Microsoft SharePoint
« Back to Glossary IndexMicrosoft SharePoint is a cornerstone of modern business collaboration, offering an intelligent platform for document management, real-time collaboration, and secure cloud storage. Integrated within the Microsoft 365 business suite, SharePoint enables organizations to store, share, and manage information seamlessly across teams and devices. For Australian businesses with between 20 and 250 staff, it provides an efficient way to streamline communication, automate processes, and enhance productivity.
At Enabla Technology, we understand that every business needs tools that deliver value, scalability, and compliance. This guide explains how SharePoint Online and SharePoint On-Premise can revolutionize your document workflows, connect teams, and ensure data integrity while maintaining a great user experience.
Understanding Microsoft SharePoint
What Is SharePoint?
Microsoft SharePoint is a web-based collaboration and document management platform designed to serve as a centralised repository for your organisation’s files, documents, and data. It’s more than just a place for file storage—it’s a dynamic tool for document collaboration, workflow automation, and secure sharing. SharePoint integrates effortlessly with Microsoft 365, Teams, and OneDrive, creating a cohesive ecosystem for modern businesses.
SharePoint’s Evolution
Since its introduction, SharePoint has evolved from a simple file-sharing system to a robust, enterprise-ready solution. It now exists in two main forms:
- SharePoint Online – The cloud-hosted version within Microsoft 365, offering automatic updates, scalability, and advanced security features such as multi-factor authentication and Azure Storage Service Encryption.
- SharePoint On-Premise – A server-based version, including SharePoint Server 2019, that allows organisations complete control over infrastructure, configurations, and compliance.
The SharePoint Framework (SPFx) further extends functionality, allowing developers to build custom Web Parts, design modern site pages, and tailor the environment to the specific needs of your team.
Comparing SharePoint Options
| Feature | SharePoint Online | SharePoint Server 2019 (On-Premise) |
|---|---|---|
| Deployment | Cloud-based (Microsoft 365) | On-premises within your data centre |
| Maintenance | Managed by Microsoft | Managed internally |
| Security | MFA, ISO/IEC 27001, Azure Encryption | Organisation-controlled security policies |
| Updates | Automatic | Manual upgrades |
| Storage per user | Scalable cloud storage | Dependent on server capacity |
| Integration | Office 365 Enterprise, Power BI, Power Automate | Limited integration options |
Core Functions and Capabilities
Document Libraries and File Storage
Document Libraries are at the heart of SharePoint’s functionality, serving as structured areas where files can be stored, versioned, and shared securely. They support metadata tagging, version history, and custom permissions, ensuring users always work with the latest files. SharePoint’s file storage capabilities integrate with OneDrive for Business for seamless syncing and access across devices.
Real-Time Collaboration
SharePoint promotes real-time collaboration across distributed teams. Multiple users can co-author documents simultaneously, view version history, and manage permissions—all while maintaining authorised access and preventing unauthorised access. Whether using SharePoint Online or SharePoint Server 2019, employees can collaborate confidently knowing their data is protected.
Communication and Hub Sites
Businesses can create Communication Sites and Hub Sites to share company-wide updates, resources, and knowledge bases. These sites use modern site pages and Web Parts to design visually appealing and functional intranets that enhance the user experience and strengthen internal communication.
Workflow Automation
Through Power Automate (previously MS Flow), SharePoint can automate everyday tasks—such as document approval processes, notifications, and data synchronization. This improves efficiency and ensures consistency across departments.
Integration and Customization
Seamless Integration
One of SharePoint’s greatest strengths is its integration with the Microsoft 365 ecosystem, including Teams, Outlook, OneDrive, and Power BI. Together, they form a unified business suite that enhances decision-making and operational transparency.
- Power BI: Visualize SharePoint data with interactive dashboards.
- Power Automate: Automate workflows and notifications between apps.
- Power Apps: Build custom business applications tailored to your processes.
Customization via SharePoint Framework (SPFx)
The SharePoint Framework allows developers to create tailored Web Parts and solutions that extend SharePoint’s functionality. These customisations can improve navigation, reporting, and automation—all while keeping the environment intuitive for end-users.
