Quick answer: SharePoint is Microsoft’s platform for building intranet sites, storing and sharing documents, and publishing internal news, included in most Microsoft 365 plans. Its building blocks are sites, pages, document libraries, lists and news posts, all tied to Microsoft 365 identity and security. Organisations use it as the official intranet and record of internal communication, alongside Teams for teamwork and Viva Engage for conversation.
SharePoint, what is it ? This article is a perfect guide to understand this platform and make the most of it for your company’s intranet.
Introduction
In today’s fast-paced hybrid work environment, understanding Microsoft SharePoint has become essential for internal communication professionals. Microsoft SharePoint is more than just a document management tool, it’s a powerful platform that centralizes content, improves collaboration, and supports automated workflows.
In this guide, you’ll learn the key components of SharePoint, how it enhances workplace communication, and how integrating it with Communication Insights can help you track performance and optimize your internal communication strategies.
What is SharePoint and Why Should You Understand It?
SharePoint is a Microsoft platform designed to help organizations manage content, streamline collaboration, and build customized digital workspaces. Whether you’re a beginner or an advanced user, to understand SharePoint is to unlock the potential of a more productive, connected digital workplace.
By gaining a clear understanding of SharePoint’s capabilities, you can make informed decisions about site architecture, document management, user access, and communication strategies tailored to your company’s needs.
What Is SharePoint Online Used For?
SharePoint in Microsoft 365, listed as SharePoint Online in Microsoft’s plan descriptions[1], does four everyday jobs, and most organizations run all four in the same tenant:
- Intranet and communication sites. Communication sites are designed to inform readers across the organization rather than to co-create content, and Microsoft names them the primary type of site for building an intranet[2].
- Team sites. A team site connects a group to shared files, lists and resources, and can be connected to a Microsoft 365 group[3]. Creating a team in Microsoft Teams automatically creates a connected SharePoint site[4].
- Document libraries. Each site comes with a default document library where files are stored and worked on together. The Files tab of a standard Teams channel is simply a folder in that library[4].
- News. Sites publish news posts on their home page, and audience targeting can prioritize that news on the SharePoint start page and in the mobile app[2].
For internal communicators, the intranet and news are the communication surfaces; team sites and libraries are collaboration. Keeping the two apart is the first step in measuring SharePoint as an internal communication channel.
The Building Blocks You Need to Understand SharePoint
1. Sites and Site Collections
The foundation of SharePoint lies in its sites and site collections. A site collection contains multiple SharePoint sites grouped together, each designed for specific purposes such as project tracking, departmental collaboration, or document sharing.
2. Document Libraries and Lists
Document libraries are essential for storing and organizing files like PDFs, Word docs, or Excel spreadsheets. Lists, on the other hand, structure data like task tracking, announcements, or event planning. Understanding how to manage both is key to keeping your content organized.
3. Permission Management
SharePoint offers a robust permission system that allows you to define who can access what, from full sites down to individual documents. This ensures that sensitive content is protected and shared with the right stakeholders.
How SharePoint Enhances Collaboration
4. Real-Time Co-Authoring
SharePoint enables real-time collaboration on documents. Multiple users can work on a file simultaneously, and version history allows you to track changes and revert if needed, perfect for teams working across locations.
5. News and Announcements
SharePoint lets you publish internal news posts and announcements that keep employees informed of important updates, events, or strategic changes. These posts are visually engaging and easy to create.
6. Team Sites for Departments and Projects
With SharePoint Team Sites, departments or project groups can have their own digital space, complete with document libraries, calendars, discussion boards, and task lists. These hubs improve visibility and collaboration across teams.
Personalize and Integrate SharePoint for Maximum Efficiency
7. Web Parts for Customization
Web Parts are modular components that you can add to any SharePoint page. From charts and calendars to custom forms and Power BI dashboards, they allow you to tailor the experience for your users.
8. Integration with Microsoft 365 Tools
SharePoint seamlessly integrates with Microsoft Teams, Outlook, OneDrive, and more. This integration streamlines communication and content sharing across platforms, making it easier for employees to collaborate.
