SharePoint AI Scenarios for M365 Admins: 2026 Builds

The enterprise technology landscape has undergone a monumental paradigm shift since late 2023. The transition from basic generative assistance to autonomous, agentic productivity fundamentally alters how organizations deploy Microsoft 365. Artificial intelligence no longer merely drafts text.

Today, AI builds structured environments, executes multi-step workflows, and manages complex governance tasks autonomously. This report serves as a definitive companion guide to Mark Kashman's late 2023 session titled 'SharePoint In The Era Of AI'. The objective is to translate the visionary concepts presented in that session into the concrete, operational realities of April 2026.

Microsoft has deployed Wave 3 of Microsoft 365 Copilot. This wave introduces advanced reasoning models like GPT-5.4 Thinking and integrates Anthropic's Claude 3 for multi-model intelligence. The underlying architecture has evolved to support these capabilities natively, requiring entirely new administrative approaches.

You saw Mark discuss the early foundations of these capabilities. Today, those foundations have materialized into a deeply integrated, modular ecosystem. The following analysis provides step-by-step instructions, current nomenclature, and precise configuration paths for the modern Microsoft 365 environment.

What's Changed Since This Session

The technology stack demonstrated in late 2023 has been heavily rebranded, rebuilt, and augmented. The conversational interfaces of the past have been replaced with autonomous capabilities. The following table provides a factual summary of the core technological shifts.

How to Build This Today

The following sections provide granular, step-by-step methodologies for executing the eight core scenarios demonstrated in the original session. These instructions utilize current April 2026 software versions, interface layouts, and administrative portals.

1. SharePoint as the Backend Content Service

The session showed you SharePoint as the backend content service powering Microsoft 365 apps via sites, pages, lists (e.g., storing/securing content for OneDrive, Loop, Stream, Teams, Outlook workflows from draft to archive). Here's how you'd build/use that same thing today.

The fundamental architecture of Microsoft 365 continues to rely on SharePoint as the foundational storage layer. However, the mechanism by which users interact with this backend underwent a massive redesign deployed between March and May 2026.3 The traditional monolithic interface has been replaced by the "New SharePoint Experience".4

This update categorizes user workflows into distinct architectural nodes. Furthermore, for advanced implementations, Microsoft now utilizes SharePoint Embedded. This enables API-only storage patterns where files remain inside the customer's Microsoft 365 tenant but are managed by custom applications.

SharePoint Embedded bypasses the need to expose the standard SharePoint user interface. This is the precise technology powering modern applications like Microsoft Loop and custom ISV solutions.

Step-by-Step Configuration

To navigate and utilize this modernized backend architecture, users now rely on the newly redesigned App Bar.

1. Navigate to the main SharePoint start page via the Microsoft 365 app launcher.
2. Locate the App Bar situated on the left side of the screen. This replaces the old global navigation panel.
3. Select the Company Home node. This accesses the organization's primary branded portal, heavily governed by corporate communications.
4. Select the Discover node. This replaces the legacy "frequent sites" view, utilizing the Microsoft Graph to surface recent file activities and followed sites automatically.
5. Select the Publish node. This is your central workspace for creating and sharing communications across Outlook, Teams, and Viva.
6. Select the Build node. This is the dedicated hub for makers to provision new backend structures, including document libraries, lists, and AI agents.

Official Docs Link: https://www.intelogy.co.uk/blog/a-tour-of-the-new-2026-sharepoint-experience/ 4

AI and Copilot Simplifications

The new Build node integrates directly with Microsoft 365 Copilot. Users no longer need to manually configure site columns, metadata tags, and library settings. You can now describe the desired backend structure using natural language within the Build node's solution planner.

Quick Win: For organizations utilizing custom document-centric applications, deploy SharePoint Embedded. Administrators can provision API-only file storage containers that inherit all Microsoft Purview compliance and security policies instantly. This entirely bypasses the need to build and maintain a traditional SharePoint site UI.

