Because SharePoint can be used in so many different ways, it’s hard to pin it down exactly. It’s one centralised space for collaboration and document sharing. But it’s also used for workflow processes and company communications. SharePoint is not so much a programme or app that does one defined thing well, it’s an versatile platform that enables many different activities.
According to Business Insider UK, over 60% of SharePoint customers use the version within their Microsoft Office 365 account. If you’re not making most of your SharePoint, now’s the time to take a fresh look.
The Power of SharePoint Sites
Sites are areas within SharePoint. Using Sites, people can find specific information, work together and share documents.
Sites keep project notes all in one place, easy to find and always up to date with the latest versions. Information is accessible any place, any time, from any location.
One of the difficulties people run into when trying to work collaboratively with colleagues is repeating already completed work. Another is working with out-of-date documents, resulting in time wasted. SharePoint Sites minimise the chances of either of these happening. Documents available are the latest versions. Everything that’s pertinent to a project or group of people is accessible by everyone who needs it.
A further issue is security. With SharePoint Sites, you can grant access rights only where they’re relevant. This could depend on various factors:
- Geographical location if your company has offices in several different towns.
- By department.
- Between people from different offices working on a shared task.
Using SharePoint eliminates the risk of important documents staying locked in personal laptops or inboxes.
All the content within SharePoint is searchable, making information much easier to find. Data insights are deeper and more meaningful when you can see the big picture across all departments or office branches.
Businesses generate a lot of data, from images to documents to reports and everything in between. It can make finding that one vital piece of information very hard when data is randomly dispersed through the organisation.
SharePoint Lists and Libraries
Lists form the basic building blocks within SharePoint. Offering views of headings and data, they present information in rows and columns as in Excel. Lists may contain different types of information, such as clients, calendars, project tasks, or email contacts.
As well as Lists, SharePoint also offers Libraries. These are best used specifically for document storage. While you can add documents within Lists if you want to, keeping them in Libraries gives added functionality. SharePoint Libraries advantages include:
- Deeper search capabilities.
- Version histories.
- Check in/check out.
SharePoint 2016 is an updated version, offering many improved features. A few of these are better compliance features, encrypted connections, and durable links. Durable links means resource-based URLs stay with renamed or moved files.
This quick post is by no means a comprehensive list of all that using SharePoint can do for your business. If it’s new to you, and you’d like to hear more about the advantages, we’re more than happy to help.