In this blog series, I’ll delve into the advantages of using Copilot for Microsoft 365. In this first post, I’ll discuss the common challenges we face in our daily tasks at work and how Copilot can help alleviate these burdens, save time and money, and boost our productivity.
We all feel the pressure of work. Information, deadlines, and constant communication can often overwhelm us. AI can help, not just by making work easier or faster, but by making it more fulfilling. When we don’t have to spend as much mental energy figuring out what happened in that meeting, catching up on emails, or finding that document from last week’s chat, we can focus more on the core of our work and the purpose behind it.
In recent years, the pace and volume of work have continued to increase. Data from searches across Microsoft 365 services reveals that on any given workday, Microsoft’s most active Microsoft 365 users:
Conduct 18 searches for what they need.
Receive over 250 emails.
Send or read nearly 150 chats.
Globally, Microsoft Teams users are now in three times as many meetings each week compared to 2020. Additionally, some people use 11 different apps on Windows in a single day to complete their tasks.
AI helps lighten the workload by boosting human abilities and speeding up natural creativity. When leaders learn to use AI effectively, they can enable their teams to embrace this new era of AI-powered productivity, bringing great benefits to their organisations.
Before diving into Copilot for Microsoft 365, let’s compile a list of tasks we typically handle each day at work. On an average workday, you might find yourself:
Catching up on email threads among colleagues.
Engaging in numerous Microsoft Teams chat conversations.
Reviewing recordings of Teams meetings you missed due to other commitments.
Sending various emails to colleagues and external partners.
Creating PowerPoint presentations
Analysing data in Excel, budgeting, transforming it into tables, graphs, or pie charts
Locating emails and Teams messages where you’ve been directly mentioned with the @ symbol and tasked with specific actions to complete.
Reviewing outstanding tasks from this or last week, including important actions assigned by your manager.
Checking emails or Teams channels to ensure you haven’t missed any company announcements.
Planning for the upcoming week’s tasks and meetings.
Organising the next team get together and ensuring fun activities are arranged.
Reading through a lengthy 100 page document in preparation for a meeting the next morning.
Recalling the last time you had a meeting with a specific colleague.
I could list additional daily tasks, but you get the idea.
How can Copilot for Microsoft 365 help?
Copilot for Microsoft 365 isn’t just another feature introduced by Microsoft. It’s more than that, it’s your AI (Artificial Intelligence) powered Copilot that accompanies you, the Pilot, throughout your day to day interaction with Microsoft 365 apps such as Outlook, PowerPoint, Word, Excel, Teams, Loop and Whiteboard. Copilot was developed to save time and make you more productive by being able to generate new content mimicking human behavior. This is known as Generative AI where machines are able to generate new unique content and respond like your interacting with a real human being.
Going back to the list of daily tasks I created at the beginning of this post. Well, Copilot can assist with addressing those challenges and more. Those challenges we are all aware of at the workplace where the pace of work is overtaking our ability to keep up with our daily tasks. Copilot for Microsoft 365 is designed to assist and reduce that burden, such as being able to generate new emails, summarise email threads, summarise a large word document, summarise team meetings you were not able to attend, create you a PowerPoint deck, generate a business proposal, generate a job advertisement, locate email and teams conversations where you were @ mentioned, list your outstanding tasks for the week and more!
Remember, Copilot for Microsoft 365 is not replacing you, it’s your Copilot and you’re the Pilot.
Image generated by Microsoft Copilot in Bing
Is Copilot the same as a search engine like Bing or Google?
Is Copilot the same as a search engine like Bing or Google? Not exactly. Copilot is more advanced than a search engine. When you use a search engine, you may ask a question like, “How do I fix this plumbing issue?” The search engine will then scour its index of relevant content and present a list of website links for you to explore. You then have to sift through these links to find the information you need or perform another search.
Copilot, on the other hand, uses a pre trained Large Language Model (LLM) to perform a similar task but with a twist. It doesn’t just find relevant content; it generates new content, providing a direct answer to your question, such as how to resolve the plumbing issue. This process is known as Generative AI. I’ll cover Large Language Models (LLMs) later in this blog series.
Here is a short video from Microsoft which summarises and provides an insight into Copilot.
