What Is Microsoft SharePoint and What Is It Used For

Microsoft SharePoint is a powerful platform designed to enhance business collaboration, streamline processes, and manage corporate content with ease. As a cornerstone of modern workplace solutions, SharePoint enables organizations to efficiently handle document management, data storage, and team collaboration, making it an essential tool for businesses of all sizes.

SharePoint’s importance lies in its ability to simplify complex workflows, centralize information, and foster seamless communication across teams. With its robust features, businesses can create websites, build corporate intranets, and automate recurring tasks—all while maintaining secure and organized access to critical data.

In this article, we’ll take a closer look at:

The core functions and practical applications of SharePoint.
The benefits of using SharePoint to enhance collaboration and productivity.
Specialized tools and strategies to help you get the most out of SharePoint.

Table of Contents

What Is SharePoint?

In this section, we’ll explore the fundamentals of Microsoft SharePoint, including its definition, purpose, and core functionalities. We’ll break down how SharePoint supports collaboration, document management, and business automation, while also discussing the differences between its two main deployment models: SharePoint Online and SharePoint On-Premises.

SharePoint definition & purpose: What is SharePoint and why it is used?

So, what is Microsoft Sharepoint? Microsoft SharePoint is a versatile platform designed to improve collaboration, manage documents, and facilitate information sharing and collaboration securely across organizations. Its primary goal is to centralize business processes, enabling teams to work more efficiently while maintaining organized access to corporate content.

SharePoint can be used in a variety of ways, such as:

Managing documents: Organizing files in a central location where employees can securely share, access, and collaborate on documents.

Example: A marketing team can store campaign assets in a SharePoint library, enabling team members to co-author presentations in real time and track version history.

Managing projects: Creating project-specific sites to track tasks, deadlines, and deliverables.

Example: A project manager can set up a SharePoint site with task lists, calendars, and discussion boards to ensure team alignment.

Knowledge sharing: Building a knowledge base to store frequently asked questions, guides, and company policies.

Example: An HR team can create an internal site to host employee handbooks and training materials.

SharePoint exists in three main deployment options:

SharePoint Online: A cloud-based solution that is part of the Microsoft 365 suite. It requires a subscription and is managed by Microsoft.
SharePoint Server: An on-premises version installed on the company’s own servers. This option offers greater control but requires dedicated IT infrastructure and maintenance.
Hybrid Deployment: Combines SharePoint Online and SharePoint Server, allowing organizations to leverage the benefits of both cloud and on-premises deployments.

SharePoint’s wide range of capabilities makes it indispensable for businesses seeking to streamline operations, enhance collaboration, and centralize content management.

👉Is SharePoint a Microsoft product? Yes, SharePoint is a Microsoft product. It is part of the Microsoft 365 suite and is designed to help businesses with content management, collaboration, and workflow automation.

What is SharePoint used for: What are the basic functions of SharePoint?

SharePoint offers a rich set of features catering to diverse business needs. Here are its core functionalities:

Document and content management: SharePoint provides robust tools for organizing, storing, and securely sharing various types of content, from documents and spreadsheets to images and videos. Key functionalities include version control (allowing you to track changes and revert to previous versions), metadata tagging (for improved search and filtering), and granular permission settings, ensuring that the right people have access to the right information at the right time.

Example: A finance team can use SharePoint to store financial reports, track approvals using version history, and maintain an audit trail for compliance purposes, tagging documents with metadata like “Fiscal Year” and “Department.”

Collaboration and communication: SharePoint fosters real-time collaboration, allowing team members to co-author documents, share feedback, and work together seamlessly in shared workspaces.

Example: A product development team can use SharePoint to collaboratively develop a design specifications document while integrating with Microsoft Teams for real-time discussions and updates.

Workflow and process management: SharePoint empowers teams to manage projects and automate business processes. It provides tools such as task lists, calendars, Gantt charts, and automated workflows.

Example: A construction company can use SharePoint to track project milestones, assign tasks, store blueprints in a centralized location, and automate the approval process for change orders.

Custom solutions and integrations: SharePoint’s flexibility extends to building custom applications and integrating with other Microsoft 365 tools. For example, integrate with Power Automate to automate document approval workflows or use Power BI to visualize project data stored in SharePoint lists. This allows organizations to tailor SharePoint to their specific needs and enhance productivity.

Example: A sales team uses a custom SharePoint list to track leads. They integrate this list with Power Automate to automatically notify the appropriate sales representative when a new lead is added. Furthermore, they use Power BI to create dashboards visualizing key sales metrics, such as lead conversion rates and sales performance by region, directly from the data stored in the SharePoint list.

Internal portals and intranets: SharePoint enables the creation of engaging internal portals and corporate intranets, providing employees with a central hub for accessing announcements, resources, and company news.

Example: A company intranet built on SharePoint can include an employee directory, HR policies, a company newsfeed, and links to essential business applications.

As you can see, SharePoint empowers teams to digitally transform through its unparalleled mix of content control, cooperative creation, and process coordination. It delivers solutions scalable enough to drive greater efficiencies from startups to enterprises alike.

👉So, what exactly does SharePoint do? SharePoint is a powerful platform that enables businesses to create websites, manage documents, and collaborate seamlessly across teams. It centralizes data storage, making it easier to organize, share, and access information securely from any device. With its robust tools, SharePoint supports workflow automation, team collaboration, and the creation of corporate intranets to streamline processes. It integrates with Microsoft 365 apps, enhancing productivity through co-authoring, task management, and real-time communication

SharePoint Explained: What is the difference between SharePoint Online and SharePoint On-Premises?

SharePoint offers flexible deployment options to meet various business needs: SharePoint Online, SharePoint Server (On-Premises), and Hybrid deployments. Each model has its own set of advantages. Below, we’ll take a look at each.

SharePoint Online: This cloud-based solution, part of the Microsoft 365 suite, offers several benefits:

Access from anywhere: Employees can access SharePoint from any device with an internet connection, promoting flexibility and remote work.
Automatic updates: Microsoft handles all updates and maintenance, ensuring you always have the latest features and security patches without the burden on your IT team.
Seamless integration: SharePoint Online integrates seamlessly with other Microsoft cloud services, such as Microsoft Teams, OneDrive, and Power Platform, fostering a unified productivity environment.
Scalability: Easily scale resources up or down based on your organization’s needs.

