TL;DR
- Copilot’s answers depend entirely on the quality of your SharePoint content, metadata, and permissions.
• Knowledge Agent will soon automate tagging, classification, and cleanup (great news for SMBs).
• Quick wins: flatten folders, add proper metadata, fix permissions.
• Copilot won’t fix a messy SharePoint. Its output is only as good as your input.
• A clean, well-structured SharePoint is your launchpad for AI productivity.
• Rewatch the full webinar below for demos and practical steps.
Why Getting SharePoint Ready Matters
AI is everywhere, but Microsoft Copilot is becoming the workplace assistant people see. There’s just one hitch: Copilot can’t think clearly if your SharePoint looks like the digital version of a pantry where the labels have peeled off, and someone has been “organising” at 2am.
There have also been multiple AI related updates and announcements by Microsoft. This includes Knowledge Agent and all the updates from Microsoft Ignite.
That’s why Chloe Dervin (Managing Director, WebVine) and James Dellow (Head of Product & Delivery, WebVine) hosted a webinar breaking down exactly what “Copilot readiness” means, and how you can take advantage of the new AI updates.
Rewatch the webinar here. If you prefer to read, scroll down for a summary.
Why Copilot Readiness Matters
If SharePoint is cluttered, outdated, or mislabelled, Copilot must guess. And guessing leads to:
- People losing trust in AI (and abandoning it)
• Sensitive information appearing where it absolutely shouldn’t
• Copilot giving bad or incomplete answers
• Duplicate files, shadow IT, and messy version sprawl
• Content that Copilot simply can’t “see” or contextualise
Put simply: if SharePoint isn’t ready, Copilot won’t be either.
SharePoint’s Evolving Role in the Agentic AI Era
Microsoft’s message at Ignite 2025 was loud and clear: SharePoint isn’t just a document library. It’s now the knowledge layer for Copilot and AI agents.
Imagine it as your organisation’s central library. When the books are organised, labelled, and accessible, everything flows. If not, you get digital chaos disguised as “search results.” AKA AI hallucination.
What “Copilot Ready” Look Like
A Copilot-ready SharePoint has three markers:
- Healthy Content & Structure
Clean libraries, sensible folder depth, no zombie files.
- Useful Metadata
Documents labelled with meaningful properties so Copilot can understand context.
- Good Permissions Hygiene
The right people see the right things. The wrong people don’t.
A messy SharePoint? That’s like a supermarket where cereal lives next to bleach and no one’s sure who has keys to the stockroom.
Demystifying Microsoft’s AI Terms
Let’s decode the alphabet soup:
- AI: Technology that mimics human reasoning
- Chatbot: Answers questions but can’t act
- Copilot: Microsoft’s built-in AI helper across 365 apps
- Agent: An AI that plans and performs tasks
- Knowledge Agent: New Copilot feature that organises your content
- Generative AI: Creates content
- LLM: The brain behind tools like Copilot
Think of a chatbot as a helpful librarian. Agents are librarians who rearrange the shelves so that you can find things.
Knowledge Agent: Your Future SharePoint Organiser
Knowledge Agent is a win for SMBs or any team without an army of information managers.
It offers:
- Auto-tagging and AI-driven classification
- PAYG model with site-level opt-in
- Included in most Copilot licences
- Automated cleanup and lifecycle rules
- Health checks for intranets and content hubs
No more marathon taxonomy workshops. No more “who last updated this?” panic. Just fast, intelligent organisation.
Where Knowledge Agent Works Best
It shines in everyday chaos:
- Turning unstructured libraries into organised spaces
- Tidying up stale content and broken links
- Adding rich metadata for improved Copilot accuracy
- Handling multiple file types (DOCX, PDF, PPTX, XLSX, HTML)
- Enforcing governance and reducing risk
- Automating content reviews and update cycles
Think of it as a content concierge that never gets tired.
What Copilot Cannot Do
Copilot has it’s limits:
- It can’t access data outside M365 without connectors
- It won’t override permissions
- It can’t repair messy formatting or missing fields
- It won’t create data that doesn’t exist
- It can’t replace human judgment
In other words: Copilot is a super-powered assistant, not a miracle worker. Garbage in, garbage out.
Actionable Steps and Roadmap for Copilot Readiness
Quick Wins (Start This Week!)
- Enable Admin Agent: Boosts management and Copilot readiness.
- Flatten Folder Structures: Easier access, less confusion.
- Start Metadata Uplift: Begin with 5–6 standard columns (Owner, Department, Document Type, Status, etc.).
Mid-term Actions
- Clean-up & Permissions Audit: Secure your SharePoint and remove clutter.
- Develop a Metadata Strategy: Plan for consistent, useful labels.
Long-term
- Automate Governance: Set up alerts, retention policies, and review cycles.
- Site-level Opt-in for Knowledge Agent: Roll out where it matters most.
- Dashboard Progress: Show stakeholders the improvements.
What’s Coming Next in Copilot for SharePoint
Keep an eye out for:
- AI workflows for lists and libraries
- Create pages & lists via Copilot
- AI-powered FAQ web part
- Custom no-code agents
- Admin center for agent governance
- Viva Amplify integration
- PAYG storage flexibility
Focus on capability, not dates. Microsoft’s roadmap evolves quickly.
Copilot Adoption Requirements
To get the most from Copilot:
- Fix information quality issues.
- Streamline workflows.
- Close governance gaps and address shadow IT.
- Enforce security: least privilege and regular reviews.
Not sure where you stand? WebVine’s Copilot Flight Check gives you:
- A clear view of your SharePoint readiness
- Quick wins and long-term improvements
- A tailored roadmap for safe, effective Copilot adoption
- Actionable recommendations and stakeholder engagement
Reach out to our team for more information.
Meet the Presenters
Chloe Dervin
Managing Director, WebVine
Chloe leads WebVine’s digital transformation projects, helping organisations energise their teams with Microsoft’s evolving suite of tools. She’s passionate about making technology accessible and impactful for everyone.
James Dellow
Head of Product & Delivery, WebVine
James is a SharePoint and M365 expert with a knack for turning complex problems into practical solutions. He’s a thought leader in information management and a champion for user-friendly design.
FAQs
Q: Can Copilot help me find content in poorly organised libraries?
A: Copilot does its best, but messy content means messy answers. Start by cleaning up your structure and metadata.
Q: Do I need a big team to get ready?
A: Not at all! Start with small, practical steps. Flatten folders, add metadata, and audit permissions.
Q: Can Copilot access data outside Microsoft 365?
A: Only if you set up connectors. Otherwise, it stays within your M365 environment.
Q: How do I get started?
A: Try WebVine’s Copilot Flight Check or start with the quick wins listed above.
Sources
TL;DR
- Companies often prioritise physical spaces over digital experience, creating a disconnect.
- Employees now use an average of 11 apps, nearly double from a few years ago.
- 47% of digital workers struggle to find the information they need.
- Well-integrated digital tools improve engagement and strengthen organisational culture.
- Bridging the physical–digital gap requires strategy, integration, and thoughtful design.
At WORKTECH Singapore 2025, I kicked off my panel with a simple truth: companies pour millions into stunning offices, yet often overlook the digital experience employees face every day.
The result? Teams navigate clunky, siloed tools while working in spaces that look like the future. But feel like the past.
In this post, I’ll explore why this happens, why it matters, and how to fix it, drawing on years of designing smarter, human-centered digital workplaces.
Bridging the Physical - Digital Divide
When Offices Shine, Digital Tools Falter
Modern offices are designed for collaboration and well-being: open lounges, wellness zones, creative breakout areas. But digital tools often lag behind.
I’ve seen offices that look like 2026, but their intranets are stuck in 2010. This mismatch frustrates employees and undermines the overall experience.
Where Companies Spend vs. Where They Don’t
At WorkTech, I shared that about 90% of companies invest in physical spaces, but only half have a defined digital experience strategy. I was shocked at that stat. It means that we’re building inspiring offices while leaving digital platforms in the dust.
