Copilot Notebook: Share & Collaborate

Key insights

• Why sharing matters: Sharing enables Real‑Time Collaboration so teams edit prompts and workflows together, Knowledge Centralisation by keeping insights in one place, and faster iteration for better results.
  
• How to share: Open the Copilot Notebook, click the Share or people icon, add internal names or emails, set permissions (edit or read‑only), and send the invite to grant access.
  
• Who can access: Only users inside your internal tenant who hold a valid Copilot license can access shared notebooks; external sharing is not supported.
  
• Privacy and security: Individual chats stay private; notebook content and Copilot insights are shared. Linked files follow existing SharePoint and OneDrive permissions to maintain security.
  
• Admin controls and rollout: Sharing is enabled by default with Copilot Notebooks and cannot be turned off separately; admins can disable the feature only by turning off Copilot Notebooks via Office Cloud Policy Service. The feature reached general availability (October 2025).
  
• Best practices: Prefer full notebook sharing for team projects to preserve context, or share individual pages when needed; review linked file permissions and avoid placing sensitive data in shared sections.
  

In a recent YouTube video, Ami Diamond [MVP] demonstrates the newly released sharing capabilities for Copilot Notebooks, showing how teams can co-author and collaborate inside Microsoft 365. Ami, who is male, walks through the sharing workflow and explains what changes for both end users and administrators. The video frames sharing as a notable shift from personal note-taking to a shared, AI-enriched workspace that surfaces enterprise context for everyone invited. Consequently, the update promises to change how organizations capture and iterate on ideas with AI assistance.

How the sharing feature works

Ami begins by showing the simple steps to share a notebook from the Microsoft 365 Copilot web interface, noting the presence of a Share control in the notebook header. He explains that you type names or email addresses of colleagues, set permissions such as edit or read-only, and then send the invite so collaborators can access the same notebook contents. Importantly, sharing applies to the entire notebook so that notes, referenced context, and Copilot-generated insights become visible to everyone who has access.

Moreover, Ami highlights two technical guardrails: sharing is limited to users in the same tenant and only to those licensed for Microsoft 365 Copilot. While collaborators gain access to the shared notebook content, their individual chats with Copilot remain private. He also reminds viewers that linked files still respect existing SharePoint and OneDrive permissions, which keeps file-level security intact as notebooks surface enterprise content.

Benefits for teams and workflows

According to the video, the biggest advantage is real-time collaboration without switching tools, which reduces friction during ideation and review cycles. Ami points out that teams gain a central knowledge place where prompts, decisions, and AI-generated context live together, improving transparency and alignment across stakeholders. Consequently, groups can iterate faster and use shared enterprise data to ground Copilot outputs in relevant context.

Additionally, Ami notes that this approach helps preserve institutional knowledge by consolidating insights that would otherwise be scattered across chats and emails. For project work, teams can co-create proposals, track changes, and review AI-driven suggestions together, which speeds up delivery. Therefore, organizations that adopt shared notebooks can expect more consistent outputs and a smoother handoff between contributors.

Tradeoffs and challenges to consider

Despite clear benefits, Ami candidly discusses tradeoffs. For example, tenant-only sharing improves internal control but prevents external collaboration with partners or contractors, which may force teams to use separate channels for cross-organizational work. Furthermore, the requirement that collaborators hold Copilot licenses introduces a licensing cost and can limit participation for wider stakeholder groups.

Security and governance also pose challenges, as the feature is enabled by default when Copilot Notebooks are turned on and cannot be disabled independently by admins. As a result, administrators must weigh user productivity against data control and may need to disable the entire Copilot Notebooks feature if they want to block sharing altogether. Additionally, real-time co-authoring raises questions about version control and oversight, so organizations must balance openness with structured review and auditing.

Best practices and recommendations

Ami recommends clear policies and user training to manage the new collaborative power, advising teams to set permissions deliberately and to keep sensitive content in appropriately secured repositories. He suggests that organizations confirm that SharePoint and OneDrive permissions correctly reflect access intent, because those systems still govern linked documents and files. Therefore, combining good permission hygiene with targeted training will reduce accidental exposure of sensitive material.

For administrators, Ami advises monitoring license assignments and using existing compliance tools to audit notebook activity and data flows. Meanwhile, teams should consider sharing full notebooks only when broader context benefits multiple contributors, and use page-level sharing for narrower collaboration. By balancing these approaches, organizations can gain productivity while keeping governance needs in focus.

Outlook and practical implications

Ami closes by noting that the sharing rollout began in late 2025 and that feature refinement will likely continue as organizations give feedback. He expects incremental improvements around admin controls, external collaboration scenarios, and fine-grained sharing options as the platform matures. For now, the change marks a clear move toward integrating AI into shared workspaces rather than leaving insights siloed on individual machines.

In summary, the video presents a practical walkthrough and a balanced view of tradeoffs. While the new sharing capability unlocks faster teamwork and centralized knowledge, it also requires careful governance and license planning. Consequently, teams should pilot the feature with clear rules, monitor outcomes, and adjust policies so they can benefit from shared AI intelligence without compromising security.

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