👉Is Microsoft SharePoint a cloud service? Microsoft SharePoint can be both a cloud service and an on-premises solution, depending on the version. SharePoint Online is a fully cloud-based service offered as part of Microsoft 365. However, SharePoint Server is an on-premises version hosted on local servers, giving organizations full control over their environment.

SharePoint Server (On-Premises): This option involves installing SharePoint on your company’s servers, providing greater control:

Full data control: Organizations maintain complete control over their data within their own infrastructure, addressing specific compliance and security requirements. However, this also means increased responsibility for maintenance and security.
Offline functionality: SharePoint Server can operate in environments with limited or no internet access, crucial for certain industries or remote locations.
Customizations: Businesses can deeply customize the system to meet specific needs, such as developing unique workflows or integrating with legacy systems. This flexibility requires dedicated IT resources.

Hybrid Deployment: This approach combines the benefits of both SharePoint Online and SharePoint Server, allowing organizations to gradually transition to the cloud or maintain a combination of cloud and on-premises functionalities.

Here’s a comparison chart of both SharePoint Online and SharePoint Server for easy reference:

Feature	SharePoint Online	SharePoint Server
Hosting	Microsoft Cloud	Company Servers
Updates	Automatic	Manual Installation
Access	Global (Internet)	Local Network
Data Control	Limited	Full
Cost	Subscription-based	Upfront license + infrastructure
IT Management	Reduced	Increased
Scalability	Easier	More complex
Integration	Primarily cloud services	More flexible, including legacy systems

Fig. 1. SharePoint Online vs. SharePoint Server

Selecting the ideal SharePoint model means aligning deployment options with your unique priorities. Consider provisions for scaled usage, localized governance, adaptive integration, and TCO.

👉What is SharePoint Online? SharePoint Online is a cloud-based version of Microsoft SharePoint, offered as part of Microsoft 365. It allows businesses to create, manage, and share content, documents, and intranets securely from anywhere using a web browser. SharePoint Online eliminates the need for on-premises servers, providing scalable storage, seamless updates, and integration with other Microsoft 365 apps like Teams and OneDrive. It’s designed to enhance collaboration, streamline workflows, and centralize information for teams and organizations.

SharePoint structure: sites, pages, web parts, and more

SharePoint’s versatile architecture empowers teams across sectors to customize streamlined ecosystems optimizing information, workflows, and collective creation. By mixing and matching elements organizations need most, SharePoint forms the backbone of agile digital environments designed around specific industries, use cases, and stages of growth. Core components of this framework include:

Sites

Sites are the foundational building blocks, acting as primary workspaces for collaboration, file storage, and process management.

Team sites: For small group collaboration, enabling file sharing, co-authoring, task tracking, and workflow management. Includes tools like document libraries, lists, calendars, and task trackers. Example: A marketing team managing campaign plans and sharing creative assets.
Communication sites: For sharing news, updates, and resources with a broader audience. Focuses on visually appealing and easy-to-navigate information presentation. Ideal for company-wide announcements, HR resources, or training materials. Example: An HR department sharing employee handbooks and training videos.
Hub sites (SharePoint Online): Connect related sites for a unified structure with consistent navigation, branding, and search. Useful for organizations with multiple departments or projects.

Web parts

Web parts are customizable components added to pages or sites to extend functionality, integrating various tools, data sources, and content types.

Examples: Web parts can display lists and libraries (e.g., a task list or a document library), calendars, forms, and embed interactive elements like Power BI reports. Many third-party web parts offer specialized functionalities like advanced data visualization or integration with other business systems. For instance, Virto Calendar SharePoint On-Premise Web Part and Virto Calendar for Microsoft 365 & SharePoint Online provide additional capabilities for advanced calendar management.

Additional elements for SharePoint On-Premises only

SharePoint On-Premises offers unique features and infrastructure components giving businesses greater control over their environment, data, and customizations. These elements are specific to the On-Premises deployment model and are essential for managing, scaling, and extending SharePoint’s functionality.

Server farm

The backbone of SharePoint On-Premises, the server farm is a group of servers working together to host and operate SharePoint. This infrastructure is divided into roles to ensure performance, scalability, and reliability.

Application servers: Run SharePoint services and applications (search indexing, workflow processing, etc.).
Content servers: Store all SharePoint content (documents, lists, libraries, metadata).
Front-end servers (web servers): Handle user requests (accessing sites, downloading documents) and display SharePoint content.

In smaller deployments, a single server might handle multiple roles. Larger farms dedicate servers to specific roles for performance and scalability. The server farm allows organizations to control deployment, scaling, and maintenance, adding or removing servers as needed.

Application services

Application services are modular components extending SharePoint’s capabilities. These services run on application servers within the server farm.

Search service: Powers SharePoint’s search functionality, enabling users to find documents, data, and information. Includes enterprise search, custom search configurations, and search analytics.
Managed metadata service: Enables creation and management of a consistent taxonomy and tagging system. Features include a centralized term store, improved discoverability, and cross-site consistency.
Workflow service: Automates business processes, handling tasks like approvals, notifications, and data routing. Includes pre-built and custom workflows, and integration with other systems.
User profile service: Manages user profiles, social features (like My Sites), and personalization within SharePoint. This service is crucial for features like people search and expertise location.

Important considerations for On-Premises

While SharePoint On-Premises offers significant control and flexibility, it’s important to recognize the increased complexity and cost associated with managing the infrastructure. This includes hardware costs, software licensing, dedicated IT staff for maintenance and administration, and ongoing maintenance and updates.

These elements make SharePoint On-Premises a robust and highly customizable platform, particularly valuable for businesses with strict compliance requirements or those operating in environments with limited internet connectivity. However, careful consideration of the IT resource implications is essential.

What is the best way to structure SharePoint?

A well-structured SharePoint environment is crucial for maximizing its potential. Here are some best practices:

Define a clear information architecture: Plan how you’ll organize information before creating sites.

