How to Set Up an Approval Workflow for ChatGPT Integration in Microsoft 365

Have you ever thought about the risks hiding behind AI-powered tools like ChatGPT when employees link their Microsoft 365 work accounts? I came across a LinkedIn post recently, and it really hit me—what if, in the name of productivity, someone unknowingly exposes my corporate data??

True that, AI is incredible,?but the problem is by linking their work account, they’ve unknowingly granted ChatGPT and OpenAI access to corporate files and confidential data. And just like that, sensitive business information could be exposed outside your secure environment. ???

In this post, I’ll break down the integration between Microsoft 365 and ChatGPT, why it’s allowed, the perks and pitfalls of enabling this connection, and—most importantly—how you can prevent such integrations from exposing your sensitive company data. ?

Why Can Employees Link Their Work Accounts to ChatGPT??

You might wonder, “Wait… why would Microsoft allow this?” The answer is simple: integration for productivity.?

Microsoft and OpenAI have a partnership that enables AI-driven features in Microsoft products like Copilot. As part of this collaboration, ChatGPT can now integrate with OneDrive and Microsoft 365 work accounts. This means employees can log into ChatGPT with their work credentials and use AI to process documents, summarize emails, and more.?

The Perks of Integrating ChatGPT with Your Work Account?

On the surface, this sounds great. AI streamlining workflows? Who wouldn’t want that? By connecting to OneDrive, ChatGPT can:?

• With direct access to OneDrive, users can fetch documents and interact with them in ChatGPT. ?

• Access the latest documents and data stored in the cloud.?

• Provide context-aware responses based on work files?

• Enhance collaborative work by integrating information from various sources into a single AI interface.?

While these perks are tempting, the ability to access OneDrive data also might inadvertently be shared that may not have the same stringent security protocols as your internal systems. ?

The Security Risks of Linking OneDrive Work Accounts with ChatGPT?

Sure, AI tools like ChatGPT are great, but when work accounts are linked, that’s where things get risky! Granting third-party apps access to Microsoft 365 is surprisingly easy. While this boosts productivity, it also means employees might unknowingly expose sensitive corporate data. Many organizations allow users to grant app permissions without security oversight—turning “user consent” into a data leakage nightmare.?

Lisa, a financial analyst, logs into ChatGPT with her Microsoft 365 work account. She uploads confidential financial reports, expecting AI to summarize them.?

The problem? That data now lives in ChatGPT’s cloud. If the platform gets hacked or its data policies aren’t clear, financial secrets could be at risk. Multiply this across employees, and you’ve got a serious security issue.?

The Hidden Risks?

1. Employees might unintentionally feed confidential company data into ChatGPT, and once it’s out, IT teams lose control. Some AI tools even store or process data in ways you didn’t expect.?
2. ChatGPT operates outside your security perimeter—once shared, there’s no tracking or revoking access.?
3. Industries like finance, healthcare, or legal could face compliance violations (GDPR, HIPAA, etc.).?
4. A linked work account + phishing attack = direct access to corporate files via ChatGPT.?
5. AI doesn’t always handle data as expected. A casual chat about a confidential project could lead to unintended exposure of sensitive business strategies.?

See how dangerous this can get, but it is! So, how do we stop this before it becomes a major security breach??

How to Block OneDrive Integration with ChatGPT?

If you don’t want your employees linking their work accounts to ChatGPT—even for productivity—you can block it easily. Microsoft Entra gives you full control over which third-party apps can access your organization’s data.?

Here’s how to stop users from consenting to ChatGPT (or any other unapproved app) in Microsoft 365:?

1. Head over to Microsoft Entra Admin Center.?
2. Once inside, navigate to Enterprise Applications—this is where you manage how apps interact with your Microsoft 365 environment.?
3. Find the Consent & Permissions section. This is where you control how users can grant apps access to company data.?
4. Set User Consent for Applications to Do not allow user consent—this ensures employees can’t approve app access without IT review.?

5. Next, go to ‘Admin Consent Settings’ section and turn on admin consent requests’ and fill in the required details. This ensures that any app requesting access requires approval from IT or security teams first.?

Additional tips for you from my side! ?

• Regularly check sign-in logs to identify unauthorized attempts to link accounts.?

• Conduct awareness sessions on why linking work accounts to AI tools can be a security risk.?

• Provide IT-approved AI tools to prevent employees from seeking risky third-party options.?

Disconnect OneDrive for Business Account in ChatGPT?

If any of your users has already linked the organization’s OneDrive to ChatGPT, then it’s high time you suggest disconnecting it. To disconnect OneDrive from ChatGPT, you can follow the below steps:?

1. Click on your ‘Profile’?

1. Go to ‘Settings’ and choose ‘Connected Apps’?

1. You will see the ‘Disconnect’ option for the connected account; select ‘Disconnect’?

Take Action Before It’s Too Late!?

AI is powerful, but unrestricted access to corporate data is a serious risk. If you don’t act now, employees may unknowingly expose sensitive business information to external AI tools like ChatGPT.?

So next time you let an app connect to your OneDrive with a simple click of “Allow,” take a moment to consider the implications. With a few proactive steps in Microsoft Entra, you can secure your company’s sensitive data and maintain the trust of your clients and stakeholders and your sensitive information!?