💡 Our Technical Review in summary
Summary
- Microsoft is introducing the ability to use Microsoft Lists as a knowledge source for custom agents within SharePoint and OneDrive.
- This update allows custom agents to ground their AI-generated responses using structured data and metadata stored within list items.
- The rollout is scheduled to begin in late March 2026 and is expected to reach General Availability by early May 2026.
Impact
- User Capabilities: Site members with edit permissions can create agents directly from a list via the “AI actions” menu or by selecting a list as a source in the agent’s configuration tab.
- Licensing Requirements: To utilize this feature, users must have a Microsoft 365 Copilot license or be connected to the SharePoint agents pay-as-you-go meter.
- Knowledge Source Limitations: Agents currently support grounding on only one Microsoft List at a time. They cannot combine a list with other sources like files, pages, or additional lists.
- Data Replacement: If a list is added to an existing agent, all previously configured knowledge sources will be removed. Users will receive a confirmation prompt before this occurs.
- Permission Handling: Agents will only provide responses based on list items that the individual user has existing permissions to access, ensuring data security remains intact.
- Site-Level Agents: Standard agents configured with an entire site as a knowledge source will continue to ground only on Document Libraries and Pages; they will not automatically include Lists.
Action Required
- Inform Power Users: Notify site owners and members who manage SharePoint content about the new capability to transform structured list data into searchable agent knowledge.
- Update Documentation: Revise internal training materials or help desk guidance regarding the creation and configuration of custom agents in SharePoint.
- Review Licensing: Ensure that users intended to build these agents are properly licensed for Microsoft 365 Copilot or that the organization has configured the necessary pay-as-you-go billing.
- Policy Review: Verify that existing Microsoft List data follows organizational compliance standards, as this data will now be more easily surfaced via generative AI queries.
Microsoft Official Update
Service: N/A
Category: stayInformed
Severity: normal
Introduction
We’re introducing support for Microsoft Lists as a knowledge source for custom agents in SharePoint and OneDrive. These custom agents can now ground responses in a list stored on a SharePoint site or in your OneDrive.
When this will happen:
General Availability (Worldwide): We will begin rolling out in late March 2026 and expect to complete rollout by early May 2026.
How this affects your organization:
Who is affected:
- Site members (or people with edit permissions to the site) who create or edit custom agents in SharePoint and OneDrive.
- A Microsoft 365 Copilot license or the pay-as-you-go meter connected to SharePoint agents is required to use this feature.
What will happen:
- Users can configure a custom agent to use one Microsoft List as its knowledge source.
- Agents can:
- Answer questions using information stored in list items.
- Reference list item metadata in responses.
- Provide up-to-date responses based on list items the user has permission to access.
- In SharePoint, users can create an agent directly from a list by selecting AI actions > Create an agent from the command bar.
- While editing an agent, users can also select an individual list from the Sources tab, similar to selecting individual files.
- Important limitations:
- Agents currently support grounding on only one Microsoft List.
- Grounding on multiple lists, or combining a list with other content (such as files or pages), is not supported.
- If a list is added to an existing agent, all previous knowledge sources are removed, and the user is prompted to confirm before the change is applied.
- Agents configured with a site as the knowledge source will continue to ground only on the site’s Document Libraries and Pages library.
What you can do to prepare:
No action is required to prepare for this change.
We recommend that you:
- Inform users who create or manage agents about the new option to use Microsoft Lists as a knowledge source.
- Update internal guidance or help desk documentation if you provide instructions for creating custom agents in SharePoint.
Learn more: Create an agent in SharePoint | Microsoft Support (will be updated at launch)
Compliance considerations:
| Question | Explanation |
|---|---|
| Does the change alter how existing customer data is processed, stored, or accessed? | Custom agents can now ground responses directly in Microsoft List items, accessing structured list data based on the user’s existing permissions. |
| Does the change introduce or significantly modify AI/ML or agent capabilities that interact with customer data? | The change adds Microsoft Lists as a supported grounding source for custom agents, enabling AI-generated responses based on list content. |
| Does the change provide end users a new way of interacting with generative AI? | Users can ask agents questions and receive generative AI responses grounded in Microsoft List data. |
