One-click AI agents in SharePoint and Teams — focused on files you select (Microsoft 365 Copilot)
Streamline your workflow and enhance team collaboration with one-click AI agents in Microsoft 365 Copilot. Automate responses, generate detailed documents, and maintain up-to-date content without moving files outside Microsoft 365. Agents utilize your existing content to provide accurate and efficient outputs, saving you time and ensuring consistency. Integrate them into Microsoft Teams to facilitate real-time information sharing and collaboration. CJ Tan, Microsoft SharePoint and OneDrive GPM, shares the steps to get started building custom AI agents. Create AI agents in one click to handle projects and tasks. Ensure important questions are answered — even while you’re away. See it here. Save time with agents in SharePoint. Scoped to only select SharePoint files for your specific business needs. See how you can create AI agents in one click. Use and share agents in SharePoint in Teams chats. @mention your agent, get instant responses and precise information for team discussions. See it here. Watch our video here. QUICK LINKS: 00:00— Create specialist agents in one click 00:42— How to create an agent 02:12— Data security & version control 02:39— Customize your agent 04:14— Access and permissions 05:39— Test it out 06:23— Use agents in Teams 07:50— Agent files 08:25— Wrap up Link References For more ideas and details for building your own agents, check outhttps://aka.ms/SharePointAgentsAdoption Unfamiliar with Microsoft Mechanics? As Microsoft’s official video series for IT, you can watch and share valuable content and demos of current and upcoming tech from the people who build it at Microsoft. Subscribe to our YouTube:https://www.youtube.com/c/MicrosoftMechanicsSeries Talk with other IT Pros, join us on the Microsoft Tech Community:https://techcommunity.microsoft.com/t5/microsoft-mechanics-blog/bg-p/MicrosoftMechanicsBlog Watch or listen from anywhere, subscribe to our podcast:https://microsoftmechanics.libsyn.com/podcast Keep getting this insider knowledge, join us on social: Follow us on Twitter:https://twitter.com/MSFTMechanics Share knowledge on LinkedIn:https://www.linkedin.com/company/microsoft-mechanics/ Enjoy us on Instagram:https://www.instagram.com/msftmechanics/ Loosen up with us on TikTok:https://www.tiktok.com/@msftmechanics Video Transcript: -Did you know that if you have Microsoft 365 Copilot, you can create specialist agents in just one click to help you and your team with your specified topics and tasks? For example, imagine if you are working in a different time zone to the rest of your team, so you often wake up to a bunch of their unanswered messages at the start of your day. Now, while you are asleep or away, your agent, grounded in the knowledge you give it, can answer specific questions from your team on your behalf, freeing you up. In fact, all you need to build your agent is your content in SharePoint and an idea for where an agent can help you in the course of your day. Let me show you how easy it is to create one. My team writes product specifications for Contoso Energy’s solar panel arrays. In SharePoint, all I have to do is select the folders or individual files that I want this agent to focus on. -Here, I have files that have already been uploaded. You can also upload new files, where SharePoint will index those files for you in a few moments. I’ll select all of these product specifications. On top of the screen, you can see the create an agent control. I’ll click that. And with just one click, the agent is ready and grounded with all my selected files. And I can try it right from here. So, I’ll prompt it with compare each solar panel array with details on the home range in square feet for the two types of materials offered. Add the average home square footage per array size and price ranges for each. And it gives me all the details across the files that I added as grounding information. So it’s generated a response by panel array type and home square footage. And I can let my agent reason over that information, too. For example, if I’m new to the team and am looking for a product recommendation based on the size of a house. I’ll use my customer has a 2900 square foot home and wants the most efficient solar panel type and the right size solar panel array. What do you recommend? And here, it recommends a specific panel array based on the home size and tells me what panel type is most efficient with more detail. So, let’s rewind what we saw because I want to point out a few things. -First, unlike other options you may have tried, you don’t have to move your files outside of Microsoft 365. You don’t need to worry about version control. Your files are always up-to-date as you and your team continue to edit them. And your agent is always working with the latest information. And all of your data security protections, such as file labels and encryption, remain in place to help prevent data loss. Now, let me walk through another example of this, and this time I’ll customize the agent to show you the options. Let’s say that you spend a lot of time building written project plans. Each has a similar structure and tone, but details will change based on each project-related tasks and other aspects. Wouldn’t it be great to use your existing files as baseline templates, and then just point to a small set of details to author new project plans? Let