Enable Agents in SharePoint without needing a CoPilot license for Agent users

Introduction

Microsoft’s Copilot Studio is revolutionizing how businesses create and manage AI agents. With its robust integration into SharePoint and other Microsoft 365 services, organizations can now deploy intelligent agents to automate workflows, streamline operations, and enhance collaboration. However, a common concern arises when companies consider licensing: “Do all my employees need a Copilot license to use SharePoint agents?” The answer is a resounding no—and here’s why.

Understanding Copilot Licensing

Microsoft provides a straightforward licensing structure for Copilot, which involves three key types of licenses:

  1. Copilot Studio Per User License:
    This license is required for individuals who will create and manage agents within Copilot Studio. Think of it as the “builder’s pass.” Only those directly involved in designing and maintaining these agents need this license. This license in included in the Microsoft 365 Copilot license of €30 (see point 3).
  2. Copilot Studio Tenant License:
    This is an organization-wide license acquired by the tenant administrator. It’s a foundational requirement for enabling Copilot Studio across your company but cannot be assigned to individual users. This license ensures your organization has the necessary infrastructure to create and deploy agents. You can choose between a pay-as-you-go license (€0,01 per message) or license with message packs (€200 per month for 25000 messages). Copilot Studio in Microsoft 365 Copilot
  3. Microsoft 365 Copilot Per User License:
    Users licensed with Microsoft 365 Copilot can use agents created using “classic orchestration” mode that consumes Classic Answers and Generative Answers for Teams, SharePoint and Microsoft 365 Copilot, and this will not consume Copilot Studio messages. If users licensed with Microsoft 365 Copilot use their organization’s agents deployed on any other channels, this usage will consume Microsoft Copilot Studio messages.

Getting started

In our opinion, the best way to get started if you don’t already have internal Copilot experience is by choosing Copilot Studio’s pay-as-you-go license. You can build your agents without paying a €200 license fee and easily deploy them in your organization. And if you need some help, let us know.

And here’s the good news: employees interacting with agents don’t need any special licenses. Once an agent is published, it becomes accessible to anyone within your organization who has permissions to use it. Whether they’re submitting a request, retrieving information, or collaborating on tasks through a SharePoint-integrated agent, regular users don’t require a Copilot license. The cost is handled via the message pack or pay-as-you-go license.


The Value of the Microsoft 365 Copilot License

While it’s true that not every employee needs a Copilot license to interact with agents, the Microsoft 365 Copilot license—priced at €30 per user—delivers significant value for users who have it.

Microsoft 365 Copilot is much more than just a tool for creating agents. It’s an AI-powered productivity assistant that enhances individual and organizational efficiency by leveraging large language models (LLMs) like GPT-4. Here’s what it offers:

  • Enhanced Productivity and Skills:
    Copilot empowers users to complete tasks faster and more effectively, such as drafting content, summarizing information, or answering complex questions—all within the context of their work.
  • Real-Time Intelligence:
    By coordinating LLMs with content in Microsoft Graph (emails, chats, documents, etc.), Copilot provides personalized, context-aware suggestions that are directly relevant to the user’s work tasks.
  • Integration with Everyday Apps:
    Copilot works seamlessly across Microsoft 365 apps, including Word, Excel, PowerPoint, Outlook, and Teams, making it a versatile assistant for a wide range of business activities.
  • Business Impact:
    With Copilot, users can automate repetitive tasks, focus on strategic activities, and unlock new ways of working smarter—not harder.

How the Licensing Works in Practice

Imagine your organization deploys a SharePoint agent to handle IT support requests. Here’s how the licenses would play out:

  • IT Professionals (Creators and Managers): These individuals need a Copilot Studio User License to design, deploy, and manage the agent.
  • Employees Using the Agent: They don’t need any special licenses to interact with the published agent.
  • Users with a Microsoft 365 Copilot License: These users gain access to Copilot’s AI-powered productivity features, enabling them to draft emails, analyze Excel spreadsheets, or create presentations effortlessly.

This model ensures that businesses can control costs while offering premium AI features to employees who would benefit most from them.


Key Takeaway for Businesses

The misconception that every employee needs a Copilot license can deter organizations from leveraging this powerful tool. In reality, only creators and administrators of agents require individual licenses, while users can interact with agents without extra costs. At the same time, investing in Microsoft 365 Copilot licenses for specific employees can significantly enhance productivity and drive innovation.

By understanding and optimizing your license allocation, you can strike the perfect balance between cost-efficiency and capability. Whether it’s creating intelligent SharePoint agents or empowering users with AI-driven tools, Microsoft’s Copilot ecosystem has something to offer every organization.


Final Thoughts

Microsoft 365 Copilot opens up a world of possibilities for businesses, from streamlining agent creation to enhancing individual productivity. With its dual licensing structure, companies can adopt AI tools without overburdening their budgets, while those who invest in full Copilot licenses will unlock unparalleled productivity and innovation.

Ready to explore what Microsoft 365 Copilot can do for your business? Contact Aigentel if you need some help!


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