What is SharePoint and how can it help my business?

If you’re using Microsoft 365, you’ve likely come across SharePoint, but what is SharePoint and how can it benefit your business? In this article, we’ll break down the key features of SharePoint and explain how this powerful tool can streamline your processes and enhance collaboration within your company. 

What is SharePoint? 

SharePoint is a cloud-based content collaboration and management platform developed by Microsoft. It was first introduced in 2001 as a server-based platform, designed to help business store and organise a wide array of content, including documents, images, videos, news, links, lists of data, web pages and tasks.  

Over the years, SharePoint has evolved significantly, with major versions such as SharePoint 2003, SharePoint 2007, SharePoint 2010, SharePoint 2013, SharePoint 2016, and SharePoint 2019. A pivotal moment came in 2012 when SharePoint became available in the cloud as part of Office 365, making it more accessible and affordable for small businesses and nonprofits. This transition to the cloud has allowed SharePoint to become a cornerstone of modern business collaboration and content management. 

Unlike traditional file storage systems, SharePoint provides a centralised hub where teams can store, share and edit documents in real-time. It eliminates the hassle of emailing documents back and forth and helps businesses work more efficiently by promoting teamwork across departments. 

The installation requirements for SharePoint Server include specific hardware and software prerequisites, and it supports both cloud-based and on-premise deployment options. SharePoint Server also includes features such as modern site pages, lists, libraries, and integration with PowerApps and Flow, making it a versatile solution for various business needs. 

Microsoft SharePoint as a Platform 

Microsoft SharePoint is a multifaceted platform that offers a wide range of features and capabilities, making it an indispensable tool for businesses. It is highly customisable, allowing teams to tailor it to their specific needs and work remotely with ease. SharePoint provides an all-in-one solution for various business requirements, including content management, collaboration and business process automation. Whether you need to manage corporate content, create websites and company intranets, orchestrate business processes, or develop customized apps, SharePoint has you covered.  

Deleted items are temporarily stored in the SharePoint site recycle bin for about 91 days before permanent deletion. To restore items, access the recycle bin, select the items you want to restore and click the restore button. 

How Can SharePoint Benefit My Business? 

SharePoint offers numerous advantages for businesses of all sizes, including improved collaboration, document management and increased security. SharePoint dashboards can visualise project progress, milestones and key performance indicators (KPIs), enhancing project management and team collaboration. Here’s how it can help: 

1. Centralised Document Storage with SharePoint Document Libraries 

With SharePoint, all your business documents are stored in one secure, easily accessible location. Employees can access, share and edit documents without the need to email files or worry about version control. This streamlined process ensures that everyone is working from the latest version of a document.  

2. Department-Specific Sites 

SharePoint allows you to create customised web pages for each department in your business. For example: 

• Accounts can have a page dedicated to financial documents, workflows and calendars. 

• HR can manage employee records, forms and processes securely. 
• Sales can build dashboards displaying leads, opportunities and sales reports—integrated with tools like Excel. 

Different elements, such as document libraries and lists, reside within a SharePoint site, which works in-line with other tools, like Microsoft Teams. 

By creating these departmental pages, your business can ensure that each team has the tools and information they need, in one organised space. 

3. Improved Collaboration 

SharePoint makes team collaboration easier. Multiple employees can work on the same document simultaneously, providing real-time updates and feedback. This is ideal for teams working remotely or across different locations. 

Microsoft Teams integrates with SharePoint to facilitate document storage, persistent chat and video conferencing, further improving and promoting team collaboration. 

4. Enhanced Security 

SharePoint includes robust security features that help you control who can view or edit certain documents. You can easily assign permissions to ensure sensitive information is only accessible by those who need it, helping protect your business data. 

How to Use SharePoint Online 

Now that you know what SharePoint can do, let’s explore how to get started using it. 

The Lists app within Microsoft 365 serves as a central place to create and manage lists. Users can create lists from scratch, use existing lists or import data from Excel or CSV files. 

1. Access SharePoint via Microsoft 365 

To begin, log into your Microsoft 365 Business Premium account. From the main dashboard, select the SharePoint tile, or access it from the app menu in the top left corner. 

2. Navigate the SharePoint Team Site 

When you first open SharePoint, you’ll see a default Team site. This is a pre-configured space designed for collaboration. On the left panel, you’ll find sections for documents, notes and additional pages. You can customise the right-hand section to display newsfeeds, chat sessions, or anything else your team needs. 

This SharePoint Team Site is where your employees can collaborate, share documents and store files centrally, making it the go-to hub for teamwork. The Site Contents page is a central hub for managing site-related functionalities, such as restoring deleted items and finding specific apps or lists. 

What is a SharePoint List? 

A key feature of SharePoint is its lists. SharePoint lists help businesses organise information in a simple, structured way. Think of it like a table in Excel, but with much more flexibility and functionality. You can create a custom SharePoint list by following simple steps and settings, and add custom fields or metadata to improve its functionality and manage data effectively. 

To manage your SharePoint sites, lists and libraries, navigate to the 'Site Contents' area where you can create new lists, access the recycle bin, and modify settings related to existing lists. 

Benefits of SharePoint Lists: 

• Track information: Lists can track anything from tasks and customer data to inventory and support tickets. A task list, for example, can be used to track software bugs and organise tasks, proving more effective than traditional Microsoft Excel spreadsheets. 

• Customisable: You can create custom columns, views and filters to organise data the way your business needs. 

• Integrations: SharePoint lists can integrate with other Microsoft 365 apps, such as Teams, Planner and Power Automate, allowing you to automate processes and create workflows. 

Summary 

SharePoint is an incredibly versatile tool that can transform the way your business handles document management, collaboration and internal communication. By centralising your files and creating department-specific sites, you can improve efficiency, enhance security and streamline processes.  

If you’re looking to get more out of your Microsoft 365 subscription, setting up SharePoint is an excellent place to start. Southern IT is here to help—our experts can guide you through setting up SharePoint and integrating it with your business. 

Get Expert Help with SharePoint 

At Southern IT, we specialise in helping businesses like yours make the most of their Microsoft 365 tools. Contact us today to learn more about how we can help with your SharePoint setup and management.  

Keen to learn more? Explore our other resources on Cloud Hosted Telecoms below: 

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• Office 365 vs Microsoft 365: What's the difference?