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 Files were messy, permissions were outdated, and security settings weren’t strong enough for AI to work safely.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.
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:
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 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:
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:
Verve IT helped companies put these guardrails in place so Copilot could work safely without creating new risks.
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:
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:
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.
Outlook and Teams introduced several new automations in 2025, including:
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:
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.
If your company wants to fully benefit from Microsoft 365’s AI shifts, a few key steps will make a huge difference.
AI can’t guess where the right file is. Structure creates accuracy.
The right Copilot license saves money and improves adoption.
MFA, data loss prevention, and accurate permissions are essential.
Teams need clear rules for where documents live and how they’re managed.
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.
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.