Structured document generation with forms now in preview
We’re excited to announce the preview of structured document generation with forms, a new capability in Microsoft 365 that helps organizations generate consistent, structured documents directly from form-based inputs. Last year, we enhanced Microsoft Lists forms with features to help you quickly capture data and documents using dynamic, customized, and efficient forms. This preview brings together document templates, structured data, and forms to streamline how teams create repeatable, high-quality documents without having to copy and paste or create custom code or complex workflows. Consistent document generation & management Across industries, teams require consistent and templated documents every day. These structured documents are part of common processes— letters, invoices, contracts, reports, receipts, statements of work, compliance artifacts, and more. While the content in these documents is standardized, many businesses struggle to regulate how these documents are created, resulting in inaccurate or incomplete outputs and disorganization across files. External AI tools can increase speed, but often bring additional costs due to errors, rework, and compliance issues. Structured document generation addresses this gap by allowing you to: Create templates backed by forms Share those forms and capture inputs when employees fill out the form Automatically generate documents that follow the template’s structure, formatting, and required fields The result is faster document creation, improved consistency, and reduced manual effort. How it works Create AI-assisted document templates without code Templates define the layout and structure of the generated document, making it easier to standardize outputs across teams and business processes. AI automatically detects fields in the document and creates reusables forms. Generate documents from structured form inputs Use forms to collect standardized information and automatically populate that data into a document template. This means documents are created with the right structure and fields every time. Share form links After a form is published, you can share the form link with users in your organization, enabling them to submit forms and generate documents. Each submission creates a new document that preserves the approved document’s layout and language — only the field values change. Keep documents connected to structured data Because documents are generated from a template, the output has consistent metadata, downstream workflows, and governance (including retention and sensitivity labels). Example scenarios This capability is designed for repeatable, high-value document workflows, such as: HR and people operations: Generate offer letters, onboarding documents, benefits notices, policy acknowledgements and more from standardized form inputs. Legal and compliance: Create structured agreements, contracts, audit reports and other compliance documents that follow consistent templates. Operations and program management: Produce reports, project documents and other standardized deliverables with predictable structure. Stored in SharePoint. Integrated with Word. Structured document generation with forms natively stores all content in SharePoint, allowing organizations to take advantage of existing document management, permissions, and lifecycle capabilities. Using forms to generate structured documents in SharePoint document libraries with templates, teams can reduce document sprawl while improving consistency and quality. The features also integrate directly and natively with Word, unlocking rich, no-code template management capabilities. A Microsoft 365 Copilot license is required to build the forms and workflows, but not to generate a document using the template. Getting started To learn more about how structured document generation with forms works and what’s supported in this preview, see the Generate structured documents in a SharePoint document library article on Microsoft Learn. This preview is now rolling out to tenants in the AI in SharePoint public preview. You can follow the steps in this article to enable it for your tenant. Please share your feedback as we continue to work towards making document creation more structured, automated, and scalable in Microsoft 365.Introducing Knowledge Agent in SharePoint
AI is reshaping how we work, with human and AI collaboration at the forefront of “Frontier Firm” working patterns. But your AI suite is only as powerful as the content it’s built on. If your content isn’t ready, your AI tools won’t be either. To help optimize your content for Microsoft 365 Copilot and your organization, we’re introducing Knowledge Agent in SharePoint. Knowledge Agent, launching in Public Preview today, delivers a new wave of AI-powered features in SharePoint designed to streamline content management and boost Copilot capabilities. These new features blend curated organizational knowledge with advanced AI, transforming SharePoint into a dynamic, intelligent knowledge hub that gives your organization a competitive edge.Product suite on top of SharePoint - Intelligent Decisioning - SharePoint Partner Showcase
We are excited to share a new episode on our partner showcase series focused on SharePoint in Microsoft 365. In this post, we focus on ID Live which is providing different kind of solutions on top of the native SharePoint build with SharePoint Framework.How the latest frontier models unlocked AI in SharePoint: Technical deep dive
Over three years, the SharePoint engineering team iterated through five major architectures for AI-powered page authoring. We over-constrained early models, underestimated discoverability, were delighted by new language model capabilities every few months, and learned to pivot fast when emerging approaches leapfrogged what we already had in flight. This post documents what worked, what didn't, and what we changed at each generation. If you're building AI features, or interested in the engineering tradeoffs of shipping LLM-based products at enterprise scale, these are the patterns and pitfalls we wish we'd known sooner.Quickly add approval workflows to any list or library in Microsoft 365
Leverage the power and simplicity of lightweight approvals on any list or library with a few simple clicks! SharePoint and Teams seamlessly integrate across files, lists, loops, and pages. And now, we’re excited to release the latest integration. SharePoint + the Teams Approvals app bringing you fast, easy approval-tracking business solutions – to any list or library. A single toggle gets you started: Create, approve, reject, and cancel – without leaving your content or the context of your conversations. Whether you need to approve a purchase order, a vacation request, project milestones, or a blog post, Approvals in lists and libraries help streamline the process and collaboration among your team members.