Is Copilot for Microsoft 365 free? No, this particular service requires a license for each user who will be using Copilot in your organisation. Copilot for Microsoft 365 is available as an add-on plan with one of the following licensing prerequisites listed at the at the following Microsoft Learn page, Microsoft Copilot for Microsoft 365 requirements.
Before exploring Copilot for Microsoft 365 within the various Microsoft 365 Apps, such as Word, Excel, PowerPoint, Teams and Outlook, I explore how this AI Powered Copilot functions under the hood and provide a high level architecture overview through a number of diagrams.
Click the link below to progress to the next post. See you there 🙂
In part 2 of this blog series I explore how Copilot for Microsoft 365 works under the hood.
Once a user is assigned a Copilot for Microsoft 365 license, the Copilot icon becomes visible in the various Microsoft 365 Apps. We’ll explore and demo Copilot in a few 365 Apps in a later post.
Step 1
Andrew Doe, a Manager, returns from holiday to find a lengthy email discussion including a few attachments about a new office location project. Upon opening the email, he asks Copilot to summarise the conversation and identify any actions assigned to him which he needs to be aware of. As a user when we ask Copilot to do something, such as summarise an email or drafting an email, this is known as a prompt. More on prompts later.
The Summarise button will summarise the email conversation with the email thread.
However, if you wish to ask Copilot to check for any outstanding tasks in the last couple of weeks, there is a Copilot button which works across Outlook as a whole instead of focusing on one email thread. See image below.
Step 2
The Copilot orchestration engine receives the prompt from Andrew Doe’s Outlook application.
Step 3
The Copilot orchestration engine undergoes a task known as post-processing or grounding, during which it accesses Microsoft Graph and Semantic search. Microsoft Graph is basically your Microsoft 365 data, such as your calendar, SharePoint, OneDrive files, meetings, chats, and more. Additionally, Copilot can search other services using plugins and connectors, such as a Bing search plugin that allows access to internet content or third party applications such as ServiceNow. This grounding/post-processing step enhances the quality of the prompt, ensuring you receive relevant answers.
What is Semantic search? The semantic index is a new feature of Microsoft 365 search that uses the Microsoft Graph to better interact with your personal and organisational data. Relevant information is obtained in the Microsoft Graph and semantic index to provide the Large Language Model (LLM) with more information to reason over. As an example, suppose you want Microsoft Copilot to locate an email where a colleague praised the design work of a vendor. Semantic index includes nearby words (for example, elated, excited, amazed) into the search to broaden the search area and give the best result. All of this work takes place behind the scenes to add relevance to results that you search for with Microsoft Copilot. Another example of Semantic search, it’s like a librarian who not only knows every book in the library but also understands the story behind your question. Traditional search is like looking for books with a specific title, while semantic search finds books by understanding the story you’re really interested in, even if the title is slightly off.
Step 4
The Copilot orchestration engine combines the user data retrieved from graph and Semantic search and sends the modified prompt to the Large Language Model (LLM).
What is a Large Language Model (LLM)?
There is a lot more to LLMs but to simplify, so this post is in a no way a deep dive into LLMs. Here are a few points about LLMs.
Large language models (LLMs) represent a class of artificial intelligence models that specialise in understanding and generating human like text. In the context of Copilot for Microsoft 365, LLMs are the engine that drives Copilot for Microsoft 365’s capabilities. You may have heard/read about the company OpenAI who developed the popular ChatGPT service. Microsoft have invested billions of dollars into OpenAI and the LLMs they develop. The ChatGPT models are utilised by Microsoft, however, Microsoft privately hosts these models on the Microsoft’s Azure OpenAI Service, so your company data is not shared with OpenAI. Microsoft aims to push the boundaries of AI research and development. By partnering with OpenAI, they can leverage cutting edge AI technologies and innovations. This collaboration is seen as a way to accelerate AI breakthroughs and ensure these benefits are broadly shared with the world.
A few points about LLMs below.
1. LLMs are used to understand user inputs and generate relevant responses.
2. LLMs allow computers to understand and generate language.
3. LLMs specialise in understanding and generating human like text.
4. Operate as generative AI, producing new content and can have a real conversation mimicking human behaviour. It can be difficult to tell whether you’re having a conversation with a human or a machine.
5. Provides the engine that drives Copilot capabilities. The LLM is what provides a response to our prompts/instructions we send it.