Purpose-driven sites: Create sites with specific purposes in mind (e.g., project management, team collaboration, department intranet). Avoid creating generic “catch-all” sites.
Hierarchical structure: Organize sites hierarchically. For example:
- Top-level site for the entire organization.
- Sub-sites for departments (e.g., Marketing, HR, Finance).
- Sub-sites under departments for specific projects or teams.
Hub sites (SharePoint Online): Use hub sites to connect related sites, ensuring consistent navigation, branding, and search across related areas. For example, connect all marketing-related sites to a Marketing hub.

Leverage metadata and taxonomy: Metadata (tags and other descriptive information) is crucial for findability.

Managed metadata service: Use this service (or other tagging mechanisms) to create a controlled vocabulary of terms. This ensures consistency and improves search accuracy. Example: Tagging documents with “Project A,” “Marketing Campaign,” or “Financial Report.”
Content types: Define content types to enforce consistent metadata across different content items. Example: A “Contract” content type might require metadata like “Contract Date,” “Client Name,” and “Contract Value.”

Customize pages and web parts for user needs:

Targeted content: Tailor pages with web parts relevant to the specific users of that site. Example: A project management site might include web parts for task lists, Gantt charts, and project calendars.
Streamlined workflows: Use web parts to streamline common tasks. Example: Add a web part that displays a list of documents needing approval.
Engaging content: Use web parts to create engaging and informative pages. Example: Embed a news feed, a Power BI dashboard, or a video library.

Establish clear governance and permissions:

Role-based permissions: Assign permissions based on user roles (e.g., “Team Member,” “Project Manager,” “Site Owner”). Avoid granting excessive permissions.
Content lifecycle management: Implement policies for content review, archiving, and deletion. This ensures information remains accurate and up-to-date.
Usage guidelines: Establish clear guidelines for site creation, naming conventions, and content organization. This prevents sprawl and maintains consistency.

By following these best practices and understanding the core elements of SharePoint—sites, pages, web parts, lists, libraries, and governance—organizations can create a structured, efficient, and user-friendly environment that effectively supports collaboration, content management, and business processes.

How Does SharePoint Work?

In this section, we’ll delve into how SharePoint functions as a platform for collaboration, data organization, and seamless integration with other Microsoft tools. We’ll explore the core principles of how SharePoint operates, including its structure, access management, and search capabilities. Additionally, we’ll highlight how SharePoint integrates with other Microsoft products like OneDrive, Microsoft Teams, and Office to create a unified and productive digital workspace.

How SharePoint works

At its core, SharePoint functions as a centralized hub where teams can store, share, and manage data securely. Let’s break down how it works:

Collaborating and organizing data

SharePoint provides shared workspaces for real-time collaboration, enabling co-authoring, project tracking, and updates. It centralizes information, ensuring everyone accesses the latest data. As mentioned earlier, SharePoint’s core structural components include:

Sites: Dedicated workspaces for teams, projects, or departments. Example: A marketing team’s site for campaign assets and planning documents. Different site templates offer specialized features (e.g., Team Site, Communication Site).
Document libraries: Storage areas within sites for uploading, organizing, and managing documents. Features include version history (tracking changes), metadata tagging (for easier searching and filtering), and permissions (controlling access). Example: A library for storing contracts, with metadata for contract date, client, and contract value.
Lists: Organize and track structured data. Example: A task list for managing project tasks, including due dates, assigned personnel, and status updates. Another example is a list for tracking customer inquiries, including contact information, issue description, and resolution status.

Access and permissions

SharePoint uses a hierarchical structure to organize access and permissions:

Site permissions: Control who can view or edit content within a site.
Library/folder permissions: Set permissions at different levels (library, folder, individual file). Example: Restricting access to sensitive financial documents within a finance department’s library.
Item-level permissions: Control access to individual items within a list or library.
Granular permissions: Assign permission levels (Read, Edit, Contribute, Full Control) to users or groups. Example: Granting “Edit” permissions to team members and “Read” permissions to stakeholders. SharePoint also supports inheritance, where permissions from a parent site or library are inherited by its subsites, libraries, or folders. This simplifies permission management.

Search capabilities

SharePoint’s robust search functionality helps locate documents, data, and information.

Metadata search: Filter search results using metadata tags (document type, date, department, etc.). Example: Searching for all “Marketing” documents tagged with “Campaign A.”
Full-text search: Search within the content of documents. Example: Searching for all documents containing the phrase “strategic plan.”
People search: Find colleagues by name, role, expertise, or other profile information.
Search refinement: SharePoint offers various search refinement options, such as filtering by file type, date modified, or author.
Search customization: Administrators can configure search settings, prioritize content sources, and create custom search scopes.

These features make SharePoint a powerful platform for collaboration, content management, and knowledge sharing within organizations.

Integration features

SharePoint’s seamless integration with other Microsoft tools is a key strength, positioning it as a central component of the Microsoft 365 ecosystem. This integration boosts productivity by enabling cross-platform work without interruption.

OneDrive

SharePoint and OneDrive integration facilitates offline access and synchronization.

Offline access: Synchronize SharePoint document libraries to your OneDrive folder for offline access. Changes made offline are automatically synced when you reconnect. Example: Accessing and editing project files stored in a SharePoint library while traveling without internet access.
Co-authoring and versioning: OneDrive sync enables real-time co-authoring and automatic versioning, ensuring everyone works with the latest version and preserving previous versions.
Sharing and collaboration: Easily share SharePoint files and folders with others through OneDrive’s sharing features.

Outlook

SharePoint integrates with Outlook for calendar and email management.

Calendar integration: Connect SharePoint calendars to Outlook to view and manage team events alongside personal schedules. Example: Viewing project deadlines and team meetings in your Outlook calendar.
Email archiving: Save email attachments directly to SharePoint libraries, reducing inbox clutter and improving document organization. Example: Saving a contract received as an email attachment directly to a SharePoint contract library.

Microsoft Teams

SharePoint underpins file storage and collaboration in Teams.

File storage: Every Teams channel connects to a SharePoint document library, providing a central location for team files. Example: Accessing project files within a dedicated Teams channel.
Collaboration: Teams provides an interface for accessing SharePoint sites, lists, and libraries, enhancing team productivity. Example: Collaborating on a project proposal stored in a SharePoint library directly within a Teams channel.
Tabs and connectors: Integrate SharePoint pages, lists, and libraries as tabs within Teams channels for quick access. Use connectors to receive notifications from SharePoint within Teams.

