SharePoint Online Benefits for Small Business and Use Cases (2022)

Before 2011, SharePoint was a market to mid to large size businesses due to its high cost. The shift in 2011 happened when Microsoft bundled SharePoint and its cloud version- SharePoint Online- into the office 365 license, which made it affordable to small businesses as well.

When a small business is in its early stages, managers can handle most of the business processes manually. Managing a small amount of data is easy. Managers can manually control excel sheets, pivot trackers, email approvals, and notifications.

Often a manual process eventually leads to issues as the business grows- unstructured operations start falling apart. Many times, HR, accounts, and IT departments collaborate offline and resolve issues internally. The challenge is that such organizations require a business process automation tool to manage unstructured operational issues effectively.

If your business is outgrowing your current systems but you’re not sure where to go next, SharePoint may be a good fit. In this blog post, we are sharing some of the benefits of using SharePoint and how it can help your business.

Benefits of Adopting SharePoint Online

SharePoint is a highly flexible, responsive, and customizable platform that enterprises prefer to use when it comes to content management, collaboration, workflow creation, and Business Process Automation. Another benefit of SharePoint Online is increased productivity. SharePoint Online boosts your productivity in the following ways.

Let’s discuss these benefits in more detail.

(Video) SharePoint Use Cases: Exploring The Benefits of SharePoint!

1. SharePoint acts as your centralized hub:

One of the biggest advantages of SharePoint Online is that it’s a cloud solution, you can access anywhere, at any time. It also acts as a centralized hub for storing your files in one easy-to-access location. Your team does not need to hunt down information or documents. Instead, they can easily search for your document on the SharePoint hub. You can also secure your documents with different permission rights like reading, reading/writing, etc. Finally, you can access all your office documents from a PC, laptop, mobile or tablet. SharePoint works on Android, Apple, and Windows devices.

2. Easy Collaboration tool

SharePoint Online makes it easy for co-workers to collaborate online. For example, saving documents in OneDrive allows users to share documents with multiple people and gives them permission for real-time editing thus keeping the copy updated. You can have different people working on a proposal or spreadsheet from multiple offices and locations. Each user’s changes get tracked, so it is possible to see who edited which portions. Furthermore, OneDrive automatically creates versions of the saved documents, so nothing gets lost. If a file is accidentally deleted or overwrites occur, OneDrive can restore the document to a the previous version. The recycle bin functions as a catch-all for the times when a file is deleted in error, so it can be retrieved without loss of content.

3. Seamless integration with MS Office services and other systems

SharePoint online offers seamless connectivity to the entire suite of Microsoft Office products. If you use Microsoft Excel, PowerPoint, Word or Outlook daily in your workplace, you will find an easy option to import and export documents from your SharePoint list into other applications. The integration also gives you the option of quickly editing documents in your browser or opening them natively on your desktop, but no the matter which you choose, the changes will be saved in the drive. Also, SharePoint integrates with many enterprise systems (CRM, ERP, project management systems, etc.), which allows the company’s ability to create cross-department workflows.

4. Customizable solutions

Another popular reason companies use SharePoint is that the tool allows extensive customization capabilities such as

(Video) Getting Started with SharePoint Online for Small Business

The pages are all WYSIWYG – what you see is what you get – which means staff doesn’t need to have coding skills. Modern communication sites allow users to quickly create their own enterprise intranet with ready-to-use add-ins and widgets. Beyond Intranet also offers several such add-ins and workflows which are plug-in and play.

5. Limitless OneDrive storage

OneDrive for Business gives you the option to keep documents on the cloud versus saving your files on local storage. OneDrive for Business gives employees a personal site where they can sync and share documents, collaborate on documents with individuals inside and outside the organizations, and access their content from multiple devices. You can also control individual permissions on OneDrive if you want to share your documents with specific colleagues.

6. Enhanced security

SharePoint has enterprise-level security features to keep your documents safe. Microsoft has an entire website devoted to security and compliance. Hosting operations through a single, integrated platform also reduces your vulnerability to holes, leaks, and attacks across multiple systems. Additionally, you can also protect your organization by monitoring user behavior, to ensure all employees and contractors comply with your internal usage policies.

Popular Use Cases of SharePoint Online

Companies often ask us about some of the popular ways that organizations can use SharePoint technology for their needs. Below are some use cases which highlight how easy it is for users to customize SharePoint to automate their business processes.

