Office 365 E3
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MS SharePoint / SQL refers to Microsoft Sharepoint, a web-based collaborative platform, being used in tandem with Microsoft SQL Server to provide business intelligence analytics and reporting. They can provide BI content such as data connections, reports, scorecards, dashboards, and more.
With Sharepoint, users can share files, data, news, and resources. Sites can be customized to streamline teams’ work. Team members can collaborate inside and outside the organization, across PCs, Macs, and mobile devices.
Sharepoint also supports the ability to discover data, expertise, and insights to inform decisions and guide action. SharePoint’s content management features, along with connections and conversations surfaced in Yammer, enable organizations to maximize their velocity of knowledge.
Users can also accelerate productivity by transforming processes—from tasks like notifications and approvals to operational workflows. With SharePoint lists and libraries, Microsoft Flow, and PowerApps, they can create digital experiences with forms, workflows, and custom apps for every device.
- OpenText Documentum
- OpenText WEM
- OpenText Content Suite Platform
- Micro Focus Vibe
- Atlassian Confluence
- Socialtext (discontinued)
- Traction TeamPage
- Boardwalk Communicator
- Cascade Server
- CallidusCloud Sales Enablement
- HCL Notes (formerly from IBM)
- HCL Digital Experience (formerly IBM WebSphere Portal & Web Content Manager)
Frequently Asked Questions
- Making collaboration easier via a better connection between accounts. You can share anything from a file to events with just a couple of clicks.
- All services are connected and switching between services is a breeze[.]
- Solutions to the majority of everyday business problems.
- It still needs to jam some services together like Planner and lists so that teams can interact from a single place[.]
- Sites need to be more intuitive and rather building from scratch should come up with some suggestion[.]
- The tool tips for new users are not adequate[.]
- Share Information / Update
- Document library
- Accessible anywhere
- Need some extra support
- Sometimes it takes longer time to load files
- Microsoft SharePoint integrates well with Office 365. So long as the content is organized and users know what they are looking for, it can store a wealth of information.
- It's simple for administrators to add and remove users. It is possible to restrict access to specific pages of a website to particular individuals or groups.
- As long as the document structure is simple and keeps track of authors and last edited dates, it is simple to store documents in Microsoft's simple document structure.
- There are far too many good features to choose from, and advanced features are noticeably absent.
- There is room for improvement in terms of integration with non-Microsoft products, as well as developer Story.
- It is challenging to provide easier access via file explorer while also granting outside users and guests access.
- Shares files and photos securely.
- Searches files and documents easily.
- Provides a clean and easy user interface.
- There should be a photo slideshow viewer.
- Photos in posts are smaller in size and do not zoom.
- SharePoint farms on-prem
- KM Portal on SharePoint 2010 Farm 1
- KSL/KSM/KSS Portals on SharePoint 2010 Farm 2
- Larger total size of data which should be migrated from SharePoint on-premise to SharePoint online environment.
- Inbuilt office suite
- Works just from any browser
- No additional app download is required
- Alerts and notifications are on par.
- Version control to view any changes made
- Access control over any file or folder
- Requires a Microsoft account
- Doesn't work offline
- No password protection for folders.
- Document repository
- Intranet site
- Offline access using add-ins
- Conflict resolution
- Permission control at file/folder level
- Integration with more cloud-based software vendors
- Document repository
- Custom permissions
- Team groups (integration with MS Teams)
- Approval processes
- Cloud file storage
- Moving away from on-premises infrastructure
R&D is the largest user group, but the whole organization is using SharePoint. Most of the collaboration is being done in project teams. We've set up SharePoint so that each project team has their allocated SharePoint site.
- Document Library collaboration - ability for multiple users to simultaneously collaborate a common file at the same time.
- Document Library autosave - a document I'm working on locally is automatically saved to the SharePoint cloud location
- Document Library Revision Control - Document revision is automatically generated and I can see or revert back to previous revisions.
- Follow - Ability to follow a site, a library, or a document. I can set up alerts to notify me when something is changed or whatever the criteria I customize for the alert.
- Cloud-based - all files, apps are on the cloud, so everyone has access, regardless of where they are.
- Performance - It takes some time to open a file from SharePoint. There's general 'lethargy' with opening, saving, and editing from SharePoint.
