Since the beginning of the coronavirus pandemic, most offices have become accustomed to utilizing a remote workforce. From sorting out cloud solutions to communicating with the team, technological advances (read more) have played a massive role in making the processes possible in virtual.
For example, we use Gmail (and Drive, Docs, Sheets, Google Maps, Analytics, and more) to do most of our work. Also, several platforms like Slack, Teams and many more are used for team collaboration.
But have you ever heard data management, security, and collaboration — in one?
In the case of data generated from multiple offsite locations, all can be extremely difficult to manage and secure. It is important to remember that even though your team’s work is taking place outside of your physical office’s technology infrastructure, data management, security, and collaboration should never be compromised.
Tools like Microsoft Sharepoint helps with this one. As a content service platform, it provides a considerable part in the remote workforce, providing various solutions for virtual work. Because of its numerous advantages and ease of use, thousands of companies, including Viacom and Windex, have implemented this software on their respective networks.
What Is Microsoft SharePoint?
Microsoft SharePoint is a tool used to create websites (link: https://en.wikipedia.org/wiki/SharePoint). It is a collaboration platform that has a variety of uses. Though primarily promoted as a document management and storage system, SharePoint is a highly configurable platform whose application varies significantly from organization to organization. Furthermore, it is helpful for the following:
- Data Storage
SharePoint uses multiple databases for storage services like OneDrive. Using this platform allocates a certain amount of storage space for every employee to store business-related files (securely).
- Content Collaboration
The websites that can be created in this platform serve as the foundation for working teams in SharePoint. It makes collaboration spaces that are specifically designed for sharing and exchanges.
- Business Intelligence
SharePoint is more than just a repository for files. It is also a means of bringing information and processes together through various business intelligence (BI) tools like dashboards, scorecards, easy-to-understand visualizations, and reports.
- And Much More!
It is best for organizations because it does not work only for an individual. In fact, it makes people and teams work together while making each of the employees notified at all times through an app. Teams can easily create and edit their own websites, and there are two types to choose from — team or communication sites.
When you create a website in SharePoint, it is essential to know your purpose and intentions. Creating Team Sites is appropriate when you want to create a space where all members can collaborate on project deliverables, track progress, or exchange ideas. On a Team Site, everyone is considered as content author. Therefore, everyone can share and edit content.
In a nutshell, a Team Site is a collaborative environment for everyone to work and create for the company. In addition, it is also designed to connect with Microsoft Teams (optional).
A communication site, on the other hand, is when you want to tell a message or share content with a large audience in a visually compelling design. On this platform, you can’t edit out your content. Most of the time, there are few authors, and the rest are content readers or consumers.
Take, for example, your company’s intranet. Even if your intranet includes collaborative features, the primary goal of your intranet is to communicate a story. This can be corporate news, information about your services, and a lot more. Intranets are examples of communication sites.
Steps In Making SharePoint Sites
Building a website may appear to be a difficult task. However, if you already know how to create a SharePoint site, the process is relatively straightforward. So we’ve outlined the procedure for setting up a workspace for you, comprising only a few simple, easy steps.
- Sign In
If you’re still using Microsoft 365, you will have to sign in first. But if you are using SharePoint Server 2019, you can log into it alternatively.
- Create A Team
After you log in, click Create Site at the top of the SharePoint page and choose the site you want to create: team or communication. Right after, a creation wizard will appear on your screen where you can put the components in the site you’re making, such as:
- Project homepage
- Announcement board
- Choose A Template
For each type, you can choose from the configuration options. Typically, communication sites can use designs like a topical, showcase, or just plainly blank.
Topical: If your site will contain lots of texts and photos
Showcase: If your site will contain images more than texts (a product display)
Plain: If you want to customize your site entirely on your own format and build
For team sites, by default, you’ll get a team collaboration template. But if you want more options to choose from, just select the Settings and then Site templates.
- Decide The Name Of The Site
As soon as you choose a title for your sites, SharePoint will verify if it is available and then generate an email with that title in the subject line. After that, you can use the description box to provide a brief summary of the purpose of your website.
- Choose The Privacy Settings
Choose Public if your site will be accessible to anyone in your organization. Otherwise, select Private.
- Choose A Site Classification
If applicable, you can choose the type of classification you want to use for your site. This refers to how sensitive (check here) the information and data are stored on your site, so others will see it. Also, it relates to the lifespan of the data on your sites.
To choose, click the Gear icon located at the top right of your site and click Site information.
- Add Members!
If you want to invite everyone who wants to be a member of your team, fill out the Add members section with their names or email addresses. Also, all new members added to the Microsoft 365 group affiliated with the site are automatically linked to the participants’ team.
- Click Finish, and you’re done!