How Copilot can help you – Without collecting all your data

Microsoft Copilot is an AI solution integrated into Microsoft's ecosystem, known for streamlining workflows and delivering predictive insights. It has now been an (arguably) active part of many Danish workplaces for over a year.

Copilot seems capable of almost anything—but that can make it overwhelming to get started. So, let’s break it down and explore how Copilot can assist you in a practical way with your daily Outlook inbox battles.

What can Copilot do in Outlook?

There are a range of simple functions that Copilot can assist with, such as:

• Reply suggestions: Proposes responses to emails based on the content of the received message.
• Automated templates: Generates templates for frequently used emails, saving you time on repetitive tasks.
• Email categorisation and sorting: Organises your emails by subject, sender, or priority, with suggestions on which emails to prioritise or address first, based on your past behaviour and time sensitivity.
• Intelligent meeting scheduling: Helps schedule meetings based on the availability and preferences of all participants.

These are measures that primarily help streamline workflows and save time.

Copilot can also assist with more complex tasks, such as meeting preparation. AI can read your emails and conversation threads, then generate summaries based on that content.

For instance, if you've had a series of lengthy discussions about an important project, Copilot can create a concise summary of the key discussions and decisions—so you don't have to sift through every email to gather the most important points.

The same applies if you have endless conversation threads. Copilot can help sort and summarise the information in them, highlighting the key discussions and showing how different stakeholders have responded to various topics. It can also give you an overview of the decisions that were made, allowing you to quickly grasp current status of the project.

A final example is identifying stakeholders and their opinions. Copilot can highlight which stakeholders have shared their views on different topics and how their perspectives influence the decision-making process. This can be useful for understanding the dynamics of group or department feedback.

What about the data foundation?

The key to Copilot’s solutions lies in its access to large amounts of data - ranging from employee information and customer data to production data and potentially even company secrets.

And it’s precisely this access to data that can raise concerns about data security and privacy.

The wide range of data Copilot has access to potentially includes:

• Employee Data: Personal information, performance records, and internal communications.
• Customer Data: Contact details, purchase history, and preferences.
• Company Secrets: Business strategies, financial information, and internal processes.

These are critical factors to consider when evaluating the security and ethical implications of using AI solutions like Copilot.

Things to consider as a company

A company can certainly take several steps to address these concerns. First and foremost, it's important to be aware of which data Copilot has access to and how that data is stored.

Microsoft provides encryption and access controls to protect data both in storage and during transfer, but it’s essential to understand how these mechanisms work.

• Define clear sharing policies: Ensure sensitive information isn’t shared outside of relevant departments. Use Office 365's access and sharing settings to control who can view and edit documents.
• Consider data storage and archiving: Implement procedures for securely deleting data when it’s no longer needed and be mindful of how Copilot handles old or unused data.
• Implement internal policies: Establish guidelines on how sensitive data should be managed and how Copilot should be used securely within the company.

By taking these proactive measures, businesses can mitigate the risks associated with data security and privacy when using AI solutions like Copilot.

Things to consider as an employee

If you, as an employee, are concerned about how your data is handled by Copilot, there are several steps you can take:

• Familiarise yourself with company data security policies: Understand your company’s data security policies and guidelines for using AI tools like Copilot to know how your data is protected.
• Avoid sharing sensitive or personal information: Don’t share sensitive or personal details through Copilot unless you are confident that the data will be handled appropriately. Always follow the company’s guidelines for information sharing.
• Use security and encryption tools: When working with documents containing sensitive information, ensure you use the security and encryption tools provided by your company.
• Separate personal and work-related data: Keep personal information separate from company systems whenever possible. Use secure communication channels when sharing personal information, and ensure it’s not unnecessarily stored or shared.

By following these guidelines, you can help protect your personal data while using Copilot at work, ensuring clarity, consistency, and professionalism in your approach.