6. Instead of merely predicting or classifying, generative AI, like LLMs, can produce entirely new content.
LLM’s are trained using a large amount of data sourced from the Internet, books, conversations, movies and a lot more. An LLM can be used for all sorts of tasks including chat, translation, summarisation, brain storming, writing poems, code generation, writing a book, troubleshooting, writing a FAQ, image creation/detection and a lot more.
That’s where the name Large Language Model comes from. A large amount of work goes into training the LLM. In simple terms, a LLM is a super intelligent auto complete so if we input Roses are _______. The LLM will respond with the next word of Red. At the time of training these models, the LLM will make errors and is then trained/corrected. For example, if an LLM responded with Roses are Green, the team of data analysts would retrain the LLM with the correct answer and this process continues as the LLM fine tunes itself and gets better.
We can compare an LLM to how neurons/brain cells work in the human brain. In the human brain there are some 80 – 100 billion neurons with 100 trillion connections to each other. The brain is structured so that each neuron is connected to thousands of other cells. Human brain cells form a very complex and highly interconnected network which send electrical signals to each other to allow us humans to process information.
Let’s take an example of a toddler/baby who is shown a picture of a dog. At first the baby will make mistakes when learning to identify the differences between animals. When a baby incorrectly identifies a dog as a cat, a parent or teacher may correct the toddler and the more practice the baby gets overtime by viewing pictures of different animals or seeing animals in the real world, the neurons in the brain adjust, allowing the toddler to get better at identifying animals correctly.
Data scientists created LLM’s in a similar way to how the brain works. An LLM is like a human brain made up of a neural network, each neuron is connected to the others. As mentioned earlier, the LLM is pre-trained on a large amount of data. For example, an LLM can be provided with pictures of thousands or even millions of pictures of a dog and then is trained on how to identify the correct one. When an LLM makes a mistake in identifying an animal, it is corrected and the neural networks start to adjust and this process continues as the LLM learns. Similar to the way we learn as humans.
In the diagram below each circle below represents a neuron. When we provide an input we expect to receive an output. Under the hood we have the hidden layer where all the processing takes place before we are provide with the result, known as the output. Simply put, as we make mistakes and learn, neurons are activated/deactivated.
Scientists discovered that the neural network within a large language model (LLM) can be structured to allow neurons to loop back into previous layers, enabling two way communication similar to human neurons. This breakthrough led to more complex behaviors in LLMs, culminating in the development of ChatGPT by the company OpenAI, which can engage in human like conversations. Microsoft invested in OpenAI and use the LLMs in their products. As you’ll appreciate, there is a lot more to this topic and the information I have provided is basic, but I hope this provides you with a simple overview.
Step 5
The LLM (Large Language Model) retrieves the prompt from the Copilot orchestration engine and generates a response. It then returns the response to the Copilot orchestration engine.
Step 6
Copilot takes the response from the LLM and post-processes it. The post-processing involves aditional grounding calls to graph, security, compliance, privacy and responsible AI checks. This is a final check before it is safe to forward the generated response from the LLM to the user Andrew.
Final Diagram
Stay tuned for the next post where I will explore Copilot in several 365 Apps
To comply with business standards and industry regulations, organisations must protect sensitive information and prevent its inadvertent disclosure. Sensitive information can include financial data or personally identifiable information (PII) such as credit card numbers, social security numbers, or health records. With a data loss prevention (DLP) policy in the Office 365 Security and Compliance Center, you can identify, monitor, and automatically protect sensitive information across Office 365.
In this blog post I will go through the process of preventing users from forwarding emails including UK Financial Data to anyone outside the organisation. UK Financial data category includes the below by default:
Credit Card Number
EU Debit Card Number
SWIFT Code
Login to the Microsoft 365 Portal and click on the Security Admin Center
2. Click Data Loss Prevention and click Policy
3. Click + Create a policy
4. For the purpose of this demo I am configuring a policy to protect U.K Financial Data. As you can see from the screenshot below, Microsoft have already defined what requires protecting.
You also have the option to protect other information relating to Medical and Health, Privacy and you could also select a custom sensitivity type or label you have already created.
5. Click Next 6. Give your policy a name and description, click Next
7. Here you could select to protect all documents including UK Financial Data from locations such as Exchange email, Teams Chats and Channel Messages and OneDrive and SharePoint Documents. Or choose a specific location.
