Microsoft Copilot: Guide to Restrict Access & Safeguard Documents

Key insights

• Microsoft Purview Data Loss Prevention (DLP) will soon support Microsoft 365 Copilot, allowing organizations to prevent sensitive documents from being processed by Copilot through DLP policies.


• DLP policies can identify sensitive documents using sensitivity labels and exclude them from processing in Microsoft 365 Copilot Business Chat.


• To use this feature, a Microsoft 365 Copilot license and a Microsoft 365 E5 license or equivalent are required. Audit records will be available after policy management is enabled.


• Sensitivity Labels: Organizations can apply sensitivity labels to control document access and prevent Copilot from summarizing or extracting content. Permissions like 'Copy and Extract Content' can be restricted.


• DLP Policies: These policies can be configured to block Copilot's access to documents with specific sensitivity labels, ensuring that sensitive information remains protected from AI processing.


• The capability is rolling out gradually, initially supporting Microsoft 365 Copilot Chat but not fully implemented in Word, Excel, and PowerPoint. The feature requires custom policy templates for configuration.

Introduction to Microsoft 365 Copilot and Data Loss Prevention

Microsoft 365 Copilot is an innovative tool designed to assist users in navigating and utilizing enterprise information effectively. However, as organizations increasingly rely on artificial intelligence to manage data, concerns about data privacy and security have become more prominent. To address these concerns, Microsoft has introduced a feature that integrates Data Loss Prevention (DLP) policies with Microsoft 365 Copilot. This feature allows organizations to control and restrict Copilot's access to sensitive documents, ensuring that private information remains secure.

Applying Sensitivity Labels for Document Protection

One of the primary strategies to prevent Microsoft 365 Copilot from accessing specific documents involves the use of sensitivity labels. Microsoft Purview sensitivity labels enable organizations to classify and protect their documents by applying encryption and restricting permissions.

• Remove 'Copy and Extract Content' Permission: By excluding the 'EXTRACT' permission when setting up a sensitivity label, organizations can prevent Copilot from summarizing or extracting content from the labeled document. This ensures that sensitive information is not inadvertently shared.
• Ensure Appropriate Usage Rights: For Copilot to access and summarize data, users must have both 'VIEW' and 'EXTRACT' rights. By limiting these permissions, organizations can control Copilot’s capabilities concerning the document, thereby enhancing data security.

Configuring Data Loss Prevention Policies

To further safeguard sensitive information, organizations can implement DLP policies that prevent Copilot from accessing content with specific sensitivity labels.

• Set Up DLP Rules: Organizations can create rules that detect when certain sensitivity labels are applied to documents and block Copilot’s access to these files. This ensures that sensitive information remains protected from AI processing.
• Considerations for Implementation: It's important to note that some features may require specific Microsoft 365 licensing or administrative privileges. Organizations should ensure they have the necessary permissions to implement these configurations effectively.

Restricting SharePoint and OneDrive Access

In addition to sensitivity labels and DLP policies, organizations can restrict Copilot's access to documents stored in specific SharePoint sites and OneDrive locations.

• Exclude SharePoint Sites from Search Results: By modifying site search settings, organizations can prevent Copilot from accessing documents stored in specific SharePoint sites. This involves navigating to the SharePoint site’s settings, selecting “Search and Offline Availability,” and setting “Allow this site to appear in search results?” to “No.”
• Implement Restricted SharePoint Search: Microsoft offers a feature called Restricted SharePoint Search, allowing organizations to limit Copilot’s access to selected SharePoint sites. By configuring allowed sites, organizations can ensure that only specified sites are accessible by Copilot, providing a temporary solution while reviewing and applying proper permission settings.

Challenges and Tradeoffs in Implementing DLP for Copilot

While the integration of DLP policies with Microsoft 365 Copilot offers significant benefits in terms of data security, it also presents certain challenges and tradeoffs.

• User Permissions: Copilot operates within the bounds of existing user permissions. If a user doesn’t have access to a document, Copilot won’t be able to access it on their behalf. This requires careful management of user permissions to ensure that only authorized individuals can access sensitive information.
• Feature Availability: Some features, like Restricted SharePoint Search, may require specific Microsoft 365 licensing or administrative privileges. Organizations must weigh the costs and benefits of implementing these features against their overall data security strategy.
• Balancing Security and Usability: While restricting Copilot's access to sensitive documents enhances security, it may also limit the tool's usability and effectiveness. Organizations must find a balance between protecting sensitive information and enabling users to leverage Copilot’s capabilities to improve productivity.

Conclusion: Enhancing Data Security with Microsoft 365 Copilot

In conclusion, the integration of DLP policies with Microsoft 365 Copilot provides organizations with powerful tools to enhance data security. By applying sensitivity labels, configuring DLP policies, and restricting access to SharePoint and OneDrive, organizations can effectively control Copilot's access to sensitive documents. However, it's important to consider the tradeoffs involved in balancing security and usability, as well as the challenges associated with implementing these features. Ultimately, by carefully managing user permissions and leveraging the available tools, organizations can protect their sensitive information while still benefiting from the innovative capabilities of Microsoft 365 Copilot.

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