This is one of those settings that many Microsoft 365 Copilot users don't even realise exists. It's incredibly useful, especially when you're working with internal documents, emails, Teams chats, meeting notes, and other organisational information. The challenge? Finding the setting can feel like a treasure hunt.

As trainers, we've discovered that the location of this option can vary depending on the version of Copilot you're using, your organisation's tenant settings, and the latest Microsoft updates. One day it's in one location, the next it's somewhere else. Welcome to the wonderful world of Copilot!

The good news is that the setting does exist, and once you know where to look, it's easy to control whether Copilot includes web content in its responses.

What Does Turning Off Web Search Actually Do?

Microsoft 365 Copilot can combine information from two main sources:

• Your Microsoft 365 work data (emails, files, Teams messages, meetings, SharePoint content and more)

• Public web content

When web search is enabled, Copilot may use information from the internet to help provide more complete and up-to-date responses. Microsoft describes this as using web content to help ground responses with current information. 

However, there are many situations where you may prefer Copilot to focus solely on information from within your organisation.

For example:

• Summarising project discussions

• Reviewing internal policies

• Analysing meeting content

• Preparing client documentation

• Working with confidential organisational information

• Searching for information that you know exists somewhere in Microsoft 365

In these situations, turning off web search can help keep the conversation focused on your internal knowledge and data sources.

Where Is the Setting?

This is where things get interesting.

Many users expect to find a simple on/off toggle front and centre. Unfortunately, Microsoft has moved and adjusted this feature as Copilot evolves.

Currently, many users can find the setting in:

Three Dots Menu → Settings → Personalisation → Advanced Settings

From there, you can control whether web content is included in Copilot responses. Microsoft recently moved this option into the Settings area to provide a more consistent experience across different Copilot applications and devices. 

Some people may also see the option directly from the Auto model selector or associated drop-down menus. Others may find it as a Web Content toggle in the main chat experience.

If you're wondering why your screen looks different from your colleague's, you're not imagining things.

Why Does Everyone's Copilot Look Different?

One of the biggest challenges when training Copilot users is understanding that feature rollouts rarely happen at exactly the same time for everyone.

You might be sitting next to a colleague:

• On the same version of Windows

• In the same organisation

• With the same licence

...and still see different menus.

Microsoft regularly rolls out features in stages. As a result, settings may appear in different locations, have different names, or become available at different times. This has been noted in our own training materials and user guides, where menu layouts can vary between people because Copilot features are constantly evolving and rolling out in phases. 

For trainers, consultants and adoption specialists, this can be a little frustrating.

For people using Copilot, it can be downright confusing.

But it's also part of working with a platform that is evolving at an incredible pace.

When Should You Turn Web Search Off?

There isn't a right or wrong answer. It depends on the task.

Keep Web Search On When:

• Researching current events

• Looking for industry trends

• Finding recent information

• Validating information against public sources

• Gathering broader context

Turn Web Search Off When:

• Working with internal-only information

• Searching organisational knowledge

• Reviewing project history

• Preparing internal reports

• Summarising meetings and communications

• Looking for information that should already exist inside Microsoft 365

A good rule of thumb is to ask yourself:

"Do I want external information or organisational information?"

If the answer is organisational information, turning off web search can help keep Copilot focused.

A Trainer's Perspective

One thing we've learned at 365 Training Hub is that Copilot isn't changing monthly anymore.

It's changing weekly.

Sometimes daily.

Features move. Buttons change. Menus get redesigned. Terminology evolves.

Work mode becomes Work IQ.

Toggles become settings.

Settings become personalisation options.

And then another update arrives.

While that can be challenging, it's also what makes Copilot such an exciting technology to work with.

The key is not memorising every button location.

The key is understanding the concepts behind the tool.

Once you understand the difference between work data and web data, you'll be able to adapt regardless of where Microsoft decides to place the toggle next.

And let's be honest, we trainers secretly enjoy the challenge.

Frequently Asked Questions

Does turning off web search stop Copilot from accessing my Microsoft 365 data?

No. If you have a Microsoft 365 Copilot license and Work IQ enabled, Copilot can still use the Microsoft 365 content you already have permission to access, such as emails, files, meetings and Teams chats. 

Will everyone see the setting in the same place?

No. The location can vary depending on your version of Copilot, your tenant configuration, and Microsoft's current rollout stage. 

Can my organisation disable web search completely?

Yes. Microsoft allows administrators to control whether web search is available to users through organisational policies. If web search has been disabled by an administrator, users may not see the setting at all. 

Is work data more secure than web data?

Both operate within Microsoft's security framework, but work data is sourced from content within your Microsoft 365 environment and respects existing permissions. People only receive information they already have access to. 

Can I tell Copilot to use only work information?

Yes. In addition to adjusting settings, you can explicitly prompt Copilot by saying something like:

"Please use my work data only and do not use web sources."

This can help clarify your intent when working with organisational content. 

Why did Microsoft move the setting?

Microsoft has been working towards a more consistent experience across Copilot products and devices. Recent updates have moved web content controls into Settings so user preferences can persist across supported experiences. 

Final Thoughts

Finding the web search setting may feel like a hidden Easter egg, but once you've located it, it gives you more control over how Copilot works with your information.

Whether you prefer a blend of organisational knowledge and web content, or you want Copilot focused entirely on your Microsoft 365 environment, the choice is yours.

And if the setting moves again next month?

Don't worry.

We'll find it!

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