Search Microsoft 365 SharePoint, Teams and mailboxes, connected rather than copied.

The first run reads what is in the shared libraries, folders and mailboxes – including archive folders from years ago that nobody looks at any more. After that, only new and changed items are added. Before that, we go through your files together once: a library where templates and interim versions sit alongside the signed contracts doesn’t make for better answers. Anything that should stay out, you name beforehand.

All three go into the knowledge base, and the source shows where an answer comes from: library, channel, OneDrive or mailbox, each with a date. So you can see for yourself which version is more recent. Which version applies is for your company to decide – that isn’t a technical question, and we don’t tidy anything up. Often, though, this is exactly what prompts a clean-up of the files: where three versions sit side by side, the sources make it obvious.

Access relies on Microsoft’s official route, not on a user interface, so routine changes to 365 don’t usually affect it. It’s different when Microsoft changes the consent rules themselves: for read access to files and mailboxes, Microsoft switched in 2025 to a Microsoft-managed default setting under which an administrator gives consent instead of individual users. If a change like that affects an existing access grant, nothing new comes in, and the access is then renewed together with your administrator. Existing consents and your own consent policies usually remain unaffected.

This is deliberately handled differently. Nothing changes in SharePoint or in the mailbox; in the AI knowledge base, permissions are defined afresh and tied to document types and roles, not to individual files. What you share is read; who can see it afterwards is up to you – management files and personnel records are usually more restricted than the project libraries. For someone who has only recently joined, you can set a cut-off date. If a person lacks permission, the system tells them so rather than answering from a document they aren’t allowed to see.