SharePoint is Microsoft's team collaboration and document management platform, part of Microsoft 365. It provides shared sites for teams and departments to store, organise and collaborate on documents, with version history, granular permissions and search built in, going well beyond what a traditional shared network drive offers.
How SharePoint works
SharePoint organises content into sites, which can be created for a team, department or project, each with its own document libraries, permissions and navigation. Every Microsoft Teams team has a connected SharePoint site behind the scenes, which is why files shared in a Teams channel appear automatically in the SharePoint document library. SharePoint also supports automated workflows, metadata tagging and enterprise search across an organisation's content.
How UK businesses use SharePoint
- A business creates a SharePoint site for each department, replacing scattered shared drives with structured, searchable document libraries with proper version control.
- A project team collaborates on shared documents within a SharePoint site connected to their Microsoft Teams channel, with everyone working on the latest version simultaneously.
- An HR team builds a SharePoint intranet site for company policies and staff announcements, giving employees a single place to find current information.
- A business uses SharePoint permissions to restrict a confidential finance document library to senior management, while keeping general company documents accessible to all staff.
How Advantage helps businesses get the most from SharePoint
Advantage designs SharePoint site structures, permissions and intranet solutions as part of Microsoft 365 deployments, helping businesses move away from disorganised shared drives towards a structured, secure and searchable document management approach.
Frequently asked questions
Is SharePoint the same as a shared network drive?
SharePoint replaces the function of a shared network drive but offers considerably more capability, including version history, granular permissions, metadata and search, workflow automation, and the ability to build team and department sites with their own structure and branding.
Do I need to understand SharePoint to use Microsoft Teams?
Not directly. Every Microsoft Teams team automatically gets a connected SharePoint site behind the scenes for storing shared files, so most users interact with SharePoint content through the Teams Files tab without needing to navigate SharePoint directly.
Can external users access a SharePoint site?
Yes, with the right configuration. SharePoint supports external sharing, allowing specific files, folders or entire sites to be shared with people outside the organisation, subject to the security and Conditional Access policies configured for the Microsoft 365 tenant.
