How Microsoft and M-Files are Revolutionizing Content Management Together
Ian Story of Microsoft and Antti Nivala of M-Files discuss how their collaboration is aiming to bring the best of content management to users
For years, executives from Microsoft and document management platform provider M-Files would meet across the aisles at industry events, often as competitors. Today, the story has changed. The two companies are now partners, collaborating to build integrated solutions to help businesses work more productively and securely.
“All the years we would see each other at different events, we would be competing,” recalls Ian Story, principal architect for OneDrive and SharePoint at Microsoft. “I’m excited just to be sitting here now as partners.”
For Antti Nivala, founder and CEO of M-Files, the partnership aligns with his initial vision when founding M-Files.
“Right from the start, my core idea was to offer the best possible experience to end users,” he explains. “Most of the customers we work with use Microsoft tools as their digital workplace. So, it’s been important for me to make sure that M-Files integrates with Office tools, with the Windows operating system, and today with Microsoft 365 in the cloud.”
That integration has reached a new level as M-Files enables users to co-author and edit documents simultaneously in Microsoft 365 desktop applications while the M-Files platform organizes information, guides business processes, and automates security and compliance.
“Co-authoring is very important for M-Files users,” says Nivala. “M-Files serves customers best when it’s not just the system of record, but also the system of work. Compliance becomes automatic. You can just do your work while everything else happens behind the scenes.”
Story adds: “It provides 100 percent of the native co-authoring features of Microsoft 365 – comments, mentions, presence awareness, working with Copilot – not partial functionality.”
Underpinning these capabilities is Sharepoint Embedded, an API-only solution that enables app developers to utilize the Microsoft 365 file and document storage functionality.
“The solution uses the core storage technology, compliance and security capabilities of SharePoint, but not the user interface,” says Story. “Users only interact through M-Files’ user interface. It’s the best of both worlds.”
Co-authoring marks the beginning of what Nivala and Story envisage as a much deeper collaboration, with the development work the two companies have already done opening up new avenues for innovation.
“We now have this tight integration between M-Files and Microsoft 365, essentially using Microsoft 365 storage for the content,” says Nivala. “That brings quite a lot of possibilities. There are so many use cases that are ideal for M-Files – from simple sync and share to high-end document management. The partnership just makes a ton of sense.”
For Nivala, the real value of the new partnership for Microsoft customers comes from the contextual information M-Files can provide.
“We integrate with business systems like SAP and Salesforce, and use those business objects as context for documents,” he says. “It’s not just document management. From customer data to plant and equipment data – you can pull it all together with metadata inside Microsoft 365. That’s quite unique to M-Files.”
M-Files customers will now be able to make use of Sharepoint capabilities through the M-Files interface.
AI adds another layer of opportunity for Microsoft and M-Files to explore. “Having Copilot natively access content is an exciting prospect,” says Nivala.“ By exposing business context and documents in M-Files to Copilot, alongside the Microsoft Graph, you really get to the right conclusion for whatever the user needs.” Story can also foresee the companies working together to develop specialized AI agents.
“I can imagine future agents for tax and accounting, engineering or life sciences,” he says. “With the business object context from M-Files and collaboration data from Microsoft Teams and email in the Microsoft Graph, it’s a really powerful combination.” Security and compliance will remain a central focus of the collaboration.
“A very practical example is sensitivity labels,” says Nivala. “Now, thanks to the integration, we can create sensitivity labels automatically with metadata. If a document relates to a confidential project, metadata can trigger encryption and prevent oversharing.”
Story highlights the compliance advantages for customers when working on Microsoft 365 through the M-Files platform.
“There’s a simplicity in knowing all of your content is in one place,” he says. “You don’t have some in Microsoft 365 and some somewhere else. It’s protected by Microsoft Purview, with certifications like FedRAMP, SOC 2 and HIPAA. If customers ask if they have access to Microsoft Defender or Advanced Threat Protection, the answer is yes – it’s just like any other content in Microsoft 365. It’s all built natively into Word, Excel and even Acrobat. No plugins, no extra tools – it just works.”
Both Nivala and Story see the current integrations as just the beginning.
“The combination of Microsoft 365 and M-Files isn’t just about solving problems today – it’s about laying the groundwork for how people will collaborate in the future,” says Story. “With AI, compliance and seamless co-authoring built in, we’re helping customers move towards a workplace where content is always available, always secure, and always in context.”
Nivala agrees: “This is the start of a much bigger journey. The more intelligence and automation we bring into the daily flow of work, the closer we get to making information management effortless. That’s the vision – and we’re only getting started.”
M-Files and Microsoft are using the power of AI to transform fragmented document systems with a secure and unified intelligent collaboration solution.