8. For the purpose of this demo, I am only selecting Exchange Email so I have selected Let me choose specific locations, click Next
9. And here are your options where you can select the location, include and exclude groups.
10. For the purpose of this demo, I have selected the location as Exchange Email and allowed the policy to apply to all users. Click next
11. I want to detect when the content including UK Financial Data is shared with people outside my organisation. The other option is only with people inside my organisation.
Before I move on you may have noticed the option, Use advanced settings. This is where you can configure the scoring for low volume and high volume of content detected.
Clicking low volume of content displays the screen below and the default criteria setup by Microsoft. The default scoring can be amended and you can also additional criteria/conditions.
The advanced settings option can also be useful if you wish to add an exception, for example, you may want to exclude a partner domain from the policy, configure user notifications, enable incident reports, configure override or customise policy tips or email text, and more. I would recommend that you review the various options.
Note: you can always edit the policy including advanced settings at a later time.
12. Back at the original screen I click next
13. here are the default settings
14. For the purpose of this demo, I have amended detect when content that’s being shared contains at least 1instance
and I will block people from sharing and restrict access to shared content
Customize the tip and email – provides the information below. I will leave this as the default but you could amend now or at a later date.
Send incident reports in email – displays the information below. You may wish to exclude certain information from the incident report, or add additional people to receive notifications.
15. Click next and we come to the screen below. Configure as required and click Next
To block people outside your organisation, you must go back to the ‘Customize the type of content you want to protect’ page and choose to detect content that’s shared with people outside your organization.
If you wish to warn the user but allow them to override the policy, see options below.
15. After clicking next, the screen below appears where you have the options to turn on the policy right away, leave it disabled or test it out. Select your preferred option and click next.
16. Review settings and edit if required, click Create
and that’s the policy created
Click the policy if you wish to edit any of the settings. The window below appears to allow you to edit or delete the policy as required.
It would be great to know how you have found Microsoft 365 DLP. Please comment below if you have anything further to share. Thank you
Privileged Identity Management (PIM) is a service in Azure Active Directory (Azure AD) that enables you to manage, control, and monitor access to important resources in your organisation.
Privileged Identity Management provides time based and approval based role activation to mitigate the risks of excessive, unnecessary, or misused access permissions on resources that you care about. Here are some of the key features of Privileged Identity Management:
Provide just-in-time privileged access to Azure AD and Azure resources
Assign time-bound access to resources using start and end dates
Require approval to activate privileged roles
Enforce multi-factor authentication to activate any role
Use justification to understand why users activate
Get notifications when privileged roles are activated
Conduct access reviews to ensure users still need roles
Download audit history for internal or external audit
Azure AD Premium P2 or Enterprise Mobility + Security (EMS) E5
Ensure that your directory has at least as many Azure AD Premium P2 licenses as you have employees that will be performing the following tasks:
Users assigned as eligible to Azure AD or Azure roles managed using PIM
Users who are assigned as eligible members or owners of privileged access groups
Users able to approve or reject activation requests in PIM
Users assigned to an access review
Users who perform access reviews
Azure AD Premium P2 licenses are not required for the following tasks:
No licenses are required for users who set up PIM, configure policies, receive alerts, and set up access reviews.
It can become confusing when working out the number of Azure AD P2 licences required so Microsoft have provided examples at the following link: Azure PIM Example Licence Scenarios
In this blog post I will go through the process of configuring Azure AD Roles in Privileged Identity Management (PIM). I will grant a user named Joe Bloggs eligible assignment for one of my Azure admin roles.
As mentioned above, to use PIM you must have an Azure AD P2 or Enterprise Mobility + Security (EMS) E5 licence. I currently have access to an E3 license which grants me access to an Azure AD P1 licence which is obviously not sufficient.
If you already have access to Azure AD P2, skip to the next section by scrolling down to section Configuring Azure Privileged Identity Management (PIM)
Firstly, I will sign up to a free 90 day Enterprise Mobility + Security (EMS) E5 trial account. As you can see from the screenshot below my licence assignment is currently Azure AD Premium P1.
and if I attempt to access PIM, I receive the message below
Microsoft offer trials for a number of their products including Azure AD P2 which will allow you to test Azure PIM. I’ll start with activating a free trial which can be ready within minutes as you’ll find out shortly.