me show you how that would work. So I’m looking at another SharePoint site for project planning. There are two folders here. This one contains all the recent completed project plans, like you saw before. -Now, I’ll show you what’s in the other folder. It contains project intake forms. I’ll also open up one of these intake forms. And you’ll see that it just lists key details and differentiators for one specific project. So, this time I’m just going to select the Completed Installation Project Plans folder as the baseline knowledge for my agent. Then I just need to click Create an agent. And if I wanted to, I could start using it right away by hitting Try it. But in this case, I want to add a few more details to make it easy for anyone on my team to start using it, so I’m going to choose Edit. Here, I can choose to rename. I’ll do that. There’s an option to brand it with a different icon image, but I’ll skip that for now, and give it a more detailed description here. In the Sources tab, I can see that my SharePoint folder is already selected, and I can choose to add another SharePoint site or more libraries, folders, or files. I can select here up to 20 sources. Importantly, agents do not grant access to your selected content. Which means that for anyone using the agent, they will only get responses based on the files and locations that they already have access to. In my case, I’m going to keep what’s on the Sources tab. -Now, I’ll move to the Behavior tab. Here, I can add a message to help others understand how best to use this agent. And below that, I can add starter prompts. These are recommendations that you can make for anyone to quickly get value from what your agent can do. I’m going to add one here for creating a new project plan based on the defined knowledge from our folder of completed project plans. It also has an instruction to reference a specific project intake form using the paperclip or forward slash. I can add two more starter prompts, but in this case, I’ll remove the other two by deleting the text. That way my agent is focused on this one task. Below that are the instructions for the agent. Here, it’s best to be very specific about your expectations for what it should do. I’m going to paste in a command to output content very close to our completed project plans. I can test it from here, but I’ll hit Save instead, so I can use it full screen from our SharePoint site. So now the agent is ready and discoverable for anyone with access and permissions to this SharePoint site. -Let’s try it out. This agent file is my new agent, and I’ll open it. And I’m going to use the starter prompt that I configured earlier. I’ll use this paperclip button to attach the project intake form that I just opened with the new details and submit my prompt. And you’ll see the output as it’s getting generated is following the structure of the completed project document and adding the details from the project intake form that I referenced in my prompt. Now I have a completed project plan like I wanted. Again, I didn’t need to move files from their original location, and everything remained within my compliance boundary in Microsoft 365. -From here, I can copy the output and put it into Word or an email and make any additional edits. And something else I want to show you is how you will be able to use this agent in the context of Microsoft Teams. I’m going to use Share and Copy link to add this to my clipboard. Now, I’ll move over to Microsoft Teams in a group chat. Note that this also works in meeting chats. So I’ll paste in the link and send it to the group. There it is. I’ll confirm that I want to add it to this chat. And from there, I can just@mentionmy agent to work with it like a team member in this chat. -This time, instead of asking it to generate a project plan, I’ll prompt it for details about the completed project plans in the knowledge source folder. I’ll prompt the agent with which project plans have been created for locations in Sunnyvale? And I can see that four of them are completed for that location. Now, I’ll prompt it, how many weeks does it take to run the full project for an A400 solar panel array? And it gives me a detailed breakdown of the project phases. Others in this chat can ask follow-up questions, like you’re seeing now, whether smaller homes take less time. And there is another detailed response. So, we can use this information for future projects and customer inquiries. Of course, that is just one example, and you can use the same approach to help develop other types of documents and collaborate with your team. And by the way, your context documents don’t need to be as structured or complete. They can even reference notes or meeting transcripts for similar outputs. -Now, let’s dig into the .agent files that you might have noticed earlier in our SharePoint document library. You can use these files and click on them to open your agents. And the files themselves contain everything that you configured in your agent. Here’s the agent file I built before and this is the schema. And you’ll see the starter prompts here, the agent name, the description that was added, and the instructions, and below that are the selected grounding data sources. Additionally, these files use the same labeling and policy protections as other files stored in SharePoint and OneDrive, too. -So, that was an overview of the approaches you can use for building agents. As you saw, all you need to bring to this experience is your content and an idea for where your agent can help you in the course of your day. Beyond building your own agents, each SharePoint site will include a built-in agent focused on the content on the site, so you can get started right away. For more ideas and details for building your own agents, check out aka.ms/SharePointAgentsAdoption to see what’s possible. And be sure to subscribe to Microsoft Mechanics, and thanks for watching.Get to know the Microsoft Teams new chat and channels experience
