SharePoint Reimagined: How AI Is Transforming the Modern Workplace

Following an initial preview phase, Microsoft plans to roll out the “reinvented SharePoint experience” to all cloud customers by the end of May. The focus is on simplicity, improved usability and intelligent functionality. The three core areas of the new SharePoint – knowledge discovery, content publishing and content creation (including 31 new templates) – will benefit from deep AI integration and the use of agents to support everyday productivity..

From preview to embedded intelligence

The update is intended to provide the foundation for AI-driven content creation across the entire platform. This is reflected in a redesigned information architecture and a consistent design language. The changes will also impact Microsoft Teams, as channel files are stored in SharePoint.

AI therefore becomes an integral part of day-to-day work without requiring additional tools. Importantly, AI is no longer applied retrospectively but is embedded directly at the point where content is created.

Microsoft Copilot has been available in preview since autumn 2024. It already enables users to create and refine content with AI support. In addition, it can be used to analyse data and reports, build sites and pages, and visualise information. SharePoint agents leverage Copilot Studio, and the new SharePoint establishes the foundation for their active role in business processes.

The modern workplace is evolving

The redesign of SharePoint, with its improved user interface and enhanced AI capabilities, is expected to significantly accelerate and simplify content creation. However, these benefits are currently limited to cloud customers.“A compelling reason for on-premises customers to consider moving to the new SharePoint,” says Othmar Frey, CSO at Baggenstos.

Now is the right time for organisations to reassess their migration strategy. Baggenstos supports this process through workshops and extensive experience gained from hundreds of SME migrations to the Microsoft 365 cloud.

One aspect that will become increasingly important with the new SharePoint is clear governance to prevent content sprawl and ensure SharePoint can fully deliver as a corporate knowledge platform. “And organisations should now start defining their agent strategy,” says Othmar Frey. “Which processes can be automated, and how will people remain effectively involved?”

Baggenstos supports customers in developing their AI strategy and works with them to design secure, business-aligned workflows tailored to their specific requirements.

What does AI in SharePoint deliver in practice?

Naturally, the prerequisite is a licensed Copilot. Once this is in place, SMEs in particular benefit from:

• Less clicking and searching: Using AI to query SharePoint unlocks both new and existing information assets.
• More knowledge: SharePoint evolves from a simple document repository into a knowledge and solution platform.
• More context: AI performs better when information architecture and metadata are standardised.