SharePoint is a web-based collaboration platform developed by Microsoft that allows organizations to manage content across teams and departments.
- Document Management and Collaboration:
- Centralized document storage allows teams to easily access and collaborate on documents. SharePoint supports version control to track changes, restore previous versions, and enables real-time collaboration through co-authoring.
- Intranet and Communication:
- SharePoint enables the creation of intranet portals for sharing company news and resources. Team sites facilitate collaboration within departments or project teams by sharing documents, calendars, and tasks.
- Content Management:
- With metadata and powerful search capabilities, SharePoint enables quick access to documents. Content types allow for defining specific attributes and workflows for different document types.
- Business Process Automation:
- SharePoint supports workflow automation for tasks like document approvals and notifications, and integrates with Power Automate to streamline repetitive processes.
- Security and Permissions:
- Granular permissions allow control over who can access, edit, or manage content. Information Rights Management (IRM) protects sensitive documents by restricting actions like downloading or sharing.
- Customization and Integration:
- SharePoint sites are customizable with branding and layouts. It integrates with Microsoft 365 tools like Outlook, Teams, and Power BI, enhancing collaboration.
- Cloud-Based and On-Premises Options:
- SharePoint Online is cloud-based, offering flexible access and lower infrastructure costs, while SharePoint Server provides on-premises options for organizations needing local hosting and control.
Use Cases of SharePoint:
- Intranet Portals: Share company-wide news, events, and resources via intranet portals.
- Document and Knowledge Management: Store and manage critical business documents with version control, metadata tagging, and search capabilities.
- Project Collaboration: SharePoint team sites facilitate collaboration on projects by allowing document sharing, task assignment, and tracking progress.
- Business Process Automation: Automate approval workflows, notifications, and other processes.
Sites – 2 million per organization
Team Site:
- Purpose: Designed for internal collaboration among team members or departments to work on projects, share documents, and collaborate in real-time.
- Features: Document libraries, task lists, calendars, Microsoft Teams integration, co-authoring, and version control.
- Use Case: Ideal for departmental collaboration, project management, and internal document sharing.
Communication Site:
- Purpose: Used for broadcasting information organization-wide, such as news, reports, and announcements.
- Features: Visually appealing layouts, customizable pages, audience targeting for content delivery.
- Use Case: Perfect for company-wide announcements and resource sharing.
Hub Site:
- Purpose: Connects related sites under a unified structure with shared branding and navigation, making it easier to manage content.
- Features: Centralized navigation, shared themes, and aggregation of news from linked sites.
- Use Case: Useful for organizing multiple teams or departments under a parent site.
Benefits of SharePoint:
- Centralized Collaboration: Streamlines collaboration by offering a centralized platform for sharing documents, information, and communication.
- Secure Document Management: Provides robust security and compliance features, including permission control and information rights management.
- Improved Productivity: Enhances productivity with tools for automating business processes and integrating with Microsoft 365 applications.
- Customizability: SharePoint is highly customizable, allowing organizations to tailor sites and workflows to meet their specific needs.
https://learn.microsoft.com/en-us/sharepoint/manage-site-collection-storage-limits