Office applications (Word, Excel, PowerPoint)

SharePoint integrates seamlessly with Office apps for co-authoring and version control.

Direct editing: Open, edit, and co-author SharePoint documents directly from Office applications. Example: Multiple team members simultaneously editing a Word document stored in SharePoint.
Auto-save: Changes are saved automatically to SharePoint, minimizing the risk of data loss.
Version history: Track changes and revert to earlier versions if needed. Example: Restoring a previous version of a presentation after accidental changes.
Check-in/Check-out: Manage document access and prevent conflicts during editing.

Power Platform (Power Automate, Power Apps)

SharePoint integrates with the Power Platform (specifically Power Automate and Power Apps) to automate business processes and build custom applications that leverage SharePoint data and functionalities.

Power Automate: Create automated workflows that interact with SharePoint data. Example: Automating the approval process for documents submitted to a SharePoint library.
Power Apps: Build custom applications that leverage SharePoint data and functionalities. Example: Creating a mobile app for employees to submit expense reports directly to a SharePoint list.

By interlinking essential productivity platforms, SharePoint cultivates an inclusive ecosystem and a versatile yet cohesive work environment that dissolves friction between apps and liberates innovators to operate at their full potential. Yet for all its capabilities, SharePoint has shortcomings to consider. In the interest of balance, we will later address certain limitations associated with this platform in the next section.

Advantages and Disadvantages of Using SharePoint

*Pic. 2. SharePoint Advantages and Disadvantages*

In this section, we’ll explore the pros and cons of Microsoft SharePoint, providing a balanced overview of why businesses choose this platform and the challenges they may encounter.

Why do companies choose SharePoint?

SharePoint has become a go-to solution for businesses due to its versatility and robust feature set. Here are the key advantages that make SharePoint an invaluable tool for organizations:

Centralized data management

SharePoint acts as a single platform for storing, organizing, and managing all corporate data. This eliminates the need for scattered file storage systems, making it easier for employees to find and access the information they need.

Example: A company can use SharePoint to store all policies, procedures, and documents in one place, ensuring all employees access up-to-date information.

Faster collaboration

With real-time co-authoring, shared workspaces, and advanced version control, SharePoint enables teams to collaborate efficiently, even in remote or hybrid work environments.

Example: Multiple team members can work on a proposal document simultaneously, with changes saved and tracked automatically.

Increased productivity

SharePoint’s tools streamline workflows and reduce time spent on repetitive tasks, allowing employees to focus on high-value work. For instance, automated approval workflows speed up processes like contract sign-offs.

Security control

SharePoint provides robust security and compliance features, allowing organizations to control who can view, edit, or share sensitive information. Companies can also configure data retention policies to meet regulatory requirements.

Flexibility of customization and scalability

SharePoint is highly customizable, enabling businesses to tailor the platform to meet specific needs. It can also scale as the organization grows, ensuring the system remains effective for larger teams and more complex projects.

Integration with Microsoft 365 tools

SharePoint seamlessly integrates with Microsoft 365 applications like Teams, OneDrive, Outlook, and Microsoft Office apps (Word, Excel, PowerPoint). This interconnected ecosystem enhances productivity by reducing the need to switch between tools.

Simplicity (no programming skills required)

Many SharePoint features, like creating sites, lists, and workflows, require little to no programming skills. The intuitive interface makes it accessible to non-technical users.

Task automation

With tools like Power Automate, SharePoint allows users to automate repetitive tasks, such as sending notifications, updating records, or routing approval requests.

👉 So, what is the benefit of using SharePoint? The main benefits of SharePoint include centralized data, improved collaboration, task automation, and seamless integration with Microsoft 365 tools—all of which contribute to better productivity and efficiency.

Business opportunities of using SharePoint

SharePoint empowers organizations to optimize processes and propel growth through an array of potential applications and opportunities, including:

Improved collaboration: SharePoint enables teams to work together more effectively by providing shared spaces for collaboration and real-time co-authoring of documents. This improves communication and reduces delays in project work.
Automation of business processes: Automated workflows can handle routine tasks like approval requests, notifications, and data updates, freeing up employees to focus on strategic tasks.
Storage and management of large volumes of data: SharePoint is designed to handle vast amounts of data, making it ideal for businesses with extensive document or record-keeping needs.
Project management: With features like task lists, calendars, and Gantt charts, SharePoint helps teams manage projects, track progress, and meet deadlines effectively.
Storage of corporate documents: SharePoint serves as a centralized repository for corporate documents, offering advanced organizational features such as metadata tagging, version control, and document permission settings.
Organization of an internal company portal: Businesses can create intranet portals using SharePoint to share company news, policies, and resources, fostering employee engagement and communication.

Disadvantages of SharePoint

While SharePoint offers many advantages, it’s not without its challenges. Organizations should carefully consider these potential downsides before implementing SharePoint:

Difficult to learn for new users

SharePoint’s extensive feature set can be overwhelming for new users, especially those unfamiliar with its structure and capabilities. This steep learning curve can slow adoption and reduce initial efficiency.

High cost of licenses and integrations

SharePoint licenses, especially for On-Premises versions, can be expensive. Additional costs may arise from implementing third-party integrations, customizations, or hiring technical consultants.

Limitations in basic functionality without add-ons

While SharePoint offers robust out-of-the-box features, certain advanced functionalities (e.g., custom reporting or workflows) may require third-party tools or custom development.

Technical support requirements for complex configurations

For large organizations or those with complex needs, configuring and maintaining SharePoint can require significant IT expertise. This may increase reliance on technical support or dedicated administrators.

👉 So, what is the downside of SharePoint? The downsides of SharePoint include its learning curve, high costs, reliance on technical expertise for complex configurations, and the need for add-ons to unlock advanced features.

Tips for mitigating downsides

To overcome the challenges of using SharePoint, organizations can take the following steps:

Provide training and resources

One of the most common challenges with SharePoint is its steep learning curve for new users. Its vast set of features and functionalities can feel overwhelming, especially for employees who are unfamiliar with the platform. To address this, organizations should prioritize user training and provide accessible learning materials.

