay Updated with Copilot Developments

Microsoft 365 Copilot is rapidly advancing, with frequent updates and new capabilities rolling out:

Follow the Microsoft 365 Copilot Blog: Microsoft has a dedicated blog (on the Tech Community site) for Copilot updates. For example, posts like “Expanding availability of Copilot for businesses of all sizes”[2] or the monthly series “Grow your Business with Copilot”[3] provide insights into newly added features, availability changes, and real-world examples. Subscribing to these updates or checking monthly will keep you informed of things like new Copilot connectors, language support expansions, etc.
What’s New in Microsoft 365: Microsoft also publishes a “What’s New” feed for Microsoft 365 generally. Copilot updates often get mentioned there. For instance, if next month Copilot gets better at a certain task, it will be highlighted. Keeping an eye on this means you can start using new features as soon as they’re available to you.
Admin Announcements: If you’re also an admin, watch the Message Center in M365 Admin – Microsoft will announce upcoming Copilot changes (like changes in licensing, or upcoming preview features like Copilot Studio) so you can plan accordingly.

By staying updated, you might discover Copilot can do something today that it couldn’t a month ago, allowing you to continually refine your workflows.

Leverage Advanced and Free Training Programs

We’ve already utilized Microsoft Learn content and some YouTube tutorials. For continued learning:

Microsoft Copilot Academy: Microsoft has introduced the Copilot Academy as a structured learning program integrated into Viva Learning[9]. It’s free for all users with a Copilot license (no extra Viva Learning license needed)[9]. The academy offers a series of courses and hands-on exercises, from beginner to advanced, in multiple languages. Since you have Business Premium (and thus likely Viva Learning “seeded” access), you can access this via the Viva Learning app (in Teams or web) under Academies. The Copilot Academy is constantly updated by Microsoft experts[9]. This is a fantastic way to ensure you’re covering all bases – if you’ve followed our roadmap, you probably already have mastery of many topics, but the Academy might fill in gaps or give you new ideas. It’s also a great resource to onboard new employees in the future.
New Microsoft Learn Paths: Microsoft is continually adding to their Learn platform. As of early 2025, there are new modules focusing on Copilot Chat and Agents (for those interested in the more advanced custom AI experiences)[7]. Also, courses like “Work smarter with AI”[7] and others we mentioned are updated periodically. Revisit Microsoft Learn’s Copilot section every couple of months to see if new content is available, especially after major Copilot updates.
Third-Party Courses and Webinars: Many Microsoft 365 MVPs and trainers offer free webinars or write blog series on Copilot. For example, the “Skill Up on Microsoft 365 Copilot” blog series by a Microsoft employee, Michael Kophs, curates latest resources and opportunities[7]. Industry sites like Redmond Channel Partner or Microsoft-centric YouTubers (e.g., Mike Tholfsen for education, or enterprise-focused channels) sometimes share Copilot tips. While not all third-party content is free, a lot is – such as conference sessions posted on YouTube. Take advantage of these to see how others are using Copilot.
Community Events: Microsoft often supports community-driven events (like Microsoft 365 Community Days) where sessions on Copilot are featured. These events are free or low-cost and occur in various regions (often virtually as well). You can find them via the CommunityDays website[8]. Attending one could give you live demos and the chance to ask experts questions.

‍♀️ Connect with the Community

You’re not alone in this journey. A community of users, MVPs, and Microsoft folks can provide help and inspiration:

Microsoft Tech Community Forums: We mentioned the Copilot for Small and Medium Business forum. If you have a question (“Is Copilot supposed to be able to do X?” or “Anyone having issues with Copilot in Excel this week?”), these forums are a good place. Often you’ll get an answer from people who experienced the same. Microsoft moderators also chime in with official guidance.
Social Media and Blogs: Following the hashtag #MicrosoftCopilot on LinkedIn or Twitter (now X) can show you posts where people share how they used Copilot. There are LinkedIn groups as well for Microsoft 365 users. Just be mindful to verify info – not every tip on social media is accurate, but you can pick up creative use cases.
User Groups/Meetups: If available in your area, join local Microsoft 365 or Office 365 user groups. Many have shifted online, so even if none are physically nearby, you could join say a [Country/Region] Microsoft 365 User Group online meeting. These groups frequently discuss new features like Copilot. Hearing others’ experiences, especially from different industries, can spark ideas for using Copilot in your own context.
Feedback to Microsoft: In Teams or Office apps, the Copilot interface may have a feedback button. Use it! If Copilot did something great or something weird, letting Microsoft know helps improve the product. During the preview phase, Microsoft reported that they adjusted Copilot’s responses and features heavily based on user feedback. For example, early users pointing out slow performance or errors in Excel led to performance tuning[1]. As an engaged user, your feedback is valuable and part of being in the community of adopters.

Expand Copilot’s Impact in Your Business

Think about how to further integrate Copilot into daily workflows:

Standard Operating Procedures (SOPs): Update some of your team’s SOPs to include Copilot. For example, an SOP for creating monthly reports might now say: “Use Copilot to generate the first draft of section 1 (market overview) using our sales data and then refine it.” Embedding it into processes will ensure its continued use.
Mentor Others: If you’ve become the resident Copilot expert, spread the knowledge. Perhaps run a short internal workshop or drop-in Q\&A for colleagues in other departments. Helping others unlock Copilot’s value not only benefits them but also reinforces your learning. It might also surface new applications you hadn’t thought of (someone in HR might show you how they use Copilot for policy writing, etc.).
Watch for New Use Cases: With new features like Copilot in OneNote and Loop (which were mentioned as included[1]), you’ll have even more areas to apply Copilot. OneNote Copilot could help summarize meeting notes or generate ideas in your notebooks. Loop Copilot might assist in brainstorming sessions. Stay curious and try Copilot whenever you encounter a task – you might be surprised where it can help.

Success Stories and Case Studies

We discussed one case (Joos). Keep an eye out for more case studies of Copilot in action. Microsoft often publishes success stories. Hearing how a similar-sized business successfully implemented Copilot can provide a blueprint for deeper adoption. It can also be something you share with leadership if you need to justify further investment (or simply to celebrate the productivity gains you’re experiencing!).

For example, case studies might show metrics like reduction in document preparation time by X%, or improved employee satisfaction. If your organization tracks usage and outcomes, you could even compile your own internal case study after a few months of Copilot use – demonstrating, say, that your sales team was able to handle 20% more leads because Copilot freed up their time from admin tasks.

Future-Proofing Your Skills

AI in productivity is here to stay and will keep evolving. By mastering Microsoft 365 Copilot, you’ve built a foundation that will be applicable to new AI features Microsoft rolls out. Perhaps in the future, Copilot becomes voice-activated, or integrates with entirely new apps (like Project or Dynamics 365). With your solid grounding, you’ll adapt quickly. Continue to:

Practice new features in a safe environment.
Educate new team members on not just how to use Copilot, but the mindset of working alongside AI.
Keep balancing efficiency with due diligence (the human judgment and creativity remain crucial).

✅ Stage 5 Outcomes: You have a plan to remain current and continue improving. You’re plugged into learning resources (like Copilot Academy, new courses, third-party content) and community dialogues. You know where to find help or inspiration outside of your organization. Essentially, you’ve future-proofed your Copilot skills – ensuring that as the tool grows, your expertise grows with it.

Conclusion

By following this roadmap, you’ve progressed from Copilot novice to confident user, and even an internal evangelist for AI-powered productivity. Let’s recap the journey:

Stage 1: You learned what Copilot is and got your first taste of it in action, setting up your environment for success.
Stage 2: You built fundamental skills in each core Office application with guided training and exercises.
Stage 3: You applied Copilot to practical small-business scenarios, seeing real benefits in saved time and enhanced output.
Stage 4: You honed your approach, learning to craft better prompts, handle any shortcomings, and use Copilot responsibly and effectively as a professional tool.
Stage 5: You set yourself on a path of continuous learning, staying connected with resources and communities to keep improving and adapting as Copilot evolves.

By now, using Copilot should feel more natural – it’s like a familiar coworker who helps draft content, crunch data, or prep meetings whenever you ask. Your investment in learning is paid back by the hours (and stress) saved on routine work and the boost in quality for your outputs. Small businesses need every edge to grow and serve customers; by mastering Microsoft 365 Copilot, you’ve gained a powerful new edge and skill set.

Remember, the ultimate goal of Copilot is not just to do things faster, but to free you and your team to focus on what matters most – be it strategic thinking, creativity, or building relationships. As one small business user put it, “Copilot gives us the power to fuel our productivity and creativity… helping us work big while staying small”[3][3]. We wish you the same success. Happy learning, and enjoy your Copilot-augmented journey toward greater productivity!

References

[1] Copilot for Microsoft 365: Everything your business needs to know

[2] Expanding Copilot for Microsoft 365 to businesses of all sizes

[3] Grow your Business with Copilot for Microsoft 365 – July 2024

[4] Securing Microsoft 365 Copilot in a Small Business Environment

[5] Get started with Microsoft 365 Copilot – Training

[6] Unlock AI Power for Your SMB: Microsoft Copilot Success Kit – Security …

[7] Skill Up on Microsoft 365 Copilot | Microsoft Community Hub

[8] Microsoft 365 Copilot technical skilling for Small and Medium Business …

[9] Microsoft Copilot Academy now available to all Microsoft 365 Copilot …

SharePoint Online Permissions: Troubleshooting & Best Practices for SMB

Introduction

Managing SharePoint Online permissions is critical for secure and efficient collaboration, but it can be challenging – especially for small and medium businesses (SMBs). SharePoint’s permission system is powerful yet complex, with hierarchical inheritance and numerous sharing options[1]. Many administrators find themselves asking “Who has access to this, and why?” when permissions issues arise[1]. Common scenarios include users getting “Access Denied” errors or, conversely, sensitive content being accessible to unintended people due to misconfigured sharing[2][1]. This report provides an SMB-focused guide to troubleshoot permission issues, check and audit existing permissions, and structure permissions in a way that is easy to maintain. We’ll cover best practices (like using groups and inheritance wisely), recommendations for reviewing permissions, and step-by-step instructions for common permission management tasks.

