A Guide to SharePoint: All You Need to Know About SharePoint and How to Implement It
Introduction: Importance of Collaboration and Role of SharePoint
Collaboration is the foundation that keeps any business intact. However, as your company grows, relying solely on manual processes becomes ineffective.
That’s where Microsoft SharePoint, a modern collaboration platform trusted by over 200 million active monthly users, becomes essential.
Many organizations still struggle to leverage SharePoint’s full potential due to a lack of understanding or poor implementation.
This guide will help you learn everything about SharePoint features, pricing, and implementation strategies so your team can collaborate seamlessly and efficiently.
What is SharePoint?
Microsoft SharePoint is a versatile intranet and collaboration platform that helps organizations create centralized hubs for communication, document sharing, and project management.
Whether you use the on-premises server or the cloud-based SharePoint Online, the platform simplifies teamwork even for non-technical users.
To explore real-world design examples, read our blog: Modern SharePoint Intranet Templates That Boost Employee Engagement in 2025
Features of SharePoint
SharePoint offers a powerful blend of collaboration and automation features. Below are its key functionalities:
1. Collaboration
SharePoint enables seamless teamwork regardless of where your employees are.
Multiple users can co-author documents in real time, comment, and restore older versions if needed.
Admins can set permissions in advance to manage who can edit or share files.
Additionally, SharePoint’s centralized dashboard keeps all updates visible, eliminating the need to sift through endless email threads.
(Related: The Ultimate Guide to Modern Intranet & Digital Workplace Success )
2. Project Management
SharePoint serves as a unified hub that consolidates all project information.
Its advanced search filters, calendar integration, and Outlook connectivity make it easy to schedule tasks and stay on top of deadlines.
For advanced setups, you can also automate project tracking with Microsoft Power Automate learn more in our post on Transforming Business Processes with AI in SharePoint Workflows.
3. Content Management
Beyond document storage, SharePoint doubles as a Content Management System (CMS).
It allows content managers to upload, publish, and archive content easily while maintaining version control.
Deleted or outdated versions can be restored instantly and no external tools are required.
Explore layout ideas for your library: 15 Modern SharePoint Document Library Web Part Layouts
4. Integration
Integration defines SharePoint’s true power.
It works seamlessly with Microsoft 365 apps includes Word, Excel, PowerPoint enabling real-time editing and collaboration without endless file transfers.
You can also integrate Microsoft Teams, Power Apps, or third-party CRMs to extend functionality.
5. Security
Security is non-negotiable in any enterprise solution.
SharePoint offers robust controls for access management, data encryption, and multi-factor authentication.
Admins can restrict external sharing, define user roles, and even require sign-ins for document access.
For governance insights, read Governance of Data in SharePoint: Tools, Policies, and Best Practices
SharePoint Pricing Plans
When selecting a SharePoint plan, it’s important to choose one that aligns with your organization’s size, collaboration needs, and integration goals. Microsoft offers SharePoint primarily through two main licensing options are SharePoint Online Plan 1 and Microsoft 365 Business Standard each offering distinct benefits.
1. SharePoint Online Plan 1
Best for: Small to medium businesses that need a secure intranet and document collaboration platform without requiring the full Microsoft 365 suite.
Key Features:
• Team sites, document libraries, and version control
• Real-time co-authoring and file sharing
• 1 TB of OneDrive storage per user
• Lists, libraries, and customizable pages
• Access from web and mobile devices
• Enterprise-grade security and compliance controls
Pricing:
Starts at $5.00 USD per user/month (annual commitment).
This plan focuses purely on SharePoint and does not include Office desktop apps or Exchange-based email.
Recommended for companies that want a lightweight, scalable intranet solution built purely on SharePoint Online.
2. Microsoft 365 Business Standard
Best for: Businesses seeking a complete productivity suite including SharePoint, Teams, and the full Office app ecosystem.
Key Features:
• Everything included in SharePoint Online Plan 1
• Desktop, web, and mobile versions of Word, Excel, PowerPoint, and Outlook
• Microsoft Teams for meetings, chat, and collaboration
• Business-class email hosting with 50 GB mailbox
• 1 TB cloud storage per user via OneDrive
• Security and compliance tools integrated across Microsoft 365 services
Pricing:
Starts at $12.50 USD per user/month (annual commitment).
Ideal for organizations looking to integrate document management, internal communication, and collaboration tools under one Microsoft 365 umbrella.
Explore next: Modern SharePoint Design Examples for Corporate Intranets
3. Enterprise Options (E1, E3, E5)
For large organizations or enterprises needing advanced compliance, analytics, and automation, Microsoft offers Enterprise (E1/E3/E5) plans.
Highlights:
• Enhanced governance and security capabilities
• Advanced data loss prevention (DLP)
• Power Automate and Power Apps integration
• Advanced analytics with Power BI
• Unlimited cloud storage in higher tiers
Pricing:
Enterprise plans vary by feature set and start around $10–$38 USD per user/month depending on the license type.
You can check the detailed pricing Plans here: Microsoft SharePoint Pricing Plans
5 Steps for Implementing SharePoint
According to Microsoft, nearly 40% of SharePoint implementations fail due to poor planning.
Here’s how to ensure smooth and successful deployment:
1. Set Clear Goals
Identify what you want from SharePoint improved collaboration, workflow automation, or data governance. Define measurable KPIs before deployment to track success.
2. Find the Right Team
A successful implementation needs expertise.
At SharePoint Designs, our certified experts provide end-to-end SharePoint consulting from setup to employee onboarding.
3. Information Architecture and Design
Structure is key. Plan how your SharePoint site will be organized and gather input from stakeholders.
We recommend reviewing: Intranet Design Checklist 2026
4. Provide Training
Training ensures adoption. Cover topics like document uploads, content posting, and site administration.
(See: How Good UX Drives Intranet Adoption)
5. Launch and Maintain
Pilot the intranet with a select team before organization-wide rollout.
Remember, intranet management is ongoing review, optimize, and audit regularly.
Check our resource: Build vs Buy: What’s the Smartest Way to Launch a SharePoint Intranet?
Benefits of SharePoint
So, is SharePoint worth it? Absolutely. Here’s why:
• Real-time collaboration across departments and geographies.
• Improved productivity through centralized data and automation.
• Enhanced data protection with controlled permissions.
• Simplified content publishing and scheduling tools.
Read more on how intranets improve engagement: SharePoint Intranet Homepage Best Practices to Boost Engagement and Usability
Final Words: Why Choose SharePoint Designs for Implementation?
SharePoint Designs simplifies enterprise collaboration through tailored SharePoint solutions.
Our experts specialize in designing, migrating, and maintaining digital workplaces that align with your organizational goals.
• Customized intranet solutions
• Smooth data migration
• Advanced security configuration
• Ongoing support and employee training
Stop struggling with a DIY setup.
Contact SharePoint Designs today for a free consultation and see how we can help you transform your collaboration and productivity.
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The Complete Guide to Hiring a SharePoint Consultant for Your Business
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