What is Microsoft SharePoint? Features, Benefits, and Uses

Ever wondered What is SharePoint and why so many organisations rely on it daily? Imagine a digital workspace where your team can collaborate, share documents, automate tasks, and manage projects all in one secure place. That’s exactly what Microsoft SharePoint offers.

In this blog, we’ll discuss What is SharePoint, how it works, its benefits, challenges, and possible solutions. Whether you're new to SharePoint or looking to maximise its potential, this blog will walk you through everything you need to know. Let’s get started!

Table of Contents

1) What is SharePoint?

2) How Does Microsoft SharePoint Work?

3) What are the Benefits of Using Microsoft SharePoint?

4) What is the Difference Between SharePoint and OneDrive?

5) What are the Best Practices for Microsoft SharePoint?

6) How is SharePoint Useful for Collaboration?

7) Challenges and Solutions

8) Should I Migrate My Whole File Server to SharePoint as My Sole Document Storage Platform?

9) What are the Common SharePoint Security Mistakes That I Need to Avoid and How Do I Keep It Locked Down?

10) Conclusion

What is SharePoint?

Microsoft SharePoint is a versatile and widely-used collaboration platform that helps organisations create, manage, and share content and information. It provides a centralised space for teams to collaborate, communicate, and access important documents, making it an invaluable tool for organisations of all sizes. Usage of microsoft sharepoint will considerably reduce time consumption and also allows accessing documents by multiple individuals simultaneously.

Microsoft SharePoint is a web-based platform that seamlessly integrates with Microsoft Office. Acting as a Content Management System (CMS), document management system (DMS), intranet portal, and collaboration platform, it offers a comprehensive solution for businesses. The SharePoint Implementation Guide helps teams efficiently create websites, manage documents, and share information in a secure and structured manner.

How Does Microsoft SharePoint Work?

Microsoft SharePoint helps teams save and handle information better through a strong collaboration system. With Microsoft 365 integration this platform makes teamwork easier by allowing users to work on content together in real time and control document versions while adding automation to improve efficiency. People can work together securely from any device through SharePoint.

Key points for how does a Microsoft SharePoint work:

a) Document Management: Centralised storage with version control and access permissions.

b) Collaboration: Facilitates real-time editing and sharing with teams.

c) Integration: Seamlessly works with Microsoft 365 apps like Teams, OneDrive, and Outlook.

d) Workflows: Automates processes using Power Automate and approvals.

e) Security & Access Control: Employs role-based permissions for data protection.

f) Customisation: Supports web parts, dashboards, and Power Apps for tailored solutions.

What are the Benefits of Using Microsoft SharePoint?

Microsoft SharePoint offers numerous benefits to organisations of all sizes. Let's explore the key advantages of using SharePoint:

1) Improved Collaboration: SharePoint enhances collaboration by providing a centralised platform where teams can easily share documents, collaborate in real-time, and communicate effectively. It promotes knowledge sharing, facilitates teamwork, and breaks down silos within the organisation.

2) Enhanced Productivity: Microsoft SharePoint streamlines workflows and automates repetitive tasks, freeing up time for employees to focus on high-value activities. With features such as document co-authoring, version control, and task management, SharePoint enables teams to work more efficiently and accomplish tasks faster.

3) Efficient Document Management: SharePoint's document management capabilities allow organisations to store, organise, and manage documents in a structured manner. Users can easily search for and retrieve documents, ensuring information is readily available when needed. Version control makes sure that everyone works with the latest document version, avoiding confusion and mistakes.

4) Centralised Information Repository: SharePoint serves as a central hub for storing and accessing critical information, making it convenient for employees to find and access the data they need. Whether it's policies, procedures, or reference materials, SharePoint ensures that information is organised, up-to-date, and easily accessible, improving efficiency and reducing duplication.

5) Effective Team Sites: SharePoint enables the creation of team sites, providing dedicated spaces for teams to collaborate, share files, and manage projects. Team sites can be customised with specific permissions, workflows, and collaboration tools, empowering teams to work together seamlessly and achieve their goals.

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6) Flexible Work Environment: With SharePoint's cloud-based solution, SharePoint Online, employees can access and collaborate on documents from anywhere, at any time, using any device with an internet connection. This flexibility allows for remote work, improves accessibility, and facilitates collaboration among geographically dispersed teams.

7) Enhanced Security: SharePoint offers robust security features to protect sensitive information. Organisations can define user permissions and access levels, ensuring that only authorised individuals have access to specific documents and sites. SharePoint also supports encryption and multi-factor authentication (MFA), adding layers of protection to data.

8) Business Process Automation: SharePoint's workflow automation capabilities enable organisations to automate routine business processes. This reduces manual effort, minimises errors, and ensures consistent execution of tasks. Automated workflows in SharePoint can streamline document approvals, task assignments, and notifications, increasing efficiency and productivity.

9) Improved Decision-making: SharePoint's business intelligence (BI) tools allow organisations to gather, analyse, and visualise data effectively. With features like dashboards, reports, and data-driven insights, SharePoint empowers decision-makers to make informed choices based on real-time information and trends.

10) Integration with Microsoft Tools: SharePoint seamlessly integrates with other Microsoft Office tools such as Outlook, Word, Excel, and Teams. This integration enables users to collaborate on documents, manage tasks, and communicate within familiar interfaces, improving productivity and user adoption.

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What is the Difference Between SharePoint and OneDrive?

SharePoint and OneDrive store items on cloud servers but they exist to meet separate functional needs. OneDrive helps users save personal files whereas SharePoint builds teams by providing document collaboration tools and workflow features for Microsoft 365 connection.

What are the Best Practices for Microsoft SharePoint?