Common SharePoint Permission Challenges: As highlighted above, typical permission issues include users being mistakenly left without access (or given too much access), confusion from broken inheritance, and limited visibility into current permission assignments. For example, breaking permissions on a folder or file for one person can snowball into many custom exceptions, resulting in an “unwieldy spiderweb” of unique permissions over time[1]. Similarly, overly permissive sharing links (like “Anyone with the link”) can lead to files being forwarded broadly without oversight[1]. SMBs often have lean IT teams, so keeping permissions simple and consistent is key. In the next sections, we’ll outline best practices to preempt these issues and keep your SharePoint Online permissions both secure and manageable.

Best Practices for SharePoint Online Permissions Management (SMB)

Adopting clear permission strategies will prevent many issues before they occur. Below are the top best practices to ensure an easy-to-maintain permission structure, tailored for SMB needs:

• Use Groups for Permissions, Not Individuals: “Granting permissions directly to individual users can make management overly complex over time.” Instead, assign permissions to SharePoint security groups or Microsoft 365 Groups, and then add users to those groups[3]. This centralizes management – you can change a group’s access in one step rather than updating many individual entries. For example, rather than giving 10 people each Edit rights on a site, put them in a “Site Members” group that has Edit permission. SharePoint comes with three default groups per site (Owners, Members, Visitors), which correspond to common role levels (Full Control, Edit, Read)[4]. For communication sites or classic sites, use these built-in groups for assigning access[5]. For team sites connected to Microsoft 365 (Office) Groups, manage access via the group’s membership (Owners and Members) to keep consistency across Teams, SharePoint, and other services[1]. Using groups makes it easier to audit who has access and ensures consistency across your site collections.

• Keep Permissions Inherited at Site Level Whenever Possible: The best practice is to manage security at the site level, not at the individual file or folder level[6]. In SharePoint, subsites, document libraries, and items by default inherit permissions from their parent site. Breaking this inheritance in many places leads to a confusing patchwork of permissions. It’s recommended to grant access at the highest level (site or library) that makes sense for your content[1]. Avoid creating unique per-item permissions unless absolutely necessary. If you must grant an exception (say, a confidential folder within a site), document it and periodically review it[3]. A simpler structure (e.g. whole site or whole library access) is much easier for a small team to maintain than dozens of item-specific rules.

• Leverage Default Roles and Group Memberships: Take advantage of SharePoint’s standard roles: Owners (Full Control), Members (Edit/contribute), and Visitors (Read)[7]. For most SMB scenarios, these cover the needed levels of access. In a Microsoft 365 Group-connected Team site, all group Owners automatically become site owners and group Members become site members[7]. Use that mechanism to manage who can access the site: adding someone to the M365 Group gives them site access, and removing them revokes it, which keeps SharePoint and Teams in sync[1]. For a communication site (which isn’t M365 group-connected), assign users to one of the three SharePoint groups via the Site Permissions panel[7]. Sticking to these default structures means you rarely need to define custom permission levels or unique groups, reducing complexity. Only if a set of users needs a very different level of access than the default groups provide should you create a new SharePoint group or custom role.

• Restrict and Monitor External Sharing: SMBs often collaborate with external clients or partners, but it’s important to control this carefully. Review your SharePoint external sharing settings at both the tenant and site level to match your security comfort level[3]. It’s usually best to avoid “Anyone with the link” sharing in favor of more restricted options. Use “Specific People” links when sharing documents with external users so that only intended individuals can use the link[3]. You can also set expiration dates on external sharing links (for example, 30 days) to prevent indefinite access[1]. In the SharePoint Admin Center, you can define the default sharing link type (e.g. internal only by default)[1]. For each site, consider disabling external sharing entirely if it contains sensitive data that should never leave the organization. Regularly audit external access: SharePoint provides an ability to review files or sites shared externally (for instance, via the “Shared with external users” report in site usage, or using PowerShell) – use these to keep tabs on what’s been shared outside.

• Follow the Principle of Least Privilege: Grant each user the minimum level of permission they need to do their job[6]. In practice, this means, for example, giving read-only access to users who only need to consume information, rather than edit access. Avoid the temptation to give everyone higher privileges “just in case” – unnecessary Full Control or Edit rights can lead to accidental changes or deletions[6]. Especially never put all users in the Owners group; Full Control allows deletion of the site or changing settings[6]. Instead, limit Full Control to a select few administrators. If the built-in roles don’t meet a specific need, you can create a custom permission level (for instance, a role that can edit but not delete items)[3]. SharePoint Online provides five main predefined levels (Full Control, Edit, Contribute, Read, and more) and supports defining custom levels[4]. It’s best to add new custom levels rather than modify the defaults, so you retain a known baseline[4]. In general, start with the lowest necessary access and only elevate if required.

• Review and Clean Up Permissions Regularly: Permissions tend to “drift” over time – people change roles or leave, and content gets reshuffled. Make it a routine to audit your SharePoint permissions on a schedule (e.g. quarterly or biannually)[3]. An admin or site owner should list who currently has access and verify it’s still appropriate. Remove users who no longer need access – for example, if a temporary contractor’s project ended, ensure their permissions (or guest account) are revoked[6]. Office 365’s audit log or third-party tools can help identify when users last accessed content, which is useful for clean-up. Some organizations use scripts or tools to generate permission reports (one example: a tool like DeliverPoint can report SharePoint access rights[3]) – SMBs might not need fancy software, but even a manual review of group memberships and shared links is valuable. Document any unusual permission setups (like if inheritance was broken deliberately) so that the context isn’t lost and can be revisited later[3]. Finally, train site owners or managers on these practices[3]. In an SMB, the person managing SharePoint might also wear other hats; investing a bit of time to understand permission concepts pays off by preventing mistakes.

By adhering to these best practices – using groups, simplifying inheritance, locking down external sharing, least-privilege assignments, and regular reviews – SMBs can maintain a secure yet flexible SharePoint environment that doesn’t require constant firefighting.

Checking and Auditing Existing Permissions

To troubleshoot or maintain SharePoint permissions, you first need to see what permissions are in place. SharePoint Online provides built-in ways to check who has access to sites, libraries, or even individual files/folders:

Site Permissions Page (Site-Level Overview): If you are a site owner, you can view the overall site permissions via Settings (gear icon) > Site Permissions. This will show the three default SharePoint groups (Owners, Members, Visitors) and who is in each group[7]. On modern team sites, it also shows the Microsoft 365 Group membership (Owners/Members). By expanding each group, you can review which users or AD security groups are members. This page also allows inviting new people and will add them to the selected group automatically (e.g. choosing “Read” adds them to Visitors)[7]. For a quick audit, list out the members of each group and ensure they are correct for the site’s purpose.
“Manage Access” Panel (File/Folder-Level Sharing): For individual files or folders, SharePoint’s Manage Access feature shows exactly who can access that item. To use it, navigate to the document library, select the file or folder, and click the “ Manage access” option (often found in the info/details pane or via the context menu). This panel has tabs for People, Groups, and Links[8]:
- The Groups tab shows which SharePoint groups have access (and their permission level) inherited from the site. This tells you, for instance, that all members of “Site Members” group can edit the file[8].
- The People tab lists any individuals who have unique access to that item (for example, directly shared via the Share dialog)[8].
- The Links tab lists any share links that grant access (like anyone-with-link or specific-people links) and who has used those links[8]. This is a convenient way to audit sharing on a specific file/folder: you might discover that a file was shared with a guest external user or via a link open to your whole organization, and then take action to remove or tighten that if needed.
Check Permissions Tool (Effective Access for a User): SharePoint has a built-in “Check Permissions” feature that lets you input a user or group’s name and see what level of access they have and how they have it. To use this, go to the site’s Advanced permissions settings (from Site Permissions page, click the Advanced permissions link, which brings you to the classic permissions page). On that page, click the Check Permissions button, enter the user or group name, and click Check Now[8]. The result will show something like: “User X: has Contribute access via ” or “has access via sharing link”[8]. For example, it might say “Mary has Edit access to this item as a member of Site Members group.”[8] If the user has no access at all, it will show None[8]. This tool is extremely useful to troubleshoot – if a user says they can’t get into a site or file, run Check Permissions on them at the site (or item) to confirm if they are indeed missing permission and, if they do have permission, which group or link is granting it. (It might reveal that they do have access through a group, which means their issue might be elsewhere, like a sync/login problem, or they’re looking at the wrong location.)
Understanding “Limited Access” Entries: When reviewing site permissions, you might encounter a user listed with Limited Access. This status appears when a user has access to a specific item (like a single file or folder) but not to the parent site or library as a whole[5]. SharePoint gives them a behind-the-scenes limited access so they can reach the item. For instance, if you share one document to an external user, that user will show up with Limited Access at the site level. Limited Access by itself isn’t a full permission level — it’s a placeholder that allows the unique permission on the item to function. If you see many users with Limited Access, it’s a sign that there are lots of item-level shares; you might review those to ensure they’re all still needed. You can click “Show users” next to the limited access message to see which items are shared uniquely[5].
Audit Logs and Reports: Office 365 provides audit logging that can capture permission changes and access events. An admin (with appropriate roles) can search the Unified Audit Log for events like “Shared file, added user to group, removed user from site” etc. While this isn’t a real-time view of permissions, it’s useful for after-the-fact auditing or monitoring unusual changes. Additionally, in the SharePoint Admin Center, you can see external users and their access, and for each site, you can retrieve a report of what has been shared externally. For a broader insight, you might use PowerShell scripts (for example, using Get-SPOUser and Get-SPOSite cmdlets) to enumerate who has access to what on your sites[1]. SMBs with fewer sites might not need a full tenant-level report often, but if you suspect some sites have overly permissive settings, it might be worth running a script or using a third-party reporting tool to get a full picture[1].

