Benefits Of Using Microsoft SharePoint | Al Rafay Consulting

by Glenn Maxwell

Microsoft SharePoint is a Microsoft-powered web-based collaboration and document management system that is resilient, extremely flexible, versatile, and secure. SharePoint uses a variety of apps and tools, such as workflow applications, “List” databases, security features, and other web elements, to connect and communicate with business teams in a seamless and effective manner.

SharePoint’s versatility is one of its primary features. Two organizations may use it in completely different ways and still achieve the same results. Users benefit from this versatility since they can adapt it to their specific company demands and requirements.

You may use SharePoint to construct an intranet that acts similarly to a website. Aside from that, users can construct subsites for other departments. Microsoft SharePoint is a centralized collaboration solution that allows administrators to share and amend papers with stakeholders.

The 5 Benefits of Using Microsoft SharePoint

Easy, Real-Time Collaboration

A coordinated effort is one of the main SharePoint aspects. We all understand the importance of working and sharing documents in real-time to enhance workflow, decision-making, and other elements.

Furthermore, when numerous employees are working on the same document, the process devolves into a total mess. For example, everyone is updating the document and submitting various copies of it via email. Whenever you need to amend the doc, somebody has locked it for altering and this entire interaction makes disarray.

When working on a document in the Microsoft SharePoint environment, any changes made by team members are automatically synchronized, removing the problem of different versions of the document. If you want to discover who made what modifications to the document, you can also look at its whole version history.

You can also easily communicate with other team members via chat at any moment. You might share screens and team up progressively to expand efficiency and proficiency.

Document Sharing

You’ll need to impart your archives to other colleagues for information or analysis, like a coordinated effort. It can be difficult for a single individual to maintain papers for editing, commenting, and then returning them to senders. Combining all updates and comments by hand is a time-consuming and error-prone process that should be avoided at all costs.

One of Microsoft SharePoint’s functions is to simplify document sharing, and SharePoint accomplishes that admirably. It utilizes a more direct and savvy way to deal with sharing, altering, and inspecting archives continuously.

All you have to do is save a document to a SharePoint document collection and provide stakeholders access. They have access to view, modify, and comment on the document. All modifications and comments are contained in a single document. There are no emails necessary, saving you time and reducing the hazards connected with them.

Enhanced Security

The government, healthcare, medical, legal, financial, and other businesses have a top priority on enhanced security measures when it comes to exchanging information. When interacting with these businesses, you must comply to stringent security compliance and regulatory rules.

Furthermore, cybercriminals have gotten more sophisticated and innovative. They have the ability to easily bypass even the most modern security systems in order to steal data.

You don’t have to be concerned about security when using Microsoft SharePoint, as previously stated. You may freely work with other team members and exchange papers both inside and outside your company. Your papers and communications are completely safe. SharePoint provides powerful data encryption and cloud backup to keep your data safe and secure.

Also Read About: What Is A SharePoint Page? How To Create Pages On SharePoint

Folders are Replaced with Metadata

If you’re unfamiliar with the term, metadata refers to the addition of data for the purpose of document tracking. It works similarly to the folders we build, with the exception of the ability to generate numerous metadata fields.

Metadata is needed instead of folders because in file-sharing, for example, you have a folder structure by department and project. However, the basic challenge is that various projects are overseen by separate departments, making it impossible to gather all project information in one place.

Metadata can help with this problem. All you have to do with Microsoft SharePoint is establish two columns: one for the department and one for the project. Simply use one or both columns to filter and organize your files. It might seem troublesome from the beginning, yet as you become accustomed to it, it will be basic. Metadata permits you to find fundamental records rapidly.

Improved Productivity

One of the most engaging Microsoft SharePoint benefits is expanded efficiency. You can easily simplify and automate procedures and company operations with Microsoft SharePoint. Representatives can easily cooperate continuously and easily. They would likewise have the option to send and get information, track and oversee papers, and speak progressively.


SharePoint is one of the most popular document collaboration systems, and it has carved out a place for itself by providing users with some incredible capabilities. We hope that these SharePoint advantages persuade you to consider implementing SharePoint in your company.

Al Rafay Consulting (ARC) best Microsoft SharePoint development and Microsoft consulting firm offers a complete solutions related to information technology (IT) in which organizations can benefit from professional support, training, and constantly renewed expertise.

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