To maximise the benefits of Microsoft SharePoint, consider the following best practices:

1) Plan Deployment Carefully: Plan your SharePoint deployment carefully, taking into account your organisation's specific requirements and objectives.

2) Establish Governance and Guidelines: Establish clear governance and guidelines for document management, permissions, and user access.

3) Review Regularly: Regularly review and update your SharePoint environment to ensure optimal performance and security.

4) Train and Support Users: Train users on SharePoint's features and provide ongoing support to encourage adoption and effective utilisation.

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How is SharePoint Useful for Collaboration?

Here's a detailed exploration of how SharePoint is beneficial for collaboration:

1) Document Management: SharePoint serves as a centralised repository for documents. Teams can store, organise, and access files from a secure and easily accessible location. Version control makes sure that everyone is working with the most updated information, minimising confusion and enhancing collaboration.

2) Real-time Co-authoring: One of Microsoft SharePoint's standout features is real-time co-authoring. Numerous team members can work together on a document, spreadsheet, or presentation, seeing each other's edits in real-time. Additionally, the ability to Add SharePoint to File Explorer enhances accessibility, allowing users to manage and edit files seamlessly. This fosters collaborative content creation without the need for constant file transfers or conflicting versions.

3) Team Sites and Intranet: SharePoint allows the creation of team sites and intranet portals, providing dedicated spaces for collaboration. Team members can share announcements, calendars, and relevant documents. This centralised hub encourages communication, information sharing, and a sense of unity among team members.

4) Task Management: SharePoint integrates with Microsoft Planner, enabling teams to create, assign, and track tasks within the platform. This feature streamlines project management by providing a unified space for task assignments, progress updates, and discussions, promoting collaboration and accountability. Understanding how Microsoft Azure vs SharePoint compares can help you choose the right tool for your project needs.

5) Integration with Microsoft 365 Apps

SharePoint seamlessly integrates with other Microsoft 365 applications, such as Teams, Outlook, and OneNote. This integration ensures a cohesive user experience, allowing teams to leverage the strengths of various tools within a unified environment for communication, file sharing, and collaborative editing.

6) Discussion Boards and Alerts

SharePoint includes discussion boards that facilitate non-coincidental collaboration. Team members can post questions, share insights, and engage in threaded discussions. Moreover, users can turn on alerts to receive notifications about document changes, keeping everyone informed and promoting timely collaboration.

7) Customisable Workflows

SharePoint's customisable workflows automate and streamline business processes. Teams can create workflows tailored to their specific needs, such as document approval processes or project task assignments. This not only enhances efficiency but also ensures consistency in collaboration processes.

8) Security and Permissions

SharePoint offers major security features, allowing administrators to define permissions at various levels. This ensures that sensitive information is accessible only to those who need it. Advanced security features, such as Information Rights Management, add an extra layer of protection to collaborative content.

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Challenges and Solutions

Despite being a powerful collaboration platform equipped with a wide range of features, Microsoft SharePoint does pose a fair share of challenges. Sharepoint limitations is also something to consider. Let’s explore some of these challenges as well as their solutions:

1) Permissions and Access Control Problems: SharePoint permissions are hierarchical, that range from site collections to individual items. While this flexibility is beneficial, it can also lead to complexity including:

a) Overly Restrictive Permissions: Sometimes, permissions are set too restrictively which hinders users’ productivity.

b) Permission Inheritance Issues: Breaking inheritance without proper planning can result in inconsistent access rights.

c) Complex Nested Groups: Using both SharePoint and Active Directory groups can create a web of permissions that’s very difficult to track.

The solutions include:

a) Regularly auditing permissions to align access rights with user roles.

b) Using SharePoint groups for permission assignment.

c) Minimising breaking inheritance to reduce complexity.

2) Scalability and Customisation Limitations: SharePoint’s scalability can be challenging, especially for large organisations that involves in complex workflows.

The most potent solutions include:

a) Optimising site structure and content organisation.

b) Considering using SharePoint Online for scalability benefits.

c) Leveraging third-party tools for customisation.

3) User Adoption and Training: Getting users to embrace SharePoint can be difficult. This can be resolved by:

a) Providing comprehensive training and documentation.

b) Highlighting SharePoint’s benefits for collaboration and productivity.

c) Monitoring user adoption and address any issues promptly.

4) User Interface (UI) Changes: Frequent changes to UI can confuse users. The solution for this includes:

a) Communicating UI updates clearly.

b) Offering training sessions for new features.

c) Providing a consistent user experience across SharePoint sites.

5) Lack of In-Built Support: SharePoint lacks built-in support features, but this can be resolved by considering third-party support tools and setting up a dedicated support channel for SharePoint users.

Should I Migrate My Whole File Server to SharePoint as My Sole Document Storage Platform?

Migrating to SharePoint can enhance collaboration, improve document management, and bolster security. However, it's essential to consider your business needs, file sizes, and compliance requirements. While SharePoint excels in collaboration, large archives or highly sensitive data might still benefit from on-premises storage.

What are the Common SharePoint Security Mistakes That I Need to avoid and How Do I Keep It Locked Down?

Common security mistakes in SharePoint include improper permissions, neglecting regular updates, and inadequate data encryption. To keep SharePoint secure, ensure proper access control, regularly audit permissions, use strong authentication methods, and keep the software updated with security patches.

Conclusion

Microsoft SharePoint is a robust platform aimed at boosting collaboration, document management, and workflow automation within organisations. Whether utilised for file storage, team collaboration, or integration with other Microsoft 365 tools, SharePoint provides a versatile solution that caters to diverse business needs. Its various deployment options, customisation capabilities, and seamless integration features can greatly enhance productivity, security, and overall organisational efficiency.

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