If you are wondering what is SharePoint Online 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, and how to get started. Let’s start!
Table of Content
- What is SharePoint Online?
- Main Components of SharePoint Online
- Different History and Versions of SharePoint- Video
- Versions of SharePoint – In Detail
- Key Features of SharePoint Online
- Purpose of Using SharePoint Online
- Use Cases of SharePoint Online
- Getting Started with SharePoint Online
- Customize Sharepoint Online
- Conclusion
What is SharePoint Online?
SharePoint Online is a web-based collaborative platform created by Microsoft to make real-time collaboration, and document management tasks easier. Originally launched in 2001 as Sharepoint Server, and since then, it has evolved significantly over the years. After many updates and improvements, it became a part of Microsoft 365 as SharePoint Online in 2012.
It allows for setting retention policy which 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.
Key Benefits of SharePoint Online:
- Cloud-based: No on-premises hardware needed.
- Real-time Collaboration: Multiple users can work on the same document simultaneously.
- Secure Storage: Offers robust security features to protect sensitive data.
- Seamless Integration with Microsoft 365: SharePoint integrates perfectly with other Microsoft tools like Teams, Outlook, and more.
The type of SharePoint can be determined by the mode of deployment:
| Feature | SharePoint Online | SharePoint On-Premises |
| Hosting | Cloud (Microsoft servers) | Local servers |
| Updates | Automatic by Microsoft | Manual by the IT team |
| Scalability | Highly scalable | Limited by local infrastructure |
| Cost | Subscription-based | Infrastructure and license costs |
| Maintenance | Handled by Microsoft | Handled by the internal IT team |
| Access | Anywhere with internet | Internal network or VPN |
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 components of SharePoint Online.
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.
- SharePoint Online Permissions and Security: It has customizable permissions settings for sites, libraries, and folders that ensure only authorized users can access or modify content.
History & Versions of SharePoint
There is a quick video 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
Detailed Features of 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 to create a calendar in SharePoint Online, 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.
Use Cases of SharePoint Online
1. 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.
2. 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.
Getting Started with SharePoint Online
Here are the quick steps to log in, and use SharePoint Online:
-
Access through the Microsoft 365 portal: https://portal.office.com
-
Navigate to SharePoint or use the SharePoint app.
-
Create a site (team or communication site).
-
Add libraries, lists, and pages.
-
Set permissions and start collaborating.
After creating a site in SharePoint, our other task is to customize the SharePoint Online according to our organization’s needs. For the same, follow the step-by-step instructions given in the below section.
How to Customize Sharepoint Online?
Here are the key steps and options for customizing SharePoint Online:
1. Customize the Look and Feel
-
Change the Site Theme:
Go to Settings (⚙️) > Change the look > Theme -
Customize the Site Header and Logo:
Settings > Change the look > Header -
Edit the Navigation Menu:
Use the “Edit” option on the site’s top or side navigation to add/remove links.
2. Create and Modify Pages
-
Add a New Page:
Go to the site, and click New > Page. Choose a layout and template. -
Use Web Parts:
SharePoint pages are built using web parts. Click the “+” icon on a page to add various web parts such as:-
Document Library
-
Quick links
-
Image Carousel
-
Yammer feed
-
Power BI reports
-
After customizing a page, use Settings > Site contents > Site pages and click “Make homepage” on the desired page.
✅ Pro Tips
Start simple—avoid over-customizing at the beginning.
Use Microsoft’s templates (like the Communication site, or Project management site) as a starting point.
- After ensuring robust security change SharePoint Site from private to public (optional)
Bottom Lines!
SharePoint provides 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, what is SharePoint sites and libraries, and more. 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.