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Comparison · All markets

When Microsoft Copilot is enough, and when it isn't

DeepVox team
Published · 5 min read

In short

Microsoft 365 Copilot is a strong choice when your knowledge lives in Microsoft 365 and your data may be processed in Microsoft's cloud. A self-hosted system fits better when data can't leave your boundary, professional secrecy applies, knowledge lives outside Microsoft, permissions are complex, or you need voice agents and deeper automation.

When Copilot is enough

If your documents, mail and chat live in Microsoft 365, your data can be processed in Microsoft's cloud, and you mainly want help inside Office apps, Copilot is a natural fit. It is priced at $30 per user per month on top of a qualifying Microsoft 365 licence, with other bundles available.

Five reasons to look further

  1. Data can't leave your boundary. Rules or policy require processing on infrastructure you control.
  2. Professional secrecy applies. For example §203 StGB for German lawyers, tax advisers and doctors.
  3. Knowledge lives elsewhere. Confluence, Jira, Salesforce, SAP, legacy file shares and databases.
  4. Permissions are complex. Ethical walls, case-level access or external users.
  5. You need voice or deeper automation. Phone voice agents and workflows that update back-end systems.

Using both

Many organisations keep Copilot for everyday Office productivity and run a self-hosted system for sensitive knowledge, voice lines and automation. The two can coexist; our Microsoft connectors read SharePoint, OneDrive, Outlook and Teams through Microsoft's APIs.

The test

Write down where your sensitive data must stay, where your knowledge actually lives and what you want the AI to do. If all three point at Microsoft 365, Copilot may be the answer. If not, a discovery sprint will show the alternative.

Source: Microsoft 365 Copilot pricing 2026. See our Copilot alternative page.

General information, not legal advice. Questions? Write to sales@deepvox.ai.

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