2. Access Azure AD, click Licenses, click All products and click the + Try / Buy button as highlighted below
3. Enterprise Mobility + Security E5 includes Azure AD P2 and Microsoft offer a 90 day trial so I selected this option. I’ll be going through further demo’s at a later date which require Enterprise Mobility + Security E5 so this licence will be useful.
4. Click Free Trial under the licence you wish to activate. In my case I clicked Free trial under Enterprise Mobility + Security E5
5. Click Activate
6. Wait for the product to activate which should take seconds
7. After activation my licence status still shows as Azure AD P1
8. Log out of the portal and back in and the correct version is now displayed
That’s the free trial sorted
Configuring Azure AD Roles – Azure Privileged Identity Management (PIM)
Log into the Azure Portal (portal.azure.com)
Search PIM and select Azure AD Privileged Identity Management
3. Click Azure AD roles
4. Click Assignments
5. I don’t have any assignments at the moment, click +Add Assignments
6. Select a role and member
For the purpose of this demo, I have selected the role Global Administrator and selected an existing user named Joe Bloggs from my directory. Click Next
7. For the purpose of this demo, I will select Eligible and leave the default at permanently eligible.
Eligible A role assignment that requires a user to perform one or more actions to use the role. If a user has been made eligible for a role, that means they can activate the role when they need to perform privileged tasks. There’s no difference in the access given to someone with a permanent versus an eligible role assignment. An eligible administrator can activate the role when they need it, and then their permissions expire at a set time, until the next time the role is activated. The only difference is that some people don’t need that access all the time. So in my case, Joe Bloggs will be eligible which means he will request access each time he requires access to the Global Administrator role (Default limit for 8 hours and his permissions will be removed until he activates again). Permanently eligible which means he will be allowed to continue to activate the role when he needs to perform privileged tasks. A permanently eligible end date can be configured, for example, users can activate access for 8 hours at a time for up to 1 year instead of being able to activate the role continuously without an end date. I’ll cover more on this as we move on.
Active: This is a role assignment that doesn’t require a user to perform any action to use the role. Users assigned as active have the privileges assigned to the role at all times but can be setup so access is removed at a certain date.
Continuing with Active Assignment, this options provides a user with permanent access or up to a date set by the administrator. See screenshot below. In this case, the user will have access to the role assigned permanently or by a set expiry date. A further text box appears as shown below requesting a justification on why the admin is granting the user with an active assignment.
8. For the purpose of this demo, I have selected eligible. Click Assign when ready
9. Now that Joe Bloggs has been granted an eligible assignment, I will log in as Joe Bloggs and demonstrate what Joe Bloggs will see.
10. When logging in as Joe Bloggs, I am prompted to enable MFA.
11. MFA configured, I can now move on to logging in as Joe Bloggs. Now that I am logged in, Joe Bloggs is still a basic user without global admin permissions, which is normal. He can’t create accounts within Azure AD or perform any other administrative tasks which require elevated permissions. Access is disabled.
12. Joe Bloggs will need to activate his eligible assignment within PIM. Whilst still logged in as Joe Bloggs, I search for PIM and click Azure AD Privileged Identity Management
13. Click My roles
14. The eligible assignment is displayed with an Activate link as shown below. Click Activate
If the user skipped MFA at the initial logon stage, as shown in the screenshot below, the user will be prompted to authorise via MFA which is enforced by a default enabled setting within PIM. I’ll explain where this option is found shortly. If you wish to disable the below 14 day reminder, you can have a read of the following link later – Disable Skip MFA prompt
15. After clicking activate, Joe Bloggs receives the below prompt
Duration: maximum of 8 hours access. After the 8 hours, Joe Bloggs access will be revoked and he will have to activate his assignment again. Joe Bloggs was allowed permanent eligibility which allows him to activate his eligible assignment when required.
Custom activation: If Joe Bloggs requires admin access in the future, he could select the option Custom activation start time and select a date and time he would like his 8 hours access to begin. In the example below, I have configured the time for a time in the past.