Too Many Apps, Too Little Harmony
Employees juggle Teams, email, HR portals, desk booking apps, and more. None of which talk to each other. Time is wasted, information is scattered, and even the best office environments can’t make up for a broken digital experience.
Pandemic Workflows Left a Patchwork
The rush to remote work during COVID-19 led to rapid, unplanned tech adoption.
Now, many workplaces are left with overlapping platforms and confusing user journeys. Employees often ask, “Which tool do I use for this?” A clear sign the experience is broken.
Why It Matters
Hybrid ways of working are firmly planted in the professional working world. When physical and digital experiences don’t align, engagement and productivity suffer. People want the same experience whether they’re at HQ or working from a café.
This isn’t just an IT problem. It’s about culture, connection, and belonging.
Real-World Example: When Great Offices Meet Clunky Systems
Imagine arriving at a state-of-the-art office, only to spend 30 minutes juggling multiple apps just to book a desk, update a document, and check a policy. None of the systems share data or logins.
I’ve worked with clients who faced this exact issue. Employees called it a “treasure hunt” to find documents or people online.
Over time, even the shiniest office loses its charm if the digital side is a hassle.
My Recommendations
1. Make Digital Experience an Executive Priority
Treat your digital workplace as a “location” that deserves design and investment. Elevate it to the same importance as physical office strategy.
2. Integrate and Simplify Tools
Audit your systems for overlap and integration gaps. Consolidate platforms where possible, and ensure remaining tools connect seamlessly.
Aim for a unified hub, like a modern intranet, that surfaces information from multiple systems.
3. Mirror Physical Design in Digital Spaces
If your office promotes collaboration, your digital tools should too. Open forums, chat channels, and consistent branding help reinforce culture and workflow across both realms.
4. Foster Cross-Functional Ownership
Create a “Connected Workplace” taskforce with IT, HR, Internal Comms, and Facilities. Planning together turns your workplace into a connected ecosystem, not disconnected parts.
5. Invest in Training and Change Management
Even the best tools fail if people don’t know how to use them.
Educate employees on new digital initiatives, encourage feedback, and refine tools based on real user needs.
6. Leverage AI Thoughtfully
AI assistants and analytics can smooth workflows. But only if your systems are well-governed and integrated first.
Get your house in order, then layer AI on top.
From Divide to Connection
The gap between sleek offices and clunky digital tools isn’t inevitable.
Treat the digital employee experience with the same care as your physical workspace.
When both sides are welcoming and efficient, employee satisfaction soars. And organisations gain a real edge in the hybrid era.
Audit your tools today. Identify one quick win (like integrating two systems) and one big win (like building a digital workplace roadmap).
Every step counts toward a connected, human-centered ecosystem.
About the Author – Chloe Dervin
Chloe Dervin is the Managing Director of WebVine, a leading digital workplace consultancy based in Sydney. With over a decade of experience designing and delivering intranet and digital transformation projects for organisations across Australia and Asia-Pacific, Chloe is passionate about bridging the gap between physical and digital employee experiences. She is a sought-after speaker at industry events like Worktech Singapore, where she shares practical insights on hybrid work, digital strategy, and employee engagement. Chloe’s expertise lies in creating human-centered digital environments that empower people to do their best work, wherever they are. When she’s not helping clients modernise their workplaces, Chloe enjoys sharing actionable tips and thought leadership through webinars, articles, and community forums.
FAQ
Q: Why do so many organisations have great offices but poor digital experiences?
A: Physical spaces are visible and tangible, while digital experience often gets less attention. The result is fragmented tools and inconsistent workflows.
Q: What’s the biggest risk of not bridging the divide?
A: Lower engagement, wasted time, and a disconnect between employees and company culture, especially for hybrid and remote teams.
Q: Where should we start?
A: Begin with a digital workplace audit. Identify pain points, integration gaps, and opportunities to simplify. Form a cross-functional team to own the process.
Sources
https://www.cbre.com/insights/reports/2024-2025-global-workplace-and-occupancy-insights
TL;DR
- SharePoint just received major AI upgrades at Ignite 2025.
- Meet your new helpers: Knowledge Agent, Admin Agent (via Agent 365), Copilot-generated pages and lists, and an AI-enhanced FAQ web part.
- These features mean less manual admin, stronger governance, and faster answers for your people.
- Join our Dec 11 webinar to learn how you can take advantage of these updates, plus Knowledge Agent.
SharePoint’s AI Evolution: What You Need to Know
If SharePoint were a person, it just walked into Microsoft Ignite 2025 wearing a sharp new AI suit and said, “I’m not just a document library anymore. I’m your knowledge concierge.”
Microsoft has doubled down on making SharePoint the backbone of AI-driven productivity. These updates aren’t just shiny features. They’re practical tools to help you work smarter, not harder.
Let’s unpack what matters and why.
Microsoft 365 Copilot for SharePoint: Your Knowledge Butler
Imagine hiring a butler who not only knows where everything is stored but also understands how it all relates. Even that warranty you shoved in a drawer three years ago.
That’s Copilot in SharePoint now.
What’s new?
Copilot can now draw on your SharePoint structure and metadata to give contextually accurate answers.
Why it matters:
- Faster answers → fewer productivity roadblocks.
- Better context → more accurate responses.
- Encrypted content support → governance without limitations.
How to use it:
- Clean up your metadata (think of it as tidying your digital closet).
- Teach your team to ask Copilot questions like they would a colleague.
You ask, “What’s our parental leave policy?” Copilot fetches the HR page faster than you can say “baby shower.”
Knowledge Agent: The Auto-Tagging Hero
Ever tried organising a thousand vacation photos? Painful, right? Now imagine doing that with business documents. Enter Knowledge Agent, your AI-powered librarian.
What’s new?
It auto-tags and enriches metadata for SharePoint content.
Why it matters:
- Better search.
- More accurate Copilot answers.
- Dramatically less manual admin.
How to use it:
- Enable it in high-volume libraries (contracts, policies, product sheets).
Imagine uploading 100 datasheets. AI then fills in product names, categories, and dates. You can focus on more strategic tasks.
Agent 365: Governance Automation for SharePoint
This is one of the biggest shifts announced at Microsoft Ignite 2025.
Agent 365 introduces autonomous AI agents that can monitor, decide, and take action across Microsoft 365, including SharePoint governance.
Think of Agent 365 as your digital facilities manager. It doesn’t just monitor; it acts. For SharePoint, this means spotting inactive sites, overshared content, and permission sprawl. And tidying up automatically.
What it can do:
- Spot inactive sites.
- Detect oversharing.
- Flag risky permissions.
- Auto-archive unused content.
Why it matters:
- Fewer governance surprises.
- Less admin for IT teams.
- Consistent compliance.
A site hasn’t been touched in 18 months? Agent 365 archives it automatically.
Copilot for Pages and Lists: Just Say It
Creating pages used to feel like assembling flatpack furniture. Lots of clicks, occasional tears.
Now Copilot does the heavy lifting.
What’s new?
Natural language prompts to build pages, layouts, and lists.
Why it matters:
- Anyone can publish content. Not just the SharePoint team.
- Faster communication across the organisation.
How to use it:
Start with simple requests like “Create a project status page.”
Think a HR Manager says: “Make an FAQ page for remote work policy.” Copilot drafts it before lunch.
AI-Powered FAQ Web Part: Your Intranet’s Mind Reader
Ever wish your FAQ section knew what people were thinking?
This new web part uses AI to analyse user behaviour and suggest missing or trending questions.
What’s new?
Suggests new Q&A based on user queries.
Why it matters:
- More relevant intranet content.
- Reduced support tickets.
- Continuous improvement without manual digging.
How to use it:
- Add it to HR or IT pages.
- Review AI suggestions regularly.
If employees keep asking about BYOD policy → AI nudges you to add it to the FAQ.
