Written by Abe Hammat- Customer Success Account Manager
SharePoint is one of Microsoft’s most powerful tools, yet many organizations underutilize it. In many cases, SharePoint falls into that category because Microsoft offers so many licensing models that businesses often overlook the platform’s capabilities.
Another reason SharePoint doesn’t always get the recognition it deserves is that Microsoft doesn’t market it the same way it markets Teams, Copilot, or the Office suite. While those platforms often take center stage, SharePoint quietly powers much of the Microsoft 365 ecosystem behind the scenes.
How Businesses Can Start Using SharePoint
Many organizations think of SharePoint as a document repository, but it can serve as a much broader business platform.
Here are a few ways companies can get more value from SharePoint:
Build Lightweight Applications
Using SharePoint Lists and Power Automate, organizations can create lightweight business applications without investing in custom development.
Examples include:
- Asset tracking
- Project management tools
- Staff directories
- Inventory tracking
- Simple CRM systems
Streamline Requests and Approvals
Many business processes begin with a request and end with an approval. SharePoint and Power Automate make it easy to streamline these workflows.
Common use cases include:
- Employee onboarding requests
- Procurement approvals
- Incident reporting
- IT service requests
- Vacation and leave approvals
Create a Better Information Architecture
Employees waste valuable time searching for information. SharePoint helps organizations create a structured, searchable environment where teams can quickly find the content they need.
A well-designed SharePoint environment can:
- Organize documents consistently
- Improve knowledge sharing
- Reduce duplicated information
- Increase productivity across departments
Connect the Entire Microsoft 365 Ecosystem
Every Microsoft Team receives a SharePoint site in the background. Because of this, SharePoint acts as a foundation for several Microsoft 365 services, including:
- Microsoft Teams
- OneDrive
- Microsoft Loop
- Viva Connections
- Microsoft Copilot
Much of the content these tools surface comes directly from SharePoint, making it one of the most important platforms in the Microsoft ecosystem.
Why Security Concerns Exist
When organizations discuss SharePoint, security concerns often enter the conversation.
These concerns typically include:
- Confidential data leaks
- Exposure of HR and finance documents
- Incorrectly assigned permissions
- Customer access to internal documents
- Oversharing sensitive information
These concerns are not irrational. Every organization should take information security seriously.
How SharePoint Helps Address Security Risks
The good news is that Microsoft provides several built-in controls that help organizations secure their data effectively.
Item-Level Permissions
Administrators can control access at the site, library, folder, or individual item level. This flexibility allows organizations to limit access to sensitive content while keeping collaboration simple for everyone else.
Sensitivity Labels
Sensitivity labels help classify and protect content based on its importance. Organizations can apply labels to documents, emails, sites, and groups to enforce security policies automatically.
Retention Policies
Retention policies help organizations manage information throughout its lifecycle. These policies support compliance requirements while reducing the risk of accidental deletion.
External Sharing Controls
Organizations can configure external sharing settings to control how employees share content with customers, vendors, and partners. These controls help strike the right balance between collaboration and security.
SharePoint’s Most Underrated Strength
SharePoint may be one of Microsoft’s unsung heroes, but it could become one of the most valuable tools in your organization.
One of SharePoint’s most underrated strengths is its ability to deliver information in a way people actually use.
Modern SharePoint pages are not flashy—and that’s precisely the point.
Pages load quickly, maintain a consistent look and feel, work seamlessly on mobile devices, and integrate naturally with the rest of Microsoft 365. For many organizations, SharePoint meets internal communication needs without introducing another platform, another license, or another learning curve.
More Than Just a Document Repository
Modern SharePoint pages can serve many business functions, including:
- Team hubs
- Knowledge bases
- Executive dashboards
- Employee onboarding portals
- Department intranets
Using out-of-the-box web parts, organizations can:
- Surface important documents
- Promote company news
- Embed Power BI reports
- Display Planner and To Do information
- Showcase dynamic business content
Best of all, teams can accomplish these tasks without writing custom code or managing a separate system.
Final Thoughts
While tools like Teams, Copilot, and Microsoft 365 apps often receive the spotlight, SharePoint remains one of the most versatile and valuable platforms in the Microsoft ecosystem.
Whether you’re building lightweight applications, automating business processes, improving knowledge management, enhancing internal communications, or strengthening security, SharePoint provides the foundation to make it happen.
For many organizations, the question is no longer whether they have SharePoint. The real question is whether they’re using it to its full potential.