How to Use SharePoint: A Small Business Owner’s Guide

SharePoint, developed by Microsoft, is a versatile platform that offers small businesses powerful solutions for managing documents, collaborating with teams, and streamlining operations. In this guide, we’ll walk you through how to effectively use SharePoint as a small business owner. By the end of this article, you’ll have a clear understanding of how SharePoint can benefit your business, and we’ll show you how we can assist you with these processes and more. Feel free to get in touch via email or phone for tailored support.

Understanding SharePoint

What is SharePoint?

SharePoint is a web-based collaboration platform that allows you to store, organise, share, and access information from anywhere with an internet connection. It integrates seamlessly with other Microsoft Office applications, making it an excellent choice for small businesses that rely on tools like Word, Excel, and PowerPoint.

Benefits for Small Business Owners

• Efficient Document Management: SharePoint provides a central repository for all your business documents, making it easy to organise and access them.
• Team Collaboration: You can create team sites for your projects, departments, or specific tasks, enabling your employees to collaborate in real-time.
• Secure Access Control: SharePoint allows you to set permissions, ensuring that only authorised users can view or edit sensitive information.
• Version Control: Keep track of document changes with version history, which is especially helpful for compliance and auditing purposes.
• Mobile Access: Access your SharePoint site from mobile devices, ensuring you’re connected even when you’re on the go.

Getting Started with SharePoint

Sign Up for SharePoint

If you don’t already have a SharePoint account, you can sign up for Microsoft 365, which includes SharePoint Online. Choose a plan that suits your business needs.

Create Your SharePoint Site

After signing up, you can create your SharePoint site. Here’s how:

1. Log in to your Microsoft 365 account.
2. Go to the SharePoint app.
3. Click “Create site” and follow the prompts to set up your site.

Customise Your Site

Once your site is created, you can customise it to fit your business needs. This includes:

• Adding Lists and Libraries: Create document libraries, task lists, calendars, and more.
• Branding: Customise the look and feel of your site with your company’s branding.
• Navigation: Configure site navigation for easy access to important content.

Uploading and Managing Documents

Uploading Documents

1. Navigate to the document library where you want to upload files.
2. Click “Upload” and select the files you want to add.

Organising Documents

SharePoint offers several tools to help you organise your documents:

• Metadata: Add metadata to documents for easy categorisation and search.
• Folders: Create folders within document libraries to further structure your files.
• Tags and Keywords: Use tags and keywords to make documents more discoverable.

Collaborating with Teams

Creating Team Sites

1. Navigate to your SharePoint homepage.
2. Click “Create site.”
3. Choose “Team site” and follow the setup wizard.

Collaborative Tools

SharePoint offers various tools to enhance team collaboration:

• Document Co-authoring: Multiple team members can edit a document simultaneously.
• Discussion Boards: Create discussion boards for team discussions.
• Task Lists: Track tasks and project progress.

Security and Permissions

Setting Permissions

1. Navigate to the document library or site you want to secure.
2. Click “Settings” and select “Site permissions.”
3. Add or remove users and assign permissions according to your business needs.

User Roles

• Owner: Full control over the site, including permissions management.
• Member: Edit and contribute to the site.
• Visitor: Read-only access to the site.

SharePoint is a powerful tool that can transform the way your small business manages documents, collaborates with teams, and ensures security. By following the steps outlined in this guide, you can harness the full potential of SharePoint to streamline your business operations. We are here to help you with these processes and more. Feel free to get in touch via email at customercare@marshallinfotech.com or give us a call at 0203 384 9832 for tailored support and solutions that suit your business needs.