What Is SharePoint and How It Works? A Comprehensive Guide for Businesses

In the modern business landscape, efficient collaboration and robust document management are essential. This is where SharePoint comes into play. But what is SharePoint and how it works? Beyond just a file storage tool, SharePoint is a sophisticated platform created by Microsoft with the goals of enhancing teamwork, organizing documents, and streamlining corporate operations. It's a comprehensive system built to help organizations function more efficiently.

About SharePoint

Since its inception in 2001, SharePoint—which was first designed as a centralized platform for team collaboration, information sharing, and document management—has evolved into a powerful tool used by companies of all kinds worldwide. SharePoint provides a solution whether you're managing data in a safe location or are working on a major project with a large team.

Understanding the Purpose of SharePoint in Business

Start-ups and well-established global corporations alike have different needs, and SharePoint is made to accommodate them all. It serves as a central portal where staff members may see, share, and collaborate on papers and tasks. Aside from managing documents, SharePoint offers tools for creating intranet sites, optimizing workflows, and integrating with other Microsoft products like Teams and Outlook.

What Is SharePoint Used for in Business?

SharePoint serves multiple functions within a business environment, including:

• Document Management: Simplify the safe centralization, organization, and exchange of documents.
• Teamwork: Encourage instantaneous cooperation among team members, regardless of their geographical location.
• Development of Intranets: Create internal websites to provide information, news, and updates about the organization.
• Streamline corporate processes and automate repetitive tasks using workflow automation.
• Integration Capabilities: To increase overall productivity, integrate with other Microsoft products and external apps.

How Does SharePoint Online Work?

Included in the Microsoft 365 suite, SharePoint Online is the cloud-based version of SharePoint. It provides features that are comparable to those of the on-premises version, but it also benefits from cloud technology's increased accessibility, scalability, and decreased IT upkeep. With any device that has an internet connection, users can access documents and collaborate using SharePoint Online from anywhere.

Key Features of SharePoint Online

SharePoint Online comes equipped with several features that enhance its value for businesses:

• Document Libraries: Manage and organize documents efficiently.
• Team Sites: Create dedicated sites for various teams or projects, complete with essential tools like document libraries and task lists.
• Communication Sites: Design visually appealing sites for sharing organizational news and updates.
• Lists: Utilize customised lists to keep track of a variety of information, such as chores and occurrences.
• Microsoft 365 Integration: Easily interact with other Microsoft 365 programs, including Outlook, Teams, and OneDrive.

Exploring SharePoint Features and Benefits

With a firm grasp on what SharePoint is and how it functions, let's delve into its advantages. Here are five notable benefits of using SharePoint:

• Improved Cooperation: Teams can work together in real time using SharePoint, no matter where they are in the world. Collaboration and efficiency are increased by features like shared calendars, version control, and co-authoring.
• Centralized document management is possible using SharePoint, which provides a single platform for organizing and storing all documents rather than having them dispersed over multiple devices and places. This guarantees that the latest version is being used by all.
• Enhanced Communication: SharePoint's communication sites and intranet make it simple to share critical information, which keeps all staff members informed and involved.
• Workflow Automation: To save time and reduce errors, automate repetitive tasks such as project management and document approvals.
• Scalability and Flexibility: Regardless of the size of the company, SharePoint can be tailored to meet the requirements of any kind of enterprise. SharePoint can grow with your company, offering the resources required for smooth operations.

SharePoint Collaboration Tools

One of SharePoint’s standout features is its collaboration tools. These are designed to improve teamwork, regardless of location. Key collaboration features include:

• Co-authoring: With version control and real-time updates, several people can collaborate on the same document at once.
• Task Lists and Calendars: To keep everyone on track, manage tasks and project timeframes with the use of shared task lists and calendars.
• Discussion Boards: To improve team collaboration, participate in debates and idea sharing on discussion boards.

SharePoint Document Management System

At its core, SharePoint functions as a robust document management system (DMS). Its capabilities include:

• Version Control: Track document changes and revert to earlier versions when necessary.
• Add metadata to your papers to improve their organization and searchability.
• Permissions: You may manage access to documents by granting different degrees of permission to a document, folder, or website.

How SharePoint Enhances Business Efficiency

Efficiency is crucial for successful business operations, and SharePoint contributes significantly to this goal. By centralizing information, automating workflows, and fostering collaboration, SharePoint helps businesses run more smoothly. Here’s how SharePoint enhances efficiency:

• Decreased Duplication: SharePoint makes sure that everyone in the team is working from the same version of the document, which reduces the possibility of redundant efforts.
• A faster decision-making process is made possible by real-time collaboration and communication tools, which give users instant access to the information they need.
• Automated Processes: Using SharePoint to automate repetitive operations gives staff members more time to concentrate on strategic projects.

Conclusion

So, what is SharePoint and how it works for your business? SharePoint is an effective technology that can revolutionize the way your business operates. In addition to a number of other advantages, it provides improved communication and efficient document management. Assessing your specific company requirements is essential, though, to determine whether SharePoint is the best choice for you. A valuable addition to your professional toolkit, SharePoint may help you manage documents, improve collaboration, and boost productivity if you're searching for a comprehensive, scalable, and flexible solution.

Bonus Tip: Transfer or sync files between SharePoint Online and other cloud services

This article addresses the question “what is SharePoint and how it works” If you’re considering migrating files from your current cloud service to SharePoint Online, or vice versa, MultCloud can be extremely useful. Trusted by over 3 million users, MultCloud is a multi-cloud management tool that facilitates the transfer or synchronization of files between various cloud services.

For instance, it allows for seamless file transfers from cloud drives like Google Drive to SharePoint Online without the need to download and then re-upload files. MultCloud also enables you to access and manage all your cloud accounts via a single application. Currently, it supports more than 30 different cloud services, including Google Drive, OneDrive, Dropbox, Box, Google Photos, iCloud Photos, FTP, WebDAV, and more.