2. AI-Powered Content Processing (Formerly Syntex)

The session showed you Syntex for AI-powered content processing (teal-topped Z logo for classification/extraction tasks automating hours of work into minutes). Here's how you'd build/use that same thing today.

The product previously demonstrated as Microsoft Syntex has been officially rebranded. It is now integrated directly into the core product suite as SharePoint Premium Document Processing. The legacy teal-topped Z logo has been retired in favor of native Microsoft 365 branding.

The licensing model has also shifted fundamentally to support wider adoption. Organizations no longer need massive upfront user licensing commitments. Instead, the system utilizes a flexible, pay-as-you-go Azure billing model linked directly to your tenant.

The core capabilities remain robust, converting hours of manual classification into automated workflows. The system leverages large language models (LLMs) to power features like Autofill columns, document translation, and unstructured data processing.

Step-by-Step Configuration

To configure document processing models in 2026, administrators must first link an Azure subscription. The specific services must then be enabled at the tenant level.

1. Navigate to the Microsoft 365 admin center using global administrator or SharePoint administrator credentials.
2. Navigate to Settings > Org settings in the left-hand menu.
3. Select Pay-as-you-go services from the list of configuration options.
4. Select the Settings tab. Under the Document & image services header, select Prebuilt document processing.
5. By default, this is active for all sites. To govern usage, select the Sites tab, choose Edit, and restrict the capability to Selected sites (up to 100) via a CSV upload.
6. Navigate to a target SharePoint document library where the service is enabled.
7. To utilize Structured document processing (formerly the layout method), upload five standard sample documents. The system will train a model to automatically extract predefined metadata fields upon future file uploads.

Official Docs Link: https://learn.microsoft.com/en-us/microsoft-365/documentprocessing/prebuilt-setup 9

AI and Copilot Simplifications

The introduction of Autofill columns bypasses the need for manual model training entirely. By creating a new column in a document library and selecting the Autofill option, the underlying LLM takes over. It will automatically generate or extract content based on the unstructured text within the uploaded files.

Quick Win: Enable the Optical Character Recognition (OCR) service within SharePoint Premium settings. Once activated, printed or handwritten text from uploaded images is automatically extracted and indexed. This makes legacy scanned archives instantly discoverable via standard SharePoint search and accessible to Copilot agents.

3. Copilot in SharePoint and OneDrive

The session showed you Copilot in SharePoint/OneDrive enabling natural language for quick starts, skipping clicks for tasks like proficient app use, accelerating writing, searching, generative creation. Here's how you'd build/use that same thing today.

The conversational AI interface demonstrated in 2023 has evolved into a sophisticated system of "agentic productivity".12 Powered by Microsoft 365 Copilot Wave , organizations now utilize Scoped SharePoint Agents. These are customized AI assistants grounded specifically in a designated set of files, folders, or sites.

Instead of relying on a generic enterprise-wide Copilot query, users create highly specialized agents. These function as dedicated digital team members for specific projects. Importantly, these agents respect all underlying SharePoint Information Barriers and item-level permissions natively.

Step-by-Step Configuration

Any user with edit permissions on a SharePoint site, and an assigned Microsoft 365 Copilot license, can provision a scoped agent.

1. Navigate to the target SharePoint document library containing the project files.
2. Locate the command bar at the top of the library interface.
3. Open the AI actions menu.
4. Select Create an agent. This action automatically scopes a new AI assistant to all supported files within that specific library.
5. Alternatively, for a narrower scope, select specific files using the checkbox toggles. Click the ellipsis (...) to open the context menu, and select Create an agent.
6. In the configuration pane, define the agent's name, purpose, and behavioral instructions.
7. Select Create. The system generates an agent file stored directly within the library, acting as the launch point for the assistant.

Official Docs Link: https://support.microsoft.com/en-au/office/create-an-agent-in-sharepoint 13

AI and Copilot Simplifications

These scoped agents bypass the need to endlessly refine prompts with contextual background. Because the agent is saved as a specific .agent file, a user simply opens it to launch a tailored Copilot interface. This full-screen experience already understands the specific project's history, decisions, and aggregated data.

