Microsoft 365 changed more in 2025 than most teams expected. AI tools rolled into Outlook, Teams, Word, Excel, and SharePoint faster than many companies could keep up with. Copilot became a normal part of everyday work for organizations that had the right setup, but many small and mid-sized teams struggled to take advantage of these updates.
At Verve IT, we saw the same challenge across growing companies: the tools were powerful, but the environment wasn’t ready. Files were messy, permissions were outdated, and security settings weren’t strong enough for AI to work safely. This made the new features helpful in theory, but frustrating in practice.
With 2026 approaching, now is the time to get ahead. Strong small business IT support can help companies use the AI features they’re already paying for, instead of letting them sit unused. Let’s break down what changed this year, and what teams must do next.
Copilot Became More Capable, But Licensing Confused Everyone
One of the biggest shifts in 2025 was Copilot’s expansion across Microsoft 365. It could summarize long email threads, pull data from documents, draft messages, and even organize meetings.
But the main issue wasn’t how to use Copilot, it was understanding how to get it.
Different versions included:
- Copilot for Microsoft 365
- Copilot for Teams
- Copilot Pro
- Add-on licenses for frontline and SMB users
And the pricing varied based on the organization’s existing subscription plan.
For many companies, the process felt far too complicated. Managers weren’t sure which license their team needed, and internal IT teams didn’t always have time to keep up with Microsoft’s updates.
This is where small business IT support made a big difference. Verve IT helped clients pick the right licenses, avoid overpaying, and roll out Copilot in a way that matched how their teams actually worked.
AI Added New Security Risks, And Companies Had to Adjust Fast
AI tools inside Microsoft 365 rely on data. They pull information from emails, chats, documents, and shared folders. If a team’s files are well-organized and access controls are clean, Copilot works beautifully.
But if permissions are messy or files are open to the wrong people, AI can accidentally reveal information that shouldn’t be shared. This was one of the biggest surprises for small and mid-sized companies in 2025.
Common problems included:
- Employees seeing documents they weren’t supposed to access
- Old accounts still open because offboarding wasn’t complete
- Sensitive files stored in public folders
- AI pulling information from outdated or inaccurate documents
Insurance carriers also started asking about how AI systems were secured, which created even more pressure for businesses.
This is exactly why small business IT support became essential. Security inside Microsoft 365 isn’t just a password setting, it involves:
- Data loss prevention
- Access governance
- Correct file permissions
- Multi-factor authentication
- Monitoring tools
- Regular cleanup of shared folders
Verve IT helped companies put these guardrails in place so Copilot could work safely without creating new risks.
Multi-Location Teams Needed Better Data Governance
Many businesses expanded or added remote staff this year. That meant more file sharing, more collaboration, and more chances for things to get disorganized.
We saw businesses struggle with:
- Different versions of the same document
- Files saved across multiple drives
- Teams and SharePoint groups with unclear roles
- Staff unsure where to store or find information
When files weren’t organized, AI became confused, because AI can only work with what it can read.
Companies with strong data governance saw better results:
- Clear folder structures
- Naming standards
- Accurate permissions
- Clean Teams channels
- Document lifecycle rules
This kind of structure doesn’t happen on its own, it comes from having consistent small business IT support that keeps the environment organized throughout the year.
Teams and Outlook Added Automations That Can Save Hours
Outlook and Teams introduced several new automations in 2025, including:
- Email summarization
- Suggested replies
- Draft creation
- Team meeting recap summaries
- Task suggestions based on email content
- Auto-organization features
For teams that used these tools well, work became faster and smoother. For teams that weren’t ready, the features went unused.
The main roadblocks were:
- Lack of training
- Unclear workflows
- Old habits
- Disorganized inboxes
- Missing permissions for AI tools
This is where Verve IT stepped in through workspace enablement coaching. When teams understand how the tools help them, and when the system is clean enough for those tools to function, productivity rises quickly.
A strong small business IT support foundation ensures that Outlook, Teams, and Copilot don’t just “exist” inside the environment but actively help employees get more done with less effort.
What Your Team Needs To Do Before 2026
If your company wants to fully benefit from Microsoft 365’s AI shifts, a few key steps will make a huge difference.
1. Clean up file structure and permissions
AI can’t guess where the right file is. Structure creates accuracy.
2. Confirm your licenses match your needs
The right Copilot license saves money and improves adoption.
3. Strengthen security settings inside Microsoft 365
MFA, data loss prevention, and accurate permissions are essential.
4. Build a shared workspace strategy
Teams need clear rules for where documents live and how they’re managed.
5. Use small business IT support to keep everything organized
System maintenance and cleanup should not fall on employees who already have other work.
Verve IT helps companies prepare their Microsoft 365 environments for AI through assessments, optimization services, and hands-on support. With the right foundation, teams can use the tools they already have to work faster, communicate clearly, and stay secure.
Make 2026 the Year Your Team Actually Uses the Tools You’re Paying For
Microsoft 365 made huge leaps this year. But AI only works when the environment around it is ready. With strong small business IT support, your team can take full advantage of Copilot, better automation, cleaner data, and stronger collaboration without feeling overwhelmed.
If your business wants to use these tools the right way, and avoid the common problems many companies faced in 2025, Verve IT is here to help you get started.
