Does Managed Metadata Improve Copilot Agent Search Accuracy in SharePoint?

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Posted on by CopilotUserFr2025

Hi everyone,

I'm working with a Microsoft Copilot agent connected to a SharePoint site that contains 32 documents (only pdfs) ranging from 20 to 400 pages each (file sizes between 2MB and 25MB). The agent is configured to answer questions based solely on this SharePoint knowledge base.

However, I'm facing a major issue: the agent struggles to retrieve relevant context or provide accurate answers, even when the information clearly exists in the documents. In contrast, when I upload the same documents into ChatGPT 4o on the OpenAI platform, the responses are much more accurate and context aware.

I'm wondering:

- Would adding managed metadata help the Copilot agent better understand and retrieve content? If so, what kind?

- Are there any best practices for optimizing SharePoint content structure or metadata to improve Copilot performance?
- Could this be a limitation of how Copilot 4o currently indexes or interprets large documents in SharePoint?

Any insights, tips, or documentation links would be greatly appreciated!

Thanks in advance,
Amine

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Michael E. Gernaey 53,963 Moderator on at

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Hi @CopilotUserFr2025

Do you have an M365 Copilot license so that you can use the increased indexing etc for SharePoint (and other data?)

Also, it would be interesting to see what your Topics, Agent configuration etc is like.

Sharing all of that will help, as we also want to make sure its not something on the data side.

You can use Instructions to help point specific questions at specific documents as well as Topics. When you say it is having an issue,

When you track through activities can you see exactly what's taking so long?

Did you turn off using Public Websites and ensuring that its only using your documents? How many files are there and at what structure level in SP do you have them? Meaning how deep is the file structure?

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Michael E. Gernaey 53,963 Moderator on at

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Hi @CopilotUserFr2025

Did I answer your question? If you can please respond and let us know if you need help or if I resolved your question.

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