Offer training sessions, tutorials, and guides:
- Conduct in-person or virtual training sessions to introduce employees to SharePoint’s basic functionalities, such as creating sites, managing document libraries, and using workflows.
- Create or distribute easy-to-follow guides and step-by-step tutorials that highlight common tasks and best practices.
- Offer ongoing training for advanced features, such as content management, permissions, and custom workflows, to help users unlock the full potential of SharePoint.
Encourage exploration of Microsoft’s official documentation and online courses:
- Microsoft provides extensive documentation, videos, and free online courses that cover all aspects of SharePoint. Encourage employees to explore these resources at their own pace.
- Platforms like Microsoft Learn and LinkedIn Learning also offer structured courses on SharePoint, ranging from beginner to advanced levels.

By building user confidence and competence, training ensures employees can effectively use SharePoint and reduces resistance to adoption.

Use third-party tools

While SharePoint offers robust out-of-the-box functionality, certain tasks or workflows may require additional features or customizations that are not readily available. Third-party tools can help address these gaps, improving usability and streamlining operations.

Implement tools like SharePoint web parts:
- Third-party web parts and applications can extend SharePoint’s functionality, offering features such as advanced reporting, task automation, or enhanced user interfaces.
- For example, VirtoSoftware SharePoint Web Parts provide ready-to-use modules like Gantt charts, Kanban boards, and calendar overlays, which simplify project management and improve workflow visibility.
Automate complex processes:
- Use tools like Power Automate to create custom workflows that automate repetitive tasks, such as sending reminders, routing documents for approval, or updating records.

Third-party tools not only enhance SharePoint’s capabilities but also reduce the need for extensive custom development, saving time and resources.

Start small and scale gradually

Another common challenge with SharePoint is the temptation to roll out the platform organization-wide without fully understanding how to configure or use it effectively. Starting small allows teams to learn SharePoint in a controlled environment and build confidence before expanding its use.

Begin with low-risk projects:
- Identify a specific team, department, or project that can benefit from SharePoint’s core functionalities (e.g., document management or task tracking). Use this as a pilot to test the platform and gather feedback.
- For example, a marketing team can start by using SharePoint to manage campaign documents and track deadlines before rolling out to other departments.
Gradually expand to larger teams and processes:
- Once the team is comfortable with SharePoint, expand its use to other departments or more complex processes, such as automated workflows or cross-department collaboration.
- Use lessons learned during the pilot phase to refine configurations and workflows for broader adoption.

This phased approach minimizes disruptions, reduces the risk of errors, and ensures a smoother transition for employees.

Leverage built-in features first

Many organizations encounter challenges when they invest heavily in custom development or third-party solutions before fully utilizing SharePoint’s built-in features. SharePoint offers a wide array of tools and functionalities that can meet most business needs without additional costs.

Explore out-of-the-box tools:
- Use SharePoint’s built-in document libraries, lists, workflows, and permissions features to address common business scenarios. For example:
  - Document Libraries: Store, organize, and manage files with built-in version control and metadata tagging.
  - Lists: Track data, such as tasks or issues, using customizable templates.
  - Workflows: Automate simple processes like document approvals or notifications.
Experiment with configurations:
- Customize SharePoint’s built-in tools to suit your organization’s needs without requiring code or add-ons. For example:
  - Use metadata filters to make search results more relevant.
  - Customize site navigation to improve usability.

By fully leveraging what SharePoint already offers, organizations can save time and money while still achieving their goals.

Engage IT support or consultants

For organizations with complex needs, such as integrating SharePoint with other systems or configuring advanced workflows, technical expertise may be required. Engaging IT support or consultants can help ensure a smooth and efficient setup.

Consult SharePoint experts for complex configurations:
- Hire SharePoint consultants or work with Microsoft-certified partners to handle advanced setups, such as integrating SharePoint with external databases, customizing workflows, or creating a branded intranet portal.
- Experts can also help troubleshoot issues, optimize performance, and implement best practices.
Invest in dedicated IT support:
- For ongoing maintenance, consider hiring a dedicated IT administrator or team to manage the SharePoint environment. They can handle tasks such as user management, security updates, and system backups.
- IT support is particularly valuable for SharePoint On-Premises environments, where organizations are responsible for managing their own server infrastructure.

By relying on technical expertise, organizations can navigate SharePoint’s complexities with confidence and ensure the platform is set up for long-term success.

👉So, what is SharePoint and how does it work? SharePoint is a Microsoft platform designed for content management, collaboration, and workflow automation. It centralizes data in a web-based environment, accessible from anywhere with appropriate permissions. SharePoint seamlessly integrates with other Microsoft 365 apps like Teams, OneDrive, and the Office suite (Word, Excel, PowerPoint), creating a cohesive digital workspace. Available both in the cloud (SharePoint Online as part of Microsoft 365) and on-premises (SharePoint Server), SharePoint offers flexible deployment options to meet various organizational needs, ultimately improving productivity and organization.

What’s the Difference Between SharePoint and OneDrive?

In this section, we’ll clarify the key differences between Microsoft SharePoint and OneDrive, two closely related tools that are often confused due to their overlapping features. While both platforms are part of the Microsoft ecosystem and focus on file storage and collaboration, they serve different purposes. We’ll break down their unique roles, compare them across various criteria, and explore how their combined use can drive maximum efficiency for individuals and teams.

Understanding SharePoint & OneDrive: Key differences

The confusion between SharePoint and OneDrive often arises because both platforms allow users to store files, share them, and collaborate. Since they are both Microsoft products integrated into the Microsoft 365 suite, their similarities can make it challenging for users to understand which tool to use in specific situations.

Key distinction: Different purposes

While both tools involve file storage, their primary purposes differ:

OneDrive:
- Focuses on individual file storage and personal productivity.
- It’s designed for users to store their own files securely and access them from any device. Files stored in OneDrive are private by default but can be shared with others when needed.
- Example: A user can store personal work documents, presentations, or notes in their OneDrive account and access them on their laptop, phone, or tablet.
SharePoint:
- Built for team collaboration, data management, and corporate workflows.
- SharePoint provides shared workspaces, document libraries, and tools for managing business processes, making it ideal for team-based projects and organizational content.
- Example: A project team can use a SharePoint site to collaborate on documents, track tasks, store shared files, and automate workflows.