9. Automate Processes with Power Automate
Thanks to Power Automate, SharePoint users can create custom workflows to automate repetitive tasks like approvals, notifications, or form submissions, no coding required. This boosts efficiency and reduces administrative workload.
Communication Insights: A Game-Changer for Measuring SharePoint Engagement
Once you start to truly understand SharePoint, the next step is to measure the impact of your internal communication efforts. That’s where Communication Insights comes in.
Communication Insights is a cross-channel analytics platform that connects directly to SharePoint, Viva Engage, your email newsletters, and other internal channels, giving you one centralized view of your communication performance.
Here’s what you can do with Communication Insights:
- 📊 Track all your SharePoint KPIs in one dashboard
- ⏱️ Identify the best time to post to maximize engagement
- 🗂️ Spot inactive pages or unused documents
- 👥 Analyze user behavior by department, region, or job role
- 🧠 Understand what content resonates with different audiences
- 📈 Automatically generate reports (monthly, quarterly, yearly) for leadership
With Communication Insights, you go beyond publishing content, you build a data-driven internal communication strategy.
Understand SharePoint to Strengthen Security and Compliance
10. Managing Access Levels
Knowing how to control access is crucial. SharePoint gives you the tools to manage permissions at every level, from entire sites to individual items, helping you protect sensitive data and maintain compliance.
11. Auditing and Governance
SharePoint includes audit logs and compliance tools that allow you to monitor user activity, track document history, and ensure your communication policies are followed. This is especially valuable in highly regulated industries.
To learn more, read our article Start Somewhere: A Guide to Internal Communication Analytics for Beginners.
Conclusion: Understanding SharePoint Is a Strategic Advantage
To understand SharePoint is to gain control over your company’s digital workplace. By mastering its core features, leveraging its collaborative tools, and integrating it with data-driven solutions like Communication Insights, you can transform your internal communication and boost engagement.
SharePoint is more than just a tool, it’s a foundation for building a connected, productive, and informed organization. Discover more tips in our article How to Identify the Most Engaging Content in SharePoint?
Frequently asked questions
What is SharePoint?
SharePoint is Microsoft’s service for creating websites, publishing content and storing files inside an organization[4]. In Microsoft 365 it runs intranet communication sites, team sites, document libraries and news, and it also stores the files behind Microsoft Teams. People sign in with their Microsoft 365 work account, and site permissions decide who can read or edit each site.
What is SharePoint used for?
Most organizations use SharePoint for four things: an intranet built from communication sites, team sites for departments and projects, document libraries for shared files, and news posts that keep employees informed. Communication sites are meant to inform readers across the organization, while team sites are meant for a smaller group creating content together[2][3].
What is the difference between SharePoint and OneDrive?
OneDrive is online storage for individual users, where each person stores, syncs and shares their own work files[5]. SharePoint holds content that belongs to a team or the whole organization. In Teams, channel files are stored in SharePoint, while files uploaded in a one-on-one or group chat go to the uploader’s OneDrive[6]. Our OneDrive vs SharePoint guide covers the reporting side.
What is the difference between SharePoint and Microsoft Teams?
Teams is where people chat and collaborate on a subject or task; SharePoint is where the files and web pages live. Every team is connected to a SharePoint site that is created automatically with it, and the files on a channel’s Files tab are stored in SharePoint. Private and shared channels each get their own SharePoint site[4].
Is SharePoint included in Microsoft 365?
Yes, in most business plans. Microsoft lists SharePoint Online as included in Microsoft 365 Business Basic, Business Standard and Business Premium, Microsoft 365 and Office 365 E3 and E5, Office 365 E1, and the frontline F1 and F3 plans. The Microsoft 365 Apps plans do not include it, and SharePoint Online Plan 1 and Plan 2 are sold as standalone subscriptions[1].
Sources
• Microsoft Learn, Microsoft 365 and Office 365 plan options
• Microsoft Support, plan your SharePoint communication site
• Microsoft Support, what is a SharePoint team site?
• Microsoft Learn, Teams and SharePoint integration
• Microsoft Learn, SharePoint service description
• Microsoft Support, file storage in Microsoft Teams
Tryane offers a 15-minute review of how your internal communications are measured today, and what a defensible reach figure would take. Book a slot with Jérémy.