Microsoft SharePoint: intranets, document management and team sites explained
SharePoint is the content backbone of Microsoft 365. Used well, it replaces shared drives, email attachments and outdated intranets.
Updated October 2026 · 5 min read
Most organisations already pay for SharePoint as part of Microsoft 365, but many still rely on shared drives and email attachments. SharePoint brings connectivity, information management and content collaboration into one secure place.
What SharePoint does
- Collaboration: real-time co-authoring and sharing of documents.
- Document management: version control, metadata, retention and search.
- Team sites: a shared space for each team or project, connected to Teams.
- Intranet: communication sites for news, policies and company information.
- Workflows: approvals and automation with Power Automate.
SharePoint vs shared drives
| Shared drive | SharePoint | |
|---|---|---|
| Access | Office network or VPN | Any device, anywhere, securely |
| Versions | Overwrites or copies | Full version history |
| Search | File names only | Content and metadata search |
| Co-authoring | One editor at a time | Several editors at once |
| Permissions | Folder-level, often inconsistent | Site, library and item level |
Planning a SharePoint structure that lasts
- Map your information: which teams create which content, and who needs it.
- Use hub sites to group related team and communication sites.
- Keep permissions simple: grant access by group, not by individual.
- Agree naming and metadata so content stays findable.
- Set retention policies for records you must keep or delete.
A modern intranet people actually use
A good intranet answers everyday questions quickly: where is the policy, who do I contact, what has changed. SharePoint communication sites are mobile-friendly, connect to Teams and Viva, and can be maintained by business teams without developers.
Related serviceModern Workplace & ProductivityMicrosoft 365 and Google Workspace, deployed, secured and adopted, including Teams, SharePoint and Intune.Explore modern workplace →Frequently asked questions
Is SharePoint included in Microsoft 365?
Yes. SharePoint Online is included in most Microsoft 365 business and enterprise plans.
What is the difference between OneDrive and SharePoint?
OneDrive is for personal work files. SharePoint is for shared team and company content.
Can we migrate our shared drives to SharePoint?
Yes. A planned migration maps existing folders to the right sites and libraries and cleans up old content along the way.
Is SharePoint secure?
Yes, when configured well. Permissions, sensitivity labels and data loss prevention protect sensitive content.