What is SharePoint?

SharePoint is a Microsoft-hosted cloud-based enterprise information portal for businesses of all sizes. You and your employees can set up password-protected intranet websites. These websites can share documents and information with co-workers, partners, and customers.

It can help to improve your organisation's effectiveness by streamlining the management of and access to data. Being that it is cloud-based the company data is not restricted to a physical location. The data is accessible wherever employees need it.

 

Is SharePoint different from OneDrive?

OneDrive is a Microsoft-hosted cloud-based file storage. Why do I need SharePoint? What makes it different? Consider the 'One' in OneDrive to be storage for one person (you). Similarly, 'Share' in SharePoint is your shared storage location for items that are available to staff for collaboration

SharePoint Vs OneDrive

Source: bemopro

 

Why do you need SharePoint?

SharePoint provides a customisable centralised administrative gateway. It provides a simplified flow of information and cloud storage. This cloud storage is accessible from desktop and laptop computers, tablets, and mobile devices.

Administrators can assign varying degrees of authority to users based on their position. Aside from that, the programme has features for document sharing, file management, social networking, business information, and nearly anything else involved in your company's day-to-day activities.

 

How does it work and where are my files stored?

SharePoint is a cloud-based service storing all your files and communications in the cloud. You can access the files anywhere and are not restricted to your physical location. It works just like OneDrive, and you have the option to sync your files with your local computer just like OneDrive.

file structure

source Impact Computing

Just like OneDrive you can have the files on demand and download the files as required or download and synchronise all files.

Depending on the size of the company data you may wish to have the files on demand. If you're about to be offline and need to view many documents, you can download the files so that they are ‘always available.’

 

Are my files encrypted? Is it secure?

All data stored in SharePoint is encrypted with one or more AES 256-bit keys.

Depending on file size, each file is divided into one or more pieces. Each piece is encrypted with its own unique 256-bit AES key.

The series of encryption keys for these pieces of client data is encrypted. The encryption keys are stored in the SharePoint Online Content Database. The Content Database is safeguarded by database access restrictions.

The whole process can get very technical but essentially hackers can't get access to your data.

You can read more about Microsoft’s Encryption Policy here.

 

Who can access the company SharePoint sites?

Companies can have multiple SharePoint sites within the company structure. Each site has owners, members and visitors with the ability to read, write and full control.

Permissions

Source: Howtogeek

 

Can I share files externally?

Microsoft SharePoint's external sharing features enable users within your company to exchange information with people outside the organisation (such as partners, vendors, clients, or customers).

External sharing can be configured individually for each external user, or you can choose to allow unauthenticated sharing to share with anyone to access the files.

Before sharing externally, it is vitally important to ensure that the content that is shared externally is not confidential and that only the intended users get access to the shared files.

 

Can SharePoint replace a file server?

Yes, SharePoint may be used in place of a file server/s. However, certain prerequisites must be met for this to succeed.

It is important to plan out the migration to allow the proper permissions for all users to access the information as per the configuration on the file server, including external sharing.

It is also important to think about the additional services and apps that Microsoft has integrated within their Microsoft 365 suite and how they might be incorporated within the setup of SharePoint. Apps like Teams, Lists, Planner, Forms and even Power Automate to create automated workflows.

 

Are SharePoint files backed up?

One prevalent belief is that you do not need to bother about backing up your files in SharePoint. Yes, it might seem that having your files in SharePoint is safe and secure but the fact is that backing up your SharePoint data is entirely your responsibility. The best practice for backups is to incorporate multiple methods, that is not to put all your eggs in one basket.

Skope IT uses online backup solutions with AES-256-bit encryption to ensure that your data is safe and secure.

 

Can SharePoint integrate with my existing services and applications?

SharePoint integrates with your existing apps including the full Microsoft Office Suite including Excel, Word, PowerPoint, CRM and many other systems.

SharePoint Integration

Source: Layer2 Solutions

 

File auditing and user accountability and Litigation

SharePoint tracks file changes and updates in your library. You can view the modifications that were made (created, edited, and deleted) as well as when they were made and by whom, 18 hours ago, yesterday, last week or up to 60 days in the past.

If you require a Litigation hold on your SharePoint files, the original and any changed copies of each item are preserved. Even if a user deletes a file SharePoint keeps the file for discovery reasons.

 

How much storage space can I get in SharePoint? Is there a limit?

SharePoint provides each organisation with 1TB of storage space by default and for each additional user license (email address) purchased provides an additional 10GB of storage space to SharePoint.

 

How much does SharePoint cost?

Any business that already has a Microsoft 365 subscription can make use of SharePoint right now at no additional ongoing cost. It is a good idea to get in contact with an IT professional who is qualified to work with SharePoint. Contact us to discuss setting up a SharePoint site/s for your organisation.

If you don’t already have a Microsoft 365 subscription, contact us to see how a subscription can best suit your organisation and how much you can save.

 

 

 

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