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In this “Why SharePoint Online” article, we will learn why collaboration is an important aspect of the success of any organization and how SharePoint Online can help implement collaboration between teams and team members. These days, with the way digital transformation is happening across the industry, we should have an effective collaboration tool. And SharePoint Online is one of the best tools available from Microsoft. SharePoint Online is a content management tool that can help any organization improve collaboration and streamline their workflows for a faster process. Here, we will focus on the top 5 reasons why SharePoint Online is the future of collaboration.
SharePoint Online, the cloud-based version of SharePoint, offers numerous benefits that make it a compelling choice for organizations. Here are some key reasons why SharePoint Online is worth considering.
The Top 8 Reasons Why SharePoint Online is the Future of Collaboration
Following are the top 8 reasons why SharePoint Online is the future of collaboration.
Reason #1: Accessibility and Mobility
SharePoint Online is a cloud-based platform in the Microsoft 365 suite that allows users to view their information (documents, files, records, etc.) using any internet-connected device at any time and from any location. Because of this, remote workers and teams can easily work together on tasks from various places in collaborative ways. With SharePoint Online, all you need is an internet connection to access the platform and start collaborating. Moreover, SharePoint Online also provides mobile apps that enable users to access their content on the go, improving accessibility and mobility further.
Reason #2: Document Management and Sharing
SharePoint Online is one of the best document management tools we have these days in the tech market. It is a very powerful document management and file sharing tool. In SharePoint Online, users can create, edit, and share files in real-time. The file can even be shared with external users for a certain period of time; after that, the file link will expire automatically. The beauty of the SharePoint Online Document Management System is that multiple users can work on the same files at a time on the latest versions of the document.
SharePoint Online maintains the version history, so any user can work on the previous version of the document. SharePoint Online document management versioning has major and minor version capabilities.
Reason #3: Customization and Flexibility
SharePoint Online is customization-friendly, so a SharePoint Online developer or citizen developer can easily customize SharePoint artefacts or objects. We can create custom workflows, web parts, search display templates, and much more.
SharePoint Online provides a variety of out-of-the box site templates, so users can create their sites based on their needs. For example, we have a team site, a communication site, a document center site, a record center site, etc.
We can customize the SharePoint Online list or document library using the Power Apps, and using the Power Apps, we can even create custom applications. For web part development, we can use the SPFx framework tool. For developing the workflow, we can use Power Automate. Power Automate and Power Apps are integrated parts of SharePoint Online.
Reason #4: Integration with Other Tools and Services
SharePoint Online can be seamlessly integrated with other tools and services, such as Microsoft Teams, OneDrive, PowerApps, Power Automate, etc. This allows users to access all of their collaboration tools on a single platform, streamlining their workflows and increasing efficiency. For instance, SharePoint Online can be integrated with Microsoft Teams, allowing users to create a team site for their project and then collaborate with their team members using Microsoft Teams. Similarly, SharePoint Online can be integrated with OneDrive, which enables users to store and access their files in the cloud.
SharePoint Online can be easily integrated with other third-party tools (non-Microsoft products) like Nintex Cloud, migration tools (like ShareGate, Metalogix, the FME Migration Center), etc.
Reason #5: Data Security and Compliance
When it comes to security matters, SharePoint follows a very strict policy, so there is no compromise in the security areas. SharePoint’s security mechanism provides features like data loss prevention, encryption, and multi-factor authentication that help ensure the security of your data. Additionally, SharePoint Online is compliant with industry standards such as HIPAA, GDPR, and ISO 27001, ensuring that your organization is meeting regulatory requirements. This feature makes SharePoint Online an ideal platform for organizations that handle sensitive data, as it ensures that their data is protected and secure.
Modern SharePoint security mechanisms have the capability to handle the following:
- SharePoint online sensitivity labels
- SharePoint online retention labels
Reason #6: Collaboration and Document Management
SharePoint Online provides a robust platform for collaboration and document management. It allows teams to create and store documents in a centralized location, making it easy to share, collaborate, and co-author files in real-time. Users can set permissions, version control, and access documents from anywhere, fostering seamless teamwork.
Reason #7: Workflow Automation
SharePoint Online empowers organizations to automate business processes and streamline workflows using tools like Power Automate (formerly Microsoft Flow). It allows users to create custom workflows to automate repetitive tasks, notifications, approvals, and data entry, saving time and improving efficiency.
Reason #8: Centralized Content Repository
SharePoint Online serves as a central repository for content, enabling organizations to store and organize files, documents, and other resources in a structured manner. With powerful search capabilities, users can quickly locate and retrieve information, reducing duplication of effort and enhancing productivity.
SharePoint Online sensitivity labels (why SharePoint Online)
The permissions of the document hosted in SharePoint Online are very restricted; there is no way an unauthorized user can access your document. For a better modern way of managing document permission, we can apply a document sensitivity label to the document automatically. This feature makes SharePoint Online an ideal platform for collaborating on sensitive projects, as it ensures that only authorized users have access to the relevant documents.
SharePoint Online retention labels (why SharePoint Online)
SharePoint Online has the capability to apply the retention labels on documents automatically based on the document metadata, so that your compliance will be easy. You don’t need to clean up or delete your old, unwanted files; the files will be deleted automatically by the SharePoint Online retention labels policy. We can apply the retention labels from the top-level object to granular-level objects like sites, document libraries, folders, and at the document level itself.
Conclusion: The Top 8 Reasons Why SharePoint Online is the Future of Collaboration
Thus, in this blog, we have learned about why an organization or individual should choose SharePoint Online as their document management tool when there are plenty of other tools available in the tech market. So, we can say that SharePoint Online is the future of collaboration. Following are the Top 5 Reasons Why SharePoint Online is the Future of Collaboration:
- Accessibility and Mobility
- Document Management and Sharing
- Customization and Flexibility
- Integration with Other Tools and Services
- Data Security and Compliance
- SharePoint online sensitivity labels
- SharePoint online retention labels
If you’re looking for a powerful collaboration tool that can help you achieve your goals, then SharePoint Online is the platform for you. So, what are you waiting for? Start exploring SharePoint Online today and take your collaboration to the next level! As of today, more than 50 percent of the enterprises in the USA use SharePoint as their content management system. By the way, at a very high level, SharePoint has two versions: SharePoint Online and SharePoint On-Premise.
Last but not least, many people think that SharePoint Online is meant only for the document management system. This perception is wrong; we can develop any custom enterprise application using SharePoint Online that your organization needs to run its business successfully.
If you want to do a deep dive on SharePoint version history, you can refer to this article: Everyone should know History of SharePoint (top 9 version history from the year 2000 to 2020).
To master SharePoint Online and Microsoft 365 administration, you may buy this eBook: SharePoint Online & Microsoft 365 administration
Are you preparing for a SharePoint job interview?
You can refer to these exclusive interview questions and answers that will help you get into your high-paying dream job:
- 50+ Tricky SharePoint Online Interview Questions and How to Answer Them
- Top 50 Tricky Power Apps interview questions and answers for experienced – Part 2
- 50 Tricky Power Automate Interview Questions and How to Answer Them
- Top 50+ Power Apps interview questions and answers for experienced – Part 1
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