Tag: Microsoft 365

Company Check : Italy Probes Microsoft 365 AI Price Rise

Posted on by Paul Stradling

Italy’s competition authority has opened an investigation into Microsoft over the way it introduced a higher-priced Microsoft 365 subscription that includes its AI tools Copilot and Designer, raising wider questions about how software companies should bundle artificial intelligence into products that millions of people already use.

What’s Happened?

The Italian Competition Authority (Autorità Garante della Concorrenza e del Mercato, or AGCM) announced on 26 June that it had launched an investigation into Microsoft Ireland Operations Ltd. and Microsoft S.r.l.

It’s important to stress here that opening an investigation doesn’t mean Microsoft has done anything wrong. Rather, it allows the regulator to examine whether consumers received sufficient information before being moved to a more expensive Microsoft 365 subscription that includes Copilot and Designer. The price increase is due to take effect from 1 July 2026.

Why Is Italy Investigating?

The regulator’s concerns focus less on the price increase itself and more on how it was introduced.

According to the AGCM, Microsoft “appears to have failed to make it sufficiently clear that the subscription service had been integrated with the ‘Copilot’ and ‘Designer’ artificial intelligence services.”

The authority also alleges that customers were placed, by default, on a higher-priced subscription unless they actively exercised their right to withdraw, while receiving insufficient information to decide whether to renew their subscription.

In the regulator’s view, this may have prevented consumers from making a fully informed decision about whether they wanted the additional AI features or the higher-priced plan.

The AGCM also stated that the way the changes were communicated “may also constitute an aggressive practice, as it appears to have unduly restricted consumers’ freedom of choice.”

Default Choices

Although the investigation concerns Microsoft 365, it reflects a much broader issue that regulators are increasingly examining.

For example, many digital services now present customers with default choices that require them to actively opt out rather than opt in. In practice, a significant proportion of users simply accept the default option, either because they overlook the change or assume it is mandatory.

The Italian authority therefore appears to be examining whether consumers were actually given a genuine opportunity to understand the changes before being automatically moved onto a more expensive subscription.

The investigation is not questioning Microsoft’s right to charge more for software that includes new capabilities. Instead, it is asking whether customers were given enough information to make an informed decision about whether those additional AI features justified the extra cost.

Microsoft’s Response

Microsoft says it intends to cooperate fully with the investigation. In a statement, the company said: “Microsoft is committed to complying with Italian consumer law and will cooperate with the Italian Competition Authority in its preliminary investigation.”

The company will now have an opportunity to present its own evidence and arguments before the authority reaches any conclusions.

At this stage, there is no finding of wrongdoing and no indication of what the eventual outcome might be.

Part Of A Bigger AI Debate

The case also illustrates how AI is beginning to reshape long-established software business models. For example, rather than selling AI as an entirely separate product, many software providers are now integrating AI features directly into existing subscriptions. Microsoft has already embedded Copilot across much of its software portfolio, while other technology companies are following similar strategies.

That approach can make advanced AI capabilities available to many more users. However, it also raises questions about pricing, transparency, and whether customers who have little interest in AI should automatically pay for features they may never use.

As AI becomes more deeply integrated into mainstream software, regulators are likely to pay increasing attention to how those changes are communicated and whether consumers are given meaningful choices.

What Does This Mean For Your Business?

For organisations, the investigation highlights the importance of paying close attention whenever software vendors change subscription terms or introduce new product bundles.

AI is increasingly being incorporated into familiar business applications rather than being offered as a standalone service. While those new capabilities may bring genuine benefits, they can also alter pricing structures, licensing arrangements and the features included within existing subscriptions.

The wider lesson here is that software procurement is becoming more complex as AI becomes a standard component of mainstream business software. Organisations should ensure they understand exactly what has changed, whether additional AI features meet their operational needs, and what options exist before renewing subscription agreements.

Whatever the outcome of the Italian investigation, it is likely to influence how software companies introduce AI into existing products in the future. The issue is no longer simply whether organisations are willing to pay more for artificial intelligence, but whether customers are given clear information and genuine choice before those additional costs become part of the software they already depend upon.

Video Update : Make Your Own Agent in 365 CopPilot

Posted on by Paul Stradling

Making your own agent is easier than ever with 365 CoPilot and this video gives you examples of what to use it for, as well as how to create the agent in the fist place.

[Note – To Watch This Video without glitches/interruptions, It may be best to download it first]

Video Update : How To Create Your Brand Kit With CoPilot

Posted on by Paul Stradling

Creating visuals with brand elements in Microsoft 365 CoPilot helps with brand consistency, increased productivity, and enhanced creativity by quickly generating branded content, managing brand assets, and offering AI-powered visual creation tools integrated into workflows.

[Note – To Watch This Video without glitches/interruptions, It may be best to download it first]

Company Check – Microsoft 365 Users Must Opt Out to Avoid Price Hike for Copilot

Posted on by Paul Stradling

Microsoft 365 subscribers are facing a price increase unless they actively opt out of Microsoft’s Copilot AI.

The tech giant has announced that its AI assistant will now be bundled into Microsoft 365 Personal and Family plans, leading to higher subscription fees for users who do not take action. While Microsoft claims this reflects added value, critics argue that the company is effectively forcing AI adoption by making the opt-out process cumbersome.