The new Microsoft Teams chat and channels experience is designed to revolutionize the way you collaborate, making it more dynamic and intuitive than ever before. With enhanced features that streamline communication, this update ensures you never miss an important message. This article aims to aggregate helpful new resources to best understand the coming updates, how best to use them, and to best plan for broader adoption within your organization.Microsoft Teams new chat and channels AMA (Ask Microsoft Anything)
NOW ON DEMAND | Microsoft Teams product makers were on hand to answer your open questions during the live Ask Microsoft Anything (AMA), live, and hear your feedback – It was an opportunity to connect with Teams product experts behind the new chat and channels experience. New questions are now closed, and you can respond to existing chat threads. Helpful resources to review before attending this webinar: Review Jeff Teper's blog, "Streamline collaboration with the new chat and channels experience in Microsoft Teams" to learn more. Noga Ronen's tech blog: "Introducing the new Microsoft Teams chat and channels experience" New adoption microsite: "The new Microsoft Teams chat and channels experience" New eBook: "Microsoft Teams: The new chat and channels experience - A Public Preview guide" And hear from Teams product leads, Russell Dicker and Arpana Barve, as they chat with Karuana Gatimu about: "Designing the new Microsoft Teams chat and channels experience"Microsoft 365 Administration Cookbook: Essential Recipes for IT Pros
I'm excited to announce the release of my 10th book,Microsoft 365 Administration Cookbook: Enhance Your Microsoft 365 Productivity to Manage and Optimize Its Apps and Services. This fully updated second edition cookbook is packed with recipes to spice up and streamline your Microsoft 365 administration and features a foreword by Karuana Gatimu, Director of Microsoft's M365 Customer Advocacy Group. Key Features: Manage Identities and Roles:Efficiently handle Microsoft 365 identities, groups, and permissions. Streamline Communication and Teamwork:Optimize Microsoft Teams, Exchange Online, and SharePoint for seamless collaboration. Enhance Productivity and Knowledge Sharing:Leverage Microsoft Search, SharePoint, and OneDrive for effective information retrieval and document management. Automate with PowerShell:Master PowerShell to automate tasks and manage roles, improving service efficiency. Optimize Security and Compliance:Strengthen your environment with Microsoft Defender and manage compliance with Microsoft Purview. This cookbook provides step-by-step recipes for app configurations and administrative tasks, offering strategies for managing Microsoft 365 apps and services. It covers new features and capabilities introduced in this edition and guides you through navigating Microsoft 365 subscription options and services. Whether you're a seasoned IT professional or new to Microsoft 365, this book is designed to enhance your skills with practical insights and best practices. Purchase your copy today. Thanks for your support, Nate ChamberlainHow to Delete Microsoft Teams Cache for All Users via PowerShell
Improve Microsoft Teams performance by deleting the cache for all users. This article provides detailed steps on how to clear the cache, which can reduce clutter and improve application speed. By following these steps, you can ensure that your Microsoft Teams application is running smoothly and efficiently.Introducing the Community News Desk with essential content from Microsoft 365 Community Conference
With the public availability of our Microsoft 365 Community Conference content we are launching our new Microsoft Community News Desk to help you discover content and people that will enhance your experience of Microsoft services including Copilot, Microsoft 365, Microsoft Viva, Power Platform and more. Read on to discover more!Enterprise Connect showcases new UC features in Microsoft Teams and Microsoft Teams Phone
By Brenna Robinson,General Manager, Microsoft SMB At this year’s Enterprise Connect conference, Microsoft showcased new products and solutionsimproving business communications and collaboration. The Enterprise Connect conference features the latest unified communications (UC) trends, technologies and best practices to help you expand your business. We’d like to share some of the announcements we’ve made, including new ways to manage your phone calls in Microsoft Teams Phone with the new Queues app. We’ve also enhanced Microsoft Teams channels with the new discover feed, and we’ve added meet now to group chats. Teams Phone and unified communications Microsoft Teams Phone is a key addition for a small business already using Microsoft Teams because it’s the only cloud telephone solution natively built for Teams. A business can get the benefits of unified communications without many