What Are the Key Features of Microsoft SharePoint?

Microsoft SharePoint is an enterprise platform designed to facilitate digital communication and collaboration. Key features of SharePoint include document libraries, version control and an efficient search function.

SharePoint integrates with Outlook to synchronize attachments and provide real-time views of document changes for users. It also features information rights management capabilities as well as mobile accessibility features.

Streamlined Document Management

Document management systems are essential to an organization’s efficiency and productivity. Employees can work collaboratively more easily while quickly accessing the information needed for their work, providing a central location to share documents, ensure everyone has access to the latest version, automate processes to save time, improve security and ensure only authorized users have access to content within the system.

Microsoft SharePoint’s advanced document management capabilities make it an excellent solution for organizations seeking to increase productivity. It offers features like real-time co-authoring, high-powered tagging and access on any device at any time; its seamless integration with Microsoft 365 applications ensures an intuitive user experience; while audience targeting helps businesses deliver customized content directly to employees based on location, job function or department without altering permissions or altering permissions.

Before selecting a document management system for your organization, it is vital to conduct extensive research. Begin by comparing features between systems and reading reviews from other businesses; pay special attention to reliability, ease of use and customer support ratings as well as feedback regarding reliability from industry forums or professional networks.

Once you’ve selected a system, plan its implementation carefully. Include key stakeholders in the planning process so they buy in to the new system more readily and reduce disruptions during its rollout. Engaging stakeholders also provides invaluable insight into company workflow and processes which will ease team transition to it more easily.

An effective document management system requires a well-organized structure in order to allow for easy retrieval. This can be accomplished with consistent naming conventions and folder structures that group files by project, date, file type or keywords that make retrieval faster – saving both time and increasing productivity.

Document management tools designed for easy use enable organizations to efficiently capture, archive and store paper documents before depositing them in digital repositories for storage. This enables tracking and retrieval, lowering compliance risks as well as the chance of misplaced or lost documents; furthermore streamlined document management systems eliminate manual processing and scanning requirements.

Team Sites

SharePoint team sites are designed to centrally store information for your business in one central repository. Through a team site, it’s easy to share files among teammates and manage content within an intuitive web interface, saving both time and keeping everyone informed about changes. In addition, SharePoint offers predefined lists like announcements, contacts, events and tasks which you can adapt according to your unique business requirements.

When creating a team site, you have several options for making it public or private and controlling who has access to it. If public is chosen, anyone can view your site and any changes are automatically shared across your organization; otherwise if private is chosen only members have access and can control which updates are visible to others.

Team sites are great tools for collaborative work on projects. They can store notes, files, documents and notebooks while broadcasting information to large audiences. Team sites are especially beneficial to teams who require frequent updates on their progress while tracking development on projects.

Create a Team site is straightforward. Just select “New Team Site” from the drop-down menu, fill out all required fields, and click Finish to complete. Optionally create a group to go along with it but this step is optional.

SharePoint offers various site themes and color schemes to fit into your company’s branding, with customizable logos to give team sites their own distinct identities. Furthermore, mobile apps allow you to review documents on-the-go!

SharePoint also makes it possible to link team sites with Microsoft Graph, providing real-time news feeds from every one of your team sites that you belong to or follow, plus any updates provided by Microsoft itself. This allows you to stay abreast of work updates while increasing productivity.

Workflows

Workflows are pre-programmed mini-applications designed to streamline various business activities. They contain rules, conditions and actions for automating behavior on lists and libraries that leads to specific outcomes – for instance alerting people when documents need authorizing. It can assign a task to one participant in a chain before sending out automated email notifications to all other participants with pertinent details about said task assignment and email messages with all participants containing pertinent details about said assignment.

Microsoft SharePoint contains five types of workflows designed to help streamline human tasks: Status Workflow, Approval Workflow, Notification Workflow Automation Workflow and Document Library Workflow. Each one specializes in specific tasks that will enhance both experience and productivity within SharePoint.

If a document requires approval from multiple people before being published, a simple workflow can automate this approval process as soon as you upload it to SharePoint. This frees up time for sales associates who previously needed to manually start and track approval chains themselves – freeing them up for more important tasks.

The workflow allows participants to respond immediately (serial), or later (parallel). You can specify whether it should repeat continuously, or once. Furthermore, actions to be completed at each stage can be defined; any errors can be set an exception and retried accordingly.

An additional great feature of workflows is their versatility: you can either directly create them on lists and libraries, or associate them with content types – giving users more convenient access to workflows for items belonging to that content type. This makes the process more seamless overall.

If your project presentations content type has an approval workflow in place, new documents uploaded automatically receive the status “Pending for Review”. Users are then sent emails by the system with instructions to review and approve or deny each document before it automatically changes to “Approved”.

Security

Microsoft takes security very seriously, detecting 1.5 million attempts daily at breaching its Cloud computing operations and investing an annual $1 billion USD security budget. SharePoint features multiple inbuilt features designed to secure team content: for instance, restricting who outside your organization can view it and assigning permissions based on location access controls for your team members’ content access management.

SharePoint allows you to assign permissions at various levels – site, list, library folder and item – making it easy to adhere to the least privilege principle when managing permissions and provisioning/reprovisioning users/equipment. Furthermore, conditional access policies provide more efficient control for document access.

Reducing data leakage requires taking a systematic and organized approach in SharePoint Online, such as reviewing, updating, and implementing policies to protect sensitive information such as DLP policies aimed at protecting from data loss – this is essential in maintaining compliance with GDPR, HIPAA and other standards in both regional and industry settings.

Management of external sharing and permissions in SharePoint can be an arduous task, so following best practices to minimize risk is critical. One important rule to remember when assigning permissions at higher-level containers like libraries or folders instead of individual items can reduce inheritance issues as well as overlook during reviews of permission reviews.

Not only should you limit who can view your content, but you should also restrict which devices teams can use to access SharePoint sites and files. This will help prevent malicious software and malware from infiltrating your systems while also limiting how much sensitive data can be transmitted over insecure networks.

Microsoft regularly issues updates for SharePoint that address security vulnerabilities, so it is crucial that your teams stay current with these updates and apply any patches when necessary to keep working without fear of data breaches or other security concerns. Dig’s real-time threat monitoring and rapid response capabilities provide extra safeguards, which can significantly decrease incidents related to unauthorized changes or data leakage from occurring within your SharePoint environment.

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