The price of Microsoft 365 Personal is rising from £5.99 to £8.99 per month, or from £59.99 to £89.99 per year. Microsoft 365 Family is increasing from £7.99 to £10.99 per month, or from £79.99 to £109.99 annually. This marks the first price hike for these plans since their introduction in 2020. Microsoft says the changes reflect over a decade of added benefits and investment in innovation. However, many subscribers are frustrated, as these increases primarily result from the inclusion of Copilot, rather than general improvements to the service.

Microsoft Copilot, the company’s AI-powered assistant, integrates directly into Word, Excel, PowerPoint, Outlook, and OneNote, offering AI-generated text, data insights, and automation features. Microsoft argues that Copilot will improve productivity and is worth the additional cost. However, many users feel they are being forced into an AI subscription they did not ask for, with no clear option to decline at the outset. Those who do not want Copilot must actively opt out to avoid paying extra.

Reports indicate that the opt-out process itself can be frustratingly difficult. For example, instead of offering a simple option to remove Copilot, Microsoft users need to go to their account settings and select “Cancel subscription” before being presented with alternative plans. These include “Personal Classic” and “Family Classic,” which retain the original pricing but exclude Copilot. Some critics have described this as a ‘dark pattern’, i.e. a tactic designed to push users towards more expensive options by making the alternative harder to find.

With over 84 million Microsoft 365 subscribers, this move could generate an estimated £2.5 billion in additional annual revenue for Microsoft. The company has made significant investments in AI and cloud infrastructure, and this pricing shift suggests a push to monetise those developments. This mirrors similar moves by other tech firms, which are integrating AI into existing products while charging a premium for access.

For users who want to retain their current pricing, time is limited. Microsoft has stated that the ability to switch to Classic plans will only be available for a “limited time,” though it has not specified an exact deadline. Subscribers who do not act will see their costs rise automatically, making it essential for those who do not want Copilot to opt out as soon as possible.

What Does This Mean For Your Business?

For many Microsoft 365 subscribers, the issue here is not just the price increase, but the way it has been introduced. While Microsoft frames this as an enhancement to its service, the reality is that Copilot is an optional feature being added by default, with users expected to take action to avoid paying for it. The decision to make this an opt-out rather than opt-in change has left many feeling that they are being steered towards higher costs without a clear and upfront choice.

That said, some users may find Copilot a valuable addition, particularly those who regularly use Microsoft 365 applications for work or study. The AI-powered assistant has the potential to improve productivity, automate repetitive tasks, and generate useful insights. However, whether these benefits justify the increased cost is a decision that should ultimately be left to each user, rather than being imposed by default.

Microsoft’s approach highlights a growing trend in the tech industry, where companies are seeking to monetise AI by embedding it into existing services. While innovation inevitably comes with a price, the key concern here is transparency and user choice. By making the opt-out process more difficult than necessary, Microsoft risks alienating long-term subscribers who may feel that they are being pushed into paying for something they neither need nor want.

The message here is this : for those who do not wish to pay extra for Copilot, time is of the essence. Microsoft has confirmed that opting out is possible, but with no clear deadline on how long the Classic plans will remain available, delaying could lead to unnecessary costs. Users must therefore weigh up whether Copilot is worth the additional outlay and, if not, take steps to opt out before the price increase takes effect.

Essentials Explained : What Can Microsoft 365 Do?

Posted on by Paul Stradling

Microsoft 365 is packed with numerous apps designed to save time, boost productivity and help you work smarter. Here’s a closer look at some essential (yet often under-utilised) applications that can make a significant difference in your daily workflow.

Planner 

This app is a task management tool that helps teams create detailed plans, assign tasks, and track progress using visual boards and charts. Planner integrates seamlessly with other Microsoft 365 apps like Teams and Outlook, allowing for efficient task management and collaboration across different platforms.

Whiteboard 

Whiteboard is a digital canvas that allows teams to brainstorm, plan, and create together in real-time, no matter where they are located. Whiteboard supports collaboration with tools for drawing, note-taking, and diagramming, enhancing team creativity and productivity

Bookings

This is a great scheduling tool that simplifies managing appointments with customers and clients. Bookings provides a web-based booking calendar that integrates with Outlook to automatically send confirmations and reminders, helping to reduce no-shows and ensuring smooth appointment scheduling. It’s Microsoft’s answer to the popular ‘Calendly’ software.

Microsoft Loop 

This co-creation tool brings together components like tasks, notes, and data from various Microsoft 365 apps into collaborative workspaces. Loop helps teams stay organised and work together efficiently by consolidating all the necessary elements of a project in one place.

Power Automate 

If you’re looking for an automation tool that helps save time on repetitive tasks like data entry, email notifications, and file management, Power Automate could be for you. It essentially connects your apps and services to create automated workflows. Power Automate supports a wide range of triggers and actions, making it highly customisable for various business needs.

Power Apps 

If you need to build custom apps but have a minimal knowledge of coding, Power Apps may be just what you need. Power Apps enables you to create apps that can interact with data stored in various Microsoft 365 apps like SharePoint, Dynamics 365, and SQL Server, thereby providing a flexible and scalable solution for unique business processes.