Tip: It’s a good practice to periodically audit permissions on key sites. For each important site (like those with sensitive data), have the site owner or admin:

Review the members of Owners, Members, Visitors groups.
Check if any unique permissions exist on libraries or folders (Site Permissions > Advanced > look for any message about “some items have unique permissions”[5](https://support.microsoft.com/en-us/office/customize-permissions-for-a-sharepoint-list-or-library-02d770f3-59eb-4910-a608-5f84cc297782)).
Use Check Permissions for a couple of sample users (e.g., a regular team member, an external partner) to verify the setup is as expected.
Document any irregularities (e.g., “Folder X in Documents library is shared with external user Y with edit rights”) and decide if they are still necessary.

By proactively checking, you can catch issues like someone still having access after they left the company, or a confidential file that was accidentally shared too broadly. This reduces the chance of permission problems and also makes troubleshooting easier since the environment stays tidy.

Troubleshooting Permission Issues: Step-by-Step Approach

Even with good practices, permission issues can occur. When a user reports a problem (like “I can’t access the site/folder” or “User X shouldn’t see Y document”), a systematic troubleshooting process helps identify and resolve the issue efficiently. Below is a step-by-step approach:

Gather Information from the User: Start by clearly identifying which site or content the user is trying to access and what error or outcome they are seeing. Are they getting an “Access Denied” message, or perhaps they can see a site but not a particular folder? Also note the user’s role (are they an internal employee, a guest, part of a specific department?). Understanding the scope of the issue (one file vs. entire site) will guide your investigation[2]. If the user sees an “Access Request” (they clicked a link and it let them send a request for access), that indicates they currently have no permission there at all.
Verify the Permissions Hierarchy: Check the permission inheritance and structure for the resource in question. Determine the nearest parent site or library that controls permissions. For example, if the issue is with a file, see if that library has unique permissions or inherits from the site. Ensure the user has access at each level: site -> library -> folder -> item[2]. If at any parent level the user is not included, that would cause a denial downstream. For instance, if a document library is set to only allow a “HR Team” group and the user isn’t in that group, the user will be denied for all files in that library. Use the Check Permissions tool on the site or library to see the user’s access (or lack thereof) as described earlier[8]. If the site itself denies the user, focus on fixing site-level membership; if the site is fine but a subfolder is unique, the issue is at that subfolder.
Examine Group Memberships: Most permissions in SharePoint come via group membership. Verify which groups the affected user belongs to. Compare that to which groups should have access. For example, if the site’s Members group has edit rights, confirm if the user is in that Members group. It’s possible the user was never added, or was removed. Conversely, if a user is seeing something they shouldn’t, check if they were accidentally added to a group that grants that access (e.g., their name might have been added to the Visitors group of a site they shouldn’t view). In an Office 365 Group-backed site, check the Office 365 Group membership list. In classic sites, check the user’s entry via Site Permissions > Check Permissions which will list groups[8]. If the user is missing from the expected group, that’s likely the cause of “no access.” Add them to the appropriate group (see the guide in the next section) and have them retry. On the other hand, if the user has unwanted access through a group, you’ll need to remove them from that group or adjust that group’s privileges (covered below under removal). Keep an eye out for group sync issues as well – if using AD security groups, ensure the user is in the right AD group; if there’s a delay in Azure AD syncing, the SharePoint site may not “see” their updated membership immediately[2].
Identify Unique or Broken Permissions: If group membership isn’t the issue, consider whether unique permissions are at play. Has someone broken inheritance on a particular subsite, library, or folder? These “permission break” points can cause inconsistencies. For example, maybe the user was added to the site, but a specific library was set to unique permissions and they weren’t included there – result: they can access the site homepage but get denied in that library. Navigate to the relevant library or folder and check its permissions (Settings > Library Settings > Permissions for this library). If you see a message “This library has unique permissions” or users listed directly, then inheritance was broken. Review those unique permissions: is the user (or a group they belong to) present? If not, that’s the gap[2]. You can choose to add the user/group there or possibly re-inherit permissions if the unique setup was not needed (restoring inheritance will make it match the parent site’s permissions again). Conversely, if troubleshooting someone seeing too much, look for unique grants that might have given broader access than intended (for instance, a folder shared with “Everyone”). Unique permission configurations should be carefully audited here.
Check for Deny or Policy Settings: SharePoint allows explicit deny permissions or other advanced policies, though these are less common in SharePoint Online (more typical in on-premises). If someone set up a permission policy that denies certain groups, it could override other permissions and cause unexpected access issues[2]. For example, if a “Deny Edit” permission was applied to a user on a particular list, that user cannot edit even if a group says they should. In Office 365, explicit denies would usually come from things like Information Rights Management or conditional access policies rather than SharePoint’s UI. It’s rare in an SMB scenario, but if all else fails, verify that there are no special deny entries (the classic permission page would show a red cross icon if a deny is in effect). Also, check site-level settings such as site collection read-only locks or missing licenses for the user – but those are edge cases. Typically, a straightforward SharePoint Online site won’t have deny rules set unless an admin specifically added one via advanced settings or code.
Review External Sharing Settings (if applicable): If the user in question is an external guest who can’t access something, the issue might be the site’s external sharing setting. Each site (especially new-style sites) can allow or disallow guest access. If a site disallows externals and you try to share with a guest, they’ll be unable to enter even if they got an invite. Similarly, if a guest can access the site but not open a document, it could be that the document is using a sharing link type they can’t use (like “Organization only” link, which guests can’t open). Ensure the site’s sharing setting is at least as permissive as needed (e.g., set to allow existing guests or new guests as appropriate). For internal users, also consider if the content is in a site they have never been given access to – maybe the user assumed they should have access but the site owner hasn’t shared it with them yet (communication gap). In such a case, the solution is simply to grant them access following governance procedures.
Use the Tools to Pinpoint the Issue: At this stage, leverage the tools described in the previous section:
- Run Check Permissions for the user on the site and on the specific item (if it’s a single file/folder issue). This will explicitly tell you if the user has any access and through what means[8].
- Look at the Manage Access panel on the item in question to see if perhaps a sharing link was expected but not in place, or if the user was mistakenly removed.
- Check if the user appears in the Site Members or Visitors list. If not, that’s the red flag. These tools often pinpoint the exact cause (e.g., “None” in Check Permissions means the user needs to be added somewhere).
Apply the Fix – Adjust Permissions: Once you’ve identified the likely cause, fix the permissions configuration:
- If the user was not in the appropriate group, add them to the site’s Members/Visitors (or relevant) group to grant access (or if inappropriate access, remove them from a group).
- If inheritance was broken and the user needs access there, either add the user (or a group they are in) to the unique permissions on that library/folder or if the unique setup is unnecessary or overly complicated, restore inheritance to simplify and then add the user via the normal group.
- If a sharing link was too permissive (e.g., “Anyone” link causing unintended access), consider disabling that link and using a tighter one.
- If the user’s access is through a link and they need permanent access, a better fix is to formally add them to the site or relevant group instead of relying on a link.
- In any case, aim to resolve by aligning with best practices (for example, if you find a user was given direct permissions, you might move them into a group for cleaner future management). While making changes, be mindful of the interface limitations: If you try to edit a user’s permissions on an item and see the option is greyed out, it’s likely because that item currently inherits permissions – you’d need to break inheritance first to individually modify or remove a user[9]. Similarly, if the site is group-connected, you typically manage members via the M365 group rather than the SharePoint UI (the UI will prompt you accordingly).
Test and Confirm Resolution: After making permission changes, verify that the issue is resolved. Have the user try accessing the resource again. If possible, test it yourself by logging in as a test account with similar permissions. Note that permission changes might not take effect instantaneously on the user’s end due to caching[10]. SharePoint Online’s interface can sometimes take a few minutes to reflect new access (for example, a user added to a group might need to sign out and back in, or close their browser, to pick up the new token)[10][9]. If the user still cannot access after being added, have them clear their browser cache or try an incognito window/different browser[9] – this often bypasses any cached credentials and forces a fresh permissions check. Likewise, if you removed someone’s access, double-check they truly can’t get in (you might use the Check Permissions tool again for their name to confirm it now shows “None”). In case the user still has access after removal, it means they still belong to a group granting it or a link is still active – re-check group memberships and sharing links for any you might have missed[9].
Document and Prevent Future Issues: Once resolved, take note of what the issue was and how it was fixed. Was it a process mistake (user never added to the site) that you can address by improving your onboarding checklist? Or was it a rare scenario of someone needing access outside of normal groups (maybe consider creating a new group if that’s a recurring need)? Document any permission changes you made, especially if you had to create new unique permissions or groups, so that this knowledge isn’t lost[2]. Keep an eye on the situation to ensure the fix sticks – for example, if the problem was due to a broken inheritance that you decided to remove (restore inheritance), make sure site owners don’t break it again without a good reason. If multiple similar issues arise, it might point to a need for user training or revisiting your permission architecture (see best practices above). For SMBs, a brief guide to site owners on how to manage access (and the importance of using the correct groups) can greatly reduce permission mishaps.

If you follow this systematic approach, most permission issues can be identified and resolved logically. It boils down to finding where the permission break is – at what level is the user’s access cutoff or opened – and then correcting it in line with your governance. Often, the fix is simply adding the user to the right place or removing an unintended permission. By carefully checking each layer and using SharePoint’s tools (Manage Access, Check Permissions), you remove the guesswork and zero in on the cause of the issue.

Step-by-Step Guide: Common Permission Management Tasks

In this section, we provide concise, step-by-step instructions for key tasks to manage SharePoint Online permissions. These tasks will help implement the best practices and fixes discussed above, and are geared toward administrators or site owners in SMB environments.

Checking a User’s Permissions on a Site or Item

To troubleshoot or audit, you often need to confirm what access a particular user has.

