Microsoft SharePoint is a platform for collaboration and content management that enables teams to efficiently oversee project workflow, even from remote locations. This application provides a means for users to manage various forms of corporate content, such as marketing or financial materials, as well as to create company intranets, websites, and business processes, customize apps, and automate tasks like workflows.

SharePoint is especially helpful for work environments in which employees travel or work remotely in that it can provide all team members with access to important documents, even when they are away from the office. In addition, this app is helpful for work scenarios in which documents need to be regularly shared with customers. Because of its wide range of uses, nearly 200,000 companies around the globe currently use SharePoint to manage documents.

Main Features of SharePoint

The following are some of SharePoint’s most helpful features:

  • This application provides users with options for real-time document co-authoring.
  • Its high-powered tagging options help reduce the time spent searching for content.
  • SharePoint users can access this app from any location that has internet connectivity.
  • Security is an important consideration for those who may need to access important documents in remote locations. This is why SharePoint includes built-in security measures like the option to limit which parties outside the organization have access to documents or files. Users can also make their own policies to limit certain user behaviors or block access to content when team members are in certain locations.
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SharePoint Workflows

SharePoint provides users with the option of creating workflows, which provides a way for them to save time while increasing efficiency. These workflows automate manual or recurring tasks and can be customized to suit the needs of your organization. In a manner of thinking, workflows perform like mini-programs that operate within a SharePoint environment. There are a variety of workflows available to SharePoint users. The following five are the most commonly used workflows:

  • Approval workflows are the most popular workflow in SharePoint. They help users launch an approval chain the instant a document is uploaded to SharePoint. Approval workflows can be used in instances such as when a sales team needs to have a proposal approved. Rather than having to keep track of all stages of the approval process manually as it travels from the project team to Sales Manager to Director, approval workflows provide a convenient way to automate the entire chain of approvals without the need for users to leave SharePoint.
  • Status workflows offer users a way to automate documents’ status as soon as they are uploaded to SharePoint. In addition, depending on the established conditions, the status of the document is changed automatically depending on what happens to the document. Status workflows are helpful in many instances, such as when a Sales Associate creates a Statement of Work, then uploads it to SharePoint. With the help of a status workflow, this document is automatically tagged as a “draft.” Once the project team reviews it, the status is automatically updated to “being reviewed.” After the Sales Manager reads it, the tag changes to “read.” Finally, once the Sales Director receives the document, they can flag it as “approved” or “declined.”
  • Notification workflows send notifications (often in the form of emails) to members of an organization or team, alerting them when a specific condition has been met. These notifications help alert them that action is needed on their end. Notification workflows are especially helpful in instances such as when a Sales Manager uploads a monthly sales report. When notification workflow is selected, an email is automatically sent to the Sales Director to let them know that this document has been uploaded to SharePoint.
  • Automation workflows are used to automate actions within a SharePoint environment. They have a range of uses across industries. One example of automation workflows being used is when a Sales Associate uploads a folder to SharePoint called “Proposals: Drafts.” After the Sales Director reviews and approves it, this folder must then be given a more accurate label, such as “Statements of Work: Published.” Instead of manually moving this folder, it’s possible for users to use automation workflow to automatically move the document.
  • Custom workflows enable SharePoint users to pick and choose from the available workflows in this app, combine them to meet their professional needs, and ultimately create their own mini-programs that can operate in SharePoint. Custom workflows are particularly helpful in situations such as when a Sales Associate uploads a file to SharePoint, at which time its status is “in approval.” While it goes through the approval workflow process, SharePoint sends out notifications using the notification workflow. At the end of this process, the automation workflow automatically publishes this file to the appropriate document library, where it can be accessed by members of the team.

Professional Applications of SharePoint

Microsoft SharePoint has a variety of uses for professionals in all industries:

  • SharePoint was created to help teams manage their projects by providing them with a safe way to share data, news, resources, or files. 
  • This application facilitates collaboration not just among team members, but with others both inside and outside of an organization, as well as across devices of all types, from Macs to PCs to mobile devices.
  • SharePoint’s intelligent search features provide users with a fast and effective way to find information that can be used to drive action. With the help of its robust content-management capabilities, SharePoint provides an effective tool for those across industries to use to speed up information retrieval. 
  • Since it is part of the Microsoft 365 family of applications, SharePoint integrates with other Microsoft apps, such as Yammer, for chatting purposes. In addition, SharePoint users can access a shared notebook through OneNote.
  • Those who use SharePoint increase productivity by reducing the time spent completing both simple and complex tasks. SharePoint’s lists and libraries, along with Power Apps and Power Automate, help to cut down on the time spent on mundane tasks like approvals or notifications.
  • SharePoint’s intranet capabilities ensure that employees will stay informed in real-time about corporate updates, company news, and other relevant professional information.

As the above article illustrates, Microsoft SharePoint is a powerful tool for task management and collaboration that helps team members in a variety of industries efficiently complete their daily work tasks.

Get Started Learning Microsoft 365 with Hands-On Classes

Knowing how to use Microsoft Office’s many applications can open professional doors across industries, as well as lead to upward career mobility. A great way to begin learning about Microsoft Office is to sign up for one of Noble Desktop’s Microsoft Office courses. These small group classes are offered in-person in Manhattan, as well as in the live online format, in topics such as Excel, Word, Outlook, and PowerPoint. 

For students and professionals on the go, there are also in-person and live online Microsoft Office courses available through Noble Desktop or one of its affiliate schools. A variety of course options are offered, ranging in duration from three hours to three days and costing between $229 and $1,785. You can also browse in-person Microsoft Office classes in a city near you to find study options near home.