Microsoft Viva 

Viva could broadly be described as an ‘employee experience platform’ that brings together communications, knowledge, learning, resources, and insights to support your workforce. Viva aims to improve employee engagement and well-being by integrating with existing Microsoft 365 apps and services.

SharePoint 

Although you may have heard the name SharePoint, if you haven’t tried it, you may not realise how versatile and helpful SharePoint can be. This is a platform for creating websites, sharing documents, and collaborating across teams and departments. SharePoint allows for the creation of custom intranet sites and document libraries, which can help streamline information sharing and document management within an organisation. Using SharePoint can therefore help enhance efficiency, reduce duplication of effort, plus ensure that all team members have access to the most up-to-date information, thereby improving overall productivity and decision-making.

Microsoft Forms 

A tool for creating surveys, quizzes, and polls, Forms collects real-time responses and provides analytics to help you make data-driven decisions, making it easy to gather feedback, conduct research, or assess employee or customer satisfaction.

Yammer 

Although now quite an old app (introduced in 2008 and acquired by Microsoft in June 2012), Yammer still reportedly has tens of millions of monthly active users worldwide. This enterprise social networking service facilitates communication and collaboration within your organisation. Yammer enables employees to create groups, share updates, and engage in discussions, fostering a more connected and informed workplace.

Sway 

This digital storytelling app enables you to create interactive reports, presentations, and newsletters. One big advantage of Sway is that it offers easy-to-use templates and design tools that help users create visually appealing content without the need for advanced design skills, making it ideal for sharing information in an engaging way.

Stream 

Introduced to Microsoft 365 back in 2017, Stream is a video service for businesses to securely upload, share, and manage videos. Stream integrates with other Microsoft 365 apps, enabling features like automatic transcription, video search, and embedding videos in Teams and SharePoint, thereby enhancing the way teams can use video for communication and training.

To Do 

As the name suggests, this task-management app allows you to plan your day and keep track of your to-do lists. To Do integrates with Outlook tasks, thereby enabling you to manage all your tasks in one place (which is very convenient) and set reminders and due dates to stay on top of their responsibilities.

Clarity 

This is a web analytics app that provides insights into user behaviour on your website. For example, Clarity offers heatmaps, session recordings, and other analytical tools to help improve user experience and engagement, thereby making data-driven decisions easier and more effective.

Microsoft Lists 

If you need to track information and stay on top of organising work, Lists does just that. Lists helps you to create, share, and track lists with anyone, using templates to get started quickly and customising views and formats to fit the team’s specific needs. It also integrates with Teams for seamless collaboration.

Clipchamp 

This video editing tool enables you to create and edit professional-looking videos with relative ease. Clipchamp offers a range of templates, effects, and editing tools that make video production accessible even to those without extensive video editing experience.

Intune 

Intune is a cloud-based service focusing on mobile device management (MDM) and mobile application management (MAM). This app can help secure your organisation’s data by managing how devices access and share information, ensuring compliance with security policies.

Microsoft Entra ID 

If you need to protect sensitive information and ensure that only authorised users can access critical data and systems, then Microsoft Entra ID identity and access management service can help. Microsoft Entra ID enhances security by managing user identities and access to resources across your enterprise.

How Do You Find and Access Microsoft 365 Apps? 

Accessing the wide variety of apps available in Microsoft 365 is designed to be simple and convenient. The Microsoft 365 app launcher, a grid icon in the top-left corner of the Microsoft365.com page, is your primary gateway. Clicking this icon reveals a menu of all your available apps. If you don’t see the one you need, clicking “All apps” provides a comprehensive list. The launcher also tracks your most recently used apps for quick access.

Many Microsoft 365 apps can also be installed directly on your desktop or mobile devices, ensuring you can use them offline. For desktop applications, visit the Microsoft 365 downloads page to download apps like Word, Excel, and PowerPoint. Mobile users can find these apps in the App Store or Google Play Store, making it easy to access tools like Microsoft Outlook and OneDrive on the go.

Microsoft Teams integrates several Microsoft 365 apps within its interface, enhancing collaboration. By signing into Teams, you can browse and install apps like Planner and Lists from the “Apps” section, allowing seamless use within your team channels and chats.

Also, most Microsoft 365 apps have web versions accessible from any browser, eliminating the need for downloads. Simply go to Microsoft365.com and select the app you need from the homepage or app launcher. These web apps offer functionalities similar to their desktop counterparts, ensuring a smooth experience across devices.

For added efficiency, bookmark the Microsoft 365 login page and frequently used app URLs. Pinning your most-used apps in the launcher also ensures easy access. This way you can maximise productivity with the comprehensive suite of Microsoft 365 apps, whether in the office, at home, or on the go.

What Does This Mean For Your Business? 

The extensive array of apps offered by Microsoft 365 provides many advantages for businesses and individuals. By integrating these apps into daily operations, businesses can significantly enhance their efficiency, productivity, and overall workflow. Applications like Planner and To Do streamline task management and ensure that teams stay on track, while Power Automate eliminates repetitive tasks through automation, allowing employees to focus on more strategic activities.

