What is Microsoft SharePoint?
Workforces are more connected and distributed than ever before. As organizations strive to keep teams aligned, informed, and productive, having the right digital foundation becomes a good advantage. SharePoint, Microsoft’s powerful collaboration platform, has steadily evolved from a simple document library into a cornerstone of enterprise communication and knowledge sharing. Now tightly integrated with Microsoft 365, it enables teams to work smarter, not harder.
For IT managers, CTOs, and Digital Transformation leaders, understanding its full potential is key to unlocking organizational agility. From building dynamic intranet sites to automating business processes and managing content at scale, SharePoint supports a range of use cases that drive efficiency and innovation across departments.
Consider this your guided tour of SharePoint. We’ll break down its key features, reveal how it fits seamlessly into the Microsoft 365 ecosystem, and unpack its role in building scalable, secure, and collaboration-ready enterprise environments. As part of your digital transformation success, SharePoint plays a pivotal role in modernizing business processes, improving team collaboration, and driving efficiency across the organization.
What is SharePoint?
SharePoint is Microsoft’s powerful collaboration platform designed to help organizations store, organize, share, and access information from virtually any device. At its core, it serves as a document management system, intranet solution, and automation tool that supports efficient communication across teams and departments.
One of SharePoint’s biggest advantages is its deep integration with Microsoft 365, making it easy to connect with tools like Teams, Outlook, and OneDrive. This tight ecosystem support enhances productivity by keeping content accessible, secure, and synchronized across the organization.
There are three main types of SharePoint deployments, each offering unique benefits depending on an organization’s needs:
- SharePoint Online: A cloud-based solution hosted by Microsoft, SharePoint Online is part of Microsoft 365. It requires no on-premises infrastructure, making it ideal for organizations that prioritize scalability, remote access, and automatic updates. Its integration with Microsoft 365 apps ensures a modern work environment.
- SharePoint Server: Designed for on-premises deployment, SharePoint Server gives organizations full control over infrastructure, security, and customization. This option suits businesses with strict regulatory or data sovereignty requirements. It offers powerful capabilities, though it requires more maintenance and IT resources.
- Hybrid Deployments: A hybrid SharePoint environment combines both SharePoint Online and SharePoint Server. This approach allows businesses to take advantage of the flexibility of the cloud while maintaining control over sensitive data on-premises. It’s a strategic option for organizations transitioning to the cloud or operating in regulated industries.
No matter the deployment model, SharePoint remains a cornerstone for modern enterprises seeking a secure, scalable, and intelligent document management and collaboration solution.
7 Core Features and Capabilities
It’s important to explore its core features and how they support modern enterprise needs to fully understand why SharePoint is a powerful platform. These features combine to make it a useful tool for managing information, encouraging collaboration, and refining workflows.
1. Document Management & Version Control
One of the key benefits of using SharePoint for document management is its ability to centralize content while offering version control to track changes. Your teams can access the most up-to-date documents and roll back to previous versions as needed. This feature ensures smoother collaboration, reduces errors, and keeps important files organized and easily accessible.
2. Team Collaboration & Communication
SharePoint enhances team collaboration by providing a centralized space for file sharing, discussions, and task management. This guarantees that teams can communicate effortlessly, whether working in-office or remotely. How SharePoint improves team collaboration is evident as it creates better productivity and alignment among team members by improving interaction within your operation.
3. Intranet & Extranet Portals
SharePoint allows businesses to create custom intranet portals that centralize internal resources, news, and tools. Employees can easily access important company information and stay informed across departments. SharePoint also supports extranets which enable secure collaboration with external partners, vendors, and clients. This allows organizations to share selected content, manage joint projects, and streamline communication and collaboration without compromising internal data security.
4. Lists and Libraries
SharePoint lists and libraries offer a user-friendly way to organize and manage data. Lists help track tasks and contacts, while libraries store and categorize documents. These features keep teams organized and enable quick access to critical information, making it possible to have a smoother workflow and project management.
5. Workflow Automation (with Power Automate)
SharePoint’s integration with Power Automate helps businesses automate repetitive tasks like document approvals or reminders. This eliminates existing issues and enhances efficiency, allowing teams to focus on higher-value work while ensuring consistent task execution and reducing errors.