- Site layout - SharePoint provides the ability to customize each site or page. However, the customization options are limited. There are only 8 text layout options to choose from and the layouts are very 'tabular'.
- Document collaboration is great up to a point. When there are more than 3 or 4 people editing a document at the same time, the document may freeze and you lose the ability to update the cloud file. In these cases, we save the file locally and have to manually merge changes back to the cloud file.
- Permission - if I set up a group (for permissions), I cannot embed a group within another group. For example, the group "all employees" cannot contain the groups "all US employees" and "all EU employees".
- Syncing - Syncing sites, libraries or documents to my local computer is a hit or miss. For some people, it has worked flawlessly. For others, files don't get synced, sometimes the syncing ability temporarily goes away, sometimes it's locked for a certain user. It's inconsistent and fails more often than not.
- Access from any device with an internet connection
- Advanced features seem to be lacking
- More integration with non-microsoft products
- Easier access via file explorer
- Collaborate with team
- Sharepoint Page is automatically created from a Team
- Customize page based on team's needs
- Collaboration sites, communication sites and hub sites have different features; would be nice if they had equal functionality
- It would be nice if you can publish your work, but only have certain users view the published work
- It would be nice if you can create menu bars on the top header in collaboration sites, the same way you can for communication sites and hub sites
- It would be nice to have different folders for the different pages that are created
- File collaboration. Editing files within the browser works very well and most options people need are available in the browser versions of Office Apps.
- Simple website building. While it doesn't offer as much customization as Squarespace or a fully custom site, that is not what it's trying to be. The building blocks and style works very well in my experience to enable everyone to feel like they can manage the sites. Being able to empower users is very important.
- File and list management. Organizing files is easy to accomplish along with managing the permissions. It can be as granular as needed. Lists are also easy to manage and offer a great option to tap into for various report building platforms as a data source.
- Color coding for Calendar Apps. This is very specific, but being able to select the colors for Calendar Overlays is limited to the site theme. You can't select custom colors. You need to change the entire site theme to change color options. I get they do this to maintain a consistent look and feel across the entire site, so it makes sense from that perspective, but, it'd be nice to still be able to select your own colors. This isn't a huge deal though.
- More options for Full Width Section Web Parts. This is also more of a picky complaint. But, the Full Width Web Parts look great, and it would be nice to have more options added.
- Migrate more Classic Experience options to the Modern Experience. Most of the detailed site options are only present in a Classic Experience interface. This works just fine, but it makes it more cumbersome for users to deal with the jarring transition. There's a lot going on in there, and adapting it to the Modern Experience would be useful. Most things can be done without entering the more detailed settings, but some things like managing more settings for List Views are only present in the older style.
- Document sharing
- Collaboration functionality
- File organization
- Project management
- Permissions - sometimes it's hard to engage people from other teams, or outside your organization. I find myself constantly granting and re-granting access to certain document for certain people.
- Too easy to delete/move things. It may be beneficial if there were document owners who could "lock" things down a bit more. I've had entry level staff accidentally delete things before and it was difficult to get back.
Less appropriate: You need to edit a video file or some other creative materials collaboratively (i.e. I do not think "editing" PDFs or Adobe Creative Files is easy. In these cases, I've still needed to download the files to my local machine, work on them, and then re-upload them to SharePoint).
- Available on various platforms via a web browser
- Relative easy to make a simple website for someone who doesn't code
- Easy to share information with others
- Control who can see and edit the information
- Bad user interface
- User experience could be improved
- Doesn't work that well on a Mac computer
- The calendar features are quite robust.
- Document storage is a breeze.
- Live document editing is simple.
- Organizing information and creating a structure is done in a way even novice users can manage with little assistance.
- It does take some work to get your setup to be as graphical as modern design tends to be.
- Overlapping calendars are great but they do take some time investment to create.
- Depending on how many project or teams you work with it can get a little overwhelming to have so many different groupings.
It might not be a great tool for an organization that already has a solution for data sharing and a robust planning program. If you are using something like Jira or Trello you may have some of these pieces already. I think SharePoint is well suited to do a lot of things very well but it may be redundant if you have solutions for some of these problems already. If you have a staff that is more functional and less techy then you will probably want to have at least one or two staff members that are proficient enough to run the SharePoint and keep it cleaned up.