To check a user’s permissions on a SharePoint site:

Navigate to Site Permissions: Go to the site in question. Click the Settings (gear) icon in the top right, then choose Site permissions. In the site permissions pane, click Advanced permissions settings (this opens the classic permissions page for the site).
Use “Check Permissions”: On the Ribbon of the classic permissions page, click Check Permissions. In the dialog, enter the user’s name or email and click Check Now[8].
Review Effective Access: The result will show what permissions that user has on the site and through which group or mechanism[8]. For example, it might say the user “has Read access via group” or “None” if they have no access[8]. It may list multiple entries if the user has access via different paths (e.g., via a group and via a sharing link).

To check a user’s permissions on a specific file or folder:

Navigate to the library where the item resides and locate the file or folder.
Click the “…” (ellipses) or select the item and open the Details/Information pane (often an “i” icon). In the details pane, find the Manage Access section[10].
In Manage Access, click Advanced (usually an option if you scroll the Manage Access dialog/pane)[10]. This will take you to the item’s permission page (which looks similar to a site’s permission page).
On the item’s permission page, click Check Permissions and enter the user’s name, then Check Now[10].
Read the effective permissions as in the site case. This will tell you if the user has access to that item and if so, by what means (group, or direct share, etc.)[8].

Alternatively, on modern SharePoint, there’s a quicker way: in the Manage Access panel itself, you can use the search box “Enter a name or email” under the People section – typing a user’s name there will show if they have access and at what level (this effectively surfaces similar info).

Using these steps, you can quickly verify “does user X have access here, and how?” which is fundamental for deciding any permission changes.

Granting a User Access to a Site

When a new team member or an existing user needs access to a SharePoint site (or you discover someone lacks access during troubleshooting), the recommended method is to add them to an appropriate group for the site rather than granting individual rights.

For a Communication Site or classic SharePoint site (no Microsoft 365 group):

Go to the site and click the Settings (gear) icon > Site permissions.
Click Invite people (in modern UI) or Share site. Enter the user’s name or email.[7]
Select permission level: Choose the level of access – options typically are Full Control, Edit, or Read. (In modern Share dialog, these map to adding the user to Owners, Members, or Visitors groups respectively[7].) For example, choose Read to give view-only access (this will add the user to the Visitors group automatically).
(Optional) Uncheck the box to notify by email if you don’t want to send an email invitation (you might do this if you’ve already communicated access to the person).
Click Add or Share. The user will be added to the site’s permission group at the level specified[7]. They can now access the site according to that group’s rights.

Under the hood, this process is adding the user into one of the site’s SharePoint groups. You can verify by expanding the group list on the Site permissions page – the user’s name will appear under Owners, Members, or Visitors depending on what you chose[7].

For a Team Site connected to a Microsoft 365 Group (e.g., created via Teams or Office 365):\ In this case, the preferred method is to manage membership through the Microsoft 365 Group:

Open the site (or the associated Team in Microsoft Teams). On the SharePoint site, you may see a “Members” link or icon in the top right corner (it might show the current members’ icons). Click Members (or alternately, in Teams, go to the team’s Manage team > Members).
Click Add members. In SharePoint’s interface, this might prompt a panel to add members to the Microsoft 365 Group[7][7].
Enter the person’s name/email. Choose whether to add them as a Member (default, which gives edit rights on the site) or an Owner (which is like site admin)[7].
Click Save or Add. This action adds the user to the Microsoft 365 Group, which in turn grants them access to the SharePoint site (and other connected services like the Team, Planner, etc.)[7].

Because Microsoft 365 group sites don’t have a Visitors role via the group, if you need to give someone read-only access without making them a full member, you have two options:

Option 1: Temporarily treat the site like a standalone site and use Site permissions > Grant Access (as per communication site steps) to directly add the user with Read. This will add them to the Visitors group of the site without adding to the M365 group (SharePoint Maven calls this “Option 3” – sharing the site only)[7].
Option 2: Create a separate communication site for read-only audiences if applicable. Most SMBs just add needed users as members even for read, or use the first option for ad-hoc read access.

After adding a user, they should receive an email notification (if you kept that option checked) and can access the site by navigating to its URL. Always ensure you add users to the correct site (it’s a common mistake to add someone to a similarly named site or group by accident).

Creating and Using Permission Groups

While default groups suffice in many cases, sometimes you’ll want a custom SharePoint group – for example, a “Project Alpha Members” group for a subset of people who need access to only one library. Creating a SharePoint group allows you to re-use that group on various parts of the site or even across sites (if you assign it permissions).

To create a new SharePoint security group on a site:

Go to Site permissions > Advanced permissions settings (classic permissions page).
Click Create Group (usually in the Ribbon or near the top of the groups list).
On the Create Group page, enter a Name for the group (e.g., “Project Alpha Members”). You can add a description if desired.
Set the Group Owner (by default, the person creating it or site owners can be owners of the group).
Choose group settings: e.g., who can view or edit the membership (usually keep default so only owners can edit membership).
Assign a Permission Level to this group for the site. You’ll see a list of permission levels (Full Control, Edit, Contribute, Read, etc.). Select the appropriate level that this group should have on the site. For instance, if this group is meant to edit content, choose Edit; if read-only, choose Read.
Click Create.

This will create the group and automatically grant it whatever permission level you chose on the site. Initially the group is empty, so next:

Add users to the group: After creating, you’ll be taken to the group’s page (or you can access any group by clicking on it from the Advanced permissions page). Use the New > Add Users button (in classic interface) or “Add members” in modern interfaces to add people to this group. Enter the names/emails of users (or even other AD groups) to include, and confirm. Now those users are members of the new group.

You can use the new group to grant permissions elsewhere if needed. For example, you could break permission on a particular library and assign your new group Access just to that library (giving that group maybe higher or lower rights there as needed). This approach is cleaner than adding each of those individuals one by one to the library.

SMB Tip: Avoid proliferation of too many custom groups on a small tenant – stick to a clear naming convention and only create a group if you know you’ll manage it separately from existing ones. Each site’s groups are local to that site (unless you explicitly use the same named AD security group). So, “Project Alpha Members” group on Site A won’t automatically grant anything on Site B unless you also add it there. For cross-site consistency, you might use an Azure AD Security Group added into SharePoint groups, but that requires Azure AD management. Many SMBs find a few well-chosen SharePoint groups per site strikes the right balance.

Modifying Permissions for a Library or List (Breaking Inheritance)

Sometimes you want a specific document library or list within a site to have different permissions than the rest of the site. For example, in a team site, you might have a library that only managers should see. This requires breaking permission inheritance and then setting unique permissions on that library.

To set unique permissions on a document library (or list):

Navigate to the library (or list) on the site. Click the Settings (gear) icon > Library settings (or List settings for a list)[5]. In modern UI, you might need to click Settings > Site contents > … > Settings gear on the library.
On the Library Settings page, under Permissions and Management, click Permissions for this document library (or similar for list)[5]. You’ll see the library’s permission page, which by default will state it inherits from the parent (site).
Click Stop Inheriting Permissions (on the Ribbon “Permissions” tab). Confirm the prompt. Now the library’s permissions are independent from the site[5].
Immediately after breaking inheritance, the library will have a copy of the parent site’s permissions (everyone who had access to the site still has it here, but now you can change it). Adjust the permissions as needed:
- Remove any groups or users that should not have access to this library. For example, if you want to restrict it from regular members, you might remove the “Site Members” group from the library’s permissions.
- Grant access to specific group or users that need access if they aren’t already listed. For example, if this library is for managers, you might have a “Managers” group – click Grant Permissions, enter “Managers” group, and assign (perhaps Edit or Read as appropriate).
- You can also change permission levels for a group on this library. For instance, maybe on the site “Members” have Edit, but on this library you want members to only have Read – you can edit the “Site Members” group entry here and lower it to Read.
Click OK/Save if necessary for any dialogs. The library now has a tailored permission set. Only the groups/users listed on its permission page have access; it no longer automatically includes everyone from the parent site.

To restore inheritance: If later you decide this unique permission setup is too much to manage, you can reverse it by going back to the library’s Permissions page and clicking Delete unique permissions / Inherit Permissions (the button may say “Delete unique permissions”, which essentially means “restore inheritance”). This will wipe out the custom settings on that library and re-inherit from the parent site’s current permissions[3]. Use this carefully – if you had very specific grants, you will lose them. It’s wise to document or screenshot the custom permissions before inheriting in case you need to reference what was there.

Note: Avoid breaking permissions at too granular a level (like individual items) frequently, as noted earlier. If you do break inheritance at a subfolder or item level, the steps are similar: go to that folder’s manage permissions and stop inheritance, then adjust. But manage such exceptions sparingly.

Removing or Revoking User Access

When someone should no longer have access to a site or content (e.g., they changed teams or left the organization), you’ll want to remove their permissions.

To remove a user from a site:

If the user was given access via a SharePoint Group: Remove them from that group. Go to Site permissions > Advanced, click the group name (e.g., Site Members), select the user, and choose Remove User from group. This revokes their access that was via that group.
If the user was given direct permissions (uncommon in SMB best practice, but possible via the Share dialog or someone adding them explicitly): Go to Site permissions > Advanced. If you see the user’s name listed individually with a permission level, check the box next to their name and click Remove User Permissions. In modern UI, the site permissions pane might list “Guests or individual people” if any – you can remove them there as well.
If the site is an M365 Group site: remove the user from the Microsoft 365 Group (via Outlook, Azure AD, or the Members panel). Once they’re no longer a member, they lose access to the site automatically.

To remove a user’s access to a shared file or folder:

Use the Manage Access panel on that item. Under the People section, if the user is listed with access, click the dropdown by their name and select Stop Sharing or Remove[8]. If their access was via a link you gave them, you might instead disable that link in the Links section.
If you had broken inheritance on a folder and added a user directly, you’d remove them on the folder’s permission page similar to above (select and remove).