Today’s digital-first workplace makes document management not just a technical concern, but a strategic imperative. From productivity and compliance to employee engagement, the systems we use to store, share and secure content shape the rhythm of modern enterprise life. Yet many organizations still rely on a patchwork of legacy tools, cloud platforms and departmental systems. The result? A tangled web of “content chaos” where vital information is scattered, siloed and often out of reach.
Disconnected systems – email servers, shared drives, customer relationship management platforms, enterprise resource planning solutions – rarely speak the same language. Employees spend time hunting for documents, toggling between apps, or recreating content that already exists. This inefficiency doesn’t just sap productivity, it introduces compliance risks, especially in regulated sectors like healthcare, finance and manufacturing.
Version confusion, duplicated efforts and inconsistent metadata tagging erode trust in organizational data. When employees aren’t sure if a document is accurate or current, they hesitate to act. Meanwhile, the constant switching between tools creates cognitive overload, fueling change fatigue and resistance to transformation.
Microsoft SharePoint has long been a cornerstone of enterprise content management. It offers centralized storage, real-time collaboration, granular access controls and seamless collaboration with Microsoft 365 tools like Teams and OneDrive. It also enables AI-powered features like Microsoft Copilot to interact with stored content.
But SharePoint isn’t perfect. Version control can become murky when documents are duplicated across team channels and personal folders. Metadata often requires manual setup, limiting automation. And while enterprise search is powerful, it’s not always intuitive, so users often struggle to locate documents unless they know the exact name or path.
Governance is another challenge. Without a unified strategy, organizations face permission sprawl, accidental exposure of sensitive content and difficulty enforcing retention policies. Audits become complex, so the risk of non-compliance grows.
There’s also the human element to consider. Poor user experience in document systems leads to disengagement. When tools are clunky or inconsistent, employees create their own workarounds – personal folder structures, unauthorized cloud services, informal sharing. This “shadow IT” undermines governance and introduces security vulnerabilities.
Change fatigue is real. When new tools are rolled out without clear benefits or adequate support, employees resist. They fear losing control over their workflows, struggle with steep learning curves, and question the motives behind transformation. Without thoughtful implementation, even the most promising technologies can fall flat.
Enter M-Files, a leader in AI-powered document management, and strategic partner of Microsoft. This collaboration enables seamless connectivity between M-Files and Microsoft 365 via SharePoint Embedded – an API-only, scalable content repository that powers modern Microsoft experiences like Loop and Copilot Pages.
This partnership tackles long-standing pain points in document management: fragmented governance, poor content quality and siloed environments. By centralizing content and embedding intelligence into everyday workflows, M-Files and Microsoft 365 empower organizations to automate metadata tagging and document classification, as well as improve their decision-making with AI-curated insights and strengthen compliance with unified governance via Microsoft Purview. And by leveraging existing Microsoft 365 infrastructure, they are able to maximize their return on investment.
M-Files now allows organizations to store selected content directly within the Microsoft 365 tenant, eliminating duplication and enabling seamless access through familiar apps like Teams, Outlook, and Copilot. This native connection supports co-authoring, real-time collaboration and AI-driven workflows – all while maintaining strict compliance through Microsoft Purview.
At the heart of M-Files is Aino, a generative AI assistant that enables conversational interactions with enterprise content. Aino can classify documents, extract metadata, generate summaries and surface context-aware insights. Paired with Copilot, it creates a powerful ecosystem where AI agents analyze documents with full context and compliance.
For organizations invested in Microsoft 365, M-Files isn’t just compatible, it’s essential. It brings order, automation and control to business content, while enabling collaboration that is secure, scalable and intelligent. Whether managing technical specifications, client deliverables or compliance records, M-Files ensures that content is organized, accessible and actionable – right where teams already work.
This unified solution marks a departure from legacy systems. It’s not just about storing documents – it’s about transforming how we interact with them. With M-Files and Microsoft 365, the future of document management is intelligent, integrated and ready for what’s next.
From now on, you only need one application to manage all the information in your organization. The partnership between M-Files and Microsoft 365 unifies your data landscape, providing seamless access, intelligent automation, and enterprise-grade security – all within the Microsoft ecosystem.
This collaboration marks a major milestone: M-Files is the first document management solution to be native with Microsoft 365. That means you get all the built-in capabilities of Microsoft 365 with M-Files – including co-authoring, collaboration, Copilot, and Purview. With deep integration into Microsoft 365 Copilot, M-Files content can now be used to generate insights, automate document-related tasks, and streamline decision-making across the organization.
