What is SharePoint and how businesses use it

Are you someone who is still organizing, sharing, and editing the files of your company on an outdated and clunky legacy system? Many years ago this tool was made to manage documents in a simplified manner as it makes the processes much easier and more efficient. In this blog, we will learn why SharePoint is a good investment for companies.

What is SharePoint?

SharePoint is a highly configurable cloud-based platform for managing and collaborating documents by which the teams can work remotely. It was released in 2001 so that businesses could store and arrange any kind of documents. This includes documents, images, news, links, data lists, and web pages.

Features of SharePoint

You may want to know what does SharePoint do so it is a feature-rich, versatile solution. Let's list a few of its features:

1. Document sharing: Your team can work on a document at once with the help of co-authoring.
2. Search: As you all that SharePoint has strong search capabilities that make it simpler for you to look at the documents you need from the large data set of your organization.
3. Content Management: It makes it easier for you to arrange and look after documentation and other content inside your organization.
4. Collaboration Tools: It can collaborate with tools like Yammer and Teams to improve the productivity of your team.
5. Workflow Automation: You can automate several work operations by using SharePoint workflows which can increase the efficiency of your team and save time.

Leveraging all the features of SharePoint can be tough for business users, since it requires coding. However at Titan Workspace we ensure to simplify SharePoint for business users. It helps them to bring in more productivity without facing any challenges.

Leveraging all the features of SharePoint can be tough for business users, since it requires coding. However at Titan Workspace we ensure to simplify SharePoint for business users. It helps them to bring in more productivity without facing any challenges.

What is SharePoint used for?

SharePoint can connect employees with the tools and resources they use daily, making it the most comprehensive enterprise platform when used as an intranet. Now you may know what is the purpose of SharePoint as they are used for the following purposes:

1. Document Management and Collaboration

   Users may handle Word, Excel, PowerPoint, and OneNote documents more efficiently by using SharePoint for document management. Users may easily create folders to manage and save these documents.

   Efficient document storage and management are ensured by this smooth interaction with SharePoint. It has the potential to promote collaborative work environments by including features such as version control, secure document sharing, and real-time co-authoring.

   Titan Workspace management Document system helps businesses by providing the features like Unified Dashboard, Guest User Portal and E-signatures. In addition to this the unique architecture of Titan Workspace’s DMS surpasses the 5000 threshold limit of SharePoint without compromising with any funcationlaity.

2. SharePoint Intranet

   SharePoint intranet sites are one of the greatest means of distributing information internally, which might include any information ranging from news to any important information. By building specialized intranet portals, organizations may exchange any information internally.

   This encourages transparency and improves the cooperation between team members. Employees can obtain critical information and keep themselves informed about company news using intranet sites, which is beneficial for building a more cohesive workforce.

   Business choose us for a more intituitive and customized Intranet to build a brand identity of their own.

3. Workflow Automation

   Organizations may automate workflows and get rid of doing manual work with the help of Microsoft Power Automate. Businesses can easily make automated workflows across a variety of apps, including Microsoft 365 and third-party solutions, by integrating Power Automate with SharePoint.

   It is therefore an effective tool for process automation. It helps in simplifying time-consuming tasks which helps businesses improve their operational efficiency.

   By automating manual processes with Titan Workspace business can save up to 60% of their IT cost. Moreover we deploy their demanded solution within a very short period of time.

4. Custom Lists

   You may need to store lists of information which is typically stored in Excel like lists of projects, lists of trackers, and so on. You can create custom lists even though there is a separate app for Microsoft Lists.

5. Content Management

   Some of the features provided by SharePoint include Strong document organization and storage, better search capabilities, approval workflows, collaboration, and compliance features are all provided by SharePoint. You can improve search accuracy, store different kinds of content, and build document libraries with unique metadata.

   This is what SharePoint can do is that it can do the real-time co-authoring of documents is possible amongst teams. It ensures appropriate content management with the help of compliance tools and retention standards.

6. Wiki Knowledge base

   SharePoint is not a dedicated wiki tool but it can be customizable to become a wiki tool. As you all know with modern SharePoint you can have compelling page editing capabilities. This makes use of metadata tagging for pages so you can create page templates and incorporate text, images, and videos onto it.

