SharePoint is Microsoft's team collaboration layer for documents, light intranet pages, and structured libraries. In Microsoft 365 it often appears behind Teams channels—the Files tab is a SharePoint library even if users never open SharePoint in the browser.
Site types you will see
| Type | Typical use |
|---|---|
| Team site | Project docs, connected to a Microsoft Team |
| Communication site | Department news, HR portal, leadership updates |
| Hub sites (optional) | Navigation across related department sites |
Business outcomes
- Single version of truth for templates, SOPs, and contracts
- Search across libraries instead of hunting email attachments
- Permissions inherited from Microsoft 365 groups when tied to Teams
SharePoint vs file server habits
Legacy file shares encouraged deep folders and duplicate "final_v3" files. SharePoint works best with:
- Metadata (customer, year, status) when you outgrow folders alone
- Co-authoring in Office instead of checkout locks
- Short training on how to open files from Teams vs syncing entire sites
Intranet without a massive project
You do not need a six-month portal program on day one. Start with one communication site (company news + links) and team sites per department. Expand when champions ask for more.
Governance
- Limit who can create sites sprawl-free.
- Apply sensitivity labels if you handle personal or financial data.
- Review external sharing quarterly.
Licensing for advanced compliance is plan-dependent—M365 Deals can map SKUs to your retention needs.
