A Comprehensive Guide to Microsoft SharePoint

November 8th, 2022 by Yvonne Harris

Digital Workplace & Intranet IT Powell Intranet

Microsoft SharePoint is a solution that offers a myriad of benefits for organizations of all shapes and sizes, especially ones that already use Microsoft Office applications.

Despite its advantages, many people have never heard of SharePoint. In this article, we’ll be able to provide a comprehensive guide to SharePoint so you can figure out whether it could work for your business.

What is SharePoint?

SharePoint is a web-based collaboration and communication platform that Microsoft created in 2001. Companies often use SharePoint to build out their intranet. It is an excellent option for businesses looking to simplify or improve process automation, progress tracking, and document sharing.

While Microsoft 365 SharePoint allows for collaboration across all Microsoft 365 applications, it shouldn’t be seen as a tool like Word, PowerPoint, or Excel. Many companies use SharePoint for document management and storage, but it has several other capabilities. Overall, the product looks different for each organization that uses it. So, the design depends on each company’s unique needs and preferences.

Before diving deeper into SharePoint’s offerings, it’s imperative to understand the platform’s structure, which is organized into sites, pages, and web parts.

  • SharePoint Sites are containers used to store and organize information, such as document libraries and lists
  • SharePoint pages are located within a SharePoint site and are used to display information
  • SharePoint web parts are applications used to store certain kinds of content

What is SharePoint used for?

Microsoft SharePoint has existed for almost two decades and is commonly used as an intranet (i.e., an internet that is restricted to the organization that runs it). Why? It has an excellent track record of increasing the efficiency and productivity of businesses.

One of the product’s main selling points comes from its collaboration features. For instance, users can work simultaneously on documents by sharing them with team members. If desired, users can get a list of a document’s editing history that shows what was edited, when, and by whom.

Another prime feature of SharePoint is its security and compliance controls, which include multifactor authentication (MFA), unified session sign-out, and external sharing policies. To protect sensitive data, users can restrict access to certain documents. The program also provides security measures and tools needed for compliance within many regulated industries, such as healthcare (e.g., HIPAA regulations) and those regulated by the FDA.

The above features are incredibly useful for businesses. Still, one that stands out above other collaboration systems is SharePoint’s ability to display metadata or a set of data that provides information about other data.

This feature allows employees to understand why a document exists without ever having to open said document. Thus, users can save time and increase efficiency. If desired, users can even create and customize their own databases. This feature allows thousands of data points to be recorded and integrated into existing workflows.

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The top benefits of Microsoft SharePoint

There are several ways that SharePoint can help strengthen a large organization or small to mid-sized business. Below are some of the top benefits of SharePoint:

  • Data management: Tracking data can be arduous if stored improperly. Fortunately, SharePoint users can track data without the need to open individual documents to find what they’re looking for.
  • Compliance and security: As previously mentioned, SharePoint adheres to many regulatory requirements. This includes those standards set for the healthcare, financial, and legal fields. For instance, users can set storage and auditing policies that automatically take effect when business records expire. This helps industries remain compliant in an organized and efficient way.
  • Content Management System: Investing in SharePoint helps content managers free up time through ready-made templates. No more creating content from scratch. With SharePoint, content can be created and submitted for review in seconds. Even better, users can schedule content to be posted later if desired.
  • Collaboration and productivity: SharePoint allows users to collaborate and manage documents in real-time, regardless of location. It also gives businesses the necessary resources and tools to automate processes for better performance.
  • Customization options: SharePoint provides several built-in tools that let businesses customize their site to best fit their needs and preferences.
  • Organizing skill sets: Skill set identification benefits organizations with multiple satellite offices and varying skill sets. SharePoint allows companies to track team members, their roles, and availability through organizational charts.

The difference between SharePoint On-Premises and SharePoint Online

In simple terms, SharePoint On-Premise requires a company to run on-site hardware to access the program. In comparison, SharePoint Online is accessible from the cloud. SharePoint Online does not need onsite hardware because it utilizes Microsoft’s cloud data centers.

Once thought of as only a possibility, the cloud is quickly becoming the go-to solution for businesses everywhere. Fewer entities are using on-premises solutions simply because they do not offer the same flexibility that cloud-based applications can.

In a time of uncertainty, it’s important to have alternative means of continuing business operations. Remote working is made possible through cloud-based solutions like SharePoint Online.

There are several notable differences between SharePoint On-Prem and SharePoint Online.

Updates and maintenance

Microsoft will manage any required updates and patches for SharePoint Online users. SharePoint On-Premises users must rely on their IT team to carry out all updates and patches.

Cost

The cost of SharePoint Online is calculated by the number of users on the platform. It is billed as a monthly subscription. The On-Premises version will require maintenance costs, licensing, and hardware upkeep, among other things.

Security

SharePoint Online adheres to industry-specific standards, while SharePoint On-Prem requires organizations to implement their own security measures.

Tools and functions

With SharePoint Online, Microsoft will provide users with new features and tools. Contrarily, On-Premises users will need to rely on their IT team for implementing new tools.

Does a hybrid option exist?

Yes, there is a hybrid option with Microsoft SharePoint. Users can integrate on-premise features with SharePoint Online through communications between the two servers. This option is especially useful for organizations migrating to the cloud over time. After all, data migration projects can take weeks or even months to complete.

What are SharePoint sites?

SharePoint sites are basically containers that are used to manage and store information. Inside your SharePoint site, you will add lists, pages, and document libraries.

A site collection is multiple “containers” that are interconnected. These linked containers will be organized by structure and hierarchy. With the modern version of SharePoint Online, all sites are considered site collections and are connected through a hub.

Microsoft defines hub sites as being sites that “help you meet the needs of your organization by connecting and organizing sites based on project, department, division, region, etc.”

SharePoint team sites

When you create a new group via Microsoft 365 Groups (or a team in Microsoft Teams), you automatically create a site collection specific to that group (or team). When someone creates a group, Microsoft automatically assigns the group a shared inbox, calendar, OneNote notebook, planner, and a modern team site.

What are SharePoint apps?

Several apps add to the functionality and collaboration features of SharePoint. Some of these apps are out-of-the-box, meaning they come directly from SharePoint and can be easily deployed by users. These apps can be used immediately and do not require additional setup after downloading.

SharePoint apps vary from being places to store documents and files to workflow applications and calendar plug-ins.

Should you build your intranet on SharePoint?

Now that you understand what SharePoint is, you’re probably wondering, ‘Can I use SharePoint as my intranet?’.

In short – yes, you can. However, before you launch your project, there are a few points to note.

The first thing is to consider what you’re looking to get out of your intranet. Consider what you need vs. what you don’t need. You’ll want to assess the benefits of using SharePoint as an intranet and ensure they outweigh any consequences of implementing the platform.

Some organizations find that SharePoint is outside their budget. In contrast, others appreciate that they can leverage their existing Microsoft 365 investment and tools.

Then you’ll want to decide if you opt for an in-a-box, out-of-the-box, or custom solution. Finally, consider whether you enlist the help of a third-party provider and benefit from a quick-to-deploy SharePoint intranet solution like Powell Intranet or go it alone.

Ready to deep dive into SharePoint in more detail? Here are some more articles that might interest you:

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