1. Introduction
SharePoint Online is a Microsoft cloud-based platform that enables organisations to securely store, share, collaborate and access information from any device. It is a key component of Microsoft 365 which integrates seamlessly with applications like OneDrive, Teams, and Outlook, providing a flexible and efficient way to manage content and streamline workflows.
This document serves as an introduction to SharePoint Online, covering its key features and capabilities, while also highlighting the benefits from using traditional on-premises file shares.
2. What is SharePoint Online?
The primary purpose of SharePoint Online is to provide a centralised and accessible location for managing documents, knowledge sharing, and team collaboration. It is designed to enhance productivity by enabling users to create, edit, and share files in real-time while maintaining security and compliance standards. SharePoint also helps organisations automate processes, manage content lifecycle, and facilitate better communication among teams, making it an essential tool for modern digital workplaces.
2.1 Key features and Capabilities
| Site Creation | Build intranet sites, create pages, and manage document libraries and lists to organise content effectively |
| Lists & Document Libraries | Manage structured data efficiently with SharePoint lists and document libraries |
| Document Management & Collaboration | Store, share, and collaborate on documents in real-time with version control and co-authoring |
| Customisation & User Experience | Add web parts, customise pages, and create dynamic content to enhance user experience and functionality |
| News & Updates | Share important visuals, news, and updates through team and communication sites, keeping everyone informed |
| Enterprise Search & AI Insights | Discover, follow, and search for sites, files, and people across your company to improve connectivity, with advanced search capabilities and AI-driven insights |
| Workflow & Business Process Automation | Manage your daily routine with workflows, forms, and automated business processes |
| Cloud-Based Storage & Syncing | Securely store and sync files in the cloud, so anyone can securely work with you from any location |
| Mobile Accessibility | Stay connected and catch-up on news on the go with the SharePoint mobile app |
| Security & Permissions Control | Maintain data security with granular controls and permission settings over access and editing rights |
| Seamless Microsoft 365 Integration | Work effortlessly with Microsoft Teams, Power Automate, PowerApps, and OneDrive |
3. So Why transition from on-premises File Shares to SharePoint Online?
Moving from traditional on-premises file shares to SharePoint Online is a game-changer for all users, providing a more flexible, collaborative, and secure way to work. Unlike static file shares, SharePoint Online enables seamless access to documents from any location, real-time collaboration, and intelligent search capabilities, eliminating the frustrations of version conflicts and restricted access. With built-in security, automated backups, and integration with Microsoft 365 apps, users can work more efficiently while IT teams focus on innovation rather than server maintenance. This transition is essential for creating a modern, connected, and highly productive working environment.
3.1 What are the Key Benefits?
- Collaboration: SharePoint Online enables real-time collaboration with co-authoring and version history, whereas traditional file shares require manual tracking of changes
- Accessibility: SharePoint Online is accessible from anywhere with an internet connection, while traditional file shares typically require direct on-premises access or via a secure VPN
- Security and Permissions: SharePoint Online offers granular permissions, auditing, and compliance features, whereas file shares often rely on simple folder-level permissions
- Search and Metadata: SharePoint Online provides powerful search capabilities and metadata tagging, whereas traditional file shares rely on manual folder structures
- Integration: SharePoint Online integrates with Microsoft 365 apps, enabling automation and workflow management, while file shares lack built-in integration with modern tools
3.2 SharePoint Online vs Traditional File Shares
By moving to SharePoint Online, organisations can modernise their document management strategy, improve collaboration, and enhance security.
Whether working in the office or remotely, SharePoint Online empowers users to be more productive and stay connected.
The table below highlights some real-life examples of the benefits to using SharePoint Online vs File Shares:
| Feature | SharePoint Online | File Shares | Real-Life Examples |
| Access | Available anywhere with an internet connection | Requires VPN or local network | A remote user accesses SharePoint to retrieve a document without needing a VPN connection A local office user must log into the company network to access a file share |
| Collaboration | Real-time co-authoring and version control | Locked files; no real-time editing | A marketing team can collaborate on a document in SharePoint simultaneously A file share requires them to wait for another person to finish editing |
| Security | Advanced access controls, audit logs, and encryption | Basic file permissions only | A HR department can restrict access to employee records with role-based permissions in SharePoint In a file share, access is controlled by simple folder/file permissions, usually administered by IT support |
| Search | Intelligent search with metadata & indexing | Limited search functionality | A legal representative can quickly find a contract using metadata tags in SharePoint In a file share, they must manually browse through multiple folders |
| Automation | Built-in workflows and Power Automate | Manual processes | A finance team can automate invoice approvals in SharePoint In a file share, they rely on multiple emails for manual approval |
| Integration | Connects with Teams, Outlook, and Office apps | Standalone file storage | A project team can seamlessly share files through Teams with SharePoint Other departments email attachments from within their file shares |
4. Conclusion
Embracing SharePoint Online is a crucial step toward building a modern workplace. With its cloud-based infrastructure, seamless integration with Microsoft 365, and advanced collaboration tools, SharePoint Online enhances productivity, streamlines workflows, and improves data security.
By transitioning from traditional file shares to a dynamic, accessible, and intelligent platform, organisations can drive innovation, enable remote work, and create a more connected workforce.
Adopting SharePoint Online is not just about document management and storage, it is about empowering teams to work smarter, faster, and more efficiently in today’s modern digital environment.
