Sunday

What is SharePoint? How Does It Work? The Benefits of Using SharePoint


Administrating an organization and its work is quite big and tricky. You need to put a lot of efforts into the efficient working of the organization and enhancing the productivity of the members. Data management is something which needs the ultimate focus in an organization. You need to make sure that each and every person in the organization or business gets access to important information and documents. You also need to maintain the privacy and the integrity of those files.


So, this is when SharePoint helps you out. SharePoint is a service of Microsoft which came into existence in 2001. Since then, it has been a powerful tool for businesses for content management and collaboration. It became even handy in 2016 when Microsoft launched the online SharePoint tool.


SharePoint


Must visitWhat Is Microsoft Compatibility Telemetry? Should You Disable It?


SharePoint provides you an online platform where you can create websites for your business content management needs, share documents, edit them, create calendars, add all the team members, assign documents to different members, edit the document, store them and so on. You can do a lot of things on SharePoint.


SharePoint is packed with multiple technologies and tightly integrated with Office 365. So, below is everything you need to know about SharePoint.


What is SharePoint?


Sharepoint is a very efficient service of Microsoft which lets a team and its members increase their productivity and eliminate some issues. It is a platform for collaboration of work where a whole team can work and share documents at a single place. It generally lets you share and edit documents which can be viewed and edit by the other team members.


SharePoint enables you to share documents across the different organizations of a company’s network. People use SharePoint for various purposes including intranets, document management, collaboration, and workflow automation. SharePoint is a multipurpose software.


SharePoint


With the help of SharePoint, you can create powerful websites and manage all your team work there with all the collaboration and storage tools. So, basically, SharePoint is used to share, store and edit the documents with ease and work efficiently in a team. Here are some benefits of SharePoint and its features you need to now to have a deep understanding of the said service.


What Are The Benefits Of SharePoint


Here are some of the benefits of SharePoint which makes it a wonderful service for content management and collaboration.


Easy To Use


The first thing about SharePoint which attracts lots of people to it is that it is pretty easy to use. You only need to set it up once and after that, it works smoothly like butter. You can easily build the business tools and solution as per your need without having to get the help of an assistant developer. SharePoint helps you to easily create the business tool for your requirement within no time. You can make any business tool using SharePoint for your project.


Collaborate & Manage Your Content Easily


This is what SharePoint is famous and created for. You get to collaborate with your team easily and manage your data without any hassle. All the members of the team can be added to SharePoint and everyone will be informed about the progress and the lifecycle of the project. With SharePoint, you get some really innovative and creative ways to connect with your team. This will help you to speed up the decision making and productivity


SharePoint lets you chat with the other team members, share a document and mark it as read or unread. You can also assign one document to multiple members so that they can work together on the same document. It lets you share Word, Excel and other documents. This will also help you to save some space on your system as you can access the document directly from SharePoint. If someone shares a document on SharePoint then any of the other team members can edit it if provided access. The document will be opened in the dedicated software but the changes will be reflected online on SharePoint.


You can even search for the documents added to SharePoint with the search box. This feature comes quite handy because every project involves a lot of files and documents.


Site Consolidation


Another benefit of SharePoint is the site consolidation. With SharePoint, you can create multiple sites to manage your work and access all of them on a single platform. It helps the manager to consolidate intranet, extranet and internet sites. It is cost effective and also provides an efficient way to access each of the sites. SharePoint also works great with the other Microsoft utilities including MS Office, MS Unified Communications and MS Exchange Server.


Business Intelligence


No doubt that SharePoint provides you a great platform for quick and effective business analysis. It helps you with quick integrity with many other utilities and data sources including Microsoft Office and Office Web Apps, Excel, and Access Services, SQL Server connectivity and so on which helps in quick business analysis. You can connect some apps like PerformancePoint, PowerPivot, Visio Services to SharePoint for better business intelligence.


Security and Integrity


SharePoint has the ability to protect data from any unauthorized use and access. You can easily manage the permissions to sites, data, folders, documents, web application etc. To make sure that no compromise is made to the stored data on SharePoint, it lets the users customize the settings and make members check out the whole document before editing, preview all the revisions made to the document and even return any document to its original state.


How To Use SharePoint


As SharePoint is a quite large platform and offers you multiple services there are a few things you need to know before getting on board. Here, I have explained some of the basics of SharePoint a person should know to efficiently use it. So, if you are a beginner to SharePoint the below quick guides will help you out to carry out some functions.


Working on a document stored in SharePoint


Well, this is the most common function to do on SharePoint. As I have already mentioned that SharePoint provides a simple and effective way to share and store documents. So, If someone of any of the team manager shares any document on SharePoint, you can edit or work on it. For the same, go to the list of the documents and click on the desired one. It will provide you with two options.


SharePoint


You can either edit the document in desktop software or web app. Choose the one of your choice and that’s all you have to do. Whatever changes you make to the document will be reflected in the original one on SharePoint. Multiple members can also work on the same document which is called simultaneous co-authoring.


Search a document


Another feature provided by SharePoint is searching the documents. If you want to search some document, edit or perform anything operation on it then simply go to the search box and type the name of the document. If you want to search beyond the particular library, simply use the second search box available at the top right corner says, search this site. This way you can search any old or new document from the huge document library on SharePoint.


SharePoint


Create a master calendar


SharePoint also lets you create a master calendar which is again pretty easy. You can create as many calendars on SharePoint and combine 10 of them to create a master calendar.  So got to Site actions tab>> calendar>>calendars overlay>> new calendar. After that, you need to specify the name, a description and the URL of the site that currently contains the calendar you want to add.


So, these were some of the basic functions and applications of SharePoint. The degree of efficiency can vary from person to person but teams have really gained a lot by collaborating over SharePoint.


No comments:

Post a Comment