👉 Is SharePoint the same as OneDrive? No, SharePoint and OneDrive are not the same. While both are file storage solutions created by Microsoft, OneDrive is designed for individual file storage and sharing, while SharePoint is a platform for teamwork, organization-wide data management, and process automation.

Main differences between SharePoint and OneDrive

Here’s a comparison of SharePoint and OneDrive across key criteria:

Criteria	OneDrive	SharePoint
Tasks	Personal file storage, syncing files across devices, and sharing with individuals.	Team collaboration, shared workspaces, document libraries, and business process management.
Purpose	Individual productivity and cloud storage.	Centralized collaboration, data organization, and process automation for teams and organizations.
Access levels & security	Private by default (files are accessible only to the user unless shared).	Built for shared access (team members or departments) with robust permission and security controls.
Process automation	No built-in automation.	Includes workflow automation using tools like Power Automate for approvals, notifications, and more.
Integration	Integrates with Office apps (Word, Excel, PowerPoint) for personal file editing.	Integrates with Microsoft Teams, Outlook, OneDrive, and Power Automate for enterprise-level collaboration.
Data organization	Simple folder structure for organizing personal files.	Advanced organization with document libraries, metadata tagging, and version control.
Structure	No hierarchy beyond personal files and folders.	Hierarchical structure with sites, subsites, pages, libraries, and lists.

Fig. 2. SharePoint and OneDrive comparison.

When to Use OneDrive vs. SharePoint

Understanding when to use OneDrive or SharePoint is essential for maximizing productivity and ensuring efficient workflows. Below are a few scenarios where OneDrive or SharePoint is the best fit.

Use OneDrive

OneDrive is primarily a personal cloud storage solution designed for individual use. It excels in scenarios where users need private file storage with the ability to share files occasionally. Here’s when you should use OneDrive:

You need a personal space to store your work files.
You want quick access to files across multiple devices.
You occasionally share files and documents with colleagues.

Use SharePoint

SharePoint, on the other hand, is a collaborative platform designed for teams and organizations. It provides tools for managing shared content, automating processes, and fostering communication. Here’s when you should use SharePoint:

You’re working on a team project that requires collaboration and shared access to files.
You need to manage company-wide data or organize departmental content.
You want to automate workflows or build an intranet for communication and resource sharing.

Here’s a summary of the discussed used cases:

Scenario	Use OneDrive	Use SharePoint
Storing personal or private files	✔	✘
Accessing files across multiple devices	✔	✘
Sharing files occasionally with colleagues	✔	✘
Collaborating on team projects	✘	✔
Organizing departmental or company-wide content	✘	✔
Automating workflows	✘	✔
Building an intranet or shared workspace	✘	✔

Fig. 3. Use cases for SharePoint and OneDrive.

By understanding these distinctions, businesses and employees can make informed decisions about when to use OneDrive for individual work and when to rely on SharePoint for collaboration and organizational needs. When used together, these tools provide a comprehensive solution for managing personal and team productivity.

Combining the capabilities of SharePoint and OneDrive

Below, we’ll explore how SharePoint and OneDrive complement each other, how they integrate within the Microsoft suite, and the benefits of using them together.

How SharePoint and OneDtrive work together

While OneDrive focuses on personal file storage and accessibility, and SharePoint emphasizes team collaboration and organization-wide content management, their combined use creates a seamless workflow. Below are key ways these platforms integrate to enhance productivity and collaboration.

Seamless file movement

One of the key ways SharePoint and OneDrive complement each other is through the ability to easily move files between the two platforms.

From personal drafts to team collaboration:
- Employees often begin working on files in OneDrive, where they can privately create and edit documents. Once a file is ready to be shared or collaboratively edited, it can be uploaded or moved to the appropriate SharePoint site.
- For example, an employee might draft a policy document in their personal OneDrive folder. When the draft is ready for review, they can upload it to a SharePoint document library for feedback from the team.
Centralized storage for finalized documents:
- While OneDrive is ideal for personal work, SharePoint becomes the repository for finalized documents that require shared access or long-term storage. This ensures that important files are not scattered across individual OneDrive accounts but instead stored in a centralized and organized location.

By facilitating smooth transitions between personal storage and team collaboration, businesses can maintain continuity and ensure the right tools are used for each stage of work.

Integrated ecosystem

As part of the Microsoft 365 suite, SharePoint and OneDrive integrate seamlessly with other Microsoft tools, such as Office apps (Word, Excel, PowerPoint) and Teams.

Office integration:
- Files stored in OneDrive or SharePoint can be opened and edited directly in Office apps, whether on a desktop, mobile device, or web browser. Changes are saved in real time, ensuring that the latest version is always accessible.
- For instance, a user can start editing a report in Word from OneDrive, and once uploaded to SharePoint, team members can continue collaborating on the same document.
Microsoft Teams:
- SharePoint and OneDrive are deeply integrated with Microsoft Teams, where SharePoint serves as the backbone for file storage in Teams channels, and OneDrive provides personal file access.
- Files uploaded to Teams channels are automatically stored in the associated SharePoint document library, while personal files shared in private Teams chats are stored in OneDrive.

This integration ensures that users can move fluidly between personal and team-based workspaces without needing to switch between multiple platforms.

Collaboration and personal storage

SharePoint and OneDrive serve complementary roles in managing personal and shared content:

OneDrive for personal content:
- Employees can use OneDrive to store personal drafts, notes, or work-in-progress files. These files are private by default and accessible only to the individual employee unless explicitly shared with others.
SharePoint for team collaboration:
- SharePoint becomes the go-to platform for team-based projects, where files need to be shared, edited, and managed collaboratively. It also offers advanced tools like workflows, document libraries, and version control to enhance teamwork and project management.

By using OneDrive for personal work and SharePoint for team collaboration, employees can keep their personal files organized while ensuring that team files are stored in a centralized and accessible location.

Benefits of using SharePoint and OneDrive together

By combining the features of SharePoint and OneDrive, organizations can create a more versatile and efficient workspace. Together, these tools provide a balance between individual productivity and team collaboration, offering unique advantages that streamline processes and improve overall file management. Here are the key benefits of using both platforms in tandem.