Other Notable Mentions
- eSignature GA: Send docs for signature straight from SharePoint.
- Viva Amplify Integration: Push SharePoint news across Teams, email, and Viva Engage.
- AI Workflow Builder (coming soon): Automate tasks in plain language.
- Pay-As-You-Go Storage: Flexible storage for SMBs.
Join Our Webinar – Dec 11
Want to see how you can take advantage of these features and the knowledge agent?
On December 11th we’re hosting a free webinar about this new AI Agentic era of SharePoint.
So… What Now?
SharePoint is no longer a passive content store. It’s becoming an intelligent knowledge hub that proactively organises, governs, and connects your information.
Start small: enable one feature, clean up metadata, and let Copilot do the heavy lifting.
Because honestly, who doesn’t want a digital butler that never takes a day off?
FAQs
What is Microsoft 365 Copilot for SharePoint?
It’s an AI assistant integrated into SharePoint that uses your organisation’s content and metadata to answer questions, create pages, and help you work smarter.
What is Knowledge Agent?
An AI-driven feature that automatically tags and enriches metadata for SharePoint content, making it easier for Copilot and search to find accurate information.
What is Agent 365?
Agent 365 is Microsoft’s new framework for autonomous AI agents that handle governance and automation tasks across Microsoft 365. For SharePoint, this means monitoring inactive sites, overshared content, and permissions—and taking corrective actions automatically.
What is Governance Automation in SharePoint?
Governance automation uses AI agents (via Agent 365) to enforce compliance policies, archive inactive sites, and manage permissions without manual intervention.
What is the AI-Powered FAQ Web Part?
A SharePoint web part that uses AI to suggest new FAQs based on user queries and keep your intranet content fresh and relevant.
How do I enable these features?
Most features are rolling out in preview or GA through the Microsoft 365 admin center. Check your tenant settings and roadmap for availability.
When will Knowledge Agent be generally available?
Public preview is available now, with GA expected in early 2026.
Sources:
- Microsoft Ignite 2025 Book of News
https://news.microsoft.com/ignite-2025-book-of-news - Microsoft 365 Copilot Overview
https://www.microsoft.com/microsoft-365/copilot - SharePoint Blog – AI and Governance Updates
https://techcommunity.microsoft.com/t5/sharepoint-blog/bg-p/SharePoint - Agent 365 Announcement
https://techcommunity.microsoft.com/t5/microsoft-ignite-blog/introducing-agent-365-ai-governance - Knowledge Management in Microsoft 365
https://learn.microsoft.com/en-us/microsoft-365/knowledge-management
TL;DR
- AI sometimes makes up convincing but false info. This is called a “hallucination.”
- Watch for: confident tone, fake details, inconsistent answers, and no sources.
- To avoid: double-check facts, give clear context, ask for sources, avoid leading prompts, and remember AI may not know the latest news.
- Why care? Hallucinations can cause real problems. Always verify before trusting AI outputs.
Mind the Mirage: Understanding Hallucinations in LLMs
Ever asked an LLM a question and thought, “Wow, that sounds so confident!” Only to realise it’s completely wrong? Welcome to the world of AI hallucinations.
No, your chatbot isn’t daydreaming.
In the AI world, “hallucination” refers to when a model like ChatGPT or Copilot confidently produces information that’s false, made up, or misleading. It doesn’t mean the system is broken. It’s just doing its best to fill in gaps based on patterns it’s learned from vast amounts of data. Unfortunately, that “best guess” can sometimes sound very convincing… and very wrong.
Let’s unpack what’s going on. And how to keep yourself safe from these digital daydreams.
What exactly is an AI hallucination?
Think of AI as a super-charged autocomplete. It predicts what words should come next based on what it’s seen before. Most of the time, it nails it.
But when the model doesn’t actually know something, it still has to give you an answer. So it makes one up.
For example, you might ask:
“Who won the 2024 Nobel Prize for Literature?”
If the model was trained before that prize was announced, it might confidently reply with a completely fictional name. It’s not trying to trick you. It simply doesn’t know the real answer and fills in the blank with a “best guess” that sounds plausible.
How to spot an AI hallucination
Hallucinations often share a few telltale signs:
- Confident tone, shaky detail: The AI sounds sure of itself, but the facts don’t add up or can’t be verified.
- Fake specifics: You’ll see realistic names, dates, or links that don’t exist.
- Inconsistent answers: Ask the same question twice and get two different responses? That’s a red flag.
- No sources: If the AI can’t tell you where it got the info, take it with a grain of salt.
What can you do to reduce the risk of hallucinations
While no AI is perfect, a few smart habits can help you stay grounded:
- Double-check with reliable sources. Treat AI like a very confident intern - it’s great for a first draft or quick summary, but you still need to verify the facts.
- Give context. The more background you provide (“Summarise this article about…” instead of “Tell me about…”), the less guessing the AI has to do.
- Ask for sources or references. Some tools, like Microsoft Copilot, can link directly to their source material. Use that to your advantage.
- Avoid leading prompts. If you say, “Explain why kangaroos are classified as reptiles,” the AI might try to justify your incorrect assumption. Always start neutral.
- Stay current. Remember most models have a training cut-off date. So they might not know the latest developments, policies, or people.
Why this matters
AI hallucinations aren’t just quirky mistakes. In business, they can lead to misinformation, poor decisions, or even compliance risks if content is published unchecked.
But with awareness and a little digital savvy, you can harness the power of AI safely and confidently.
So next time your AI assistant seems a bit too sure of itself, channel your inner detective. Ask for evidence, cross-check the facts, and remember. Even the smartest machines can have an overactive imagination.
AI can be a brilliant partner. As long as you don’t let it write the whole story alone.
About the Author
Rachel Harnott, Head of Modern Work, WebVine
Rachel has 18+ years of experience in digital strategy, consulting, and development. She specialises in Microsoft 365 and SharePoint, helping organisations align technology with business goals and drive real transformation.
Sources
- OpenAI Documentation – Understanding LLM behavior
Explanations of large language model behavior, including definitions and examples of “AI hallucinations” and why they occur. - OpenAI Help Centre: Why does ChatGPT sometimes make mistakes?
Practical explanation of why generative models can produce inaccurate outputs. - OpenAI Technical Report (GPT-4, 2023)
Sections describing factual accuracy and model limitations. - https://learn.microsoft.com/en-us/microsoft-365-copilot/responsible-ai
Guidance on safe AI use, validation, and responsible practices. - https://adoption.microsoft.com/en-us/copilot/
Recommendations for verifying AI outputs and using citations effectively. - https://hai.stanford.edu/news/reducing-hallucinations-large-language-models
Research on techniques to minimize hallucinations in generative AI. - https://hai.stanford.edu/research
Broader resources on AI accuracy and human-centered design. - https://hbr.org/2024/03/how-to-prevent-ai-hallucinations-from-misleading-your-company
Educational framing for business leaders on mitigating risks. - https://www.nature.com/natmachintell/
Peer-reviewed research on AI reliability and best practices. - https://www.technologyreview.com/topic/artificial-intelligence/
Articles on generative AI fallibility and prompting strategies.
TL;DR
SharePoint’s 2025 design refresh brings a sleek, flexible, and brand-friendly facelift that makes intranets feel more human and less… corporate beige.
In this post, we cover:
- Why design matters more than ever (hint: it’s not just about looking good)
- The most common SharePoint design mistakes and how to avoid them
- What’s new in SharePoint’s 2025 design toolkit
- Our top tips for creating intranets people want to use
- Answers to your most-asked design questions
If your homepage feels more ScarePoint than SharePoint, read on.
What the Webinar
We recently hosted a lively webinar with Chloe Dervin, Managing Director at WebVine, and Rachel Harnott, our Head of Modern Work, diving into SharePoint’s shiny new design features for 2025.
Prefer to read instead of watch? No worries, here’s the highlight reel of what we covered. Because intranet design doesn’t have to be scary.
