Find it
Data access governance reports show broad links, sites open to everyone and content nobody owns.
Microsoft 365 Copilot deployment · Toronto & the GTA
Copilot reads everything your staff can open. Including the files they should not.
Before you buy licences, we find the folders and sites that are shared too widely and fix them. Then Copilot goes on for a small group, each team learns it on their own work, and it rolls out once it is demonstrably saving time.
Readiness, cleanup, pilot, rollout — then the same engineers keep it working. No shortcuts because a renewal date is close.
- Sharing fixed before licences
- A pilot on real tasks, measured
- Training per team, on their own work
- Supported by the engineers who set it up
What Copilot can see
Any file the person can already open
Including ones shared years ago
Any link anyone in the business can use
Even if nobody remembers making it
Ownerless sites and dead projects
Where oversharing usually hides
Unlabelled payroll, HR and client files
Nothing marks them as sensitive
Copilot respects permissions. The problem is how wide those permissions already are.
Free readiness check
Eight things to have in place before Copilot.
Tick what is true for your tenant today. If you are not sure about one, leave it unticked — that is usually the answer.
Where you stand
0 / 8 in place
8 gaps to close.
- No sites open to everyone by default. "Everyone except external users" removed where it does not belong.
- No organisation-wide links on sensitive files. Payroll, HR and client records shared with named people only, not anyone-links.
- Every site has an owner. Ownerless sites are where forgotten sharing sits unnoticed.
- Old sites archived. Finished projects and dead teams make answers worse and add risk.
- Sensitive files labelled. Sensitivity labels on payroll, HR, legal and client data.
- Phishing-resistant sign-in. A stolen account with Copilot can search everything that account can open.
- Three real tasks chosen per team. Pilots without a job to do end with unused licences.
- A written AI use policy staff have read. Without one, staff use whatever is free, outside your tenant.
The real risk
Copilot does not create access. It finds old access.
Copilot only shows a person what they can already open. The trouble is that most tenants have years of folders shared with everyone, links anybody in the business can use, and sites nobody owns. Microsoft's own preparation guidance starts with the same cleanup: an owner on every site, inactive sites archived, sharing tightened, and overshared sites found and fixed.
Hide it while you fix it
Restricted Content Discovery keeps a site out of Copilot without changing its permissions.
Archive it
Dead sites and finished projects moved out of the way, so answers come from current content.
Label it
Sensitivity labels on payroll, HR, legal and client files add a second layer above permissions.
Restricted Content Discovery is part of SharePoint Advanced Management, which Microsoft bundles with Microsoft 365 Copilot or sells separately. We check what your licences already include before recommending anything.
How we run it
Four phases, no shortcuts.
The same order whether you have fifteen staff or a hundred and fifty. Skipping phase two is how rollouts get paused in week one.
Check what Copilot would see
A written sharing report: who can open what across SharePoint, OneDrive and Teams, plus sign-in posture. Quoted as fixed work, not an open-ended audit.
- Sharing report
- Sign-in check
- Fixed quote
Fix the sharing
Old access removed, broad links replaced, sensitive files labelled, and risky sites hidden from Copilot until they are clean.
- Access removed
- Labels applied
- Sites restricted
Pilot with real work
Two or three teams, three real tasks each, with a baseline so you can see whether time was actually saved.
- Small group
- Real tasks
- Measured
Roll out and govern
Everyone else, training by team, an AI use policy staff have actually read, and usage reviewed as new content lands.
- Policy
- Reporting
- Ongoing support
Day to day
What it does inside the apps they already use.
Not a separate product to learn. The assistant appears where the work already happens.
Outlook
Summarise a long thread, draft a reply in your voice, catch what a meeting request actually asks for.
Teams
Recap a meeting you missed, pull out action items, and find the decision that was buried in chat.
Word
First drafts from your own templates and past proposals, rather than a blank page.
Excel
Explain a formula somebody inherited, spot trends, and build a first pass at analysis.
SharePoint
Find the current version of a policy or contract instead of the eight drafts beside it.
PowerPoint
Turn an existing document into a first draft deck that your team edits.
What goes wrong
Five ways a rollout quietly fails.
Licences before cleanup
Copilot surfaces the payroll folder in week one, trust collapses, and the project is paused indefinitely.
Licences for everyone at once
Half go unused in the first quarter, and nobody can tell which half was working.
No real tasks
Staff try it once, get a vague answer, and never open it again. The licence still renews.
Generic training
A demo of a feature nobody needs, instead of coaching on the report they write every Monday.
Personal accounts
Staff use the free consumer app on work devices, so client data leaves the tenant with no record.
Honesty
When Copilot is not the answer yet.
Your work lives outside Microsoft 365
Copilot is grounded in your tenant. If documents live in a file server or another platform, there is little for it to read.
Mostly field or floor staff
Value is usually lower where the job is not document-heavy. Start with the office team, or wait.
You need writing more than search
Another assistant may suit better. We will say so rather than sell the licence we happen to know.
We would rather tell you now than after an annual commitment.
From first check to everyday use
What the work actually looks like.
Licences are purchased on your Microsoft agreement, billed by Microsoft. Our readiness, cleanup, pilot and rollout work is quoted as a fixed price after the check, so the two costs are never tangled together.
- 01
Readiness check
What Copilot would see, written up, with a fixed quote for the cleanup.
- 02
Cleanup
Sharing, ownership, labels and archives, in the order that removes the most risk first.
- 03
Pilot
Two or three teams, real tasks, measured against a baseline taken beforehand.
- 04
Rollout
Everyone else, with training per team and settings documented as we go.
- 05
Review
Usage and new oversharing checked over time, not just at go-live.
Clients
What people say when we pick up.
Long-standing relationships across manufacturing, professional services, transport and healthcare — many measured in years, not months.
“Sun IT Solutions has given us predictable monthly IT budget costs, eliminating surprises and downtime. They provided us with the right IT solution and a comprehensive business plan to meet all future needs.”
Kevin Stanley
President, Skyreach Window Cleaning Inc.
“They are quick to respond to any issues or questions we have and Lloyd always offers solutions so that the same problems don't arise again. Thank you to Lloyd and his team — we can focus on our business while they take care of our IT needs.”
Mike Mintsopoulos
President, Truck Equipment & Service Co. Ltd
“Following our serious server crash the service they provided our business was the absolute best. A technician was onsite almost immediately and worked non-stop to get us back up and running, with almost no downtime.”
Amelia Folco
President, Jupiter Industries Inc.
“Sun IT Solutions convinced us to switch to a VoIP telephone system. It has been virtually trouble free and our telephone costs dropped by more than 80%. We have no hesitation whatsoever in recommending them.”
Richard Waite
President, Salix Systems Limited
Copilot deployment FAQ
Before you buy a single licence.
Ask an engineer on 416-479-0505 — including whether you should wait.
It is Microsoft's AI assistant built into Word, Excel, Outlook, Teams, PowerPoint and SharePoint. It answers questions and drafts content using your own tenant — your mail, files, chats and meetings — rather than the open internet. That is what makes it useful, and also why the permissions underneath it matter so much.
Copilot is only as good as the tenant underneath it
Talk to an engineerStart with what it would see
A sharing report, before a licence.
We review who can open what across SharePoint, OneDrive and Teams, list the folders Copilot would surface that nobody should see, and quote the cleanup as fixed work. You keep the report whether or not you go ahead.
Typical findings: payroll folders open to the whole company, anyone-links on client contracts, and sites whose original owner left years ago.
Offices in downtown Toronto and Markham · deployments across the GTA and remote Canada-wide