6. Integration with Microsoft 365 tools (Teams, OneDrive, Outlook, etc.)
SharePoint integrates beautifully with Microsoft 365 tools like Teams, OneDrive, and Outlook, creating a connected ecosystem. Teams can share files from SharePoint in conversations, access documents through OneDrive, and stay updated via Outlook, improving workflow and simplifying day-to-day operations.
7. Security & Permissions Management
SharePoint provides granular control over who can access, edit, or share content, ensuring sensitive information is securely managed. With customizable permissions and strict security features, businesses can guarantee compliance while protecting data from unauthorized access.
What is SharePoint used for in business?
SharePoint offers a wide range of use cases that address various business needs within the enterprise. Its flexibility and integration with Microsoft 365 make it an ideal solution for improving efficiency, communication, and collaboration across departments. Below are some key use cases of SharePoint in the enterprise.
- Intranet and Knowledge Portals: SharePoint enables companies to create intranet sites and knowledge portals that centralize important information, policies, and updates. This fosters a more connected work environment, improving access to critical resources for all employees.
- HR Portals and Employee Onboarding: HR teams can use SharePoint to build employee onboarding portals that house essential forms, training materials, and company policies. SharePoint workflows help automate tasks like document submission and approvals, making the process faster and more efficient.
- Project Management and Task Tracking: SharePoint serves as a hub for managing projects by centralizing task tracking and collaboration. Teams can assign tasks, set deadlines, and monitor progress, ensuring faster and more efficient project delivery and alignment.
- Document Collaboration and Approval Workflows: SharePoint, as a working collaboration platform, supports real-time document sharing with version control and shared editing. Through the tool’s workflows, document approval processes are automated, enhancing efficiency and ensuring timely sign-offs.
- Department-Specific Use Cases: Individual Departments can customize SharePoint to manage documents, track tasks, and further improve departmental workflows. Business process automation through SharePoint ensures smoother operations and increases productivity across teams.
5 Benefits of Using SharePoint
SharePoint is a powerful platform designed to improve communication, enhance teamwork, and centralize data management. Here are some of the benefits of SharePoint across various business functions:
1. Centralized Access to Information
SharePoint offers a single platform where teams can securely store, manage, and access documents and data. This eliminates the confusion of scattered files and reduces the time spent searching for information. It ensures employees always work with the most up-to-date content from any location.
2. Increased Productivity Through Automation
One of the key benefits of SharePoint is its ability to automate routine tasks and workflows. From document approvals to task assignments, automation helps minimize manual work and speeds up processes. This enables employees to focus more on strategic activities rather than administrative tasks.
3. Improved Compliance and Version Control
With built-in version history and permission settings, SharePoint helps businesses maintain compliance and data integrity. It tracks every document change and allows for easy rollback to previous versions when needed. This ensures transparency and accountability in document management.
4. Scalability and Flexibility for Large Organizations
SharePoint is highly scalable, making it ideal for businesses experiencing growth or managing multiple departments. Its customizable structure allows organizations to design workflows and sites that meet specific needs. Whether hosting small teams or enterprise-wide operations, this document management tool adapts with ease.
5. Enhanced Collaboration Across Remote/Hybrid Teams
SharePoint promotes easy collaboration by allowing team members to co-author documents and communicate in real time. Remote and hybrid employees can stay aligned through shared workspaces and integrated tools like Microsoft Teams. This fosters stronger teamwork and faster decision-making, regardless of location.
SharePoint vs Traditional Solutions
When comparing SharePoint vs traditional file servers, it’s clear that SharePoint offers a more modern, efficient, and collaborative approach to managing business information. Traditional file servers and outdated intranet systems often lack intuitive interfaces, advanced search features, and remote accessibility. In contrast, SharePoint provides a cloud-based environment with robust document management, version control, and real-time collaboration. Even when navigating SharePoint issues, its intuitive interface and powerful features guarantee that teams can quickly resolve challenges, making it a superior choice for modern enterprises.
SharePoint enhances searchability by allowing users to find documents quickly using metadata, filters, and built-in search capabilities. It also offers better governance with permission controls, audit trails, and compliance features that help maintain data security and regulatory standards. Its mobility is a major advantage; employees can access files from any device, anywhere, without relying on VPNs or internal servers.
Most importantly, this document management tool supports digital transformation by integrating smoothly with other Microsoft 365 tools like Teams, Power Automate, and OneDrive. This connectivity enables businesses to move away from siloed legacy systems and embrace a more agile, cloud-first infrastructure. As companies scale and adapt to remote or hybrid work environments, it is expected to deliver the flexibility and control needed for your organization to stay competitive.