Quick Win: Copy the link to your newly created agent from the SharePoint document library and paste it directly into a Microsoft Teams channel. This allows the entire project team to interact with the exact same intelligence baseline directly from their chat interface.

4. AI-Enhanced SharePoint Intranets

The session showed you AI-enhanced SharePoint intranets for easier creation/sharing with personalized, relevant content. Here's how you'd build/use that same thing today.

The process of building intranet portals has shifted dramatically from manual web part configuration to intent-driven generation. Rolling out in public preview as of March and April 2026, the Plan and Create Pages with AI feature fundamentally changes site provisioning.

Administrators no longer drag and drop elements onto a blank canvas to start a project. Instead, the AI acts as an active architectural partner. It proposes full site structures based on a simple conversational prompt. This capability is deeply integrated into the new SharePoint App Bar.

Step-by-Step Configuration

To utilize AI-driven site generation, the organization must first opt into the preview program via the SharePoint Admin Center.

1. Access the Build node from the new SharePoint App Bar.
2. Locate the prompt interface. Describe your desired intent in natural language (e.g., "Create an onboarding portal for the engineering department focusing on security protocols").
3. The AI will respond with a proposed structural output. This is a blueprint detailing the required pages, document libraries, lists, and suggested starter content.
4. Iterate on the blueprint using the chat interface. Ask the AI to add specific sections, adjust the tone of the writing, or restructure libraries.
5. Once the blueprint is approved, select the command to provision the site. The system will autonomously build the architecture and populate it with sample data.

Official Docs Link: https://learn.microsoft.com/en-us/sharepoint/create-sites-with-ai 16

AI and Copilot Simplifications

Once the site is generated, content creators utilize the new Floating Action Button. This persistent UI element provides context-aware AI suggestions directly on the page canvas. A creator can highlight a block of text and use the floating button to instantly reshape the section or generate accompanying infographics.

Quick Win: Utilize the new Publish node to centrally manage communications. Instead of tracking intranet news updates manually, the Publish workspace allows makers to draft AI-assisted content once. You can then seamlessly distribute it across SharePoint pages, Microsoft Teams channels, and Outlook emails simultaneously.

5. OneDrive AI Tools

The session showed you OneDrive AI tools for excellent file creation/sharing/access anywhere. Here's how you'd build/use that same thing today.

OneDrive for Business has evolved far beyond a simple personal storage repository. It is now an active, analytical workspace. By April 2026, Agents in OneDrive allow users to interrogate their personal file archives without opening standard desktop applications.

Furthermore, the introduction of Agent Mode transforms Copilot from a conversational chatbot into an active participant. In applications like Word and Excel, Agent Mode is capable of autonomous formatting, complex data modeling, and multi-step execution. It works directly on your files, minimizing the need to copy and paste text between browser tabs.

Step-by-Step Configuration

To build a personal project assistant within OneDrive, users leverage the native agent creation workflow.

1. Access OneDrive for Business via the web interface using a work or school account with a Copilot license.
2. Navigate to the + Create or upload menu located at the top of the interface.
3. Select the Create an agent option from the dropdown menu.
4. A file picker interface will appear. Select the specific files, spreadsheets, and meeting transcripts relevant to your current project.
5. Finalize the creation. The system generates an AI assistant specifically grounded in those selected files.
6. The assistant is saved natively as a .agent file within your OneDrive directory. Open the .agent file to begin querying the aggregated data.

Official Docs Link: https://support.microsoft.com/en-us/office/get-started-with-onedrive-agents 17

AI and Copilot Simplifications

Copilot in OneDrive drastically reduces logistical preparation time before meetings. Users can select multiple files in the OneDrive web interface and execute a single-click Compare your files command. This instantly generates an AI assessment of the key differences between the documents.

