AI tools are moving into classrooms and administrative offices quickly. Microsoft Copilot, built into Microsoft 365 apps, is one of the most talked-about options. It can summarize documents, draft emails, and assist with data analysis—all tasks that seem useful in a school setting.
But many education leaders are asking the right question first: Is Copilot safe? And more specifically, is Copilot AI safe for schools to use with staff and student data?
In education, any tool that touches sensitive information needs close scrutiny. Before adopting AI at the district or school level, decision-makers need a clear view of how it works, what data it uses, and how it fits into existing security and compliance policies.
Learn more: Why Data-Driven Companies are Turning to Microsoft Copilot
What Copilot Does and
How It Works
Microsoft Copilot is an AI tool built into the apps many schools already use: Word, Excel, Outlook, Teams, and others within the Microsoft 365 suite. It’s designed to help users work more efficiently by assisting with content creation, data summaries, meeting recaps, and more.
Copilot relies on large language models (LLMs) to generate its responses. These models were trained on a wide range of publicly available data. Once deployed in Microsoft 365, Copilot uses a combination of that model and the context of your organizational data to respond to user prompts.
Key Functions
- Drafting emails, lesson plans, and policy documents
- Summarizing meeting notes or student records
- Analyzing and visualizing data in Excel
- Responding to chat prompts in Microsoft Teams
Important Clarifications
- Copilot does not train on your district’s data. Microsoft has confirmed that the AI models used do not learn from or store your inputs.
- It uses only the data users already have access to, like shared files or emails within their permission level.
- It can generate responses using internal documents, chats, or spreadsheets if those files are part of the Microsoft 365 environment.
For schools, this means Copilot could interact with personally identifiable information (PII), HR files, or internal policies. That’s why understanding how it operates—and who controls what—is essential.
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How Microsoft Protects Data in Copilot
Microsoft Copilot operates within the security framework of Microsoft 365. For schools already using Microsoft 365 services, this provides a familiar foundation, but it’s still important to know exactly how the AI side handles data.
Security Measures in Place:
- Transport Layer Security (TLS) is used for data in transit, keeping user interactions encrypted.
- All data remains within your organization's Microsoft 365 tenant. Copilot does not pull data from outside sources.
- All data remains within your organization's Microsoft 365 tenant. Copilot does not pull data from outside sources.
- Copilot respects existing file permissions. It uses only access granted to the signed-in user. If a user doesn’t have access to a file, Copilot won’t access it either.
- Your organizational data is not used to train the underlying AI models. The data stays within the school or district’s environment.
- Microsoft states that prompts, responses, and file contents are not stored or reused across sessions.
This setup limits exposure of sensitive material, but only if access controls are properly managed. Copilot assumes your existing setup is secure and accurate.
Learn more: Microsoft Solutions Enhancing Distance Learning Programs
Real Risks You Still Need to KnowReal Risks You Still Need to Know
Even with strong infrastructure, AI tools bring new risks, especially in environments where student records, disciplinary notes, or staff evaluations are involved.
Risks to Watch For
- Unauthorized access to sensitive data: If permissions are misconfigured, Copilot could surface files or emails a user shouldn’t see
- Prompt injections: A type of attack where malicious instructions are embedded in files or messages. Copilot might be tricked into sharing inappropriate or sensitive content
- Exposure of sensitive data: If a user types a broad prompt like “show me everything about student behavior this month,” Copilot might generate a response using PII, depending on the files in scope.
- Overtrust in AI output: Users may not realize where Copilot pulled its answer from. If the source contains outdated or confidential info, it could lead to mistakes.
Copilot is only as safe as the environment it runs in. If a school’s data isn’t well-organized or properly permissioned, the AI may unintentionally expose things it shouldn’t.
Learn more: How to Protect Student Data Against Ransomware Attacks
How to Make Copilot Safer in Your School or District
Microsoft Copilot is built with security in mind, but safety depends on how it’s configured and used. Districts need to take proactive steps to avoid mistakes and misuse.
Steps to Improve Safety
- Review user permissions: Ensure Copilot can’t access files it shouldn’t. If a staff member doesn’t need access to HR records or IEPs, neither should Copilot.
- Audit shared files and folders: Copilot can use any file a user can access. Clean up shared drives, remove outdated documents, and restrict high-sensitivity folders.
- Train users on safe AI prompts: Staff should avoid vague or overly broad requests like “show me everything about students this year.” Teach them how to keep user interactions clear and focused.
- Limit where sensitive data is stored: Keep PII in clearly labeled, access-controlled areas. Don’t mix it into general data sharing or collaborative documents.
- Monitor usage: Use admin tools within Microsoft 365 to review how Copilot is being used and where it's pulling information from.
Even though Copilot uses only access granted to each user, that doesn’t mean those access levels are always correct. A quick audit can prevent major problems.
Learn more: 7 Ways to Use Microsoft Copilot for Business Leadership
What About Other Copilot or AI Apps?
Not every app called “Copilot” is made by Microsoft. There are personal finance apps, Chrome extensions, mobile tools, and other AI platforms using the same name—but they don’t offer the same protections.
If someone asks, “is Copilot app safe?” or, “is Copilot money safe?”, the answer depends on the developer, not the name. Most of these tools are not connected to Microsoft 365 and don’t meet education data security standards.
Stick with Copilot for Microsoft 365 if you’re considering AI in a school setting. It’s built into the Microsoft ecosystem and is currently the safest option for districts already using that platform.
Before approving any AI tool, ask your team:
- What data does it access?
- Where is that data stored?
- Does it comply with our student data privacy policies?
If the answers aren’t clear, the tool probably isn’t safe to use at work, especially in education.
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Is Copilot Safer than ChatGPT?
Many schools are also experimenting with tools like ChatGPT, so it’s fair to ask: Is Copilot safer than ChatGPT?
In most cases, yes—Copilot for Microsoft 365 is the safer choice for schools and districts.
- Data handling: ChatGPT (in its default public form) stores interactions and may use them to improve its models. Copilot does not store prompts or responses and doesn’t train on school data.
- Environment: Copilot runs inside the Microsoft 365 services your district already uses. ChatGPT is external, which means less control over where data goes.
- Access control: Copilot uses your school’s existing permissions and only accesses content users can already view. ChatGPT doesn't have that kind of built-in access control.
If you’re asking, “is Copilot safe to use?”, or wondering if it’s more secure than other generative AI tools, the answer is clear: Copilot offers more protection by default, especially for schools already operating within the Microsoft environment.
Next Steps: Move Forward with AI Safely
If you’re considering AI tools like Copilot for your school or district, don’t move forward without a plan. The right setup makes all the difference.
At Davenport Group, we can help you review your Copilot deployment or data access controls. We specialize in supporting education leaders with targeted IT solutions and services, including AI tools and compliance requirements.
Reach out to get a quick security review.
FAQ
Yes, when properly configured. Copilot runs inside Microsoft 365 and respects user permissions, but districts must manage access carefully.
It uses encryption, doesn’t store prompts, and only accesses data users are already allowed to see. No data is used to train AI models.
Yes, if the device is secured and part of your Microsoft 365 environment. Ensure proper data access controls and user training are in place.
Uninstalling Copilot doesn’t delete any data but may impact productivity for users who rely on it. There’s no security risk in removing it.
Copilot is safer than tools like ChatGPT for school use because it operates within Microsoft 365, with enterprise-grade controls and encryption.