AI in SharePoint
During the Public Preview, AI in SharePoint requires several prerequisites before users can access it. First, each user must have an active Microsoft 365 Copilot license. AI in SharePoint is included with this license during preview and at General Availability, with no extra charge.
By default, AI in SharePoint is turned off for all tenants. A PowerShell opt-in is required by a SharePoint Administrator or Global Administrator. Admins can enable the feature tenant-wide or only for selected SharePoint sites. Organizations that already enabled the earlier Knowledge Agent preview do not need to opt in again.
For the full preview experience, Microsoft recommends enabling Anthropic as an approved AI sub-processor in the Microsoft 365 Admin Center. This allows access to advanced reasoning models for multi-step planning and content execution. If Anthropic is not enabled, SharePoint uses a fallback model with potentially reduced capabilities. In EU and UK tenants, Anthropic is disabled by default and must be manually enabled.
To configure access, admins must use SharePoint Online Management Shell version 16.0.26615.12013 or later. If errors occur, older conflicting SharePoint modules should be removed and the latest module installed.
Access is managed through KnowledgeAgentScope settings:
- AllSites: Enable on every site
- IncludeSelectedSites: Enable only selected sites
- ExcludeSelectedSites: Enable all except selected sites
- NoSites: Disable everywhere (default)
Admins can manage up to 100 site URLs using KnowledgeAgentSelectedSitesList, with options to overwrite, append, or remove entries.
For multi-geo tenants, the configuration must be run separately in each geo region. AI in SharePoint is currently unavailable in GCC, GCC High, DoD, and air-gapped environments.
Create a document library with AI
Creating a Document Library with AI in SharePoint allows users to build a fully configured SharePoint document library using a simple description instead of manually setting up columns, metadata, and tagging rules. Users describe what the library is for and can optionally upload a sample file. Microsoft SharePoint AI then generates the library name, description, and metadata structure automatically.
This is useful for many business scenarios:
- Finance: Invoice storage, expense reports, financial archives
- Legal: Contracts, compliance records, policy libraries
- Project Management: Deliverables, specs, milestone documents
- HR: Employee records, onboarding files, training materials
How It Works
Describe the purpose
Example: “I need a library for vendor invoices.”
Upload a sample file (optional)
A sample document helps AI understand the structure and recommend better metadata fields. Files can come from the SharePoint site, Microsoft OneDrive, or a local device.
AI builds the configuration
AI proposes a library name, description, and metadata columns tailored to the document type.
The library is created automatically
The sample file is copied (if provided), and AI-powered columns are configured.
AI-Powered Columns
Once created, the library includes smart columns that automatically read uploaded files and fill metadata values such as names, dates, categories, or invoice numbers. Users can review and edit values anytime.
Prerequisites
- Active Microsoft 365 Copilot license
- Tenant and site enabled for AI in SharePoint preview
- Permission to create document libraries
Supported Files
This feature uses the same Autofill engine in SharePoint, meaning supported file types for metadata extraction also work during setup and future uploads.
Overall, it helps organizations create structured, searchable libraries faster while reducing manual administration.
Create sites with AI
Create Sites with AI in SharePoint helps users build complete Microsoft SharePoint sites using natural language instead of manual setup. Users simply describe the site they need, and AI generates a suggested structure with pages, lists, libraries, navigation, and sample content. Nothing is created until the user reviews and approves the plan.
Prerequisites
- AI in SharePoint preview must be enabled by a SharePoint or Global Admin
- Tenant must use the All Sites or the Exclude Selected Sites configuration
- Active Microsoft 365 Copilot license required
- Users must have permission to create SharePoint sites (self-service site creation enabled)
Key Benefits
- Plan with AI – Describe your needs without SharePoint expertise
- Review Before Build – Edit pages, lists, and libraries before creation
- Fast Provisioning – AI creates the full site in minutes
- Ongoing Improvement – Continue refining the site with AI after launch
How It Works
Step 1: Describe the Site
Example: “Create a site for project collaboration and progress tracking.” AI may ask follow-up questions.
Step 2: Review the Plan
AI proposes pages, navigation, libraries, lists, columns, and views.
Step 3: Refine by Chat
Users can request changes such as adding columns, removing pages, or renaming sections.
