SharePoint Copilot: Enhanced Collaboration and Communication Powered by AI

Table of Contents:

Decoding the Benefits of SharePoint AI

The Future of SharePoint: AI-Infused Capabilities

7 Reasons to Use Copilot in SharePoint

How to Configure Copilot in SharePoint

How Can a SharePoint Service Partner Help Here?

FAQs on SharePoint Copilot

So far, more than 250,000^[i] businesses, including 85% of Fortune 500^[ii] companies are leveraging SharePoint as a document management and storage system.

Along with this capability, SharePoint enables businesses with simple sharing, seamless collaboration, and improved engagement through the intranet. It also empowers businesses to harness collective knowledge and accelerate productivity by transforming processes.

However, with the synergy of AI in SharePoint, it is redefining the process of content creation, developing more compelling and engaging SharePoint pages and websites. Now, AI is being used in SharePoint to automate mundane tasks, improve the accuracy and relevance of search results, and personalize content for individuals and users.

Not just this, the innovation of SharePoint Copilot empowers businesses to gain deeper engagement, enable simpler authoring, and leverage this flexible platform, smoothly integrating with custom apps and functioning specific workflows.

So, how can you use SharePoint AI for your business?

Let’s explore this blog post that deep dives into everything new about SharePoint AI and how this innovation can benefit your business.

Decoding the Benefits of SharePoint AI

1. Increased Productivity: SharePoint AI can enable you to automate tasks, refine search capabilities, and personalize engagement, contributing to heightened productivity. For instance, SharePoint AI can streamline document classification, freeing up employees for strategic task management. Furthermore, its enhanced search accuracy can expedite your information retrieval, and personalized content can sustain engagement.

2. Improved Decision-Making: SharePoint AI provides data-driven insights for informed decision-making. Using it, you can analyze sales records and uncover trends crucial for pricing strategies, marketing campaigns, and product development, all while fostering smarter choices.

3. Reduced Costs: You can lower costs by automating processes and refining efficiency with SharePoint AI. Additionally, its invoice processing automation and improved data entry capabilities can diminish errors and ensure time saving, consequently reducing expenses.

4. Improved User Experience: Tailoring SharePoint to individual users via AI-driven content suggestions, personalized experiences, and recommendations can improve user engagement and enhance user experience.

5. Strengthened Security: SharePoint AI bolsters security by proactively identifying and mitigating potential threats. Not just this, using it, you can scan documents for malicious content and monitor user behavior to safeguard against cyberattacks and create a secure business environment.

The Future of SharePoint: AI-Infused Capabilities

1. Copilot in SharePoint

SharePoint Copilot utilizes Large Language Models (LLMs) and Microsoft Graph data, turning your descriptions into SharePoint sites and pages. Copilot creates and refines content that aligns with your business’s vision and reduces setup time. With a brief prompt in Copilot, you can generate starter sites, incorporating relevant data and branding.

It also enables you to collaborate and fine-tune site configuration, such as navigation and aesthetics. Additionally, Copilot transforms existing content into visually appealing SharePoint pages, using new web design elements. It can also aid in rewriting text to enhance engagement.

2. AI Builder in SharePoint With Microsoft Syntex

Microsoft Syntex is a service in SharePoint that enables you to create AI Builder models within your SharePoint environment. AI Builder is a part of the Microsoft Power Platform that can be used to create and deploy custom AI models without the need for extensive coding knowledge. Microsoft Syntex enhances SharePoint’s capabilities by integrating AI-driven models for document processing.

You can apply these two types of AI Builder models within your SharePoint library, using Microsoft Syntex:

• Freeform Document Processing: This type of AI Builder model is designed for processing unstructured or freeform documents. It can be used to extract information and insights from documents such as contracts, letters, statements of work, and more.

• Structured Document Processing: This AI Builder model is tailored for structured documents, such as invoices, purchase orders, tax documents, and other forms with consistent formats.

