Top 5 SharePoint Features You Might Not Be Using
As businesses shift to more collaborative and digital-first workflows, Microsoft SharePoint remains a standout solution for efficient document management, team collaboration, and secure data sharing. With over 200 million users globally, SharePoint's growth continues to be fueled by businesses of all sizes, and it remains a leading choice for those seeking a robust digital workspace. But while many users are familiar with SharePoint’s basic functionalities, they often overlook some of its more advanced, recent features—features that could significantly enhance productivity, data security, and team collaboration.
In this article, we’ll explore the top five underutilized SharePoint features as of 2024. You’ll get an in-depth look at the benefits of these features and why they’re valuable for businesses aiming to optimize their workflows.
What is SharePoint?
Microsoft SharePoint is a powerful platform that enables organizations to share, organize, and manage information securely. Initially launched in 2001 as an enterprise-level content management system, SharePoint has since evolved into a multi-functional platform with a variety of applications—document management, team collaboration, secure data handling, and even project management.
For many companies, SharePoint functions as the backbone of their collaborative work environment, integrating seamlessly with other Microsoft 365 apps and providing centralized access to documents, files, and project resources.
Benefits of SharePoint for Businesses
The versatility of SharePoint offers significant advantages:
Enhanced Collaboration: SharePoint enables team members to collaborate on projects from any location, supporting real-time updates, version control, and seamless document sharing.
Data Security and Compliance: With advanced permissions and Microsoft’s robust security framework, SharePoint ensures compliance with regulatory standards and keeps sensitive data secure.
Streamlined Project Management: SharePoint’s task-tracking and workflow automation features help project managers allocate resources effectively and keep teams aligned.
Customizability: SharePoint offers custom templates and integrations that adapt to different business needs, from department-specific intranets to organization-wide collaboration portals.
Seamless Integration: As part of the Microsoft ecosystem, SharePoint integrates effortlessly with apps like Microsoft Teams, Outlook, and OneDrive, enhancing productivity and unifying your digital workspace.
Top 5 SharePoint Features You Might Not Be Using in 2024
Now, let’s dive into some lesser-known, highly beneficial SharePoint features introduced or enhanced in 2024. These features can help transform the way your team collaborates and manages information.
1. E-Signature Integration in SharePoint Premium
SharePoint Premium has introduced built-in e-signature functionality, simplifying document approval workflows directly within the platform. Now, users can sign documents electronically without relying on third-party applications, streamlining processes like contract management and HR onboarding.
Why It Matters: This feature eliminates the need for external tools, reducing cost and integration complexity. It’s particularly beneficial for industries like finance or real estate, where document approvals are frequent and time-sensitive.
Use Case: A real estate agency could use the e-signature feature to streamline lease agreements by allowing clients to review and sign contracts directly within a SharePoint workspace, saving both time and effort.
2. Document Translation with SharePoint Premium
With the Document Translation feature in SharePoint Premium, organizations can translate documents into multiple languages seamlessly. This feature leverages AI to maintain formatting and structure, ensuring professional-quality translations.
Why It Matters: In a globalized business environment, this feature is a game-changer for teams operating across different regions. It facilitates smoother communication and collaboration without the added expense of third-party translation services.
Use Case: An international marketing team can quickly translate campaign documents into regional languages, ensuring consistent messaging while reducing turnaround times.
3. Enhanced Microsoft Teams Integration for Seamless Collaboration
While SharePoint and Microsoft Teams have integrated well for years, the latest updates allow for a more seamless, collaborative experience. New co-authoring capabilities make it easier to collaborate in real-time on documents within Teams, with SharePoint handling the back-end organization.
Why It Matters: Teams integration with SharePoint enables real-time co-authoring of documents and ensures that updates are instantly accessible to all team members.
Use Case: Remote teams working on product development can edit and review documents, assign tasks, and monitor project progress—all from within Microsoft Teams, with files automatically stored and organized in SharePoint.
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4. Viva Connections for an Enhanced Employee Experience
Microsoft Viva is a new employee experience platform that integrates with SharePoint to create an engaging digital workspace. Viva Connections, a feature within this platform, provides a centralized hub that connects employees with company news, resources, and social communities.
Why It Matters: Viva Connections helps improve employee engagement and makes it easier to onboard and connect with organizational updates, especially in hybrid or remote work setups.
Use Case: HR teams can use Viva Connections to centralize onboarding materials, training resources, and announcements, creating a smoother onboarding process for new hires.
5. Advanced Security Features with Sensitivity Labels
Security and compliance are non-negotiable for businesses today. SharePoint now offers advanced sensitivity labels through Microsoft Purview, which allow organizations to control access based on data sensitivity levels. These labels can be customized according to the type of content, ensuring that only authorized personnel can access sensitive information.
Why It Matters: This feature helps organizations comply with industry regulations by ensuring that confidential data is only accessible by appropriate users.
Use Case: A financial firm can label certain reports as “Confidential,” limiting access to senior executives and ensuring compliance with data protection regulations.
6. Microsoft Lists for Better Task and Data Management
Microsoft Lists is a powerful tool within SharePoint that allows users to create, share, and track lists with customized fields. In 2024, Lists now offer enhanced templates and expanded integrations, making it an invaluable tool for tracking anything from customer interactions to project tasks.
Why It Matters: Microsoft Lists streamlines project management by providing an organized way to track tasks, set reminders, and assign responsibilities.
Use Case: A project team working on a new product launch can create a list to track milestones, tasks, deadlines, and responsibilities, all easily accessible through SharePoint.
Trends: The Rise of SharePoint in the Digital Workplace
In 2024, the demand for collaborative platforms like SharePoint has only increased. According to Gartner, over 60% of organizations now use multiple collaboration tools as they adapt to hybrid and remote work models. SharePoint’s adaptability, scalability, and secure framework make it an ideal choice for businesses transitioning to a digital-first approach.
Getting the Most from SharePoint with XRM Labs’ Consulting Services
As we’ve explored, SharePoint offers powerful features that can transform the way your organization collaborates and manages information. However, many businesses struggle to unlock the full potential of these tools. That’s where XRM Labs’ SharePoint Consulting Services come in.
At XRM Labs, our SharePoint experts help you maximize your investment by:
Whether you’re looking to improve collaboration, enhance data security, or streamline document management, XRM Labs is here to guide you in leveraging SharePoint’s capabilities to their fullest.
Conclusion
Microsoft SharePoint remains a powerful and ever-evolving platform, with features that can significantly enhance your organization’s productivity and data management. By tapping into advanced tools like Syntex AI Builder, Viva Connections, and Microsoft Lists, businesses can leverage the full potential of SharePoint and stay competitive in a digital-first world.
Ready to transform your workspace with SharePoint? Connect with XRM Labs today and discover how our SharePoint consulting services can help streamline your business processes, improve collaboration, and secure your data for the future.