Step 4: Build the Site
After approval, AI creates the site using SitePlan.md, adds pages, lists, libraries, settings, and sample data. Provisioning may take up to 30 minutes.
Step 5: Explore & Improve
The site includes ready-to-use sample content, files, and lists. AI also suggests next steps, such as sharing and further setup.
Unsupported During Preview
Complex Microsoft Power Automate flows, advanced permissions, formatting, advanced web parts, and third-party integrations may require manual setup after creation.
Create Autofill Columns in SharePoint uses AI to automatically generate metadata columns for document libraries. It analyzes files in the library, suggests useful columns, and creates prompts that extract metadata directly from file content. This helps improve organization, searchability, and automation in Microsoft SharePoint.
How It Works
- Open the AI in SharePoint icon in the library
- Select Create Autofill Columns
- AI reviews up to the first 20 recent files (or only selected files if chosen manually)
- Suggested columns appear as AI-generated recommendations
- Users can edit, rename, remove, or add custom columns before saving
Once saved, AI processes the first 20 files and begins extracting metadata into the new columns.
Automatic Metadata for New Files
After setup, any newly uploaded files are automatically analyzed and tagged with metadata, even if the uploader does not have a Microsoft 365 Copilot license.
Users can also apply autofill to older files by selecting them and using the Autofill action.
Supported Features
File Types: .csv, .docx, .pdf, .xlsx, and other Microsoft 365-compatible formats
Column Types: Text, Number, Yes/No, Date, Choice, Currency, Hyperlink, Managed Metadata
Languages: Prompts supported in Copilot languages, but file processing currently supports English content only
Limitations
- Unsupported columns: Person, Lookup, Image, Location
- Recommended maximum: 10 AI columns per library
- Best for files under 65 pages
- Only files are supported, not folders
- Encrypted files cannot be processed
- Works only in supported SharePoint document libraries, not subsites or system libraries
Requirements
- AI in SharePoint Public Preview enabled for site or tenant
- Supported SharePoint document library environment
This feature reduces manual tagging and helps keep libraries structured at scale.
Automate workflows in a SharePoint document library
AI in SharePoint (preview) enables users to automate document library workflows using natural‑language prompts, eliminating the need for technical configuration or complex menus. Once a SharePoint site is opted into the AI preview (at the site or tenant level), users can describe what they want to happen, and SharePoint automatically generates and configures an appropriate rule.
Users start by opening a document library and selecting the AI in SharePoint icon, then choosing Set up rules from the quick actions menu. The AI chat panel suggests common automation actions and, on first use, may automatically create up to three metadata columns based on existing files. These columns are auto‑populated and can be used as rule conditions.
Users can either select a suggested prompt (such as sending notifications) or enter a custom prompt that clearly defines the trigger and action. Supported actions include sending emails, moving files, copying files, and setting column values. After submitting a prompt, SharePoint generates a rule that can be reviewed and created. Once saved and applied, the rule runs automatically whenever its conditions are met. All existing rules can be managed via Automate > Rules > Manage rules.
Supported triggers are item creation, modification, and deletion. Files must be in English for AI processing, and encrypted files cannot be analyzed. Certain actions such as delete, translate, and date‑approaching triggers are not yet supported. Libraries are limited to 15 rules, and notifications are sent from a no‑reply SharePoint email address.
Create views in a SharePoint document library
SharePoint’s AI capabilities allow users to quickly create custom views in a document library by using natural language prompts. These features are available in the AI in SharePoint preview and require sites or tenants to be explicitly opted in. The goal is to make it easier to highlight the most relevant documents by automatically showing or hiding columns, applying filters, and sorting or grouping files.
Users start by selecting the AI icon in the lower-right corner of a document library and choosing Create new view. A chat panel opens with suggested actions, such as showing recently updated files. If it’s the first time using AI in the library, SharePoint may automatically generate up to three metadata columns based on the existing files. These columns can help improve how views are created and displayed.
Users can either select a suggested prompt or enter a custom instruction. Effective prompts clearly describe what should be filtered, sorted, grouped, or displayed. For example, a view can be created to show past-due invoices grouped by vendor, project plans grouped by phase, or HR policies filtered by effective date. Once submitted, SharePoint generates the view and summarizes its configuration in the chat panel.