After removal, the user might still show up with Limited Access on the site (due to sharing history) until all their direct links are removed. The key verification is using Check Permissions for that user – it should now show “None” for the site or item[8]. If it still shows access, it means they have it through some other route (perhaps another group). For example, an employee who moved departments should be removed not only from the site’s Members group, but also from any other groups (maybe a custom group) on that site or others that still grant access[9].

External Users: Removing an external user’s access can be done by removing them from the site’s guests (same as removing from groups or direct as above). Additionally, you might want to delete their guest account from your tenant if they no longer should have any access. This is done in the Microsoft 365 Admin Center (Azure Active Directory). However, simply removing them from SharePoint permissions will suffice for that site/library.

Always double-check by attempting to access as that user or using Check Permissions to ensure the removal is effective.

Customizing Permission Levels (Advanced)

SharePoint provides a set of default permission levels (Full Control, Edit, Contribute, Read, etc.) which cover most needs[4]. In some cases, you might require a custom level – for instance, a “Review” role that can edit content but not delete, or a “Contribute without delete” role. This is advanced and should be done sparingly (and only by experienced admins) because overly granular roles can confuse management. But here’s how to do it:

To create a custom permission level on a site:

Go to Site permissions > Advanced permissions settings. In the Ribbon, click Permission Levels[4].
You will see a list of existing permission levels. It’s best not to modify the built-in ones; instead click Add a Permission Level (or you can copy an existing level to start from its settings).
Give the new permission level a Name and description.
In the list of granular permissions (a long list of checkboxes like List Permissions, Site Permissions, Personal Permissions etc.), check the actions that you want to allow for this level. For example, to create “Edit without delete”, you might start with Edit and then uncheck “Delete Items” and “Delete Versions”.
Scroll to bottom and click Create (or Save).

Now you have a new permission level available on this site. You can assign it to users or (better) to groups via the usual permission assignment dialog. For instance, you could create a group, and when granting that group permission, choose your new custom level from the drop-down instead of the standard ones.

Note: Custom levels are scoped to the site collection. And remember the advice: only create custom levels if default ones don’t align with your needs, and do not edit or delete the default levels[4][3]. For SMB scenarios, custom roles aren’t often needed unless you have a very specific workflow (because they increase complexity). But the option is there.

Monitoring and Auditing Permissions Over Time

Managing permissions is not a one-and-done task. You should monitor changes and review access regularly to ensure the permission structure remains healthy:

Use Audit Logs: As mentioned, enable and utilize Office 365’s Unified Audit Log. Search for activities like “Added member to SharePoint group”, “Shared file externally”, “Site permission modified” etc. This helps you keep track of who is changing permissions or sharing content. For example, if an owner on one site keeps breaking inheritance or adding individuals, you might need to coach them on best practices.
Schedule Reviews: Set periodic reminders (perhaps every 6 months) to review each site’s permissions, especially for critical sites. Have site owners confirm the current membership of their groups is still valid. This can catch things like stale accounts or overly broad access. Microsoft’s recommendation and real-world best practice is to conduct regular permission reviews[3][1].
External Access Report: On the SharePoint Admin Center, you can get a report of files shared with external users. SMBs can use this to make sure ex-employees or old partners don’t retain access. Similarly, checking the list of guest users in your tenant periodically and validating if those accounts are still needed is wise.
Adhere to Governance Policies: If your organization has a security policy (even if informal), align your permission reviews with that. For instance, if policy says “Remove access immediately when someone leaves”, ensure your offboarding IT checklist includes removing from SharePoint groups. If policy says “client data sites must not be shared externally”, use the admin settings to enforce external sharing off on those sites.
Tools for Insight: If built-in capabilities aren’t enough, there are third-party tools (like Orchestry, ShareGate, etc.) that provide dashboards of SharePoint permissions and can alert you to issues. These can be overkill for some SMBs, but they highlight that the biggest challenge is often visibility – make sure you at least document your sites and who the primary owners are, so nothing falls through the cracks[1]. You can also maintain a simple spreadsheet inventory of sites with columns for Owners, Members, any special access, external sharing enabled, last review date, etc. This manual step can greatly help in tracking the state of permissions.

By continuously monitoring in these ways, you’ll catch and fix issues proactively. That means fewer surprise “I can see something I shouldn’t” or “I can’t get to my file” support tickets.

Conclusion

SharePoint Online permissions management for SMBs doesn’t have to be overwhelming. By understanding the common pitfalls (like too many unique permissions or oversharing) and following best practices (like group-based assignments and least privilege), you can set up a permission structure that is both secure and maintainable. Always start by planning your permissions at the site level – decide who should be owners, members, visitors – and try to keep to that model. Use the built-in tools to check and audit permissions, so you always know “who has access.” And when issues do arise, approach them methodically: verify the user’s access at each level, adjust group membership or inheritance as needed, and document the changes.

With regular reviews and a bit of training for those who manage sites, your SharePoint Online environment will stay clean and under control. In an SMB setting, resources are limited, but the steps outlined (which leverage mostly out-of-the-box features) are usually sufficient to handle permissions without needing expensive solutions. Stick to the fundamentals – clear structure, careful granting, and consistent reviews – and you’ll mitigate most permission problems before they impact your users[3][3]. This ensures that your team can collaborate efficiently on SharePoint, with the right people accessing the right content.

By implementing these best practices and using the step-by-step guidance, you’ll be well-equipped to troubleshoot permission issues and manage SharePoint Online permissions like a pro, keeping your SMB’s data both accessible and secure. [3][1]

References

[1] SharePoint Permissions Management: Best Practices Made Simple

[2] Troubleshooting Access Control Issues in SharePoint – Reco

[3] Top 5 Common SharePoint Permissions Mistakes and How to Fix Them

[4] How to set SharePoint Permissions – Complete Guide – LazyAdmin

[5] Customize permissions for a SharePoint list or library

[6] Top 10 SharePoint permissions best practices

[7] How to properly set up Permissions on a SharePoint Site

[8] How to check user access and permissions for a file or folder on a …

[9] How to Set User Permissions in SharePoint: Your Step-by-Step Guide

[10] TROUBLESHOOTING 101 for 365 | SHAREPOINT – CHECKING ITEM PERMISSIONS

Configuring and Using Encrypted Email (Office 365 Message Encryption) with M365 Business Premium

Office 365 Message Encryption (OME) is a Microsoft 365 feature that protects email content by converting it into indecipherable text that only authorized recipients can read[1]. Microsoft 365 Business Premium includes this capability, allowing you to send confidential emails that only intended recipients (inside or outside your organization) can access. This report provides a step-by-step guide to enable and use OME, and a complete walkthrough of sending and receiving encrypted emails for both Microsoft 365 users and external (non-M365) recipients, along with best practices and troubleshooting tips.

Prerequisites and Setup for Office Message Encryption

Before using OME, ensure your Microsoft 365 environment meets the requirements and is configured correctly:

Eligible Microsoft 365 Subscription: Microsoft 365 Business Premium includes Office Message Encryption rights out-of-the-box[2]. (It comes with Azure Information Protection Plan 1, which OME leverages.) Other plans that include OME are Office 365/M365 E3 and E5, Office 365 A1/A3/A5, etc.[2]. If you are on a plan like Business Standard or Exchange Online-only, you would need to add Azure Information Protection Plan 1 to get OME functionality[2]. Each user who will send encrypted emails must have a valid license that supports OME[2].
Azure Rights Management (Azure RMS) Activation: OME is built on Azure RMS (the protection technology of Azure Information Protection)[3]. Azure RMS must be active in your tenant for encryption to work. In most cases, eligible subscriptions have Azure RMS automatically activated by Microsoft[3]. However, if it was turned off or not enabled, an administrator should activate it. You can activate Azure RMS via the Microsoft Purview compliance portal or Azure portal (the option “Activate” under Azure Information Protection)[3]. Once Azure RMS is active, Microsoft 365 automatically enables OME for your organization[3].
Verify configuration (Admin step): As an admin, it’s good to verify that encryption is enabled. For example, you can use Exchange Online PowerShell to run Get-IRMConfiguration; the output AzureRMSLicensingEnabled should be True (meaning OME is enabled in the tenant)[3][3]. If it’s False, run Set-IRMConfiguration -AzureRMSLicensingEnabled $true to enable OME[3][3]. (By default this shouldn’t be needed for Business Premium, but it’s a useful check in troubleshooting scenarios.)
User mail client requirements: Users can send/view encrypted emails using Outlook on the web or recent versions of Outlook desktop/mobile. For the best experience (including the newer “encrypt-only” capabilities), users should have Outlook 365 (subscription version) or Outlook 2019/2021. Older Outlook clients (e.g. 2016) also support OME but may not support the newest policy (like encrypt-only) without updates[4]. Ensure Office is updated so that the “Encrypt” button or permission options appear in the client. In Outlook on the web (OWA), the Encrypt option is available in the compose toolbar by default; if not, an admin may need to ensure the OWA mailbox policy has IRM enabled[5] (this is usually true by default).

(Optional) Configure automatic encryption policies: After ensuring OME is active, admins can set up policies to apply encryption automatically in certain cases. This isn’t required for basic usage (users can always manually encrypt an email), but it’s a useful configuration:
- Mail flow rules (transport rules) in Exchange Admin Center can automatically encrypt emails that match specific conditions. For example, an admin might create a rule to encrypt all emails sent externally or any email containing certain keywords (like “Confidential”)[1][1]. These rules use Microsoft Purview Message Encryption as the action to protect messages automatically.
- Sensitivity labels (from Microsoft Purview Information Protection) can be configured to apply encryption. In Business Premium, you can create labels such as “Confidential – Encrypt” that, when a user applies the label to an email, it automatically encrypts that message. This is a more user-friendly and consistent way to invoke encryption and can also enforce permissions (e.g., restrict forwarding).
- Branding (optional): Administrators can customize the appearance of encrypted mail notifications sent to external recipients. For instance, you can add your organization’s logo, custom title, or instructions to the encryption portal email template[6]. Branding is configured via PowerShell (Set-OMEConfiguration) and is a best practice so that recipients recognize the secure message as coming from your company.