Why Great Design Matters in SharePoint
Design isn’t only about nice colours or clean layouts. It’s the invisible structure that shapes how people feel when they use your intranet.
Think of it like walking into a beautifully designed café versus a messy garage. One says “come on in,” the other says “turn back now.”
Good design:
- Makes things easy to find. If your intranet feels like a maze, users will escape back to email. Or worse, start asking IT where things live.
- Drives adoption. People come back to tools that feel intuitive and visually welcoming.
- Improves accessibility. Thoughtful design means everyone can participate. Consider contrast, font choices, and keyboard navigation.
- Strengthens your brand. A well-branded intranet feels like your organisation, not a Microsoft template with a logo dropped in the corner.
At WebVine, we see time and again that design is the difference between an intranet that’s used and one that’s ignored.
Common SharePoint Design Mistakes (and How to Avoid Them)
Even the best intentions can lead to design disasters. Here are the usual suspects, and how to avoid them:
Overcrowded Pages
If your SharePoint homepage looks like a teenager’s bedroom (everything everywhere all at once) it’s time for a clean-up.
Keep copy concise (around 500 words per news page), use headings and white space, and let visuals do some of the talking.
Inconsistent Branding
Mixing fonts and colours might seem small, but it’s like using four different coffee mugs for one set. It just doesn’t feel right. Use the SharePoint Brand Centre and templates to stay consistent.
Poor Navigation
Listing every page in your menu is like handing someone a map of Sydney with every side street marked. Focus on clarity, not quantity. Group pages logically so users always know they’re on the right track.
Ignoring Mobile
If your intranet only works on desktop, you’re leaving mobile users stranded. Modern work happens everywhere. Design for every screen.
Not Considering Accessibility
Accessibility isn’t a “nice to have.” Use SharePoint’s built-in tools to check contrast, readability, and keyboard navigation. Your design should welcome everyone.
What’s New: SharePoint Design Features for 2025
2025’s SharePoint refresh introduces features that make it easier than ever to create beautiful, functional, and on-brand intranets.
Flexible Layouts
Stack sections, use full-width banners, and drag-and-drop web parts for visually dynamic pages. It’s like moving from Lego blocks to Minecraft, more freedom, more creativity.
Examples of homepages using SharePoint's Flexible Layouts
Animated Backgrounds and Gradient Overlays
Add subtle movement and depth to your pages with animated backgrounds and gradient overlays. Just don’t go full 1999 with dancing GIFs. Keep it classy and lightweight.
Example of a lightweight animated background in SharePoint
SharePoint Brand Centre
Centralised control of fonts, colours, and themes means every page matches your organisation’s look and feel.
Say goodbye to rogue Comic Sans or mystery purples.
SharePoint Brand Centre
Copilot Enhancements
Copilot can now assist with layout suggestions and design tweaks. It’s like having a design coach whispering in your ear.
Hero Link Sharing
Share files with a single persistent link and visual preview. Users instantly see what’s being shared, making collaboration smoother and more confident.
Hot Tips for SharePoint Design Success
If you’re ready to give your intranet a glow-up, here’s what our experts recommend:
- Put users first. Every design decision should make the experience simpler and more inclusive.
- Align with business goals. A redesign isn’t about trends. It’s about supporting your people and purpose.
- Be consistent. Don’t refresh one page and forget the rest.
- Create a design language. Document your look and feel so content owners stay on-brand.
- Bring content owners along. Run training, share guidelines, and make sure everyone knows the “why.”
- Use quality visuals. Think more “Instagram-level polish,” less “PowerPoint clip art.”
- Balance form and function. A pretty homepage with outdated info still fails. Use SharePoint Knowledge Agent to flag low-engagement pages.
- Keep learning. Track analytics, gather feedback, and refine over time. Microsoft Clarity is great for this.
Practical Advice
- Compatibility with current intranets: All these features are available in modern SharePoint environments including our Injio intranets. Classic users, time to modernise!
- Testing new designs: Make a copy of your homepage and keep it in draft, or use a test site. Only go live when you’re ready.
- Licensing for SharePoint Knowledge Agent and Copilot: Knowledge Agent relies on Copilot licensing, with a small per-request fee. It’s not expensive, but check who needs access.
- Starting an intranet from scratch: Check out the SharePoint Lookbook for templates, and talk to consultants or other organisations for inspiration.
WebVine’s Homepage Refresh Offer
Feeling inspired but not sure where to start?
Reach out to refresh your SharePoint homepage for a fixed investment. Modern design, improved usability, and alignment with your organisation’s brand and values.
About the Speakers
Chloe Dervin, Managing Director, WebVine
Chloe is passionate about digital transformation and helping organisations energise their workplaces with Microsoft tools. Known for her engaging webinars and practical advice, Chloe brings a wealth of experience in intranet strategy and design.
Rachel Harnott, Head of Modern Work, WebVine
Rachel has 18+ years of experience in digital strategy, consulting, and development. She specialises in Microsoft 365 and SharePoint, helping organisations align technology with business goals and drive real transformation.
FAQ
Q: Can I use these new SharePoint features if my intranet is still on classic?
A: The new design features are available in modern SharePoint environments. If you’re still on classic, it’s a great time to consider upgrading.
Q: How do I test new designs without affecting my live site?
A: Create a draft copy of your homepage or set up a test site. Use permissions to restrict access until you’re ready to go live.
Q: Is the SharePoint Knowledge Agent available to everyone?
A: It requires Copilot licensing and incurs a small per-request fee. Check with your IT team or Microsoft rep for details.
Q: What’s the best way to start an intranet from scratch?
A: Explore the SharePoint Lookbook for templates, connect with consultants, and talk to other organisations in your industry for inspiration.
Q: Can WebVine help with a homepage refresh?
A: Absolutely! Contact us for a fixed-price homepage refresh and let’s make your intranet shine.
Sources
TL;DR
- Microsoft’s Copilot Frontier Program is an early-access preview for experimental AI agents and features.
- It was announced in October 2025, with some internal rollouts starting in September.
- Available to users with Microsoft 365 Copilot licenses (enterprise or personal).
- You get access to agents like App Builder, Workflows, Skills, and Researcher.
- WebVine recommends jumping on agent creation, intranet embedding, and metadata clean-up, because smart agents need smart data.
- Admins control access via Microsoft 365 Admin Center.
So, What’s This Frontier Thing?
Imagine your Microsoft 365 suite is a toolbox. Copilot is the multitool, handy, versatile, and surprisingly good at finding things you forgot you had.
The Frontier Program is like the secret compartment in that toolbox where Microsoft stashes the shiny new gadgets they’re still testing.
It’s a public preview of Microsoft's latest AI innovations in Microsoft 365 Copilot. Think of it as a sandbox where users can try out new AI agents, give feedback, and help shape what comes next. A bit like beta testing with benefits.
The Frontier Program was officially announced in October 2025, with some features like the Skills Agent quietly rolling out to enterprise users in September.
The big splash came with the launch of the Researcher Agent with Computer Use on October 30, which is a tool that lets Copilot securely access gated data sources like Gartner and Forrester.
Am I Eligible?
You’re eligible if you have:
- A Microsoft 365 Copilot license (enterprise or personal)
- A Microsoft 365 Personal, Family, or Premium subscription
Enterprise users might need their IT admin to enable access via Microsoft Entra ID groups.
If you’re staring at your Copilot wondering why it’s not doing backflips, check with your admin. It might just be locked behind a permission wall.
What Do You Get If You’re In?
Frontier Agents (Available in the Agent Store)
- App Builder Agent: Build dashboards, calculators, and mini apps using natural language. No coding. No crying.
- Workflows Agent: Automate tasks across Outlook, Teams, SharePoint, and Planner. Like a digital assistant who never takes lunch breaks.
- Skills Agent: Map and activate skills across your org. Great for forming project teams or planning training.
- Researcher Agent: Access gated sources inside a secure virtual machine. Think: AI intern with a library card and a VPN.