AI-Driven Efficiency and Insight
By leveraging M-Files’ metadata-driven architecture, businesses can ensure that their content is structured, searchable, and ready for AI. With full support from Microsoft 365 Copilot, M-Files content can be used to generate insights, automate document-related tasks, and enhance decision-making. This accelerates workflows, reduces manual effort, and strengthens the foundation for business decisions. If you’re using Microsoft 365, M-Files is a natural choice, says Stig-Arne Ryeng, Industry Expert at M-Files Norway.
Real-World Impact
Ryeng highlights SSAB, a steel manufacturer that has used M-Files solutions for several years. With production divisions in Sweden, Finland, and the United States, and 14,000 employees, SSAB has used M-Files to automate critical processes such as SAP archiving and material certificate management. The company has streamlined workflows between divisions, increased digitalization of core production processes, and improved customer support.
With the new connection between M-Files and Microsoft 365, all SSAB divisions can access information and data instantly, simultaneously – with full synchronization – and automatically in the local language. – That’s why we’re talking about better workflows, increased efficiency, and higher profitability, says Ryeng.
Built for All Businesses – Optimized for the Microsoft Ecosystem
The joint solution from M-Files and Microsoft 365 delivers exceptional value for organizations already invested in the Microsoft ecosystem. Unlike older document management systems, which often limit AI outcomes due to poor content quality, fragmented information management, and content silos, M-Files offers a centralized and scalable environment where AI-curated content is managed throughout its lifecycle and used in mission-critical processes.
Avoiding Costly Customization
For the first time, organizations can choose a best-of-breed document management solution without sacrificing Microsoft standardization. – By choosing M-Files as a ready-made solution for industry-specific needs, your business avoids costly customization and benefits from future joint innovations with Microsoft, Ryeng concludes.
Intelligent Work, Redefined
The integration between M-Files and Microsoft 365 is not just about document management – it points toward a workday where information is always available, context-driven, and AI-powered. In practice, this means less time spent searching for documents, fewer manual processes, and more focus on value-creating work. Moving forward, this will transform how we collaborate, make decisions, and drive innovation – faster, safer, and more intelligently than ever before.
Next step
With M-Files as part of Microsoft 365, you get more than just document management – you get a platform for smarter decisions, automated processes, and secure information governance. Want to see how this can work in your organization? Contact us for a demo.
We’re excited to announce a major leap forward in our partnership with Microsoft: M-Files now natively stores content in Microsoft 365. This innovative approach empowers organizations to harness the full power of Microsoft 365 while benefiting from M-Files’ industry-leading metadata-driven document management.
Why It Matters
Until now, businesses often had to choose between:
Enterprise-wide searchability via Microsoft Search
AI-readiness for Microsoft Copilot and other intelligent services
Industry Agents, Supercharged
This integration unlocks a new generation of AI-powered industry agents—smart assistants that can reason over curated, metadata-rich content. Whether you’re in accounting, wealth management, energy, scientific research, insurance, oil & gas, or manufacturing, these agents can automate workflows, surface insights, and drive smarter decisions.
Built for the Future
This move deepens our long-standing collaboration with Microsoft and positions M-Files as a cloud-native, AI-ready platform that’s purpose-built for regulated, content-intensive industries.
We’re not just storing documents—we’re transforming how your organization works with them.
Transforming Business with M-Files and Microsoft 365: A New Era of AI-Driven Productivity
What if your business could harness the power of artificial intelligence to revolutionize the way you manage information and collaborate? In today’s fast-paced digital world, the integration of M-Files and Microsoft 365 is doing just that, offering a seamless blend of document management and productivity tools that are enhanced by AI.
The AI Advantage in Modern Business
Artificial intelligence is no longer a futuristic concept; it’s a present reality that’s reshaping businesses across the globe. From automating routine tasks to providing deep insights, AI is a game-changer. It’s helping businesses to:
Boost Efficiency: By automating repetitive tasks, AI allows employees to focus on what matters most.
Enhance Decision-Making: AI delivers real-time data and insights, enabling faster and smarter decisions.
Improve Customer Experience: Personalized interactions and proactive service are just the beginning.
Drive Innovation: AI opens doors to new products, services, and ways of working.
M-Files and Microsoft 365: A Powerful Combination
When M-Files, a leading document management solution, integrates with Microsoft 365, the result is a powerful synergy that enhances the capabilities of both platforms. Here’s how:
Unified Access: M-Files provides a single point of access to all your data, regardless of where it’s stored, within the familiar Microsoft 365 environment.
Metadata-Driven Organization: Say goodbye to complex folder structures. M-Files uses metadata to organize and find documents with ease.
Automated Workflows: Streamline your business processes by automating document-centric tasks, from approvals to compliance checks.
Enhanced Security: Leverage Microsoft 365’s security framework to protect your sensitive information with robust permissions and access controls.
