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To make business data available to Microsoft 365 Copilot, choose a connector that either syncs and indexes data in Microsoft 365 or queries it in its original system when a user prompts Copilot. The right option depends on your license, data freshness needs, identity and permissions, and the source system’s capabilities. An administrator should confirm those requirements before configuring a connection.
Choose how Copilot should access the data
Microsoft 365 Copilot connectors have two main operating models. A synced connector copies content from an external source into the Microsoft 365 substrate on a recurring schedule. A federated connector leaves content at the source and queries it at runtime. These are different approaches to access, not interchangeable labels for the same setup.
| Pattern | Where content stays | How Copilot accesses it | Key consideration |
|---|---|---|---|
| Synced connector | Content is indexed in the Microsoft 365 substrate. | The connector ingests content and syncs it on a recurring schedule. | Plan for source credentials, content permissions, and the interval between updates. |
| Federated connector | Content remains in the external source. | Copilot queries the source at prompt time. | The source must support compatible authentication and query patterns, and users need eligible licensing. |
Use synced access when indexed discovery and Copilot grounding are the goal and recurring ingestion is acceptable. Investigate federation when the content should remain in place and live queries are suitable. Microsoft’s prerequisites guidance distinguishes the two patterns and notes that federated connectors do not ingest or index content.
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Microsoft’s connector prerequisites matrix distinguishes Microsoft 365 licenses from the Microsoft 365 Copilot add-on. It says Microsoft 365 alone supports synced connectors for Microsoft Search, but not Copilot grounding. Microsoft 365 plus the Copilot add-on supports synced connector grounding and federated connectors; the matrix also lists Microsoft 365 E7 as supporting both. Confirm the entitlement for your tenant and users against Microsoft’s current licensing guidance before choosing a design.
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- An AI administrator is required to configure and deploy connectors in the Microsoft 365 admin center.
- A prebuilt synced connector may also require administrator access to the external service.
- Synced setup requires source credentials, source-specific environment configuration, and appropriate access to the content being indexed.
- For a federated source, Microsoft’s guidance calls for a Copilot add-on license for each user querying it, OAuth-based identity configuration between the source and Microsoft Entra ID, and support for the required authentication and query patterns.
Connector availability and setup vary by source. Microsoft’s overview reported more than 100 connectors on June 18, 2026; treat that as a dated catalog statement, not a permanent count. Check the source’s own deployment guide for current availability and requirements.
Plan permissions and identity before creating a synced connector
At creation, Microsoft documents two access choices for synced connector content: respect source access-control lists (ACLs) by limiting access to people who already have access to the data source, or make the content visible to everyone in the organization. Microsoft warns that an Everyone setting can expose sensitive content to people who should not see it.
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Decide which permission model matches the source and validate it with the data owner before deployment. Microsoft currently says permission settings cannot be changed after a connection is created. If the connection has the wrong access configuration, delete it and recreate it with the intended setting.
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Federation has a different boundary: content remains in the source, and a custom federated connector uses OAuth-based identity to query on behalf of the signed-in user. Confirm that the source’s authorization checks apply to each user’s access, rather than relying on a broad service-level permission that could return data they should not see.
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Follow an implementation path for your source
- Identify the source and Copilot experience. Decide which business content should be available and whether the goal is indexed discovery and grounding or a live query to the source.
- Check the Microsoft connector catalog and prerequisites. If a Microsoft-built synced connector fits, review its source-specific deployment guide. Otherwise, assess the Copilot connectors API for custom ingestion or federation for runtime queries.
- Confirm licenses and roles. Verify the relevant tenant and per-user entitlements, assign an AI administrator, and arrange access to the source service for any required administrators.
- Prepare identity, credentials, and permissions. For synced ingestion, obtain source credentials and choose whether to respect source ACLs or expose content organization-wide. For federation, configure OAuth identity with Microsoft Entra ID and ensure user-scoped authorization is respected.
- Configure the connector in the Microsoft 365 admin center. Use the source-specific guide for connection settings, environment requirements, and authentication; the exact steps differ by connector.
- Validate with representative users. Test expected search or Copilot results using accounts with different source permissions. Confirm that permitted users can find the intended content and that restricted users cannot retrieve it.
Microsoft’s broad prerequisites guidance is not a substitute for the deployment guide for a particular source. Connector configuration, authentication, and permission details depend on that source and your environment.
Use the API or federation when a built-in synced connector is not the fit
Copilot connectors API
The Copilot connectors API is an option when no suitable built-in connector exists or when the organization needs a custom schema or ingestion process. It requires development and data modeling, and API-ingested items consume item quota. Confirm the applicable quota and implementation requirements in Microsoft’s API documentation before estimating scope.
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Custom federated connector
Microsoft’s custom federation guidance describes an MCP server that exposes read-only tools, such as search, fetch, or query. The server, OAuth setup, and user-scoped authorization are part of the security boundary. Validate the available tools and access behavior with the source owner before enabling queries.
Use the dedicated path for on-premises SharePoint Server
For content in an on-premises SharePoint Server farm, Microsoft documents a SharePoint Server connector path. It requires a configured SharePoint Server environment and a Microsoft Graph connector agent installed and registered to the tenant; an AI administrator deploys the connector. Authentication and permission setup depend on the environment, so follow Microsoft’s SharePoint Server deployment guide rather than assuming that cloud SharePoint instructions apply.
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