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What is SharePoint and how does it work?
If you’ve ever worked in an organization where finding the right information seems harder than finding your car keys when you’re late for work, you’re not alone. According to a Microsoft Work Trend Index report, 62% of survey respondents said they struggle with too much time spent searching for information at work.
SharePoint is Microsoft’s platform for storing, organizing and sharing information securely inside your organization. It sits at the heart of Microsoft 365 and powers everything from file storage and intranets to project sites and automated workflows.
Read on for more about SharePoint, how it works and what it’s used for in our simple guide.
So, what is SharePoint?
Think of SharePoint as a virtual filing cabinet of all your content but with collaboration, communication and workflow tools built in.
Originally launched in 2001, it has evolved from a document repository into a full digital workplace hub.
SharePoint is available as a cloud-based solution, SharePoint Online, or on-premises for organizations with compliance or infrastructure needs.
What is SharePoint used for?
SharePoint really is a multi-purpose platform. Some of the most common use cases include:
Document management: Store files in one secure place, with version history and co-authoring built in.
Intranet: Create a central hub for company news, policies and announcements.
Team collaboration: Set up sites for departments or projects to share resources and work together.
Workflows and automation: Use Power Automate with SharePoint to streamline approvals, notifications and processes.
Microsoft 365 integration: SharePoint is the backbone of Teams, OneDrive, and Viva, meaning everything works in harmony together.
How does SharePoint work?
SharePoint is all about sites. There are team sites, providing spaces for departments or project groups to share documents and collaborate, then there are communication sites, designed for organization-wide updates like news and events.
It can be accessed through a web browser, on Microsoft Teams and via the SharePoint mobile app.
Permissions and governance tools give IT teams control over who can view, edit and share content, making sure information is secure.
SharePoint features and capabilities
SharePoint is packed with useful features and functionality but here are a few of the ones we think are most useful:
Document libraries – complete with metadata, version control and check-in/check-out options.
Lists – for structured data like contacts, issues or project tasks.
Search – quick search means less time wasted finding files, people and information.
Customization – create branded intranets or add functionality with web parts and apps.
Security and compliance – benefit from audit logs, data loss prevention and retention policies.
Integration – works natively with Microsoft Teams, OneDrive, Outlook and Power Platform.
Costs and budgeting for a new intranet
The good news is, if your organization already has Microsoft 365, you should also have access to SharePoint.
- SharePoint Online is included in Microsoft 365 Business and Enterprise plans such as E1, E3, and E5, as well as in Frontline Worker plans such as F1 and F3.
- SharePoint Subscription Edition is also available for those looking to stay on -premises.
Here’s what you’ll need to consider if you’re going to invest in SharePoint:
- Licensing and software fees
- Implementation and vendor services
- Internal resource allocation
- Training and change management
- Ongoing support and maintenance
Budgeting for SharePoint isn’t just about the software fees. It’s about setting your teams up with the right training and support they need to get real business value out of it.
Frequently asked questions about SharePoint
What is SharePoint and why is it used?
SharePoint is Microsoft platform for storing, organizing, sharing and accessing information in a secure, centralized way. It’s used mainly for collaboration, intranets and workflow management.
Is SharePoint the same as OneDrive?
No. OneDrive is for personal file storage, whilst SharePoint for document management and collaboration.
Is SharePoint an intranet?
It can be. SharePoint provides the foundation for an intranet, but it can also be used for document libraries, project sites and process automation. Fresh Intranet makes SharePoint more accessible and engaging for employees, while removing the complexity of custom builds for IT.
What is the difference between Microsoft Office and SharePoint?
Office includes productivity apps like Word, Excel and Outlook, whereas SharePoint provides the platform for storing and sharing the content created on those productivity apps. So, the two work in tandem.
How Fresh makes SharePoint even better
If you’re looking for an intranet solution, on its own, SharePoint can feel complicated and inaccessible, with many organizations struggling to unlock its full potential.
That’s where Fresh Intranet comes in. Fresh is built on SharePoint and Microsoft 365, taking the best of the platform and turning it into a beautiful, ready-to-go intranet with a sleek design, powerful intranet features and quick and easy deployment.
