A Guide to Using Microsoft Copilot With SharePoint

This guide explores how SharePoint and Copilot intersect, providing practical applications and considerations for IT professionals managing complex enterprise environments.

SharePoint and Copilot convergence 

As organizations continue to digitize and embrace AI capabilities, discovering how they can augment and support enterprise platforms is a crucial evolution point.

Microsoft Copilot – the AI-led virtual assistant built on LLMs (large language models) – now extends its functionalities into SharePoint, unlocking new opportunities for managing information, collaborating on projects, and streamlining task workflows.

System administrators responsible for SharePoint environments must therefore understand Copilot’s pivotal features and elements and how they can add value within this ecosystem. This is vital for uncovering productivity and efficiency improvements while remaining compliant with security, permissions and ethical AI frameworks.

Using Microsoft Copilot in SharePoint environments

Copilot integrates with the entire Microsoft 365 suite. As SharePoint inherently exists to enhance team collaboration, Copilot acts as a vital user experience (UX) improvement.

Copilot allows SharePoint users to curate and manage content easily and effectively, using a variety of prompts and tools that leverage enterprise-owned data in contextually relevant ways. 

Essentially, users tell Copilot what they need, Copilot confirms and validates its understanding of the request, and then drafts a basic version of a document, page, or asset using SharePoint layouts and templates. It may intuitively suggest tweaks and adjustments to improve engagement or UX.

Copilot for SharePoint represents the continued deliberate integration of genAI into organizational workflows, operating within the incumbent security framework rather than operating as a siloed, standalone system.

Where to use Copilot in SharePoint

Copilot can be used in SharePoint environments in several key areas.

1. Document creation and management

• Content generation: Create drafts of pages, documents, and site content using prompts
• Document summaries: Quickly generate top-level summaries of lengthy documents 
• Metadata extraction: Identify and categorise key information from documents
• Version comparisons: Analyze differences between document versions 

2. Site design and administration

• Site creation: Generate SharePoint sites and information architecture with the help of AI
• Page layouts: Recommend optimal page layouts and site elements based on content type
• Navigation: Analyze site usage patterns to suggest improvements
• Accessibility: Identify and fix accessibility issues in SharePoint pages and sites

3. Knowledge management 

• Enhanced search: Provide natural language search responses leveraging SharePoint content
• Knowledge aggregation: Identify and surface key insights from document libraries
• FAQ generation: Create frequently asked questions from existing documentation

4. Process and workflow automation

• Process documentation: Generate workflow documentation based on patterns
• Form creation: Design bespoke SharePoint forms based on requirements
• Routing: Suggest optimal approval routes based on content type and architecture
• Task automation: Create Power Automate flows from natural language descriptions

Requirements for using Copilot in SharePoint

Before implementing Copilot in your incumbent SharePoint environment, system administrators must address several prerequisites.

• A relevant Microsoft 365 license including Copilot functionality
• SharePoint Online (the most current version)
• Microsoft Graph API connectivity
• Updated client and server architecture
• Sufficient OneDrive storage capacity within SharePoint
• Microsoft Loop enabled across apps

From the top down, organizations must ensure several estate-wide components are updated to reflect the integration of AI-assisted tools within their existing systems and workflows.

This includes:

• Data governance policies
• User permissions
• Licensing for original assets (including images)
• Access control
• Content quality standards
• Feedback loops 
• Reporting mechanisms
• Training and upskilling plans

Maintaining security and compliance with Copilot and SharePoint

Introducing AI tools like Copilot into SharePoint brings several vital security and compliance considerations that IT professionals and system administrators must promptly and proactively address.

Firstly, it’s important to address broader concerns surrounding ethical AI usage within organizational contexts. It would be naive to ignore the need for stringent AI regulation, particularly for organizations operating in the UK and EU where regulatory frameworks are evolving around AI’s continued evolution and implementation within enterprise systems.

Granted, Copilot operates within your existing Microsoft 365 security boundary and thus will comply with the pre-defined conditions and permissions you have set. However, IT administrators should implement cohesive data loss prevention (DLP) policies before deploying Copilot broadly. Furthermore, appropriate multi-factor authentication (MFA) requirements must be deployed, as should appropriate monitoring of libraries and repositories that Copilot can access. Auditing Copilot’s continued interaction with SharePoint content should also be a priority.

Depending on the sensitivity of data held on file and the regulations your organization is bound to, transparency in process reviews and compliance adherence should be prioritized. This can range from personally identifiable information (PII) in healthcare systems and financial records to trademarked and copyrighted assets which many organizations will have invested substantial resources and funds in curating. These must be properly protected and safeguarded when Copilot references or interacts with them.

How to integrate Copilot and SharePoint effectively

When implementing Copilot for SharePoint, IT professionals should follow these recommendations:

1. Identify the highest-value use cases with which to apply Copilot for testing.
2. Define the KPIs and metrics on which to base project success.
3. Start with a controlled group of users for a pilot project.
4. Establish mechanisms for gathering user experience and feedback.
5. Refine approaches following solicited feedback from users.
6. Implement relevant permissions based on results.
7. Adjust any incumbent policies and procedures accordingly.
8. Develop role-based training materials for different SharePoint users with executive privileges.
9. Create clear guidelines for when and how to use Copilot effectively.
10. Roll out the integration to other projects with established boundaries.
11. Establish open collaboration to encourage the sharing of ideas, suggestions and issues.
12. Regularly evaluate usage patterns and effectiveness, and adjust accordingly.
13. Create escalation paths for addressing AI mistakes or biased outputs.
14. Regularly audit and monitor integrated system usage to isolate fraudulent or unscrupulous activity.
15. Update systems regularly to patch vulnerabilities that could compromise system integrity or user data.

What does the future hold?

Microsoft, like many other tech giants, sees AI firmly within its products’ futures. Their aim is to simplify and optimize the Copilot interface and experience, meaning that organizations can benefit from reduced manual workloads and generate well-informed content at scale.

SharePoint combines workflow automation, collaboration and document management. Adding an expanding and evolving tool like Copilot presents plenty of new opportunities for organizations to enhance efficiency, innovate, and diversify their products. 

Adopting AI tools like Copilot, however, requires looking deeper at the wider issues surrounding widespread AI adoption. Processes will need to be continually refined and aligned, users will need regular, up-to-date training, and resources will need to be carefully managed. Organizational outcomes will also no doubt change over time, but with sufficient oversight and supervision, Copilot can empower organizations and teams to broaden their content delivery pipelines compliantly and with peace of mind.

Understanding the security considerations, technical requirements and optimization best practices outlined in this guide will help organizations leverage Copilot’s capabilities within SharePoint while maintaining appropriate control over its influence. Establishing a robust foundation now will position organizations in the best possible place to thrive as AI integrations continue to become readily available and enticing.

Need more information about Microsoft Copilot and SharePoint integrations? For additional guidance on implementing and managing Copilot within SharePoint environments, explore Petri’s broad array of resources on Microsoft 365.