Nowadays, effective collaboration and streamlined information management are important to organizational success. Therefore, SharePoint which is a robust platform developed by Microsoft has become essential for achieving these goals. After reading this a question can arise in someone’s mind What is SharePoint Online? Why Should I Use It?
If you are wondering what SharePoint is and how it may benefit your organization? Don’t worry you are not alone! Many people ask us at SharePoint Migrator about the uses and advantages of SharePoint. In this guide, we will deep dive into the features and components of SharePoint, explaining its key features, benefits, and how to get started.
Table of Content
SharePoint is a web-based collaborative application created by Microsoft to help organizations work together and manage documents. It was Launched in 2001 and since then it has grown a lot over the years. Then after many updates and successful running it became a part of Microsoft 365 in 2011.
In this article, we are helping you to understand SharePoint’s core components including its various site types and libraries. By providing insights into how SharePoint can be leveraged for different organizational needs. Moreover, we aim to provide readers with the knowledge to understand the basic concepts and technical terms of SharePoint.
Let’s deep dive and understand SharePoint Online. Whether you are new to SharePoint Online or looking to increase your knowledge. this guide will offer valuable insights into how SharePoint can support and enhance your organizational processes.
What is SharePoint Online?
SharePoint Online has evolved from earlier versions with continuous updates of SharePoint.
It is a robust cloud-based platform developed by Microsoft introduced in 2012 to facilitate organizations to easily manage content and collaborate on documents.
It is platform-independent therefore it has a wide range of uses like creating intranet sites for internal communication. However, It also helps in managing workflows and document libraries. SharePoint lists help teams to stay organized and keep projects on track. Additionally, it includes advanced features such as version control, metadata tagging, and real-time collaboration.
The Type of SharePoint can be determined by the Mode of Deployment:
There are a total of three modes of deployment as of now :
- On-Premise: SharePoint is deployed on the physical server at the organization’s premises.
- On-Cloud: SharePoint is deployed on the cloud servers instead of the physical servers at the organization.
- Hybrid: It is the mixture of both On-premise and On-cloud
So, the two famous types of SharePoint are derived from here, SharePoint server(On-premise) and SharePoint Online(on-cloud). Hopefully, you have understood the definition of what is SharePoint Online. Let’s get into detail and understand the history of SharePoint.
What are the Main Components of SharePoint Online?
There are multiple components of SharePoint Online but the main components represent the file structure hierarchy of SharePoint Online. Here is the pictorial representation of components of SharePoint and below we have discussed in brief detail.
- Site Collection: It includes a main site and multiple subsites. It works as a container for various SharePoint sites and documents.
- Sites: individual sites are created for multiple departments within SharePoint. However, you can later customize Each site.
- Document Libraries: It is used to store and manage files. Document Libraries support versioning, metadata tags, and custom views.
- Folders: Files that are in the document library can be grouped to form a folder. It is the same as storing files in a folder within the file explorer.
- Lists: Lists in SharePoint are used to manage and store data i.e. contacts, or calendar events. This is important to note that Lists handle structured data rather than files.
- Metadata: It is used to store information about files and folders. Metadata helps in categorization and search for content.
- Views: SharePoint provides customizable views to display and filter documents and list items. Users can create different views to show data in different formats.
- Permissions and Security: It has customizable permissions settings for sites, libraries, and folders that ensure only authorized users can access or modify content.
History and Versions of SharePoint
There is an infographic representation of SharePoint history kindly go through this:
Different Versions of SharePoint
- SharePoint Server 2001: It was released in 2001 with basic features for collaboration and document management. It also includes features like centralized storage access, initial support for team sites, and project collaboration.
- Windows SharePoint Services 2.0 (WSS 2.0): This update includes an introduction to team sites, document libraries, and lists. This version was released in 2003 to attract users by providing a free version with basic collaboration features.
- SharePoint Server 2003: Updated in 2003 to enhance document management and content management features. Including Improved search capabilities, metadata tagging, and integration with Microsoft Office.