Real-Time Collaboration: Work together on documents in real-time, confident that everyone is on the same page with version control and co-authoring features.
Real-World Impact
Businesses across various industries are already reaping the benefits of this integration. For example:
Accounting: Streamline document management, enhance compliance and security with automated workflows.
Legal Firms: Efficiently manage case files and legal documents, ensuring organization and accessibility.
Manufacturing: Streamline quality control processes by automating the routing and approval of inspection reports.
Microsoft 365 (formerly Office 365) is the undisputed leader in the digital productivity market, with more than 80 percent of the global share in productivity software. Familiar names like Excel, SharePoint, OneDrive, Word, and PowerPoint are hard-baked into the everyday foundations of most any office.
While M365 offers a wide array of powerful productivity tools that are easy to use, the very best benefits of the suite can also create problems down the road.
As Microsoft 365 tools continue to improve and become even easier to use, the challenge to effectively and efficiently manage the resulting output can paradoxically create new productivity challenges. The risks of document sprawl, siloed information, and compliance gaps only grow as it becomes easier for any knowledge worker to quickly create, duplicate, and share content.
Forward-thinking organizations can leverage the power of a metadata-driven document management platform to augment the power of M365, secure information processes, and ensure compliance without sacrificing the productivity benefits of the overall Microsoft 365 investment. Here’s how:
Taming information chaos
As organizations grow, information grows. As information grows, information sprawls. The result? Knowledge workers often struggle to find the right information in an ocean of data spread across disconnected data repositories, including SharePoint and OneDrive, as well as non-Microsoft systems.
An astounding 56 percent of surveyed organizations say their document management systems don’t connect with other systems in place. While Microsoft provides powerful data storage and management tools, M365 doesn’t include an out-of-the-box plan or policy mapping how information is managed. Documents get duplicated, version control fails, and access management can’t adjust to the chaotic change. Knowledge workers waste time finding the right information, get frustrated, and “re-invent the wheel,” with their own storage schemes, leading to poor productivity.
To tame the information chaos, a top-of-class, metadata-driven document management platform can connect Microsoft and non-Microsoft systems to create a single source of truth over enterprise data. Such a platform can deploy search capabilities to help find information based on what it is rather than where it is, as well as enabling control over document access, versions, publishing, and distribution.
Embrace automation to fight data frustration
Nearly 8 in 10 workers surveyed report they’ve recreated documents which already existed because they were unable to find it on their corporate network. When information management strategy relies on manual processes and employee diligence, errors happen, costs rise, and everyone gets more stressed and frustrated.
Because Microsoft 365 lacks automated rules on how to name files or where to store them, content can easily “go dark,” slip through the cracks or wind up on a team members local or even personal device. When documents aren’t automatically connected to business data or processes, business processes must be tracked manually, wasting time and money.
An intelligent document management platform connects documents to business data to drive improved daily workflows and processes and guides users when creating new content or filing existing documents.
Details like file naming, permissions, or the next document reviewer can be automated, while workflows, views, tasks, and notifications help keep daily work organized.
Ensure compliance with access controls
Data compliance controls are no longer a “nice-to-have” across the business landscape—they are a “must-have.” Despite its many productivity strengths, Microsoft 365 does not include out-of-the-box compliance tools. For many organizations, this means access control —a key aspect of compliance management—can become cumbersome and difficult to keep up to date.
Following policies and procedures requires extra work and relies on employee diligence, and, as we’ve seen, such manual processes inevitably lead to errors. In the world of compliance, errors can not only cost lost hours and revenue, but can also result in huge fines. Without a document management strategy in place, audit trails can break with access control issues and document duplication. The bottom line: Compliance doesn’t follow the speed of business and audits create unnecessary workloads.
By deploying a metadata-driven document management platform, organizations can reduce business risk and ensure compliance by automating access controls to follow the rhythm and rules of all internal and external rules. Industry, standard, and regulatory compliance controls are embedded into daily work as automated workflows seamlessly gather and retain compliance evidence. As a bonus, each content access and edit event creates an electronic audit trail.
Maximizing the Microsoft Advantage
As Microsoft 365 is undoubtedly poised to continue its reign as the GOAT office productivity tool, organizations need to constantly keep up with innovative ways to complement the strengths of M365. A metadata-driven document management platform, like M-Files, integrates into Microsoft 365 and acts as the single point of access for all enterprise data. Team members can find, access, and manage all connected data, regardless of its repository through Microsoft user interfaces.
• Add information governance over documents accessed from Teams • Connect Outlook emails and attachments with clients and projects • Organize information across multiple SharePoint sites and search with business relevant criteria. • Access and use information from non-Microsoft repositories directly in Teams, Outlook, SharePoint, Word, Excel, and PowerPoint.
Recent Comments