Sending Encrypted Emails (Step-by-Step Guide)

Once OME is enabled for your account, sending an encrypted email is straightforward. You do not need to manage any encryption keys yourself – the encryption is handled by Microsoft’s service in the background. Here’s how to send an encrypted email using Outlook:

Encryption Options: When applying encryption in Step 2, you may have a few choices depending on your configuration:

Encrypt-Only – Encrypts the email (and attachments) so that only authorized recipients can read it, but does not restrict what recipients can do with the content. Recipients could potentially copy or forward the content after decrypting, so use this when you want confidentiality but don’t need to restrict sharing.[4][4]
Do Not Forward – Encrypts the email and applies Information Rights Management restrictions prohibiting the recipient from forwarding, printing, or copying the email’s content[6]. The recipient can read and reply, but cannot share it further. This is ideal for highly sensitive emails where you want to keep tight control.
Sensitivity Labels – If your organization uses labels (like “Confidential”) configured to apply encryption, you might see those as options (for example, an email labeled Confidential might auto-encrypt and restrict to internal employees only). These will function similarly to the above, with preset scopes and restrictions defined by your admin.

Note: You do not need to exchange certificates or use special plugins to send encrypted mail using OME. As long as you have a supported M365 account with OME enabled, the feature is built into Outlook. This is much simpler than using S/MIME certificates, which require exchanging keys. With OME, just clicking “Encrypt” in Outlook is enough – Microsoft manages the encryption keys behind the scenes[6][6].

After sending, you might want to verify that your message was encrypted. In your Sent Items, the message should show an icon or text indicating it is protected. For instance, Outlook might display a small padlock icon or a banner “Do Not Forward” on the sent email if that was applied. Additionally, if you try to open the email from Sent Items, it may show that you (as sender) have full permissions. You can also double-check with a test recipient that they received an encrypted message (they will see indications on their side, described next).

Receiving and Opening Encrypted Emails

When a recipient gets an encrypted email, their experience will vary slightly depending on whether they are using a Microsoft 365/Outlook account or a third-party email service. We outline both scenarios below.

1. Microsoft 365/Office users (Internal or External with M365 accounts): If the recipient uses Outlook and has a Microsoft 365 account (either in your organization or another organization that uses Azure AD), the encrypted email arrives in their inbox like a regular email. In Outlook 2016 or later, they will see an alert in the Reading Pane that the message has restricted permissions[4] (for example, “Encrypt-Only” or “Do Not Forward” noted). They can simply open the email normally – Outlook will automatically retrieve the decryption key in the background using their credentials. After opening, the content is readable within Outlook just like any other email[4]. In short, for M365 users, reading an OME email is usually one-click: open it and read. For Outlook on the web or mobile, it’s similar – they click the message and, as long as they’re logged in with the authorized account, the message opens. (If by chance their client cannot display it directly – e.g., an older Outlook not fully updated – the email will instead contain a “Read Message” link guiding them to the web portal. But as of recent updates, Outlook 2019/M365 apps support the direct decrypt in the client for the Encrypt-Only policy[4].)

2. External or non-Microsoft recipients: If the recipient is outside M365 (for example, using Gmail, Yahoo, or any other email provider), they will receive an email letting them know you sent an encrypted message. The email will typically show your original subject line and a body message like: “\ has sent you a protected message” with a button or link that says “Read the message” (or an HTML attachment that they need to open)[6].

From the external recipient’s perspective, these are the steps to open an encrypted mail:

As seen above, Microsoft has designed OME so that even external recipients have a user-friendly (if slightly multi-step) way to access encrypted mail. They do not have to install anything; a web browser is enough. They either sign in with an existing email account or use a one-time code sent to their email[4][4]. Once that is done, they can read and even respond securely. This approach means you can confidently send sensitive data to clients or partners using Gmail, Yahoo, etc., and know that only they (not an unintended person) can read it.

Important: Certain parts of the email are not encrypted for practical reasons: the email subject line and metadata (sender, timestamp) are visible in the notification email. Only the body and attachments are encrypted. Therefore, as a best practice, do not put highly sensitive info in the subject line of an email – keep it generic and put details in the body or attachments which will be encrypted.

Also note, if an external recipient tries to forward the original notification email itself, it won’t help others read the message because only the intended recipient can authenticate to view the content. If you applied “Do Not Forward” protection, an external recipient cannot forward the content from the portal either (the portal will enforce no forwarding). If a Microsoft 365 recipient tries to forward a “Do Not Forward” encrypted email, the forwarded message will be unreadable to the new third-party, since they aren’t authorized – the system will either block it or send a protected email that the new recipient cannot open[6].

Best Practices for Using OME Effectively

Using Office Message Encryption adds security, but it’s important to use it correctly. Here are some best practices and tips:

Train users and set expectations: Educate anyone sending encrypted emails on how OME works and when to use it (e.g. for personal data, financial info, confidential documents). Likewise, prepare external recipients if possible. For instance, if you’re emailing a client securely for the first time, you might call or text them beforehand, saying “You’ll receive a secure encrypted email from me with a link – it’s safe to open.” This helps external recipients not mistake your encrypted email for a phishing attempt.
Use “Do Not Forward” for highly sensitive content: If you want to ensure the information doesn’t get re-shared, use the Do Not Forward option (or a similar rights-protected label). This way, even if a recipient’s account were compromised or someone was tempted to share the email, the protected content cannot be opened by unauthorized people[6]. It adds an extra layer beyond encryption alone.
Avoid sensitive details in subject or preview text: As noted, the email subject is visible to anyone who might intercept the message (or just in the recipient’s inbox preview). Keep subjects generic and put sensitive info only in the encrypted body/attachments.
Verify encryption on outgoing emails: When you send an encrypted email, double-check that Outlook shows it’s encrypted (look for the lock icon or a permissions message in the compose window)[6]. If you don’t see the encryption indicator, you may have missed a step. Also, you can send a test email to yourself (to a separate account) to see how the experience looks for recipients.
Consider sensitivity labels for consistency: If your organization frequently encrypts emails, using sensitivity labels can make it easier and more standardized. For example, a label “Private – Recipients Only” could automatically encrypt and set Do Not Forward, in one click for the user. It ensures the correct policy is applied and also might apply visual markings to the email. Business Premium allows configuring such labels in the Purview compliance center.
Be cautious with group emails: OME can encrypt emails sent to multiple people, but ensure each recipient is intended. If you send to a distribution list or a group, all members will be able to read it; if someone is later added to that group, they may not access past encrypted mail. For external groups, OME might not resolve all members. Ideally, send encrypted mail to individual addresses to maintain clarity over who can decrypt it.
External recipient guidance: Some external recipients might struggle with the process (for example, the one-time passcode email might land in their spam folder or they may not realize they can use a Google login). Be ready to guide them. Microsoft’s support page “Open encrypted and protected messages” is a useful reference to share if someone has trouble.
Remove encryption if needed: If you accidentally sent an email with encryption but later need to share the content openly, you (the sender) have the ability to remove encryption after sending. In Outlook, find the sent encrypted message, open it, go to File > Permissions (or Encrypt) and choose “Unrestricted Access” (for Outlook desktop)[6]. This essentially decrypts the message for all recipients, allowing them to view it without the special process. Use this carefully – it will make that content accessible just like a normal email.
Leverage branding for trust: As mentioned, consider adding your organization’s branding to encrypted emails (logo, custom instructions)[6]. This helps recipients trust that the encryption message is legitimately from your company and not a phishing scam. The branding appears on the “Read the message” page and in the email that contains the link.
Stay updated: Microsoft continually improves OME. For example, the “Encrypt-Only” mode was added to allow direct decryption in modern Outlook apps[4]. Keep your Outlook client updated to benefit from the latest improvements (e.g., some older versions required always using the web portal; newer versions can decrypt in-app). Similarly, stay informed via Microsoft 365 updates for any changes to the encryption experience.

Monitoring, Management, and Compliance Considerations

From an IT administration and compliance perspective, encrypted emails introduce some new considerations. Here’s how to manage and monitor OME usage in your organization and ensure compliance requirements are met:

Tracking encrypted messages: Administrators may want to know when and how often users are sending encrypted emails (for example, to ensure policies are followed). Microsoft 365 provides an Encryption Report in the compliance center (Purview portal) that shows statistics and details of encrypted emails. In the Microsoft Purview portal, under Data Loss Prevention or Reports, you can find a report for Message Encryption usage[7]. This report can show which emails were encrypted, by whom, and if they were automatically encrypted by a rule or manually. It can typically be scheduled to be sent via email or viewed on demand[7]. Use this to monitor adoption and detect any anomalies (like an unusual spike in encrypted emails, which might indicate users handling a lot of sensitive info).
Audit logs: Each time a user sends an encrypted email, an event is recorded in the Unified Audit Log in Microsoft 365 (if auditing is enabled). Admins can search the audit log for activities related to OME (such as the “Applied sensitivity label” event if labels are used, or mail flow rule events). There isn’t a special “encryption” event per se for each message, but the encryption report mentioned above is a higher-level view. If deeper investigation is needed (e.g., for a specific incident), administrators with proper permissions could also access the content (see eDiscovery below).
eDiscovery and compliance searches: Encrypted emails are still stored in mailboxes (in an encrypted form). Compliance officers may worry: can we perform eDiscovery on encrypted content? The answer is yes – Microsoft Purview eDiscovery tools can decrypt encrypted emails so that compliance or legal reviewers can search and read them, provided the reviewer has the necessary permissions (specifically, the “RMS Decrypt” permission in Purview)[8][8]. In practice, during a content search or eDiscovery case, the system will decrypt the content of OME emails when exporting results or adding items to a review set, so that the reviewer can see the actual email text[8][8]. This ensures that using OME doesn’t impede your organization’s ability to fulfill legal discovery or compliance obligations, as long as authorized personnel are doing the searching.
Data Protection and compliance standards: Using OME can help your organization comply with regulations that require protection of sensitive data in transit (such as GDPR, HIPAA for healthcare communications, or financial privacy laws). The encryption ensures that even if an email is inadvertently sent to the wrong party or intercepted, it cannot be read by unauthorized persons. That said, encryption is one piece of the puzzle – you should still enforce data loss prevention policies and train users on handling sensitive info. OME works in tandem with Data Loss Prevention (DLP) policies: for instance, a DLP policy detecting a credit card number could automatically trigger encryption of the email instead of blocking it, allowing the email to go out securely rather than in plain text[1].
Advanced Message Encryption: For organizations with higher-end licenses (E5 or as an add-on), Advanced Message Encryption provides additional management capabilities. This includes the ability for admins to revoke access to a sent encrypted email or set it to expire after a certain time. For example, if an employee sent an encrypted email externally by mistake, an admin with Advanced Message Encryption could revoke that message, so that when the recipient tries to read it, they get a notice that the message is no longer available. Business Premium does not include Advanced Message Encryption (that’s an E5 feature), but it’s useful to know such features exist in case your compliance needs grow in the future.
Ensuring availability of encryption features: If users report that they can’t find the Encrypt button or that encrypted emails aren’t opening, revisit the configuration:
- Make sure the user is logged into their Outlook with the correct account that has the Business Premium license. If not, have them sign out and sign back in with their licensed account[5][5].
- Check that the Outlook on the web policy has IRM enabled (an admin can do Get-OwaMailboxPolicy -Identity OwaMailboxPolicy-Default | FL IRMEnabled. It should be True. If not, set it to true to expose the Encrypt option in OWA)[5].
- Ensure there are no older Active Directory Rights Management (on-premises AD RMS) configurations interfering – Microsoft’s OME will not work simultaneously with an old AD RMS setup. If you previously used AD RMS, you should migrate those keys to Azure RMS[3].
Internal monitoring and scanning: Note that Exchange Online can still scan encrypted emails for malware and spam before encryption is applied. If you manually encrypt a message and send it, the content gets encrypted after it passes through the Outbox, meaning Microsoft’s server has the plaintext to scan for viruses. If an admin sets up an automatic encryption rule, it typically applies at the transport stage after other filters. So your use of OME shouldn’t reduce the effectiveness of Exchange Online Protection (EOP) for anti-malware. However, once encrypted, other systems (like a recipient’s email server or a journaling system outside Microsoft) can’t inspect the content. Keep this in mind if your enterprise routes mail through any gateway that needs to inspect content – you may need to allow that encryption happens at the final stage.

In summary, Microsoft 365 Business Premium provides a robust encryption capability for email. By configuring it properly and following the best practices above, you can greatly reduce the risk of sensitive information leaking via email, while still maintaining usability for your users and external contacts. Always balance security with practicality – use encryption when it’s truly needed (so users take it seriously), and make sure to support recipients who might be unfamiliar with the process. With OME, you empower users to protect data on their own, which is a powerful tool in your organization’s security arsenal.

Further Resources

For more information and support on Office 365 Message Encryption, consider these resources:

Microsoft Learn – Email encryption in Microsoft 365: An overview of all email encryption options in M365, including OME, S/MIME, and IRM[9]. This is useful for understanding how OME compares to other encryption methods.
Microsoft Learn – Set up Message Encryption: Step-by-step guidance for admins to enable and test OME in a tenant[3][3].
Microsoft 365 Business Premium Training – Protect Email with OME: Microsoft offers a training module on using OME (protecting email) as part of their Business Premium documentation[1][1].
Troubleshoot OME (Microsoft Support): Common issues and solutions if encrypted messages can’t be opened or the encrypt option is missing[5][5].
User Guide – Send, View, and Reply to Encrypted Emails: Microsoft support article for end-users on how to send and read encrypted messages in Outlook[4][4] – this can be shared with new users or external recipients if they need guidance.

Each of these resources can provide deeper insights or up-to-date instructions as OME evolves. By following the steps and tips in this report, you should be well-equipped to configure Office Message Encryption in Microsoft 365 Business Premium and use it to securely send/receive sensitive emails with confidence. Enjoy the peace of mind that comes from that extra layer of security on your communications! [4][4]

References

[1] Send encrypted email with Microsoft 365 Business Premium – Microsoft …

[2] Message Encryption FAQ | Microsoft Learn

[3] Set up Microsoft Purview Message Encryption | Microsoft Learn

[4] Send, view, and reply to encrypted messages in Outlook for PC

[5] Resolve Microsoft Purview Message Encryption issues

[6] How to Encrypt Emails in Outlook and Office 365 — LazyAdmin

[7] O365 Encrypted Email – How can I tell which outgoing emails were …

[8] Decryption in Microsoft Purview eDiscovery tools

[9] Email encryption in Microsoft 365 | Microsoft Learn

Need to Know podcast–Episode 350

In Episode 350 of the CIAOPS “Need to Know” podcast, along with the latest news from the Microsoft Cloud, we explore how Microsoft Power Pages is revolutionising web development for SMBs. Learn how this low-code platform enables businesses to build secure, scalable portals—without needing full-stack developers. From customer support portals to partner onboarding, discover real-world use cases, a step-by-step guide to building your first portal, and how Managed Service Providers (MSPs) can offer Power Pages as a service. This episode is a must-listen for IT professionals, MSPs, and business leaders driving digital transformation.

Brought to you by www.ciaopspatron.com

you can listen directly to this episode at:

https://ciaops.podbean.com/e/episode-350-power-up/

Subscribe via iTunes at:

https://itunes.apple.com/au/podcast/ciaops-need-to-know-podcasts/id406891445?mt=2

or Spotify:

https://open.spotify.com/show/7ejj00cOuw8977GnnE2lPb

Don’t forget to give the show a rating as well as send me any feedback or suggestions you may have for the show.

Resources

CIAOPS Need to Know podcast – CIAOPS – Need to Know podcasts | CIAOPS

X – https://www.twitter.com/directorcia

Join my Teams shared channel – Join my Teams Shared Channel – CIAOPS

CIAOPS Merch store – CIAOPS

Become a CIAOPS Patron – CIAOPS Patron

CIAOPS Blog – CIAOPS – Information about SharePoint, Microsoft 365, Azure, Mobility and Productivity from the Computer Information Agency

CIAOPS Brief – CIA Brief – CIAOPS

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Support CIAOPS – https://ko-fi.com/ciaops

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Show Notes

Test Your Microsoft 365 Speed in Seconds — For Free!

Ever wondered if your Microsoft 365 experience is running as fast as it should? Whether you’re dealing with slow Outlook syncs, Teams lag, or SharePoint delays, the culprit might be your connection to Microsoft’s cloud.

That’s where my new Microsoft 365 Connection Speed Test script comes in — a free, no-fuss tool that gives you a clear picture of how well your network connects to Microsoft 365.

️ What Is It?

This PowerShell script, created CIAOPS, runs a quick diagnostic to test your connection speed to Microsoft 365 services. It checks latency, download speed, and other key metrics — all from your own machine.

Why Should You Use It?

Spot Bottlenecks: Identify if your network is slowing down your Microsoft 365 apps.
Troubleshoot Smarter: Get real data to help IT support pinpoint issues faster.
Work from Anywhere: Test performance from home, the office, or on the go.
No Guesswork: Know exactly how your connection stacks up — no tech jargon required.

Who’s It For?

Anyone using Microsoft 365! Whether you’re an IT admin, a remote worker, or just someone who wants Teams to stop freezing mid-call — this tool is for you.

How to Get It

Head to the GitHub page: Microsoft 365 Speed Test Script
Follow the simple instructions to run the script using PowerShell as well as reading the online documentation for the script.
Review your results and take action if needed.

✅ Final Thoughts

This script is a great example of how a little tech can go a long way in improving your daily workflow. It’s free, fast, and incredibly useful — especially if you rely on Microsoft 365 to get things done.

Want help running it or interpreting the results? Just let me know — I’m here to help!

A final note – you have the option to upload the results securely to my BLOB storage in Azure at the end of the script. I’m planning to use AI to analyse these results and providing a results dashboard and potentially providing benchmarking feedback as part of the results. So, I’d love it if you would share your results back to me so I can keep improving and enhancing this for all.

Everyday Copilot example prompts for SMB

Microsoft 365 Copilot is a powerful AI assistant integrated into the Microsoft 365 apps you already use, designed to boost productivity, creativity, and efficiency. For small businesses, it can act as a virtual team member, automating routine tasks and providing intelligent assistance across various functions.

Here’s a breakdown of practical examples and a step-by-step implementation guide for a small business to leverage Copilot for increased productivity:

Practical Examples of Microsoft 365 Copilot in a Small Business

Here are concrete scenarios where a small business can use Copilot to be more productive:

1. Marketing & Content Creation:

Scenario: A small online retail business needs to create engaging product descriptions for new inventory and draft a marketing email campaign.
Copilot Use:
- Word: “Draft 10 unique, SEO-friendly product descriptions for a new line of organic bath bombs, highlighting their natural ingredients and calming properties.” Copilot generates initial drafts, which the team can then refine.
- Outlook: “Based on the organic bath bomb product descriptions, write a promotional email to our subscriber list, including a special launch discount and a clear call to action to visit our website.” Copilot drafts the email, saving significant time.
- PowerPoint: “Create a presentation for an upcoming local market vendor event, showcasing our brand story and top 5 best-selling products. Include images and key benefits.” Copilot helps generate slides, suggest layouts, and even find relevant stock images.

