We have seen an uptake in organisations using Microsoft 365 Backup & Archive with their SharePoint/OneDrive/Exchange online data.

Both solutions require you to configure your Microsoft 365 tenant for Microsoft Syntex pay-as-you-go billing. What you may not have realised is once your Microsoft 365 tenant is configured you have the ability to also turn on many other advanced SharePoint Premium features, such as Document Processing Models, Translation, eSignature, etc.

What is Microsoft 365 Backup?

Microsoft 365 Backup is an integrated backup solution offered by Microsoft, designed to provide rapid backup and restoration capabilities in the event of ransomware attacks or other forms of data loss.

What is Microsoft 365 Archive?

Microsoft 365 Archive allows cost effective storage for inactive SharePoint sites and allows restoration of sites within 24 hours of requesting. Being stored in cold storage – the cost savings are significant compared to buying additional SharePoint storage which can be quite expensive.

Which SharePoint Premium features are included with Microsoft 365 Backup & Archive?

SharePoint Premium, previously known as Microsoft Syntex, allows AI powered content management and experiences such as:

1. Document Processing Models

Process documents in SharePoint with AI to extract key details from them and classify/identify types of documents. Configure your own unique models that suit your requirements and documents or use existing prebuilt models for common document types such as invoices, contracts, receipts, or sensitive information.

2. Autofill columns

This feature enables users to construct large language model (LLM) prompts using generative AI based on files within a library. Use it to automatically classify a file or extract and generate information from the file’s contents. Multiple Autofill (prompts) columns can be implemented per library and the output is saved as metadata in the corresponding column.

3. Content assembly

Content assembly allows you to auto-generate standard repetitive business documents i.e. contracts/agreements, letters, etc. Using an existing document to start with a user from a document library can then create a template. In the template they can easily create placeholders on the document for fields i.e. names, dates, categories. You can then use that template to automatically generate customised documents using SharePoint lists, Power Automate or manual entries as a data source.

4. Image tagging

Enable image tagging to automatically tag images with descriptive keywords using AI. These tags are stored in an Image Tags column, making it easier to search, sort, and manage images. The AI model requires no training or custom development, allowing for quick implementation.

5. Taxonomy tagging

Automatically tag documents in SharePoint libraries with terms configured in your term store using AI. This option does not require training and eliminates the need for users to manually tag documents or create and train advanced AI models to tag basic terms. This feature is great for efficiently searching and locating documents within your libraries, as well as for establishing any subsequent processes based on the tags associated with the files.

6. Document translation

Allows users from a library to easily create a copy of a document in over 133 different languages. When the file is translated the original format and structure of the file is retained.

7. SharePoint eSignature

SharePoint eSignature allows you to quickly and securely send documents for signature to anyone, inside or outside your organisation. It also provides a digital audit trail to verify document authenticity, and can be used with your existing third-party providers (e.g. Adobe Sign or Docusign).

8. Optical character recognition (OCR)

Printed or handwritten text can now be automatically extracted from images or documents in SharePoint document libraries and can be used in searching and indexing. This functionality previously required third-party software to perform.

9. Annotations

Draw on documents virtually with pen & highlighter to add notes and comments. The annotations do not modify the original file, so the original records are preserved. This is great for emphasising key parts of a document for a colleague to work on, for example.

10. Merge & Extract PDF files

SharePoint document libraries enable users to merge two or more PDF files into a new PDF file. Users can also extract pages from a PDF file to make new individual PDF files. This removes the requirement for third-party applications which typically overcomplicate the process with the unnecessary downloading and reuploading of data.

Conclusion

If you are using Microsoft 365 Backup & Archive, you now have access to powerful features you can enable and take advantage of, such as eSignature, Document Translation, and Document Processing models. We’d be happy to discuss how you can leverage the advanced capabilities of SharePoint Premium to truly put your content to work with Artificial Intelligence.

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