Frontier Features
- Agent Mode in Excel and Word
- Office Agent for cross-app coordination
- Copilot Pages for collaborative drafting
What Should You Jump On, and Why?
1. Build a Custom Agent
Start small. One well-scoped agent (e.g. leave requests, onboarding FAQs) can save hours and show real ROI.
Use Copilot Studio to build it. The noise say it’s like hiring a new team member who doesn’t need coffee breaks or onboarding.
2. Embed Agents in Your Intranet
Turn your SharePoint into a proactive teammate.
HR agents that answer policy questions, IT agents that reset passwords, compliance agents that chase overdue attestations.
It’s like giving your intranet a brain, and a personality.
3. Clean Up Metadata
Agents rely on Microsoft Graph.
That means your metadata, access controls, and SharePoint structure directly affect how smart they are.
Clean data = smart agents. Messy data = confused bots.
It’s like trying to find your keys in a junk drawer. Copilot needs a tidy house.
FAQs
Q: Where do I find Frontier agents?
A: In the Copilot Agent Store inside Copilot Chat. Look for agents labelled “(Frontier)”.
Q: Can I use Frontier features in Word or Excel?
A: Yes! Agent Mode is available in web apps for eligible users.
Q: Do I need admin approval?
A: If you’re in an enterprise, probably yes. Ask your IT team to enable access via Microsoft Entra ID.
Q: Is this risky?
A: Microsoft says it’s built on enterprise-grade security. But like any preview program, it’s not perfect. Test wisely.
Sources
Microsoft Tech Community posts (Oct 2025)
https://adoption.microsoft.com/en-us/copilot/frontier-program/
TL;DR
- Copilot now remembers your preferences and work style
- Copilot Pages turns ideas into collaborative documents
- Proactive Actions gives smart nudges for daily tasks
- Connectors expand search across Gmail, Drive, Outlook and more
- Copilot Search blends AI answers with verified sources
- Edge gets its own Copilot Mode
- “Real Talk” makes AI more conversational, and more honest
Microsoft Copilot Fall Release – What’s New
In October 2025, Microsoft dropped its Copilot Fall Release, and it’s clear they’re not just adding features, they’re changing the tone of AI.
Less “robot overlord,” more “empathetic teammate.”
“Technology should work in service of people. Not the other way around. Ever.”
Mustafa Suleyman, CEO of Microsoft AI
This update is all about personalisation, empathy, and usefulness. And while a few bells and whistles are still US-only, there’s plenty for Australians to get their hands on.
Features You Can Use in Australia
Memory & Personalisation
Copilot now remembers you.
Not in a creepy, “I’ve been watching your emails” way. More like a thoughtful colleague who’s finally figured out how you like things done.
It can recall preferences like:
- “I prefer bullet points”
- “Keep emails concise”
- “Use a formal tone”
- “I’m working on Project Alpha”
Basically, it’s like handing Copilot a sticky note with your quirks.
So next time you open Word or Teams, Copilot already knows your style and tone without you needing to repeat yourself.
Why it’s a game-changer:
- You save time not re-teaching it every session
- It adapts to how you work
- Suggestions feel more relevant (“Want to send a follow-up on Project Alpha?”)
- It starts anticipating what you might need next
Imagine walking into your favourite café and the barista already knows your order. That’s Copilot with memory.It just gets you.
Licensing Needed: Microsoft 365 Personal, Family, Premium
Copilot Pages
Think of this as a smart canvas where Copilot’s responses turn into editable, shareable documents.
Use it for:
- Brainstorming ideas
- Planning projects
- Drafting content collaboratively
It’s a bit like working on a whiteboard that writes back. You toss in ideas, Copilot organises them, and together you refine until it’s ready to ship.
We know many people have been using Copilot Notebooks for similar work, so here’s how they differ and work together.
| Feature | Copilot Pages | Copilot Notebooks |
| Purpose | Quick collaboration | Deep contextual reasoning |
| Structure | Flat, editable canvas | Multi-page, structured |
| Collaboration | Real-time, shareable | Mostly solo, with selective sharing |
| Best For | Drafting, outlining, refining | Research, strategy, complex projects |
| Grounded In | Content from Microsoft 365 environment and web content (if enabled) | Information provided by the user |
| AI Integration | High – edit Copilot responses directly | Very High – grounded in notebook content |
How to use both:
Start in a Notebook to define your project scope and goals, then move to Pages for drafting and collaboration.
It’s like briefing a consultant (Notebook) and then working side-by-side on the deliverables (Pages).
Licensing Needed: Microsoft 365 Personal, Family, Premium, or work/school accounts with SharePoint/OneDrive
Where to access: In Chat after receiving a response “Edit this response” to open it in a Page.
Proactive Actions (Preview)
This one’s for anyone who’s ever stared at an overflowing inbox thinking, “I swear I was meant to follow up with someone…”
Copilot now gives you helpful nudges based on what you’ve been doing.
It might say, “Want to send a summary of that meeting?” or “Do you need to review yesterday’s draft?”
In other words, it’s like your calendar and inbox had a baby that’s obsessed with helping you stay on top of things.
Use it for:
- Follow-ups
- Task reminders
- Document-sharing prompts
Available in: Copilot and Microsoft 365 apps. Requires Microsoft 365 Personal, Family or Premium subscription and opt in via settings.
And because everyone loves a comparison: Planner vs Proactive Actions
Planner is for structured project management, while Proactive Actions handles the smaller, everyday stuff. Think of it as the difference between a personal assistant’s gentle reminders versus a full-blown project tracker.
| Feature | Proactive Actions | Planner |
| Trigger | AI-driven (based on recent activity) | Manual task creation |
| Use Case | Nudges like “Send a follow-up” | Structured project planning |
| Integration | Embedded in Outlook, Teams, Word | Standalone or with Teams |
| Best For | Daily productivity | Long-term team planning |
Connectors
Copilot can now search across Gmail, Google Drive, Outlook, OneDrive and more.
It’s like giving Copilot a master key to your entire digital filing cabinet.
So when you say, “Find that budget spreadsheet from last week,” it checks everywhere. And hands it to you in seconds.
Use it for:
- Unified search
- Calendar and email integration
- File summarisation
Licensing Needed: Microsoft 365 Personal, Family, Premium
How to Set Up: Connectors can be set up in Copilot Settings
Copilot Search
Search now combines AI answers with traditional results. It’s like Google and ChatGPT had a well-cited baby.
Why It Matters:
- Avoids hallucinations
- Cites sources
- Understands your intent better
Licensing Needed: Microsoft 365 Personal, Family, Premium
Copilot Mode in Edge
Edge now includes a Copilot Mode that turns your browser into a personal assistant. It can summarise tabs, compare products, and even book things for you.
Picture having a travel agent, researcher, and admin assistant living right in your browser tab.
Licensing Needed: Windows 11 with latest update
Real Talk Mode
Real Talk Mode pushes back when needed, asks clarifying questions, and adapts to your tone. It’s a step towards AI that feels collaborative.
Use it for:
- Strategy sessions
- Creative ideation
- Writing critique
It’s like having a colleague who says, “Are you sure that’s the best way to say it?” But in a helpful, not smug, way.
Licensing: Microsoft 365 Copilot
US Copilot Features We’re Hoping Will Roll Out to Australia Soon
Copilot Groups
Real-time collaboration with up to 32 people in a shared Copilot session.
Think campaign planning or incident response on steroids.
It’ll be interesting to see how this fits with Teams. Could it overlap, or make collaboration even smoother?
Imagine
A collaborative space for generating, remixing, and sharing AI visuals.
It’s like Pinterest meets Nano Banana, with remix buttons.
Use it for:
- Moodboards
- Branding concepts
- Training visuals
Mico
Say hello to Mico, the new animated face of Copilot.
Think Clippy 2.0, but cuter and less intrusive.