Document Management system

In most companies- employees struggle to find relevant information or document at the right time. The IDC discovered that knowledge worker spends about 2.5 hours per day, or roughly 30% of the workday, searching for information. SharePoint has the ability to help organizations reduce expenses by making their documents easy to find. SharePoint is most suited to act as an effective Document management system (DMS). The platform ensures easy creation, secure storage, fast search, and various document retrieval types including rare file extensions. The approval workflow and the user permission system make the document management seamless and full proof. Some other SharePoint online features that boost the system’s effectiveness are:

(Video) How to Use SharePoint for Case Management // Microsoft 365 Case Management System

Enterprise intranet

SharePoint is perfect for building enterprise-level intranets and portals. This powerful tool

In short, it has become a central repository for all the key information the staff needs to get the job done. SharePoint intranet features include:

Knowledge Management

Both DMS and SharePoint Knowledge management (KM) are about finding the right information/ document faster when you need it. The core difference between these add-ins is the content type and relevance. While DMS helps store and retrieve any document from a specific location, KMS helps users find content that solves a specific problem or answers a specific question. KM helps multiple departments sharing specific information with access permissions to each other. User access permissions control the distribution of information to specific people in your organization. SharePoint allows searching for knowledge and content by a file name, keywords, and metadata as well as rating search results by relevancy. SharePoint is a perfect tool for creating your company Knowledge Management portal because of features like:

HR process automation

SharePoint automates HR processes and procedures, including:

SharePoint administers various HR activities like:

(Video) SharePoint: The Benefits For Your Business

Creating Custom workflows

Microsoft designed SharePoint with the business process management in mind, so it offers a range of options for setting up, maintaining, and executing workflows. This includes several built-in workflows for the most common processes such as getting approvals, collecting feedbacks or signatures. However, the customization capabilities in SharePoint allow enterprises to create custom workflows to automate complex business processes like

Creating custom workflows may involve some coding, so it is advisable to work with SharePoint experts or developers who can turn complex processes into a digital workflow with proper user access permissions, data integrations, email notification, and insightful analytical dashboards.

Conclusion

If your company already uses SharePoint or Office 365, it is vital to ensure you know all the ways you can tap the full potential of your license. The benefits and use cases above, help you understand the best ways to leverage SharePoint to automate your business processes.

At Beyond Intranet, we have a team of SharePoint developers who can help you customize your SharePoint system based on your specific needs. Our offerings include:

Contact us for SharePoint Consulting Services at [emailprotected] to discuss your Project.

FAQs

What are the benefits of SharePoint Online? ›

Microsoft SharePoint is a cloud-based service that helps organizations share and manage content, knowledge, and applications to: Empower teamwork. Quickly find information. Seamlessly collaborate across the organization.

What are the benefits of using the SharePoint in an organization? ›

Microsoft SharePoint Features and Benefits
  • Multi-purpose functionality built in.
  • Centralized administration.
  • Customizable.
  • Document management and collaboration.
  • Site consolidation.
  • Integration with your existing apps.
  • Enhanced security.
  • Ease of use and design assistance.

Can SharePoint be used as a case management system? ›

As mentioned earlier SharePoint excels at the management of Case Files. Users can generate cases easily and assign it to their team members. The user feedback was so overwhelming where you can save lot of time on case management activities compared to manual interventions.

What are five strengths of using Microsoft SharePoint? ›

5 Benefits of SharePoint
  • Simplified Company-Wide Collaboration. One of the most significant benefits of Microsoft SharePoint is simplified collaboration across your entire team. ...
  • Advanced Security Measures. ...
  • Customizable to your team needs. ...
  • Return on Investment. ...
  • Increased Productivity.
23 Dec 2021

What is the main purpose of SharePoint? ›

Organizations use Microsoft SharePoint to create websites. You can use it as a secure place to store, organize, share, and access information from any device. All you need is a web browser, such as Microsoft Edge, Internet Explorer, Chrome, or Firefox.

What are the advantages and disadvantages of SharePoint? ›

SharePoint Intranet- Pros and Cons
  • Extensive Range of Features. ...
  • Office 365 Integrations. ...
  • Integration with other Systems. ...
  • Customization. ...
  • Complex to Maintain and Use. ...
  • Expensive Implementation and Customization. ...
  • Extensive Range of Features can create a Mess. ...
  • Integrations Require Extra Development Effort.

