What Is SharePoint? Microsoft SharePoint Server & Online Explained

What we keep hearing from businesses is that many teams think SharePoint is just a place to store files, but they often miss its real power for collaboration and workflow management. SharePoint is more than a shared folder—it's a central hub for managing documents, communication, and permissions across your organisation. Industry research shows most companies only use a fraction of SharePoint’s features, often overlooking how it can streamline daily tasks and improve teamwork.

The takeaway is simple: SharePoint is used to connect people, content, and processes in a secure, organised way. If you’re running Microsoft 365 or considering SharePoint Online, understanding the basics can help you get more out of your investment. Whether you need a reliable intranet, a flexible SharePoint site for projects, or automated workflows, getting to grips with what SharePoint is will help you work smarter and avoid common mistakes.

What is SharePoint: The foundation for business collaboration

SharePoint is a Microsoft platform designed to help teams store, organise, and share information. It acts as a digital workspace where you can manage documents, set permissions, and create communication sites for different projects or departments. With SharePoint, you can build an intranet that brings together files, discussions, and updates in one place.

Many organisations use SharePoint Server for on-premises solutions, while others prefer SharePoint Online as part of Microsoft 365. Both options allow you to create custom workflows, manage access, and keep your business data secure. By understanding what SharePoint is, you can decide which version fits your needs best and make the most of its features.

Common mistakes to avoid with SharePoint and Microsoft

Even experienced teams can run into trouble with SharePoint. Here are some of the most frequent mistakes and how to avoid them.

Mistake #1: Treating SharePoint like a simple file server

Many businesses use SharePoint as a basic file dump, missing out on its collaboration tools. This limits its value and can lead to cluttered, hard-to-find documents. Instead, use features like version control and metadata to keep files organised and easy to search.

Mistake #2: Ignoring permission management

Not setting the right permissions can expose sensitive data or block users from what they need. Always review who can access each SharePoint site and update permissions as teams change.

Mistake #3: Overcomplicating site structure

Building too many sites or libraries makes navigation confusing. Keep your SharePoint structure simple and logical, so users can find what they need quickly.

Mistake #4: Skipping training for users

If your team doesn’t know how to use SharePoint’s features, they’ll stick to old habits. Offer regular training and support to help everyone get comfortable with new tools.

Mistake #5: Not integrating with other Microsoft 365 tools

SharePoint works best when connected with tools like Microsoft Teams and OneDrive. Integrate these platforms to make sharing and collaboration seamless.

Mistake #6: Forgetting about mobile access

Today’s teams need to work on the go. Make sure your SharePoint sites are mobile-friendly and test them on different devices.

Mistake #7: Failing to plan for growth

As your business grows, so will your SharePoint needs. Review your setup regularly to ensure it still fits your team size and workflow.

Essential features of SharePoint for business

SharePoint offers a range of features that help businesses stay organised and productive:

• Document management with version control and easy sharing
• Customisable intranet sites for teams, departments, or projects
• Secure permission settings to control access to sensitive data
• Automated workflows to streamline repetitive tasks
• Integration with Microsoft Teams, OneDrive, and other Microsoft 365 apps
• Communication sites for sharing news, updates, and resources

SharePoint Online vs OneDrive: Understanding the differences

SharePoint Online and OneDrive are both part of Microsoft 365, but they serve different purposes. OneDrive is designed for personal file storage and sharing, making it ideal for individual workspaces. SharePoint Online, on the other hand, is built for team collaboration, document libraries, and shared workflows.

When comparing SharePoint vs OneDrive, think about whether you need a place for personal files or a platform for team projects. SharePoint for business is best when you want to manage group documents, set permissions, and automate processes. OneDrive is perfect for storing your own files and sharing them with others when needed.

By understanding what SharePoint is and how it fits with OneDrive, you can choose the right tool for each task and avoid confusion. Many businesses use both platforms together, making it easy to move files from personal storage to a team site as projects grow.

How SharePoint and OneDrive work together: Key integrations

SharePoint and OneDrive are closely linked in Microsoft 365, and using them together can boost productivity. Here’s how they connect and support your business.

Integration #1: Seamless file sharing

Files stored in SharePoint can be easily shared with team members through OneDrive links. This allows quick access without duplicating documents or losing track of versions.

Integration #2: Consistent permissions across platforms

When you set permissions in SharePoint, those settings carry over to files shared via OneDrive. This keeps your data secure and ensures only the right people can see sensitive information.

Integration #3: Unified search and discovery

Both SharePoint and OneDrive use Microsoft’s search tools, making it simple to find documents, sites, or conversations from one place. This saves time and reduces frustration.

