What Are the Key Features of SharePoint for Modern Businesses

SharePoint gives businesses strong tools to handle documents, help people work together, set up automatic tasks, connect with Microsoft 365, and keep data safe. Many companies pick SharePoint because it makes teamwork easier and keeps information safe.

Over 80% of Fortune 500 companies use SharePoint to manage documents and work together, and more than 200 million people use it every month.

These features help teams work well together, find information fast, and keep business data safe.

Key Takeaways

• SharePoint lets teams work together easily. Many people can edit files at the same time. Everyone can share information in one place.

• It keeps documents neat with version control and tagging. You can find files fast with search. Users always get the newest files quickly.

• Automation tools in SharePoint save time. They handle tasks like approvals and notifications. People do not need to do these jobs by hand.

• SharePoint works well with Microsoft 365 apps and other tools. This makes work faster and easier for everyone.

• Strong security features keep business data safe. Encryption and access controls protect files. SharePoint also follows important rules.

Key Features of SharePoint

Document Management

SharePoint helps keep files neat and easy to find. All documents go in one place, so there is less mess. Version control makes sure everyone uses the newest file. The system saves old versions, so mistakes are easy to fix. This stops problems from having too many copies. Teams can work together without confusion.

SharePoint uses metadata tagging to sort documents. This makes searching much faster than using folders. You can filter and sort by author, date, or category. AI-powered sorting helps tag and organize files for you. This saves time and makes things more accurate. SharePoint Syntax uses machine learning to pull out important details. This makes documents easier to manage and search.

Tip: SharePoint has tools to find and remove extra files. This keeps the document library tidy and easy to use.

Many people use managed metadata and term sets to make tags the same everywhere. This helps everyone find what they need quickly. You can use your phone to see and edit files from anywhere. Some people think mobile support is not as strong as other platforms.

Collaboration Tools

SharePoint gives teams many ways to work together. Team sites let groups share files and talk in one spot. Real-time co-authoring lets many people edit at once. This helps finish projects faster and cuts down on waiting.

Companies using SharePoint finish projects up to 30% faster. Team productivity goes up by 20-25%. More people feel involved when they use real-time tools. Companies also get better at new ideas and keeping clients happy.

SharePoint hub sites link related sites together. There are no strict layers, so it is easy to move around. This helps as companies grow and add new teams.

Workflow Automation

Workflow automation is a big reason people like SharePoint. It has built-in workflows for things like approvals and feedback. These workflows do boring tasks for you. This saves time and stops mistakes.

• Approval workflows send files to the right people for review.

• Notification workflows tell you when something changes.

• Custom workflows handle harder jobs with many steps.

• Status workflows update files to show if they are done or not.

Power Automate works with SharePoint for even more automation. You can set up approval requests that send alerts in Microsoft Teams. This makes work go faster and smoother.

Integration

SharePoint works well with Microsoft 365 and other tools. Every Teams workspace has a SharePoint site for sharing files. You can open, change, and share files right in Teams.

SharePoint connects with Power Automate, Power Apps, and Power BI. It also links to outside systems like CRM and ERP. This helps keep data up to date and easy to use.

• One place controls who can use connected apps.

• Data syncing keeps info current everywhere.

• Better reports help people make smart choices.

• Compliance tools help meet rules and laws.

These connections help people get more done. SharePoint becomes the main place for business work.

Security

Security is very important in SharePoint. It helps protect business data. SharePoint follows rules like GDPR, HIPAA, PCI DSS, and SOX. Companies can pick where their data is stored.

SharePoint uses role-based access control to limit who sees data. Encryption keeps data safe while moving or stored. Multi-factor authentication adds extra safety. Auditing helps spot problems early.

1. User access control lets only the right people see data.

2. Encryption and strong passwords stop unwanted access.

3. Monitoring and updates help fix weak spots.

4. Data classification puts the right safety on each file.

5. Incident response plans help fix problems fast.

Microsoft Purview adds more tools for data safety. These include retention rules and protection labels. Some companies use extra tools for even better security.

Note: Training and clear rules help people stay safe. This lowers the chance of mistakes.

Real-World Applications

Project Management

SharePoint helps with project management by putting planning, tracking, and teamwork tools together. Teams use SharePoint with Microsoft Teams and Planner to organize tasks. They can give jobs to people and check how things are going. Everyone can see what is happening in one place. This makes it easier to finish work on time and not fall behind.

