SharePoint: How To Use SharePoint Brand Images in Copilot

Key insights

• SharePoint Organizational Asset Libraries (OALs) allow organizations to store and manage brand images, including logos and icons, in one central location. These assets are kept up-to-date and accessible for consistent branding.


• The integration with Microsoft 365 Copilot enables users to access approved brand images directly from SharePoint OALs while working on documents or presentations, ensuring all content follows company branding guidelines.


• Copilot uses metadata-based search, which means it finds relevant images by looking at tags, file names, descriptions, and locations associated with each asset. This makes finding the right image faster and easier.


• Users can prompt Copilot with specific keywords like "brand" or "enterprise" to help it search within the assigned organization asset library, streamlining the process of adding on-brand visuals to their work.


• Recent updates include AI-powered content creation, allowing users not only to find but also generate on-brand images and short videos using Copilot, further supporting professional-looking content across the organization.


• The new SharePoint interface is designed to be more intuitive and AI-driven, making it easier for users to manage documents, sign electronically, and use brand assets securely within Microsoft tools such as Word and SharePoint.

Introduction: Unlocking Brand Assets Through AI Integration

Microsoft 365 Copilot has recently made strides in improving how organizations manage and use their brand images by integrating with SharePoint's organizational asset libraries (OALs). In a recent YouTube video by Steve Corey, the process and benefits of this integration are explained in detail, shedding light on how businesses can maintain a strong and consistent brand presence. The video highlights not only the practical steps for linking asset libraries but also the broader implications for content creation and brand management in modern workplaces.

As companies strive to present a unified image, the ability to access approved brand materials quickly and easily is more important than ever. By leveraging this integration, organizations can ensure that employees are always using the most up-to-date assets, which helps minimize brand inconsistencies and streamlines workflow. This article delves into the technology, its advantages, and the tradeoffs involved in adopting this new approach.

The Technology Behind SharePoint and Copilot Integration

At the core of this innovation is the seamless connection between SharePoint's OALs and Microsoft 365 Copilot. When administrators assign an organization asset library, Copilot gains access to search and retrieve approved logos, icons, and other brand imagery directly within the familiar productivity suite. This eliminates the need for manual searches across multiple folders or outdated repositories.

Furthermore, Copilot's ability to search based on metadata—such as tags, file names, and descriptions—enhances efficiency. Users can prompt Copilot with phrases like "brand" or "enterprise" to ensure the AI searches only the designated asset library. However, setting up this integration requires careful coordination between IT teams and content managers to ensure the right permissions and organizational policies are in place.

Advantages and Tradeoffs of Centralized Asset Management

The most significant benefit of this integration is the enhancement of brand consistency. With a centralized asset library, organizations can be confident that all communications, presentations, and documents reflect the latest branding guidelines. This reduces the risk of outdated or unauthorized assets creeping into public-facing materials, which can otherwise undermine a company's image.

Additionally, the streamlined search capabilities offered by Copilot mean that employees spend less time searching for the right image and more time focusing on their core tasks. On the other hand, maintaining a central repository requires ongoing oversight. Organizations must balance the ease of access against the need for rigorous content curation, ensuring that only approved assets are available to users while removing any obsolete or incorrect files.

New Developments and Enhanced User Experience

According to Corey, recent updates to Microsoft 365 Copilot include even deeper integration with SharePoint, making it easier for users to generate and access on-brand content. The refreshed SharePoint interface, now more intuitive and AI-driven, supports this integration by simplifying navigation and asset discovery. As a result, workflows for document management and electronic signing are becoming more straightforward, creating a secure and efficient experience for end users.

Importantly, these enhancements are part of a larger trend within Microsoft to empower users with smarter, AI-supported tools. While these developments promise faster content creation and improved quality, they also require organizations to invest in user education and change management, ensuring everyone understands how to make the most of the new features.

Balancing Accessibility with Security and Compliance

One of the main challenges highlighted in the video is balancing broad accessibility to brand assets with the need for security and compliance. While democratizing access supports creativity and agility, it also introduces risks if sensitive or confidential images are inadvertently shared. Therefore, organizations must carefully manage permissions and regularly audit their asset libraries.

Moreover, as AI tools like Copilot become more deeply embedded in daily workflows, there is a growing need to monitor how these technologies are used. Establishing clear guidelines and providing training can help mitigate potential risks, ensuring that the benefits of streamlined content creation do not come at the expense of data security or regulatory compliance.

Conclusion: A Step Forward for Modern Workplaces

In summary, the integration of SharePoint brand images with Microsoft 365 Copilot—outlined in Steve Corey’s Microsoft 365 Copilot—marks a significant leap toward more efficient and consistent brand management. By centralizing asset access, enhancing search capabilities, and simplifying workflows, organizations can strengthen their brand identity while saving valuable time.

Nevertheless, these benefits come with the responsibility to maintain robust governance and user education. As Microsoft continues to refine its AI-powered tools, companies adopting these solutions must remain vigilant, striking the right balance between accessibility, security, and compliance to fully realize the potential of this evolving technology.

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