Microsoft SharePoint is an all-around collaboration and document management system used by hundreds of thousands of organisations with over 190 million users worldwide.
The platform launched in 2001 and has come a long way as a tool for innovation and efficiency. What started as an application for storing and organising data became a web-based intranet that can simplify day-to-day tasks from data management and automate processes. And as we explore Microsoft SharePoint in this article, you’ll see why professionals in all industries favour it.
If you’re thinking about investing or have already invested in SharePoint, it’s ideal that you’re well acquainted with the platform and use it to your advantage. With the right guidance from a managed IT support service provider, you can harness the full potential of SharePoint to achieve business objectives and stay ahead in today's competitive landscape.
Today, we’ll show you how Microsoft SharePoint works and how it can help your organisation move forward to success.
Alright, let’s start!
What is SharePoint?
SharePoint is a web-based collaboration platform by Microsoft. Organisations use it for seamless document management, collaboration, and communication.
With SharePoint, you’ll have a centralised hub for your documents, workflows, and collaboration, making it an essential platform for teams working on projects where information gets shared across multiple departments.
You can also create an intranet and subsites and integrate it with other Microsoft 365 products to create a more cohesive online work environment that can serve as a secure space where users can access, share, and edit files.
One of the essential features of SharePoint is its business intelligence and analytics tools. With the integration of Power BI, you can visualise your data where you can make consistent and data-driven decisions – ensuring that every decision you make is the right one for your organisation.
From data management to analytics, SharePoint proved that it’s a versatile platform that empowers organisations with the right tools to work more effectively while promoting collaboration and innovation.
How does Microsoft SharePoint work?
Microsoft SharePoint is a robust collaboration and document management platform that works as a hub for collaborating, organising, storing, and sharing documents. These functionalities allow users to manage documents and files, upload documents, and even create and simplify tasks or track issues in an organised manner.
SharePoint provides a holistic and versatile ecosystem with comprehensive features that cater to unique business operations and requirements. With it, you can use and implement new functionalities to create more opportunities for efficiency and productivity within your team.
Now, we’ll explore those functionalities and discover how they create a collaborative environment for your organisations.
SharePoint online
SharePoint Online is a cloud version of Microsoft SharePoint and a part of the Microsoft 365 productivity suite.
As your infrastructure is in the cloud, Microsoft does all the heavy lifting for you, from defining performance requirements and server maintenance to user accessibility and roles. This functionality can streamline your business processes and increase productivity by making documents accessible anytime and anywhere, securing sensitive data from unauthorised access, and developing custom workflows to automate repetitive tasks.
These features enhance the working experience of your team and best of all, you don’t need to do much in terms of configuration. All you need to provide is the number of users in the subscription, and you’re all set to go.
SharePoint Sites
SharePoint Sites is the crème de la crème of the entire Microsoft SharePoint platform. These websites offer a centralised platform for storing, accessing, and sharing content. Depending on your requirements, SharePoint can adapt as an intranet, internet site, or extranet.
Imagine a SharePoint site as a box. That box holds all your lists and documents in an organised manner where you can customise and structure them according to your needs and preferences, all connected through a root site. In SharePoint, you can systematically arrange lists and document libraries for efficient navigation and enhanced productivity from linked structures.
SharePoint Libraries
SharePoint libraries enable users to store, organise, and share files. The libraries streamline the information storage process and extend to letting users collaborate on documents, track file version histories, and maintain consistent access controls. It provides a dynamic framework for collaboration and data management.
Think of libraries as an interactive workspace that facilitates seamless team communication and file control.
As your organisation grows, your libraries grow too and can scale to accommodate your diverse requirements and size. It is a powerful tool for organising content, customising columns, and enhancing output where you can harness your full potential to streamline your operations while fostering a culture of collaboration and innovation.
SharePoint lists
SharePoint list is the backbone of Microsoft SharePoint. It’s a versatile SharePoint feature that allows users to create tables based on specific business needs. It also streamlines business operations with features like inventory tracking and project task management.
One of the best things about SharePoint List is its flexibility. Due to its integration with Microsoft 365, you can import and export data, create different list views based on your preferences, access the version history of documents, and automate repetitive tasks. These features enhance the overall user experience by promoting collaboration and data governance among the teams and unlocking new possibilities for success.
SharePoint Apps
SharePoint apps help in customising and enhancing the capabilities of your Microsoft SharePoint platform. Unlike traditional features where you must make do with the available features, SharePoint apps can help you tailor the platform according to your needs and preferences.
Need help managing your calendar? Or maybe you’d like immediate backup and recovery anytime you need it? Or probably automate repetitive tasks?
You can integrate your SharePoint with other essential Microsoft Tools to create a more seamless work workflow and cohesive ecosystem by eliminating the need for switching from one application to another. For example, integrating Word can make it effortless to access documents. With Excel, you can quickly facilitate data analysis tasks. And with Outlook, you can access email communications directly from the SharePoint platform.
All in all, SharePoint apps are also powerful in establishing convenience, collaboration, and productivity. An increase in operational efficiency and effectiveness will help you in almost all aspects of your organisation in the long run.
Things you can do with the help of Microsoft SharePoint
Automation
In Microsoft SharePoint, you can automate tasks with the help of workflows.
Workflows are a set of steps wherein tasks are performed consecutively from the beginning to the end of a process. If you have repetitive tasks like document approvals, email notifications, and data entry processes, you can integrate automated workflows to save time and ensure consistency and accuracy in your output.
File Sharing
File sharing plays a role in efficiency and collaboration in today’s workforce. If your team can’t collaborate on documents anytime and anywhere, your productivity is limited.
So, if you want to establish efficient file sharing and collaboration across teams, Microsoft SharePoint will be your best bet. And with an easy interface and capabilities, you can nurture a culture of openness and teamwork.
Content Management
All companies and organisations require content management to ensure document handling gets done accurately. With Microsoft SharePoint, you access robust features that will help you efficiently create, organise, and oversee your libraries, lists, files and documents.
Data Security
Confidential files must remain confidential, especially if handling sensitive employee and customer data. Microsoft has robust security in all of its applications. With SharePoint, you’ll have secure access controls, encryption, and compliance features, which can assist you in ensuring your data remains safe and away from hackers.
Collaboration & Communication
If you’re looking for an all-around platform where one of its essential components is collaboration and communication, Microsoft SharePoint is the right choice. With its seamless integration with Microsoft 365 apps, you get features like file sharing, real-time co-authoring, task management, shared calendars, chat and email, and more.
Microsoft SharePoint creates a collaborative, transparent, and engaging ecosystem where everything and everybody can connect seamlessly – leading to a more cohesive work environment and better business outcomes.
Thinking of implementing SharePoint?
Microsoft SharePoint works as an economic and social catalyst for organisations of all sizes. It fosters efficiency and innovation, making business processes more innovative and efficient. With integrations from other powerful apps, you can automate tasks, manage documents and projects effectively, and instil confidence in your team members with comprehensive cyber security.
SharePoint can do a lot more for your organisation. We’ve only just scratched the surface of its overall functionalities. And we can show you how to use SharePoint to your advantage.
With SharePoint as the foundation of your digital strategy, you unlock new possibilities for success. Office Solutions IT help businesses of all sizes implement and use Microsoft SharePoint successfully, from collaboration and productivity to integration. We’ll be with you every step of the way until you reach your goal.
Contact us today, and our IT Consultants will walk you through how Microsoft SharePoint works and what you can achieve with it.
