What is SharePoint?

Introduction to Sharepoint

What is SharePoint? A Quick Overview

SharePoint is a versatile collaboration and document management platform developed by Microsoft, widely used by businesses and organisations of all sizes. As part of the Microsoft 365 suite, SharePoint enables team members to work together in real time by providing a centralised digital workspace. Whether it’s organising documents, managing projects, or improving internal communication, SharePoint is designed to streamline and enhance productivity.

At its core, SharePoint’s functionalities focus on simplifying document management, securing data, and enabling seamless team collaboration. Key features like document libraries, version control, and permissions management help companies securely store and manage content. Additionally, SharePoint’s customisable sites and collaborative tools allow businesses to tailor the platform to the unique needs of each department, making it an essential solution for driving productivity and enhancing workplace communication.

Brief History of SharePoint

SharePoint’s journey began in 2001 when Microsoft introduced it as part of their strategy to create a unified platform for document management and business collaboration. Early versions of SharePoint were primarily focused on offering an intranet-style interface with basic file-sharing capabilities. As the needs of digital workplaces evolved, SharePoint underwent numerous enhancements to become the robust platform it is today.

One of the most significant advancements in SharePoint’s history was the launch of SharePoint Online, which integrates with Microsoft’s cloud infrastructure, allowing for remote access and seamless collaboration across multiple locations. By the mid-2010s, SharePoint had transformed into a comprehensive digital workspace solution, capable of supporting complex workflows, integrating with other Microsoft 365 tools, and powering automation through tools like Power Automate and Power Apps. Today, thousands of organisations globally rely on SharePoint as a vital platform for content management, collaboration, and process automation.

Key Features of SharePoint

Document Management

Document management is a cornerstone of SharePoint, providing companies with powerful tools to organise, store, and secure documents. Through document libraries, SharePoint offers a structured repository where files can be categorised with metadata, simplifying content discovery and management. The platform also features version control, which allows team members to view and revert to previous document versions if needed, ensuring that everyone is working from the latest version and preventing file conflicts.

Permissions management adds an extra layer of security to SharePoint’s document handling capabilities. Administrators can assign specific access levels based on a user’s role, granting or restricting permissions to view, edit, or share particular documents. This functionality not only boosts security but also ensures sensitive information is only accessible to those with proper authorisation.

Collaboration Tools

SharePoint’s collaboration tools are designed to enhance team communication and coordination. One of its primary features is the ability to create custom sites—specifically, team sites and communication sites—that cater to the needs of various departments or projects. Team sites provide a central space where team members can share resources, manage tasks, and collaborate on documents, while communication sites are ideal for broadcasting news, updates, and announcements across the organisation.

In addition to these sites, SharePoint integrates seamlessly with Microsoft Teams, bringing together real-time communication and document collaboration. This integration ensures that all essential files, messages, and discussions are accessible in one place, promoting a connected and efficient workflow. Other collaboration features, such as shared calendars, task lists, and notifications, further contribute to a cohesive work environment, keeping teams aligned and on track with their goals.

Customizable Workflows

One of SharePoint’s most valuable features is its ability to support customizable workflows, which automate repetitive tasks and streamline business processes. SharePoint workflows are built to help organisations manage processes such as document approvals, feedback collection, and task tracking without requiring extensive manual intervention. Workflows can be customised to align with an organisation’s specific requirements, ensuring processes are carried out efficiently and consistently.

Microsoft’s Power Automate further extends SharePoint’s workflow capabilities, enabling users to automate more complex, multi-step tasks that involve several Microsoft 365 applications or even external platforms. This degree of automation allows companies to save time, reduce human error, and enhance overall productivity. By automating routine activities, SharePoint empowers teams to focus on higher-value tasks, boosting operational efficiency and improving the overall work experience.

How Sharepoint Works

SharePoint Sites and Pages

SharePoint organises content primarily through “sites” and “pages,” each tailored to different types of communication and collaboration needs. SharePoint offers two main types of sites: team sites and communication sites.

Team Sites: These are created for team collaboration, providing a shared space where members can manage and work on projects, share documents, and track tasks. Team sites integrate seamlessly with Microsoft Teams, facilitating real-time communication and document sharing.

Communication Sites: Communication sites are intended for sharing news, reports, and other information with a wider audience across the organisation. These sites focus on conveying information rather than collaborative work, making them ideal for departments to broadcast updates and announcements.

SharePoint sites are also highly customizable, allowing businesses to tailor page layouts, content blocks, and permissions based on specific organisational needs. Customization options enable users to create branded and functional sites that meet department-specific requirements, enhancing the user experience and ensuring that employees can easily navigate and access essential resources.

Libraries and Lists in SharePoint

Libraries and lists are central to organising data in SharePoint. Document libraries serve as structured repositories for files, with features such as metadata tagging, version control, and file sorting, which make content management straightforward and efficient. This feature is particularly helpful for tracking document changes and maintaining a history of edits, ensuring users work from the latest versions.