Quick Win: For professionals managing long documents, utilize the new Audio Overviews feature. Copilot in OneDrive can synthesize complex Word documents, PDFs, and transcribed Teams meetings into a generated audio summary. This allows users to literally listen to their files while commuting or stepping away from their screens.

6. Microsoft Lists

The session showed you Microsoft Lists (evolved SharePoint lists) for structured data. Here's how you'd build/use that same thing today.

Microsoft Lists remain the definitive tool for tracking structured information within the Microsoft 365 ecosystem. The critical 2026 update is the deployment of the M365 Copilot SharePoint List Agent. This capability entirely removes the requirement to manually configure column types, validation rules, and grid views.

The system now supports bidirectional natural language interaction. Users can generate complex relational lists through conversational prompts. Conversely, they can filter and search massive datasets using plain English queries instead of mastering complex syntax or standard filter panes.

Step-by-Step Configuration

To enable the advanced natural language filtering capabilities on existing structured lists, administrators must configure the list settings.

1. Navigate to the target Microsoft List via the Lists app or the SharePoint site where it is hosted.
2. Select the Edit list command, typically found near the top navigation or settings gear.
3. From the dropdown, select More options.
4. Locate the toggle switch labeled Enable search in this list and ensure it is turned on.
5. Directly beneath it, verify that the Search with natural language option is also toggled to the On position.
6. Save the changes. Users can now type queries directly into the search bar, such as "Show all high-priority tasks assigned to Sarah," and the system will automatically parse the intent and apply the correct column filters.

Official Docs Link: https://learn.microsoft.com/en-us/power-pages/getting-started/add-ai-summary-list 23

AI and Copilot Simplifications

When starting a new project, users no longer need to build lists from scratch or rely on static templates. A user can open the Copilot chat pane, paste a massive block of unstructured text or an unformatted table, and instruct the AI to build a list. The Copilot list agent autonomously creates the necessary columns, infers data types (e.g., dates, choice fields), and saves the new list directly to a SharePoint site or OneDrive.

Quick Win: Microsoft Lists serve as the ideal foundational data source for Power Platform automation. Use the Build apps through conversation with Copilot feature in Power Apps to instantly generate a functional mobile application. Simply point the Power Apps Copilot to an existing, AI-generated Microsoft List.

7. Loop Collaborative Workspaces

The session showed you Loop for collaborative workspaces positioned between Lists and Stream. Here's how you'd build/use that same thing today.

Microsoft Loop has matured from a system of portable components into a comprehensive co-creation ecosystem. The underlying architecture utilizes SharePoint Embedded. This means all Loop workspaces, pages, and components are securely stored within the organization's existing SharePoint and OneDrive infrastructure.

Because of this architectural choice, Loop inherits all Microsoft Purview eDiscovery and compliance policies natively. IT administrators manage access for Copilot Pages and Loop workspaces entirely through the SharePoint admin center.

The most significant operational update is the deep integration of Microsoft 365 Copilot in Loop. The AI no longer just edits text; it orchestrates the workspace, bridging the gap between ephemeral chat and persistent project documentation via Copilot Pages.

Step-by-Step Configuration

To leverage AI within a Loop workspace effectively, teams utilize the Copilot Prompt Gallery and the native chat interfaces.

1. Navigate to the Microsoft Loop application and create or open a shared workspace.
2. When facing a blank page or initiating a new project phase, locate the embedded Copilot Chat interface on the canvas.
3. Instead of drafting raw text, select the Copilot Prompt Gallery to access a repository of specialized instructions for brainstorming, planning, or data aggregation.
4. Submit an open-ended prompt querying enterprise data. The AI will generate a structured response based on the organization's secure Microsoft Graph data.
5. Review the output. Utilize the chat interface to refine the generated content iteratively by adding clarifying language to the original prompt.
6. Once the content is refined, select the Insert button to push the AI-generated response directly onto the persistent Loop page for team collaboration.

