Dive into our definitions, best practices, and expert advice to get the most out of this powerful collaboration platform.
When it comes to managing document libraries and collaborating with colleagues, SharePoint is a popular tool for businesses of all sizes. It’s no wonder why too, considering its flexibility, ease of use, and powerful functionalities. But what is SharePoint? This guide will explore what Microsoft SharePoint is and why it’s useful.
Microsoft SharePoint is a powerful tool that can help businesses of all sizes to improve collaboration, streamline workflows, and enhance productivity. In this guide, we will focus on specific ways in which MS SharePoint can be important in a business context:
It’s obvious that SharePoint can be an important tool for businesses looking to improve collaboration, streamline workflows, and enhance productivity. Microsoft SharePoint provides a centralized location for document management, improves communication and collaboration, automates workflows, and enhances security and compliance to help businesses achieve their goals. Let’s get started and get the most out of Sharepoint!
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SharePoint is a web-based platform developed by Microsoft that serves as a content management system (CMS) and a collaboration tool for businesses. It allows for document sharing, project management, and process automation. SharePoint serves as a central hub for employees to store and share files, collaborate on projects, and communicate with team members in real time.
SharePoint is a web-based collaboration and document management platform developed by Microsoft. It allows organizations to create, manage and share content, documents, and information from a centralized location.
Microsoft SharePoint offers a wide range of features and capabilities, including document storage and management, team collaboration, workflow automation, business intelligence, social networking, and search functionality.
MS SharePoint can be deployed on-premises or hosted in the cloud and is used by businesses of all sizes and industries to improve productivity, streamline business processes, and enhance communication and collaboration within teams and across departments.
Microsoft SharePoint allows you to store all your documents in one place, making it easy to find and manage them. You can create SharePoint document libraries, customize metadata and permissions, and use version control to ensure that everyone is working with the latest version of a document. But there’s a lot more to SharePoint. Its key benefits include:
SharePoint provides a range of tools to help teams collaborate and work together more efficiently. To share information and ideas, you can create team sites, share calendars, use instant messaging and video conferencing, and create wikis and blogs.
SharePoint allows you to automate business processes and workflows, making it easier to manage tasks and approvals. Using a visual designer, you can create custom SharePoint workflows and automate tasks such as document approval, content publishing, and SharePoint form processing.
SharePoint includes powerful business intelligence tools, such as Excel Services and Power BI, that allow you to create interactive dashboards, reports, and visualizations. These tools can help you make better decisions based on your data.
SharePoint includes a powerful search engine that makes it easy to find the information you need. You can search for documents, people, sites, and other content and use filters and faceted navigation to refine your search results.
Long story short, Microsoft SharePoint provides a comprehensive platform for managing documents, collaborating with teams, automating business processes, and gaining insights into your data.
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Several SharePoint versions have been released over the years. Here’s the complete SharePoint list version history:
In addition to these on-premises versions, Microsoft also offers SharePoint Online, a cloud-based version of SharePoint that is included as part of the Microsoft 365 suite of products.
SharePoint Online is available in several pricing plans, including:
The pricing for each plan varies based on the number of users and the level of features and support included.
Microsoft SharePoint offers a wide range of benefits for organizations, including:
Improved collaboration: Teams can collaborate on projects and share information through SharePoint, allowing for improved communication and coordination.
Enhanced productivity: With SharePoint's document management, workflows, and task lists, businesses can streamline processes and improve productivity.
Better knowledge management: By storing and sharing knowledge, SharePoint allows organizations to find and leverage information more easily.
Increased security: SharePoint offers robust security features such as role-based permissions, data encryption, and multi-factor authentication to protect sensitive information.
Scalability: Due to its high scalability, SharePoint can handle large volumes of data and users for organizations of any size.
Integration with other Microsoft tools: SharePoint integrates with other Microsoft tools, such as Office 365, Teams, and PowerBI, enabling secure data sharing across the organization.
Customization: SharePoint is highly customizable, allowing organizations to tailor the platform to their specific needs and requirements.
Ultimately, Microsoft SharePoint offers powerful tools to help organizations collaborate, manage information, and streamline business processes while providing robust security features.
Getting started with SharePoint involves setting up your environment, creating your site, adding content, managing permissions, collaborating with others, and accessing training and support resources. Let’s take a closer look at how it works.
Setting up your SharePoint environment is the first step. You can set up SharePoint on-premises or in the cloud. If you choose to use SharePoint Online, you can sign up for a subscription to Microsoft 365 and create a SharePoint site collection.
