Searching for software that will help you improve the productivity of your organization? Looking for a platform to ease communication and collaboration at your firm?
With the amazing benefits of SharePoint, you might want to explore it a lit bit more. This will help to ensure that you invest in the right platform for a longer interval.
Is SharePoint a good choice for your business? Will you make the right investment?
We will share with you SharePoint features and benefits to help you make the right decision.
What is SharePoint?
Microsoft SharePoint Online is a highly configurable and customer-oriented web-based platform. It is integrated with Microsoft Office for storing and sharing files. Simply, it is a content and document management system.
SharePoint provides a secure workspace for organizations to coordinate and communicate. You can build tasks, track schedules, and get details about the projects.
The method to use SharePoint:
- Log in to Microsoft 365 as admin, then choose SharePoint from the apps in the menu.
- Choose Page in the left-vertical pane, and then click on Create Site
- Select the Team Site
- Choose the design of your website which matches your requirements
- Enter correct details, which includes name and description
- Click on Finish to complete the whole setup
Why are SharePoint document libraries vital?
They act as a containing space for your members’ lists. SharePoint gives you the capability to have a separate library for every client, internal department, and partner. Once the users click on the library, they have access to the documents and content.
The perfect method to use SharePoint Document Library are:
- Choose the Documents in the left-vertical pane
- Choose New to add new items. You can also drag and drop files in the current library folder.
- Select a Microsoft Office file to open in the app.
- Modern web apps give you the freedom to edit the file with other members simultaneously. But you still get the ability to Check Out a file and stop others from working on the file simultaneously.
What is the purpose of SharePoint?
1. SharePoint Lists
You can manage the information using sharepoint lists and libraries. SharePoint lists are similar to spreadsheets that consist of rows and columns. It is available to users after concurrent access to avoid any hassle in the data.
SharePoint project management is smooth as it has all the web-based features to create, update, delete or review items in the list.
2. SharePoint Workflows
A workflow is the set of decisions and tasks that gives you the right outcomes. They are like the automated flowchart application that handles the execution of standard business processes. SharePoint has a set of templates that are used to generate workflows to save your efforts and time. This will help to gain consistency and efficiency for tasks.
There are different roles linked with the workflows:
- Creator: The person who will create the template of workflow.
- Author: The person who will configure the workflow of your organization using a workflow template.
- Initiator: This person will start a new workflow instance for a list item or document. They have permission to terminate the workflow if needed.
- Participant: This individual performs the task associated with the workflow
3. SharePoint Search
This is the basic feature that allows users to enter and execute search queries. The scope of search is in the recent website and any sub-sites. The search application processes the query and returns search results that partially or fully match the queries.
Search results might include links to libraries, lists, sites, documents, or web pages. The search engine in Microsoft SharePoint online does need permissions, previous searches, and the context in responding to your queries. SharePoint web pages have a search query box, where you can search by adding words, and it will return the solutions.
4. SharePoint Libraries
It provides the host with features to store, group, modify, filter, and capture vital data about the content stored. The content stored in the data can be stored in the library to enhance search and analysis.
A library allows the members to manage, create, collect, and update files collaboratively. One of the many benefits of SharePoint is that you also get access to a great number of default libraries for specific purposes. You get the freedom to use default library apps to build new libraries.
5. SharePoint Project Site
This template has many components that support SharePoint project management, like:
- Project summary
- Task timeline
- Task list
- Calendar
- Document library
- Built-in task management features
This is a convenient method to handle tasks and projects hassle-free.
What are the pros and cons of SharePoint?
Pros of SharePoint
- Many Features: It has a diverse set of features like task management, document management, security information, and asset library. This gives your organization a seamless experience in sharing, managing, and storing information in the digital world.
- Office 365 Integration: Office 365 products work seamlessly with SharePoint. Your organization can leverage all products and connect them with SharePoint.
- Integration: There are great exclusive functionalities with SharePoint. You can also integrate extensions with existing businesses, including CRM and ERM. This will make it easier for organizations to get access to information.
- Customization: Many organizations are choosing SharePoint as it can be molded to meet various business requirements. It gives you different types of enterprise solutions, intranets, portals, collaborative workspaces, and more.
- Reliability: With Microsoft support, you can rely upon solutions during setup, installation, and more. They will provide answers to the technical problems you come across in SharePoint.
- Collaboration: SharePoint aims to increase employee participation if used properly. You can use it as a central hub for messages, video chat, schedule meetings, and other productivity tools.
- Data Security: Microsoft SharePoint online has advanced level protection. The data transmissions are protected using the best encryption method. There is two-factor authentication to identify the correct users.
Cons of SharePoint
- Less Control: Once you move to cloud services, you get control of the front-end and could disrupt your business requirements.
- Increases Bandwidth: It is a slow and painful experience after migrating with Office 365 and may increase your bandwidth.
- Extra Development Efforts: Consider the additional time, issues, and cost required in case of integration. This might affect the productivity of the employees.
- Extensive Features are complicated: With a wide range of SharePoint features and benefits, you get confused. It consumes more time to invest in tailoring the perfect features and functions.
The Last Takeaway!
We have provided you with the best features, pros, and cons of SharePoint. It is perfectly suited for small, medium, and large businesses that need team collaboration for projects.
