Microsoft SharePoint

Posted on January 10, 2020

SharePoint- All you need to know

Introduction: In the event when you and your team members need to work together when they are physically apart, you might find yourself exchanging mails and files in order to collaborate and create a single final document. It would be a tedious process with lots of edits being made and with you not being sure who contributed what. Well, with SharePoint all your collaboration problems will be solved in an instant. So what exactly is SharePoint and what do you need to know about it?

SharePoint – The All-in-one Collaboration Platform:

SharePoint is a Collaboration Platform which allows its users to collaborate, create, edit, share, store and version documents all within a single shared Platform. It also has document workflow capabilities.

Features and Benefits:

SharePoint has a variety of features which makes it a must have for every office worker. Highlighted below are the features of SharePoint and the benefits these features deliver in the long run.

  • Shared Platform – The first feature of SharePoint is its Shared Platform which makes it a perfect place for interaction and collaboration. No more waiting for documents to be updated and sent over mail. Any changes made to a document in the platform can be easily accessed and viewed by others saving you a lot of time and energy.
  • Integration – Another awesome feature of SharePoint is how easily it integrates with other Microsoft products such as OneDrive for Business, Office Graph and More. This makes it easier to share ideas and in turn make better and more informed decisions.

  • Content Management and Teams Sites – SharePoint provides a lot of content management tools, such as libraries, lists etc, as well as Teams Sites and communication sites where selected users can chat, share and collaborate in order to create and deliver better business solutions while saving time by removing unnecessary processes and automating other processes by creating alerts and workflows.

  • Search – You can also search and find and share relevant information from anywhere and from any device whether it is mobile or web. This information can be easily shared to either within or outside the organization.
  • Customization – SharePoint is highly flexible and can be easily customized to suit the brand of the organization. Changing the colour, text font, layout, logos etc is easily possible for SharePoint users even without the help of a developer. New tools make it easier to create workflows even without the use of custom code and any deeper changes can be easily taken care of by a developer.

Share Point Access:

Since SharePoint is so easy to use and customize as per the organisations needs and offers a variety of functionalities it can be used by anyone. All they need to do is create an access point and network for themselves and any other user they want to include into their network, after which the only thing left to do is collaborate, create, edit and share.

Deployment Options:

Now that you have decided to use SharePoint, the next point of consideration for most is usually which deployment option to choose from. Should it be On-premise, Cloud or Hybrid? Highlighted below are the pros and cons of each choice as well as the versions available for each choice.

Particulars: On – Premise Cloud Hybrid
Pros
  1. Security – No chance of sensitive information being accessed by Outsiders.
  1. Standardization
  2. Cheaper
  3. Most of the administration is done by Microsoft.
  1. Information can be shared with outsiders while protecting sensitive information at the same time, with the sensitive information alone being saved on on-premise.
Cons
  1. Costly and requires more Space and Personal.
  2. Difficult to work with individuals not part of the organization.
  1. Some of the required customizations are not supported in Cloud.
  2. Some of the organizations policy do not allow storage of data in Cloud.
  1. Cost – Have to Pay and maintain both the on-premise and online version
Versions Available SharePoint Server 2010 (extended support ends on October 2020), 2013 (extended support ends November 2023), 2016, SharePoint 2019. SharePoint Online 2016 and 2019. Mix of the other two.

Cost:

SharePoint on – Premise:

In the case of SharePoint on – premise since the company must bear the cost of implementing, updating and maintaining the server by themselves and with their own support personnel the cost of the endeavour will be relatively high.

In the case of SharePoint Online, most of the administrative duties are borne by Microsoft and they have three plans for which they charge a monthly subscription.

The three plans are as follows:

Details Plan 1 (Share Point Online) Plan 2 (Share Point Online) Plan 3 (Office 365 E3)
Cost $5 $10 (All benefits of Plan 1 included) $20 (All benefits of Plan 2 included)
Office Applications Nil Nil Outlook, Word, Excel, PowerPoint, Access and Publisher.
Services SharePoint and One Drive SharePoint and One Drive Exchange, One Drive, Skype for Business, SharePoint, Teams, Yammer and Delve.
Benefits
  1. 1 TB of OneDrive storage per user
  2. Share files securely inside or outside your organization
  3. Sync local copies of files or folders for offline viewing and editing on Mac or PC
  4. Co-author in real time in familiar Microsoft Office apps
  5. Inform and connect your people with intranets and portals
  6. Tell your story with beautiful communication sites
  7. Use team sites to connect teams to content, expertise, and processes
  8. Organize and manage content in libraries and lists with metadata, records management, and retention policies
  9. Move and manage files between OneDrive and SharePoint
  10. Search and discover relevant people and important content when you need it most
  11. Navigate your team sites and intranet with the SharePoint mobile apps for Android™, iOS, and Windows or OneDrive mobile apps for Android™, iOS and Windows
  12. FastTrack deployment support with purchase of 50+ seats at no extra cost
  13. 24/7 phone and web support
  14. Licensed for commercial use
  1. Unlimited personal cloud storage1 Customize your enterprise search and results with enhanced features to surface resources across O365
  2. Find content in electronic format for litigation or audit scenarios
  3. Use advanced DLP capabilities to identify, monitor, and protect sensitive information
  4. Use In-Place Holds to programmatically
  1. Business-class email hosting with unlimited mailbox
  2. Custom email domain addresses ([email protected])
  3. Desktop versions of Office applications: Outlook, Word, Excel, PowerPoint, plus Access and Publisher for PC only2
  4. OneNote: Access to additional OneNote features (features vary)
  5. Web versions of Outlook, Word, Excel, and PowerPoint
  6. One license covers 5 PCs or Macs, 5 phones, and 5 tablets per user3
  7. Online video-conferencing meetings for up to 250 people4
  8. Online video-conferencing meetings for up to 10,000 people with Skype Meeting Broadcast
  9. Get a hub for teamwork with Microsoft Teams
  10. Automate business processes with Microsoft PowerApps and Microsoft Flow built right into a SharePoint list or library
  11. Maximum number of users: unlimited
  12. FastTrack deployment support with purchase of 50+ seats at no extra cost
  13. 24/7 phone and web support
  14. Licensed for commercial use

Latest:

The latest version of Share Point is Share Point 2019 which is targeted towards the on – premise and hybrid customers. The following are some of the new features included in the New Share Point 2019.

  • User Experience Improvements: The new SharePoint 2019 offers better user experience through a new home screen, user – friendly webpages to create better, less error free content and a more simplified sharing experience.

  • Team and Communication Sites Improvements: Users can now easily create their own communication sites without having to contact IT and the new Hero Web Part can display up to five items with compelling content. The redesigned home page improves display and also allows for sharing news articles too rather than just the documents stored in SharePoint Libraries.

  • Integration with Power BI, Power Apps and Power Automate: This latest update brings the cloud ever closer to the user. Integration option with power Automate and Power BI is now available through a gateway configuration.

  • Modern Lists and Libraries: More Modern Lists and Libraries similar to those found on SharePoint Online ensuring that the experience in both are now similar.

  • Modern Search Experience: In the modern search experience the results are shown even before the user finishes typing and the results update as they type.

KORCOMPTENZ is a US-based Gold Certified Microsoft Partner headquartered in New Jersey, with extensive experience improving business outcomes for our customers. We can help you unlock the potential of both cloud and on-premise versions of SharePoint with a full suite of turnkey and specialized services. Call us now for a consultation!

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2020-09-07T13:53:54+00:00

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