Once you have your SharePoint environment set up, you can create a new site to use for your team or project. You can choose from several site templates, such as Team Site, Communication Site, or Project Site.
You can add content to your SharePoint site by uploading files, creating lists or libraries, or using web parts to display information. You can also customize the look and feel of your site by adding logos, colors, and themes.
Managing SharePoint permissions is important. SharePoint allows you to control who has access to your site and what they can do. You can create groups with specific permissions and assign users to those groups.
Collaborating with others is what Microsoft SharePoint is all about. SharePoint provides several tools for collaborating with others, such as shared calendars, document co-authoring, and instant messaging. You can also use workflows to automate tasks and approvals.
Microsoft offers a range of resources to help you learn how to use SharePoint effectively, including documentation, training videos, and online forums. You can also work with a SharePoint consultant or partner for more advanced support and customization.
Setting up a SharePoint site involves selecting a site template, setting up your site, customizing it to meet your needs, setting up permissions, managing your site settings, and testing your site. Here’s your step-by-step guide:
Before making your SharePoint site live, test it thoroughly to ensure that everything is working as expected.
To add users to your SharePoint site, you can either add them individually or in bulk. To add individual users, go to the site settings, select "Site permissions," and click "Grant Permissions." Enter the user's name or email address, select the appropriate permission level, and click "Share."
To add SharePoint users in bulk, you can create a security group and add users to that group.
SharePoint offers several permission levels, such as full control, contribute, and read. Each permission level defines what a user can do within the site. When adding users, assign them the appropriate permission level based on their roles and responsibilities.
SharePoint allows you to create groups with specific permission levels, making managing large numbers of users easier. You can create a new group by going to the site settings, selecting "Site permissions," and clicking "Create Group."
If a user no longer needs access to your site, you can remove them by going to the site settings, selecting "Site permissions," and clicking "Remove User Permissions." Select the user you want to remove and click "Remove User Permissions."
SharePoint allows you to track user activity on your site, including who accessed what content and when. You can view audit logs by going to the site settings, selecting "Site collection audit settings," and choosing the events you want to audit.
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There are many ways you can create and organize SharePoint content. Let’s take a look at some of the most important ones.
You can add and edit content in SharePoint by creating new items or uploading files. SharePoint supports various file types, including:
You can also edit content directly in SharePoint using Office Online.
SharePoint allows you to create lists and libraries to organize and store content. Lists can be used to track tasks, issues, or announcements, while libraries are used to store documents and other files. You can customize views of your SharePoint lists and SharePoint libraries to display information in a way that makes sense for your team. You can create different views based on filters, sorting, and grouping.
SharePoint allows you to tag and categorize your content using metadata. Metadata is additional information that can be added to a document or item to help users find it more easily. SharePoint search helps find content across the site quickly. You can customize the search settings and add search filters to make it easier to find specific content.
What’s important for business is the ability to create SharePoint workflows. This can automate business processes and tasks, such as approval workflows for documents or tracking workflows for tasks.
Tip: SharePoint allows you to track the history of changes to documents and other files. You can view and restore previous versions of a document if needed.
SharePoint provides powerful file management capabilities that enable you to manage and share files effectively across your organization. Here are some key aspects of SharePoint file management:
SharePoint File History: SharePoint maintains a version history for each file, allowing you to view and restore previous versions of a file. Sharepoint file history feature is especially useful if you need to revert to an older version of a document or if you want to see who made changes to a file and when.
SharePoint File Limit: SharePoint has a default file size limit of 250 MB for uploads, although this can be increased to up to 15 GB. If you need to store larger files in Sharepoint file hosting, you can use Microsoft's OneDrive for Business service, which is integrated with SharePoint.
File Migration: If you are migrating files from an existing file system or another content management system to SharePoint, you can use the SharePoint Migration Tool, a free tool provided by Microsoft. The tool allows you to migrate files and folders from a variety of sources, including file shares, SharePoint Server, and OneDrive for Business.
In addition to these features, there’s a range such as Sharepoint file migration tool for Sharepoint file migration, SharePoint file hosting, and document libraries, which allow you to organize and share files in a structured way, and metadata, which enables you to add additional information to files to make them easier to find and categorize.
Overall, SharePoint file management provides a powerful set of tools for managing and sharing files across your organization, allowing you to improve collaboration and productivity.
Using SharePoint, you can manage content collaboratively and share documents. Businesses and organizations of all sizes use it to store, organize, and share information. Here are some key components of a SharePoint knowledge base:
Overall, SharePoint provides a robust platform for building a knowledge base that can be customized to fit your organization's specific needs.