- Microsoft Office SharePoint Server (MOSS) 2007: This update was rolled out with advanced content management features, Improved search, and business intelligence tools. Including the first update of social features like blogs and wikis in SharePoint.
- SharePoint 2010: This was a Major Update released in 2010 with key features like a modern user interface with the Ribbon and improved business intelligence tools or support for SharePoint Designer.
- SharePoint 2013: This version of SharePoint includes major infrastructural and UI changes like Integration with cloud services by providing an cloud-based option and Modern SharePoint sites.
- SharePoint 2016:Microsoft improves compliance and security features. They have also improved the support for large-scale deployment of SharePoint. It comes with a hybrid option for connecting on-premises and on-cloud.
- SharePoint 2019: In this update, Microsoft introduced a modern user interface with improved communication sites. It also includes enhanced hybrid connectivity between SharePoint Server and SharePoint Online from the previous version.
- SharePoint Online (Microsoft 365): It has evolved from earlier versions with continuous updates in 2020. With key features, it gets regular updates and ongoing integration with different Microsoft 365 applications.
To understand what is SharePoint Online let’s see what are the key features of SharePoint Online
Main Key Features Provided by SharePoint Online
- Site Creation: SharePoint helps to easily create and customize various types of sites like team sites for collaboration and communication sites for sharing news and information.
- Document Management: It provides centralized storage by also providing version control, metadata tags, and advanced search options.
- Collaborative Features: Features shared calendars, discussion boards, and real-time co-authoring of documents.
- Workflow Automation: In SharePoint, there is an option for automating business processes and approvals.
- Intranet sites: Build internal websites to centralize company news and information.
- Security and Permissions: Provide control over access to content and data.
- Integration: Seamless connection with Microsoft Office and other Microsoft 365 services.
- Customization: Create custom solutions with web parts, apps, and integrations.
Organizational Purpose of Using SharePoint Online
There are multiple purposes of SharePoint Online here are some common ones:
- Remotely Access: SharePoint Online is built to support employees who work remotely. Because it is cloud-based therefore it helps to access content from any device if it has an internet connection.
- Device-Independent: SharePoint Online ensures that documents and resources are accessible across different devices. whether employees are using a laptop, tablet, or smartphone.
- Unified Content Access: In the early 20s, employees access the content through a USB device and are dependent on it to share the files from one location to another. However, USBs are prone to loss or corruption. SharePoint Online centralizes content storage which helps employees to access documents from one place and easily share them without USB.
- Knowledge Base: SharePoint Online can be customized to tackle the most frequent queries of customers via a Knowledge base. Organizations can create a Knowledge base site for their internal training or solve common customer queries. This makes it easier for customers to interact with your business and submit requests or obtain information.
- Document Sharing: Using SharePoint organizations can easily share their important files and documents to their clients or employees collaborating on that project.
- Improved Productivity: By resolving all these common pain points of an employee which include sharing data through USBs and struggling for clients to share a document. SharePoint also helps to increase the productivity of an employee.
Necessary Use Cases of SharePoint Online
Managing Documents and Enhancing Team Collaboration
SharePoint Online Mordenizes document management and team collaboration by providing a centralized platform for managing Official data. It has document libraries that enable users to categorize and filter content efficiently. it also provides Communication features like team sites to keep team members connected and informed. Organizations can automate workflows to streamline business processes such as document approvals and notifications.
SharePoint also features a version control that helps to track changes and maintains a history of documents and edits. The versioning system where a user can easily revert to the previous version of a document. However, administrators can set permissions at various levels which helps in safeguarding sensitive information and ensuring that only authorized personnel has access to documents.
Shared document libraries facilitate real-time editing which helps to enable multiple members to work on the same document without any conflicts
Building Intranet Portals for Internal Communication
In an Organization, SharePoint is great for creating an intranet site which ultimately helps everyone to be informed. It helps organizations to build a central place where employees can easily find company news, updates, and important documents. In SharePoint Online you can set up features like announcement feeds, discussion boards, and team collaboration spaces which helps everyone to communicate and work together easily.