Improved workflow efficiency

Using OneDrive and SharePoint together allows organizations to streamline workflows:

OneDrive is perfect for individual employees to work on files independently without worrying about others accessing unfinished drafts.
When files are ready for collaboration, SharePoint provides a structured and shared workspace where teams can co-author documents, manage tasks, and coordinate efforts.

This workflow ensures that employees can focus on their tasks without duplicating effort or losing track of files.

Enhanced flexibility

The ability to move files between OneDrive and SharePoint as needed provides employees with flexibility in managing their work:

Employees can begin working on personal tasks in OneDrive and transition seamlessly to SharePoint when teamwork is required.
This flexibility avoids unnecessary duplication of files and ensures that personal and team workspaces remain distinct yet connected.

Example: A marketing professional drafts a campaign plan in OneDrive, shares it with their manager for feedback, and then uploads it to SharePoint for the entire team to finalize and implement.

Better organization

SharePoint’s advanced organizational tools complement OneDrive’s simplicity, creating a comprehensive system for managing files:

OneDrive: Offers a simple folder structure for personal files, ideal for quick access and ad hoc storage.
SharePoint: Provides advanced organizational features like document libraries, metadata tagging, version history, and custom workflows, ensuring that shared content is properly categorized and easy to locate.

By using both platforms, organizations can ensure that personal and team content is stored and managed in the most appropriate environment.

Streamlined communication

SharePoint’s integration with Microsoft Teams enhances communication and collaboration:

Files stored in SharePoint document libraries can be accessed directly from Teams channels, making it easy for team members to collaborate without leaving the chat interface.
Meanwhile, OneDrive handles personal file sharing in private Teams chats, ensuring that employees can easily share and discuss files on an individual basis.

This streamlined communication reduces friction between tools and fosters collaboration, whether at the individual, team, or organizational level.

SharePoint and OneDrive play complementary roles in optimizing teamwork. OneDrive fuels personal productivity within secure digital workspaces. Meanwhile, SharePoint powers enterprise-wide collaboration, streamlines process automation, and governs content at scale. Understanding the distinct capabilities of each platform allows organizations to deploy them synergistically based on use case. Embracing both in concert enhances workflows, coordinates cross-functional efforts, and brings order to decentralized work environments.

What Is the Difference Between Microsoft Office and SharePoint?

In the Microsoft ecosystem, Microsoft Office and SharePoint serve different but complementary purposes. While Microsoft Office focuses on individual productivity through its suite of applications, SharePoint acts as a centralized platform for team collaboration and content management. In this section, we’ll break down the distinct functions of each tool, explore their primary features, and highlight how businesses can benefit from integrating them.

Microsoft Office/Microsoft 365 Apps

Microsoft Office, or more accurately the Microsoft 365 apps, is a suite of productivity applications designed for creating, editing, and managing various types of content.

Here are some of Microsoft Office’s primary functions:

Document creation:
- Microsoft Office includes powerful tools for creating and editing documents, spreadsheets, and presentations.
- Applications like Word, Excel, and PowerPoint allow users to draft reports, analyze data, and design engaging presentations with ease.

Example: A sales associate can create a client proposal in Word, use Excel to analyze sales data, and prepare a presentation in PowerPoint for an upcoming meeting.

Email management:
- Outlook, the email client in Microsoft Office, integrates email communication with calendar scheduling and task management.
- It allows users to send and receive emails, schedule meetings, and track tasks in one unified interface.

Example: A project manager can use Outlook to set up team meetings, manage their personal to-do list, and communicate with clients.

Individual productivity tools:
- While Microsoft Office supports basic collaboration features like co-authoring in Word or Excel, its primary focus is on individual productivity.
- These tools are ideal for creating drafts, analyzing data, and managing tasks independently before sharing work with others.

Example: A product designer might use Word to draft documentation or Excel to build a budget plan before sharing it with the team for feedback.

SharePoint

Unlike Microsoft Office, which focuses on individual productivity, SharePoint provides businesses with a centralized location to manage shared content, automate processes, and foster teamwork.

To facilitate a direct comparison, let’s briefly recap SharePoint features:

Collaboration:
- SharePoint allows teams to work on the same documents simultaneously, track changes, and maintain version control.
- It provides shared document libraries, team sites, and communication hubs where employees can collaborate effectively.

Example: A marketing team can use a SharePoint site to brainstorm ideas, store campaign materials, and assign tasks to team members.

Content management:
- SharePoint is designed to organize and manage organizational content.
- It offers tools for structuring data using document libraries, metadata tagging, and lists, making it easier to locate and retrieve important files.

Example: A legal team can use SharePoint to store contracts, tag them by client or case type, and manage approvals through custom workflows.

Facilitating teamwork:
- SharePoint is ideal for managing shared workspaces, intranets, and corporate resources. It integrates with tools like Microsoft Teams and Power Automate to streamline teamwork and automate repetitive tasks.

Example: A company can use SharePoint to host its intranet, where employees access company news, HR policies, and shared departmental resources.

Why businesses should integrate Microsoft Office and SharePoint

So, while Microsoft Office focuses on individual productivity, SharePoint is designed to improve collaboration and organizational workflows. Each tool has unique strengths, but when used together, they can significantly enhance workplace efficiency.

Microsoft Office: Best suited for creating, editing, and managing individual documents, spreadsheets, and presentations.
SharePoint: Ideal for storing, sharing, and collaborating on those documents in a centralized, accessible location.

Below are the benefits of bringing these two together:

Seamless integration:
- Documents created in Word, Excel, or PowerPoint can easily be uploaded to SharePoint libraries for team collaboration.
- SharePoint integrates with Outlook for scheduling and communication, and with other Microsoft tools like Teams for enhanced teamwork.
Improved operational efficiency:
- Employees can use Office applications to work independently, then transition to SharePoint for collaborative editing, document sharing, and process automation.
- This workflow ensures that individual and team efforts are aligned and simplifies content management.
Enhanced collaboration:
- SharePoint’s collaboration tools, combined with Office’s familiar applications, provide a smooth experience for employees working on shared projects.
- Teams can co-author files, track changes, and access shared resources in real time.

