How Microsoft Copilot Decides Which Data Sources to Search

When you ask Copilot a question, the response depends on where it pulls information. The system does not search all available data every time. Instead, it uses a set of rules to decide which sources to query. Understanding this process helps you get better results and avoid unexpected answers. This article explains how Copilot selects data sources, what controls the selection, and how to adjust those controls for your needs.

How Copilot Selects Data Sources

Copilot does not search every source for every query. The selection process relies on several factors: the context of the query, the user’s permissions, the organization’s policies, and the active plugins. The system first determines whether the question relates to personal or organizational data, public web information, or a specific application.

The primary data sources Copilot uses include:

Microsoft Graph

Microsoft Graph is the unified API that connects to Exchange Online, SharePoint, OneDrive, Teams, and other Microsoft 365 services. When you ask a question about your own work, such as “Show me the latest email from Sarah,” Copilot queries Microsoft Graph to retrieve that specific data. The system only pulls information that your account has permission to see. It does not access data from other users unless they have shared it with you.

Web Content

For questions about current events, public knowledge, or topics outside your organization, Copilot can search the web. This feature is controlled by a toggle in the Copilot settings. By default, web search is enabled in Copilot for Microsoft 365. Users can turn it off if they want responses to rely only on organizational data and plugins.

Plugins

Plugins extend Copilot’s capabilities to third-party services like Jira, Salesforce, or ServiceNow. Each plugin must be installed and enabled by a user or an admin. Copilot only queries a plugin when the query matches the plugin’s defined triggers. For example, a Jira plugin might activate when you ask “What tasks are assigned to me in Jira?”

Local Files and Apps

In Windows, Copilot can also access local files and applications if the user grants permission. This data source is separate from cloud sources. It is used for tasks like summarizing a document on your desktop or opening a specific app.

Steps to Verify and Adjust Data Source Settings

You can control which data sources Copilot uses. The settings vary depending on whether you use Copilot for Microsoft 365, Copilot in Windows, or the free Copilot experience.

Check Web Search Settings in Copilot for Microsoft 365

1. Open Copilot in a Microsoft 365 app
   Launch Word, Excel, PowerPoint, or Teams. Click the Copilot icon in the ribbon or the side pane.
2. Go to Copilot settings
   In the Copilot pane, click the three-dot menu. Select Settings.
3. Toggle web search
   Find the option labeled Allow Copilot to search the web. Turn it on or off as needed. The change applies immediately.

Manage Plugin Permissions

1. Open Copilot settings
   In any Microsoft 365 app, open the Copilot pane and click the three-dot menu. Select Settings.
2. Select Plugins
   Click the Plugins tab. A list of available plugins appears.
3. Enable or disable a plugin
   Toggle the switch next to each plugin. Disabled plugins are not queried by Copilot.

Adjust Data Access in Windows Copilot

1. Open Windows Settings
   Press Windows key + I to open Settings.
2. Go to Privacy and security
   Click Privacy and security. Then select Copilot.
3. Review local data permissions
   Toggle the option Allow Copilot to access local files and apps. Turn it off to restrict Copilot from reading local content.

If Copilot Searches the Wrong Data Source

Sometimes Copilot returns information from an unexpected source. This usually happens because the query is ambiguous or because a plugin overrides the default behavior. Here are common scenarios and how to address them.

Copilot Returns Web Results Instead of Company Data

This occurs when the query does not include enough context. For example, asking “What is the policy on remote work?” might trigger a web search instead of searching your company’s SharePoint site. To force Copilot to use organizational data, add a specific reference in your question. For example, say “Find the remote work policy in our company SharePoint.”

Copilot Ignores a Plugin That Is Installed

The plugin may not be enabled, or the query does not match the plugin’s trigger. Check the plugin status in Copilot settings. If it is enabled, rephrase your question to include the plugin name. For example, instead of “Show my tasks,” say “Show my tasks from Jira.”

Copilot Cannot Access a File You Know Exists

The file may be stored in a location that Copilot cannot reach. Copilot only searches locations accessible through Microsoft Graph. If the file is on a local network drive that is not synced to OneDrive or SharePoint, Copilot cannot see it. Move the file to OneDrive or SharePoint and try again.

Copilot Data Source Types: Comparison

Source Type	What It Contains	How to Control
Microsoft Graph	Emails, files, calendar, Teams messages, SharePoint sites	Permission-based; no user toggle exists
Web content	Public internet pages, news, Bing index	Toggle in Copilot settings
Plugins	Third-party app data like Jira, Salesforce, ServiceNow	Enable/disable in Copilot settings
Local files and apps	Files on your Windows PC, installed applications	Toggle in Windows Privacy and security settings

You now understand how Copilot selects data sources and how to adjust those selections. Start by checking your web search toggle and plugin permissions to match your work needs. For more precise results, add context to your queries by naming the specific source you want Copilot to use. Test with a question that includes a plugin name or a SharePoint site URL to confirm the source selection works as expected.