Additionally, Microsoft SharePoint Syntex offers AI-driven capabilities including content understanding, automatic labeling for security, flexible content discovery, streamlined tagging for increased efficiency, workflow automation, and simplified search and collaboration for enhanced productivity.

3. SharePoint Power Automate

SharePoint Power Automate is a cloud-based automation platform within Microsoft that enables task automation in SharePoint. With no-code/low-code capabilities, it can be leveraged by users with basic to expert technical knowledge. Using it, you can automate tasks, including email sharing, creating/updating records, copying/moving/deleting files, launching workflows, and more.

Furthermore, it can enhance your efficiency by automating document approvals, creating task lists, sending reminders, automating data entry, and designing custom workflows. So leverage this valuable tool to streamline processes and enhance productivity.

4. Microsoft Bot Framework in SharePoint AI

The Microsoft Bot Framework empowers SharePoint with chatbots and interactive AI programs. These bots can deliver customer support, answer inquiries, and execute tasks. You can create a bot via this framework by:

• Registering it on the Bot Framework Portal

• Embedding it in a SharePoint web part

Next, you can engage with this bot through chat windows on your SharePoint site, providing 24/7 customer support, answering to queries, and facilitating task automation. This enables you to enhance efficiency, reduce support costs, and personalize interactions. Incorporating the Microsoft Bot Framework into SharePoint, you can elevate user engagement, streamline processes, and augment productivity through AI-powered interactions.

5. Microsoft Copilot in SharePoint

Microsoft Copilot in SharePoint empowers users by streamlining the creation and management of SharePoint sites and content. It enables users to quickly generate site components from simple descriptions and assists in editing through natural language commands.

As part of Microsoft 365, Copilot adheres to the data security and privacy protocols of the Microsoft 365 ecosystem, enhancing productivity and efficiency in teams. SharePoint users can swiftly generate content using Copilot, translating verbal prompts into fully-fledged sites and pages within moments. Through its conversational interface, users can request Copilot to construct an asset and then collaboratively refine and edit it.

Furthermore, the introduction of a “Start page” feature enables users to kickstart site creation with straightforward prompts. Copilot leverages information from various assets within the ecosystem to populate the site, ensuring brand consistency across pages and assets. For any modifications, Copilot also assists in site configuration through interactive prompts, enhancing navigation and settings.

Additionally, Copilot aids users in converting existing content into SharePoint pages, transforming presentations and documents into visually engaging pages while maintaining the brand’s voice in critical text passages.

Related Read: Master Your SharePoint Online Migration

7 Reasons to Use Copilot in SharePoint

1. Streamlined Content Creation: Copilot in SharePoint assists users in quickly generating site components, pages, and documents using natural language commands, making content creation more efficient.

2. Enhanced Collaboration: By enabling co-authoring and real-time editing, Copilot in SharePoint fosters teamwork and improves productivity among users, enabling seamless collaboration on projects.

3. User-Friendly Interface: The conversational interface simplifies interactions, making it easier for users to request and refine content, reducing the learning curve for new users.

4. Personalized Experiences: Copilot in Sharepoint can tailor recommendations and content suggestions based on user behavior and preferences, enhancing engagement and relevance.

5. Efficient Information Retrieval: With advanced search capabilities, Copilot in SharePoint helps users quickly find relevant documents and information, ensuring time saving and improving workflow.

6. Reduced Administrative Burden: By automating repetitive tasks, Copilot frees up time for users to focus on more strategic activities, boosting overall productivity.

7. Integration With Microsoft 365: As part of the Microsoft ecosystem, Copilot leverages existing tools and services, providing a cohesive experience across applications.

Related Read: Foster Collaboration by Migrating to SharePoint Online

How to Configure Copilot in SharePoint

To enable Copilot in SharePoint, follow these steps:

1. Navigate to Your SharePoint Site: First, log in to your SharePoint environment and go to the site where you want to enable Copilot.

2. Access Library Settings: Go to the document library where you want to enable Copilot. Click on the “Library” tab in the ribbon at the top of the page, then click on “Library Settings.”