technical hassles or much extra expense. UC puts all your communications medium under one roof, including things like voice, chat, collaboration, scheduling, presence management and more. Unifying these capabilities lets you save on costs and increase productivity because you can see all your communications inside a single interface rather than having to switch across multiple providers. It also greatly helps with external communications, like customer service for example, since it combines conversations from different channels into a single, productive exchange. Teams Phone is your shortest path to all those benefits because it’s purpose-built to easily integrate with Teams. Queues app Case in point is the new Queues application now in private preview. This new app improves call management for Teams Phone users by allowing individuals to better manage customer calls and for supervisors to manage incoming call queues. It also provides new call analytics. The app will be available in the Teams Store and can be pinned to the left rail of the Teams client. The Queues app will be available as part of Teams Premium in Summer 2024 and requires a Teams Phone subscription. We are offering a limited number of pre-launch previews for interested customers. Share your interest by nominating your organization to participate. Private Line We also want you to know that the Private line feature we announced last fall is now generally available. Private line allows you to identify and respond to priority callers, the people whose calls you want to receive immediately without wait times. Private line is like having a second, private line that is only accessible to hand-picked contacts. Your priority callers can call you directly and bypass delegates, admins, or assistants. Supporting incoming calls only, Private line calls will be distinguished by a unique notification and ringtone. Private line requires a Teams Phone subscription. Discover feed in channels Beyond Teams Phone, we’ve enhanced our core Teams collaboration and communication experience with discover feed, which builds off Teams channels. A channel enables workgroups to collaborate in a dedicated virtual workspace that you can organize by topic. But with so much communication happening every day, it can be hard to keep track of the information that’s most important to you. The new discover feed is a personalized feed. It surfaces all the content most relevant for you, based on the people you work with and topics you might be interested in. Discover posts you may not be aware of because you are not directly mentioned, replied to, or tagged. You can then add comments or share a post just like any other channel. Find out more about Teams discover feed. Meet now in Teams group chat (May 2024) We are also enhancing Teams meet now feature by adding it to your group chats. This will make it even easier to start a conversation with others in your business without having to schedule a meeting. Meet now in group chat lets you communicate with your colleagues no matter where they’re located.You can start a huddle as easily as if you met by the water cooler. It’s a ringless experience that notifies you when a huddle has started and who initiated it. Then you can choose to join it or decline if you are busy. Since the huddle started from an existing group chat, any chats you send while the meeting is in progress will stay a part of your ongoing group chat thread, which maintains the right context around the content, and helps you find the information when you need it.Meet now will be available in the spring. Copilot in Teams compose enhancements Copilot in Teams can help transform your ideas into clear chat messages and channels posts. Just type a few words or sentences and Copilot will draft a message for you. You can also ask Copilot to customize a message by using your own prompt, like “make it shorter” or “add a call to action.” This capability will be available this spring and will require a Copilot for Microsoft 365 license. Microsoft 365 Business Standard and Microsoft 365 Business Premium customers can enhance their Teams experience with all these new features and be ready for the new Copilot capabilities as they’re released. Just addTeams Premium,Copilot for Microsoft 365 1 , and Teams Phone to your subscription. If you do not already have these core productivity offerings, you can purchase them now and then add Copilot for Microsoft 365 to your subscription. s Resources Find the rightMicrosoft 365 business planfor your business. Learn more about how toset up and use your Microsoft 365 subscriptionand find tips and templates to help you accomplish your business tasks. Get free resources, tech training, and guidanceto keep your business thriving and growing. Partners canaccess training resources, customer decks and deployment checkliststo do more with Microsoft 365. Copilot for Microsoft 365 may not be available for all markets and languages. To purchase,enterprise customersmust have a license for Microsoft 365 E3 or E5 or Office 365 E3 or E5, andbusiness customersmust have a license for Microsoft 365 Business Standard or Business Premium, or a version of these suites that no longer includes Microsoft Teams.How Microsoft Teams + Microsoft Loop can make your meetings better