Mico reacts to your tone, changes colour, and adds warmth to voice interactions.
Basically, your AI just learned emotional intelligence (and maybe a few cartwheels).
Getting Copilot Ready
Before diving into these features, make sure your organisation’s foundations are solid.
That means:
- Migrating to Microsoft 365 and cleaning up your SharePoint
- Reviewing permissions and governance
- Training your team
- Auditing and tagging your documents
- Setting up metadata and connectors
From Assistant to Ally
The buzz on the street with this Copilot Fall Release is that it signals a recognition to move from flashy hype to features that are genuinely useful and grounded in real-world workflows.
We know big features don’t automatically translate into big value. It all comes down to adoption. Some of these new capabilities will integrate so seamlessly into your day-to-day that you’ll wonder how you ever worked without them (think Copilot Search and Memory). Others might require a bit of hunting and hands-on effort to unlock their full potential (think Copilot Groups and Connectors).
We’re excited to see Copilot continue its evolution, growing smarter, more intuitive, and more human with every release.
Sources
https://www.microsoft.com/en-us/microsoft-copilot/blog/2025/10/23/human-centered-ai/
TL;DR
- Summarise everything: Copilot lightens the mental load with real-time summaries.
- Write with confidence: Assistive writing tools help everyone communicate clearly.
- Support different styles: Adaptive features tailor support to individual needs.
- Check accessibility: Built-in tools flag non-inclusive content before it goes live.
- Empower independence: Staff can self-serve confidently with Copilot in SharePoint.
Inclusion Starts with the Tools You Already Have
Inclusion isn’t just a policy or a statement on your website. It’s the way your team works every day.
For disability service providers and NDIS organisations, that means thinking beyond physical access and looking at how technology can help everyone contribute, communicate, and thrive.
The good news? You already have the tools to assist in your journey. Microsoft 365, and in particular, Copilot and SharePoint, are packed with accessibility and inclusivity features that often fly under the radar.
Here are five simple ways to use them to build a more inclusive digital workplace.
1. Real-Time Summarisation: Less Cognitive Load, More Clarity
Not everyone loves reading long documents or catching up on meeting notes.
Copilot can instantly summarise emails, meetings, and documents, helping staff who prefer clear, concise information to stay up to date.
Try it for: NDIS policy updates, client notes, or internal memos in SharePoint.
2. Assistive Writing Tools: Say It Right, Stress Less
Written communication isn’t everyone’s strong suit, and that’s okay.
Copilot helps draft clear, confident emails, reports, and case notes so when tools are used appropriately voice comes through professionally and respectfully.
Try it for: Support plans, client updates, or that tricky “just following up” email to your manager.
3. Adaptive Support: One Size Doesn’t Fit All
Every person processes information differently. Copilot learns how you like to work, whether that’s bullet points, visual summaries, or detailed steps. And adapts its suggestions to suit your style.
Try it for: Personalised task lists, onboarding guides, or reminders in SharePoint.
4. Accessibility Checks: Spot the Gaps Before They Hurt
Ever published something and realised later it wasn’t accessible?
SharePoint, Word, and PowerPoint include built-in accessibility checkers, and Copilot can help flag non-inclusive language or missing alt text before content goes live.
Try it for: Intranet pages, client-facing documents, or training materials that need to reach everyone.
5. Empowering Self-Service: Independence Supports Inclusion
Needing to ask for help can be a real barrier, especially if someone’s worried about standing out.
Copilot makes it easier for staff to find information, generate content, and complete everyday tasks independently. It’s a simple way to boost confidence and autonomy across your team.
Try it for: Finding HR forms, policies, or learning resources in SharePoint.
Why This Matters
Here’s the thing: the disability sector exists to support inclusion, but there’s still a gap when it comes to who’s working inside it.
- While the disability sector is built around inclusion, only 4% of staff identify as having a disability, highlighting an opportunity to bring more lived experience into the workforce.
- Only 30.6% of disability service boards include members with lived experience. Representation at leadership level means better decisions, deeper empathy, and more relevant services.
While these numbers show room for growth, many organisations are actively working to improve representation through inclusive hiring practices, workplace adjustments, and leadership development. These numbers are also a reminder that inclusion isn’t automatic. It takes design, intention, and the right tools.
That’s where universal design comes in, building digital spaces that are accessible and usable for everyone, right from the start.
And that’s where Microsoft 365 comes in. The features you already have can help reduce barriers, improve communication, and make inclusion a natural part of everyday work.
Inclusion by Design, Not by Default
Creating more inclusive workplaces isn’t about ticking a box. It’s about making sure every person has the tools and confidence to contribute.
Its possible that by integrating technology like Microsoft Copilot into SharePoint and your wider digital environment, you’re streamlining operations and supporting your team in ways that recognise different needs and working styles.
It’s important to acknowledge that technology alone isn’t a complete solution. True inclusion also requires thoughtful leadership, inclusive culture, and ongoing human oversight. Automated features can help reduce barriers, but they work best when paired with training, governance, and lived experience. Many organisations are actively working to improve representation and accessibility, and these tools can support, but not replace, that effort
Let’s build workplaces where lived experience is valued, communication is clear, and inclusion is woven into every click and collaboration.
TL;DR
- OneDrive = your personal backpack (solo work, drafts, access anywhere).
- SharePoint = the team filing cabinet (collaboration, permissions, workflows).
- Teams = chat central with a SharePoint brain (real-time convos + file storage).
- Local Drive = the risky wild west (only for temporary or offline use).
Rule of thumb:
- Alone = OneDrive.
- Together = SharePoint.
- Chatting = Teams.
- Offline = Local (but sync later).
The Eternal File-Saving Dilemma
You’ve just hit save. Feeling productive. But then the creeping doubt sets in:
“Do I put this in OneDrive? Teams? SharePoint? Or… the good old desktop folder next to Final_v2_ReallyFinal.pptx?”
If that thought has ever crossed your mind, you’re in good company. Microsoft 365 gives us a smorgasbord of storage options but figuring out where things actually belong can feel like picking a seat in a high school canteen (aka cafeteria). One wrong move and suddenly you’re with the marching band when you wanted the art kids.
Let’s cut the jargon and break it down. Clear, simple, and maybe with a few off beat analogies.
OneDrive – Your Digital Backpack
What it is:
Your personal cloud stash. Great for solo work, drafts, and half-baked ideas.
When to use it:
You’re working alone
You want to grab it from anywhere
You’re not ready for group feedback
Where it lives:
In the cloud, tied to your Microsoft 365 account.
Access it:
Via your browser: https://onedrive.live.com
Via your Documents folder (if synced)
Via your File Explorer under “OneDrive – [Your Organisation]”
Use case:
Writing a proposal you’re not ready to share yet? Park it in OneDrive. Later, move it to SharePoint or Teams when you want the group to weigh in.
SharePoint – The Office Filing Cabinet Everyone Can Use
What it is:
The team’s organised, secure space. Like the office filing cabinet, but much better.
When to use it:
- Team collaboration
- Version control, permissions, workflows
- Dashboards, forms, automations
- Collaboration on working documents, drafts for approval and presentation of final documents
Where it lives:
In the cloud (SharePoint Online) or sometimes on-prem if your IT team is nostalgic (it’s time to migrate!).
Access it:
- Via your browser: https://sharepoint.com/sites
- Via Microsoft Teams (under the “Files” tab)
- Via File Explorer if synced (shows as a network location or shortcut)
Use case:
HR needs a home for onboarding docs and policies? Build a SharePoint site with libraries, approvals, and dashboards.
Microsoft Teams – The Chatty Hub with a Secret Filing System
What it is:
The place for convos, meetings, and file sharing. Behind the curtain? SharePoint’s doing all the heavy lifting.
When to use it:
- Real-time chat + file sharing
- Meetings, tasks, convos in one hub
Where it lives:
Files in Teams channels = SharePoint. Personal chat files = OneDrive.
