Microsoft named a Leader in the 2026 Gartner® Magic Quadrant™ for Document Management
AI is raising the bar for document management. It’s no longer enough to store and share files— content needs to be governed, structured, and connected to the way teams actually work so AI can reason over it responsibly and help people move from information to action. That’s why we’re excited to share that Microsoft has been named a Leader in the 2026 Gartner® Magic Quadrant™ for Document Management, positioned highest for Ability to Execute. We believe this recognition reflects the investments we’ve made in making SharePoint and OneDrive the unified knowledge platform at the heart of Microsoft 365, keeping content trusted and compliant, while making it more discoverable, more actionable, and more valuable as AI adoption accelerates. In our view, this recognition is also a reflection of the customers and partners who build with us. Every day, users create 2 million new SharePoint sites, add 2 billion files, and run 3 billion automated workflows on SharePoint content each week, a scale that reflects how deeply document management is embedded in daily work. We’re excited to keep building what’s next with you. Grounding Copilot in governed content SharePoint and OneDrive serve as the trusted content layer for Microsoft 365 Copilot, giving AI a single, governed foundation to reason over. Over the past year we’ve deepened that connection across sites, files, and even encrypted content. Reasoning over sites: Copilot reasons across SharePoint sites and libraries, understanding pages, files, and metadata together to answer questions with full site context and governance. Reasoning over files (including encrypted content): Copilot can reason over individual SharePoint files — including image-level understanding in PowerPoint — and it can do so even when content is encrypted, while honoring permissions, sensitivity labels, and security policies. Connect Copilot Studio and Foundry to SharePoint: Use SharePoint and OneDrive as a trusted knowledge source for agents built in Copilot Studio and Foundry, so they can retrieve grounded answers from governed content while respecting the same permissions and compliance controls. AI-powered document insights: Every SharePoint site has an agent that can answer questions about site and library contents. Users can do scoped Q&A over one or many files, summarize, compare, and generate FAQs in one click, or listen to an Audio Overview of a file on the go. AI-assisted work in SharePoint AI in SharePoint is available now in public preview, so you can go beyond answering questions to getting real content work done right where your files live. Turn ideas into execution: Describe the outcome you want and SharePoint proposes a structured plan — spanning sites, pages, libraries, lists, and starter content — so you can review and iterate before anything is created. With a single prompt, you can also kick off multi-step content work across SharePoint assets, staying in control to review, adjust, or interrupt as SharePoint executes. Teach AI how your team works: Capture shared skills and context at the site level so one person can encode standards and everyone benefits. Skills help ensure consistent outputs, applying the same rules regardless of who asks or when. From content chaos to Copilot ready: SharePoint keeps content structured, current, and governed with automated metadata tagging and proactive site health monitoring, so Copilot and agent experiences across Microsoft 365 are more relevant and reliable. A modern, intuitive experience We continue to invest in the fundamentals — fresh, clean, consumer-grade experiences that make content easier to find, author, and act on. New SharePoint experience (rolling out now): A visual refresh and simpler navigation oriented around three core jobs: discovering what’s new, publishing content, and building solutions. Includes new front doors like Discover, Publish, and Build plus a new app bar that makes it faster to move across SharePoint and get back to the content you need. Refreshed document libraries: A modernized UX with built-in AI actions and forms for file intake, bringing insights, actions, and collection into the library experience. Page authoring and news publication: Best-in-class web authoring with flex sections, editorial cards, design ideas, motion, fine-grained image controls, and hero carousels. Viva Connections dashboards are now available on all SharePoint sites, with a new news feed that’s both user-personalized and tenant-programmable. Strengthened governance and trust Scaling AI on content only works if the content layer is governed and secure. This past year we delivered significant advances across governance, lifecycle, and data protection. Copilot-ready content governance: SharePoint Advanced Management (SAM) delivers permission state reports to detect overshared sites and content, and Restricted Content Discovery lets admins exclude sites that aren’t ready for Copilot. Content lifecycle management: SAM’s Inactive Sites Policy and Ownership Policy identify stale or unmanaged sites and drive remediation at scale. Unified data protection with Microsoft Purview: Dynamic watermarking and broader label support extend protection across content types. Records management in Purview: Multi-stage disposition through retention labels (up to five stages) enables multiphase review, relabeling, extension, and defensible deletion across Microsoft 365. Content management and industry solutions at scale As content management needs grow, customers want a single solution that blends secure collaboration with records, compliance, and line-of-business content, built for how specific industries and roles operate. SharePoint and OneDrive provide a flexible, governed foundation for regulated and high-volume content processes. Governance by default: Metadata, retention, sensitivity labels, and permissions stay with content, supporting audit-ready control for regulated industries like financial services, healthcare, and the public sector. Role-based experiences: Build repeatable journeys for HR, legal, and operations, from onboarding and case files to contract review, approvals, and publishing. Secure internal and external collaboration: Enable controlled sharing for customer onboarding, vendor management, and partner workflows while maintaining policy enforcement and admin visibility. AI-ready content: Keep information organized and trusted so Copilot and agents can deliver more relevant, permission-aware answers and next actions, especially for high-stakes roles working with sensitive content. Connected with Microsoft 365 apps: Enter and update SharePoint metadata directly from Word; request and sign documents with eSignature from Word and PDFs in SharePoint; use AI-powered document assembly to generate compliant Word documents from approved templates; and rely on a single “hero link” per file that controls all access — no more juggling multiple sharing links. Learn more about SharePoint, OneDrive, and Microsoft 365 Copilot We remain committed to making content governed, intelligent, and AI-ready — so every document in your organization can become knowledge that moves work forward. Start using Microsoft 365 Copilot today. Visit Microsoft365.com/copilot or download the Microsoft 365 Copilot app. Learn about Microsoft SharePoint: https://www.microsoft.com/en-us/microsoft-365/sharepoint/ Learn about SharePoint’s latest AI capabilities: https://aka.ms/SharePointAI Read more about 2026 Gartner® Magic Quadrant™ for Document Management: https://aka.ms/2026GartnerDocMgmtMQReport Gartner, Magic Quadrant for Document Management, Tim Nelms, Jed Cawthorne, Rachel O’Farrel, Marko Sillanpaa, Stephen Emmott, April 28, 2026. Gartner does not endorse any vendor, product or service depicted in its research publications and does not advise technology users to select only those vendors with the highest ratings or other designation. Gartner research publications consist of the opinions of Gartner’s Research & Advisory organization and should not be construed as statements of fact. Gartner disclaims all warranties, expressed or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose. Gartner and Magic Quadrant are trademarks of Gartner, Inc., and/or its affiliates. *This graphic was published by Gartner, Inc. as part of a larger research document and should be evaluated in the context of the entire document. The Gartner document is available upon request here.SharePoint Showcase: AI-Forward Content Creation & Curation for the Modern Intranet
More than 2,700 Microsoft 365 customers joined us at the Microsoft 365 Community Conference in Orlando to learn what’s new across Microsoft 365. In one of our sessions, AI‑Forward Content Creation & Curation for the Modern Intranet, we shared how SharePoint is evolving from a place where employees find information, to a platform that helps teams create and keep it current. New AI capabilities now in public preview can generate and edit pages from natural language, helping you move from an idea to structured, publish-ready content faster. Because SharePoint content helps ground Microsoft 365 Copilot and agents, quality and consistency matter. Below, we’ll walk through the AI features across two areas: creation (drafting and visual storytelling) and curation (keeping your intranet accurate, relevant, and trustworthy over time). AI in SharePoint: An overview - Microsoft Support Create and edit pages with AI First up: creating and refining pages directly in SharePoint. You can engage with SharePoint’s AI capabilities from multiple entry points: select the floating action button in the lower right corner of a site, start from the template gallery, create new pages directly from a site, or navigate to the Publish tab to update recently created pages. Once in Edit mode, AI becomes your coauthor—you can use chat to make page edits like adding, moving, updating, and formatting your content for you. Describe what the page should include, and SharePoint can generate a structured first draft. This experience is intentionally iterative: you can switch back and forth between traditional page building (choosing layouts, adding web parts, and fine-tuning design) and AI-assisted authoring (drafting, rewriting, summarizing, or restructuring) until the page looks and reads exactly the way you want. Visual storytelling with charts Communicating clearly often means communicating visually. With AI‑generated charts in SharePoint, authors can describe what they need in plain language and add rich, interactive charts directly to a page. Charts can be grounded in existing documents and refined through multi‑turn interaction, helping teams turn complex information into content that’s easier to understand and act on, without requiring design expertise. Improve your site Creation is only half the story. AI in SharePoint goes further—delivering intelligent, automated content curation that helps site owners continuously maintain intranet quality at scale with minimal manual effort. Embedded directly into the SharePoint experience, “Improve your site” leverages user behavior, search insights, and page analytics to surface targeted, action‑oriented recommendations—with one‑click actions, bulk updates, and the ability to learn from user decisions over time. Capabilities include: Retiring low‑activity or outdated pages (individually or in bulk) to reduce clutter and improve content relevance and search quality Identifying content gaps based on employee search intent and unresolved queries, with AI‑assisted content creation to fill them Fixing broken links and navigation issues to remove friction and improve user experience Enhancing content quality through recommendations to update, rewrite, or restructure pages for clarity, engagement, and accessibility Improving site discoverability with suggestions for keywords, metadata, navigation, and featured content (e.g., search pinning and best bets) With these insights available on demand, SharePoint helps ensure the content Copilot and agents reason over remains up to date, relevant, and aligned with how employees actually search and work—without introducing additional governance processes or tools. Improve your SharePoint site with AI in SharePoint - Microsoft Support Content Readiness Is the Foundation for Better AI Outcomes AI capabilities in SharePoint will continue to advance, but content quality, structure, freshness, and governance remain the foundation of effective AI experiences. By making it easier to both create and curate content, SharePoint helps organizations strengthen content trust today while enriching AI experiences and Work IQ across Microsoft 365. The result is higher quality answers, better decision making, and greater productivity, for both people and the AI systems that rely on SharePoint content. Learn More Content creation with AI in SharePointAI Skills Are Now in Public Preview: Teaching AI in SharePoint What to Know and How to Act
In March, we shared our vision for AI in SharePoint: We’re transforming how teams build solutions, publish content, and organize information using AI. With AI in SharePoint, you start with intent, describe it in natural language, and move directly to working solutions that reflect how your business actually operates. It is a multi‑turn, collaborative experience that spans site, page, list, and library creation, configuration, and consumption. Thousands of organizations have joined the public preview, and we are excited to co-develop with our customers as they use AI to transform every step of the content lifecycle. During this preview, customers have shared a clear feedback theme with us: They need AI in SharePoint to be even more aware of how their organizations operate – the norms, processes, and content preferences that are essential for how work gets done. Today at the Microsoft 365 Community Conference, we’re announcing how we are addressing this customer feedback. Now you can teach AI in SharePoint about: What to Know: Ask AI in SharePoint to remember something, and it will use a context file in the site to remember the norms and procedures for that site. How to Act: Ask AI in SharePoint to store a repeatable process and it will create a skill that can be reused by team members. What to Produce: Ask AI in SharePoint to create content and it will generate Word, PowerPoint, or Excel files and can also generate custom reports & dashboards aligned to the content preferences of your organization. These capabilities roll out over the next couple of weeks for all opted-in public preview tenants and sites. Teaching AI in SharePoint what to know about a site Now, you can give SharePoint context it can remember across future sessions. Simply prompt it in chat to remember a shared rule or preference such as: "Remember that our team color is purple” or “avoid the use of aspirational language or marketing jargon.” SharePoint saves context for preferences and rules, then applies it across the team SharePoint saves that context at the site level, allowing it to operate with that information in mind for anyone who visits the site. When another team member uses SharePoint’s AI capabilities, such as generating content, it applies that shared context automatically, for instance by prioritizing purple in the color palette. SharePoint’s ability to remember site context is rolling out over the next two weeks –to all AI in SharePoint public preview tenants. Learn more on how to get started. Teaching AI in SharePoint how to act Skills go beyond single pieces of context and enable you to define multi-step, repeatable shortcuts that reflect the processes of your team. They enable you to carry out work in the way your team expects. For example: Generating quarterly reports from business data: A finance team can create skills to generate a quarterly report from data stored in the site. Drafting proposals using past content: A sales team can create skills that define the structure of proposals and how it should be assembled from past proposals and product documentation. Sales team members can then generate the proposal as a Word document. Creating a project tracker list based on team standards: A project team can create a skill to define how a project tracker should be organized, including required columns, column types, and allowed values for fields. Team members can then generate a list that follows those standards automatically. Organizing content based on information architecture: A content management team can create a skill to apply corporate taxonomy when assigning metadata, renaming files, or organizing content into the appropriate structure. To create skills for SharePoint, you just prompt it in chat to define a specialized capability. Create skills for detailed, multi-step tasks to get repeatable outcomes Anyone working on the site can invoke the site’s skills, so outputs are repeatable across the whole team. You can learn more about generating skills in this detailed help article. Skills are now available to all AI in SharePoint public preview tenants. No additional setup is required. Learn more on how to get started. What to produce: Generating content aligned to your preferences Most real content workflows don’t end with a chat session – they end when the deliverable is produced. Now, new content generation tools enable AI in SharePoint to complete content workflows. You can prompt SharePoint directly to generate files – Word, Excel, PowerPoint – as well as structured artifacts — reports, visualizations, interactive summaries — without any code. Ask SharePoint to generate a quarterly report, turn results into a press release, or draft a proposal based on past content, and it produces a live, interactive output you can act on without leaving SharePoint. Teammates can leverage skills others have previously saved to the site and build structured, interactive artifacts, like reports And because you can save the creation of that output as a skill, you get consistency over time. Ask SharePoint to generate your weekly report once, save that process as a skill, and every time it produces the same structured output the same way that your whole team can rely on. Ask SharePoint to create documents from files saved on your site This is what context, skills, and content generation produce together: AI in SharePoint that applies your organization's standards consistently and generates useful outputs on demand. This foundation of trusted, well‑structured content also helps power better responses from Copilot and agents across Microsoft 365, enabling more effective end‑to‑end workflows through Work IQ. AI-driven content generation starts rolling out to public preview in late April through May. How it works: Using open markdown files This approach to shared context, skills, and content generation reflects an emerging industry pattern for AI systems: separating what AI needs to know from how it should act and what it needs to produce and applying it all consistently across workflows. Context and skills are saved as plain-text Markdown (.md) files in the all-new Agent Assets library in the site, so they are versioned, governed, and editable by the right people on the team. SharePoint and OneDrive now support native viewing and editing of Markdown files directly in document libraries, allowing teams to open, update, and refine these shared capabilities in the browser without relying on developer tools. SharePoint and OneDrive’s native markdown file editor Updates to context and skills can happen naturally through the chat experience as you work. Just prompt SharePoint to make a change, and it applies that update directly behind the scenes. While it’s never required for users to visit the markdown files directly, they are there as a simple way for anyone on the team to see the know-how that might otherwise live in one person’s head. Now, the whole team can share, review, and improve it over time. Become an AI in SharePoint champion Ever since SharePoint’s early days, people have been a hero to their coworkers by configuring SharePoint to best fit their team’s business needs. Today’s announcements are the next generation of this heritage – and it’s never been easier to become a SharePoint champion for your team. AI in SharePoint is available now in opt‑in preview for users with a Microsoft 365 Copilot license. Try the preview today: https://aka.ms/SPAIoptin Join us for more AI in SharePoint deep dives this week at the Microsoft 365 Community Conference in Orlando: Meet AI in SharePoint (2:45-3:30 pm ET on Tuesday, April 21) AI in SharePoint: From Content Chaos to Clarity and Impact. Get Copilot Ready! (11:15 am - noon ET on Wednesday, April 22) Using SharePoint AI to Solve Business Processes (1:30-2:15 pm ET on Wednesday, April 22) Microsoft Lists – Organize, Automate, and Act with AI (9-9:45 am ET on Thursday, April 23) SharePoint: AI-Forward Content Creation & Curation for the Modern Intranet (10-10:45 am ET on Thursday, April 23) Learn more about skills as part of AI in SharePoint Opt-in to the AI in SharePoint public preview Learn more about skills in SharePoint Watch how skills can be put into actionBoard and executive meeting management - Pervasent - 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 Pervasent which is providing executive and board meeting targeted solution to plan, manage and distribute the covered content. Content management and planning features in this solution are built with SharePoint Framework (SPFx).Building a modern digital workplace on Microsoft 365 - WebVine - 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 WebVine which is providing intranet accelerator solution with streamlined document management capabilities with user interface implemented using SharePoint Framework (SPFx).SharePoint Showcase: Automation updates for smarter workflows & business processes
The way work gets done continues to evolve. Across organizations, everyday tasks are moving beyond manual handoffs toward intelligent, connected workflows where AI helps coordinate activity and people focus on outcomes.SharePoint Showcase: How SharePoint uses AI to strengthen Work IQ’s data layer
A recently published whitepaper from Omdia, “Expanding Your Knowledge with Microsoft’s AI in SharePoint” highlights a consistent conclusion. AI performance depends on content readiness which underscores the importance of content quality, structure, freshness, and governance to shape the reliability of AI outputs. As a load-bearing structural component of Work IQ’s data layer, SharePoint serves as a primary knowledge platform across many organizations. With over a billion users each year, SharePoint is also the number 1 grounding source for Microsoft 365 Copilot and agents. Consequently, the AI capabilities currently available inside SharePoint –which support how content is created, structured, governed, and discovered –significantly influence the quality of the Data layer within Work IQ as the “brain” behind Copilot. This month’s Showcase offers four AI capabilities in SharePoint that help strengthen how Copilot and agents reason over enterprise knowledge. Please note, there are some prerequisites that need to met which are summarized on MS Learn, HERE. Now let’s dive into the four capabilities, including instructions on how to access and steps to optimize usage. Content management practices that improve AI outcomes AI performance reflects the quality of the information it uses; accurate, structured, and current content leads to reliable results. Omdia’s whitepaper points to common patterns across enterprises which include: Diffusion of content spreads across sites and libraries. Multiple versions of documents exist. Link degradation and diminished relevance of pages over time. These conditions affect how AI surfaces answers because AI reasons over content as stored. AI in SharePoint evaluates content quality across sites and libraries. It surfaces improvement recommendations for site owners and content managers with an emphasis on actions that raise content clarity and usability. Examples may include identifying pages with low engagement, highlighting broken links, and surfacing gaps where users search for information. AI also prompts content refresh actions when guidance no longer reflects current needs. This capability operates directly within SharePoint experiences that teams already use, and supports ongoing readiness without introducing separate review cycles or tooling. Action to take Select high impact sites such as HR, Legal, or IT guidance. Within a site, choose the floating button and select Improve this site. Review AI-driven recommendations for stale content, content gaps, and broken links. Update, consolidate, and refresh content based on those signals. Learn more: SharePoint Advanced Management overview - SharePoint in Microsoft 365 | Microsoft Learn Metadata extraction that improves AI responses Metadata provides essential signals for AI reasoning. In this scenario we define metadata as structured information that enables AI systems to understand meaning, relationships, and context. While many SharePoint libraries contain valuable documents, in the past, tagging documents with metadata was a manual task resulting in inconsistent tagging across libraries. Furthermore, inconsistent structure across high-value content (e.g., contracts, policies, and technical documentation) can adversely affect precision for search, filtering, and AI responses. AI in SharePoint helps address metadata gaps. It can suggest metadata columns based on document patterns, extract and populate values directly from file content, as well as infer additional details using context across the library. Once applied, metadata supports accurate filtering, grouping, and discovery – improving how Copilot and agents interpret relevance and scope. As a result, manual effort for content owners is greatly reduced while simultaneously increasing consistency at scale. Over time, structured metadata strengthens confidence in AI-generated summaries and answers. Action to take Identify one library with high business value. Within the library, choose the floating button and select Add autofill columns. Ask SharePoint to create columns for the metadata you want AI to extract. Review results and refine as needed. Learn more about metadata and response quality in the October, SharePoint Showcase. Admin agent support for content cleanup and governance Governance plays an important role in AI outcomes; content lifecycle, storage usage, and permissions all influence what AI surfaces. The SharePoint Admin Agent applies generative AI to SharePoint Advanced Management insights. It enables administrators to ask natural language questions about site lifecycle, storage patterns, and permissions exposure. The agent analyzes reports regarding inactivity, storage usage, and permissions distribution and then summarizes findings along with sharing recommended actions. This approach helps administrators focus attention on sites that affect risk and efficiency. Examples include identifying inactive sites with large storage footprints, surfacing ownerless sites, and highlighting broad access patterns. These insights support informed cleanup and governance planning. As such, cleaner and well- governed environments improve AI grounding. Permissions accuracy ensures responses align with access boundaries and reduced duplication improves signal quality for AI reasoning. The Admin Agent supports a human review model. It’s recommended that administrators evaluate insights and determine next steps which is in keeping with common responsible AI practices. Action to take Use the SharePoint Admin Agent to review inactive and storage heavy sites. Prioritize cleanup and ownership alignment. Strengthen permissions governance for high visibility content. Learn more: SharePoint Admin Agent overview - SharePoint in Microsoft 365 | Microsoft Learn Practical improvements in document libraries and content organization AI capabilities in SharePoint support everyday work inside document libraries with an emphasis on structure, clarity, and usability. Within libraries, AI is ready to help organize files using metadata-driven views and groupings. In addition, new content is classified on a consistent basis as it arrives. And, it can enable automation tied to content changes. Examples include triggering review workflows when documents update and surfacing grouped views based on inferred attributes. These features help reduce friction for users navigating large collections. At the site level, AI surfaces improvement suggestions based on usage patterns and can identify areas where users search for information. These insights are then leveraged to recommend content updates or new pages that align with observed needs. Continuous improvement of the knowledge platform in response to real usage signals helps evolve the content and improve the structure over time. As a result, not only are AI outcomes strengthened within familiar SharePoint experiences, but daily productivity is improved. Action to take Review frequently used document libraries. Apply metadata-based views and groupings. Use AI recommendations to refine site structure and content placement. Learn more: Create document library with AI - SharePoint in Microsoft 365 | Microsoft Learn In closing Teams that invest in content readiness will see strategic advantage in the long run as they will have strengthened content trust, alongside improved AI accuracy, higher productivity, and decision quality across Microsoft 365. Looking ahead, the Microsoft 365 Conference (April 21-23, Orlando, Florida) includes several sessions which dive into the latest innovations coming in SharePoint including latest AI capabilities and best practices around libraries and metadata management. You can find out more about the conference via this blog post or register for the conference HERE. Recommended sessions: From Chaos to AI-Ready in 30 Days: Meet the SharePoint Admin Agent, Grounded by SAM (Tuesday, 11:30 AM – 12:15 PM EST) Meet AI in SharePoint (Tuesday, 2:45-3:30 PM EST) AI in SharePoint: From Content Chaos to Clarity and Impact. Get Copilot Ready (Wednesday, 11:15 AM – 12:00 PM EST) The Future of SharePoint: AI Ready to Discover, Publish and Build (Wednesday, 1:30 – 2:15 PM EST) Using SharePoint AI to Solve Business Processes (Wednesday, 1:30 – 2:15 PM EST) SharePoint: AI‑Forward Content Creation & Curation for the Modern Intranet (Thursday, 10:00 – 10:45 AM EST)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.
