What is SharePoint? A Practical Guide with Real-World Examples

If you’ve ever searched “what is SharePoint”, you’ve probably found the same generic definition: “SharePoint is a web-based collaboration platform from Microsoft.” Whilst this is technically correct, that doesn’t explain how it can transform the way you work and how it is used by millions of users around the world every day.

I’ve been working with SharePoint for over 20 years—building intranets, migrating old systems, training thousands of staff, and cleaning up countless messy document libraries. In this article, I’ll explain SharePoint in plain English, share real-world examples, and show you why it’s the backbone of collaboration in Microsoft 365.

SharePoint in Simple Terms

At its core, SharePoint is Microsoft’s tool for storing, organising, and sharing documents and information.

Think of it as a digital hub where your team can:

• Store documents securely
• Manage versions automatically
• Collaborate in real-time
• Build intranet-style communication sites
• Control who has access to what

Unlike traditional file shares, SharePoint integrates deeply with Microsoft 365 apps like Teams, OneDrive, and Outlook.

What Makes SharePoint Different?

Many platforms let you share files, but SharePoint stands out for:

• Document management – full version history, check-in/check-out, approvals.
• Permissions and security – granular control at site, library, or file level.
• Collaboration – real-time co-authoring in Word, Excel, and PowerPoint.
• Integration – the foundation of Microsoft Teams, OneDrive, and Microsoft 365 apps.
• Flexibility – intranet pages, lists, workflows, and business process automation.

Personal Example: Cleaning Up the Chaos

Years ago, I worked with a government team drowning in files across shared drives. Staff wasted hours digging through endless folders to find “the latest” version of policies.

We migrated their content into SharePoint, added metadata like Document Type and Function, and trained them to use views instead of folders. Suddenly, instead of searching through hundreds of folders, they could filter documents instantly by type or keyword.

The result? Less frustration, more productivity, and far fewer mistakes.

How SharePoint Fits Into Microsoft 365

Here’s the part many people don’t realise: you’re already using SharePoint if you use Microsoft 365.

• Teams – Every Team you create has a SharePoint site in the background storing your files.
• OneDrive – Personal storage for your documents. Share something with a group? It usually ends up in SharePoint.
• Intranets – Modern communication sites are all built in SharePoint.
• Copilot AI – Microsoft’s AI tools pull data directly from SharePoint.

This means that whether you’re chatting in Teams, collaborating on Word docs, or using AI, SharePoint is quietly powering the experience.

Real-World Story: SharePoint as an Intranet Hub

When a mid-sized organisation I researched rolled out Microsoft 365, they needed more than just document storage—they wanted a place where staff could find news, policies, and resources without digging through emails or shared drives.

They built a SharePoint communication site and turned it into a simple intranet. The homepage had company news, quick links to HR forms, and a central policy library with version control. Employees said it was the first time they knew exactly where to look for the latest information.

What surprised leadership was the ripple effect: fewer “Where can I find…?” emails, smoother onboarding for new staff, and a big lift in employee engagement. SharePoint wasn’t just a tool for documents—it became the digital front door to their workplace.

Why SharePoint Matters Today

• Supports remote and hybrid work
• Provides a secure, central hub for company information
• Helps with compliance and retention policies
• Powers AI tools like Microsoft 365 Copilot
• Saves time by making information easy to find

FAQs: What People Ask About SharePoint

1. Is SharePoint the same as OneDrive?
No. OneDrive is for personal file storage; SharePoint is for team and organisational collaboration.

2. What’s the difference between SharePoint and Teams?
Teams is for chat and meetings, but its files live in SharePoint. Think of Teams as the front end and SharePoint as the engine.

3. Is SharePoint an intranet?
Yes and no. SharePoint provides the tools to build intranets, but it’s also much more—document management, lists, workflows, and integration with Microsoft 365.

4. Do small businesses need SharePoint?
Absolutely. Even small teams benefit from version control, centralised files, and secure sharing.

5. How does SharePoint work with Microsoft 365 Copilot?
Copilot reads the same files you can access. If your SharePoint is messy, Copilot will surface that mess. Clean governance means better AI results.

Final Thoughts

So, what is SharePoint? It’s not just another storage tool. It’s the foundation of collaboration in Microsoft 365—a platform that grows with your organisation and keeps your information structured, secure, and ready for AI.

From my two decades of working with SharePoint, one lesson stands out: your success doesn’t come from the tool itself, but how you set it up and govern it.

If you want SharePoint to work for you, start with clarity, structure, and training.