16. When ready, click activate
17. Activation has been scheduled
If I check access from my account, i’ll find that Joes Bloggs has been granted access without any further action required from me
From here you could also cancel Joe Bloggs access by clicking the Cancel link
That’s the default settings but what if you wish to increase the default 8 hour access limit? Or you would like for the request to go to a team of approvers for review before Joe Bloggs is granted access? or you require 8 hours access for the Global Administrator role but 10 hours access for the Exchange Administrator role. Let’s move onto where these settings are configured.
Configuring Azure AD Privileged Identity Management Azure AD role settings
Click Azure AD Privileged Identity Management
2. Click Azure AD roles
3. Click Settings
4. Here you can apply different configuration settings based on roles. For the purpose of this demo, I will be configuring the Global Administrator role.
5. After clicking the Global Administrator Role, you’ll find the below settings. Review and click Edit
6. The first windows displays a number of settings including the default 8 hour access. You can extend this to 24 hours if required
Azure MFA is enabled by default, which enforces MFA while activating the assignment.
Require justification: requests a reason why the user requires access
Require ticket information: you may have a process where the user requiring access needs to input a ticket or change number
Require approval to activate: this feature is an important one. Setting approvers adds an additional check before a users assignment is activated. The request goes into a pending approval list after the user activates the assignment which allows a approver to review access and deny or approve access accordingly.
Note: each approver will need to be assigned an Azure AD P2 licence
To allow me to demo the approval process, I have enabled require approval to activate and added a single user as an approver.
Before I move on and demo the approval process, clicking the assignments button moves us onto the next screen below. You may wish to leave the defaults or set an expiry. For example, you could configure the below policy so that users will be eligible to elevate their account into the role assigned for one year instead of being eligible forever. The same applies for the active role.
Finally, the next screen is where you can configure email notifications
7. When ready, click the update button. Note the below fields which can be useful.
We can now move on and test the approval process.
Azure AD PIM Approval demo
I granted Joe Bloggs an eligible assignment earlier. The new settings I configured above will apply to Joe on his next eligible assignment activation.
I log in as Joe Bloggs
Click Azure PIM
Click My Roles
Click Activate
6. Type in justification details and click activate
7. After clicking activate, Joe Bloggs is not granted access immediately. His request is pending approval as shown below
8. The admin allocated as a approver earlier must review the request and decide whether to approve or deny access. Back over to my account where I will review Joe Bloggs access. I will also receive an email to notify me that there is a request pending.
Access PIM > Azure AD Roles > Approve requests
9. Here is the pending request where I can review each case.
Note: Clicking approve or deny opens the window below allowing you review the details fully without having to expand the tabs above. A justification needs to be provided.
10. And Joes Bloggs access is approved. He will be granted access for 8 hours and does not need to take any further action to activate the role.
A complete audit of all actions carried out in PIM Azure AD Roles can also be located at: PIM > Azure AD Roles > Audit
Using Azure Active Directory (Azure AD) Privileged Identity Management (PIM), you can also improve the protection of your Azure resources and as you can see below Privileged access groups which was in preview at the time of writing this post.
Azure PIM also offers Access Reviews. Access to privileged Azure resource roles for employees changes over time. To reduce the risk associated with stale role assignments, you should regularly review access. You can use Azure Active Directory (Azure AD) Privileged Identity Management (PIM) to create access reviews for privileged Azure resource roles. You can also configure recurring access reviews that occur automatically. I will cover these topics in a further post.
Note: Azure AD P2 licences are required within your directory for users assigned to an access review and users who perform access reviews.
Feedback welcome, please comment below. It would also be great to hear about your experience using Azure PIM.
In this blog post I will go through the process of configuring an alert within the Microsoft 365 Compliance portal which will trigger an email whenever permissions are assigned to a mailbox.
From the 365 Admin Center locate and click Compliance or visit the Compliance Admin Center directly via Security & Compliance (compliance.microsoft.com)
2. Click Policies
3. Expand Alert and click Office 365 alert
4. Click New Alert Policy
5. Complete details as required (Demo info below). Click Next
6. There are a number of activities to choose from. For the purpose of this demo, I have selected Granted Mailbox Permission
7. You could also add a condition based on IP address and username. For example, if you want to be alerted when a particular group of users assign permissions, you can do so here. Ignore the conditions box if you would like an alert to be triggered when any user in the organisation performs the action.
8. Click next and select your notification groups or emails. Click Next, review settings and click finish
That’s your mailbox permissions alert configured
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