Migrating to SharePoint Online
Many organizations are migrating to SharePoint Online from on-premises to take advantage of cloud scalability, reduced infrastructure costs, and enhanced collaboration tools. Unlike on-premises versions, SharePoint Online is part of Microsoft 365, offering automatic updates, better integration with modern apps, and access from anywhere. This shift supports remote work models and digital transformation strategies.
However, a successful migration requires careful planning. Data migration is often the most complex step as it involves identifying what to move, cleaning up outdated files, and ensuring permissions remain intact. Equally important is user adoption. Providing training and ongoing support helps employees adapt to the new platform and maximize its features. Organizations should also consider customization needs, ensuring workflows and site structures are replicated or improved in the cloud environment.
Microsoft and third-party vendors offer a range of migration tools and services to facilitate a smooth transition. Solutions like the SharePoint Migration Tool (SPMT), ShareGate, and AvePoint help automate the process, minimize downtime, and maintain data integrity. With the right approach, migrating to SharePoint Online from on-premises can lead to improved efficiency, better collaboration, and a workplace prepared for any future problems.
Customizing and Extending SharePoint
One of SharePoint’s biggest strengths is its flexibility, as businesses can personalize it to meet their exact needs through customization and integration. The SharePoint Framework (SPFx) is a developer-friendly model that allows for building custom web parts, extensions, and integrations using modern web technologies. With SPFx, organizations can create interactive components and connect SharePoint with third-party systems like CRM platforms, HR tools, or analytics dashboards.
For teams without dedicated developers, Microsoft offers powerful low-code/no-code solutions through Power Apps and Power Automate. These tools let users build custom forms, automate workflows, and integrate data across Microsoft 365 without writing traditional code. For example, a business can automate approval processes or build a mobile-friendly app to collect data in the field, enhancing productivity and agility.
This tool also allows for branding and UI customization to ensure the platform aligns with an organization’s identity. Teams can personalize site layouts, apply company colors and logos, and adjust navigation to improve usability and engagement. Whether through advanced coding or user-friendly tools, SharePoint makes it easy to extend and customize its environment, turning it into a fully tailored digital workspace that changes with the business.
i3solutions’ SharePoint Expertise and Services
i3solutions is a trusted software development and consulting firm with nearly 30 years of experience in helping organizations achieve digital transformation through custom solutions and seamless system integration. With our deep industry knowledge and technical expertise, we specialize in delivering innovative and scalable Microsoft SharePoint solutions designed to meet each client’s unique business plans.
Through its comprehensive SharePoint consulting services, i3solutions offers strategic guidance to help organizations improve their SharePoint deployments. This includes increasing workflow efficiency, enhancing team collaboration, and aligning SharePoint capabilities with business objectives for maximum value and efficiency.
At i3solutions, we also excel in custom development and integration, delivering solutions such as tailored intranet portals, automated business processes, and integrations with third-party applications like CRM systems, ERP platforms, and more. These customized SharePoint environments help organizations increase productivity and maintain a competitive edge.
Our SharePoint migration services ensure a smooth transition from legacy platforms or older versions of this tool to SharePoint Online or the latest on-premises edition. The team focuses on minimizing disruption, preserving data integrity, and ensuring continuity during the migration process. As part of our SharePoint support services, i3solutions provides ongoing maintenance, training, and technical assistance to ensure optimal performance and user adoption over time.
i3solutions also has a proven track record of success in helping clients harness this document management tool for improved communication, collaboration, and operational efficiency. Our end-to-end SharePoint expertise continues to empower businesses to innovate, scale, and become more successful in the digital age.
Migrate to SharePoint with i3solutions now!
Whether you’re considering a platform upgrade, planning a migration, or looking to enhance your existing SharePoint environment, hiring a SharePoint consultant from i3solutions ensures you have the expertise and experience to guide your journey. With decades of experience in digital transformation, we provide tailored strategies, smooth migrations, and ongoing support.
i3solutions offers flexible technical staffing options to meet your organization’s unique needs. Whether you want us to fully manage your SharePoint project from start to finish or simply need to augment your existing team with skilled experts, we can provide the right level of support. Our consultants integrate seamlessly into your workflows, helping you accelerate delivery, reduce risk, and ensure success at every stage of your SharePoint initiative.
Don’t wait to modernize your digital workplace. Contact i3solutions today to explore how SharePoint can transform your business.
