4 Ways How to Use CoPilot in SharePoint Online

The following are four ways to use copilot with SharePoint Online:

Use CoPilot to help organize content. CoPilot can help one create hierarchies and use natural language to organize content in a way that makes sense for users.

Encourage users to enter metadata for their sites and content. This will help CoPilot understand content better and generate more accurate suggestions.

Manage multilingual content. If one has multilingual content in a SharePoint site, CoPilot can help translate it into different languages.

Specify authoritative pages. CoPilot can utilize authoritative pages to help generate more accurate suggestions. An authoritative page is a page that is considered to be a definitive source of information on a particular topic.

5 Best Practices for Using SharePoint Online & CoPilot

The following are five best practices for using SharePoint Online & copilot:

Start with a clear goal in mind. Know your goal for the SharePoint site or page. Once known one can better communicate it to CoPilot.

Use natural language. The more natural the language is, the better CoPilot will be able to understand and generate accurate suggestions.

Be specific with prompts. Instead of saying "create a page about my company," say "create a page about my company's mission statement."

Be patient. CoPilot is still being developed and it will make mistakes. 

Provide feedback. The more feedback one provides to CoPilot, the better it will be at understanding one's needs and generating accurate suggestions.

SharePoint - Conversion

The following are SharePoint dictionary words of the day related to conversion:

Conversion item

A document that is converted as part of a conversion job.

Conversion job

The basic unit of work utilized in automation services.

Conversion process

An instance of an automation service.

Conversion queue

A database or storage mechanism that stores a list of conversions that are pending, in progress, or completed.

3 Core Best Practices for SharePoint

The following are three core and key best practices for SharePoint:

1. Use the SharePoint Online version which is a cloud-based version that is more scalable and easier to manage than the on-premises SharePoint.
2. Use a SharePoint consultant to help plan your SharePoint environment, implement best practices, and train your end users.
3. Research and stay up-to-date with the latest SharePoint news and releases, so that one has the latest changes to make the most of SharePoint.

SharePoint - Context

The following are SharePoint dictionary words of the day related to context:

Context site

A site that corresponds to the context of the current request.

 

Context type

A GUID that is used as a classification for an event receiver.

 

Contextual search scope

A system-defined restriction that can optionally be added to a query to restrict the query results to items that are from a specific site or list.

6 Best Out of the Box SharePoint Features

The following are the six best out of the box SharePoint features:

Alerts - allow one to set up notifications when changes are made to a document or list.

Checkouts - allow one to check out a document so that no one else can edit it while it's being worked on.

Views - allow one to create custom views of documents and lists in order to help one find the information needed more easily.

Full-text indexing - offers full-text indexing of any Office based documents, allowing one to search for content within documents.

People Search - allows one to find people within the organization.

Indexing outside of SharePoint - ability to index information outside of SharePoint, such as file shares or other application-based content sources.

SharePoint Testing

SharePoint testing is an invaluable way to ensure quality as far as content, taxonomy, navigation, workflows, and the right level of security.

Key and core aspects to define are:

• the purpose of the testing 
• who is doing the testing
• where they are testing
• what they are testing as far as

1. relevant sites
2. pages
3. links 
4. application links
5. documents
6. permissions
7. policies and data protection requirements

Testing should include creating, reading, updating and deleting (CRUD) each aspect as desired.

Finally, using a simple SharePoint list to track issues found in testing is helpful and a good use of the technology.