Since SharePoint offers a number of different functionalities, it’s used by a wide range of businesses and organizations of all sizes. According to Microsoft, more than 250,000 organizations use SharePoint, including over 85% of Fortune 500 companies who use SharePoint Online as part of Office 365.
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For two decades now, SharePoint has been a known productivity tool for mid-sized and enterprise companies.
Employees can do more in less time with features like:
- Simultaneous co-authoring of documents.
- Document meta-tagging helps find documents easier.
- Office 365 integrated applications (such as Planner and MS Teams)
Organizations use Microsoft SharePoint to create websites. You can use it as a secure place to store, organize, share, and access information from any device. All you need is a web browser, such as Microsoft Edge, Internet Explorer, Chrome, or Firefox.
SharePoint is an industry-leading document management and collaboration tool developed by Microsoft. It’s basically an intranet and content management system that is used for internal purposes to assist with bringing business together including secure document management, collaboration opportunities and much more.
It’s used for things as simple as team collaboration and as large as a global corporate intranet. With the addition of Flow and PowerApps, SharePoint can also be used as a process management, document management, and mobile platform.
10 Reasons Not To Use Folders in SharePoint
- 1 Cost. There are so many things that SharePoint can do beyond file storage.
- 2 Poor Usability.
- 3 Document Visibility.
- 4 Document Duplication Woes.
- 5 Data Integrity.
- 6 URL Issues.
- 7 Navigation.
- 8 Can’t Sort or Filter.
SharePoint Intranet- Pros and Cons
- Extensive Range of Features.
- Office 365 Integrations.
- Integration with other Systems.
- Customization.
- Complex to Maintain and Use.
- Expensive Implementation and Customization.
- Extensive Range of Features can create a Mess.
- Integrations Require Extra Development Effort.
The only license required is the server license. SharePoint CALs are not required to access content, information, and applications made publicly available to users via the Internet (that is, not restricted to intranet or extranet scenarios).
Microsoft Teams is the hub for teamwork. It allows for collaboration, chat, calls, meetings, and so much more! SharePoint Online is primarily a document management and intranet platform where you store, collaborate, and share information seamlessly across the organization, and is also part of Microsoft 365.
SharePoint
- Collaborate on files in Teams, create pages, use a shared notebook, and use the integrated Office 365 group to bring together conversations, calendars, and tasks.
- Spread ownership and permissions across a wider collection of people.
- Grant permissions on a site basis, instead of on individual documents.
OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.
SharePoint essentially functions as a shared drive, making it a solution better fitted for employees sharing documents. This opens up a world of possibilities for company-wide collaboration. It makes it easier for your team members to share documents within their department or with other departments.
5 Top Tips on Using SharePoint Effectively in Your Company
- Ensure your documents can be found.
- Learn to use SharePoint alerts.
- Create lists in Excel and import into SharePoint.
- Focus on training to encourage SharePoint adoption.
- Look into SharePoint Add-Ins.
Benefits of SharePoint for Business Leaders
- Improved Data Management.
- Simplified Business Functions.
- Regulatory Compliance and Data Security.
- Optimized Content Delivery.
- Unparalleled Collaboration.
- Increased Productivity.
- Centralized Administration.
- Easy Customizations.
To summarize, SharePoint is not just about data storage and collaboration. It facilitates better user experience, improved access and sharing of knowledge across devices as well as a connected work environment, whether in an on-premise or hybrid deployment.
Major SharePoint Limitations mentioned version-wise
- Number of site collections.
- Site collection size.
- Number of subsites per site collection.
- Number of items in a list.
- List attachment.
- Number of Documents in a library.
- File/Folder name restrictions.
- Blocked File types.
Myth #4 – SharePoint is Not User-Friendly
However, it uses Microsoft best practices in document management, including integration with Microsoft Office, Microsoft Outlook, SQL server, etc. These tools are used by employees on a daily basis at home and in the office.
Yes, SharePoint is Microsoft’s document management system (DMS) in Office 365.
Although it is a powerful platform that can be used to solve various business problems, getting it to do your bidding takes a lot of effort and, consequently, time and money. Redmondmag concludes, “simple is one thing SharePoint definitely is not,” and “SharePoint can be just plain hard to use.”
Encourages Collaboration
When paired with Microsoft Office, employees can also employ a real-time dual editing functionality so everyone is up to date with every document. Documents saved within SharePoint can be quickly shared by generating custom links that you can share for instant access.
The year 2021 is going to be a huge year for SharePoint developers because investing in smart software solutions that simplify processes and enable a steady, seacure, and easy flow of relevant information has become imperative to the growth and success of all businesses.