Project managers use SharePoint to set goals and watch important numbers like how long tasks take and which ones are late. Dashboards and Gantt charts show what is going on right now. Automated workflows help teams find problems early and change plans fast. These tools help finish projects better and let leaders see what is happening.

HR Processes

SharePoint makes HR work easier by doing boring jobs automatically and keeping files neat. HR teams use SharePoint for onboarding, offboarding, checking rules, and training. Workflows send emails, get approvals, and give alerts. This means less work by hand and fewer mistakes.

Capilano University made HR work better by using SharePoint hub sites for each HR group. This helped keep files safe and easy to find. It also made it easier for people to work together and protect private employee information.

Intranet Solutions

SharePoint lets companies build intranet sites to connect workers and share news. Businesses use communication sites and news web parts to give updates and announcements. Viva Engage and Stream help people join in and watch live events.

• SharePoint intranets have teamwork tools, automatic workflows, and work on phones.

• Ready-made intranets are quick to set up, cost less, and get updates often.

• Custom intranets can do more but need more time and IT help.

Companies use audience targeting, safe team spaces, and built-in analytics. These tools help workers find what they need, stay up to date, and work together better.

SharePoint vs. Other Platforms

Unique Strengths

SharePoint is different from other content management platforms for many reasons:

• It works well with Microsoft 365 apps like Teams, Outlook, Excel, and Word. This helps people work together and share files right away.

• It has strong security and compliance features. Microsoft Purview helps keep data safe with special labels and rules.

• You can control who sees what by setting permissions for sites, libraries, folders, or single documents.

• SharePoint is made for the cloud but can also work on local servers. This gives businesses more choices.

• AI tools like Copilot help with sorting files and finding things faster.

• Power Automate lets you make custom workflows to handle hard business tasks.

• All files are kept in one main place, so it is easy to find what you need.

• If a business wants, it can keep everything on its own servers for more control.

• You can change how SharePoint looks and works without needing to be a coding expert.

• Microsoft Search and Microsoft Graph help people find information quickly, even in big companies.

Note: Google Workspace and Box let people work together and store files. But they do not have as many ways to change, connect, or protect things as SharePoint does.

Comparison Overview

SharePoint goes up against Alfresco, Confluence, Google Workspace, Box, DocuWare, and OnBase. Each one is good at something, but SharePoint stands out because it connects with Microsoft 365, has strong security, and can be used in different ways.

SharePoint costs $5 per user each month with Microsoft 365. It does not have a free plan by itself, but it comes with many features. Some other tools, like Papermark, have free plans but do not offer as much as SharePoint.

People who use SharePoint are happy with how it works with vendors and how often they renew. Some other tools, like DocuWare and OnBase, get higher scores for features and abilities.

SharePoint is a great pick for companies that want strong tools for managing files and working together in the Microsoft world.

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SharePoint helps businesses work together and keep files safe. It makes teams more productive. Mobile optimization lets people use SharePoint on their phones. Enhanced search helps find things quickly. It works well with Microsoft 365, so teams finish work faster. Experts say to use SharePoint’s AI-powered tools and automation. These tools make work easier and protect important data. Companies that use these tools get better results. Their digital changes go more smoothly. Businesses should try SharePoint to find new ways to grow and stay safe.

FAQ

What makes SharePoint different from other document management tools?

SharePoint works closely with Microsoft 365. It has strong security and can be changed to fit your needs. Teams can keep files, set up automatic tasks, and work together in one place. Many companies pick SharePoint because it follows rules and connects with Microsoft apps easily.

What types of businesses benefit most from SharePoint?

All kinds of businesses use SharePoint. Big companies like that it can grow and keeps things safe. Small businesses like that it is easy to start and works with Microsoft 365. Any group that shares files, tracks projects, or wants to save time with automation can use it.

What security features does SharePoint provide?

SharePoint uses encryption to keep data safe. It lets you control who can see files. Multi-factor authentication adds more safety. It follows rules like GDPR and HIPAA. Admins can set who can see sites, folders, or files. Microsoft Purview gives even more ways to protect and manage data.

What is SharePoint workflow automation?

SharePoint workflow automation does boring jobs like approvals or alerts. People can make their own workflows with Power Automate. This helps teams save time, make fewer mistakes, and finish projects on time.

What devices can access SharePoint?

People can use SharePoint on computers, tablets, and phones. The mobile app lets teams look at, change, and share files anywhere. SharePoint works in web browsers and with Microsoft Teams for easy use.