SharePoint can be used in a wide range of scenarios and industries. Some examples of MS SharePoint use cases include:
SharePoint's document management capabilities can be used to organize and store documents, track versions, and control access to sensitive information.
SharePoint can be used to manage projects by creating task lists, assigning tasks to team members, and tracking progress.
SharePoint can be used to create an intranet or team site to share news and updates, provide access to important resources, and facilitate collaboration.
SharePoint workflow capabilities can be used to automate business processes, such as approval workflows for documents or tracking workflows for tasks.
SharePoint can be used to manage HR processes, such as tracking employee information, managing performance reviews, and providing access to HR policies and procedures.
SharePoint can be used to manage sales and marketing processes, such as tracking leads, managing marketing campaigns, and sharing sales collateral.
SharePoint can be used to ensure compliance with regulations and governance policies, such as managing records retention and providing access to compliance policies and procedures.
As you can see, SharePoint can be used in a wide range of scenarios and industries, providing a versatile platform for organizations to manage information, automate business processes, and facilitate collaboration.
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SharePoint is a powerful collaboration and document management platform that can be integrated with several other Microsoft tools to enhance its functionality and increase productivity.
Is a critical component of Microsoft 365, an integrated suite of cloud-based services designed to enable collaboration, productivity, and security. Microsoft 365 includes a range of tools and services, such as Office 365, Teams, OneDrive, Exchange, and SharePoint.
As part of Microsoft 365, SharePoint provides a powerful content management and collaboration platform that allows users to securely store, organize, and share information and documents in the cloud. SharePoint also enables users to create intranet sites, team sites, and communication sites, which can be customized to meet specific business needs and requirements.
SharePoint is tightly integrated with other Microsoft 365 services, such as Teams, OneDrive, and Office 365, which allows users to access and collaborate on documents and information seamlessly across different platforms and devices. For example, users can co-author documents in real-time using Office 365 applications like Word, Excel, and PowerPoint and then store them securely in SharePoint for easy access and sharing.
In addition, SharePoint is also integrated with Microsoft Power Platform, which includes PowerApps, Power Automate, and Power BI. These tools allow users to automate business processes, create custom forms and workflows, and gain insights from data stored in SharePoint.
Overall, SharePoint, as part of Microsoft 365, provides organizations with a comprehensive suite of tools and services that enable seamless collaboration, productivity, and security in the cloud. Here are some of the most popular integrations of SharePoint with other Microsoft tools:
Teams is a collaboration platform that enables teams to communicate, share files, and work together in real-time. SharePoint can be integrated with Teams to provide a centralized location for all team files and documents.
Power Automate (formerly known as Microsoft Flow) is a workflow automation tool that can be used to automate SharePoint tasks, such as document approvals, notifications, and content publishing.
PowerApps is a low-code application development platform that can be used to create custom apps for SharePoint. Users can create custom forms and workflows to automate business processes.
SharePoint can be integrated with Dynamics 365 to manage customer data, sales opportunities, and customer service requests. The integration enables teams to access customer data and documents from a centralized location.
Azure Active Directory (Azure AD) is Microsoft's cloud-based identity and access management service. SharePoint can be integrated with Azure AD to provide a single sign-on experience for users.
OneDrive for Business is a cloud-based file storage and sharing platform that is integrated with SharePoint. Users can easily access and collaborate on SharePoint files using OneDrive.
In general, these integrations enable organizations to leverage the full potential of SharePoint and other Microsoft tools and streamline business processes for enhanced productivity and collaboration.
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SharePoint Connectors is a feature in Microsoft SharePoint that allows you to connect SharePoint to other applications and services. This integration lets you easily share data and content between SharePoint and other systems.
SharePoint Connectors work by providing pre-built templates and APIs that allow you to connect to a variety of external systems, such as CRM software, social media platforms, and project management tools.
Some examples of connectors available in SharePoint include Salesforce, Twitter, Trello, Artsyl docAlpha, and Dropbox.
SharePoint Connectors are designed to simplify the process of integrating different systems and sharing information between them. With SharePoint Connectors, you can automate tasks, streamline workflows, and improve collaboration by connecting SharePoint to the applications and services that your organization uses most.
SharePoint Connectors can also be used to create custom integrations with other systems using Microsoft's Power Platform. Power Platform includes tools such as PowerApps, Power Automate, and Power BI, which allow you to create custom workflows, applications, and analytics using SharePoint data.
In general, SharePoint Connectors give you a flexible and powerful way to connect SharePoint with other systems and enable seamless collaboration and data sharing.
docAlpha capture platform offers SharePoint Export and Import Connectors. With these connectors, you can fully integrate docAlpha into your SharePoint environment. The result will be smooth and effortless document processing.