Lists in SharePoint function as collections of structured data, ideal for managing non-document information, such as tasks, issues, or contacts. Lists are customisable, with various templates and columns available to fit different data management needs, making them a powerful tool for organising information beyond just files. The combination of libraries and lists empowers organisations to efficiently manage, sort, and locate both documents and structured data.

Permissions and Access Control

Permissions in SharePoint are highly customizable, offering granular control over who can view, edit, and manage content within sites, pages, libraries, and lists. Different levels of permissions can be assigned based on a user’s role or the sensitivity of the data. For instance, certain team members may have “read-only” access, while others are given full editing privileges.

Effective user management is crucial for maintaining security within SharePoint, especially when dealing with sensitive data or cross-departmental collaboration. Permissions can be customised not only at the site level but down to individual documents and lists, ensuring data protection and user accountability across the organisation.

Types of SharePoint Deployments

SharePoint Online vs. SharePoint Server

SharePoint is available in two primary deployment options: SharePoint Online and SharePoint Server.

SharePoint Online: This is the cloud-based version of SharePoint, hosted and managed by Microsoft. SharePoint Online offers automatic updates, scalability, and remote accessibility, making it ideal for businesses with distributed teams or those prioritising cloud storage. However, some organisations may find the dependency on internet connectivity a drawback, particularly in regions with unstable internet access.

SharePoint Server: SharePoint Server is hosted on-premises, allowing organisations greater control over data management, customization, and security. This version is suitable for businesses with specific regulatory requirements or those needing a highly customised SharePoint experience. However, SharePoint Server requires more IT resources and maintenance, which can be costly for smaller organisations.

Each deployment option has its pros and cons, and businesses should choose based on their size, data requirements, and IT resources.

Hybrid Deployments

Hybrid SharePoint solutions combine both on-premises and cloud-based environments, providing the best of both worlds. Hybrid setups allow organisations to host sensitive data on their internal servers while taking advantage of SharePoint Online’s cloud-based collaboration features.

The benefits of hybrid deployments include greater flexibility, as companies can control data storage locations while offering employees remote access to non-sensitive information. Hybrid SharePoint is particularly advantageous for businesses that require strong data security but want to facilitate collaboration across remote teams.

Integrating SharePoint with Other Microsoft 365 Services

SharePoint and Teams Integration

One of the key benefits of SharePoint is its seamless integration with Microsoft Teams, allowing users to collaborate in real time. Through integration with Teams, SharePoint becomes a central hub for documents, enabling users to access files directly within the Teams interface. This integration also brings SharePoint’s document management features into Teams, where users can co-author documents, share updates, and communicate with team members in real time. Teams and SharePoint together create a cohesive, all-in-one workspace, eliminating the need to switch between applications.

Using SharePoint with OneDrive

SharePoint complements OneDrive for Business by providing both personal and collaborative storage solutions. While OneDrive is focused on individual file storage and sharing, SharePoint excels at team-based collaboration. SharePoint’s document libraries, accessible through OneDrive, allow users to access shared files in familiar interfaces. This collaboration enables seamless transitions between personal and shared workspaces, boosting productivity and ensuring that users can easily find and access their documents.

Power Automate and Power Apps in SharePoint

SharePoint’s compatibility with Power Automate and Power Apps unlocks advanced automation and customization options. With Power Automate, users can create automated workflows within SharePoint to manage repetitive tasks, such as document approvals, notifications, and data entry. Power Apps allows businesses to develop custom applications tailored to their unique needs, all within the SharePoint environment. These integrations enhance SharePoint’s functionality, enabling companies to streamline operations and improve productivity through custom solutions and automation.

Common Use Cases of SharePoint

Document Storage and Organization

SharePoint’s document libraries offer a centralised solution for storing and organising files across departments. By creating a shared space with version control and metadata tagging, SharePoint enables users to store, categorise, and retrieve documents quickly. This centralised approach reduces duplicate files and ensures that team members are working from the latest document versions.

Project Management

SharePoint provides robust project management capabilities, allowing teams to track project progress, assign tasks, and manage resources all in one place. Through lists, calendars, and task management tools, teams can streamline project workflows, keep tasks organised, and meet deadlines. Project-specific sites enable teams to share relevant files, track tasks, and communicate project updates efficiently, supporting a more structured approach to managing projects.

Intranet and Internal Communication

SharePoint is a popular tool for building a company intranet, offering a centralised space for internal communications, news, and updates. Communication sites in SharePoint allow businesses to create a digital space where employees can stay informed, share knowledge, and access company resources. This function transforms SharePoint into a hub for internal announcements and provides a way for employees to stay connected, regardless of their physical location.

Benefits of Using SharePoint for Businesses

Enhanced Collaboration and Communication

SharePoint is designed to foster collaboration, providing teams with tools to work together in real time. By enabling users to share, edit, and manage documents within a single platform, SharePoint improves team communication and reduces the need for external file-sharing tools. Integration with Microsoft Teams further enhances SharePoint’s collaborative features, making it an ideal platform for improving organisational cohesion.

Improved Document Management and Compliance

SharePoint’s document management features enhance both security and compliance, providing tools for managing permissions, version control, and data retention. For companies in highly regulated industries, SharePoint’s document control features ensure that sensitive information is securely stored and that document histories can be audited. This functionality helps organisations stay compliant with industry standards and regulations.