For businesses, the use of tools such as SharePoint and Microsoft Viva can improve collaboration and information sharing across departments, fostering a more connected and informed workplace. SharePoint’s custom intranet sites and document libraries make it easier to manage and disseminate information, while Viva supports employee engagement and well-being by integrating communications, knowledge, and learning resources.

From a competitive standpoint, Microsoft’s comprehensive suite of productivity apps positions it strongly against competitors and have helped make it the most popular suite of applications for business, boasting some 345 million users worldwide. The seamless integration of these apps within the Microsoft ecosystem provides a unified experience that can be difficult for competitors to match. This integration is further enhanced by Microsoft Teams, which acts as a central hub for communication and collaboration, incorporating apps like Planner, Lists, and Whiteboard directly into its interface.

Since the arrival of AI and its widescale incorporation into many Microsoft 365 apps, this has provided many extra benefits for businesses. AI-driven features in apps like Microsoft Loop and Clarity, for example, provide deeper insights and facilitate smarter decision-making. Clarity’s analytical tools are able to offer potentially valuable insights into user behaviour, allowing businesses to optimise their websites and improve user engagement. AI in Power Automate and other apps also helps create more sophisticated workflows that adapt to the needs of the business, further boosting productivity.

Looking ahead, the integration of AI will continue to evolve, providing even more powerful tools to enhance business operations. Microsoft’s ongoing investment in AI technologies, thanks to very close relationship with OpenAI, should mean that its apps will remain at the forefront of innovation, thereby helping businesses to stay competitive and efficient in a rapidly changing digital landscape.

Why Microsoft 365 Backup is Essential

Posted on by Paul Stradling

In this article, we look at why, as reliance on cloud services like Microsoft 365 grows, ensuring robust data backup has become a critical component of business security and continuity, then we look at some best practices for your 365 backups.

The Misconception – Microsoft 365 Backup Myths 

Many businesses are surprised to learn that they’d been operating under the false assumption that Microsoft 365 automatically provides comprehensive data backup.

In reality, Microsoft 365’s built-in protections, such as retention policies, recycle bins, and versioning, are designed for data retention and compliance rather than comprehensive backup and recovery. For example, email isn’t properly “backed-up” by Microsoft in 365. Instead, the onus is on the business-owner to find their own email backup solution. In fact, Microsoft 365’s backup and recovery default settings only really protect your data for 30-90 days on average (the recycle bin only retains deleted items for 30 days, after which they are permanently deleted).

How Does 365 Handle Email and Other Data? 

While Microsoft 365 doesn’t provide traditional email backup, it does offer several data handling protections, including:

– Data Resilience. Microsoft maintains multiple copies of your data. If a disk fails or a data center issue arises, they can recover data from these copies. However, this isn’t equivalent to a dedicated backup that protects against accidental deletions or malicious activity.

– Retention Policies. You can set retention policies specifying how long emails are kept in user mailboxes. Deleted emails can be retained in a hidden part of the mailbox for a specified period.

– Litigation Hold. For legal purposes, entire mailboxes or specific emails can be put on “Litigation Hold,” ensuring they can’t be deleted or modified. eDiscovery tools allow legal professionals to search for specific data across the environment.

– Email Archiving. Older emails can be moved automatically to an archive mailbox, helping businesses retain critical data without cluttering the primary mailbox.

– Recoverable Items Folder. Deleted emails first go to the ‘Deleted Items’ folder, and if deleted from there, they move to the ‘Recoverable Items’ folder for another 14 days by default (this period can be extended).

Limitations 

That said, despite these features, they aren’t substitutes for a dedicated email backup solution and they have limitations which include:

– Data Loss Protection. They may not protect against all types of data loss, especially if data is deleted before a retention policy is set or if the retention period expires.

– Ease of Recovery. They don’t facilitate easy recovery if a vast amount of critical data is accidentally or maliciously deleted.

– Offsite Backup. They don’t offer a separate, offsite backup in case of catastrophic issues or targeted attacks.

Data Loss Risks in Microsoft 365 

Bearing in mind the limitations of Microsoft 365 and understanding the potential risks associated with data loss in Microsoft 365 is therefore crucial for businesses looking to protect their sensitive information and ensure seamless operations.  While Microsoft 365 may offer many advantages, it’s worth remembering that it’s not immune to data loss, which can occur in several ways.

Recognising these risks is the first step in implementing effective backup strategies to safeguard your data. With this in mind, below are some of the key data loss risks that businesses should be aware of when using Microsoft 365:

– Accidental deletion. Users may, for example, inadvertently delete important emails, files, or records. Without a proper backup, recovery may be impossible after the recycle bin period expires.

– Malicious deletion. Disgruntled employees or cyber-attacks can lead to intentional data deletion. For instance, in a 2023 survey (Ponemon Institute), 59 per cent of organisations reported insider attacks, underscoring the very real risk of malicious deletion by former employees or hackers. It’s worth remembering here how important it is to have an effective employee offboarding procedure to avoid this happening in the first place.

– Internal and external security threats. Phishing attacks, ransomware, and other cyber threats can compromise data integrity. In 2023, for example, the UK’s National Cyber Security Centre (NCSC) reported a 15 per cent increase in ransomware attacks targeting businesses, emphasising the need for secure data backups.

