We’re always excited when Microsoft announces the new Microsoft 365 updates for the month, so we thought that we’d collect all the updates for November 2020.
What is SharePoint: Everything You Need to Know About the Microsoft Platform
Teams working from home have had to adopt collaboration tools like Microsoft Teams, SharePoint, Outlook, and Skype for Business.
Let’s take a look at what SharePoint is, what it can do and what benefits it can provide your teams.
What is SharePoint?
The platform allows Microsoft 365 users to share and manage content (files, resources, company news, etc.) and applications to collaborate across the organisation.
What is SharePoint Used for?
What are the Benefits of an Intranet for your Business?
1. Employees can find essential information needed to complete their tasks.
2. It can make the onboarding process easier as everything about the company is available to new team members.
3. It can encourage employees to share knowledge with co-workers about their industry.
3 More Things you can do with SharePoint
1. Share Files – SharePoint allows for easy file sharing with employees in your organisation while allowing them easy access. Users can locate and edit files from any device anywhere they have an internet connection.
2. Simultaneously Edit a Document – No need to wait for the other person to finish their edits on a document. With SharePoint, your peers can work on a document at the same time without losing their edits.
What are the Benefits of SharePoint?
1. Centralised Administration
Admins can perform administrative tasks in a central location. These tasks include application management, security, system settings, general application settings, migrations, and more. The tool is ideal to ensure the intranet is up to date and ready for employees to use.
SharePoint allows its users to customise the platform how they choose. They can create custom layouts for their websites and add additional sections such as news, events, galleries, etc. Users can personalise the design, page content, workflows, navigation, and forms.
3. Document Management
4. Application Integration
SharePoint also integrates other productivity apps like Teams, Microsoft Graph, and Flow.
5. Enhanced Security
No need to worry about unauthorised access or other security concerns, as the platform includes advanced security features such as enhanced authentication and new workflow upgrades.
6. Simple File Sharing
7. Keep Employees Up to Date
8. Transform Business Processes
SharePoint allows you to completely transform and automate your business processes with tools like SharePoint libraries, PowerApps, and Microsoft Flow by creating workflows, rich forms, and custom apps made for every device.
Your teams can collect and store critical information from suppliers, partners, and customers to speed up processes, make informed decisions, and track customer preferences.
9. Completely Control the Back-End
10. Scale at your Pace
11. Choose a Site Type
Communication Site – Ideal for one-way information sharing, which allows you to add content in a visually appealing way for informing purposes. It can display the latest company news, policies, team photos, product photos, etc. This type of site isn’t connected with Office 365 apps.
Team Site with Office 365 Group – Includes integrated apps ideal for collaboration, including Teams, Outlook, and Planner.
Team Site without Office 365 Group – This option is exclusively for administrators. It’s not focused on collaboration, but rather intended for wider audiences.
12. Access Intranet on your Phone
With SharePoint, users are able to access information on the intranet via a mobile app allowing them to access content from anywhere.
SharePoint Online vs SharePoint Server
What is SharePoint Online?
SharePoint Online is a cloud-based service developed by Microsoft. Users don’t need to install SharePoint Server on-prem and businesses of any size can subscribe to the service.
You can subscribe to SharePoint Online only or bundle it with a Microsoft 365 plan.
What is SharePoint Server?
SharePoint Server (also known as SharePoint On-Premise) is a locally-hosted service running on hardware owned by your company. Since it’s not hosted by Microsoft, you are responsible for storage, server maintenance, hardware, and infrastructure upkeep.
What’s the Difference Between SharePoint Online and SharePoint Server?
- Hosted by Microsoft (cloud-based)
- Microsoft is responsible for architecture, storage and hardware
- Automatic updates
- Recurring Costs (licensing)
- Customization depends on infrastructure and updates
- Service Level Agreement (SLA) with 99.9% availability
- Microsoft is responsible for scaling
- Microsoft takes care of backups
- Locally Hosted
- User is responsible for architecture, storage and hardware
- Manually download and install updates
- Purchase License Once but has further costs (hardware upgrades and maintenance)
- Unlimited customisation
- You are responsible for availability
- You are responsible for scaling
- Manual backups
Another Deployment Option: SharePoint Hybrid
This option allows users to have the best of both worlds by syncing SharePoint Online and SharePoint Server.
What Roles are Available in SharePoint?
SharePoint Developer – Responsible for developing and customising the platform
SharePoint Consultant – Responsible for providing design solutions, helping clients with SharePoint, etc.
SharePoint Administrator – Responsible for maintaining the platform.
SharePoint Architect – Responsible for project management.
4 Tips on How to Effectively use SharePoint in Your Organisation
– Ensure documents can be easily found by organising files into their appropriate folders and using informative file naming conventions. Click here for a quick guide on file naming conventions.
– Use SharePoint alerts to stay up to date with changes to documents, tasks, events, etc. Users will receive an email with the notification.
– Ensure employees are trained on the many features SharePoint provides to allow them to use the platform to its full potential.
– Make use of SharePoint’s large add-ins directory. There are hundreds of tools available to make users’ lives so much easier. Have a look at the available add-ins here.
What Microsoft 365 Plan do you Need to Access SharePoint?
SharePoint is available to users currently enrolled in SharePoint Online Plan 1, SharePoint Online Plan 2, and Office 365 E3.
Cloud-based Service — On-demand services delivered to companies over the internet or The Cloud.
CRM — A CRM (Customer Relationship Management) is a strategy used to manage interactions with both existing and potential customers. It helps companies keep track of sales, provides insights, track customer interactions, etc.
Intranet — An intranet is a computer network for sharing information, collaboration tools, operational systems, and other computing services within an organisation, usually to the exclusion of access by outsiders.
Version History — Keeps track of updates or revisions made to a document and allows users to roll back to a previous version if needed.
Migration — A migration in the IT world means to move data to a new environment such as mailboxes, users, records, etc.
Server — A server is a computer that provides data to other computers. It may serve data to systems on a local area network (LAN) or a wide area network (WAN) over the Internet. Many types of servers exist, including web servers, mail servers, and file servers. (Definition by techterms.com)
Get SharePoint with Microsoft 365
If you liked this, you'll love these...
As Microsoft ends support for Office 2010, your business is left valuable to cyber attack. Upgrade to Microsoft 365 to stay secure and up-to-date.
For small to medium businesses, Microsoft 365 Business Voice is a cloud-based VoIP phone system that allows you to make and receive calls via the Teams app.