Benefits of Microsoft Sharepoint

SharePoint is a web-based tool that helps people store, share, and work together on documents and files. It can be used to create websites for both internal teams and external users. Businesses can get SharePoint as part of a Microsoft 365 subscription or install it on their own servers. It also includes features like workflow automation, document organization, and security tools to make work easier.

​How SharePoint Helps Businesses

1. Boosts Efficiency

​SharePoint makes it easy for employees to find and collaborate on files, saving time and improving productivity. It provides a central place to store important documents like marketing plans, financial reports, and contracts, which can be organized by teams or departments. This reduces the time spent searching for files and allows employees to focus on more important tasks.

The tool also helps teams work together more smoothly. Features like document versioning allow users to track changes and avoid confusion, while co-authoring lets multiple people edit a document at the same time. Instead of long email chains, employees can make updates in real time.

SharePoint also includes workflow automation, which helps streamline tasks like collecting feedback and getting approvals. It connects with Power Automate, a Microsoft 365 app, to create more advanced automated processes.

​2. Improves Communication

SharePoint allows businesses to create two main types of websites: communication sites and team sites.
​
Communication sites help companies share news and important updates with employees. These sites often include:

• A company news feed for updates
• Blogs from company leaders
• Social media feeds for discussions and feedback
• Wiki pages for sharing information

Employees can access these updates from a personalized homepage, making it easier to stay informed and connected.

Team sites are designed for smaller groups, such as a marketing team. These sites help team members share news, project updates, and documents, ensuring everyone stays on the same page.

3. Supports Remote Work

​With SharePoint Online, employees can access SharePoint from anywhere with an internet connection. Unlike the traditional version, which runs on company servers, SharePoint Online is cloud-based, making it ideal for remote and hybrid work.

SharePoint also has a mobile app that allows employees to access and edit files from their phones or tablets. This is especially useful for people who work on the go, like sales representatives or field workers.

By supporting remote work, SharePoint helps businesses stay productive, adapt to office closures, and hire talent from different locations.

4. Grows with Your Business

​Since SharePoint Online is a cloud-based service, businesses can easily add more users and sites as they grow. Unlike traditional systems, it doesn’t require buying extra servers. If a company reaches its storage or user limit, it can simply upgrade to a bigger plan.

Because SharePoint is in the cloud, businesses can expand or downsize without worrying about installing or maintaining hardware. This flexibility helps reduce costs and makes it easier to adjust as needs change.

5. Keeps Information Safe

SharePoint has strong security features to protect important data. It includes:

• Access controls – Only certain people can view or edit files.
• Automated retention schedules – Ensures businesses keep records for the required time, following laws like GDPR.
• Multifactor authentication & encryption – Adds extra security to prevent data leaks.
• Microsoft Defender integration – Detects and blocks viruses and ransomware.

These tools help companies keep private information secure and reduce the risk of cyberattacks.

6. Easy to Use

SharePoint looks and works like other Microsoft 365 apps, such as Word, PowerPoint, and Outlook. Since many people are already familiar with these programs, learning SharePoint is easier than learning a brand-new system.

This familiar design helps employees get started quickly, increasing productivity and reducing training costs.