The generated view is immediately applied to the library and may include visual cues that make grouped or filtered items easier to identify. When saving, users can update the current view or create a new public view that is visible to everyone with access to the library. Newly created views can also be renamed later.
Supported actions include showing or hiding columns, sorting, filtering, and grouping. Certain column types and file conditions apply, and some features such as personal views, encrypted file analysis, and advanced formatting are not yet supported.
Monitor file processing status
SharePoint in Microsoft 365 provides a way to monitor real-time file processing when AI capabilities are enabled. This feature helps users track how files are being processed in document libraries and understand whether actions succeed or fail. It allows visibility into when processing starts, the current status, and detailed outcomes, making it easier to identify issues and confirm successful completion.
To use file processing status monitoring, a Microsoft 365 Copilot license is required, and AI capabilities in SharePoint must be enabled in the public preview at either the site or tenant level. Files in sites that are not opted in do not receive AI processing benefits.
When an on-demand file processing request is submitted, a message bar appears at the top of the document library indicating that processing is in progress. Selecting View status opens the activity panel, which displays the current action. Users can monitor a single file, multiple selected files, or all files in a library by using the More options (…) menu and choosing View recent activity.
The activity panel provides a list of processing events, including the file name, a summary of the action taken, the processing status, and the date and time of each event. Status values include In progress, Completed, and Failed, with clear descriptions explaining successful actions or reasons for failure. If no files or more than 30 files are selected, the panel shows activity for the entire library.
Filtering options allow users to review activity from the last 60 days, narrow results by date range, or display only failed processing events for faster troubleshooting.
Generate structured documents in a SharePoint document library
Structured document generation in SharePoint enables organizations to turn Word document templates into AI-powered forms that automatically create consistent, governed documents. Users fill out a form, and a new document is generated with the submitted values merged into predefined fields, eliminating manual editing while preserving approved language, formatting, and structure. This capability is well suited for standardized documents across legal, HR, finance, procurement, sales, and operations.
The process involves two roles. Content managers design and govern templates, define required fields, and configure conditional rules. Content consumers simply complete forms to generate documents. To create a form, a Word (.docx) template is uploaded to a SharePoint document library. AI analyzes the document and suggests fields such as names, dates, and addresses, which can be refined, made mandatory, or expanded with additional fields. Supported field types include text, numbers, dates, choices, images, emails, hyperlinks, and SharePoint list lookups.
Conditional sections allow parts of a document to appear or remain hidden based on form responses, such as country-specific clauses. Templates can be fine-tuned directly in Word for advanced field mapping, formatting, and business rules, then published back to SharePoint as a form.
After publishing, the form can be customized by showing or hiding fields, applying themes, and adjusting settings like notifications, response limits, PDF generation, and availability. The form link can be shared via Teams, Outlook, or embedded on SharePoint pages, and it remains the same even after updates.
Each submission generates a new document stored in a governed library with metadata automatically captured, making documents easy to search, filter, and automate with SharePoint rules and Power Automate workflows.
Extending AI in SharePoint with Skills
Microsoft 365 Community Conference 2026 announced AI in SharePoint as a major step beyond generic AI by giving organizations AI that understands their own processes, terminology, and standards. Instead of generic responses, teams can now teach SharePoint AI how their business works and apply that knowledge across sites.
The update introduces three core capabilities:
- Shared Context – Lets teams add site-level guidance such as naming conventions, writing style, internal language, and structural rules. This shared knowledge automatically helps all users on the site.
- Skills – Converts repeatable workflows into reusable AI processes written in plain language. Examples include project tracker creation, metadata enforcement, proposal assembly, and outdated content identification.
- Content Generation – Enables SharePoint AI to create finished deliverables such as Microsoft Word files, Microsoft Excel workbooks, Microsoft PowerPoint decks, and structured reports directly inside SharePoint.
All of these are stored as editable Markdown files in an Agent Assets library and remain protected by existing SharePoint permissions, retention, and audit controls. This is especially valuable for industries like legal, financial services, and healthcare, where process consistency, governance, and institutional knowledge are essential.