Site Attestation and Governance
SharePoint supports governance through Site Attestation Policy and built-in compliance tools. Businesses can verify site ownership, manage lifecycles, and ensure compliance with data retention and security policies.
Security, Compliance, and Governance
Enterprise-Level Security
Microsoft ensures that SharePoint Online meets international standards such as ISO/IEC 27001, providing robust protection against data breaches and unauthorised access. Features include:
- Multi-factor authentication (MFA) for identity security.
- Azure Storage Service Encryption for data at rest.
- Permission-based access controls to define authorised access levels.
Compliance and Control
SharePoint’s compliance features align with Australian Privacy Laws and global frameworks. Businesses can enforce data retention policies, monitor sharing activity, and maintain control through the SharePoint Admin Center.
Governance Best Practices
- Use Hub Sites for organized navigation and management.
- Apply consistent templates across Communication Sites.
- Regularly review access and permissions for compliance.
Benefits and Limitations
Key Benefits
- Real-time collaboration and seamless communication.
- Scalable cloud storage and version control.
- Integrated analytics via Power BI and Microsoft 365 apps.
- Compliance-ready architecture with ISO certifications.
- Customisation flexibility through SharePoint Framework.
Potential Drawbacks
- Can be complex for beginners to configure.
- Requires structured planning for optimal performance.
- On-premise versions require internal IT management.
| Pros | Cons |
|---|---|
| Streamlined document collaboration | Initial setup complexity |
| Secure and compliant environment | Requires user adoption and training |
| Integration with Power Automate and Power BI | Licensing and storage costs |
| Excellent user experience on modern sites | On-premise maintenance overhead |
Real-World Applications
SharePoint supports a wide range of business use cases:
- Intranet Portals – Build modern intranets with Communication Sites and Hub Sites for team engagement.
- Project Management – Use task lists, calendars, and document libraries for unified project tracking.
- Knowledge Repositories – Centralize business intelligence and documents in a centralised repository.
- Compliance Portals – Implement governance and reporting tools aligned with ISO/IEC 27001 standards.
Example: Enabla Technology Implementation
A Melbourne-based engineering firm with 120 staff adopted SharePoint Online and Power Automate with Enabla Technology’s guidance. The outcome: streamlined workflows, automated document approvals, enhanced compliance visibility, and significant time savings through real-time collaboration.
Getting Started with SharePoint
- Plan Your Environment – Define business goals, document structures, and governance rules.
- Choose Your Version – Decide between SharePoint Online (cloud-based) or SharePoint On-Premise (server-based).
- Design Modern Site Pages – Create visually engaging layouts using Web Parts.
- Set Permissions – Control authorised access through SharePoint Admin Center.
- Automate Workflows – Use Power Automate for process efficiency.
Avoiding Common Pitfalls
| Mistake | How to Avoid |
|---|---|
| Lack of Governance | Implement a clear Site Attestation Policy |
| Poor User Adoption | Offer SharePoint and Microsoft 365 training |
| Unstructured File Storage | Use Document Libraries with metadata |
| Ignoring Compliance | Regularly review permissions and retention policies |
Conclusion
Microsoft SharePoint—whether through SharePoint Online or SharePoint Server 2019—is an adaptable, secure, and scalable solution that supports digital transformation. By uniting document libraries, modern site pages, Power Automate, and Power BI, SharePoint enhances communication, ensures compliance, and drives productivity.
For Australian businesses aiming to modernise their collaboration tools and secure their data, SharePoint is an indispensable asset.
At Enabla Technology, we help organisations plan, migrate, and manage SharePoint environments tailored to their specific needs. Whether it’s deploying Office 365 Enterprise, integrating Power Platform, or configuring SharePoint On-Premise, our experts ensure a smooth transition that maximises efficiency and compliance.
Ready to modernise your business operations?
Contact Enabla Technology today to discuss how SharePoint can revolutionise your digital workplace.
