Welcome to the SharePoint Getting Started Series

Welcome to What is SharePoint! I’m so excited you’re here as we kick off the SharePoint Getting Started series. If you’re new to SharePoint or simply curious about what it can do, this is the perfect place to begin. Over the next few posts, I’ll take you step-by-step through the basics of SharePoint, sharing insights, tips, and practical examples to help you get comfortable with this powerful platform.

In this first post, we’ll explore what SharePoint is all about—what it does, how it works, and why it’s such a valuable tool for organisations of all shapes and sizes. Think of this as the foundation for everything that follows. By the end, you’ll have a solid understanding of the platform’s potential to streamline collaboration, improve document management, and supercharge productivity.

As we move forward, we’ll dig into topics like what a SharePoint site is, how to build and customise it, and how to make the most of its many features. Whether you’re here to learn for work, a project, or simply out of curiosity, this series is designed to make SharePoint simple, approachable, and—dare I say—fun.

What is SharePoint For?

At its core, it is a web-based platform that enables teams to:

• Collaborate effectively: Share files, ideas, and updates in real-time.
• Centralise resources: Store, organise, and access documents and information from anywhere.
• Streamline workflows: Automate repetitive tasks and approvals.
• Improve communication: Keep everyone informed with news, announcements, and events.

Whether you’re managing projects, sharing files, or creating a company-wide intranet, SharePoint provides the tools you need to keep everything connected and organised.

Why Use SharePoint?

SharePoint is flexible and designed to adapt to your team’s needs, offering:

• Accessibility: Access your content securely from any device, anywhere in the world.
• Scalability: Whether you’re a small team or a global organisation, it can grow with you.
• Integration: Seamlessly connect with Microsoft 365 apps like Teams, Outlook, and OneDrive for a unified experience.
• Efficiency: Save time by centralising information and automating tasks.
• Security: Keep sensitive data protected with robust permission controls.

Key Components of SharePoint

SharePoint offers a variety of features, but these foundational components will help you get started:

Sites

Sites are like digital workspaces tailored to specific teams, departments, or projects. They provide a structure for organising files, hosting news, and managing resources.

Document Libraries

Document libraries are where you store, organise, and collaborate on files. With version control, metadata, and views, they’re designed to simplify document management.

Lists

Think of lists as customisable tables to manage information like tasks, contacts, or inventory. They integrate seamlessly with other Microsoft 365 tools for automation and reporting.

Pages

Pages help you share information visually, whether it’s news updates, dashboards, or instructions. Use web parts to add content like text, videos, or quick links to your page.

Metadata and Views

Metadata helps categorise and tag your files for better organisation and searchability. Custom views allow you to display only the information you need, saving time and reducing clutter.

Integration with Microsoft Teams

SharePoint and Teams work hand-in-hand to enhance collaboration. Share files, host meetings, and access SharePoint resources directly within Teams.

Popular Solutions and Ways SharePoint is Used

SharePoint’s flexibility allows it to be used in many creative and effective ways. Here are some of the most popular solutions organisations implement using SharePoint:

Intranet Portals

• Create a central hub for company-wide announcements, policies, and resources.
• Encourage employee engagement with newsfeeds, event calendars, and recognition pages.

Project Management Sites

• Manage tasks, timelines, and project updates in a single location.
• Use lists and document libraries to track project deliverables and share resources.

Document Management Systems (DMS)

• Store, organise, and manage critical business documents.
• Leverage version control to ensure everyone is working on the latest file.

Team Collaboration Spaces

• Provide teams with dedicated workspaces for sharing files, ideas, and updates.
• Integrate with Teams for seamless collaboration.

Process Automation

• Automate repetitive workflows like leave requests, expense approvals, or document reviews.
• Use Power Automate to extend automation capabilities.

Knowledge Management

• Build a repository of training materials, guides, and best practices.
• Enhance searchability with metadata and tags.

Compliance and Record Management

• Maintain regulatory compliance by managing sensitive documents with permissions and retention policies.
• Use audit logs to track activity and ensure accountability.

Event and Task Coordination

Schedule events, assign tasks, and track progress with integrated tools like calendars and lists.

Unlocking SharePoint’s Potential

SharePoint is a powerful tool with endless possibilities. By understanding its components and popular applications, you can unlock its full potential for your team.

Ready to take the next step? Discover the building blocks of SharePoint in the next post: Working with Sites.

Further Resources

For further reading on the use of SharePoint, refer to the following posts:

SharePoint: A Digital Workplace Essential

Subscribe

To deepen your knowledge, join me on Patreon for exclusive, in-depth content as you become more confident using SharePoint.