Naglotech Editorial Team

~ Monday, September 15, 2025

Microsoft Copilot “Work” vs “Web”: What’s the difference and when should you use them?

If you’ve spent any time using Microsoft Copilot recently, you’ve probably spotted the two little options at the top of the chat window: Work and Web. They look pretty similar, they both answer questions brilliantly fast, and they both feel like sourcery. So why do they exist, and which one should you choose?

This guide breaks it down in everyday language, with real examples from typical business tasks. By the end, you (and your team) will know exactly when to use Work for secure, organisation‑aware help, and when Web is the right tool for broader, public‑internet research.

First, Let's Talk About Copilot

You could think of Copilot as your AI teammate that can read and write, look things up and follow multi‑step instructions. It can help you draft a proposal, analyse a spreadsheet, summarise a meeting, or explain a regulation in plain English.

Where it gets really powerful is how it looks for its answers – in other words, which sources it’s allowed to look at to figure out the right response.

That’s where ‘Work’ and ‘Web’ comes in.

At first glance, they might seem very similar but the difference lies in where Copilot searches for information. Understanding this distinction can help you get the right results faster.

What the 'Work' Button Does


The Work option connects Copilot to your organisation’s data, provided you’re signed in with your work account. It draws from the content you already have access to in Microsoft 365, including:

  • Emails in Outlook
  • Meetings and chats in Teams
  • Documents in OneDrive and SharePoint
  • Files and projects your colleagues have shared with you

Essentially, ‘Work’ mode is about helping you with internal knowledge.

Here’s some example use cases:

  • Summarising the last Teams meeting you missed
  • Finding the latest project report in SharePoint
  • Drafting a reply based on an email thread
  • Pulling key details from a Word or Excel file you and your colleagues have been working on

Use 'Work' when the right answer lives inside your business, or when your question relates to your organisation, your projects or your files.

Tip: If you ask a question and Copilot replies that it can’t find anything, you may be in Web. Try switching to Work and ask again.

What the "Web" Button Does


The Web option sends your query out to the internet. Instead of searching your company’s files, it looks across the wider web to bring back fresh, public information.

Example use cases:

  • Checking the latest industry news or trends
  • Looking up competitor information
  • Finding statistics for a presentation
  • Exploring general knowledge or definitions

When to use the “Web” Tab

Use the Web option when you need information from outside your organisation. It’s ideal for researching industry news, competitor insights, market trends, or general knowledge. Because it searches the wider internet rather than your Microsoft 365 files, Web mode is best for adding external context to your work - just remember to avoid sharing any confidential details.

Tip: Web mode is perfect for public facts and market context. It won’t (and shouldn’t) see your internal systems.

Here's Some Common Pitfalls - And How to Avoid Them

 

  • “It didn’t find the document that I 100% know exists.”
    Check you’re in the 'Work' mode and that you have access to the file. Try naming the doc explicitly (exact file name helps).

  • “The answer looks generic and not tailored.”
    Try adding some context: reference a specific meeting, file, client, or folder path. Copilot gives better, more accurate and more useful answers when you provide it with specific context or reference points (like a meeting name, document title or customer).

  • “I’m worried about my company's sensitive data.”
    If it’s confidential, don’t share it in Web. Use Work mode, where content stays inside your Microsoft 365 tenant and follows your organisation’s policies.

  • “I need both internal facts and industry context.”
    Try a two‑layer approach: first use ‘Work’ for the internal facts, then ‘Web’ to layer in public stats and links.

Security, Privacy and Governance

Here's a few tips if you're concerned about your company's sensitive data.

  • In ‘Work’ mode, Copilot can only see what you can see in Microsoft 365. It doesn’t elevate permissions.
  • Content and prompts in Work remain governed by your organisation’s compliance, retention and audit settings in Microsoft 365.
  • In ‘Web’ mode, treat the chat like you would any public internet research: don’t paste secrets, credentials or client‑confidential details.

Final thoughts

Copilot is at its best when you pick the right scope for the job. Use Work to move faster with your own documents, meetings and messages safely. Use Web to learn what’s happening in the world outside your tenant. Used in the right context, they’ll give you a more powerful, secure way to work smarter every day.

Talk to Naglotech Today

To learn more about how you can integrate Microsoft Copilot safely into your organisation, get in touch with Naglotech today. We're not faceless techies in the cloud  - we're real people, and we're here for you.

Call us on: 01255 745745

Email us: info@naglotech.com

 

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