For almost a decade, I’ve focused my SharePoint blog posts on intricate features and functionalities. Yet, I often encounter individuals, including loyal readers and potential clients, who are new to SharePoint. Many are aware of SharePoint’s presence through Microsoft 365 and Teams, but its purpose and application remain unclear. It’s time to address this gap and provide a foundational overview of SharePoint and its organizational uses.
Understanding SharePoint
SharePoint, a Microsoft web-based platform, has been instrumental since 2001 in enabling organizations to effectively store and organize diverse content and information. This encompasses a wide array of digital assets, including documents, images, videos, news updates, web links, structured data lists, web pages, and task management. Think of SharePoint as your organization’s central hub for managing all types of content.
The Evolution of SharePoint Versions
To truly grasp SharePoint’s capabilities, it’s helpful to understand its historical progression. Since its inception in 2001, SharePoint has undergone significant transformations, marked by major version releases. These milestone versions include SharePoint 2003, SharePoint 2007, SharePoint 2010, SharePoint 2013, SharePoint 2016, and SharePoint 2019. Additionally, SharePoint Online emerged as the cloud-based offering integrated within Microsoft 365, which we will explore further.
SharePoint’s Integration with Microsoft 365
A pivotal shift occurred in 2012 with SharePoint 2013, as Microsoft introduced SharePoint to the cloud as part of Office 365 (now Microsoft 365). This cloud integration eliminated the need for organizations to invest in and maintain on-premises servers for SharePoint. Instead, SharePoint became accessible as a subscription-based service, aligning with the model of other cloud applications like Google Workspace and Salesforce. This transition broadened SharePoint’s accessibility, making it a viable and cost-effective solution for smaller businesses and non-profits that previously lacked the resources for extensive IT infrastructure.
With its cloud integration into Microsoft 365, SharePoint was rebranded as SharePoint Online. Unlike its on-premises predecessors, SharePoint Online operates without version numbers, maintaining a consistent name since its 2012 cloud debut. Being cloud-based, SharePoint Online benefits from continuous, seamless updates and improvements implemented by Microsoft.
SharePoint Online vs. On-Premises Deployments
Despite the rise of SharePoint Online, the traditional on-premises version persists, with SharePoint 2019 being the latest iteration. However, on-premises deployments are becoming less common due to the compelling advantages of cloud solutions, including cost-effectiveness and enhanced productivity. The global shift towards remote work, accelerated by the COVID-19 pandemic, further propelled organizations towards cloud-based platforms.
The Evolution from Classic to Modern SharePoint
In 2017, Microsoft initiated a comprehensive overhaul of SharePoint, introducing significant changes that led to the distinction between “classic” and “modern” SharePoint experiences.
This shift marked a turning point in SharePoint’s evolution. The older SharePoint, prevalent before this update, is now referred to as classic SharePoint, while the redesigned experience is known as modern SharePoint.
From All-in-One Platform to Specialized Applications
As SharePoint became integrated into the Microsoft 365 suite, its role within the ecosystem evolved. Previously considered a “Swiss Army knife” for collaboration, SharePoint served as a central tool for various functions: document storage and sharing, task management, information lists, news dissemination, and even basic communication features.
Initially, SharePoint adeptly handled some of these tasks. However, in certain areas, it struggled to compete with the capabilities of newer, specialized applications. Over time, Microsoft began to strategically redistribute functionalities previously housed within SharePoint, creating dedicated applications within the Microsoft 365 environment. Consequently, several capabilities have transitioned away from SharePoint over the past decade.
Task Management’s Shift to Planner and Project
For years, SharePoint’s Tasks Web Part facilitated task management and integration with MS Project. However, this system was often perceived as cumbersome and technically demanding, with inherent limitations. Task management has now been streamlined and enhanced through dedicated applications like Planner and Project for the Web, offering more robust and user-friendly solutions.
Conversations Evolving into Teams and Yammer
SharePoint attempted to incorporate social features through Discussion Boards and Newsfeed web parts. Yet, it couldn’t match the sophistication and user expectations set by modern social media platforms like Twitter and Facebook. This led to the introduction of Microsoft Teams in 2017, a dedicated platform for team communication and collaboration. Yammer, an enterprise social network, also emerged as a separate tool for broader organizational conversations.
Workflows Transitioning to Power Automate
In older SharePoint versions, workflows were directly built within the platform, even utilizing SharePoint Designer for advanced customization. However, modern SharePoint has shifted workflow management to Power Automate. This separate Microsoft 365 application offers enhanced workflow capabilities and integrates seamlessly with SharePoint and other Microsoft and third-party services.
Core Applications of SharePoint Today
Despite the functional shifts, SharePoint retains robust core functionalities, excelling in areas that have been central to its design since its inception. These are its primary applications today:
Document Management Excellence
Document management is often the first association with SharePoint. Since 2001, SharePoint has provided powerful document management features. It’s more than just file storage; it’s a comprehensive system with functionalities like version history, check-in/check-out, co-authoring, and secure external sharing.
What distinguishes SharePoint from other cloud document management systems like Dropbox and Google Drive is the ability to implement custom metadata. This feature allows for advanced document organization, sorting, filtering, and improved search capabilities.
Versatile Custom Lists
Beyond documents, organizations often need to manage structured information, similar to spreadsheets, for project lists, contacts, issue trackers, and more. SharePoint’s custom lists have been a core feature since its early versions. While Microsoft introduced the standalone Lists application, these lists are fundamentally hosted within SharePoint. SharePoint governs the security and access controls for all lists within a site.
SharePoint for Intranet Portals
Next to document management, creating intranet portals is a leading SharePoint use case. As a web platform, SharePoint is ideal for building engaging and user-friendly intranet sites. These portals serve as repositories for static and enduring organizational information, complementing the dynamic communications in Teams or Yammer. Intranets built on SharePoint can feature news, announcements, calendars, events, links, content pages, videos, and dashboards.
Wiki-Based Knowledge Bases
While not a dedicated wiki platform, SharePoint can be effectively configured as a knowledge base. Modern SharePoint’s page editing capabilities, metadata tagging, and page templates facilitate the creation of wiki-style content with text, images, and videos.
The Engine Behind Microsoft Teams
A significant, often unseen, application of SharePoint is its role as the underlying infrastructure for Microsoft Teams. Launched in 2017, Teams provides chat and video conferencing, but it’s powered by SharePoint. Each Team created in Microsoft Teams automatically provisions a SharePoint site to store files shared within team channels. Private and shared channels also trigger the creation of dedicated SharePoint sites. These SharePoint sites manage files, Teams meeting recordings, OneNote notebooks used for meeting notes, and lists within Teams.
SharePoint: A Versatile Content Management System
Despite the evolution of the Microsoft 365 ecosystem, SharePoint remains a powerful content management system, retaining its core strengths. Its flexibility allows organizations to tailor it to diverse needs, whether for document management or intranet communication. SharePoint’s enduring role in communication and collaboration within the Microsoft 365 ecosystem is undeniable, ensuring its continued relevance for organizations worldwide.
