4 Benefits Businesses Love MOST About Office 365 Sharepoint

4 Benefits Businesses Love MOST About Office 365 Sharepoint

Are you wasting time and money searching for the right system to use? Is your desktop crowded with company resources like file systems and databases that are driving your employees crazy? Does this often lead to manual errors? If so, banish those problems with the help of a company portal.

A company portal is like a doorway to another dimension. Think of it as your employees’ exclusive entrance to restricted company content like documents, databases, software, or other digital resources.

This is normally available via a web page, which can be an on-site only system, or can be accessed remotely through identification verification. If you prefer the latter, you need to put security measures to keep company data and resources safe.

How does a company portal differ from an intranet? An intranet refers to company digital resources that are connected via an internal networking structure. You can access these resources by using the portal.

Get hold of restricted resources

If you want customers to see your business’s restricted resources, you can create customer portals that require remote access. This will make it easy for clients to log into their respective accounts and complete tasks wherever they are. It will save them the hassle of using traditional customer service channels like call centers or shopfronts.


Previously, building company portals was a highly specialized undertaking that required sophisticated software. Fortunately, there are products today for small- and medium-sized businesses that make this a breeze.

What’s the point of SharePoint?

One of these is Microsoft SharePoint, which can help businesses build their company and customer portals by connecting to an intranet. This might appear challenging at first, especially for companies that are used to an on-premises setup, but the opposite is true. This is because the Microsoft platform has been overhauled and was switched to an online cloud service.

Adding to the confusion is the fact that SharePoint isn’t just one program with a single function; it’s a platform that allows businesses to solve thousands of problems simply using different aspects of the program. Among the numerous benefits of SharePoint are the following:

  1. Build intranet sites
  2. SharePoint makes collaboration easy even for companies with no centralized management system. Office 365 users can create platforms called Team Sites, where people can work together, share updates, store documents, and more. This eliminates the need for separate policies, procedures, and workflows for each department that may affect business operations.

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  1. Get documents
  2. SharePoint’s powerful search function allows users to retrieve old files regardless of how they are saved (e.g., an Excel workbook or PDF file). It automatically records metadata, such as the file name, file size, etc. to speed up the search process, so you can locate a particular document in seconds.

  3. Be enlightened
  4. Since SharePoint combines company data in one place, you can easily analyze huge amounts of business information. SharePoint users can determine key performance indicators, track potential sales leads, and detect business problems easily using different reports, databases, and business applications. These, in turn, can shape your business decisions and strategies.

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  1. Use anywhere
  2. With an Office 365 subscription that includes SharePoint Online, you and your employees have instant access to all these features via a mobile device. This enables you and your staff to collaborate on team projects, approve workflows, and benefit from company insight regardless of where you are.


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How to begin sharing

Creating a SharePoint team or communication site is easy, and it helps you work with other people. With it, you and your members can share projects and information anywhere using any device.

A team site normally includes the following: related web pages, a default document library for files, data management lists, and web parts that you can customize for your needs. This is handy if you want to work with other members on a certain project.

Main Sites tab.

Clicking to a team site.

Full navigation of a team site.

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In this setup, all or most members can add content to the site, but this can be viewed only by team members or stakeholders. If your goal is to reach a wider audience, you need a communication site. This has a limited number of members, but the information can be shared to more people.

Once you’ve decided what you want, name your team or communication site. Unless you're using SharePoint Server 2019, your group email will automatically have the same name as your team site.

To control who can access your site, go to the Privacy settings section. Here you can make your site either Public (meaning anyone in the organization can access it) or Private (which limits the site to members only).

You can also add or remove members in SharePoint. Just go to the Add members box and add the names or email addresses of your members before you click Finish. Members added to the Office 365 group associated with the site automatically become part of the latter.

Main People tab.

An individual card in People.

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There are more ways your business will benefit from SharePoint. To take advantage of its many features, consult a trusted managed services provider like Capstone IT to help set up your portal. Microsoft has a lot of SharePoint configurations and a good provider can help you determine what’s good for your business.

Capstone IT offers a comprehensive suite of IT services for small- and medium-sized businesses in the Rochester-Buffalo areas. We are known for our right-fit technology that comes in a simple and affordable package. Call us today to learn more!

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