– Legal and compliance issues. Compliance with regulations such as GDPR necessitates maintaining data integrity and availability. Failure to do so can result in hefty fines. For example, the UK Information Commissioner’s Office (ICO) fined British Airways £20 million in 2020 for a data breach that compromised customer information. Also, in a more recent high-profile case, the ICO fined TikTok an eye-watering £12.7 million in April 2023 for various breaches of UK data protection law. Although these relate to large turnover businesses which may contribute to the larger fines, the key point is that they help highlight the fact that there is a real legal and financial risk of inadequate data protection, a cause of which may be an inadequate backup, e.g. of 365.

Limitations of Microsoft 365’s Built-in Protection 

While Microsoft 365 offers several data protection features, they have significant limitations. As previously mentioned, retention policies and recycle bins, for example, provide limited recovery windows and are not designed for long-term data protection. Once data surpasses the retention period, it is permanently lost.

Similarly, versioning allows recovery of previous document versions but does not protect against complete file deletion or data corruption.

These native tools are not full, automated backup solutions, and businesses relying solely on them risk permanent data loss in critical scenarios.

The Benefits of a Dedicated Microsoft 365 Backup Solution 

So, why invest in a dedicated (third-party) Microsoft 365 backup solution?

Comprehensive data protection ensures that all data (including emails, files, and collaborative documents) is regularly backed up and easily recoverable. This means that if an important email or document is accidentally deleted or maliciously removed, you can quickly restore it without disrupting your business operations.

Also, dedicated backup solutions offer quick and reliable recovery. Unlike relying on native tools, which can be cumbersome and time-consuming, dedicated backups enable faster data restoration, thereby minimising downtime and ensuring business continuity.

It’s worth remembering that these solutions can actually enhance security. Many third-party backup providers offer advanced encryption and security measures that go beyond Microsoft’s native protections. This additional layer of security is crucial in safeguarding sensitive business information from cyber threats.

Also, as previously highlighted, dedicated backup solutions can support compliance with legal requirements. With regulations like GDPR imposing strict data protection standards, having a reliable backup can help ensure that your business meets these requirements, reducing the risk of non-compliance penalties.

In fact, Microsoft itself actually recommends that businesses deploy a third-party backup solution because it recognises the limitations of its own native tools and backup and retention policies. It’s also worth noting here that investing in a separate “point-in-time” backup and restoration solution is something that many businesses value. As the name suggests, this type of solution allows a business to return to a point-in-time before any issues.

Integration with Business Continuity Plans 

Your Microsoft 365 data is a critical component of a comprehensive business continuity plan because ensuring data availability and integrity is essential for seamless business operations, even in the event of data loss incidents. Quick recovery times provided by dedicated backups can help reduce downtime, thereby allowing businesses to resume operations promptly.

Also, robust backup solutions can complement disaster recovery plans, thereby ensuring that data can be quickly restored in emergencies, such as cyber-attacks or natural disasters. In essence therefore, backups are the safety net that allows businesses to bounce back swiftly from disruptions, maintaining operational efficiency and customer trust and perhaps even being the thing that saves the whole business.

Why Employee Training and Awareness Can Help 

Effective data protection extends beyond technology to include employee education. For example, educating staff about the importance of data security and proper handling procedures can be crucial in mitigating risks.

Measures like regular phishing awareness training can significantly reduce the likelihood of successful attacks. For example, a 2022 report (Cofense) found that phishing simulations reduced click rates on malicious emails by 68 per cent. Creating a culture of security within your organisation encourages proactive participation in data protection efforts, making every employee a stakeholder in the company’s security posture.

Regular updates and refreshers keep employees informed about new threats and evolving backup protocols. This ongoing education and training ensures that staff are always aware of best practices and the importance of adhering to them, further strengthening your business’s defences against data loss.

Linking these efforts to your Microsoft 365 backup strategy can help ensure a comprehensive approach to data protection. For example, while technical measures like backups are essential, combining them with a well-educated workforce maximises your organisation’s resilience against data loss and cyber threats. This integrated approach can help ensure that your data remains secure, accessible, and compliant with regulatory requirements, ultimately helping to safeguard your business’s continuity and reputation.

Implementing Microsoft 365 Backup – Best Practices 

Adopting an effective Microsoft 365 backup strategy involves several best practices. For example:

– Selecting the right backup solution is critical. Businesses should choose a provider that offers comprehensive coverage, reliability, and security. Key factors include encryption, automated backups, and ease of data restoration, and whether it’s a “point-in-time” backup solution.

– Once a solution has been selected, setting up and managing backups properly is essential. This involves configuring the backup system to ensure all relevant data is included and regularly monitored to confirm that backups are occurring as scheduled.

– Also, conducting periodic tests and audits of backup systems can help ensure they function as expected and identify potential issues before they become critical problems. Regular testing verifies that data can be restored quickly and accurately, providing peace of mind that your business is prepared for any data loss scenario.

What Does This Mean For Your Business? 

