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Microsoft SharePoint Review
Adam Uzialko
business.com Staff
Microsoft SharePoint is a sprawling and versatile document management software and collaboration tool. It is suitable for businesses small and large, and it has a familiar user interface for those already accustomed to Microsoft Office 365 products.
SharePoint, by Microsoft, is a web-based collaborative platform that integrates with Microsoft Office. SharePoint is primarily used as an intranet and content management system.
A unique feature of Microsoft SharePoint is that users can create "team sites," which serve as a tool to organize documents by team requirements in a single space. This is particularly useful for larger businesses with multiple departments. Each team site includes its own file cabinet-style folder structure, acting as a separate document depository from other team sites. Sites can be linked together if they are related. Users can be authorized to view and edit documents, as well as folders, in team sites.
You can sync your Microsoft SharePoint account with your local hard drive, enabling automatic uploads of new documents you file in the associated drive on your computer or mobile device. Files can be dragged and dropped to this drive, imported, or scanned via a compatible printer or scanner. Synchronizing Microsoft SharePoint is an easy way to access files directly from Windows File Explorer, making it easy for individual users to upload and edit documents without interrupting their existing workflow.
Using the more advanced features of SharePoint, however, might require some additional training. From team site to team site, for example, admins can configure different metadata fields specific to each site and subsite.
When it comes to collaboration, Microsoft SharePoint excels. Version control is reviewable down to specific edits. Users can see who made what changes when as well as review all previous versions of a document to see how it changed. Archived versions of documents can be downloaded to local hard drives, which is useful for creating redundant copies or quickly reverting to a previous version if edits are improperly made to a document. Custom notifications can be set so users receive alerts when a particular document is changed. While there is a check-in and checkout feature in SharePoint, you can also create a setting so that multiple users are permitted to simultaneously edit the same document; depending on your organization's workflows, co-authoring can be a useful feature.
Microsoft SharePoint includes an audit log that makes tracking all activity easy. It provides an overview of past admin settings and how they have changed over time. The audit log is searchable, allowing users with access to review user activity, specific time frames, search terms and more. Audit logs are particularly useful for large businesses looking to improve transparency with the documents their organization produces and manages as well as businesses in industries that are subject to regulations that govern the production and transmission of sensitive information, such as healthcare organizations or legal representatives.
As a Microsoft product, SharePoint seamlessly integrates with other Microsoft applications. These include all Microsoft Office 365 products (Microsoft Word, Excel and PowerPoint) as well as Microsoft Flow and Microsoft PowerApps. It also integrates with many third-party software applications your business already uses on a daily basis.
Microsoft SharePoint ranges in price from $5 per user, per month to $20 per user, per month depending on the tier you choose, and the add-on features you select. Microsoft SharePoint can be purchased in combination with Microsoft Office 365 or as a stand-alone product. There is a 30-day free trial available so you can test the software first before making a buying decision.
Image Credit: LanaStock / Getty Images
Adam Uzialko is a writer and editor at business.com and Business News Daily. He has 7 years of professional experience with a focus on small businesses and startups. He has covered topics including digital marketing, SEO, business communications, and public policy. He has also written about emerging technologies and their intersection with business, including artificial intelligence, the Internet of Things, and blockchain.
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