Note
Access to this page requires authorization. You can try signing in or changing directories.
Access to this page requires authorization. You can try changing directories.
[This article is prerelease documentation and is subject to change.]
Many organizations store important operational and business data in SharePoint lists, such as help desk tickets, course catalogs, backlogs, and more. After you connect SharePoint lists to your Copilot Studio agent, it can answer questions grounded in structured SharePoint data.
Note
This article reflects the new experiences for creating agents and workflows in Microsoft Copilot Studio. The new agent experience is currently available as a production-ready preview. Learn about the two agent experiences in Classic vs. new agent experience. The new workflows experience is in public preview. Learn about the two workflows experiences in Workflows overview.
- Public preview features aren't meant for production use and might have restricted functionality.
- Production-ready and public previews are subject to supplemental terms of use.
- Some capabilities available in the classic experience aren't yet available in the new experience.
- Agents and workflows created in the new experience can't be converted to the classic experience.
This functionality supports the following capabilities:
Natural language lookup and FAQ experiences with semantic understanding capabilities rather than an exact match
Analytical and aggregation queries over structured list data
Large list scalability for early enterprise scenarios
Analytical queries over structured data
Agents can perform analytical reasoning over SharePoint list data.
Example queries
"What is the average lead time to close a ticket?"
"How many procurement requests were submitted for MacBooks?"
"Which category has the highest number of open requests?"
Enterprise scale list support
This preview supports large scale lists. The supported scale is:
| Capability | Public preview support |
|---|---|
| Maximum supported list size | Up to 120,000 rows. You can connect larger lists, but quality and latency might degrade after 120,000 rows. The best performance occurs when total rows are limited to 120,000 rows across all lists. For example, 10 lists of 12,000 rows, or 3 lists with 35,000 rows. |
| Lists per agent | Up to 10 lists. |
| Models | GPT 5.4 and above, and Sonnet models. Results are best with GPT 5.4 and above, and Sonnet models. The other models are still supported, but the quality of the returned results aren't as high. |
Note
Questions requiring analysis of all 10 lists and each of the 35,000 rows might get throttled or subjected to high latency.
Best practices
For the best results retrieving results form SharePoint lists, follow these practices:
Use clean and structured list data with clear column names.
Name your list appropriately when you add it to an agent.
Use supported column types, and use descriptive column names.
Keep related data within the same list where possible.
Run evaluations and validate your queries before production rollout.
Add a SharePoint list
Open your Copilot Studio agent.
Go to the Build tab.
In the components panel, select the Knowledge button.
In the Add knowledge dialog, select SharePoint.
Select Browse items to find the list you want, or enter the URL of a specific SharePoint list.
When you select Browse items, the dialog is automatically populated with My Lists and Recent Lists. My Lists only displays lists created in the SharePoint Lists app. All other lists appear in the Recent Lists. If you don't see a list you need, open SharePoint and access the list, and the list then appears in Recent Lists.
You can select up to 10 lists at a time. For the best results, only use up to 10 lists per agent. Lists that contain more than 35,000 rows affect quality and latency.
Each list is added to the agent's knowledge sources as individual items. To add more lists to the agent, use these steps again and select more lists.
Note
If you want to use a SharePoint list with shared access but it isn't displayed in the Recent Lists, paste the URL for the list into the URL selection.
Add a name and a description. Provide a detailed description, since the description aids that agent orchestration and helps the agent understand the context of the knowledge source.
Select Add to agent to finish adding the knowledge source.
After adding the SharePoint list, test your agent to verify the expected results are returned.