A Beginner’s Introduction to SharePoint: What it is and How it Works

SharePoint is a powerful collaboration tool developed by Microsoft that helps businesses and organizations manage their documents, streamline workflows, and improve overall productivity. In this article, we will provide a beginner’s introduction to SharePoint, explaining what it is and how it works.

Understanding SharePoint

SharePoint is essentially a web-based platform that allows users to create, organize, store, and share information within an organization. It acts as a central hub where employees can easily collaborate on projects, access important documents, share ideas, and communicate with one another. SharePoint offers a wide range of features and functionalities that make it an invaluable tool for businesses of all sizes.

One of the key features of SharePoint is its ability to create websites or portals for different teams or departments within an organization. These websites can be customized to meet the specific needs of each team by adding document libraries, calendars, discussion boards, task lists, and more. This enables teams to collaborate efficiently on projects by providing a centralized location for all relevant information.

Document Management

Document management is one of the core functions of SharePoint. With SharePoint’s document management capabilities, users can easily upload files to the platform and organize them into libraries or folders. This eliminates the need for traditional file-sharing methods such as email attachments or shared network drives.

SharePoint allows users to set permissions for each document or folder, ensuring that only authorized individuals have access to sensitive information. Version control is another essential feature offered by SharePoint. It allows users to track changes made to a document over time and revert back to previous versions if necessary.

Collaboration and Communication

SharePoint provides various tools that facilitate collaboration among team members. Users can create shared calendars where they can schedule meetings or events with their colleagues. Discussion boards enable employees to engage in conversations related to specific topics or projects.

Another notable feature of SharePoint is its integration with Microsoft Office applications such as Word, Excel, and PowerPoint. This allows users to work on documents simultaneously and see real-time changes made by their colleagues. Additionally, SharePoint offers advanced co-authoring capabilities, making it easy for multiple users to work on the same document simultaneously.

Workflows and Automation

SharePoint’s workflow capabilities help organizations streamline their business processes by automating repetitive tasks. Workflows can be created using SharePoint Designer or Microsoft Power Automate (formerly known as Flow). These workflows can automate various tasks such as document approval, content publishing, or notification alerts.

By utilizing workflows, organizations can increase efficiency and reduce human error in their day-to-day operations. SharePoint provides a visual interface for designing workflows, allowing users to define conditions, actions, and triggers without the need for coding knowledge.


SharePoint is a versatile platform that empowers organizations to improve collaboration, enhance document management, and automate workflows. Its user-friendly interface and integration with other Microsoft applications make it an excellent choice for businesses looking to boost productivity and streamline their operations. Whether you are a small team or a large enterprise, SharePoint has the tools you need to succeed in today’s fast-paced business environment.

This text was generated using a large language model, and select text has been reviewed and moderated for purposes such as readability.