What is the best way to use SharePoint? ›

In this article, you'll learn how to use SharePoint most effectively.
  1. Bring Consistency to File Names. ...
  2. Tag Documents. ...
  3. Secure Documents Using Lock Feature. ...
  4. Quickly Copy Lists and Libraries. ...
  5. Learn to Restore Lost Library Data. ...
  6. Manage Access Request. ...
  7. Restrict Library Permission. ...
  8. Use Hub Sites to Categorize Team Sites.
11 Oct 2021

How do you create a case in SharePoint? ›

Creating a Case File to manage documents and emails ... - YouTube

How do you set up a case management system? ›

How to build your own case management system
  1. Start small but aim large. The previous system our users — advisers in local Citizens Advice working directly with clients — had to use was complex, challenging to learn, and slow to use. ...
  2. Share early, share often. ...
  3. Develop out loud.
1 May 2018

What is the benefit of using SharePoint and OneDrive? ›

OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.

Which is a feature of SharePoint Online plans? ›

1 TB of OneDrive storage per user. Share files securely inside or outside your organization. Sync local copies of files or folders for offline viewing and editing on Mac or PC. Coauthor in real time in familiar Microsoft Office apps.

How is SharePoint different from teams? ›

Microsoft Teams is the hub for teamwork. It allows for collaboration, chat, calls, meetings, and so much more! SharePoint Online is primarily a document management and intranet platform where you store, collaborate, and share information seamlessly across the organization, and is also part of Microsoft 365.

What is SharePoint in simple words? ›

SharePoint is a highly customizable Cloud-based content collaboration and management platform that can help your team work remotely, work together, and work smarter.

What features of SharePoint do you use the most? ›

15 Best Features for SharePoint Online Site
  • Easy, and Cost-effective. ...
  • Greater Accessibility and Collaboration. ...
  • Microsoft Suite Integration. ...
  • Multidisciplinary Usage. ...
  • Security. ...
  • Automatic Updates. ...
  • Connectivity with Mobile. ...
  • Browser Support.

Is SharePoint a productivity tool? ›

Built to improve productivity and enhance collaboration in the workplace, SharePoint is arguably the most intelligent and best “collective” productivity tool in Office 365.

How many companies use SharePoint? ›

Who uses SharePoint? Since SharePoint offers a number of different functionalities, it's used by a wide range of businesses and organizations of all sizes. According to Microsoft, more than 250,000 organizations use SharePoint, including over 85% of Fortune 500 companies who use SharePoint Online as part of Office 365.

Is SharePoint easy to use? ›

For a website-based collaboration platform SharePoint is easy to maintain and, at its fundamental level, easy for business users to understand.

Is SharePoint still relevant? ›

The short answer: There is no risk of SharePoint dying anytime soon, since it is gaining more popularity as an essential part of the hybrid solutions (on-premises and in the cloud) that Microsoft's vision for the future relies on.

When should you not use SharePoint Online? ›

Here's our top ten compelling reasons to use metadata (keywords) and not to use SharePoint folders.
  1. 1 Cost. There are so many things that SharePoint can do beyond file storage. ...
  2. 2 Poor Usability. ...
  3. 3 Document Visibility. ...
  4. 4 Document Duplication Woes. ...
  5. 5 Data Integrity. ...
  6. 6 URL Issues. ...
  7. 7 Navigation. ...
  8. 8 Can't Sort or Filter.
13 Oct 2017

What are the limitations of SharePoint? ›

No more than 100 GB total file size. No more than 30,000 files. Each file must be less than 15 GB.

What is a downside to using Microsoft SharePoint? ›

SharePoint comes as part of the package for select Microsoft Office licenses but if you want to use it to its full potential, it's far from “free.” In addition to an expensive licensing structure, there are hidden, high costs to implementation that add up very quickly.

Can SharePoint be used as a database? ›

Although SharePoint rests on a database management system and has some similar functionality, the platform itself is not a database. If all you need is just structured and secure storage for several thousands of documents, SharePoint can easily meet your needs.

How do I get the most out of SharePoint? ›

Here are some of our favorite ways to use SharePoint to make your business better.
  1. Create a Portal for Company-Wide Communications. ...
  2. Filter Information with SharePoint Views. ...
  3. Create Electronic Forms. ...
  4. Create a Customer Service Wiki. ...
  5. Use a Group Calendar. ...
  6. Use Labeled Libraries for Asset Organization. ...
  7. Keep Projects on Task.
13 Mar 2019

What is difference between Office 365 and SharePoint Online? ›

SharePoint Online, while available on Office 365, is a collaborative platform that integrates with Microsoft Office. SharePoint Online, which can be configured for a company's usage, allows an enterprise to store, retrieve, search, archive, track, manage, and report on digitized documents.