Customization and Scalability

One of SharePoint’s standout advantages is its flexibility. From customizable workflows to tailored sites, SharePoint allows organisations to adapt the platform to their specific needs. Additionally, SharePoint’s scalable structure makes it suitable for businesses of all sizes, accommodating both small teams and large enterprises. As a result, SharePoint remains a reliable platform that can grow alongside a business, supporting an expanding workforce and evolving business processes.

SharePoint Security and Compliance

Data Security Features in SharePoint

SharePoint prioritises data security by providing several layers of protection for organisational content. Core security features include data encryption, both at rest and in transit, which safeguards files against unauthorised access. SharePoint also offers multifactor authentication (MFA) and single sign-on (SSO) integration, adding extra layers of security for user authentication. These features ensure that only authorised individuals can access sensitive information, giving organisations peace of mind about data protection.

Compliance Capabilities

For companies in regulated industries, compliance is critical. SharePoint’s compliance features are designed to meet various industry standards, such as GDPR, HIPAA, and ISO certifications. The platform provides tools for auditing document access and changes, allowing businesses to track user actions for accountability. Additionally, SharePoint’s retention and eDiscovery capabilities make it easier for organisations to retrieve data and meet legal requirements, helping businesses remain compliant with both internal policies and external regulations.

Backup and Disaster Recovery

SharePoint includes built-in backup and disaster recovery options, which help organisations maintain data resilience in the event of hardware failures or cybersecurity incidents. For SharePoint Online, Microsoft manages backup processes as part of their cloud service, offering regular backups and quick restoration options. SharePoint Server allows companies to manage their own backup processes, giving them full control over their data recovery procedures. These backup options ensure that critical data is always recoverable, minimising downtime and safeguarding business continuity.

Getting Started with SharePoint

Setting Up SharePoint for Your Organization

Getting started with SharePoint involves a few key steps. First, organisations need to determine the deployment model—either SharePoint Online, SharePoint Server, or a hybrid approach—based on their data requirements and IT capabilities. Once the model is chosen, administrators can configure sites, libraries, and lists according to departmental needs, creating spaces for collaboration and document storage. Proper planning and structure are essential to ensure SharePoint is configured efficiently from the start, setting the foundation for seamless use across the organisation.

SharePoint Training and Resources

To ensure a smooth onboarding experience, Microsoft provides extensive resources and training materials for new SharePoint users. These include online guides, video tutorials, and support from Microsoft’s customer service team. For businesses looking to upskill their teams, SharePoint also offers various certification courses through Microsoft Learn. These resources equip employees and administrators with the knowledge needed to maximise SharePoint’s functionalities and foster a culture of collaboration within the organisation.

Tips for Managing SharePoint Effectively

Effective SharePoint management requires establishing best practices for content organisation, security, and user engagement. Regularly auditing permissions and updating workflows ensures that content remains secure and that processes are optimised for efficiency. Additionally, encouraging employees to use document versioning and metadata tagging helps streamline document retrieval. Proper management and user engagement strategies will maximise SharePoint’s value and ensure it remains a productive tool for the entire organisation.

Frequently Asked Questions About SharePoint

How Much Does SharePoint Cost?

SharePoint’s cost depends on the chosen deployment model and organisation size. SharePoint Online is generally offered through Microsoft 365 subscriptions, with plans starting from affordable monthly rates for small businesses to enterprise packages. SharePoint Server, on the other hand, requires a one-time licensing fee, making it ideal for larger organisations with IT resources to manage on-premises infrastructure. Both options offer scalable pricing to fit a range of budgets, ensuring businesses can find a plan that meets their needs.

Can SharePoint Be Customised?

Yes, SharePoint offers extensive customization options. From creating unique sites and pages to building automated workflows with Power Automate, SharePoint is designed to adapt to an organisation’s specific requirements. Additionally, Power Apps allows for the development of custom applications within SharePoint, enabling companies to tailor the platform’s functionalities even further. These customisation capabilities make SharePoint suitable for a wide variety of industries and use cases.

Is SharePoint Suitable for Small Businesses?

Absolutely. SharePoint is scalable, meaning it can be configured to fit the needs of small and large businesses alike. For smaller organisations, SharePoint Online offers cost-effective plans with easy access to document management and collaboration tools, without the need for complex IT setups. The platform’s flexibility makes it a valuable tool for small businesses looking to streamline operations and improve team communication.

Is SharePoint Right for Your Business?

SharePoint offers a powerful suite of tools for document management, collaboration, and process automation, making it an invaluable asset for organisations aiming to enhance productivity and maintain data security. Its flexibility, scalability, and extensive integration options within the Microsoft 365 ecosystem make SharePoint suitable for organisations of all sizes, from small businesses to large enterprises. With robust customization, security, and compliance features, SharePoint is well-equipped to support modern workplaces and improve operational efficiency.

By evaluating SharePoint’s features and aligning them with your organisation’s specific needs, you can determine whether SharePoint is the ideal platform to drive collaboration, streamline workflows, and achieve business goals.