7. M365 Integration

   One of the most important SharePoint uses by which you can utilize SharePoint's robust connectivity with Microsoft 365 products, including Teams and OneDrive, to establish a comprehensive workspace that helps in building teamwork and productivity.

Is SharePoint part of Office 365?

A cloud-based subscription service called Microsoft 365, formerly known as Office 365, provides customers with access to several tools that increase productivity. It consists of programs like Word, Excel, PowerPoint, and Outlook apart from OneDrive, SharePoint, and Microsoft Teams as services.

You can work together on different devices and operating systems be it Windows or MAC. Calendars, video conferencing, email, and online storage are all included with Microsoft 365. The service is provided at several subscription tiers to accommodate a range of corporate and industry requirements.

With familiar applications, you can easily work with SharePoint files and manage all documents in real time. Additionally, it offers several tools for creating unique forms and apps, automating business processes, and managing workflows. So yes it is a part of Office 365.

From one-stop shop to the specific use case of SharePoint

Ever since SharePoint has become a part of Office 365 many significant changes have occurred in the past. From holding conversations to sharing and storing documents you can do many things in SharePoint.Some of the ways it can be used are as follows:

1. Task Management: In earlier times task web part was used in SharePoint for task management and synchronization with MS projects. It was quite clunky and had many limitations. As of now, Task Management is performed by the Planner and project for web applications.

2. Conversations: SharePoint has even tried to become social by introducing a Discussion board but it didn’t have the capabilities of Twitter and Facebook. So later on Microsoft introduced MS Teams and also you can use Yammer social network as well. Both of them can be integrated with SharePoint.

3. Workflows: In older versions of SharePoint you had to build workflows inside SharePoint.There was a tool preferably known as SharePoint Designer was used to build advanced workflow customization but it is not used anymore. With modern SharePoint, this workflow can be achieved with Power Automate.

What is SharePoint used for in business?

Let's say you run a company that is based in several locations. Under such circumstances, it may be difficult to make sure that each employee has immediate access to the documents they need. The employees can access, edit, share, and review documents using Microsoft SharePoint from any location in the globe. Some of the ways it is used in business operations are as follows:

1. Improved data management: Research shows that most workers spend their day responding to emails in their inbox which generates a lot of data. They can access SharePoint Online, which is hosted in the cloud, from any location at any time. These configurable connections allow one to create personalized views and interact with the system thus making the management of data easy.

2. Simplified business process: You should consider the processes you use to look after your daily operations. How does your company go about documenting routine operations? Among the most popular ones are the following:

   • Sending documents for approval

   • Maintaining a task, project, or issue log

   There are numerous pre-built workflows you can find with us that are intended to automate these tasks as well as others.

3. Regulatory compliance and cyber security: In many industries, including healthcare, law, and finance, experts are bound by strict regulatory criteria and norms. They have to meet a large number of requirements when it comes to controlling the document. At each checkpoint, SharePoint users can define security settings that follow their compliance standards. When controls are given accordingly to those employees only they can also edit, modify, and change the document.

4. Optimized content management: A multitude of business users, ranging from media specialists to blog writers, labor behind the scenes to maximize your company's content strategy. In a matter of seconds, users can produce and submit the document for approval. Let's say you arrange your content before publishing it in SharePoint intranet. in advance to appear live at a specific time on your websites or SharePoint intranet. If you're a multinational organization with needs for multilingual content management, SharePoint can handle this.

5. Centralized administration: There may be a few occasions when you, as the administrator of your company's SharePoint solution, need to modify the setup. Nevertheless, SharePoint has a central management console that streamlines this procedure. Instead of navigating between pages, authorized administrators can make all changes in one place. You can view, track, and modify the following data on the console:

   • Application management feature
   • SharePoint Forms
   • System Configuration
   • Restores and backups
   • Upgrades for SharePoint
   • Security configurations
   • Default application settings

6. Easy customization: Even while SharePoint comes with a lot of built-in capabilities, your teams might need certain features to carry out their specific tasks. With this option, you can get your forms and other features customized accordingly.

