Understanding Work Mode and Web Mode in Copilot

If you want to use Copilot safely and effectively, one of the most important things to understand is the difference between Work Mode and Web Mode. These two modes determine what information Copilot can access and what it can do with your prompts. Choosing the right one keeps your workflow smooth and your data protected.

Here are the three key points:

1. Work Mode allows Copilot to read organisational files stored in OneDrive, SharePoint, and Teams.
2. Web Mode uses the Internet to answer general questions and support research.
3. Switching between them is safe, but you must pick the right mode before starting your task.

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What Work Mode Does

Work Mode is where Copilot becomes truly powerful within your organisation.
It can access:

• OneDrive files
• SharePoint documents
• Teams conversations

This also means Work Mode can process a lot of personal data and internal information.

Use Work Mode when asking Copilot about:

• Company documents
• Internal policies
• Meeting notes
• Strategy papers
• Team updates

Anything stored inside your Microsoft 365 environment becomes available for Copilot to read and analyse.

What Web Mode Does

Web Mode connects Copilot to the Internet. It is ideal for:

• General research
• Market trends
• Industry news
• Definitions
• Public information

You can still upload files in Web Mode, but Copilot does not have deep access to your organisational environment here.
It cannot open your OneDrive, SharePoint, or Teams data.

This keeps the mode lighter and more focused on external knowledge.

Switching Between Modes

Switching is simple and safe.
You might start in Work Mode to review internal notes, then switch to Web Mode to ask:

What are the latest industry benchmarks?

After retrieving the insights, you can return to Work Mode and integrate them with your company’s internal data.

Choosing the correct starting mode saves time and prevents mistakes.

Security Considerations

Work Mode

Work Mode operates inside the same secure environment as the rest of your organisation.
It benefits from:

• Enterprise grade security
• Compliance controls
• Data governance
• Internal protection standards

Your data stays within your company’s protected ecosystem.

Web Mode

Web Mode functions as a third party application, similar to any external AI service. It does not follow the same enterprise security and compliance rules.

This means:

• Do not share company secrets
• Do not upload confidential documents
• Treat it the same way you treat public AI tools

It is perfect for research, but not for sensitive information.

Summary

Work Mode and Web Mode are designed to help you choose the right level of access and safety for your task. You can:

• Use Work Mode for internal documents, policies, and meeting notes
• Use Web Mode for research, trends, and public knowledge
• Switch between them whenever needed
• Keep sensitive data protected by choosing the correct mode

If you want to fully understand Copilot and use it effectively across Microsoft 365, explore our Microsoft 365 Copilot Essentials training programme:
https://www.flowhunt.io/services/ai-training/microsoft-365-copilot-essentials/