What is the difference between SharePoint and SharePoint Online? ›

SharePoint 2019 is an on-premises software, whereas SharePoint Online is a cloud service available in Microsoft 365 subscriptions. The two platforms differ in key areas, including system requirements, security and payment models.

What type of tool is SharePoint? ›

SharePoint is a web-based collaborative platform that integrates natively with Microsoft Office. Launched in 2001, SharePoint is primarily sold as a document management and storage system, but the product is highly configurable and its usage varies substantially among organizations.

What is new in SharePoint online? ›

The new SharePoint home gathers all the information from the different communication teams and communication sites. This also brings together the sites you follow and all the activity you do on them can also be seen on the home page. This allows you to quickly access all your favorite pages and websites.

What type of service is SharePoint Online? ›

SharePoint Online is cloud-based software as a service. Users can store and share information and use it collaboratively. Microsoft hosts the software on its own servers. Businesses buy the software using a subscription model.

How do I organize files in SharePoint? ›

Drag and drop files into those folders in SharePoint or using File Explorer. Learn to add columns to a library and then sort and filter by those columns to see only the information you need. Learn to create views of items in a library where you sort and filter documents across folders and columns.

What happens when a file is deleted in SharePoint? ›

When you delete items from a document library or list in Microsoft Teams or SharePoint, they aren't immediately removed. Deleted items go into the SharePoint site recycle bin for a period of time or until they are emptied from the recycle bin.

What is case management workflow? ›

A Case Management Workflow is the logic, process or method your business uses for resolving issues. Issues can have many sources. For instance, they can be raised by customers, partners or internal staff. Getting business logic right is difficult.

What are the components of case management? ›

At its core, case management is about transforming lives through individualized care and services so clients can meet their goals. There are four key components within this definition that make up successful case management: Intake, Needs Assessment, Service Planning, and Monitoring and Evaluation.

What do you look for in a case management system? ›

10 Things to Consider Before Choosing Case Management Software
  • Cloud-based vs. server based. ...
  • Ease-of-use. This might seem obvious, but you'll need to evaluate the ease-of-use of any case management software you consider. ...
  • Security. ...
  • Mobile access. ...
  • Integrations. ...
  • Reviews. ...
  • Cost. ...
  • Adding/removing users.
23 Jun 2020

What does OneDrive for business provide? ›

OneDrive for work or school is online storage for your work or school organization. This OneDrive is managed by your organization and lets you share and collaborate on work documents with co-workers or classmates.

Why is SharePoint superior to OneDrive? ›

SharePoint has capabilities above and beyond those offered by Microsoft OneDrive, which, on the other hand, is your personal online storage space where you can store all your private files securely.

Where is SharePoint online data stored? ›

SharePoint Online uses multiple SQL databases (called content databases), to store customers' data (sites content, list item, files and document, in addition to metadata) on Azure Storage in a safe and encrypted manner.

Is SharePoint Online Free? ›

The answer is Yes, Once you have an office 365 trial account, you can use SharePoint Online free. You do not need a separate SharePoint trial account.

Who can access my SharePoint site? ›

If you're a Microsoft SharePoint site owner, you can give other people access to the site by adding them as owners, members, or visitors.

What will replace SharePoint? ›

7 Microsoft SharePoint alternatives to consider
  • Confluence. ...
  • Huddle. ...
  • Glasscubes. ...
  • Google Workspace. ...
  • Samepage. ...
  • 6. Box. ...
  • Basecamp.
12 Jul 2022

When should I use SharePoint? ›

It's best used in two ways:for collaborating on files with others, and for publishing files for everyone to see. Team sites are great for collaborating, while communication sites are perfect for publishing.

Can I use SharePoint without Teams? ›

SharePoint is a better choice when you need the advanced structure of subsites, with multiple document libraries and custom folders that are not related to your Teams channels. SharePoint classic sites allow you to apply more advanced permissions and control structure using SharePoint groups.

What are the features of SharePoint Online? ›

Notable features in SharePoint include:
  • Business intelligence (BI). ...
  • Compliance. ...
  • Document library accessibility. ...
  • Expanded file names. ...
  • Folder sharing. ...
  • Better integration with Office 365 tools and services, including Microsoft Sway.
  • Information rights management. ...
  • Large file support.