What are SharePoint sites?

SharePoint sites are the containers that hold content, lists, libraries, and applications. It serves as a collaborative space where employees can work together efficiently.

Types of SharePoint sites

Many kinds of SharePoint sites cater to the needs of the businesses are as follows:

1. Team sites:
   

   They are collaborative workspaces for teams so that they can share documents and it is suitable for long-term projects for smooth collaboration between the teams.

2. Communication sites:
   

   These sites are designed for broadcasting information like blogs to the audience globally. It is useful for creating for creating news, blogs, and other form of content for wider consumption.

3. Hub sites:
   To create a centralized navigation experience, hub sites connect and arrange relevant websites. They help organize and explore a group of related websites.

   Key features of SharePoint sites

   Some of the key features of the SharePoint sites are as follows:

   • Document libraries: They are included on sites to facilitate version control, file sharing, and document management.

   • Permission and security: Strong permission restrictions provided by SharePoint Sites ensure that users have the appropriate amount of access to material according to their designation.

   • Customization and branding: Websites can be customized to represent the identity of the organization, which gives them a unified business-like appearance.

Is SharePoint cloud-based?

Microsoft created SharePoint, a popular document management and collaboration platform. SharePoint Online and SharePoint On-Premises are the two deployment choices, which you are already aware of. The best version for your company will rely on several factors including the infrastructure, budgets, and unique needs of your company. So yes it is both cloud and server based. A majority of companies are migrating their data to the cloud so most businesses use SharePoint online as it saves the development cost and also it can store a lot of data

SharePoint server vs SharePoint online

As you all know that SharePoint has two versions on-premise and online but did you wonder what are SharePoint server and SharePoint online differences? It's important to understand the differences between them. Some of the key differences between them are as follows:

1. Infrastructure setup: You must have your servers for SharePoint On-Premises, as well as an IT staff to manage updates. On the other hand, SharePoint Online is a cloud-based solution that is included with Microsoft 365 subscriptions, so you don't have to worry about maintaining or managing your servers.

2. Data storage: SharePoint Online has storage limits that depend on your subscription plan.Whereas SharePoint On-Premises offers limitless data storage based on your server capacity. This means that one platform can provide a better data storage option than the other, depending on the demands of your company.

3. Licensing requirements: The regulations for licenses are another factor to take into account. While SharePoint Online does not require additional licenses, whereas SharePoint on Premises needs some licensing. This may affect the platform of your choice's overall cost and ease.

4. Features and functionality: As a component of Microsoft 365, SharePoint Online has smooth connectivity with other Microsoft products, including Teams, Power Automate, Power Apps, and more. The total efficiency and procedures for collaboration in your company might be significantly enhanced by this connection. On the other hand, SharePoint On-Premise might need extra setup and third-party tools.

It's important to assess the demands and resources of your company as you take these factors into account. SharePoint Online might be a more practical option for smaller businesses or those without a dedicated IT staff.

Conclusion

SharePoint is an agile platform that provides companies with efficient document management and workflow optimization. Because of its adaptability and integration with Microsoft 365, it is an effective tool for businesses of various kinds. Businesses can benefit greatly from the platform whether they go with SharePoint On-Premises for greater infrastructure control or SharePoint Online for its cloud-based accessibility. With its centralized management and configurable features it is an all-in-one solution for contemporary company requirements.

FAQs

1. Is SharePoint going away in 2024?
   As businesses evolve and continue to grow the need for managing and securing the documents will increase so it will never go away as companies will need to use them.

2. Which is better Google Drive or SharePoint?
   Google Drive attracts businesses because of its low pricing but it is difficult to maintain when it comes to its maintenance and security. SharePoint is very secure as it enables the permission of who can see the documents or check the business process flow. So businesses should prefer SharePoint because of its robust security features.

3. Is SharePoint SaaS or PaaS?
   The cloud-based version of Microsoft SharePoint online is known as Software-as-a-Service (SaaS) which has led the way in corporate intranet development since 2001.

• Ashish Kamotra
• May 01, 2025