Turn Your ECM/DMS into AI Infrastructure with SharePoint Embedded
TL;DR: SharePoint Embedded helps customers easily bring their legacy ECM/DMS apps into the modern era, delivering Microsoft 365 Copilot, Microsoft Purview security and compliance, and Microsoft 365 Office collaboration capabilities automatically, as part of the project. Across a range of industries including healthcare, manufacturing, government, financial services, and legal, organizations face a common reality: vital business operations depend on documents which are offline and isolated from crucial tools the rest of the organization enjoys with Microsoft 365. Legacy systems keep case files, records, correspondence, contracts, evidence, and institutional knowledge locked away in enterprise content management (ECM) or document management systems (DMS) systems built for a different era. In the age of AI, our customers realize that transforming ECM and DMS is no longer a background IT initiative, it’s a strategic imperative. Modernizing your ECM/DMS apps with SharePoint Embedded (SPE) delivers Microsoft 365 Copilot, Microsoft Purview, and full Microsoft 365 Office collaboration capabilities as part of your app, all secured within the trusted boundaries of your Microsoft 365 tenant. SPE is an API only version of SharePoint, provided as an Azure service. SPE data is logically partitioned from SharePoint Online and OneDrive content, and does not consume Microsoft 365 entitlements. LexisNexis Transforms Document Management with SharePoint Embedded LexisNexis, a recognized innovator in the legal industry, offers a clear example of how this approach works in practice. Through a deliberate adoption journey, the company validated SharePoint Embedded for legal document management and built a consolidated ECM architecture designed for long-term scalability. Their work progressed through three phases: Phase I: Discovery and learning validated SharePoint Embedded as a foundation for legal industry document management Phase II: Framework creation resulted in OmniDMS - LexisNexis’s purpose‑built document platform layer, designed to abstract SharePoint Embedded and Microsoft Graph into a reusable, legal‑grade document service that can power multiple products Phase III: Product integration embedded this architecture into Everyfile and Visualfiles. By delivering the same OmniDMS foundation across products serving different legal operations and customer segments, LexisNexis demonstrated that SharePoint Embedded can underpin a scalable, multi‑product legal document platform rather than a one‑off integration. This approach allows documents to remain inside their customers’ Microsoft 365 tenants while supporting differentiated product experiences. Governance, security, and identity align with existing enterprise controls, simplifying implementation and adoption. As a result, conversations around risk and compliance become clearer, governance operates through familiar controls, collaboration follows established Microsoft experiences, and documents remain within the enterprise environment organizations already trust. According to Nigel Williams, Product Director, LexisNexis, “SharePoint Embedded allowed us to rethink document management as a platform capability rather than a third party, separate system. By combining SPE with our OmniDMS architecture, we can deliver modern, AI‑ready document experiences across Everyfile and Visualfiles - while keeping customers firmly in control of their data inside Microsoft 365.” SharePoint Embedded gives LexisNexis a foundation to continuously evolve document centric capabilities, AI assisted reasoning, and collaboration across the legal lifecycle - without forcing customers into disruptive platform changes. The SharePoint Embedded Cost Advantage For mid‑to‑large enterprises, using a traditional, on-premises ECM system as the backend for another application often costs $1,500–$5,000+ per user over five years once licenses, infrastructure, storage growth, upgrades, and ongoing operations are fully accounted for. SharePoint Embedded replaces that fixed, capital‑heavy model with a simple, usage‑based approach, typically averaging $3–$5K per terabyte annually. By eliminating upfront license costs, on‑prem infrastructure, and much of the administrative overhead, organizations shift from unpredictable CAPEX and maintenance spend to transparent OPEX tied directly to real usage. The result is a materially lower total cost of ownership, fewer hidden costs over time, and a more flexible foundation for modern, AI‑ready content applications built inside Microsoft 365. Getting Started is Easy Learn more about how you can turn your ECM / DMS into AI infrastructure with SharePoint Embedded: Watch this short video Register now for our upcoming webinar March 12 Review documentation on Microsoft LearnSharePoint Showcase: Using SharePoint Embedded to create AI-ready infrastructure
