Microsoft 365 Copilot: Optimizing SharePoint Content for Better AI Responses
Microsoft’s latest documentation on Microsoft 365 Copilot reveals some critical insights for anyone using SharePoint as a knowledge source for their AI agents. These details clarify how Copilot processes content and highlight important best practices to ensure your data plays nicely with the system.
Key Insights from the Documentation
-
File Count Matters:
- 5 or Fewer Files:
When you add up to 5 SharePoint files as knowledge sources, Copilot uses the full content of these files in its responses. - 6 or More Files:
With 6 or more files, the agent will first select the most relevant ones and answer solely from those. There’s also a limit expansion on the way—up to 20 files soon.
- 5 or Fewer Files:
-
Content Size Guidelines:
- Try to keep each file to 36,000 characters (roughly 15–20 pages).
- For files larger than this, consider breaking them down into shorter files to ensure the agent can process the content effectively.
-
Formatting Considerations:
- Copilot is unable to consume special formatting such as tables.
- It’s recommended to remove such formatting when using documents as knowledge sources. For instance, if you’re using company policies or guidelines, plain text copies are best.
Why This Matters
This information is a clear signal that Microsoft’s Copilot Agents are not yet the silver bullet some might believe. The performance of these AI tools heavily depends on the quality and format of the input data. By following these guidelines, you can ensure that:
-
Accuracy Improves:
Clean, well-structured text (without complex formatting) allows Copilot to understand and respond more effectively. -
Efficiency Increases:
Keeping files within the recommended size ensures faster processing and more relevant answers, especially when multiple files are involved. -
User Experience Is Enhanced:
When knowledge sources are optimized according to Microsoft’s rules, the overall performance of your Copilot agent improves, leading to better outcomes in daily workflows.
Conclusion
Microsoft’s guidelines on optimizing SharePoint content for Copilot highlight the importance of clean and properly formatted data. While the new Copilot agents promise powerful capabilities, their success is tied to how well users prepare their data. By limiting file counts, reducing file sizes, and stripping out special formatting, you can help ensure that your AI agent performs at its best.
Remember: success with Copilot isn’t just about the technology itself—it’s about providing the right inputs for that technology to work effectively.