Meetings are an important way to work together, helping you to connect with others and share information easily and quickly. But if your meetings are not always very effective, you’re in good company. Many small and medium-sized businesses struggle to optimize precious face-to-face time—you may end up having a meeting to discuss results from the previous meeting or leaving meetings with no clear outcomes at all. Collaborative Notes in Microsoft Teams can help. With Collaborative Notes you can organize agendas, take meeting notes, and track tasks together. And because Collaborative Notes are Microsoft Loop components, they automatically sync across all the places you share them. Let’s take a closer look at how a business can use Collaborative Notes. It's all about the agenda An agenda is important for a great meeting. But running a business can be busy. How can you make an agenda, incorporate feedback from the other participants and share it before the meeting? To start a Collaborative Note, click “add an agenda” when creating a meeting in Teams. Once you send the meeting request, everyone invited can easily add, edit, and reorder agenda items. This approach saves you time and effort, but it also results in more productive meetings because it ensures that the most important topics are addressed. Since Collaborative Notes are Loop components you can work on them across other Microsoft 365 web apps, Microsoft Outlook, Microsoft Teams, Microsoft Word, and Microsoft Whiteboard. Perhaps your business partner can’t attend the meeting, but you’d still like her input on the agenda. Share the Collaborative Note with her in an email and as she provides her input in Outlook, you’ll see her updates in Teams. "When we generate the agenda for an event, like a webinar, it’s very different when we use Loop. With the agenda component, we can collect ideas and ask for feedback before the event. Those requests are just dropped into everyone’s flow of work, so they’re easy to answer and it makes for a far better result than we’d normally get." - Vesku Nopanen, Principal Consultant for the Future of Work at Sulava. Make meetings work for you During a meeting, any participant can use Collaborative Notes to check off or re-order agenda items and take notes and assign follow-up tasks in one central place. For example, you might be preparing a customer pitch or a sales campaign that requires collaborating with people from across your business. During your kickoff meeting, each participant can capture notes, follow-up tasks and timelines related to their role—or tag items for other participants—while seeing everyone else’s notes, too. In the task list, you can use “@” to assign people a task and set a due date. And if you prefer a more visual task list, you can turn your list into a board view. Because Collaborative Notes are Loop components, you can add links and other components directly in the notes. Coordination like this across your business can help make sure that all key aspects of a project are well managed and allow your team to work more effectively. "It’s so cool that whenever I have a Teams Meeting, I can start collaborating without having to think about where the meeting notes should go. I can start work inside Teams and then continue with the same folks or loop in other colleagues if needed." - Karoliina Partanen, Chief Future Scientist atSulava. Keep the momentum going Now that you’ve had your most productive meeting yet, don’t stop there! Even after the meeting is over, Collaborative Notes help you keep the progress going. Tasks and deadlines created in Collaborative Notes or other Loop components automatically sync with Microsoft Planner and the Microsoft ToDo App. This helps keep everyone informed, accountable and organized. Get started with Collaborative Notes and Loop today If you’re a Microsoft 365 Business Standard or Microsoft 365 Business Premium customer, you can try out Collaborative Notes right now in Microsoft Teams. Find out more about how it works: Take meeting notes in Microsoft Teams. Business Standard and Business Premium customers can also try Loop anytime since it’s part of your subscription. If Collaborative Notes are the start of your project, check out the Loop app where you can create a workspace for all the people and moving parts of your project to come together. It’s the perfect place for your whole team to plan and create collaboratively. Go further with Copilot for Microsoft 365 If you have Microsoft 365 Business Standard or Microsoft 365 Business Premium, you can also purchase Microsoft Copilot for Microsoft 365 as an add-on; Microsoft 365 Business Basic customers will also be able to purchase Copilot. With Copilot in Teams, you can get an AI-driven summary of your Teams meeting and add it to your Collaborative Notes. You can continue using Copilot in the Loop app where you can create and summarize important information quickly and easily. And if these new capabilities seem like something your business needs, but you’re not a Business Standard or Premium customer, then you can change that right now by checking out our Microsoft 365 plans and choosing the one that’s best for you. Resources Find the rightMicrosoft 365 business planfor your business. Learn more about how toset up and use your Microsoft 365 subscriptionand find tips and templates to help you accomplish your business tasks. Get free resources, tech training, and guidanceto keep your business thriving and growing. Partners canaccess training resources, customer decks and deployment checkliststo do more with Microsoft 365.