- Content Storage - Gives great features that allow you to house content, images, documentation, spreadsheets, and other assets in a well organized manner
- Privacy Settings - Does a great job of ensuring that you can customize very specifically how you want your content accessed, read, by whom, and takes into consideration how sensitive your data is
- Ease of Access - Because MS Sharepoint is part of the Office 365 suite, it's very easy for users accross the entire organization to access Sharepoint direction from their web browser
- Customizable UI - Although it can be customizable, it's not very intuitive and needs an more experienced web designer/developer to make it look and feel the way you want
- Permissions can be confusing - Even though document security can be a positive, it can also be a negative in the sense that if you don't set it up right or are not familiar with it, then it can be very confusing to figure out which access level to give
- Integration Challenges - Sharepoint is notoriously known to be hard to integrate into other platforms or to bring in data
I can proudly vouch for the fact that our organization has leveraged all the possible features provided by SharePoint, transforming it into many products, applications, and content management. As this is a web based product, SharePoint was adopted to most of the solutions in the enterprise, and can be treated as a best case on how a product can be converted in many different ways.
Our organization was able to understand the business requirements and have trimmed the platform, serv[ing] all those requirements without depending on other technologies. With the introduction of Power platforms, SharePoint was able to take our organization to extraordinary levels, which I believe would have been impossible with any other technology. In a nutshell, SharePoint have done miracles for our organization in every aspect and is still going strong.
- Better Collaboration across organization
- Customized solutions based on business requirements
- Automate business process thereby saving valuable time which transforms into better productivity
- Centralized administration which makes the security and governance easy
- As this is a cloud based product, connectivity can be a challenge at times when there is network issues. However, Microsoft is really working on areas to improve the availability during such times with their inbuilt solutions / products.
- Over the period, complex customizations in SharePoint requires effort and time and may need to involve dedicated developers for the same. However, with the introduction of Power platforms that support low code/ no code solution, even business users are able to automate / build their own solutions which is a great sign and Microsoft should bring more such flexibility for future as well.
- As SharePoint is evolving in a greater pace over the years, this will become difficult for smaller business organizations on adopting those rapid changes as they might not have that much bandwidth to accommodate it. Of course, Microsoft is clearly providing a roadmap of the roll-outs well in advance, still I would feel like there should be a room for improvement around that corner especially for small scale organizations.
- MS SharePoint is the best content management tool available, which is seamlessly connected with all other office products which brings the productivity at the peak
- Based on the organization requirements, we can adopt the right plans and models which will be convenient for small, middle or large enterprise companies
- Security governance of data is well within the hands of the organization and can be managed with minimal efforts
- SharePoint can be well integrated with almost all latest products / features available in the market and they keep adding it over the period which is a great relief for any business wherein they may require to collaborate with other products based on business needs
- For small scale organizations, they need to well analyze their business requirements, budget etc. before adopting SharePoint as complex customizations may take a good amount of effort which might not be feasible for them in every circumstances
MS Sharepoint organizes our documents and other materials into folder libraries within a custom website and provides sharing tools and rules specific to that site.
- MS SharePoint integrates well with other MS products through Office 365
- Adding and removing users is easy for administrators
- Microsoft's simple document structure makes it easy to know where to best store documents
- The functionality surrounding sharing rules and permissions is very confusing. Permissions are granted on several different levels--per organization, per site, per folder--and figuring out the different levels for each user type is frustrating.
- Granting access to outside users and guests is difficult.
- Shared functionality with MS OneDrive can cause confusion for users, especially new users.
However, if starting fresh, MS SharePoint lags behind its competitors in most every area. The user friendliness is not great. It's difficult to administer permissions to large sets of users. The invitation system is slow and not very customizable. Even the interface feels outdated.
- It can store a wealth of information that is accessible by users across an organization, assuming the content is organized and people know what they are looking for.
- It has fairly robust privacy controls for blocking access by certain users or groups to different pages of the site.
- It keeps good records of document authors and when a document was last edited, and these details are always in plain view.
- There is no good built-in system of version tracking besides file names that users give to documents, which are often inconsistent or entirely inaccurate.
- The interface is visually cluttered and not very intuitive to navigate. There are many nested menus and no visual distinctions between different sections of the platform unless you program them in yourself.