Tips for Improving the SharePoint Experience

SharePoint is a powerful platform for collaboration, content management, and process automation, but its full potential is unlocked when customized and optimized to meet specific organizational needs. This section will provide practical tips to enhance the SharePoint experience, covering general optimization techniques and the use of additional tools like VirtoSoftware apps. These strategies will help you streamline workflows, improve navigation, and boost team collaboration.

General optimization tips

To maximize SharePoint’s effectiveness, consider the following strategies to customize and organize your environment:

Create custom web parts and apps

Custom web parts and apps allow you to tailor SharePoint to your organization’s unique needs.
With custom web parts, you can display dynamic content such as dashboards, charts, or filtered lists directly on SharePoint pages.
Use the SharePoint Framework (SPFx) or third-party tools to build these components and improve usability for your team.

Example: A sales department might create a custom web part to display real-time sales dashboards on their SharePoint homepage, pulling data from Excel or Power BI.

Use Power Apps to create user interfaces

Power Apps, part of the Microsoft Power Platform, enables you to build low-code, custom user interfaces that integrate with SharePoint data.
These apps can simplify processes like submitting requests, managing approvals, or tracking inventory directly within SharePoint.

Example: An HR team could use Power Apps to create a simple interface for employees to submit leave requests, which are then stored and processed in a SharePoint list.

Organize documents using metadata

Metadata is a powerful way to organize and retrieve documents in SharePoint. Instead of relying solely on folders, assign metadata tags (e.g., document type, department, or project name) to files to improve searchability.
Use managed metadata columns or custom properties to create a more structured and efficient document library.

Example: A legal team could tag contracts with metadata such as “Client Name,” “Contract Type,” and “Expiration Date,” making it easier to filter and locate files.

Use site templates to standardize processes

SharePoint offers built-in and customizable site templates that allow you to standardize the look, feel, and functionality of team or department sites.
Templates can include pre-configured document libraries, workflows, and navigation structures, ensuring consistency across the organization.

Example: A project management team might use a SharePoint site template that includes task lists, calendars, and document libraries to streamline how projects are managed.

Customize automatic notifications and reports

SharePoint allows you to set up custom alerts and notifications to keep team members informed about changes to documents or lists.
Use Power Automate to create workflows that send automated reports or email notifications based on specific triggers, such as document approvals or task completions.

Example: A finance team could set up notifications to alert stakeholders when a budget approval request has been processed or when a report is updated.

Using additional tools

To further enhance SharePoint’s functionality and user experience, you can integrate third-party tools like VirtoSoftware SharePoint On-Premise Web Parts and Microsoft 365 & SharePoint Online Apps. These tools provide specialized features that extend SharePoint’s capabilities and improve collaboration.

VirtoSoftware SharePoint Apps

VirtoSoftware offers a range of apps designed to improve workflows, collaboration, and task management in both SharePoint Online and On-Premise environments. Some popular tools include:

Virto Calendar App: Combines multiple calendars into one unified view, allowing teams to manage schedules efficiently. [For SharePoint Online | For SharePoint On-Premises]
Virto Kanban Board App: Enables visual task management using a drag-and-drop interface, ideal for project tracking. [For SharePoint Online | For SharePoint On-Premises]
Virto Gantt Chart App: Offers advanced project planning with interactive Gantt charts. [For SharePoint Online | For SharePoint On-Premises]
Virto Alerts & Reminder App: Enhances notification functionality with custom alerts and reminders for tasks, deadlines, and document updates. [For SharePoint Online | For SharePoint On-Premises]
Virto Resource Management App: Allows teams to allocate and track resources effectively for projects and tasks. [For SharePoint Online | For SharePoint On-Premises]

Benefits of VirtoSoftware tools

Integrating VirtoSoftware apps into SharePoint can provide significant advantages:

Improved collaboration:
- Tools like the Kanban Board and Calendar App help teams work together more effectively by centralizing task management and scheduling.
- Gantt charts allow for clear visualization of project timelines, ensuring everyone is aligned.
Enhanced user-friendly interfaces:
- VirtoSoftware apps simplify complex tasks with intuitive interfaces, making SharePoint more accessible for all users.
Advanced features:
- These tools add functionality not natively available in SharePoint, such as advanced notifications, project planning, and cross-calendar views.
Streamlined access settings:
- Apps like the Resource Management App provide granular control over permissions and access, ensuring security and compliance.

Example: A marketing team could use the Virto Kanban Board to track campaign progress, while the Calendar App helps them coordinate deadlines across multiple projects.

Optimizing SharePoint with customizations, metadata, templates, and third-party tools like VirtoSoftware apps can significantly improve the platform’s usability, efficiency, and collaboration capabilities. By tailoring SharePoint to your organization’s needs, you can empower teams to work smarter, streamline processes, and achieve better results.

Conclusion on Whats SharePoint & What Does SharePoint Do

In conclusion, SharePoint stands as a versatile and powerful platform for data management and collaboration, offering businesses the tools they need to streamline workflows, centralize content, and foster teamwork across teams and departments. Whether you are managing documents, automating processes, or creating a dynamic corporate intranet, SharePoint provides a robust foundation for achieving your organizational goals.

By incorporating additional tools such as VirtoSoftware SharePoint On-Premise Web Parts or VirtoSoftware Microsoft 365 & SharePoint Online Apps, you can further enhance its functionality and simplify complex tasks. These solutions not only optimize workflows but also provide flexibility and customization options that cater to specific business needs, ensuring a seamless and efficient user experience. We invite you to schedule a quick demo to experience these apps in action or explore our website to learn more and download free trial versions of the apps that interest you.

For organizations looking to boost productivity and collaboration, SharePoint is a must-try solution. It allows you to adapt to ever-changing needs, offering a scalable platform that integrates effortlessly with other Microsoft tools. To get started, explore the resources available, including official Microsoft guides and Virtosoftware’s detailed insights and tools, which can help you unlock the full potential of SharePoint:

Official Microsoft resources:

Introduction to SharePoint and OneDrive in Microsoft 365 for administrators
What is SharePoint? [SharePoint Server Subscriptions]
What is SharePoint? [SharePoint in Microsoft 365]

VirtoSoftware blog articles: