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Clear out junk files and repair common Windows errorsFree Scan →Scan for outdated or missing drivers - takes under a minuteDriver Scan →Repair Windows errors before they cause bigger problemsFix Now →Short answer: In SharePoint, choose Publish > Create > Page or News post (or + New > Page with AI where that option is enabled), give Copilot a specific brief, review the generated draft, complete the title and required properties, preview the whole page, and then select Publish. A published page can later be promoted to a News post. Copilot accelerates drafting; it does not remove the need for editorial, permission and metadata checks.
What Copilot can create in SharePoint
Copilot in SharePoint uses generative AI to help build modern pages and news content. It can suggest a structure, draft copy from your instructions, work from attached source files in supported template experiences, and help rewrite text inside a Text web part. You still own the final page: the author must check facts, links, images, accessibility, permissions and organizational policy before publication.
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Modern SharePoint pages are stored in the site’s Site Pages library. A page is the general-purpose format for evergreen information such as a project hub, procedure or team resource. A News post is intended for distribution of announcements and updates. Both use the modern page editor and can contain web parts, but News posts are surfaced through SharePoint’s news experiences.
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1Repair Windows errors before they cause bigger problems2Scan for outdated or missing drivers - takes under a minute3Clear out junk files and repair common Windows errorsMicrosoft describes Copilot in SharePoint as being in public preview in its current Learn documentation. Microsoft is also rolling out a newer AI content-creation experience and replacing earlier preview controls, so two tenants can show different labels or menus. If a control in this guide is absent, your tenant’s rollout, administrator settings or licensing is the likely reason.
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Licensing, rollout and what you need before starting
Everyday authoring prerequisite
Microsoft documents an active Microsoft 365 Copilot license as the prerequisite for everyday Copilot capabilities in SharePoint, including understanding content and creating or editing pages. A SharePoint site alone does not guarantee that an individual author will see the AI controls.
Advanced work uses Copilot Credits
Some capabilities operate beyond routine page authoring. Microsoft identifies work across large or unbounded content sets, complex workflows, real-time metadata autofill, image generation and analytics as usage-based scenarios that consume Copilot Credits. A normal AI-assisted page draft should not be presented as unlimited advanced usage; confirm your organization’s billing and governance settings before enabling those workloads.
Pre-flight checklist
- Access to the target SharePoint site and permission to create or edit pages.
- An active Microsoft 365 Copilot entitlement for the author, where Copilot is required.
- The source material the page should reflect, such as approved documents, a project brief or an event schedule.
- The intended audience, publication date, call to action and owner for follow-up.
- Approved brand assets and image guidance, including meaningful alternative text.
- Knowledge of any required columns in the site’s Site Pages library.
How to create a SharePoint page with Copilot
1. Open the correct authoring entry point
- From SharePoint’s publishing area, select Publish, then Create.
- Choose Page for a general page or News post if the item is an announcement from the outset.
- On a site home page, select + New and choose Page. In tenants where the AI experience is enabled, the menu may instead show Page with AI.
If you cannot see an AI option, continue with the standard page editor and check whether your tenant has received the current rollout and whether your account has the required license. Do not assume that a missing menu means the site itself is broken.
2. Select a template or start with an open prompt
Copilot offers structured templates such as Newsletter, Event, Status Update and Process. A template gives the draft a repeatable shape and can accept keywords and, where the experience permits, attached files. Choose a template when your organization wants consistent headings and predictable sections.
The open-prompt route lets you describe the content and layout in your own terms. It is more flexible for a project hub, policy explainer or unusual announcement. Design ideas can suggest layouts and content, but those suggestions are starting points rather than approved copy.
| Choice | Best for | Strength | Trade-off |
|---|---|---|---|
| Template | Recurring newsletters, events, status updates and processes | Repeatable structure and organizational consistency | Less freedom if the required story does not fit the template |
| Open prompt | Custom pages, project hubs and one-off communications | Greater control over layout and content direction | Requires a more detailed brief and closer editing |
3. Write a prompt that gives Copilot editorial direction
A useful prompt describes the outcome, not merely the topic. Include the purpose, audience, source material, required sections, call to action, tone, brand constraints and preferred layout. State what Copilot should not invent, such as dates, prices, owners or compliance claims.
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For example:
- Project update: “Create a status-update page for the internal product team. Use the attached approved project brief. Include a short summary, milestones completed, risks, decisions needed and next steps. Use a factual, concise tone, identify the project owner, and end with a call to action linking readers to the issue tracker. Do not create dates or metrics that are absent from the brief.”
- Event announcement: “Create an event news post for employees. Include the event purpose, date, time zone, location, speakers, registration instructions, accessibility information and a contact. Use our professional tone and place the registration call to action near the top.”
- Process page: “Create a process page for new managers. Use the attached policy as the source of truth. Organize the page into prerequisites, numbered steps, approvals, exceptions and support contacts. Preserve policy terminology and flag any missing owner or deadline instead of guessing.”
In a template experience that supports it, attach the relevant files after selecting the template. Use approved, current documents and tell Copilot which file is authoritative when several documents overlap. Treat every generated statement as a draft until you have checked it against those files.
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4. Review the generated structure before polishing words
First check whether the page architecture matches the reader’s task. Remove sections that do not serve the purpose, move the call to action where it is visible, and split dense text into headings, lists or tables. Then inspect each web part: title area, text, image, file, link, video, list and any embedded content.
Copilot can produce fluent language that is still wrong, incomplete or too confident. Verify names, dates, figures, policy references, URLs and ownership against the approved source. Replace generic claims with specific instructions and identify the responsible team for follow-up.
5. Refine copy in the Text web part
Within a Text web part, Copilot provides Auto rewrite and Adjust controls. Adjust can change characteristics such as length and tone. Depending on the control shown in your tenant, you can replace the original text, insert the suggestion below the original, regenerate it or discard it.
Use replacement only after comparing both versions. Inserting a suggestion below the original is safer when an editor needs to preserve the source while checking wording. Regeneration is useful when the first result misses the audience or level of detail; it is not a substitute for supplying a better instruction.
6. Set the title, properties and page details
Enter a clear title in the title area. Modern SharePoint requires a page title before you can save and exit or publish. Open the page details or properties panel and complete any columns that the Site Pages library marks as required. Typical editorial fields include the author, publish date, department, topic or audience, but the exact columns are configured by the site.
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Check the title area image, page thumbnail, fonts, colors and section backgrounds against your organization’s brand and accessibility guidance. Add alternative text that explains the purpose of an informative image; mark a decorative image as decorative where that option is available. Confirm that links have descriptive labels rather than vague text such as “click here.”
7. Preview the entire page and publish
- Select Preview and review the complete page, not only the section you edited. Check desktop and available responsive views, heading order, spacing, links, media, tables and the visibility of the call to action.
- Confirm that the intended audience can access the page and any files, videos, lists or documents embedded in it.
- Select Publish for the first release. When you later edit an already published page, select Republish to make the revision live.
Publishing is a release decision. Keep a named owner responsible for corrections, comments and the next review date, especially when the page contains procedures or time-sensitive information.
How to create or convert a SharePoint News post
Create a News post directly
Use Publish > Create > News post when the item is primarily an announcement. In a site’s + New menu, choose the News option when it is available. Select a suitable Copilot template or use an open prompt, then follow the same drafting, metadata, preview and publishing process as for a page.
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A page can be promoted to a News post after it has been published. This is useful when a detailed page already contains the definitive information and you now want it distributed through news surfaces. Promotion does not eliminate the need to review the headline, summary, image, audience and publication timing for an announcement context.
| Characteristic | Page | News post |
|---|---|---|
| Primary purpose | General, often evergreen information | News distribution and announcements |
| Creation path | Page or Page with AI | News post, or promote a published page |
| Editor | Modern SharePoint page editor | Modern SharePoint page editor |
| Copilot approach | Template or open prompt, followed by human review | Template or open prompt, followed by human review |
| Lifecycle | Republish when revised | Republish when revised; review its news placement and timing |
Prompt design that produces dependable drafts
Name the audience and reading situation
“Employees who have five minutes before a deadline” produces a different page from “subject-matter experts comparing implementation options.” Tell Copilot whether readers need a quick decision, a procedure, background context or a sign-up action.
Define the information boundaries
List the documents Copilot may use, identify the authoritative version and prohibit invented facts. Ask it to flag missing information. This is especially important for policy, safety, legal, financial or HR material, where plausible wording can create a misleading obligation.
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Specify the page shape
Request the sections and web-part types that help readers scan: a summary, prerequisites, numbered steps, decision table, FAQ, contacts or a prominent call to action. If you want a short announcement followed by a detailed reference, say so explicitly rather than asking for a generic “professional page.”
