In the digital workplace era, what is SharePoint is a question that arises frequently among communication professionals, HR leaders, and IT managers. Whether you’re considering implementing it in your organization or simply looking to get more out of your existing setup, this article breaks down Microsoft SharePoint—what it is, how it works, and how it empowers internal communication teams to be more efficient and impactful.
What Is SharePoint in Simple Terms?
Microsoft SharePoint is a web-based collaboration and document management platform developed by Microsoft. Originally launched in 2001, SharePoint has evolved into a powerful intranet and digital workplace solution used by over 200 million users globally. But if you’re wondering, “Microsoft SharePoint what is it used for?”, the answer is simple: it’s a centralized hub for content, communication, and collaboration.
Companies use SharePoint to:
- Store and organize documents in a structured way
- Create internal websites and portals
- Share information seamlessly across departments
- Enable secure access to documents and content
- Collaborate on files in real-time using Microsoft 365 integration
At its core, SharePoint allows organizations to build an internal ecosystem where employees can find the right content at the right time—making it an indispensable tool for internal communication.
Why Internal Communicators Should Care About SharePoint
For professionals in internal communication, SharePoint serves as a strategic platform. It’s more than just a place to host documents; it becomes your digital headquarters.
Internal comms teams use SharePoint to:
- Share company news and announcements
- Publish policies and procedures
- Onboard new employees with resource hubs
- Promote engagement through multimedia and feedback forms
- Connect dispersed teams in a unified digital experience
Because it integrates deeply with Microsoft Teams, Outlook, Viva Engage, and other tools in the Microsoft 365 ecosystem, SharePoint becomes a linchpin of cross-channel communication strategies.
Key Features of SharePoint That Matter
Here are the core capabilities that define what SharePoint is and why it remains essential for modern enterprises:
1. Document Management and Version Control
Upload, store, and collaborate on documents while maintaining full version histories. No more confusion over “final-v3-latest-FINAL.docx.”
2. Customizable Intranet Sites
Create department-specific pages with web parts like news, quick links, calendars, or Yammer feeds, offering targeted communication per audience segment.
3. Security and Permissions
Manage access at a granular level—by site, folder, document, or even user role. This is essential for compliance and information governance.
4. Search and Metadata Tagging
Employees can find what they need quickly with powerful search capabilities and metadata filtering.
5. Mobile-Friendly Access
With SharePoint’s responsive design and mobile app, your workforce stays connected wherever they are.
Turning SharePoint Data Into Actionable Insights with Communication Insights
Knowing what SharePoint is is only half the equation. The other half is how to use it effectively—and that’s where Communication Insights comes in.
Communication Insights is Tryane’s all-in-one analytics platform for internal communication professionals. It plugs directly into your SharePoint environment (and other tools like Viva Engage and your email newsletter platform) to give you unified KPIs and actionable data, all in one place.
Here’s how Communication Insights enhances your SharePoint usage:
- 📊 Measure intranet engagement: See which pages perform best and which are ignored
- 🕒 Best time to post: Find out when your employees are most active to maximize reach
- 📈 Cross-channel impact: Understand how SharePoint performs compared to other internal channels
- 🧭 User journeys: Analyze how employees navigate your intranet
- 💡 Inactive content: Identify outdated or unused documents for cleanup
- 👥 Audience segmentation: Track usage by country, department, or job function
- 🧾 Automated reports: Generate custom PowerPoint reports with selected KPIs in seconds
With Communication Insights, your SharePoint becomes more than a content repository—it becomes a strategic asset for internal communication.
Best Practices to Get the Most Out of SharePoint
If you’re just getting started, here are a few tips to fully harness the potential of SharePoint:
H2: Define Clear Governance
Establish who owns what content, and implement rules for site creation, permissions, and versioning.
H2: Keep Navigation Simple
Don’t overcomplicate your structure. A clean, intuitive menu and consistent page layout go a long way.
H2: Promote Content with Visuals
Use banners, videos, and images (with proper alt-text and filenames including “what is SharePoint”) to make content more engaging.
H2: Track Engagement and Adapt
Use tools like Communication Insights to learn from your employees’ behavior and refine your content strategy accordingly.
Final Thoughts: What Is SharePoint? It’s Your Digital Headquarters
If you’re still asking what is SharePoint, think of it as the foundation of your company’s internal communication and collaboration strategy. It helps unify your digital workplace, streamline communication, and enhance employee experience.
But to truly unlock its power, you need visibility into how it’s used. That’s where Communication Insights bridges the gap between platform and performance. By centralizing analytics and offering actionable insights, it helps internal communicators take their SharePoint strategy to the next level.
So whether you’re launching a new intranet or optimizing an existing one, the answer to “Microsoft SharePoint what is” comes down to this: it’s the key to a more connected, informed, and productive workforce.
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