As organisations continue to invest in Microsoft 365, Copilot, and cloud collaboration tools, we’re still seeing the same misconceptions quietly creating risk, inefficiency, and frustration.
These Microsoft 365 myths often feel harmless, even sensible, but in practice they can undermine security, limit the value of AI tools like Copilot, and expose organisations to unnecessary data loss.
Here are three of the most common Microsoft 365 myths we’re still seeing across UK SMEs – and why they matter.
Myth 1: “Microsoft Copilot will solve everything for us”
Microsoft Copilot is a powerful tool, but it relies entirely on the quality of the Microsoft 365 environment underneath it.
We regularly see organisations roll out Copilot expecting instant productivity gains, only to discover that:
- SharePoint document libraries are poorly structured
- Duplicate files exist across Teams and OneDrive
- Naming conventions are inconsistent or non-existent
- Multiple versions of the same document are stored in different locations
In these situations, Copilot doesn’t fix the problem – it accelerates it.
AI tools surface and reuse existing content. If your SharePoint and Teams environment lacks structure, governance, and clear ways of working, Copilot will simply amplify that chaos.
To get real value from Microsoft Copilot, organisations need solid Microsoft 365 foundations first – including information architecture, governance, and user training.
Myth 2: “We don’t share sensitive information”
Almost every organisation believes this – until they see the reality.
In practice, sensitive information is often shared unintentionally through:
- “Anyone with the link” sharing settings
- Teams channels that include external users
- Files shared for convenience and never restricted afterwards
- Lack of visibility over who has access to what
As collaboration tools become easier to use, data governance becomes more important – not less.
Without clear Microsoft 365 security controls, organisations can easily expose financial data, HR information, or commercial documents without realising it. These risks are rarely malicious; they’re usually the result of unclear policies and inconsistent user behaviour.
Strong Microsoft 365 governance ensures collaboration remains productive and secure.
Myth 3: “Microsoft backs up our data”
This is one of the most costly misunderstandings we encounter.
Microsoft 365 provides retention, not backup – and the two are not the same.
Retention helps organisations meet compliance requirements, but it does not protect against:
- Accidental or malicious deletion
- Ransomware attacks
- Retention periods expiring
- Permanent data loss once limits are reached
We’ve seen organisations lose critical SharePoint and Teams data after deletions occurred outside retention windows, or when ransomware encrypted cloud data faster than retention policies could help.
Proper Microsoft 365 backup solutions are essential for protecting business-critical data and ensuring recovery when things go wrong.
Why these Microsoft 365 myths matter
These misconceptions often go unnoticed – until organisations are forced to explain:
- why sensitive data was exposed
- why important files can’t be recovered
- why AI investments aren’t delivering expected results
As many businesses plan their Microsoft 365, security, and AI initiatives for the year ahead, now is the right time to review foundations, governance, and data protection before scaling further.
The good news is that these issues are common and fixable with the right approach to Microsoft 365 security, governance, and skills.
We’re sharing our guidance so you can avoid the common pitfalls and get measurable value from Microsoft 365 and AI.
About Us
We’re a UK-based team specialising in building capability not just in systems but your people. AI strategy, automation, training, and implementation within Microsoft 365.
No jargon. Just practical guidance with measurable results, helping organisations make AI work for them, today and in the future.
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