How to use generative AI in your SharePoint intranet

Generative AI has moved from novelty to necessity. From viral deepfakes to AI-generated scripts and images, the technology has captured imaginations—but its real power lies in how it can transform the way we work.

For intranet managers, content creators and digital workplace teams, the question is no longer if you should use generative AI, but how.

Why generative AI matters for intranets

Since Microsoft introduced GPT-4 into its ecosystem, the landscape has shifted dramatically. Tools like Copilot for Microsoft 365 and FreshMind now offer practical, secure ways to bring AI into your SharePoint intranet—helping you save time, improve content quality and enhance the employee experience.

Let’s explore the options available and how to get started.

AI tools outside your intranet

ChatGPT

Free and accessible via any browser, ChatGPT (GPT-3.5) is a handy tool for small teams. It can help generate copy, summarise content and brainstorm ideas. However, it comes with risks—such as hallucinated facts and data privacy concerns—so it’s best used with caution.

Copilot (formerly Bing Chat)

Microsoft’s free AI assistant is available via Edge or copilot.microsoft.com. It offers contextual responses, sources and summaries, but has stricter safety settings than ChatGPT. It’s a good entry point for experimenting with AI in a secure environment.

AI tools inside your intranet

Copilot for Microsoft 365

Launched in late 2023, Copilot for Microsoft 365 integrates AI into apps like Word, Excel, PowerPoint, Outlook and Teams. It helps users write, edit, summarise and analyse content using data from your Microsoft 365 tenant.

While powerful, it’s not a magic fix. Copilot won’t solve issues like poor content structure or lack of governance. Before rolling it out, make sure your data is well organised and permissions are in place. SharePoint Premium is a great way to prepare your environment.

Private ChatGPT

For organisations with strict data requirements, Private ChatGPT offers a secure, customisable AI chatbot hosted in your Azure environment. It’s ideal for advanced use cases like automating workflows, integrating with business systems or building tailored AI experiences.

Introducing FreshMind: AI made for intranets

FreshMind is Fresh Intranet’s enterprise-ready AI assistant, built specifically for SharePoint and powered by Microsoft Azure OpenAI. It brings generative AI directly into your intranet, helping you:

1.Improve search with AI

• People search: Find colleagues using natural language queries like “Who works in marketing in London?”
• Content chat: Ask questions like “What’s the latest hybrid working policy?” and get answers with document links and sources.

2.Save time on content management

• Update metadata, tags and descriptions in bulk
• Improve consistency and findability across your intranet

3.Get help with content creation

• Generate titles, summaries and metadata
• Translate content and suggest visuals
• Personalise content based on user profiles and Microsoft Graph signals

4.Keep your data secure

FreshMind runs in your Microsoft environment and respects your existing permissions. Scoped and permissions-based content chat ensures users only see what they’re allowed to.

5.Easy to adopt, no extra licences

FreshMind is included in your Fresh Intranet subscription. It’s not a separate product, but a collection of AI-powered features designed to work with your existing SharePoint intranet.

Getting started with generative AI

Whether you choose Copilot, FreshMind or a custom solution, here are some tips to ensure success:

• Start small: Run pilot projects and compare AI-generated content with human-written versions.
• Train your team: Teach prompt engineering to help users get the best results.
• Create a centre of excellence: Centralise your AI initiatives and share best practices.
• Set clear guidelines: Encourage authenticity and avoid over-reliance on AI-generated text.

Ready to see FreshMind in action?

FreshMind makes generative AI practical, secure and easy to use in your SharePoint intranet. If you’d like to learn more, ask questions or book a commitment-free demo, we’d love to hear from you.