If you want to group your documents while processing them in docAlpha, the Artsyl SharePoint connector allows you to import several documents per batch and process them as a group. You can specify the number of documents per batch in the settings of the Import Connector.
With docAlpha SharePoint Import connector, you can import not only documents from the root folder but also from subfolders up to two levels deep. docAlpha can automatically create folder hierarchies based on your needs. Combined with the next feature, this creates a powerful combination of features that will elevate your document processing to a higher level.
Your Import folder name can be used as the workflow name for batches inside those folders in docAlpha. The same applies to importing from subfolders. This allows for building more transparent document processing systems.
docAlpha Export Connector allows you to create more complex folder systems for exported documents based on their data or properties. You can create a folder named Vendor Name, followed by a subfolder named Invoice Date, and store exported documents inside this folder. You can nest at any level you like.
Documents can be imported with their Properties (Details) along with their images using docAlpha. A document's Verification Profile will include the data from Properties. In this way, you can add specifics to your documents that are not contained within the image and must be imported.
In addition to importing Properties, you can export them as well. You will need to create a specific column in your Library. This method allows you to export values from text fields, barcode fields, tables, checkmarks, and checkmark groups.
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Here are some best practices for using Microsoft SharePoint:
By following these best practices, you can ensure that your organization gets the most out of SharePoint and that it remains a valuable tool for collaboration and productivity.
SharePoint is available in two different versions: SharePoint Online and SharePoint On-premises.
SharePoint Online is a cloud-based version of SharePoint that is part of Microsoft 365. It is hosted on Microsoft's servers and accessed through a web browser. SharePoint Online provides a range of collaboration and content management features, including document libraries, lists, workflows, and team sites. SharePoint also integrates with other Microsoft 365 services, such as Teams, OneDrive, and Office 365.
SharePoint On-premises, on the other hand, is a version of SharePoint that is installed and run on servers located within an organization's own network. SharePoint On-premises provides a range of collaboration and content management features similar to SharePoint Online. It also includes features like Business Connectivity Services and PerformancePoint Services, which are not available in SharePoint Online.
The main difference between SharePoint Online and SharePoint On-premises is the deployment model.
SharePoint Online is hosted in the cloud and managed by Microsoft, while SharePoint On-premises is installed and managed by the organization.
SharePoint Online is generally more flexible and scalable than SharePoint On-premises, as it is designed to support a wide range of organizations, from small businesses to large enterprises. SharePoint On-premises, on the other hand, provides organizations with greater control over their data and infrastructure, which can be important for organizations with strict security and compliance requirements.
In summary, both SharePoint Online and SharePoint On-premises offer a range of collaboration and content management features but differ in terms of deployment model and management. Choosing the right version of SharePoint depends on an organization's specific needs and requirements.
SharePoint is an excellent solution for businesses looking to streamline their document management and collaboration efforts. It provides a robust and user-friendly platform for employees to organize, access, and share information, reducing the time and errors associated with manual workflows. With SharePoint’s scalability and integration capabilities, businesses of all sizes will find value in its features. If you haven't already, give it a try today, and see the difference it can make in your business.
Ready to take the first step toward a more productive and connected organization?
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While SharePoint is a popular and widely used collaboration and content management platform, there are several SharePoint alternatives available that organizations may consider depending on their specific needs and requirements. Alternatives to SharePoint include:
Google Workspace: Google Workspace (formerly G Suite) is a cloud-based collaboration suite that includes tools like Google Drive, Google Docs, Sheets, and Slides. It provides similar features to SharePoint, including document management, team sites, and collaboration tools.
Dropbox Business: Dropbox Business is a cloud-based file-sharing and collaboration platform that provides similar functionality to SharePoint, including document management, version control, and team collaboration.
Box: Box is a cloud-based content management and collaboration platform that provides a range of features, including document management, team collaboration, and workflow automation.
Confluence: Confluence is a collaboration and knowledge management tool developed by Atlassian. It provides a range of features, including document management, team collaboration, and knowledge base creation.
OneDrive for Business: OneDrive for Business is a cloud-based file-sharing and collaboration platform that is closely integrated with Microsoft 365. It provides similar functionality to SharePoint, including document management and team collaboration.
Overall, there are several SharePoint alternatives available that offer similar functionality and features.
You can find SharePoint templates in several places, including
To view old versions of files in SharePoint, navigate to the file you want to view, click on the ellipsis (three dots) next to the file name, and select "Version history" from the drop-down menu. This will display a list of all the previous versions of the file, with the most recent version at the top. Click on a version to preview it, or select "Restore" to revert to that version.
