Struggling to keep teams aligned and documents organised in today’s remote and hybrid work era? You’re not alone, over 400,000 organisations rely on SharePoint, with around 80% of Fortune 500 companies using it for collaboration and content management 

Microsoft SharePoint offers a smarter way forward, helping organisations share knowledge, manage content, and collaborate seamlessly across teams. From building intranets to streamlining approvals and ensuring compliance, it brings everything together in one secure platform.

In this blog, we’ll break down what SharePoint is, how it works, the key benefits it offers, and why it continues to power productivity for businesses worldwide.

Quick Summary

• SharePoint is a Microsoft platform for document management, team collaboration, and intranet solutions.
  
• Two main types: SharePoint Online (cloud) and SharePoint Server (on-premises).
  
• Core benefits: centralised access, improved collaboration, security, scalability, and integration with Microsoft 365.
  
• Businesses use it for intranets, document storage, compliance, automation, and remote teamwork.
  
• Best suited for organisations that need flexible, secure, and scalable collaboration tools.

What Is SharePoint?

At its core, Microsoft SharePoint is a platform that helps organisations manage documents, collaborate on projects, and build internal communication portals. It acts as a centralised hub where teams can store files, share information, and work together in real time, whether they’re in the same office or spread across the globe.

A Brief History of SharePoint

SharePoint was first launched by Microsoft in 2001 as a tool for intranet portals and basic document sharing. Over the years, it has evolved into a comprehensive collaboration and content management platform. With each new version, Microsoft added more features, including enterprise search, workflow automation, and integration with Office applications.

Today, SharePoint is tightly integrated with Microsoft 365 (formerly Office 365), making it a core part of the productivity suite alongside Teams, OneDrive, and Outlook. This integration has transformed SharePoint from a standalone tool into a flexible, cloud-powered platform that supports the modern digital workplace.

Deployment Options for SharePoint

Businesses can choose how they want to deploy SharePoint, depending on their needs and infrastructure:

• SharePoint Online
  
  • A cloud-based version included with Microsoft 365 subscriptions.
    
  • Always up to date with the latest features and security patches.
    
  • Accessible from anywhere with an internet connection.
    
• SharePoint Server (On-Premises)
  
  • Installed and managed on the company’s own servers.
    
  • Offers more control and customisation.
    
  • Suitable for organisations with strict compliance or data residency requirements.
    
• Hybrid Solutions
  
  • A combination of SharePoint Online and SharePoint Server.
    
  • Allows businesses to leverage cloud benefits while keeping sensitive data on-premises.
    
  • Ideal for companies transitioning gradually to the cloud.

Key Features of SharePoint

Microsoft SharePoint offers a wide range of features designed to simplify collaboration, manage content efficiently, and keep organisations connected. Below are some of its most powerful capabilities:

1. Document Management & Storage

SharePoint provides a centralised repository where teams can store and organise files. It includes:

• Version control to track changes and restore previous versions.
  
• Co-authoring lets multiple people work on the same document simultaneously.
  
• Secure access and permissions to ensure only the right people see the right files.

2. Team Collaboration

Beyond storing documents, SharePoint enhances teamwork with:

• Shared workspaces for departments, projects, or cross-functional groups.
  
• Task lists and calendars to coordinate responsibilities and deadlines.
  
• Discussion boards and forums for knowledge sharing and communication.

3. Intranet & Communication Portals

Organisations can use SharePoint to build internal websites (intranets) that act as a hub for:

• Company-wide announcements and updates.
  
• Access to HR resources, policies, and procedures.
  
• Employee engagement through news feeds and social features.

4. Search & Content Discovery

Finding information quickly is crucial in any workplace. SharePoint includes:

• Enterprise-level search that scans documents, people, and sites.
  
• Filters and refiners to narrow down results.
  
• AI-driven recommendations to highlight relevant content.

5. Integration with Microsoft 365

One of SharePoint’s biggest strengths is its seamless integration with Microsoft’s productivity tools, including:

• Teams for collaboration and chat.
  
• Outlook for scheduling and communication.
  
• OneDrive for personal file storage.
  
• Power Automate for building workflows and automating repetitive tasks.

6. Customisation & Development

SharePoint can be tailored to fit unique business needs through:

• Custom workflows to streamline approvals and processes.
  
