Yes—an office suite’s AI can process document content when it uses that content to answer a prompt. That is different from storing the interaction or using it to train models. To audit the exposure, identify the exact AI feature and account, check its documented access and data-handling terms, then inspect the user’s permissions and administrator controls. The details below apply to Microsoft Copilot in Microsoft 365 and Gemini in Google Workspace; they do not establish how every office suite or add-in behaves.
What to check before deciding whether documents are exposed
“Sends document data to AI” can refer to several different things: reading a file as context for a response, transmitting content for processing, retaining prompts or responses, or using data to train or improve models. These are separate questions. A no-training commitment does not mean the feature never processes or stores content.
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- Identify the exact feature and account. Record the suite, AI feature name as it appears to the user, personal or work/school account, license, and whether the feature is built into the suite or is a separate service.
- Check what content it can access. Look for documentation about documents and other content that may be used in prompts or retrieved as context, and whether access follows the user’s existing permissions.
- Check when processing occurs. Determine whether the specific feature uses content when a user invokes an AI action, or in other contexts. Do not assume one feature’s behavior applies to every AI function in the suite.
- Check storage and retention separately. Find out whether prompts, responses, uploaded files, or interaction history are stored, who can administer or delete them, and which retention terms apply.
- Review controls and connections. Check whether administrators can disable the feature or limit its data access, whether file sharing is appropriately restricted, and whether connected agents or third-party integrations have separate terms.
- Record the scope. Note the date, account type, license, region, product version, and settings reviewed. Vendor names and controls can change, and the official terms do not verify a particular organization’s live configuration.
What Microsoft says about Copilot and Microsoft 365 documents
Microsoft describes Copilot in Microsoft 365 as working with Microsoft Graph content and Microsoft 365 apps. Graph content can include documents, email, chats, meetings, and other organizational content the user can access. Microsoft says Copilot surfaces organizational data only when the user has permission to view it. The relevant audit is therefore both whether Copilot is enabled and whether the user’s underlying Microsoft 365 permissions are correct. See Microsoft’s Copilot privacy and security documentation.
Microsoft says prompts, responses, and data accessed through Microsoft Graph are not used to train foundation language models. It also says Copilot interaction content—prompts and responses—is stored under Microsoft 365 commitments and can be managed by administrators using Content Search or Microsoft Purview. These statements address different stages: content can be processed to provide a response without being used for model training, and interaction content can still be stored.
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Microsoft’s documentation notes evolving branding: Microsoft 365 Copilot is now named Microsoft Copilot, while some licenses and experiences may retain the older name. Check the feature shown in the organization’s tenant and confirm that the documentation matches it.
What Google says about Gemini in Workspace
Google says Gemini features in Workspace apps can use Workspace content to make responses more useful. Google states that it does not use Workspace data to train or improve the generative AI models that power Gemini and other systems outside Workspace without permission. For the applicable product and account, check Google’s Gemini data-protection explanation and its guide to what controls Gemini’s access to Workspace data.
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Google says Gemini’s access follows the user’s Workspace access: for example, it can access files shared with that user, subject to additional restrictions. Administrators can restrict Gemini entirely or limit its access to some or all Workspace data. That makes both the AI setting and the user’s file-sharing permissions relevant.
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Check both AI access and document sharing
A file’s sharing setting answers who can access the file; an AI control answers whether the feature is allowed to use Workspace data. They are separate checks. For a Google document, open its Share settings and check whether general access is set to Restricted. Google explains this in its guide to privacy basics in Docs, Sheets, Slides, and Vids. Also ask the Workspace administrator which Gemini data-access controls apply to the account.
For Microsoft 365, review the file and organizational permissions that determine what the user can see, along with whether Copilot is available to that user. If permissions are broader than intended, an AI feature that honors those permissions may still surface content the user should not have been able to access in the first place.
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Use this checklist with an administrator
- Which exact AI feature is enabled, and is it built into the suite or a separate service?
- Which account type, license, region, and product version are covered by the applicable terms?
- What document and other organizational content can the feature use, and does access follow the user’s permissions?
- When is content processed: only after a user invokes a specific action, or in other contexts described for that feature?
- Are prompts, responses, files, or interaction history stored? What terms govern retention and who can manage it?
- What does the vendor say about training or improving models, and are there permissions or exceptions?
- Can administrators disable AI access or restrict it to some data? Are connected agents or integrations governed separately?
- Are document sharing and tenant permissions appropriate for the people who can use the feature?
Users who cannot see administrator controls should ask their IT administrator to confirm the tenant’s current settings. Recheck after configuration or product changes, and use current official documentation for the relevant account and region.
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