2. Sales & Customer Management:

Scenario: A freelance graphic designer needs to prepare a tailored proposal for a new client and summarize a long email thread about project revisions.
Copilot Use:
- Word: “Generate a comprehensive project proposal for [Client Name] for their new brand identity project. Include sections for scope of work, timeline, deliverables, and pricing, referencing our standard pricing guide.” Copilot quickly builds the proposal structure and fills in details.
- Outlook: In a long email thread about client feedback, “Summarize the key decisions made and action items from this email conversation regarding the logo design revisions for [Client Name].” Copilot provides a concise summary, preventing missed details.
- Teams: After a client meeting, “Summarize this Teams meeting about the website redesign, highlighting key agreements, outstanding questions, and assigned tasks to each team member.” Copilot generates meeting minutes and action items.

3. Finance & Operations:

Scenario: A small consulting firm needs to analyze quarterly sales data in Excel and draft a memo to employees about new expense policies.
Copilot Use:
- Excel: “Analyze this sales data in Sheet1 to identify the top 3 performing services and visualize monthly revenue trends.” Copilot can suggest formulas, create charts, and even interpret the data, turning raw numbers into actionable insights.
- Word: “Draft a clear and concise memo to all employees outlining the new expense reimbursement policy, effective next month. Emphasize the need for itemized receipts and submission deadlines.” Copilot helps draft the policy document quickly and accurately.
- Microsoft 365 Chat: “What are the latest updates to the company’s Q2 budget in the ‘Finance Reports’ SharePoint folder?” Copilot can search across your M365 environment to retrieve and summarize relevant information.

4. Human Resources (HR) & Internal Communications:

Scenario: A small accounting firm needs to create an onboarding checklist for new hires and respond to common employee queries about leave policies.
Copilot Use:
- Word: “Create a detailed onboarding checklist for new hires, covering IT setup, HR paperwork, team introductions, and initial training modules.” Copilot provides a structured checklist to ensure a smooth onboarding process.
- Outlook: When an employee asks about personal leave, “Draft an email response to [Employee Name] explaining the company’s personal leave policy, referencing the relevant section in the employee handbook, and attaching the leave request form.” Copilot helps generate accurate and consistent responses.

Step-by-Step Implementation of Microsoft 365 Copilot in a Small Business

Implementing Copilot effectively involves more than just enabling licenses. It requires preparation, user adoption strategies, and ongoing monitoring.

Phase 1: Preparation and Readiness

Assess Your Microsoft 365 Environment:
- Data Governance: Copilot inherits your existing Microsoft 365 security, privacy, and compliance settings. Ensure your data is well-organized, permissions are correctly set, and sensitive information is protected (e.g., using sensitivity labels). This is crucial to prevent “oversharing” of information through Copilot.
- Licensing: Verify you have an eligible Microsoft 365 subscription (e.g., Microsoft 365 Business Standard or Business Premium). Copilot is an add-on, so you’ll need to purchase licenses ($30 per user per month, as of my last update).
- Network Readiness: Ensure your internet connection and Microsoft 365 services are robust enough to handle the increased AI processing.
Identify Key Use Cases and Pilot Users:
- Define Needs: Pinpoint specific pain points and areas where AI can provide the most immediate value for your business (e.g., slow report generation, repetitive email drafting, meeting summaries).
- Select Pilot Group: Choose a small group of enthusiastic users from different departments who are heavy Microsoft 365 users and open to new technologies. These “champions” will be crucial for early feedback and encouraging wider adoption.
Establish an “AI Council” (Even for a Small Business):
- This doesn’t need to be formal or large. It could be 1-2 owners/managers and a key IT contact (internal or external).
- Their role: Define clear goals for Copilot, oversee implementation, address challenges, and communicate the vision.

Phase 2: Deployment and Onboarding

Assign Copilot Licenses:
- Go to the Microsoft 365 admin center.
- Navigate to Billing > Licenses.
- Select Microsoft 365 Copilot and assign licenses to your chosen pilot users.
- Note: It might take up to 24 hours for Copilot to appear in all apps for users. They may need to restart or refresh the apps.
Provide Training and Resources:
- Basic Prompting: Train users on how to craft effective prompts. Emphasize clarity, context, and specifying the desired outcome.
- Role-Specific Examples: Provide examples of how Copilot can be used in their specific roles (e.g., marketers: “draft a social media post,” sales: “summarize this client email”). Microsoft provides an “SMB Success Kit” and online quick-start training (aka.ms/quickstartcopilot) that can be valuable.
- “When to use Copilot” vs. “When not to”: Help users understand when Copilot is a valuable assistant and when human judgment or expertise is still paramount.
- Encourage Experimentation: Foster a culture where users feel comfortable experimenting with Copilot.
Establish a User Community (informal):
- Even in a small business, create a dedicated chat channel (e.g., in Microsoft Teams) for users to share tips, ask questions, and celebrate “Copilot wins.” This peer-to-peer learning is highly effective.

Phase 3: Monitor, Refine, and Expand

Gather Feedback:
- Regularly check in with your pilot users. What’s working well? What are the challenges? What new ideas do they have?
- Qualitative feedback (discussions, surveys) is just as important as quantitative data.
Monitor Usage (Microsoft Copilot Dashboard):
- The Microsoft Copilot Dashboard provides insights into Copilot usage, including which apps it’s used in most and active user counts. Use this to understand adoption trends and identify areas for further training or focus.
Iterate and Optimize:
- Based on feedback and usage data, refine your training materials, prompt guidelines, and use cases.
- Address any data governance issues that arise.
Gradual Rollout (or full deployment):
- Once the pilot is successful and you’ve addressed initial challenges, gradually expand Copilot access to more users or the entire team.
- Continue to provide ongoing support and training as new users come online.
Celebrate Successes:
- Share stories of how Copilot has helped employees save time, improve quality, or achieve business goals. This builds enthusiasm and encourages wider adoption.

By following these practical examples and a structured implementation approach, even small businesses can effectively harness the power of Microsoft 365 Copilot to significantly boost their productivity and gain a competitive edge.

CIA Brief 20250720

Understanding Apple enrollment methods in Microsoft Intune –

https://techcommunity.microsoft.com/blog/intunecustomersuccess/understanding-apple-enrollment-methods-in-microsoft-intune/4434586

New tools for Security Copilot management and capacity planning –

https://techcommunity.microsoft.com/blog/securitycopilotblog/new-tools-for-security-copilot-management-and-capacity-planning/4432723

Learning the new Outlook: Managing the Calendar surface –

https://www.youtube.com/watch?v=5kA72Vs8Zo0

Web vs work grounding in Microsoft 365 Copilot –

https://www.youtube.com/watch?v=y03QC8PCAfE

Protecting Cloud Storage in the Age of AI –

https://techcommunity.microsoft.com/blog/MicrosoftDefenderCloudBlog/protecting-cloud-storage-in-the-age-of-ai/4433854

Microsoft 365 Insider Round-Up: July 2025 –

https://www.linkedin.com/pulse/microsoft-365-insider-round-up-july-2025-microsoft-365-insider-epw2c/

Microsoft Purview Powering Data Security and Compliance for Security Copilot –

https://techcommunity.microsoft.com/blog/microsoft-security-blog/microsoft-purview-powering-data-security-and-compliance-for-security-copilot/4433522

Transparency on Microsoft Defender for Office 365 email security effectiveness –

https://www.microsoft.com/en-us/security/blog/2025/07/17/transparency-on-microsoft-defender-for-office-365-email-security-effectiveness/

Now Generally Available: Microsoft Security Copilot in Surface Management Portal –

https://techcommunity.microsoft.com/blog/surfaceitpro/now-generally-available-microsoft-security-copilot-in-surface-management-portal/4429558

Stay ahead of emerging threats with Microsoft Defender Experts for Hunting –

https://www.youtube.com/watch?v=iqlxXf6JeQg

Learning the new Outlook: Configuring Notifications and Reminders –

https://www.youtube.com/watch?v=ov7x5p4FQGE

Deceived, not hacked: Why keeping people safe online now starts with smarter design –

https://news.microsoft.com/source/features/ai/deceived-not-hacked-why-keeping-people-safe-online-now-starts-with-smarter-design/

Automating Microsoft Sentinel: Playbook Fundamentals –

https://techcommunity.microsoft.com/blog/microsoftsentinelblog/automating-microsoft-sentinel-playbook-fundamentals/4424475

Protecting customers from Octo Tempest attacks across multiple industries –

https://www.microsoft.com/en-us/security/blog/2025/07/16/protecting-customers-from-octo-tempest-attacks-across-multiple-industries/

Introducing Copilot Memory: A More Productive and Personalized AI for the Way You Work –

https://techcommunity.microsoft.com/blog/microsoft365copilotblog/introducing-copilot-memory-a-more-productive-and-personalized-ai-for-the-way-you/4432059

Microsoft Stream and Microsoft Clipchamp: Brand unification update for Microsoft 365 video –

https://techcommunity.microsoft.com/blog/microsoft_365blog/microsoft-stream-and-microsoft-clipchamp-brand-unification-update-for-microsoft-/4433155

Learning the new Outlook: Adding Shared mailboxes –

https://www.youtube.com/watch?v=g7Z37I1ZIKY

Secure and govern AI apps and agents with Microsoft Purview –

https://techcommunity.microsoft.com/blog/microsoft-security-blog/secure-and-govern-ai-apps-and-agents-with-microsoft-purview/4429925

Mastering Agent Governance in Microsoft 365 –

https://techcommunity.microsoft.com/blog/healthcareandlifesciencesblog/mastering-agent-governance-in-microsoft-365/4416620

Get the most out of Microsoft Forms with these little-known features –

https://techcommunity.microsoft.com/blog/microsoft365insiderblog/get-the-most-out-of-microsoft-forms-with-these-little-known-features/4432179

Microsoft Security Copilot in Intune deep dive – Part 3: Explore and act on your Intune data with AI –

https://techcommunity.microsoft.com/blog/intunecustomersuccess/microsoft-security-copilot-in-intune-deep-dive—part-3-explore-and-act-on-your-/4433019

After hours

Tech Promised Everything. Did it deliver? | Scott Hanselman – https://www.youtube.com/watch?v=dVG8W-0p6vg

Editorial

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