Official Docs Link: https://adoption.microsoft.com/en-us/microsoft-loop/ 1

AI and Copilot Simplifications

Loop eliminates the administrative burden of tracking changes in highly active documents. Licensed users can instruct Copilot to automatically analyze the document's version history. The AI captures all recent updates made by various team members and synthesizes them into a concise summary within the Recap pane automatically.

Quick Win: Utilize Copilot for Collaborative Meeting Notes during Microsoft Teams sessions. The AI will automatically generate a Loop component during the meeting, capturing key decisions and suggesting task assignments. This component can then be instantly embedded into Outlook emails or Teams chats, remaining perfectly synchronized across all surfaces.

8. Stream on SharePoint

The session showed you Stream on SharePoint for embedded video experiences across tools. Here's how you'd build/use that same thing today.

Microsoft Stream no longer exists as an isolated video portal; it is deeply integrated into the fabric of SharePoint. Videos are treated exactly like standard documents, stored natively within SharePoint libraries and OneDrive folders.

The architectural breakthrough for Stream in 2026 involves how metadata is handled. Crucial video artifacts—such as chapters, AI-generated transcripts, and user comments—are not injected into the underlying MP4 video file. Instead, they are stored exclusively as SharePoint metadata.

This ensures that the heavy video files remain untouched, while the rich text transcripts are fully indexed by the Microsoft Search engine. Spoken words across millions of videos are instantly discoverable without specialized video searching tools.

Step-by-Step Configuration

To manage the advanced features of a video file hosted on SharePoint, administrators must interact with the file's metadata layer.

1. Upload an MP4 video file directly to a SharePoint document library or OneDrive folder.
2. Click on the video file to open it within the native Stream web player overlay.
3. Locate the Video settings pane on the right side of the player interface.
4. Ensure that Transcript and captions are toggled on. For new uploads, Stream automatically generates this transcript.
5. To edit the transcript for accuracy, select the Transcript tab. Hover over the specific text block requiring correction, and select the Edit icon.
6. To create structural navigation, access the Chapters menu within the settings pane. Manually add timecodes and descriptive titles to allow viewers to jump to relevant sections instantly.

Official Docs Link: https://support.microsoft.com/en-us/office/view-edit-and-manage-video-transcripts 28

AI and Copilot Simplifications

The integration of Copilot in Stream transforms video consumption. Users no longer need to scrub through lengthy town hall recordings or training seminars to find specific information.

By opening the Copilot chat pane alongside the video, a user can instruct the AI to summarize key decisions. Copilot instantly analyzes the SharePoint-stored transcript and provides a synthesized answer. It generates hyperlinked timestamps that jump the video player directly to the exact moment the topic was discussed.

Quick Win: Leverage the new Video Recap feature rolling out in Copilot Chat. When a user asks Copilot to summarize a meeting, the system now generates a narrated highlight reel. It combines the written summary with automatically curated short video clips of the most important moments, accessible directly via the web player for recordings exceeding 10 minutes.

Licensing Quick Reference

Deploying the architecture and autonomous agents detailed in this guide requires a nuanced understanding of the 2026 Microsoft licensing matrix. As organizations move from simple AI experimentation to secure, enterprise-wide deployment, the licensing tiers dictate access to foundational models and security barriers.

The following table clarifies the necessary licensing prerequisites for the core features discussed in this report.

The introduction of the Microsoft 365 E7 Frontier Suite represents the most significant shift in enterprise licensing in the current decade. Slated for general availability on May , 2026, it addresses the vast security and compliance challenges created by the proliferation of autonomous agents.

As organizations transition from isolated AI experimentation to enterprise-wide execution, standard E5 protections are no longer sufficient. The E7 suite bundles Microsoft 365 E5, the Entra Suite, Copilot, and the newly introduced Agent 365.33

Agent 365 acts as the centralized control plane for the entire ecosystem. It allows IT administrators to observe, govern, and secure every individual AI agent operating across the organization. By integrating seamlessly with Microsoft Defender and Purview, Agent 365 applies existing licensed protections directly to the autonomous systems, ensuring that AI-driven actions remain fully compliant with corporate policies.