I had a great conversation today with a mid-level manager at a 30-person company that’s deep in the Microsoft ecosystem.
They’re using Outlook, Word, Excel—and they’ve even integrated Dynamics 365 into their operations.

The question they brought to the table was simple but important:
“We’re hearing a lot about Microsoft Copilot. Can we use it safely with our Microsoft apps and email?”

That question is coming up more and more—and if you’re a small or mid-sized business using Microsoft 365, it’s worth considering.

Let’s break down what we talked about—and what I think every business owner or team leader should know before rolling out Copilot across their organization.

✅ What is Microsoft Copilot (and Why Does It Matter)?

Microsoft Copilot is Microsoft’s AI assistant, integrated directly into tools like:

• Outlook (to summarize emails, suggest replies, or draft content)

• Word (to write or rewrite documents)

• Excel (to analyze and visualize data faster)

• Teams (to summarize meetings or catch you up when you join late)

• Dynamics 365 (for smarter CRM and forecasting insights)

The idea is to save time, reduce manual effort, and let employees focus on higher-value work.

And for a company already using Microsoft products, the integration is seamless. That’s the upside.

💡 Why It’s a Smart Move for a Microsoft-Based Business

The benefits of using Copilot—especially in a company with a heavy Microsoft footprint—are real:

• Time savings on repetitive tasks

• Better use of existing data (like surfacing customer insights from Dynamics)

• Improved internal communication with clearer summaries and faster responses

• Empowered employees who can delegate time-consuming admin work to AI

For smaller teams, it’s like giving everyone a digital assistant.

⚠️ But Here’s What You Have to Consider First

Like most things in IT, just because you can, doesn’t mean you should—at least not without a plan.

Here are the key points we covered in our conversation, and what I’d recommend you think about before turning on Copilot:

🔐 Data Access & Permissions

Copilot doesn’t invent data—it uses what your users already have access to. If those access controls aren’t locked down, you could have AI pulling in sensitive financial info, HR data, or customer records and surfacing it where it shouldn’t be.

✔ Make sure your file and data permissions are correct before rolling out Copilot.

🧾 Usage Policies & Guardrails

What’s your company’s policy on:

• Using AI to draft client emails?

• Having Copilot summarize sensitive meetings?

• Storing or referencing private notes or legal content?

If you haven’t set those expectations clearly, you’re leaving too much to interpretation.

✔ Put written guidelines in place before rollout.

👥 Training Your Team

Copilot is powerful—but only if your team knows how to use it effectively and responsibly.

Some employees may underuse it. Others may over-trust it.
Neither is good for business.

✔ Provide training and real-world examples for your staff—especially around accuracy and accountability.

🧩 Bottom Line

Microsoft Copilot is one of the most promising productivity tools to hit the market in years—and if you’re already a Microsoft shop, it could make a lot of sense.

But like any technology that touches sensitive data and internal workflows, it needs structure. It needs clarity. And it needs IT oversight.

At Big Water Technologies, we help clients:

• Evaluate whether Copilot is a good fit

• Prepare their Microsoft 365 environment for responsible use

• Set up the right access controls, policies, and user education

If you’re Copilot-curious but not sure what’s under the hood—or what risks might be flying under your radar—let’s have that conversation.

📄 Want to see if your business is ready for Microsoft Copilot?
Download our free Copilot Readiness Checklist for SMBs—a quick, practical tool to help you identify gaps before you roll out AI across your team.

👉 Download the Checklist PDF

📩 Reach out to learn how Big Water Technologies can help your business roll out AI tools like Copilot the right way—from configuration to compliance.