# SHAREPOINT.md # The site context template for Copilot in SharePoint # # How to use this file: # # 1. Copy this template into a Markdown editor (VS Code, Obsidian, Notepad, anything). # 2. Replace the placeholders in square brackets with your site's real values. # 3. Save the file as SHAREPOINT.md (uppercase, .md extension). # 4. Upload to /Agent Assets/SHAREPOINT.md on your SharePoint site. # 5. Every Copilot in SharePoint chat on the site now starts with this context loaded. # # This file is written for AI, not for humans. Be specific. Use plain English. # Keep it under 4000 words for best load behaviour. Update it as your site changes. # # By Daniel Anderson, Microsoft MVP. From real builds in real tenants. # https://copilotinsharepoint.com --- ## Site identity **Site name:** [Your team or function — e.g. People and Culture, Finance, Legal, Project Atlas] **Site URL:** https://yourtenant.sharepoint.com/sites/[site-slug] **Site purpose:** [One clear sentence on why this site exists and what work happens here] **Primary audience:** [Who uses this site day to day — e.g. People and Culture team, all employees, project Atlas working group] **Site owner:** [Name and role, plus the backup owner] --- ## What this site is for [One short paragraph explaining the work this site supports. AI uses this to decide whether a request is in scope.] Examples of work that belongs on this site: - [Specific task type 1] - [Specific task type 2] - [Specific task type 3] Examples of work that does not belong on this site (redirect or defer): - [Task type that belongs elsewhere, with a pointer to the correct site if known] --- ## Library map Every library on this site, with its path, contents, naming convention, and rules. | Library | Path | What it contains | Naming convention | Notes | |---|---|---|---|---| | Policies | /Policies | Approved policy documents | POL-NNN-short-title.docx | Three-digit sequential numbering, hyphens between words | | Procedures | /Procedures | Step-by-step procedures linked to policies | PRO-NNN-short-title.docx | Link back to parent policy in the PolicyRef metadata field | | Templates | /Templates | Reusable document templates | TPL-short-title.docx | Read-only for non-owners | | Forms | /Forms | Active forms for submissions | FRM-short-title.docx | Completed submissions land in the Requests list | | [Your library] | [/Path] | [What it contains] | [Naming pattern] | [Rules, exceptions] | --- ## List map Every list on this site, with its purpose and key columns. | List | Path | Purpose | Key columns | |---|---|---|---| | Requests | /Lists/Requests | Incoming requests from the organisation | Title, Requester, Type, Status, DueDate | | Register | /Lists/Register | System of record for [thing this team tracks] | Title, Owner, Status, LastReviewed | | [Your list] | [/Lists/Name] | [Purpose] | [Columns] | --- ## Naming conventions **Documents:** - All lowercase except the prefix code (POL-005-leave-policy.docx) - Three-digit zero-padded sequence numbers (POL-005, not POL-5) - Hyphens between words. No spaces. No underscores. - Date does not go in the filename. Track dates in the document's metadata. **Lists:** - Title is human-readable, no codes - ID field auto-increments **Folders:** - [Your folder convention, if any] --- ## Voice and document standards **House style:** [Australian English / US English / UK English / other] **Reading level:** Plain English, year 8 reading level for body copy. **Punctuation rules:** - [Your punctuation rules — e.g. no em-dashes, Oxford comma yes/no, etc.] **Tone:** - Formal for policies, procedures, and external communications - Conversational for internal comms, FAQs, and onboarding material **Banned words and phrases:** [List any words your organisation does not use] **Required phrases:** [List any boilerplate that must appear — e.g. legal disclaimer at the foot of every policy] --- ## Rules for AI in SharePoint When asked to generate or edit content on this site, follow these rules: 1. Apply the document standards above. 2. Use the naming conventions in the Library map. 3. Save new policies to /Policies. Save new procedures to /Procedures. [Add your library routing rules.] 4. Never publish a document outside this site without explicit confirmation. 5. Flag any document missing the standard metadata fields rather than overwriting. 6. When working with sensitive content, ask before saving. Sensitive content includes: [list the types] 7. [Add other rules specific to your team] When asked to summarise or report: - Always include the date range. - Always cite the source document or list item. - Use the [Cross Report Analysis] Skill if it exists on this site. - Prefer extraction over invention. If the source does not say something, do not infer it. When working with metadata: - The mandatory metadata fields on this site are: [list them] - The optional but recommended fields are: [list them] - If a required field is empty, flag it. --- ## Glossary Organisation-specific or site-specific terminology that AI should use consistently. | Term | What it means here | |---|---| | [Term 1] | [Definition specific to this org or site] | | [Term 2] | [Definition specific to this org or site] | | [Acronym] | [What it stands for in this org] | --- ## Reference Skills available on this site Skills installed on this site that AI in SharePoint can invoke. | Skill | When it runs | Where it lives | |---|---|---| | [Skill name] | [Trigger description — e.g. "When a user asks for a contract review"] | /Agent Assets/Skills/[skill-name]/SKILL.md | If you add a new Skill, add it to this table. --- ## Sensitive content [List any document types, library paths, or list items that require extra care. AI in SharePoint will respect existing SharePoint permissions, but this section flags areas where additional confirmation should be requested before any change.] Examples: - Personnel records in /HR-Confidential — always ask before generating, editing, or summarising - Board papers in /Board-Pack — always ask before sharing externally - [Your sensitive content areas] --- ## Update history - 2026-MM-DD: First version drafted - 2026-MM-DD: [What changed and why] --- ## Where to learn more - Practitioner guide and worked examples: https://copilotinsharepoint.com - Microsoft Learn — AI in SharePoint setup: https://learn.microsoft.com/en-us/sharepoint/ai-in-sharepoint-get-started - Microsoft Learn — Extend AI in SharePoint with Skills: https://learn.microsoft.com/en-us/sharepoint/ai-in-sharepoint-skills