• Business apps and add-ons that extend functionality.
  
• Development frameworks for building advanced solutions.

What Is SharePoint Used For? (Practical Applications)

While SharePoint offers a wide set of features, its real value comes from how businesses apply it in day-to-day operations. Here are some of the most common and practical uses of SharePoint:

1. Company Intranet

SharePoint is widely used to create intranet portals, centralised internal websites where employees can:

• Access company-wide news and announcements.
  
• Find HR documents, policies, and resources.
  
• Stay engaged with leadership updates and organisational information.

2. Document & Records Management

For organisations that handle large volumes of data, SharePoint provides:

• Secure storage with role-based permissions.
  
• Retention policies to ensure compliance with industry regulations.
  
• Audit trails and versioning for transparency and accountability.

3. Team Collaboration

SharePoint fosters better teamwork, especially in hybrid or remote environments, by offering:

• Project sites where teams can manage documents, calendars, and tasks.
  
• Shared workspaces to centralise discussions and resources.
  
• Real-time co-authoring to make collaboration seamless.

4. Business Process Automation

Repetitive tasks often consume valuable time. SharePoint helps streamline operations through:

• Workflows for approvals (e.g., expense reports, purchase orders).
  
• HR processes like leave requests and employee onboarding.
  
• Integration with Power Automate to extend automation across Microsoft 365 apps.

5. Knowledge Management

Organisations can use SharePoint as a knowledge base, enabling employees to:

• Access wikis, FAQs, and documentation.
  
• Store best practices and guidelines for future reference.
  
• Reduce duplicated efforts by centralising institutional knowledge.

6. External Collaboration

SharePoint also makes it easy to collaborate outside the organisation by:

• Securely sharing documents with clients, partners, or vendors.
  
• Controlling access with permissions and expiration dates.
  
• Enabling smooth workflows while maintaining data security.

Advantages of Using SharePoint

Businesses adopt SharePoint not just for its features, but for the tangible benefits it brings to day-to-day operations. Here are some of the key advantages:

1. Centralised Access

SharePoint provides a single, secure hub where all documents, resources, and tools are stored. Employees no longer need to jump between systems or dig through emails, everything is accessible in one place.

2. Improved Collaboration

With features like real-time co-authoring, shared workspaces, and integration with Microsoft Teams, SharePoint makes it easier for remote and hybrid teams to stay connected and collaborate effectively.

3. Enhanced Productivity

By streamlining workflows and offering a powerful search function, SharePoint significantly reduces the time wasted looking for files or waiting for approvals. This means employees can focus more on value-adding tasks.

4. Scalability

Whether you’re a small business or a large enterprise, SharePoint scales with your needs. You can start with basic document management and expand to advanced intranet portals or automated workflows as your organisation grows.

5. Security & Compliance

SharePoint is built with enterprise-grade security features, including:

• Role-based permissions to control access.
  
• Encryption to protect sensitive data.
  
• Compliance tools to support GDPR, HIPAA, and other regulations.

6. Customisable & Flexible

Every organisation works differently. SharePoint can be customised with apps, workflows, and layouts to suit industry-specific requirements, whether in healthcare, finance, education, or beyond.

7. Cost Efficiency

For companies using Microsoft 365, SharePoint Online comes bundled at no extra cost, reducing the need for separate document management or intranet solutions. Even on-premises, SharePoint helps cut costs by consolidating multiple tools into one platform.

SharePoint Online vs. SharePoint Server

When choosing SharePoint, businesses often need to decide between SharePoint Online (cloud-based) and SharePoint Server (on-premises). Both offer powerful capabilities but differ in terms of deployment, management, and flexibility.

SharePoint Online

• Cloud-based solution included with Microsoft 365 subscriptions.
  
• Always updated with the latest features, security patches, and improvements.
  
• Accessible from any device with an internet connection, making it ideal for remote and hybrid workforces.
  
• Lower upfront costs since there’s no need to maintain physical servers.
  
• Limited in terms of deep customisation compared to on-premises solutions.

SharePoint Server (On-Premises)

• Installed and managed on a company’s own IT infrastructure.
  
• Offers greater control over customisation, data residency, and integration with legacy systems.
  
