SharePoint FAQ: The Basics You Need to Know About this Powerful Collaboration Tool
Read up on the many uses of SharePoint and why it should become your content management system of choice
With the proliferation of intranets and content management systems, companies have long invested heavily in ensuring their internal tools are able to track projects properly and foster communication between team members. SharePoint is a robust, browser-based content management system from Microsoft that allows employees within an organization to share documents and collaborate on a wide array of projects. Hundreds of thousands of companies use SharePoint to build intranets and store a wide array of information across their businesses from one central location.
SharePoint is endlessly flexible`
Some may look at SharePoint as being hard to define because of its flexibility – but this malleability is actually one of its greatest strengths. SharePoint can be used as a collaboration tool, a document storage portal, a platform for workflow and process management, and an area to read and update company communications. While these examples cover a wide array, this is literally the tip of the iceberg when it comes to how a SharePoint intranet portal can be used in your organization.
More about SharePoint Sites
If you’ve worked with SharePoint at all, you’ve likely heard of “sites,” and may have been a bit confused about their purpose. Sites are simply areas where coworkers can collaborate. SharePoint allows users and IT admins to invite others to sites that they’re working on to foster smooth communication among team members.
Easily store all types of information on team sites including task lists, calendars, and critical documents pertinent to a certain project. Permissions can be assigned based on department, geography, tasks, and much more.
Search helps put everything at your fingertips
Have you ever spent far too long trying to find a certain presentation or document on your computer or network drive? If so, you’ll be pleased to know that SharePoint features a robust search function that allows you to quickly find any information that is tied to one of the SharePoint sites where you have access.
Lists and Libraries
When thinking about SharePoint Sites, it’s important to realize that they’re primarily made up of two items: Lists and Libraries.
You can think of SharePoint Lists as the building blocks of everything in SharePoint. A list is similar to a spreadsheet in that it features columns and rows of data. While a SharePoint list is similar to a spreadsheet, it’s also much more dynamic.
You may be surprised to know that Libraries are also lists. It’s better to think of them as folders that contain data or documents related to each other. For instance, you may have client libraries that represent your customers.
How SharePoint Columns are used
Columns in SharePoint simply act as identifiers for the data in your lists and libraries. Their primary function is to help organize your documents and to allow you to add extra information for easier organization.
Columns can be used to categorize documents in multiple ways, allowing you to have documents that may belong in more than one category regardless of their location. This allows you to sort, filter and group documents in a more efficient manner.
The simple concepts of SharePoint show its versatility
While SharePoint is currently being used by many thousands of companies to manage their data and projects, it really comes down to Lists, Libraries, Team Sites, Columns, and a robust search function. If you’re unclear of whether SharePoint would be a good option for your organization, don’t hesitate to reach out to MessageOps today at 877-788-1617 or through our online form.