SharePoint AI Features Remember and Apply Business Rules, Streamline Content Creation

Microsoft this week is detailing three new productivity functions that organizations can activate when using AI in SharePoint, which recently entered public preview. The new features increase the platform’s understanding and ability to automate processes and enable automated content creation.

The new features are: What to Know, so SharePoint remembers details about processes used in managing a site; How to Act, so SharePoint stores a repeatable process for reuse; and What to Produce, so it can create content for various productivity apps in their native file types. More details on each of these functions is provided below.

‘What to Know’ Provides Reusable Context

Customers can now give SharePoint context it can remember across future sessions using a context file within a SharePoint site. Users need to prompt SharePoint in chat to remember a shared rule or preference such as: “avoid the use of marketing jargon.”

SharePoint saves context about such preferences and rules at the site level, allowing it to apply that information for anyone who visits the site. When another team member uses SharePoint’s AI capabilities, it applies that shared context automatically. SharePoint’s ability to remember site context is rolling out over the next two weeks. 

Teaching AI How to Act

When a user needs to store a repeatable process, AI in SharePoint creates a skill that can be reused by team members. Skills enable users to define multi-step shortcuts that reflect processes they utilize, enabling work to be carried out in line with team practices on a repeatable basis. This could include:

• Generating quarterly reports with skills created using data stored on a SharePoint site
• Drafting proposals using past content by creating skills that define the structure of proposals and how they should be assembled based on past proposals
• Creating project trackers based on team standards using skills created to define how that tracker should be organized at a detail level; team members can then generate a tracker that follows those standards automatically
• Organizing content based on corporate information taxonomy using a skill created for assigning metadata, renaming files, or organizing content

Anyone working on a site can invoke a site’s skills, so outputs are repeatable across an entire team. Skills to teach AI how to act are now available.

What to Produce: Standards-Aligned Content

New content generation tools enable AI in SharePoint to complete content and workflows. When a user utilizes AI in SharePoint to create content, it will generate Word, PowerPoint, or Excel files. It can also generate custom reports and dashboards aligned to the content preferences of an organization.

A user can prompt SharePoint to generate files – Word, Excel, PowerPoint – as well as structured content — reports, visualizations, interactive summaries — without any code. When a user asks SharePoint to generate a quarterly report, express financial results in a press release, or draft a proposal based on past content, SharePoint produces output that users can act on without leaving the platform.

Trusted, well‑structured content developed using AI in SharePoint also helps drive better responses from Copilot and agents across Microsoft 365 for more effective end‑to‑end workflows. AI-driven content generation starts rolling out to public preview in late April through May.

How It Works: Open Markdown Files

Context and skills are saved as plain-text Markdown (.md) files in the new Agent Assets library within a SharePoint site, so they are version-controlled, governed, and editable by authorized individuals. SharePoint and OneDrive now support native viewing and editing of Markdown files directly in document libraries, allowing teams to open and update these capabilities in a browser.

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