The new possibilities of artificial intelligence are revolutionizing the way we create, share, and manage information in our organizations. SharePoint Online Copilot has emerged as a A true revolution in Microsoft's productivity suite, providing AI features that make life easier for both content creators and entire teams.
Many users have heard about Copilot, but few people are fully aware of everything it offers in the context of SharePoint and what tools it actually offers. If that's you, you'll be interested in this article.
What is SharePoint Online Copilot and how does it fit into Microsoft 365?
SharePoint Online Copilot is the intelligent assistant developed by Microsoft that uses generative AI to accompany and enhance the creation and editing of content on SharePoint sites. It is seamlessly integrated into the Microsoft 365 ecosystem and leverages the most advanced language models and data stored in Microsoft GraphThe goal is to help you create pages, sites, documents, and even automate routine tasks, all while adhering to strict security and privacy standards.
Copilot does not replace human creators, but acts as a digital copilot that collaborates with you, suggests ideas, transforms formats and accelerates processes, freeing up time for users to focus on truly relevant content and strategic tasks.
Main advantages of Copilot in SharePoint
- Saving time and effort: Allows you to create pages and complete sites from simple descriptions, transforming words into functional web structures in a matter of seconds.
- Smart automation: From customizing sites to transforming Word, PowerPoint, or PDF documents into dynamic pages.
- Enhanced Collaboration: Facilitates the updating and organization of shared resources, integrating information from across the organization.
- Design and customization: It offers visual suggestions, responsive layout, and content recommendations for attractive and professional pages.
- Security and compliance: All features respect the permissions and privacy settings set in the environment.
How Copilot Works in SharePoint: Taking Content Creators to the Next Level
The Copilot assistant accompanies all stages of the creation, editing and publishing process in SharePoint OnlineThese are the most notable features you can take advantage of:
1. Creating new pages using AI
Copilot allows you to generate complete pages with just a description of what you have in mind. For example, you can ask Copilot to create an employee onboarding page, a newsletter, or a project management space, and Copilot will generate the basic structure and initial content. It also automatically adapts to your organization's visual identity, modifying colors, logos, and fonts according to corporate guidelines.
Each suggestion can be modified in real time: if you're not satisfied with a section, menu, or visual block, you can communicate with Copilot in a natural way to request changes, add elements, or modify the layout until you achieve the desired result.
2. Using templates and open notices: two flexible approaches
One of the main advantages of Copilot is its flexibility, as it allows create content through two main methods:
- Pre-designed templates: Ideal for those seeking speed and consistency, they offer templates for newsletters, events, processes, or updates, with an initial structure that saves time and maintains uniformity throughout the organization.
- Open notices and free creativity: If you want to innovate, you can write an open message and Copilot will use AI to suggest layouts, visual ideas and custom content blocks, encouraging limitless creativity.
3. Transform documents and presentations into web pages
Not only can you create pages from scratch, Copilot can also convert your Word documents, PowerPoint presentations, or PDF files into modern SharePoint pages. This feature is especially useful for transforming procedures, manuals, onboarding presentations, or any other corporate material, giving them a web-like appearance and facilitating collaborative consultation on the intranet.
4. Advanced editing and smart rewriting
Thanks to the SharePoint rich text editor, Copilot helps you refine and improve existing texts. You can ask it to automatically rewrite to change the tone, make your writing more professional, concise, imaginative, or enthusiastic, or simply request that it highlight key ideas and improve the clarity of your message. If the generated suggestion doesn't quite convince you, you can regenerate the text as many times as necessary to achieve the ideal version.
Copilot Studio and generative response nodes in SharePoint
For those who want to go further and combine the power of AI with structured corporate data, Copilot Studio allows create intelligent agents that use SharePoint and OneDrive content as a source of knowledge to deliver generative responses.
Setup is simple: select data sources, enter the URLs of relevant sites and documents (Word, PowerPoint, PDF, etc.), and the agent will respond to queries by searching and summarizing information from those resources. Modern SharePoint pages are supported, and user authentication is always maintained through Microsoft Sign-In ID policies, ensuring security and respecting internal permissions.
- Supported file types: modern pages, Word, PowerPoint and PDF documents.
- Access management: You can define permissions using scopes
Sites.Read.AllyFiles.Read.All, ensuring that only the information permitted for each user is accessed. - Advanced scenarios: Authentication can be tailored for more complex uses by integrating Copilot into Microsoft Teams, Power Apps, and other Microsoft 365-compatible environments.
Getting started with Copilot on SharePoint: How to get started
- Go to your SharePoint site and click “+New” from the command bar.
- Select “Page with Copilot” to start taking advantage of smart features.
- Choose from a pre-designed template or start with an open message, depending on whether you prefer a structure or free customization.
- Customize the content, design and structure, interacting with Copilot to adjust each element until the desired result is achieved.
- Save and publish your page, or ask Copilot for suggestions to further improve the look and feel of your content.
Tips to get the most out of Copilot
- Clearly define your goal: The more precise your initial description, the better suggestions you'll get from Copilot.
- Ask for iterations and be detailed: Take advantage of dialogic interaction to refine texts, layouts and sections, requesting specific changes when necessary.
- Combine templates and creativity: alternate between using pre-designed templates and creating custom content for different needs.
- Ensures correct authentication: If you integrate sensitive information or use Copilot Studio agents, review your access and permissions settings.
- Keep constant reviews: Before publishing, perform a comprehensive preview and seek feedback from peers to ensure quality and consistency.
Frequently Asked Questions and Additional Resources
- Is Copilot available to all users? Currently, features may depend on your Microsoft 365 subscription and future Microsoft updates.
- Can Copilot be used on mobile devices? Yes, although the experience may vary depending on the device and the app or browser used.
- Where can I find more information? Official Microsoft websites and specialized blogs offer news and guides on Copilot and its integration with SharePoint.
With multiple creation approaches, design capabilities, document integration, and guaranteed security, Copilot becomes an essential tool for modernizing your intranet, boosting collaboration, and optimizing resources on a daily basis.