A Guide to Microsoft SharePoint
Microsoft
Frazer Lloyd-Davies
If your business already uses Microsoft 365, there’s a good chance you’ve come across SharePoint – though you might not be entirely sure what it actually does. The name itself doesn’t give much away and depending on who you ask, SharePoint can look and feel very different from one organisation to the next.
This flexibility is part of what makes it so powerful, but it also means many are left wondering what SharePoint is really for and whether it’s something their business should be using more of. If that sounds familiar, you’re not alone. This guide is here to clear up the confusion. We’ll explain what SharePoint is, how it works within Microsoft 365 and the key features that make it so useful for businesses.
What is Microsoft SharePoint?
SharePoint has been around since the early 2000s, originally introduced as a document management and storage system. Since then, it’s grown into a multi-functional platform used by over 200,000 organisations worldwide to help teams collaborate in an easier, faster and more effective way.
Today, SharePoint is included as part of Microsoft 365 and is most commonly used in its cloud-based form: SharePoint Online. It runs in your web browser and integrates seamlessly with apps like Word, Excel, Outlook, Teams and Copilot, so teams can access everything they need from one place.
There’s also an on-premises version called SharePoint Server, which some larger organisations use to have full control over their IT environment. But for most businesses, particularly those already working in Microsoft 365, SharePoint Online is the simpler and more flexible option. It doesn’t require extra infrastructure, updates automatically and supports hybrid and remote working right out of the box.
What is SharePoint Typically Used For?
Document Management and Storage
Unlike a standard file server, SharePoint gives businesses far greater control and visibility over their internal documents. You can build document libraries where files are grouped and sorted using metadata – custom properties such as department, document type, project or status. The built-in search functionality allows teams to quickly locate the documents they need using filters, keywords or advanced queries, making it much easier to manage growing libraries of content.
Each file has an automatic version history, with every change logged alongside the editor’s name and timestamp. This gives teams confidence they’re working on the latest version, while providing a clear audit trail when needed. If a mistake is made, earlier versions can be restored in a few clicks.
Permissions can be set at multiple levels, from site to folder to individual file, so sensitive documents remain protected without limiting access to more general resources.
Intranets and Communication Sites
Many businesses use SharePoint to build communication sites – most commonly intranets. These are secure, internal web-based portals that host more permanent or structured information than you’d typically share in Microsoft Teams. Examples include HR policies, training materials, event calendars, news and links to frequently used systems.
Each communication site is built using modular components known as web parts. These can be added, rearranged or removed depending on what the page needs to show. Web parts might include news feeds, image galleries, embedded videos, quick links, forms or document previews. You can also pin important announcements or create landing pages for specific departments or initiatives.
Navigation, colour schemes and logos can all be customised to reflect your company’s branding without any coding. SharePoint also supports audience targeting, so different teams or regions only see the content most relevant to them.
Team Sites
While communication sites are for one-way information sharing, team sites act as a private workspace for smaller groups or departments where everyone with access can contribute. Each team site comes with its own document library, shared calendar, task list and optional integrations with tools like Microsoft Planner and OneNote.
Team sites are tightly integrated with Microsoft Teams. When a new team is created in Teams, a linked SharePoint site is automatically generated behind the scenes. This means any files shared in Teams chats or channels are actually stored in that site’s document library. Access is controlled through Microsoft 365 groups, so only the right team members can view or edit content.
Automation and Workflows
SharePoint can help reduce repetitive admin work through automation. Using Microsoft Power Automate, you can build workflows that trigger specific actions when certain events occur. These workflows can range from simple to complex. A basic one might be setting up an approval process that starts whenever a document is uploaded or updated. More advanced ones can handle multi-stage approval processes or integrate with other Microsoft 365 apps like Teams, Outlook, Planner and Forms.
No coding is required to get started and most workflows are available as part of standard Microsoft 365 business plans. However, some advanced capabilities do require an upgraded Power Automate licence. It’s worth checking your current plan to see what’s included.
Why Use SharePoint in Your Business?
There are plenty of platforms out there for storing and sharing documents, but SharePoint conveniently ties everything together across the Microsoft 365 environment. If your team already uses Outlook, Teams or OneDrive, SharePoint slots right in and builds on that existing setup.
Some of the biggest benefits include:
- Improved Collaboration: Work on files together in real time, with everything saved in one place and automatically updated.
- Better Document Control: Keep files organised using metadata, version history and clear permission settings to avoid confusion.
- Stronger Security: Control who can access content, track activity and meet compliance requirements with built-in security features.
- Time Savings: Streamline admin tasks like document approvals or notifications using Microsoft Power Automate
- Scalability: Create new sites, pages or document libraries as your teams grow or projects evolve, without starting from scratch.
It’s also worth noting that SharePoint is highly customisable. While many businesses will use the out-of-the-box functionality, there’s also room to tailor applications or dashboards to better suit your operations.
IT Support for Microsoft 365 at Acronyms
If you’re already using Microsoft 365 and want to improve how your organisation works together, SharePoint is absolutely worth exploring. If you’d like help getting started with SharePoint or need advice on how to get the most from it, the team at Acronyms is here to support you. We offer a range of Microsoft services to suit your business, helping you build a setup that’s simple, secure and built around the way you work.
If you have any questions about SharePoint or would like to speak to us about our Microsoft services, contact the team at Acronyms today.