3. Configure Versioning Settings: On the Library Settings page, under the “General Settings” section, click on “Versioning settings.”

4. Enable Major and Minor Versions: In the Versioning Settings page, locate the “Document Version History” section. Choose the option to “Create major versions” and optionally “Create minor (draft) versions” if you want to implement more granular versioning.

5. Save Changes: Scroll down to the bottom of the page and click on the “OK” or “Save” button to save your changes.

6. Ensure Co-authoring is Enabled: Co-authoring should now be enabled for documents in the library. Users with appropriate permissions can simultaneously edit documents stored in this library.

7. Test Co-authoring: Upload a document to the library and have multiple users access and edit it simultaneously to confirm that Co-authoring is working as expected.

Related Read: Building an Interactive SharePoint Intranet Portal to Boost Engagement

To Conclude

Other than the above-mentioned solutions, SharePoint introduces several AI innovations, including:

• Content suggestions for easier content incorporation

• SharePoint pages integrated into emails for broader outreach

• Enhanced visuals through image and video editing

Additionally, this synergy provides seamless collaboration with Microsoft Teams, improved engagement via integration with Microsoft Viva, and ongoing developer integration for customized solutions. Ultimately, all these breakthroughs will enrich your SharePoint capabilities and enhance user experience.

How Can a SharePoint Service Partner Help?

A SharePoint Service Partner can facilitate the user adoption and implementation of Copilot for SharePoint by providing expert guidance on setup, customizing features to meet specific business needs, and providing training sessions. Their support will ensure seamless integration, maximize user engagement, and enhance overall productivity within the organization.

As a Microsoft Gold Certified Partner, Grazitti Interactive provides comprehensive SharePoint services, including customization, development, consulting, migration & upgradation, cross-platform integration, design, and more. Since 2008, we have enabled many businesses to improve their collaboration, document management, workflows, and security with robust SharePoint services. Our SharePoint development cycle includes planning & requirement gathering, system design & architecture, environment setup, coding & implementation, testing, and more. You can connect with our SharePoint experts to discuss your project requirements.

FAQs on SharePoint Copilot

Ques 1. What improvements does SharePoint Copilot bring to businesses and their digital workspace?
Ans. Copilot and SharePoint together provide improvements like simplified authoring with AI-assisted natural language input and enhanced aesthetics for creating visually compelling content. It enables businesses to foster deeper engagement through integrations with email, Teams, and Microsoft Viva. Additionally, it acts as a flexible platform supported by ongoing investments in templates, the SharePoint Framework, and Microsoft Graph for customizable workflows.

Ques 2. What happens to the data on using SharePoint Copilot?
Ans: When using Copilot for SharePoint, your data is utilized to generate content, enhance user experiences, and tailor interactions based on AI analysis. It remains within the Microsoft ecosystem, subject to Microsoft’s privacy and security policies, ensuring compliance and protection against unauthorized access.

Ques 3. How does SharePoint Copilot integrate with Microsoft Teams?
Ans: SharePoint Copilot seamlessly integrates with Microsoft Teams, enabling real-time content collaboration and knowledge sharing within Teams. Businesses can witness enhanced team productivity by accessing and editing SharePoint documents directly from Teams, fostering a unified collaboration environment.

Ques 4. Can SharePoint Copilot help in customizing SharePoint sites?
Ans: Yes, SharePoint Copilot aids in customizing SharePoint sites by using AI to suggest design and content enhancements based on the site’s purpose and audience. It leverages templates and the SharePoint Framework to create tailored site experiences.

Ques 5. What are the content creation capabilities of SharePoint Copilot?
Ans: Copilot for SharePoint revolutionizes content creation by enabling users to generate compelling pages and posts using natural language commands. It also supports the inclusion of multimedia elements to create visually engaging content efficiently and creatively.

Ready to Strengthen Your SharePoint Environment With AI? Let’s Talk!

References:

^[i] & ^[ii] Petri