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Set tone and length without hiding important detail
Describe the desired tone, reading level and approximate section length. Ask for concise headings and plain language, but do not demand an artificially short result when readers need warnings, exceptions or step-by-step instructions.
Quality, accessibility and governance checks before release
- Accuracy: Compare generated text with the approved source files and organizational policy. Confirm dates, names, numbers, links and terminology.
- Completeness: Check that the page answers the reader’s task, includes prerequisites and identifies an owner or support route.
- Metadata: Verify title, author, publish date and every required Site Pages property.
- Accessibility: Use a logical heading hierarchy, descriptive link text, readable contrast and useful alternative text. Avoid putting essential instructions only inside an image.
- Media and embeds: Test files, videos, lists and documents in the intended audience context.
- Permissions: Sharing the page does not automatically grant access to embedded content stored elsewhere. Check each item’s permissions.
- Preview: Review the complete page before the first publication and after substantial edits.
- Ownership: Record who will update the page and when time-sensitive information should be rechecked.
Why an AI-generated page will not publish
The title or a required property is missing
SharePoint blocks saving or publishing when the title is absent, and the pre-publish panel identifies missing required library fields. Add the title, open the properties indicated by the warning, complete each required value, save the changes and reopen the publishing panel.
Copilot or Page with AI is not visible
Check that the author has an active Microsoft 365 Copilot license and access to the site. Feature labels can differ while Microsoft rolls out the newer AI experience and retires preview controls. A site owner or Microsoft 365 administrator may need to confirm rollout status, policy settings and licensing rather than changing the page itself.
The page saves but an embedded item shows an access error
Review the permissions of the underlying file, video, list or document library. A reader can have access to the page while lacking access to an embedded object. Grant only the minimum appropriate permission or replace the embed with content the intended audience can open.
A colleague cannot edit at the same time
Modern pages commonly support coauthoring. If coauthoring is unavailable, SharePoint may lock the page to one editor until that person saves or discards changes, or until the five-minute inactivity timeout expires. Ask the current editor to finish or exit before attempting another edit; avoid copying over unsaved work.
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The draft contains incorrect or unsupported claims
Do not publish it as written. Return to the relevant source, amend the prompt with the authoritative wording and regenerate or edit the affected section. Keep a human approval step for policy, legal, safety, financial and other high-impact content.
The layout looks different after publication
Use Preview before release and inspect the published page with the same audience permissions. Recheck responsive behavior, image cropping, links and embedded content after major layout changes, then republish only after the complete page passes review.
Coauthoring, sharing and maintenance
Invite coauthors through the normal SharePoint sharing controls and agree who is responsible for final approval. Coauthoring reduces handoff delays, but simultaneous edits still require an owner to resolve conflicting wording and confirm that metadata remains correct.
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When sharing a page, test it as a representative reader rather than only as an owner. Embedded files, videos, lists and documents may reside in different locations with separate permissions. A successful page share is not proof that every referenced item is available.
For living procedures, add a visible owner and review date. For news, verify that the announcement remains timely and that links still work. When a source document changes, compare the page against the new approved version instead of asking Copilot to refresh it without boundaries.
Quick Recap
Choosing the right Copilot route
| Your need | Recommended route | Reason |
|---|---|---|
| Recurring internal update with the same sections | Status Update template | Provides a repeatable structure for milestones, risks and next steps |
| Event announcement with registration details | Event template or a detailed event prompt | Keeps date, location, speakers and call to action visible |
| One-off project or policy page | Open prompt with named sections and source files | Allows a custom information architecture |
| Existing detailed page that now needs distribution | Publish the page, then promote it to News | Preserves the definitive content while adding news visibility |
| Large-scale automation, metadata or analytics | Confirm Copilot Credits and governance first | These scenarios may be usage-based rather than ordinary page authoring |
A repeatable operating procedure for teams
- Brief: Define the audience, outcome, owner, source files, deadline and call to action.
- Generate: Choose a template for recurring formats or an open prompt for custom work.
- Inspect: Check the structure and remove unsupported sections before polishing prose.
- Edit: Use Text web-part rewrite and tone controls selectively; preserve approved terminology.
- Complete: Enter the title, properties, images, alternative text and links.
- Validate: Compare every factual claim with the authoritative source and test permissions for embedded items.
- Preview: Review the full page with the intended audience and devices in mind.
- Release: Select Publish for a first version or Republish for a revision, then record the owner and review date.
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