How to Use SharePoint: A Beginner’s Guide to Effective Collaboration and Document Management

Introduction

Your organisation has recently invested in SharePoint Online or installed SharePoint Server, joining the ranks of over 200,000 global companies and 190 million people who use the software for connecting and collaborating. SharePoint, which was launched in 2001, has undergone many innovations and has earned numerous industry awards.

What is SharePoint?

The web-based platform streamlines everyday business activities, enhances data management, and aids corporations in meeting compliance requirements among other functions. If you are new to SharePoint, this guide will provide you with a basic understanding of how to use it.

At a high level, SharePoint is an online collaboration system that helps business teams work together. It allows organisations to create intranets where they can store, organise, and share business information on a centralised, protected platform through a web browser. It also gives companies more control over information access and helps automate workflow between business units. If you are using SharePoint Online, you are working within the Microsoft Cloud platform, which integrates seamlessly with other cloud-based applications and can be paired with other Microsoft offerings, such as OneDrive for Business, via an Office 365 or Microsoft 365 license. It is important to note that SharePoint is a platform that enables various business activities rather than a single tool.

Understanding SharePoint Sites

One of the key features of SharePoint is the use of “sites” which are places on the SharePoint intranet where teams can collaborate, search, and save important information. Employees can invite others to work on a site with them and grant access based on department, geography, common tasks, and more. This centralization allows for better control and access to data points that were previously scattered across the organization.

Creating a SharePoint Site

To create a SharePoint site, users need an Office 365 account designated for business use and the appropriate user privileges. After logging into Office 365 as an administrator, users can click on “SharePoint” and then “+ Create Site” to choose between creating a Communication Site or a Team Site.

What is a SharePoint team site?

A SharePoint team site is a dedicated space for team collaboration, document sharing, and project management. It is recommended that each team should have its own site collection, which can be created automatically through Microsoft 365 Groups or Microsoft Teams. Having separate team sites for each project or work team within your organisation can streamline collaboration and make it easier to manage governance policies.

What is a SharePoint communication site?

SharePoint communication sites, on the other hand, are designed for broadcasting information to a wider audience. They are ideal for sharing news, announcements, and other content with a large group of people. Unlike team sites, only a limited number of members have the privilege to post content in communication sites, while most users have read-only permissions. Communication site permissions are derived from SharePoint groups, while team site permissions are based on settings in Microsoft 365 Groups.

SharePoint Search

SharePoint also has a search tool that makes it easy to sift through digital files and find the exact documents needed by entering keywords. This is especially useful when considering the amount of data a company creates on a regular basis.

SharePoint Lists, Libraries, and Columns

Another important aspect of SharePoint are the lists, libraries, and columns which are the foundation of the platform. These features allow users to organise content within the sites, making it easy to find and access the information needed.

SharePoint Lists

SharePoint Lists are a common way for teams to store content in SharePoint. Similar to an Excel spreadsheet, a SharePoint list includes headings and rows of data. Teams can use this tool to interact with data in dynamic and immersive ways, including accessing, editing, and updating the list without starting from scratch, linking and synchronizing data to Microsoft Outlook and individual users, and organising timelines and tasks for efficient project management.

SharePoint Libraries

SharePoint Document Libraries serve as a containing space for individual lists, with separate libraries for clients, partners, or internal departments. Users can access content and documents associated with each library.

SharePoint Columns

SharePoint Columns organise data into multiple columns, which function similarly to file tags. They can add metadata to documents, categorise documents into lists, and organise documents for storage and search functions. Organising documents into multiple categories and columns can make them easier to locate and filter.

Maximizing Your Business Potential with Expert SharePoint Consulting Services

Whether you’re looking to streamline your document management processes, enhance team communication, or optimise your workflow, our SharePoint consulting services can help. We work closely with our clients to understand their business goals and challenges, and then develop a tailored solution that delivers real results.

With our SharePoint consulting services, you can expect increased efficiency, improved collaboration, and enhanced communication across your organisation. Our solutions are designed to help you work smarter, not harder, and achieve your business objectives faster and more effectively.

So if you’re looking to get the most out of your SharePoint investment, trust our team of experienced consultants to help you achieve your goals. Contact us today to learn more about our SharePoint consulting services and how we can help take your business to the next level.