Ensuring the security and integrity of your data is now not just a technical necessity but a business imperative. The increasing reliance on cloud services like Microsoft 365 brings many benefits but also exposes businesses to some significant risks if data protection measures are inadequate.

The potential risks of data loss, e.g. resulting from anything from accidental deletions to malicious cyber-attacks, highlight the necessity of having a robust backup strategy in place. It’s worth noting however, that Microsoft 365’s native tools, while useful, are insufficient for comprehensive data protection. Many businesses have now realised this and have decided that dedicated, third-party backup solutions can provide the necessary depth of coverage, security, and compliance support that they need.

Ensuring data availability is also crucial for business operations. Having a dedicated backup solution can guarantee that data is always accessible, even after accidental or malicious deletion. This can minimise downtime and helps maintain business continuity, ensuring that operations can proceed smoothly without significant interruptions.

Additionally, adhering to data protection regulations like GDPR is essential to avoid legal penalties and protect customer trust. Once again, reliable, regular backups help businesses meet these regulatory requirements, reducing the risk of non-compliance penalties and safeguarding the company’s reputation.

The security enhancements offered by dedicated backup solutions, such as advanced encryption, may also prove to be vital in protecting sensitive business information. These solutions provide an additional layer of security, ensuring that your data remains secure from a variety of evolving and what appear to be ever-more-sophisticated cyber threats.

Implementing a dedicated Microsoft 365 backup solution should therefore be seen as a proactive step towards securing your business’s future. By addressing the gaps in Microsoft’s native protections and integrating comprehensive backup strategies, businesses can safeguard against data loss, ensure regulatory compliance, and maintain seamless operations. In today’s digital landscape, where data is a critical asset, protecting it with reliable backup solutions is not just advisable, it’s essential and investing in a robust Microsoft 365 backup strategy protects your data, fortifies your overall security posture, provides peace of mind, and can deliver a solid foundation for continued growth and success.

Tech Tip – Update Your Software and Drivers

Posted on by Paul Stradling

Managing privacy settings in your Microsoft 365 account can help protect your personal and business information. Properly configured privacy settings help ensure that your data is only accessible to those who are authorised and that your activities remain private. Here’s how to access and manage your privacy settings to enhance security and privacy:

Access Your Privacy Settings

– Sign in to your Microsoft 365 account.

– Click on your profile picture in the top right corner and select My Account.

Review and Adjust Privacy Settings

– In the left-hand menu, select Privacy.

– Here, by you can manage various aspects of your privacy settings, including ad preferences, location services, activity history (browsing and search), and more.

Configure Security and Privacy Settings

Under the Security section (left-hand menu – click on ‘Security’), you can:

– Review your sign-in activity and security settings.

– Enable Multi-Factor Authentication (MFA) for an additional layer of security.

– Regularly update your password and ensure it is strong and unique.

By taking steps to manage your privacy settings, you can enhance the security of your Microsoft 365 account, ensuring your personal and business information remains protected and private.

Tech Insight : Copilot Product Update – Some Pros And Cons

Posted on by Paul Stradling

Following Microsoft’s recent announcement that it is expanding its Copilot product line-up to appeal to a larger range of businesses, we take a look at what this means and some of the stand-out pros and cons.

Copilot 

In November last year, Microsoft, a major investor in AI through its partnership with OpenAI (ChatGPT’s creators) announced that its long-awaited Copilot AI “companion” was generally available to enterprises. Copilot is essentially Microsoft’s own GenAI chatbot that’s been designed to integrate with the suite of popular apps in Microsoft 365 and uses a variant of the GPT-4 model, specifically tailored and optimised for integration with Microsoft‘s apps.  Microsoft says Copilot: “combines the power of large language models (LLMs) with your data in the Microsoft Graph (API), the Microsoft 365 apps, and the web to turn your words into the most powerful productivity tool on the planet”.

Open AI’s ChatGPT, however, was launched a whole year earlier and started charging for its ChatGPT Plus version in February 2023. At the same time, another major AI player, Google, launched its ‘Bard’ in an effort to integrate advanced AI and language model capabilities into Google’s suite of products and services (like Copilot integrates with Microsoft’s 365 suite of products).

With the major tech companies quickly introducing, monetising and competing with their AI products, what’s Microsoft’s latest move with Copilot?

Expansion 

Microsoft recently announced that it is expanding Copilot for Microsoft 365 “to businesses of all sizes” by adding new ‘Copilot Pro’ subscription for individuals, expanding Copilot for Microsoft 365 availability to SME-sized businesses, and announcing a no-seat minimum for commercial plans. To summarise these developments:

Just as individuals can buy ChatGPT Plus subscription, individuals can now also buy a Copilot Pro subscription for the same amount ($20 per month). Like ChatGPT, Microsoft says Copilot Pro gives access to the latest GPT-4 model at peak times and an AI image tool – in this case ‘Designer’ (formerly Bing Image Creator). Other positives highlighted by Microsoft include commercial-grade data security protection and Copilot embedded in Outlook, Word, Excel, PowerPoint, and OneNote. Users can also build their own Copilot GPT (just as ChatGPT users can build their own tailored chatbots – known as GPTs).

For Businesses 

Most relevant to the focus of this article, however, is what businesses can now get, and how much it’s going to cost.

For example, SMEs can now buy a $30 (£24.70) per person, per month subscription (which may sound a little steep if you’re a small business) for Copilot for Microsoft 365. It’s available to Microsoft 365 Business Standard or Business Premium licence customers. Being targeted at smaller businesses means it has a no-seat minimum and, in line with the idea that all businesses (“individuals, enterprises, and everyone in between”) can use Copilot, up to 300 seats can be purchased. Again, if your business needs a couple of hundred seats worth, and with apparently no free trial or volume discounts, the $30 per user per/month price may be a little daunting.

That said, many businesses are still relatively new to Copilot, may not have leveraged most of its features and, as such, may not have a clear idea of its value to compare to the price. Microsoft is (of course) confident that SMEs “stand to gain the most from this era of generative AI—and Copilot is uniquely suited to meet their needs.” 

Up Front? 

Whereas Microsoft’s subscription services usually offer a choice between monthly or annual payment plans, with the annual plan often providing a saving compared to monthly, there have been reports that the $30 per month is for an annual commitment with payment required upfront. As more information makes it online about user experiences it may soon become clearer if this is the only option for some users.

What You Get 

A Copilot for Microsoft 365 subscription offers users the same as Pro, only with Enterprise-grade security, plus Copilot in Teams (which may be very useful for reviewing the main points, action items, and providing summaries), and Microsoft Graph Grounding. Essentially, it enables work content and context to be added to Microsoft Copilot’s chat capabilities.

Also, customisation through Copilot Studio is possible. This tool enables users to customise and extend the capabilities of their Copilot and to create, customise, and share “skills” or specific tasks that Copilot can perform. In short, the benefit of Copilot Studio is that it enables businesses to tailor the AI’s functionalities to their unique workflows and needs.

What Else? 

Other key points from Microsoft’s announcement include:

– Microsoft is removing the Microsoft 365 prerequisite for Copilot—so now, Office 365 E3 and E5 customers are eligible to purchase.

– The Semantic Index for Copilot to Office 365 users with a paid Copilot license is being extended. Semantic Index works with the Copilot System and the Microsoft Graph to create a map of all the data and content in your organisation, thereby enabling 365 Copilot to deliver “personalised, relevant, and actionable responses”.  

The Word Online 

With this being still the beginning of a generative AI revolution and with much attention being focused on comparisons between leading products such as ChatGPT, there are many opinions online about how Copilot may compare. For example, some commentators point out that Copilot has the benefit of being trained on the huge resources of GitHub, while others say ChatGPT can produce outputs showing it too has been trained on GitHub. Also, some emphasise the value of Copilot being able to get the hang of your codebase, learn your style conventions, and adapt to your suggestions, whereas ChatGPT may be better for inspiration and occasional queries. At the moment, more people have used ChatGPT than have used Copilot for any length of time, so opinions vary.

A Possible Fly In The Ointment? 

Although Microsoft is forging ahead with the expansion, segmentation, and monetisation of Copilot, one possible fly in the ointment may be the outcome of the current antitrust investigation into Microsoft’s close relationship with OpenAI.

What Does This Mean For Your Business? 

Microsoft has invested heavily in AI, mainly through its relationship with OpenAI, and its much-heralded Copilot, its answer to ChatGPT, is now being made generally available to businesses as Copilot for Microsoft 365. This will of course allow it to compete with OpenAI and Google’s AI products and generate some revenue for Microsoft after years of investment.

Microsoft is aiming fairly wide with its “individuals, enterprises, and everyone in between” market to maximise reach, accessibility, and revenue opportunities. However, many of the SMEs that Microsoft says Copilot for 365 will be perfect for may be thinking that the price (and perhaps the requirement to pay a year upfront) is a little daunting, given that many have not yet had any/much experience of Copilot and may be unaware of how much value it may add. That said, Microsoft designed Copilot with the integration into (and leveraging of) its suite of apps in mind, which is where it has the edge over standalone AI offerings. Also, Microsoft and OpenAI’s close (possibly too close) relationship has meant that Microsoft’s AI products are on the cutting edge.

For many small businesses who are already familiar with (and committed to) Microsoft’s products, it’s likely to be a case of looking at the numbers and seeking a little more information, perhaps from their Managed Service Provider, before taking the plunge.

Tech Insight : A Dozen Ways Copilot Can Help Your Business

Posted on by Paul Stradling

With Microsoft’s Copilot AI assistant now embedded within the Microsoft 365 apps and services to help users save time and increase productivity, we look at a dozen things you can do with Copilot to help your business.

Microsoft 365 Copilot 

Copilot fuses ChatGPT version 4 and Microsoft Graph. More specifically, Copilot is designed to integrate the capabilities of ChatGPT version 4 (a sophisticated language model developed by OpenAI), with the extensive data and connectivity provided by Microsoft Graph.

Microsoft Graph is an API platform that enables developers to access and integrate data and insights from various Microsoft services and applications, such as Office 365, Windows 10, and Enterprise Mobility + Security, facilitating the creation of rich, interconnected applications within the Microsoft ecosystem.

This integration allows Copilot to leverage the conversational AI capabilities of ChatGPT in conjunction with the rich data ecosystem of Microsoft 365, enhancing productivity and offering more advanced features within Microsoft’s suite of applications.

Microsoft says Copilot can increase an employee’s productivity by as much as 50 per cent and that it can unlock the other 90 per cent of things that its apps can do that most users never try.

A Dozen Ways Copilot Can Help 

With this in mind, here are a dozen ways that you can use Copilot to help with your business:

1. Automating Customer Service Responses 

Copilot can manage routine customer service queries by providing instant, accurate responses to FAQs. This helps by reducing wait times and improving customer satisfaction. It can also act as a way to identify and escalate the more complex issues to human representatives, ensuring a balance between efficiency and having a personal touch.

2. Generating Reports and Summaries 

Microsoft 365 Copilot can also analyse large sets of data to generate detailed reports and executive summaries. This can be really helpful in identifying key metrics and trends, which are essential for strategic planning and decision-making, without the need for manual data crunching. This is an important way that Copilot can save time and effort and add more transparency to a business.

3. Drafting and Editing All Manner Of Business Documents 

Copilot assists in creating professional business documents, emails, and presentations. It offers suggestions on content, structure, and style, ensuring that the documents are not only well-written but also tailored to their intended audience. Again, this can save time and improve productivity but also improve the quality of business communications.

4. Data Analysis and Insights 

By analysing complex datasets, Copilot can uncover valuable insights, helping businesses understand customer behaviour, market trends, and operational efficiency. This leads to more informed decision-making and strategy development.

5. Scheduling and Calendar Management 

It streamlines calendar management by scheduling meetings, appointments, and events based on your availability. It can also send automated reminders and updates, ensuring efficient time management and reducing scheduling conflicts.

6. Training and Educational Resources 

Copilot can create custom training materials and educational content that are specifically tailored to a company’s processes and systems. This can help in onboarding new employees more efficiently and keeping the workforce updated on new tools and practices. This can, of course, also save money on training and potentially improve the efficiency of training (because it can be more targeted and customised).

7. Automating Routine Tasks 

For tasks like data entry, inventory management, and basic accounting, Copilot can automate these processes, thereby reducing the risk of human error and allowing employees to focus on more strategic and creative tasks.

8. Language Translation and Localisation 

Microsoft Copilot can also be used to facilitate global business operations by translating documents and communications into various languages, ensuring that businesses can effectively communicate with international clients and partners.

9. Market Research and Analysis 

Copilot can scour the internet and various databases to conduct market research, analyse industry trends, and provide actionable insights, helping businesses stay ahead in their market.

10. Social Media Management 

Copilot can also help with creating, scheduling, and analysing social media posts. Copilot can also track engagement metrics, thereby helping businesses understand their audience better and refine their social media strategies.

11. Project Management Assistance  

Microsoft 365 Copilot can also help with tracking project milestones, resource allocation, and progress updates. This can ensure that projects stay on track, resources are efficiently used, and stakeholders are kept informed.

12. Legal and Compliance Documentation 

One other really helpful aspect of Copilot is that it can assist in drafting legal documents and ensure that business operations comply with relevant laws and regulations. This is crucial for mitigating legal risks and maintaining a company’s reputation.

What Does This Mean For Your Business? 

The integration of Microsoft’s Copilot AI into the Microsoft 365 suite is a significant advancement for 365 and for business technology generally. With Copilot embedded in popular 365 apps, businesses now have a powerful ‘always on’ tool at their disposal to help with productivity, efficiency, creativity, adding value, and more. As such, this integration goes beyond mere convenience, and it taps into the unrealised potential of Microsoft 365, unlocking functionalities that many users have yet to explore, i.e. it can help businesses to leverage (and get more out of) what they’re already paying for from Microsoft.

By being able to quickly and easily automate tasks, e.g. from customer service to complex data analysis, Copilot not only saves time but also enhances creativity and leaves employees free to focus on more strategic and innovative tasks, thereby elevating the quality of work and driving business growth. Also, Copilot’s intuitive, natural language capabilities, akin to those of ChatGPT version 4, make it a user-friendly assistant that can simplify complex tasks and make technology more accessible to everyone in the organisation.

Copilot, therefore, serves as a tool for upskilling employees. It exposes them to a broader range of Microsoft 365 capabilities, fostering a deeper understanding and more efficient use of the software. This aspect of Copilot is particularly valuable as it achieves upskilling organically, without the need for additional training resources. It could be said that Copilot is not just enhancing productivity, but it’s also expanding the technological proficiency of the entire workforce.

For businesses, in addition to streamlining operations, Copilot can also help deliver a competitive edge e.g., the insights gleaned from Copilot’s data analysis and market research capabilities can inform strategic decisions, offering a clearer view of market trends and customer behaviours. Its ability to handle language translations and ensure compliance with legal standards positions businesses for global reach and operational safety may also be of real use for many businesses.

Microsoft 365 Copilot, therefore, is more than an incremental update to business software, but could prove to a transformative tool that can significantly enhance how businesses operate (if businesses make sure they use it). The rewards for using what is a comprehensive, and relatively easy-to-use solution that unlocks the power of the 365 apps could be to propel your businesses into a new era of efficiency and innovation.