Automating Workflows and Streamlining Processes
SharePoint Online is a master in automating workflows and streamlining processes in an organization. Businesses can reduce manual tasks and minimize errors by setting up automated workflows. For example, SharePoint allows you to automate approval processes like documents for review and sign-off or manage project tasks.
This feature helps to track the assigned tasks and productivity. Additionally, SharePoint is also efficient when you are integrating it with other tools. The known use case is it can customize forms and notifications
Creating and Organizing Project and Team Workspaces
SharePoint is effective for creating and organizing project and team workspaces. It helps teams to set up specific sites where they can track progress, store and manage projects, and collaborate on the documents at the same time. You can also create different workspaces where every workspace can include features like shared calendars, task lists, and document libraries.
SharePoint enhances team coordination by centralizing all project-related information. It also improves project management and ensures that everyone has easy access to the latest information and resources. This efficient approach helps the team to focus on their task rather than asking for resources.
Organizing Knowledge Base and Document Repositories
SharePoint is used for managing documents and organizing knowledge bases. Businesses can use it to build organized libraries with easy-to-access documents. Users can find related content quickly with SharePoint’s robust search features, metadata tagging, and version control. Which guarantees they are always working with the most recent versions of the documents.
Additionally, SharePoint’s customizable permissions and access controls help manage who can view or edit content, making it easier to maintain a secure and organized repository of valuable company knowledge. This system enhances information management and supports effective knowledge sharing across the organization.
Leveraging Business Intelligence and Data Reporting
SharePoint Online is useful for using business intelligence and data reporting. It can integrate with tools like Power BI to create interactive dashboards. SharePoint helps you to build custom reports and visualizations directly within your SharePoint site which enables teams to track key performance. By analyzing performance they can make informed decisions.
This platform also helps in the easy sharing of these insights across the organization which also helps all stakeholders to be informed about performance. SharePoint helps organizations make data-driven decisions by centralizing data reports and business intelligence reports.
Facilitating Secure External Sharing and Collaboration
SharePoint facilitates secure external sharing and collaboration by providing controlled access for communication with external partners. Organizations can share documents and collaborate with external stakeholders.
This platform allows customizable permissions, so you can specify exactly who has access to what content and what level of access they have. SharePoint also supports secure sharing links and expiration dates for shared content, helping to safeguard sensitive information.
Developing Custom Solutions and Applications
SharePoint Online helps in creating unique apps and solutions that are suited to particular business requirements. Because of its adaptable platform businesses may create and implement unique forms.
Organizations can design custom solutions that meet specific needs and procedures by utilizing SharePoint’s development tools like Power Apps. These unique apps can improve data management, automate processes, and offer specialized features.
Three Main Benefits Of SharePoint
- SharePoint is Secure: SharePoint provides advanced security features including permissions that are customizable and sharing options. These features help to protect sensitive information and ensure that the changes are only made by the authorized person.
- Internal Collaboration: SharePoint helps to enhance teamwork by offering collaborative tools such as shared workspaces, real-time document editing, and communication channels. This helps teams work together more efficiently and manage projects effectively.
- Automate the Regular Tasks: SharePoint automates routine processes like document approvals, notifications, and data collection. This reduces manual work, minimizes errors, and allows employees to focus on more strategic tasks.
Conclusion
To wrap it up, SharePoint is a game-changer for organizations that are aiming to streamline their operations. SharePoint can help organizations pursue their internal goals by providing centralized communication, automated workflows, and secure collaborations. In this guide, we have discussed all the necessary point that helps us to understand what is SharePoint Online, and what is SharePoint sites and libraries. However, I remember the phrase “SharePoint turns organizational chaos into a well-oiled machine” quoted by my colleague when we were collaborating on a project. Using this platform helps organizations to boost productivity.