The checklist for permissions, sharing, and AI risk in Microsoft 365
AI tools like Microsoft Copilot can surface anything your users have access to—good, bad, and risky. Want to tighten permissions, reduce exposure, and maintain security without slowing down collaboration?
AI didn’t create new security problems in Microsoft 365. It exposed the ones that were already there.
Loose permissions, overshared files, old links, and forgotten workspaces have always been a problem. Now, with Copilot indexing content at scale, those risks are easier to surface. And harder to ignore.
That’s why a strong Microsoft 365 security foundation matters more than ever. This guide walks you through the essential security steps every IT team should revisit in the AI era—without turning security into a productivity blocker.
Whether you’re preparing for Copilot, cleaning up existing exposure, or just want more confidence in what users (and AI) can access, this checklist helps you cut through the chaos and get back to confident security.
What’s in the checklist?
- How to inventory all your Microsoft 365 content: sites, teams, groups, OneDrives, and sharing links
- How to review and manage user, object, default and custom permissions so access matches real roles
- How to identify broken inheritance and clean up risky exceptions
- How to review external users, guests, and long-forgotten sharing links
- How to adopt a managed, least-privilege model that’s ready for AI
Frequently asked questions
Who is this Microsoft 365 security checklist for?
This checklist is built for IT pros responsible for securing Microsoft 365, especially those managing SharePoint, Teams, and permissions. It’s practical, technical, and designed for real-world environments.
Is this about Copilot security specifically?
It’s about Copilot and any AI that relies on Microsoft 365 permissions. The checklist focuses on the access and sharing foundations that determine what AI tools can surface.
Do I need special tools to follow this Microsoft 365 security checklist?
No. The checklist applies whether you’re using Microsoft native tools, scripts, or a third-party solution. That said, having better visibility from a purpose-built governance tool like ShareGate Protect makes these steps a lot easier to maintain over time.
Is this a replacement for Microsoft’s security guidance?
Nope. Think of it as a practical companion. It helps you apply security best practices specifically to collaboration, permissions, and sharing, which are areas made more sensititive by AI.
About our hosts
About ShareGate
With ShareGate , you get everything you need to assess, migrate, and govern Microsoft 365 with confidence. Our intuitive solution guides you every step of the way—from planning and optimization to AI readiness. All in one simple tool, at one fixed price.
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