Access it:
- Via the Teams app (desktop or browser)
- Via the “Files” tab in each channel
- Via SharePoint (linked behind the scenes)
Use case:
Project team chatting about a new campaign? Drop files in the channel. Teams makes it feel casual, SharePoint keeps it safe.
Local Drive – The Wild West of File Storage
What it is:
Your computer’s C: drive. Fast, familiar, and about as secure as leaving your diary at a bus stop.
When to use it:
- Offline work
- Temporary storage
- Living dangerously
Where it lives:
On your device. If your laptop dies, so does your file.
Access it:
- Via File Explorer (e.g., C:\Users\YourName\Documents)
- Via your desktop or downloads folder
- Via any app’s “Save As” dialog
Use case:
On a plane with no Wi-Fi? Save it locally. But please, sync it to OneDrive or SharePoint when you land, or risk your laptop becoming the world’s smallest graveyard for lost files.
How They Work Together
- Start in OneDrive (solo work).
- Move to SharePoint (teamwork).
- Chat about it in Teams (discussion).
- Save locally only when offline.
Cheat sheet:
- Solo = OneDrive
- Team = SharePoint
- Chat = Teams
- Offline = Local (but sync it later!)
Final Thoughts
Don’t overthink it. If you’re working alone, start with OneDrive. If you’re working together, use SharePoint. If you’re chatting, use Teams. And if you’re offline, use your local drive, but don’t let it be the final resting place of your masterpiece.
This is a handy starting point, but there's plenty of flexibility. Some people stick to SharePoint for files, others live in Teams. It’s all about what works best for how you want to work.
Need help setting this up for your team? We’ve got your back. We help organisations make sense of Microsoft 365, build smart intranets, and turn SharePoint into a productivity engine.
TL;DR
- What it is: Focused workshops + audits that reveal what your SharePoint intranet actually needs (not just what looks nice).
- How long: Usually a few focused days or weeks, not months. Sometimes longer for deep, complex orgs.
- What you get: A clear requirements doc, IA recommendations, a homepage prototype, personas & user journeys, and a practical roadmap.
- Why bother: Avoids lifting old problems into a new platform, builds cross-team buy-in, and makes the final build far more useful.
- From experience: We’ve seen Discovery transform intranet projects. Surfacing hidden pain points, uniting Comms/HR/IT, and uncovering insights (like when mobile-first was mission-critical) that set clients up for success.
Why Discovery Should Come First
So, you’re about to upgrade (or finally build) your intranet on SharePoint. Exciting!
The urge to skip straight to design layouts and a list of shiny new features is real. But here’s the thing: jumping straight in without a discovery process is like building a SharePoint intranet with no plan. Not good
We always recommend our clients start with Discovery and here’s why it matters.
What Even Is a Discovery Process?
Discovery magic is where we figure out what your digital workplace actually needs to do. Not just what sounds nice for a steering committee.
A Discovery phase usually includes things like:
- Talking to the people who’ll use the intranet (stakeholders, staff, everyone in between)
- Audits of content, governance and functionality to understand the current state of play, what’s worth keeping and what belongs in the digital recycling bin
- Mapping user journeys (because “clicking around until you give up” is not a journey)
- Reviewing your Microsoft 365 and SharePoint environment to understand required integrations and constraints
- Sketching out layouts, branding, and features so you can see what’s possible in modern SharePoint
A solid Discovery phase goes further:
- Information architecture: How should content be organised so people can actually find it? What needs to be grouped together, what requires permissions, and what other systems or tools need to be considered?
- Consulting with key teams: Comms, HR, and IT all have different priorities, from aligning with comms strategy, to supporting onboarding and policy management, to fitting within the IT roadmap. Discovery brings these voices together.
- Entry points for staff: Do people log in through Teams, SharePoint, or on mobile? Knowing where they’re starting ensures the intranet meets them where they are.
The good news?
A Discovery phase doesn’t have to drag on.
In most cases, you’re looking at days or weeks, not months. A focused approach brings clarity quickly. And while some organisations benefit from a more in-depth deep dive, many find that just a few weeks is all it takes to uncover the insights they need. Building from Scratch? Don’t wing it.
If you’re rolling out a brand-new SharePoint intranet, discovery is your safety net.
It helps you:
- Get to know your users: Who are they? What do they need? What makes them want to throw their laptop out the window?
- Stay aligned with business goals: Because “cool widgets” won’t impress your CFO unless they solve real problems.
- Ditch the clutter: Focus on features that matter most (news, alerts, documents, mobile access, Teams integration).
- Design with intent: Your SharePoint homepage isn’t just a pretty face. It needs to guide, inform, and empower.
One client with 750+ staff (most of them frontline) discovered through this process that mobile-first wasn’t just a nice-to-have. It was crucial and vital to success.
The result?
A modern, unified SharePoint intranet that gave staff the info they needed, wherever they were. Even when they only had access to a mobile device.
Migrating? Don’t Just “Lift and Shift”
Moving from an old intranet to SharePoint Online?
Let’s bust a myth right up front: “lift and shift” to modern SharePoint isn’t really a thing, unless you’re just moving documents.
Modern SharePoint means you’re rebuilding, not just dragging and dropping. So, if you’re picturing a quick copy-paste job, you’re in for a surprise (and not the good kind). Discovery is even more critical here. We don’t want to see you dragging old problems into a new platform.
A proper Discovery phase helps you:
- Spot the content that should never see the light of day again (think: ancient policies, duplicate folders, and that “test” page from 2017)
- Translate your old navigation into something that makes sense in modern SharePoint (flat structure, fresh content, and pages that don’t require a treasure map)
- Build buy-in so staff don’t panic when things look different (change is hard, but confusion is harder)
- Ensure your SharePoint architecture (sites, hubs, permissions) is future-proof
Case in point: a client came to us with an intranet that was basically a maze with no exit. We’re talking sites within sites, folders within folders, and duplicated content all over the place.
Through discovery, we mapped the pain points, ran a “reverse brainstorm” (yes, it’s as fun as it sounds), and ended up designing a SharePoint homepage and IA that actually worked. And could scale with them knowing they had great plans to grow as an organisation.
What You Actually Walk Away With
This isn’t just a sticky-note party.
A proper Intranet discovery phase delivers:
- A clear requirements doc that sets up your intranet build and testing
- A homepage prototype built in SharePoint Online (so you can see it, not just imagine it)
- Information architecture recommendations for sites, permissions, search, and hubs
- Personas and user journeys that keep the focus on people, not just features
- A practical roadmap you can actually use
Not bad for a foundation that makes you feel confident you're heading in the right direction and saves months of rework.
Why It’s Worth It
We’ve run intranet discovery workshops for councils, education providers, nonprofits, and commercial organisations.
The results?
- Happier staff because they enjoy using their new intranet
- A single source of truth in SharePoint instead of a dozen conflicting systems
- Workflows that save time instead of eating it
- Smooth onboarding and compliance wins
Or, in one client’s words: what could have been “a complex and overwhelming process” ended up “seamless and even enjoyable.” (We’ll take that win.)
The Bottom Line
Don't treat the Discovery process as a luxury add-on.
It’s the thing that makes sure your SharePoint intranet upgrade is worth the investment.
Discovery front‑loads decisions, it saves you from expensive, mistakes keeps you on track, and ensures the end result works for your people.
So before you get carried away with homepage designs or shiny new features, do the smart thing: start with discovery.
TL;DR:
- Makes SharePoint and Copilot extremely useful – no more endless searching.
- Stops your files from getting lost in digital junk drawers.
- Helps AI deliver smarter results – Copilot finds what you need, fast.
- Turns your intranet into a helpful tool, not a graveyard for forgotten documents.
Metadata, Explained Without the Tech Headache
“Metadata” sounds like one of those techy things you nod about in meetings but secretly Google later.
Don’t worry, we’ve all been there. This post is your no-jargon guide to what metadata actually is, why its becoming an even more significant player for SharePoint and Copilot, and how the new Knowledge Agent makes it easier than ever.
