Autofill Columns: Use AI directly in SharePoint

Key insights

• Autofill Columns in Microsoft Syntex leverage AI to automate data extraction and content generation within SharePoint, enhancing document management efficiency.


• This feature uses large language models (LLMs) to extract or summarize content from files using natural language prompts, reducing manual metadata entry and ensuring consistency.


• Advantages include automated metadata extraction, improved searchability, scalability for large document volumes, and seamless integration with existing SharePoint environments.


• To implement Autofill Columns, organizations need Microsoft Syntex with pay-as-you-go billing linked to an Azure subscription. Users can set up tailored prompts for specific information extraction.


• Supported Configurations: Various column types like text and date; file types such as .csv and .pdf; currently supported in English with more languages expected soon.


• Recent enhancements include a significant price reduction from $0.05 per page to $0.005 per page as of February 2025, making the technology more accessible.

Introduction to Autofill Columns in SharePoint

In the ever-evolving digital landscape, efficient document management is crucial for organizations striving to maintain a competitive edge. Microsoft has introduced a groundbreaking feature known as Autofill Columns, integrated within Microsoft Syntex, which harnesses the power of AI to streamline document management processes directly in SharePoint. This innovation is set to transform how businesses handle their digital assets by automating metadata management, improving document accessibility, and enhancing content classification.

Understanding Autofill Columns

Autofill Columns utilize large language models (LLMs) through generative AI to automatically extract, summarize, or generate content from files uploaded to a SharePoint document library. By using natural language prompts, users can extract specific information or generate summaries, which are then saved directly into designated library columns. This automation significantly reduces the manual effort traditionally associated with metadata entry and ensures consistency across document libraries. Advantages of Using Autofill Columns:

• Automated Metadata Extraction: By leveraging AI, Autofill Columns can automatically retrieve essential information from documents, such as titles, dates, or client names, minimizing manual data entry and associated errors.
• Enhanced Searchability and Organization: Consistent and comprehensive metadata improves document retrieval processes, making it easier for users to locate and organize content within SharePoint libraries.
• Scalability: Autofill Columns are designed to handle large volumes of documents, making them ideal for organizations dealing with extensive digital archives.
• Seamless Integration: As a native feature within Microsoft Syntex, Autofill Columns integrate smoothly with existing SharePoint environments, ensuring a cohesive user experience without the need for additional third-party tools.

Implementing Autofill Columns: The Basics

To utilize Autofill Columns, organizations must have Microsoft Syntex configured with pay-as-you-go billing linked to an Azure subscription. Once enabled, users can add new columns to their SharePoint libraries and set up autofill prompts tailored to their specific needs. These prompts guide the AI in extracting or generating the desired information from each document. Supported Configurations:

• Column Types: Text, Multiple lines of text, Number, Yes/No, Date and time, Choice, Hyperlink, and Currency.
• File Types: .csv, .docx, .pdf, .png, .pptx, among others.
• Language: Currently, English is supported, with additional languages expected in future updates.

Practical Applications of Autofill Columns

Autofill Columns offer versatile applications across various industries, enhancing efficiency and accuracy in document management. For instance:

• Invoice Processing: Automatically extract invoice numbers, total amounts, and due dates, streamlining financial workflows.
• Contract Management: Generate summaries of key contract terms, facilitating quicker reviews and approvals.
• Recruitment: Extract candidate information from resumes, such as skills and experience, to enhance talent acquisition processes.

Recent Enhancements and Pricing Changes

As of February 2025, Microsoft announced a significant reduction in the pricing for Autofill Columns, decreasing from $0.05 per page to $0.005 per page. This change underscores Microsoft’s commitment to making advanced AI features more accessible to a broader range of organizations. The price reduction makes it feasible for businesses of all sizes to integrate these powerful tools into their daily operations, thereby optimizing their document management strategies.

Conclusion

Autofill Columns in Microsoft Syntex represent a significant advancement in document management within SharePoint. By automating metadata extraction and content generation through AI, organizations can achieve greater efficiency, accuracy, and scalability in handling their digital assets. Embracing this technology not only optimizes current workflows but also positions organizations to adapt to the evolving demands of the digital age. As businesses continue to navigate the complexities of digital transformation, tools like Autofill Columns will play a pivotal role in shaping the future of document management.

Keywords

Autofill Columns, AI in SharePoint, SharePoint Automation, AI Autofill, SharePoint Features, Microsoft 365 AI, Intelligent Data Entry, SharePoint Tools.