What are the advantages and disadvantages of SharePoint? ›

SharePoint Intranet- Pros and Cons
  • Extensive Range of Features. ...
  • Office 365 Integrations. ...
  • Integration with other Systems. ...
  • Customization. ...
  • Complex to Maintain and Use. ...
  • Expensive Implementation and Customization. ...
  • Extensive Range of Features can create a Mess. ...
  • Integrations Require Extra Development Effort.

What's the difference between SharePoint and SharePoint Online? ›

SharePoint 2019 is an on-premises software, whereas SharePoint Online is a cloud service available in Microsoft 365 subscriptions. The two platforms differ in key areas, including system requirements, security and payment models.

What is difference between Office 365 and SharePoint Online? ›

SharePoint Online, while available on Office 365, is a collaborative platform that integrates with Microsoft Office. SharePoint Online, which can be configured for a company's usage, allows an enterprise to store, retrieve, search, archive, track, manage, and report on digitized documents.

What is SharePoint in simple words? ›

SharePoint is a highly customizable Cloud-based content collaboration and management platform that can help your team work remotely, work together, and work smarter.

What type of service is SharePoint Online? ›

SharePoint Online is cloud-based software as a service. Users can store and share information and use it collaboratively. Microsoft hosts the software on its own servers. Businesses buy the software using a subscription model.

Where is SharePoint online data stored? ›

SharePoint Online uses multiple SQL databases (called content databases), to store customers' data (sites content, list item, files and document, in addition to metadata) on Azure Storage in a safe and encrypted manner.

When should you not use SharePoint Online? ›

Here's our top ten compelling reasons to use metadata (keywords) and not to use SharePoint folders.
  1. 1 Cost. There are so many things that SharePoint can do beyond file storage. ...
  2. 2 Poor Usability. ...
  3. 3 Document Visibility. ...
  4. 4 Document Duplication Woes. ...
  5. 5 Data Integrity. ...
  6. 6 URL Issues. ...
  7. 7 Navigation. ...
  8. 8 Can't Sort or Filter.
13 Oct 2017

Is SharePoint online any good? ›

SharePoint is #1 ranked solution in top Enterprise Content Management tools, top Web Content Management tools, top Corporate Portals, and top Enterprise Intranet tools. PeerSpot users give SharePoint an average rating of 8.2 out of 10.

What are the limitations of SharePoint? ›

No more than 100 GB total file size. No more than 30,000 files. Each file must be less than 15 GB.

Why SharePoint Online is better than on premise? ›

SharePoint Online comprises both web and cloud-based technologies. It eliminates high data storage costs, subscription charges, and other SharePoint on-premises deployments. The primary benefits of migrating to the SharePoint Online platform are: The ability to integrate with Microsoft 365 applications.

Is SharePoint Online SaaS or PaaS? ›

Office 365 is SaaS, which provides an online version of MS Office Suite (Office Web Apps) along with SharePoint Server, Exchange Server and Lync Server. Windows Azure is both IaaS and PaaS, which makes the Windows Server operating system and other features available as services.

Can you use SharePoint for personal use? ›

For SharePoint Online service, it is only available to business or enterprise users of Microsoft 365 service with work account, not for personal or family user.

What is the best way to use SharePoint? ›

In this article, you'll learn how to use SharePoint most effectively.
  1. Bring Consistency to File Names. ...
  2. Tag Documents. ...
  3. Secure Documents Using Lock Feature. ...
  4. Quickly Copy Lists and Libraries. ...
  5. Learn to Restore Lost Library Data. ...
  6. Manage Access Request. ...
  7. Restrict Library Permission. ...
  8. Use Hub Sites to Categorize Team Sites.
11 Oct 2021

How is SharePoint different than other Office applications? ›

In a rudimentary way, you can think of Office 365 as a way to create documents, while SharePoint is the hub where you can store and communicate about them. SharePoint online is great if: You have a large organization that needs the ability to co-author documents.

Is SharePoint Online Free? ›

The answer is Yes, Once you have an office 365 trial account, you can use SharePoint Online free. You do not need a separate SharePoint trial account.

Videos

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2. How to use Microsoft SharePoint
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3. Which tool when for files: SharePoint, OneDrive, or Microsoft Teams
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4. Power Apps and Power Platform Real Life Use-Cases and Good Practices
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5. Why Law Firms Should Be Using Microsoft SharePoint with Microsoft Teams for Case Management
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