- It relies on users to input a ton of manual metadata for searching purposes, which leads to issues when users are not consistent in their naming conventions. The system quickly becomes a mess when everything is a free text field instead of a set of choices for users to pick from.
- Easy to collaborate among different teams
- Hassle free document management
- More than a simple Content management tool
- Easy of development with minimum to no scripting
- Slow response while loading pages
- Cost of managing is high
- Slow customer support
Not suited for regulated document management as the tool is not validated and not accepted by regulatory authorities.
- File Sharing
- Could be more user friendly, large learning curve since it is such a complex tool.
- Built in reporting features could be more robust.
- Built in permissions vs. domain permissions are confusing.
- Document collaboration - people can add and edit at the same time, meaning less time wasted and no need to email versions.
- Integration into Microsoft Teams e.g. you can open a PowerPoint straight from SharePoint into Team and documents can be shared and stored.
- Links to all the MS Apps for easy navigation.
- Some of the online versions of applications don't work as well as the desktop apps e.g. format of documents look weird, not as many options, limited copying, etc.
- The UI/UX is quite clunky if you're not used to it.
Well suited for organisations with a clear structure/looking to implement one for documentation/knowledge
UX/UI can be confusing, so getting initial buy-in within an org can be challenging and may take longer than expected
- Automate workflows.
- House content across functions.
- Provide knowledge-sharing capabilities.
- UI is pretty basic and not really sleek.
- Clunky backend.
- Search functionality could be improved.
Currently, in our organization, we use SharePoint Online which is part of Microsoft 365 and we have implemented company's Intranet portal using SharePoint.
- Content Management.
- Document Management.
- Too many good features to choose from.
- Developer Story has room for improvement.
- Does not have a good relational database store that can scale. However, it is excellent for document management and collaboration.
Less Appropriate: Public-facing websites and e-commerce sites
- A single version of the truth
- A repository for current project materials
- An organizational tool for several lines of business
- Management overview of the project
- Communication enhancement between team members
- Tracking of issues and resolution
SharePoint has been used in this application for about a year. It is currently used by about 70 people consisting of:
- Internal employees
- Internal IT resources
- Contracted support and operational teams
- Specialized consulting resources
- Organizational structure.
- Manages a range of materials.
- Easy search and management.
- Ability to create a hierarchy of materials.
- Difficult to use.
- Difficult to set up.
- Very complex.
- Not very well liked.
- Has not replaced localization of information.
- Range of different materials
- Requirement for hierarchical access
- Requirement for multi-level security
- Teams are spread across multiple geographies and/or time zones
- Contributions from internal and external resources
- Quick turnaround time for issues
- A range of support services
- Access to a network of resources
- Escalation of issues
- Ongoing development and commitment to produce enhancement
- Permission management: This is super relevant and wonderful for controlling what your audience can see and do, for example, when you need someone to constantly see changes to a "living document" but not have the ability to intervene in the process.
- Contact groups: I find it super good since not necessarily the site administrators are the only ones who can manage the group, you can make any member of the group can manage the rest of the members without this being involved in other site settings. Also when granting permissions, distributing documents, announcements, tasks, it is very easy to do it by group of contacts than one by one.
- Version history: We know that we are exposed to errors and accidents, so having the previous versions of a document, being able to see who has modified and having the possibility of restoring any of those versions can save the day. I always feel that I am protected and that is why I always promote working in the cloud.
- Integration with other MS tools: The workflows that connect outlook, sharepoint, OneDrive, among others, where you can manage multiple actions for all these tools seems wonderful to me, it allows a super necessary and simple expansion to be able to automate tasks that used to be performed manually on a daily basis, it certainly contributes to efficiency.
- Modern view / classic view: I really appreciate the minimalist change that has been made with many of the menus in the latest versions of sharepoint, but most of the time it complicates me and generates many more clicks (much more time) wanting to do one This action can be done by changing to the classic view from the ribbon, for example, managing permissions for a site, being able to manage sharepoint groups.
- A little more advanced configurations, without becoming complex that depend a lot on the IT department.
- Descriptions of some options or settings can become confusing, complicated and you simply are not able to know if it is what you are looking for or not, the language to the user is sometimes understood only through trial and error.