Across industries like financial services, healthcare, government, and legal, some of the most critical business processes still rely on documents trapped in legacy systems; isolated from Microsoft 365, disconnected from collaboration, and invisible to AI. As organizations embrace Copilot and AI‑assisted workflows, that disconnect is no longer just inconvenient. It’s a blocker. That’s why SharePoint Embedded (SPE) is taking center stage in this month’s SharePoint Showcase. It represents a fundamental shift in how enterprise content is modernized: not by replacing existing applications, but by turning them into AI‑ready infrastructure. Bringing AI, Collaboration, and Governance into Your Apps SharePoint Embedded is an API‑only version of SharePoint delivered as an Azure service. It allows developers to modernize existing Enterprise Content Management (ECM) and Document Management System (DMS) applications by embedding Microsoft 365 capabilities (e.g., Copilot, Purview security and compliance, and familiar Office collaboration) directly into their solutions. The result? Documents remain securely inside customers’ Microsoft 365 tenants, governance aligns with existing enterprise controls, and collaboration happens through experiences users already trust. Why This Matters Now As Copilot and SharePoint experiences continue to expand, enterprise content can no longer sit on the sidelines. SharePoint Embedded gives organizations a way to modernize document‑centric applications today, while preparing them for the AI‑driven workflows of tomorrow. If you’re exploring how to evolve ECM or DMS investments without sacrificing security, compliance, or control, this is a story worth digging into. Customers around the world are replacing aging systems with SharePoint Embedded, and partners like M-Files and LexisNexis are leading their customers into the next generation of document centric productivity. Read the full article to dive deeper into the LexisNexis journey and the architectural patterns behind SharePoint Embedded. Register for the March 12 webinar to hear directly from product leaders and learn how customers are turning ECM into AI infrastructure and saying goodbye to content silos. Watch the 2‑minute explainer video and see how SharePoint Embedded turns traditional document systems into modern, intelligent applications—without changing where data lives. How LexisNexis Is Rethinking Legal Document Management A powerful example of this approach comes from LexisNexis, who saw SharePoint Embedded not as a one‑off integration, but as a platform foundation. Rather than modernizing a single product, LexisNexis built a reusable document services layer designed to support multiple legal solutions while keeping customer data firmly within Microsoft 365. That architectural decision unlocked something bigger: consistency across products, clearer governance conversations with customers, and a scalable path to AI‑assisted legal workflows. It’s a case study in how SharePoint Embedded enables long‑term platform thinking, not just short‑term modernization. SharePoint Turns 25: Celebrating the Past, Powering the AI‑Driven Future Microsoft is marking SharePoint’s 25th birthday with a global digital event on March 2, 2026 @ 9:00AM PT, bringing together the SharePoint product team, community members, and industry leaders. Registration is open so claim your spot now! The live broadcast will reflect on SharePoint’s evolution and spotlight its role as the knowledge platform for Copilot and agents, share exclusive previews of new AI and Copilot powered innovations and a live Ask Microsoft Anything (AMA) with the SharePoint product team. The celebration also kicks off the 2026 SharePoint Hackathon, a two-week, hands-on experience running March 2–16, open to end users, designers, developers, and intranet leaders. Stay connected Learn more about SharePoint’s 25th birthday: aka.ms/SPat25 Stay connected with monthly product updates: aka.ms/SharePointShowcase Explore the global SharePoint community: aka.ms/SPCommunity Get ready for SharePoint Hackathon 2026: aka.ms/SharePoint/Hackathon
