Meet the SharePoint Knowledge Agent

Microsoft released the new Knowledge Agent in September 2025 as part of a public preview early release of the new capabilities. On the surface, the Knowledge Agent looks familiar. It embodies the similar capabilities as a Copilot Studio Agent, which can be added to a SharePoint site.

After giving it a test run, though, we were impressed. The Knowledge Agent is a powerful tool for content creators and anyone who cares about quality content. In this post, we’ll share our assessment, including:

• An overview of the Agent’s capabilities
• Three ways you can use it effectively
• How to test it in your organization
• Future potential

Using SharePoint sites for knowledge management

At Habanero, we work with a lot of companies who rely heavily on SharePoint for their knowledge management needs. We often see teams and groups who use SharePoint sites for simple knowledge bases to help with their day-to-day work.

These sites can be helpful in the short term and are an important part of the way organizations share knowledge, but over time they can present risks as people rely on content that could be out-of-date or even wrong.

Typically, these sites are created quickly to meet a specific need. The only problem is that they lack thorough or standardized processes for vetting and updating the content over time. For most companies, these sites fall into a set-it-and-forget-it state.

Microsoft’s new SharePoint Knowledge Agent introduces a new way to improve the hygiene of content, along with a combination of capabilities that can help end users find what they’re looking for.

What is the SharePoint Knowledge Agent?

The SharePoint Knowledge Agent is a tool that uses the Copilot engine to help manage and organize content contained within sites, document libraries, documents or pages. It essentially focuses the power of Copilot on a subset of content within a SharePoint site.

The Knowledge Agent can perform multiple jobs. It can be used by both the end user and the content owners or custodians. For instance, end users can use the Knowledge Agent to find important content from within a site or document library, summarize content or highlight key details. Here’s a summary of the agent’s capabilities:

• Ask a question about content.
• Intelligently tag and classify metadata.
• Summarize files or pages.• Compare files or pages.
• Provide audio overview of file or news post.
• Generate FAQs from a file.
• Improve the site (e.g., fix broken links, retire outdated pages or find content gaps).

Using the agent to create or refine pages and content

Employees who create process documentation are often the same ones doing the work. They’re busy and tend to have pressing operational deadlines, which means they don’t have time to comb through pages looking for errors or document duplication. While the Knowledge Agent’s capabilities differ based on roles, we found the content clean-up capabilities for content owners to be particularly useful!

Here are three ways you can use SharePoint Knowledge Agent to help clean up your content:

1. Compare documents

Chances are, if you open a document library on a well-used SharePoint site (whether it is a standalone site or the site holding the files behind Microsoft Teams), you’re likely to see multiple versions of what may materially be the same document. Even though SharePoint’s co-authoring and version control works very well, in many situations people accidentally create copies of documents or they make small changes then and save the document with new names. With the Knowledge Agent, you can select up to five documents and ask for a comparison between the documents and cite what is different. This allows a content owner to confidently decide which version of a document should be kept going forward and which can likely be deleted or archived elsewhere. It is a great tool for addressing what is likely the most common hygiene issue in knowledge base sites.

2. Find broken links

Over time links get broken, pages or document names get changed and URLs go out of date, which can create a less-than-ideal experience for people who are trying to use the materials. With one simple prompt, you can ask the Knowledge Agent to run a check on a page, document or document library (including the site pages library) and report back any broken links. The Knowledge Agent provides content owners with functionality that historically required a third-party tool for SharePoint.

3. Suggest pages and documents that may need revision

We also tried asking the SharePoint Knowledge Agent to look through both a site pages library and a document library to suggest items that may be out of date. To our surprise, we found that the agent suggested items that had not been updated in some time, which we expected, but it also suggested more. It brought back items that contained a reference to technology that was out of date. For instance, it noted that a page that mentioned Silverlight, which was retired by Microsoft in 2019. It also specifically mentioned that we had documents that referred to certain business processes that were mentioned as out of date in another document. So, it was iterating through the content in the site and gaining insights from each iteration to build its suggestions. Will it catch everything? No, but does it help get content owners started and give them at least some ways to identify out-of-date content.

Some advice if you plan on testing it yourself

You may be asking… how do I get it? You first need a Copilot license and then you will need to work with your organization to decide to turn it on. The enablement, especially for organizations that have chosen to go with Copilot licences for all, could be potentially difficult to manage from a change perspective.

Once enabled, it shows up on all SharePoint sites that you have access to. It can be excluded from a subset of up to 100 sites, but your SharePoint administrators will need to use a script to exclude those sites. Unfortunately, there is no management portal or granular settings within the SharePoint Admin Center. This is something we hope Microsoft is working on, so that organizations can be a bit nimbler and enable the agent only for certain people or certain sites.

The verdict?

We see a ton of potential for the SharePoint Knowledge Agent. It could help organizations and content owners with content hygiene, particularly on sites that people use as reference for doing their work. And knowing that it is only in Microsoft preview, it’s likely to only get better with time.

Our initial findings suggest the SharePoint Knowledge Agent could be a significant advancement for organizations that are seeking to maintain clean, accurate and accessible knowledge-based SharePoint sites. By leveraging AI-powered features, such as document comparison, broken link detection and intelligent content review, it empowers both content owners and creators to keep their repositories up to date with minimal manual effort.

As organizations continue to grapple with the challenges of managing ever-growing collections of information, tools like the Knowledge Agent provide practical solutions that enable employees to focus on their core work while ensuring knowledge resources remain reliable and current. We’re looking forward to seeing what comes next in the agent space and know that it will only become better with time.

If you want to hear more about our initial investigation, feel free to reach out to chat!