Integration #4: Collaboration in Microsoft Teams

SharePoint sites can be linked directly to Microsoft Teams channels. This means your team can chat, share files, and track updates without switching apps.

Integration #5: Syncing files for offline access

With OneDrive’s sync feature, you can access SharePoint documents even when you’re offline. Changes are updated automatically when you reconnect.

Integration #6: Streamlined workflow automation

SharePoint’s workflow tools can trigger actions in OneDrive, such as moving files or sending notifications. This helps automate routine tasks and keeps projects moving.

Integration #7: Centralised document libraries

SharePoint acts as the main library for team files, while OneDrive supports personal storage. Together, they cover all your business needs for file management and sharing.

Practical steps for implementing SharePoint in your business

Rolling out SharePoint doesn’t have to be complicated. Start by mapping out your team’s needs—think about which departments need their own sites, what documents should be shared, and who needs access to what. Set up a simple site structure first, then add more features as your team gets comfortable.

Make sure to communicate the benefits of SharePoint for business to your team. Offer training sessions and create easy-to-follow guides for common tasks. Regularly review your setup to make sure it still fits your workflow and update permissions as your team changes.

Finally, take advantage of SharePoint’s integration with other Microsoft 365 tools. Connect your sites to Microsoft Teams, use OneDrive for personal storage, and automate tasks with built-in workflows. This will help you get the most out of what SharePoint is and keep your business running smoothly.

Best practices for SharePoint and OneDrive success

To get the most from SharePoint and OneDrive, follow these proven tips:

• Keep your site structure simple and easy to navigate
• Set clear permissions for each site and document library
• Train your team on new features and updates
• Use workflows to automate repetitive tasks
• Integrate with Microsoft Teams and other apps for better collaboration
• Review your setup regularly to support business growth

Following these steps will help you avoid common pitfalls and make SharePoint a valuable tool for your business.

How Sonar IT can help with SharePoint

Are you a business with 15-40 endpoints looking to get more from your IT systems? If you’re growing and want to make sure your team can collaborate, share files, and stay organised, SharePoint could be the answer.

We help businesses set up, customise, and manage SharePoint so you can focus on your work. Whether you need help with permissions, site structure, or integrating with Microsoft 365, our team is here to support you. Contact us today to see how we can make SharePoint work for your business.

Frequently asked questions

What is the difference between SharePoint and OneDrive for business?

SharePoint is designed for team collaboration, allowing you to create shared sites, manage permissions, and automate workflows. OneDrive is focused on personal file storage, making it easy to keep your own documents and share them when needed. Both are part of Microsoft 365, but SharePoint is used for group projects and company-wide communication, while OneDrive is best for individual workspaces.

When deciding between SharePoint vs OneDrive, think about whether you need to manage team documents or just store personal files. Many businesses use both to cover all their needs.

How does Microsoft SharePoint support remote teams?

Microsoft SharePoint makes it easy for remote teams to access documents, collaborate on projects, and stay updated from anywhere. By setting up a SharePoint site, you can centralise files and communication, so everyone is on the same page.

With SharePoint Online, your team can work together in real-time, track changes, and automate tasks using built-in workflow tools. This helps keep projects moving, even when your team is spread out.

What are the system requirements for SharePoint Server?

To run SharePoint Server, you’ll need a Windows Server operating system, a supported SQL Server version, and enough storage for your documents and sites. It’s important to check Microsoft’s official documentation for the latest requirements.

Proper planning ensures your SharePoint Server runs smoothly and supports your business as it grows. Always review hardware and software needs before starting your setup.

How do I set up an intranet using SharePoint Online?

SharePoint Online makes it simple to build an intranet for your business. Start by creating a new communication site, then add pages for news, resources, and team updates. You can customise the layout and design to fit your brand.

Assign permissions to control who can view or edit each section. This keeps your intranet secure and ensures only the right people have access to sensitive information.

Can I use SharePoint and OneDrive together with Microsoft Teams?

Yes, SharePoint and OneDrive both integrate with Microsoft Teams. When you create a new Teams channel, a SharePoint site is set up automatically for shared files. You can also link OneDrive for personal file sharing within Teams.

This integration helps your team chat, share documents, and manage projects all in one place. It’s a great way to streamline communication and keep everything organised.

What permissions should I set for a SharePoint site?

Set permissions based on what each user or group needs to do. For example, give edit access to team members who need to update documents, and view-only access to others. Always review permissions regularly as your team changes.

Using SharePoint’s permission settings helps protect sensitive data and ensures everyone has the right level of access. Clear roles and access controls make your SharePoint site safer and easier to manage.