Microsoft tests new way to turn forms into standard documents

Microsoft just launched a preview for a new Microsoft 365 feature that turns form responses into formatted files. The tool is called structured document generation. It allows teams to build consistent files like daily reports, contracts, and welcome letters without manually copying and pasting data.

How the document generation works

The process starts with a standard Word document. Artificial intelligence scans your template to identify which fields need custom information. It then automatically creates a shareable form based on those specific blank spaces.

You do not need to write any custom code or build complex automated workflows to make this happen. Once the system generates the form, you can send the link to anyone in your organization. The user simply opens the link and types their answers into the blank boxes. After they click submit, Microsoft 365 instantly creates a new file.

This new file preserves your original layout, fonts, and specific legal language. The only changes are the details the person entered into the form. This setup helps prevent formatting errors and stops people from accidentally deleting important clauses in standard agreements.

It is especially useful for human resources teams generating offer letters or project managers who need to produce predictable weekly status reports.

Where the files live and what you need

Everything you create with this tool connects directly to SharePoint. Storing the output there keeps company records organized in a central location rather than scattered across different hard drives. It also ensures every newly generated file automatically follows your existing security rules and document retention policies.

You will need a Microsoft 365 Copilot license to build the original templates and set up the forms. The people who actually fill out the forms and generate the final files do not need a Copilot license.

This capability is currently available to organizations enrolled in the AI in SharePoint public preview program. Microsoft is actively collecting user feedback during this testing phase to improve how the tool handles large-scale file creation before rolling it out to all users.