Microsoft SharePoint is a collaboration and content management platform designed to help organisations store, organise, share and access information securely from almost any device. It addresses common challenges around document management, internal communication and team collaboration by providing a centralised environment integrated with Microsoft 365.
The application is used by organisations to create internal websites, manage documents and support teamwork across departments and locations. It is designed for businesses and institutions that need structured information sharing, governance and integration with familiar productivity tools such as Microsoft Teams, Outlook and OneDrive.
SharePoint is typically adopted by organisations that want to improve how employees find information, collaborate on files and maintain consistent processes, while keeping content protected and compliant with organisational policies.
What is Microsoft SharePoint?
Microsoft SharePoint is a web-based platform that combines document management, collaboration and intranet capabilities. It allows organisations to create sites for teams, projects or departments, where users can work with shared files, publish content and communicate updates.
The core purpose of SharePoint is to act as a secure, central hub for organisational information. It supports structured document libraries, lists and pages, while integrating closely with Microsoft 365 applications. SharePoint is available both as a cloud service (SharePoint Online) and as an on-premises product (SharePoint Server), depending on organisational requirements.
Key Features and Capabilities
- Document libraries with version control, metadata and permissions management
- Team and communication sites for internal collaboration and information sharing
- Integration with Microsoft 365 apps such as Teams, OneDrive, Outlook and Word
- Intranet and internal portal creation with custom pages and navigation
- Secure file sharing with internal and external users
- Lists for tracking information such as tasks, issues and assets
- Search functionality across sites, documents and people
- Workflow and process automation through integration with Power Automate
- Support for compliance, retention and information governance policies
- Access controls and auditing to help manage organisational data securely
How Microsoft SharePoint Is Typically Used
SharePoint is commonly used as a document management system where teams store and collaborate on files. Version history and permissions help reduce confusion over file ownership and ensure that users are working with up-to-date information.
Many organisations use SharePoint to build internal intranets. These sites provide a central place for company news, policies, procedures and resources, helping employees find information quickly without relying on email.
Project teams often use SharePoint sites to manage project documentation, share updates and coordinate tasks. Integration with Microsoft Teams allows files stored in SharePoint to be accessed directly within team conversations.
SharePoint lists are used to track structured information such as requests, inventories or issues. Combined with workflows, these lists can support repeatable business processes and approvals.
Who Microsoft SharePoint Is Best Suited For
Microsoft SharePoint is suited to organisations of varying sizes, from small teams using Microsoft 365 to large enterprises with complex governance needs. It is particularly relevant for organisations that already rely on Microsoft products for email, document creation and collaboration.
Common users include:
- Businesses needing centralised document and knowledge management
- Public sector organisations managing internal information and compliance
- Educational institutions supporting staff collaboration and resources
- Project-based teams requiring shared workspaces and controlled access
- IT and operations teams responsible for information governance
Deployment, Access and Integrations
SharePoint is available as SharePoint Online, which is part of Microsoft 365 and delivered as a cloud-based service. Microsoft also offers SharePoint Server for organisations that require an on-premises deployment.
Users access SharePoint primarily through a web browser. Mobile access is available via the SharePoint mobile app, allowing users to read news, access files and collaborate while away from a desktop.
The platform integrates closely with Microsoft 365 applications, including Microsoft Teams, OneDrive, Outlook, Word, Excel and PowerPoint. SharePoint also connects with Power Automate and Power Apps to support custom workflows and applications. APIs and extensibility options are available for organisations that need to tailor functionality or integrate with other systems.
Summary
Microsoft SharePoint is a versatile collaboration and content management platform focused on helping organisations manage documents, share information and support teamwork. Its strengths lie in structured document libraries, internal sites and deep integration with Microsoft 365.
With both cloud and on-premises deployment options, SharePoint can be adapted to different organisational needs and governance models. It is commonly used as a foundation for intranets, project collaboration and secure information sharing across teams.
Example workflow
A SharePoint update notifies the team and links into your workflow. No manual work.
Frequently asked questions
What is the difference between SharePoint and OneDrive?
OneDrive is primarily for individual file storage and personal work files, while SharePoint is designed for team and organisational collaboration. Files stored in SharePoint are typically shared across teams or departments.
Is Microsoft SharePoint cloud-based?
SharePoint is available as a cloud service through SharePoint Online and also as an on-premises product through SharePoint Server.
Can external users access SharePoint sites?
Yes, SharePoint supports secure external sharing, allowing organisations to grant access to partners or clients while controlling permissions.
Does SharePoint work with Microsoft Teams?
Yes, Microsoft Teams uses SharePoint to store and manage files shared within teams and channels, allowing seamless access to documents.
Can SharePoint be used as an intranet?
SharePoint includes features for building intranet sites, such as communication sites, news publishing and custom navigation.
Is SharePoint suitable for document control and compliance?
SharePoint provides versioning, retention policies and access controls that support document control and compliance requirements.
