SharePoint
« Back to Glossary IndexFor Australian business owners managing teams of 20 to 250 staff, improving team collaboration and implementing a reliable Document Management System is essential. One of the most powerful platforms available is Microsoft SharePoint. Whether using SharePoint Online within Microsoft 365 or SharePoint Server On-Premises, the platform provides scalable Content Management and Business Process Management tools.
As part of Office 365, SharePoint integrates seamlessly with Microsoft Teams (MS Teams), Power BI, and Power Automate to create a comprehensive digital workplace. From document libraries to intranet portals, SharePoint supports organisations in streamlining workflows and improving productivity.
Understanding SharePoint: The Basics
SharePoint is both a Content Management System (CMS) and a Document Management System (DMS), allowing businesses to create SharePoint sites where employees can collaborate, store documents, and automate processes.
Quick Timeline
- Windows SharePoint Services (Early 2000s): Focused on document management and intranet sites.
- Microsoft Office SharePoint Server: Enhanced enterprise collaboration and intranet portals.
- SharePoint 2016 and SharePoint 2019: Added improved compliance, performance, and hybrid cloud functionality.
- SharePoint Online in Microsoft 365: Modern collaboration, cloud scalability, and integrations with MS Teams and Power Apps.
Today, SharePoint continues to evolve with features such as Intelligent Information Management and AI-powered enhancements like Copilot.
Key Features of SharePoint
Comparison of SharePoint Server vs. SharePoint Online Features
| Feature | SharePoint Server (On-Premises) | SharePoint Online (Microsoft 365) |
|---|---|---|
| Deployment | On-premises in company servers | Cloud-based |
| Updates | Manual (via SharePoint Designer 2013) | Automatic with Microsoft 365 |
| Integration | Limited | Deep integration with Office 365, MS Teams, Power BI |
| Scalability | Hardware-dependent | Cloud scalability |
| Cost | Upfront and ongoing | Subscription-based |
| Workflow Automation | Built with SharePoint Designer | Modern automation via Power Automate |
Core Features
- Document Management: Centralised document libraries, version control, metadata tagging, and audit trails.
- Team Collaboration: Real-time editing, co-authoring, and deep Microsoft Teams integration.
- Intranet Sites & Portals: Build robust intranet portals for corporate communication.
- SharePoint Framework: Customise sites, branding, and workflows.
- Business Process Management: Automate approvals and business processes using Power Automate and Power Apps.
- Integration: Native connection with Office 365 and third-party apps.
- Security & Compliance: Permissions, encryption, and governance.
- External Sharing: Share content securely with external stakeholders.
- Mobile Access & Apps: Use SharePoint apps for remote collaboration.
How SharePoint Works
SharePoint architecture revolves around SharePoint sites, lists, document libraries, and Content Types. Administration is managed by IT teams or a SharePoint Architect to align with business goals.
End-User Interaction
Employees interact with SharePoint through SharePoint web parts, SharePoint apps, and intranet portals. The user experience allows for:
- Managing metadata models and content types.
- Building workflows through Power Automate.
- Using MS Teams and SharePoint together for seamless communication.
Common Use Cases for SharePoint
- Corporate Intranets: Build modern intranet sites with company news, policies, and HR resources.
- Project Management: Support team projects with dedicated SharePoint sites, task lists, and document storage.
- Document Storage: Secure storage with compliance and retention policies.
- HR Automation: Digitise onboarding, leave requests, and performance reviews.
- Knowledge Management: Use metadata models and intelligent information management for enterprise knowledge.
- Custom Development: Engage a SharePoint Developer to build custom solutions using the SharePoint Framework.
Step-by-Step Guide: Getting Started with SharePoint Online
Visual Walkthrough
- Create Your First Site
- Go to the SharePoint in Microsoft 365 dashboard.
- Choose a Team Site or Communication Site.
- Configure the site structure to match your business.
- Set Up Document Libraries
- Upload files and apply metadata tagging.
- Establish content types for consistency.
- Manage Permissions
- Use SharePoint’s permission system for governance.
- Invite staff via email and define their roles.
- Build Workflows
- Use Power Automate to set up document approvals.
- Add SharePoint web parts for dashboards and project tracking.
Advantages and Limitations of SharePoint
Pros and Cons Overview
| Pros | Cons |
|---|---|
| Advanced enterprise content and document management | Complex deployment in on-premises setups |
| Cloud scalability & hybrid options | Steep learning curve for non-technical staff |
| SharePoint apps and web parts for flexibility | Potential feature overload |
| Deep Office 365 and MS Teams integration | Subscription and licensing costs |
| Strong compliance and content management | Customisation may need a SharePoint Developer |
Frequently Asked Questions (FAQ)
- What’s the difference between SharePoint and OneDrive?
OneDrive is personal storage, while SharePoint Online is built for team collaboration and enterprise document management. - Can SharePoint be used without Office 365?
Yes, SharePoint Server 2019 and other on-premises versions can be deployed. - Is SharePoint secure?
Yes. SharePoint provides encryption, permissions, and governance controls for enterprise-grade security. - Who manages SharePoint?
Usually IT teams or a SharePoint Architect. Advanced development may involve a SharePoint Developer. - Can SharePoint be migrated from older systems?
Yes, the SharePoint Migration Tool simplifies upgrades from legacy systems.
Conclusion
For Australian businesses, Microsoft SharePoint offers a scalable and secure solution for document management, project management, and enterprise collaboration. Whether deployed via SharePoint Online in Microsoft 365 or SharePoint Server On-Premises, it delivers unparalleled capabilities.
At Enabla Technology, we specialise in helping organisations deploy, migrate, and optimise SharePoint solutions. From SharePoint On-Premises environments like SharePoint 2016 and SharePoint Server 2019 to modern cloud setups, we ensure businesses maximise their investment in SharePoint.
Recommendations to Enhance Use
- Provide tables and guides for staff training.
- Use callout boxes to highlight best practices.
- Include a glossary for terms such as Content Types, SharePoint Designer, and Intelligent Information Management.
- Add visuals like Power BI dashboards, SharePoint web parts, and walkthrough videos.
By leveraging SharePoint as both a Content Management System and a Document Management System, businesses can streamline workflows, foster collaboration, and future-proof their operations with enterprise-level solutions.
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