Microsoft offers several SharePoint certification exams to validate your skills and knowledge in SharePoint. Here are some of the most popular Microsoft SharePoint certification exams:
Microsoft Certified SharePoint Associate (MCSA): This Microsoft SharePoint certification validates your skills in implementing, configuring, and managing SharePoint 2016 or SharePoint Online. To earn this Microsoft SharePoint certification, you need to pass two exams: "70-339: Managing Microsoft SharePoint Server 2016" or "70-339: Managing SharePoint Online" and "70-345: Designing and Deploying Microsoft Exchange Server 2016."
Microsoft Certified SharePoint Developer (MCSD): This Microsoft SharePoint certification certifies your skills in developing SharePoint solutions. To earn this Microsoft SharePoint certification, you need to pass three exams: "70-483: Programming in C#", "70-486: Developing ASP.NET MVC Web Applications," and "70-488: Developing Microsoft SharePoint Server 2013 Core Solutions."
Microsoft Certified Power Platform App Maker Associate: This Microsoft SharePoint certification demonstrates your skills in building Power Apps solutions, including SharePoint integrations. To earn this Microsoft SharePoint certification, you need to pass the "PL-100: Microsoft Power Platform App Maker" exam.
Microsoft Certified Power Platform Developer Associate: This Microsoft SharePoint certification recognizes your skills in building Power Apps and Power Automate solutions, including SharePoint integrations. To earn this Microsoft SharePoint certification, you need to pass two exams: "PL-200: Microsoft Power Platform Functional Consultant" and "PL-400: Microsoft Power Platform Developer."
SharePoint can be a great tool for creating and managing technical submittals. Here are some steps you can follow to create technical submittals in SharePoint:
You can create a new SharePoint site or sub-site within your environment specifically for managing your technical submittals. This site can be customized to fit your organization's needs.
Create a SharePoint document library within the site/sub-site to store all the technical submittals. You can customize the document library to include relevant metadata fields such as project name, vendor name, submittal number, and date submitted.
Create a submittal template that includes all the required information for your SharePoint technical submittals. This can include things like project information, product descriptions, technical specifications, and testing data.
Create a submittal form that is based on your submittal template. This will allow submitters to enter all the required information for the submittal easily.
Create a SharePoint workflow that includes the necessary steps for reviewing and approving submittals. This can include routing submittals to the appropriate parties for review, tracking progress, and sending notifications.
The next step is to set up permissions to ensure that only authorized personnel have access to the submittals. This can include setting up read-only access for some users, while others may have the ability to edit or approve submittals.
Monitor the progress of submittals using SharePoint reporting features. This can include creating dashboards and reports that show the status of submittals, as well as any pending actions or approvals.
SharePoint is a web-based platform that is typically provided as part of a Microsoft 365 subscription or as a standalone product. As such, it is not software that can be downloaded in the traditional sense.
However, if you have a Microsoft 365 subscription or access to a SharePoint environment, you can access SharePoint through a web browser. If you want to access SharePoint on the go, you can download the SharePoint mobile app for iOS or Android from the respective app stores.
Suppose you do not have a Microsoft 365 subscription or access to a SharePoint environment. In that case, you can sign up for a trial version of Microsoft 365 to try out SharePoint and other Microsoft applications. You can also contact Microsoft sales to learn more about purchasing SharePoint as a standalone product.
If you are interested in learning SharePoint Online, a variety of resources are available to help you get started. Here are some steps you can follow to learn SharePoint Online.
Start by understanding SharePoint Online basics, including what it is, how it works, and what it can do for your organization. You can find plenty of resources online that provide an overview of SharePoint Online, including Microsoft's official documentation.
Take some time to familiarize yourself with the SharePoint Online user interface. This includes navigation, menu options, and the various SharePoint apps and services.
SharePoint Online has many powerful features, including document management, team collaboration, workflows, and more. Explore these features to understand how they work and how they can benefit your organization.
Microsoft offers various online training courses covering different aspects of SharePoint Online, including document libraries, lists, workflows, and permissions. You can find these courses on the Microsoft 365 training center or on the SharePoint training site.
Follow Microsfot SharePoint experts on social media and read their blogs and articles to stay up-to-date on the latest trends and best practices in SharePoint Online.
Practice, practice, practice! The best way to learn SharePoint Online is to use it regularly. Set up a SharePoint site or sub-site, create lists and document libraries, and experiment with different features to see how they work.