What Is Metadata? (And Why It’s Like Your Pantry)
Metadata is data about data.
Think of it like labels on your pantry jars. Without labels, you’re sniffing mystery powders and hoping it’s cinnamon, not cumin. With labels, you know exactly what’s what, and you can find it fast.
In SharePoint, metadata might include:
- Document type (contract, report, invoice)
- Author
- Department
- Project name
- Date created
It’s the behind-the-scenes info that makes files searchable, sortable, and, dare we say, sensible.
Why Metadata Is a Big Deal
Imagine trying to find a file called “Document1.docx” in a library of thousands. Metadata is what stops you from crying into your keyboard.
With metadata, you can:
- Filter by project, department, or date
- Apply retention policies automatically
- Surface the right content in search
- Kick off workflows without manual effort
It’s like giving your intranet a GPS and a PA who actually knows where things are.
Metadata + SharePoint = Organised Bliss
SharePoint LOVES metadata. It uses it to:
- Tag and categorise content
- Supercharge search and navigation
- Drive automation and governance
Example: A construction company has thousands of client folders buried in a folder jungle. With metadata, they can tag files by year, client, and document type. Suddenly, Copilot can fetch “the 2023 safety report for HTK project” in seconds.
No more digital confusion.
Why Metadata Is Critical for Copilot
Copilot is smart. But it’s not psychic. It needs metadata to understand context.
Without metadata:
“Show me the latest marketing plan”
Copilot: ¯\(ツ)/¯
With metadata:
“Show me the latest marketing plan for Sydney”
Copilot: Here you go!
Metadata helps Copilot:
- Grasp a deeper understanding of a file
- Connect related content
So it can deliver highly useful and contextual answers, not a best guess response
It’s like giving Copilot a map, a compass, and a flashlight.
Is Adding Metadata a Laborious Task?
A major drawback of metadata management lies in the fact that tagging, categorising, and describing data often demands significant manual effort when:
- Manual entry is required: Tagging hundreds or thousands of files, images, or records by hand is time-consuming.
- No clear standards exist: Without a consistent schema or taxonomy, metadata creation can be confusing and error-prone.
- Data is unstructured: Extracting meaningful metadata from raw text, audio, or video often requires specialised tools or human judgment.
- Quality control is strict: In fields like archiving, publishing, or scientific research, metadata must be precise and validated, which adds complexity.
Because of this, it's often viewed as a boring chore.
Enter the Knowledge Agent: Metadata on Autopilot
Here’s the exciting part. Microsoft’s new Knowledge Agent (in preview as of September 2025) is like metadata tagging on autopilot. No more endless manual tagging.
What it does:
- Auto-tagging: Suggests metadata columns and fills them in using AI.
- Freshness checks: Flags outdated pages and broken links.
- Natural language workflows: Want a workflow that archives old policies? Just ask in plain English.
- Smart suggestions: Recommends pages or content structures based on user behaviour.
Basically, it’s your intranet’s librarian, janitor, and workflow wizard all rolled into one.
How to Get Metadata-Ready for Copilot
- Audit your content – Are files tagged, or hiding in folder caves?
- Use content types & site columns – Standardise so everything speaks the same “metadata language.”
- Enable Knowledge Agent – If you’ve got Microsoft Copilot 365, switch it on via PowerShell.
- Train your team – Metadata isn’t scary. It’s like sorting laundry. Boring at first, but natural once you get the hang of it.
Real Use Cases That Make Metadata Shine
- Legal: Auto-classify contracts, extract key terms.
- HR: Generate offer letters with metadata-powered templates.
- Finance: Tag invoices with vendor + amount using OCR.
- Compliance: Apply retention rules automatically.
- Migration: Move from Dropbox/file shares to SharePoint with auto-tagging.
Wrap-Up: Metadata Is Copilot’s Best Friend
Metadata isn’t just a tech checkbox.
It’s the secret ingredient that makes SharePoint and Copilot work smarter. With the new Knowledge Agent, you don’t even have to tag everything yourself.
Think of it as hiring a super-organised intern who never sleeps, never complains, and always knows where your stuff is.
So go ahead. Label those jars. Your future self (and Copilot) will thank you.
TL;DR
- Microsoft’s Knowledge Agent for Microsoft 365 Copilot is now in Public Preview (launched on September 18, 2025).
- It helps organisations automate content tagging, clean up outdated pages, and build workflows using plain language. No coding required.
- Designed to make SharePoint intranets smarter and easier to manage, especially for non-technical teams.
- Available to organisations with Microsoft 365 Copilot licenses. Ideal for organisations looking to improve intranet governance and usability.
- WebVine is exploring its capabilities and will share more insights as we roll it out across Injio intranet sites.
Meet the Knowledge Agent: Microsoft Copilot’s New Sidekick for Smarter SharePoint
On September 18, 2025, Microsoft dropped something new and very exciting: the Knowledge Agent for Microsoft 365 Copilot is now in Public Preview. This AI-powered assistant is designed to help organisations clean up, organise, and automate their SharePoint environments with minimal effort and maximum impact.
This blog is our first look at what the Knowledge Agent does, why it matters, and how you can start using it to make your SharePoint digital workplace smarter, cleaner, and a whole lot easier to manage. We’ll keep sharing insights as we get our hands dirty with it, so stay tuned!
What Is the Knowledge Agent?
Imagine if your SharePoint site hired a super-organised, AI-powered librarian who also moonlights as a workflow wizard. That’s the Knowledge Agent.
It’s built into SharePoint and designed to:
- Tag your content automatically (no more “miscellaneous” folders).
- Spot outdated pages and broken links like a digital detective.
- Build workflows just by you describing what you want (no coding, no tears).
- Suggest new content based on what people are searching for.
Basically, it’s here to help you spend less time cleaning up your intranet and more time doing things that matter.
What’s Available Now. And What’s Coming
Here’s what’s live as of now:
- The Knowledge Agent is in Public Preview for organisations with Microsoft 365 Copilot licenses.
- IT admins can enable it via PowerShell (yes, it still needs a bit of tech magic).
- You get core features like auto-tagging, content review automation, and workflow suggestions.
General Availability is expected in early 2026, with more features and easier rollout options.
Setup instructions are available in Microsoft’s Get Started Guide.
Our First Impressions
We’re excited about this. Here’s why:
- It helps declutter your intranet.
- It gives non-techy teams the power to manage content without needing a developer on speed dial.
- It supports compliance and governance without the usual manual slog.
This is just the beginning. We’ll be testing it across Injio SharePoint sites and sharing what works, what doesn’t, and what’s worth shouting about.
5 Ways You Can Use the Knowledge Agent Today
Here are five ways you can start using it right now (yes, even before your next coffee break):
- Auto-tagging documents and pages
Let AI do the boring stuff. Your content gets tagged properly, making it easier to find. - Content freshness checks
Pages that haven’t been touched in months? The Knowledge Agent will gently nudge you (or your team) to review them. - Broken link detection
No more “404 not found” surprises. This tool finds and flags broken links for you. - Workflow creation via natural language
Just say what you want: “Remind me if this page hasn’t been updated in 90 days,” and boom, workflow created. - Content suggestions based on user behaviour
If people keep searching for something that doesn’t exist, the Knowledge Agent will suggest creating it. Smart, right?
How to Take Advantage of It
To start using the Knowledge Agent:
- Check your Microsoft 365 Copilot licensing (you’ll need it).
- Ask your IT team to enable the Knowledge Agent using these instructions.
- Chat with our team to identify where it can make the biggest impact.
- Keep an eye out for Injio updates that bring these features into your intranet experience.
Ready to Make Your Intranet Smarter?
The Knowledge Agent is like giving your SharePoint a brain, and a bit of personality. If you’re keen to explore how it can work for your organisation, get in touch with our team. We’ll help you make the most of it (and maybe even make SharePoint fun again).