Get Started with SharePoint: What Is SharePoint and How Can I Use It?

According to Microsoft, more than 190 million people worldwide use SharePoint. However, many users have not tapped into the full possibilities of what is possible with SharePoint.

It's one of our most popular training topics because it remains a bit of a mystery to many users. Despite its widespread adoption, many people only scratch the surface of what SharePoint can do.

Questions like, “How do I organize my team site?” or “What’s the best way to manage permissions?” come up frequently in our sessions. That’s why training is so important—it unlocks the full potential of SharePoint and helps users see just how much it can simplify and enhance their work.

In this article, we will give an overview of SharePoint, how it connects with other Microsoft products, and how your organization can best use it.

We will discuss:

• What Is SharePoint?
• Key Features of SharePoint
• What Is SharePoint Used For?
• What Are the Benefits of Using SharePoint?
• Copilot in SharePoint: A New Era of Content Management
• SharePoint vs. OneDrive: What’s the Difference?
• Is SharePoint the Same as Google Drive?
• What Do You Need to Know About SharePoint Licensing?
• Take Your SharePoint Skills to the Next Level with The Great Canadian Training & Consulting Company

What Is SharePoint?

Microsoft describes SharePoint as "a web-based collaboration and document management platform."

In simpler terms, it’s an online server that allows you to store, organize, and manage documents across multiple devices, create intranet portals, and streamline internal communications. For teams working remotely or across different locations, SharePoint can revolutionize how you collaborate and stay in sync.

Before 2021, you could choose the version of SharePoint that best suited your organization's needs. It was available as an on-premises server (such as SharePoint Server 2016 or SharePoint 2019) or an online platform. However, Microsoft ended its support for SharePoint Server (on-premises) in 2021, making SharePoint Online the primary choice for most organizations.

Key Features of SharePoint

SharePoint offers a wide range of powerful features to support team collaboration, file management, and enterprise content management. You can use SharePoint to create document libraries to store and organize documents. It also tracks document changes and allows you to revert to previous versions when needed. You can create a site for a specific project or initiative. You can also:

• Create collaboration spaces for specific projects or departments.
• Set specific access rights for users and groups to ensure secure sharing.
• Connect with other Microsoft 365 tools, such as Word, Excel, Teams, and Outlook.
• Use its search tools to quickly find documents, people, and information.

What Is SharePoint Used For?

SharePoint can be customized to match how you work, but let's outline just some of the ways that SharePoint is used.

Using Your SharePoint Site as Your Team's Intranet Site

A SharePoint site can serve as your team’s digital headquarters, housing critical updates, company announcements, and shared resources. With its customizable design, you can ensure your intranet reflects your brand or organizational values while making it easy for employees to find what they need, stay informed, and stay connected.

Better Project Management and Business Process Automation

SharePoint streamlines project management by offering tools for task tracking, document sharing, and deadline monitoring—all in one place. It also automates repetitive business processes (such as approvals and notifications), saving time and reducing errors so your team can focus on what matters most.

Better Team Collaboration, Document Management, and Integration with Teams

Seamlessly integrated with Teams, SharePoint in Microsoft 365 enhances collaboration by allowing team members to co-author documents, access shared files, and participate in discussions without switching to a different software. This integration ensures that your team stays productive and aligned, no matter where they’re working.

What Are the Benefits of Using SharePoint?

As with any software, it's much easier to have your team start using SharePoint once they understand how it will make their workday easier and more efficient. Here are just some of the many benefits of adopting SharePoint:

• Enhanced Collaboration: SharePoint allows your team to work together in real time. This makes for more effective communication and faster decision-making.
• Secure Document Sharing: SharePoint's robust security features mean that documents are shared with the right people and remain protected.
• Streamlined Workflow: You can automate your business processes and eliminate manual tasks to improve efficiency.
• Customizability: You can add web parts, such as images, video and more, that will meet your organization's needs.
• Scalability: SharePoint grows with your organization, easily accommodating more data and users as needed.

Copilot in SharePoint: A New Era of Content Management

We’ve talked before about how game-changing Copilot is for Microsoft 365, and if you’re using SharePoint, you’re in for a treat. Microsoft calls Copilot the most significant advancement to SharePoint in 22 years—and it’s easy to see why!

With Copilot, creating a SharePoint site is simpler than ever. Just tell it what you need, and it will generate a basic version of the site and pages for you in no time.

But that’s not all. Once your intranet site is live, Copilot can analyze SharePoint’s data and even suggest improvements to boost your team’s engagement. It’s like having a site-building assistant that doesn’t just create but helps optimize too!

SharePoint vs. OneDrive: What's the Difference?

While both SharePoint and OneDrive are cloud-based storage and collaboration platforms, there are key differences:

OneDrive: OneDrive is primarily designed for personal file storage and sharing. It is a cloud service where users can store documents and files individually.

SharePoint: SharePoint is an enterprise-level solution designed for team collaboration, document management, and intranet sites. SharePoint allows for broader organizational management of documents, content, and workflows.

In essence, OneDrive is great for individual file storage, while SharePoint is optimized for team collaboration and business-wide content management.

Is SharePoint the Same as Google Drive?

SharePoint and Google Drive are both cloud storage solutions, but they differ significantly in terms of functionality:

Google Drive: Google Drive primarily focuses on cloud storage and file sharing. It is integrated with Google’s suite of apps, like Docs, Sheets, and Slides. It’s easy to use for simple document storage and collaboration.

SharePoint: While SharePoint also includes document storage and sharing features, it provides a much broader set of tools for team collaboration, content and file management, business process automation, and customization. SharePoint is more suited for large enterprises and complex collaboration scenarios.

What Do You Need to Know About SharePoint Licensing?

There are a few ways you can access SharePoint, depending on what your business needs. You can choose SharePoint as a standalone product, giving you access to its essential features like document management and team sites.

If you’re looking for more, SharePoint is also included in many Microsoft 365 plans. These plans bundle SharePoint with tools like Word, Excel, PowerPoint, and Teams, giving you a fully integrated suite for productivity and collaboration. And for those ready to embrace AI, Microsoft 365 licenses with Copilot take things up a notch. With Copilot, you can automate processes, analyze data, and collaborate more effectively using AI-powered tools.

Choosing the right licensing option means figuring out what works best for your team, whether that’s just SharePoint on its own or as part of a larger suite of tools.

Take Your SharePoint Skills to the Next Level with The Great Canadian Training & Consulting Company

Ready to take your SharePoint skills to the next level? With our expert-led training, you'll learn how to make the most of this powerful tool to manage your content, streamline workflows, and boost collaboration. Whether you’re just starting out or looking to refine your skills, our courses are designed to give you practical, hands-on experience to help you feel confident working with SharePoint.

We have recently updated our SharePoint courses to reflect how SharePoint is used today. Our courses cover a wide range of topics, from learning the basics of what SharePoint can do to advanced features for the people on your team who create and manage SharePoint sites.

Our live, online classes are led by friendly, experienced instructors who make learning engaging and stress-free. You’ll discover how to organize files, manage permissions, and integrate SharePoint with tools like Teams and OneDrive. 

Many organizations opt for private, customized training to make sure that their training aligns with their organizational goals. With our private training, you can customize your learning objectives, course length, and more. 

But we don’t just stop at training. As The Great Canadian Training & Consulting Company, we offer software consulting to help you make the most of your SharePoint. Whether you need custom workflows, automation, or integrations, our consultants work closely with you to solve your team’s specific challenges and bring your ideas to life.

So, whether you need training to level up your SharePoint skills or consulting to implement smarter software solutions, let's unlock the full potential of SharePoint together!