Knowledge base document (Excel) file can be seen by the agent but not the content

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Posted on by LY-11120059-0

I'm using copilot studio. I've setup the knowledge base where I put my sharepoint folder for the agent to perform data analysis. In testing some of the file (the excel file) appear not accessible, but when I asked agent to list down the file it is able to list it down.

Further troubleshooting, it appear that the agent is not able to read the content or making index out of excel. Only can ready PDF. I believe that it is a security block in my organization to it. But how do I proof it? Or is there a scale down Copilot studio version with retriction that I'm not aware?

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Nivedipa-MSFT Microsoft Employee on at

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Thanks for bringing this issue to our attention. We will check and update you soon.

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Nivedipa-MSFT Microsoft Employee on at

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Generative answers that rely on SharePoint can only process a limited range of file types. Specifically, supported formats include:

SharePoint pages (note: .aspx pages are not supported)

Word documents (.docx)

PowerPoint presentations (.pptx)

PDF files (.pdf)

For more details, refer to the documentation: Generative answers with Search and summarize - Microsoft Copilot Studio | Microsoft Learn

If you need to include Excel documents in your generative answer node, you can upload the file directly into your Copilot, which accepts a broader variety of file formats, such as:

Word (.doc, .docx)

Excel (.xls, .xlsx)

PowerPoint (.ppt, .pptx)

PDF (.pdf)

Text files (.txt, .md, .log)

HTML (.html, .htm)

CSV (.csv)

XML (.xml)

OpenDocument formats (.odt, .ods, .odp)

EPUB (.epub)

Rich Text Format (.rtf)

Apple iWork files (.pages, .key, .numbers)

JSON (.json)

YAML (.yml, .yaml)

LaTeX (.tex)

You can find the full list of supported document types in the following resource: https://learn.microsoft.com/en-us/microsoft-copilot-studio/nlu-documents#supported-document-types

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LY-11120059-0 10 on at

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Hi @Nivedipa-MSFT, thanks for your answer. If I include the Excel file via upload into the Copilot, does it mean the Copilot is taking a duplicate copy or a snapshot version of the excel file to process the generative answer? Or it will refer to the origin of excel file, because I'm keeping a constant update to it.

I read from the Microsoft Learn it has the refresh capability, but I look around the Copilot studio option the refresh configuration function is not open or not visible to me.

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Nivedipa-MSFT Microsoft Employee on at

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Hello LY-11120059-0,
What happens when you upload an Excel file to Copilot Studio?

Copilot takes a snapshot copy of the file at the time of upload.

The agent uses this snapshot for answers, not the live file.

If you update the original Excel file, those changes won’t appear automatically in Copilot.

Why don’t you see a refresh option?

The refresh feature only works for connected sources like SharePoint or OneDrive.

For manual uploads, there is no auto-refresh. You need to re-upload the file to update the data.

How do you keep data updated?

Store the Excel file in SharePoint or OneDrive and connect that folder as a knowledge source.

This allows scheduled refresh or manual refresh from Copilot Studio settings.

Ref doc:
Manage knowledge sources in Copilot Studio

If you found the information above helpful, I would appreciate it if you could share your feedback.
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LY-11120059-0 10 on at

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I've done as suggested, the excel file source is from SharePoints, the file can be refreshed either manually or by schedule.

However, when I test the agent, the error as below:-

Error Message: Features with generative AI are not available in your environment. Contact your admin. Learn moreError Code: GenerativeAINotAvailable Conversation Id: 30fdf5e5-9205-44d2-a3c5-cb96e7ebbe01 Time (UTC): 2025-12-30T07:09:26.239Z.

From what I've checked, my region is SEA and it should be good for copilot studio.

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Wario Wario 4 on at

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Hi,

That error means your environment currently can’t use features that rely on Generative AI (for example generative answers, generative orchestration, AI tools, web search / general knowledge), so when the agent tries to use them, Copilot Studio blocks the request and returns that error. Please share some of the settings in your agent if you need more help.

Also I would recommend turning on code generator in your agent when uploading excel files.

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LY-11120059-0 10 on at

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yes, upon further checking in the setting, there is some warning of Gen AI features not available.

I will need to consult my company admin for this limitation.

The same goes to the code generator is under the Admin right, can't do much now. Thanks for your sharing.

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