• Preferred by organisations with strict compliance requirements (e.g., government, healthcare, or finance).
  
• Higher upfront and ongoing costs due to server maintenance, hardware, and IT support.
  
• Updates and upgrades must be managed manually by the organisation.

Which Option Should You Choose?

• Go with SharePoint Online if you want flexibility, cost savings, and the benefits of the cloud without worrying about maintenance.
  
• Choose SharePoint Server if your organisation needs full control, advanced customisations, or has strict regulatory requirements.
  
• Many companies opt for a hybrid model, using SharePoint Online for general collaboration while keeping sensitive or regulated data on-premises with SharePoint Server.

Case Study: Web-Based Software Management System for a College

A UK college partnered with Alberon to replace fragmented systems with a centralised intranet that would simplify operations for staff and students.

The Challenge

• Information scattered across multiple platforms
  
• Time-consuming manual tasks like room allocation
  
• No central hub for data sharing and collaboration

The Solution

Alberon built a custom intranet portal that:

• Integrated databases into one hub with daily synchronisation
  
• Offered a modern, branded interface with easy search and export features
  
• Included a student room allocation tool where students could view rooms, book online, and receive instant confirmation

The Outcome

• Efficiency: Automated processes reduced admin workload
  
• Accuracy: Unified data improved reliability
  
• User experience: Students managed choices online without paperwork
  
• Simplicity: Central updates cut IT overhead

The intranet became the college’s single source of truth, making life easier for both staff and students.

Partner with Alberon for SharePoint Success

Is your organisation grappling with disjointed communication, fragmented document storage, or security concerns? Alberon’s Microsoft SharePoint services offer the expertise and support you need to turn these challenges into opportunities.

Why choose Alberon?

• With over years of experience, Alberon’s Microsoft-certified team crafts customised SharePoint solutions that align with your business goals.
  
• From SharePoint review and optimisation to secure migrations, Power Platform integration, and proactive ongoing support, they ensure your SharePoint environment is effective and secure.
  
• Whether you’re using Online or On-Premises, Alberon helps you leverage powerful tools like Power Apps, Power Automate, Power BI, and Microsoft Purview to automate workflows, enhance analytics, and enforce governance.

Next Steps:

1. Schedule your free consultation – have a SharePoint expert assess your challenges and goals.
   
2. Receive a tailored strategy – a roadmap designed to align SharePoint with your operations and objectives.
   
3. Get seamless implementation & support – from setup to launch and beyond, with clear communication and peace of mind.

Take action today: Transform your digital workplace with a trusted, locally-based partner dedicated to delivering robust, scalable SharePoint solutions.

Conclusion

SharePoint has evolved into more than just a document management system, it’s a powerful, flexible platform that brings people, content, and processes together. From centralising resources to enabling seamless collaboration, it plays a vital role in boosting productivity and supporting hybrid work environments.

For businesses looking to scale, improve efficiency, and stay future-ready, SharePoint isn’t just a tool; it’s a strategic investment.

Ready to see how SharePoint can transform the way your organisation works?
Book a demo with Alberon today and discover tailored solutions that make collaboration smarter and more efficient.

FAQ

1. What are the differences between “classic” and “modern” SharePoint?

Modern SharePoint offers a more intuitive, mobile-friendly design with out-of-the-box functionality, compared to the older, less responsive “classic” interface. 

2. How is SharePoint Online different from Microsoft Teams?

SharePoint is the backbone for file management in Teams. When a Team is created, an associated SharePoint site is automatically provisioned to house documents and resources. 

3. Which browsers are supported for using SharePoint Online?

SharePoint Online works best with modern web browsers; compatibility details can vary, so it’s best to refer to your organisation’s IT documentation. 

4. How do you check files in and out on SharePoint?

Use the Library menu to check out documents for exclusive editing. To see who has a file checked out, hover over its icon. Once editing is done, check it back in using the same menu. 

5. Can external users upload documents securely?

Yes—external collaborators can be granted visitor or contributor access, enabling secure file upload and download while restricting other actions.

6. Is there a way to enforce folder naming conventions or metadata on upload?

Yes—using SharePoint and Power Automate workflows, you can enforce naming formats or require metadata entry during uploads