Many organizations are looking for ways to store, organize, and share information. SharePoint is often talked about as a possible solution, but there is some confusion about its purpose and capabilities. SharePoint is a content management system (CMS) that helps manage documents, records, media, and other types of content throughout their life cycle.
It was designed mainly for document management and team collaboration, but it also includes tools for web content, organizing files, and sharing information across a company. Some people still wonder if it really fits all the needs of a modern CMS, especially compared to other platforms. Readers will learn what SharePoint can do as a CMS, where it works best, and where it may fall short.
What Is A Content Management System?
A content management system (CMS) is software that helps people organize, edit, and share digital content. These systems support teams in creating, storing, and managing information such as documents, pages, or media files.
Core Functions of CMSs
A CMS gives users the ability to add, change, and delete content with basic editing tools. They often include permissions so only trusted users can make important changes. This prevents mistakes and keeps sensitive data safe.
Most CMS platforms manage content in a database and show it to visitors using layouts or templates. File upload and search options are also standard. Document management features, like version control and check-in/check-out, help teams keep track of changes and avoid duplicate work.
Publishing tools are built in to move content from draft to published status. Some systems let users schedule updates or changes to go live automatically.
Types of Content Management Systems
There are several types of CMSs. Some are designed for creating and managing web pages. These are called web content management systems (WCMS). They let non-technical users build and update websites easily.
Another type is the document management system (DMS), which focuses on storing and organizing files, such as contracts, reports, or images. DMSs often feature document scanning, access controls, and audit trails.
A few platforms provide both web content and document management. These enterprise CMSs are used by large businesses to manage all types of digital content in one place. These systems often connect to other business tools, such as email or workflow automation software, to save time and reduce errors.
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Overview of SharePoint as a Platform
Microsoft SharePoint is a web-based solution for document management, storage, and collaboration. It includes multiple products and versions, each adding new features and capabilities for businesses, schools, and other organizations.
History of Microsoft SharePoint
Microsoft first released SharePoint in 2001 as a way to help organizations manage documents and share information online. Over time, SharePoint has become much more than just a document storage tool.
In 2007, SharePoint introduced features like improved search and better integration with Microsoft Office. SharePoint 2010 brought a new user interface and social networking features, making it easier for teams to work together. SharePoint 2013 added cloud support, allowing companies to connect local and online sites.
Later versions, like SharePoint 2016 and SharePoint Server 2016, improved security, mobile support, and speed. Today, SharePoint is used worldwide as a flexible platform for building intranets and managing business content.
Key Components of SharePoint
SharePoint has several main parts that make it useful for different tasks. One important component is document libraries, which allow users to store, organize, and share files online.
Lists are used to manage information like tasks, contacts, or inventory. Sites let teams create spaces to collaborate on projects or share news within the organization.
SharePoint also includes workflows to automate common business processes such as approvals and notifications. Search features help users quickly find documents or data across the platform.
Integration with other Microsoft services, such as Outlook and Teams, lets users access SharePoint content alongside their email and chat tools.
SharePoint Products and Versions
There are several versions and products under the SharePoint name. SharePoint Server is installed and managed on an organization’s own computers. Versions include SharePoint 2010, SharePoint 2013, and SharePoint Server 2016, each bringing new upgrades.
SharePoint Online is a cloud service included with Microsoft 365. It provides similar features but is hosted by Microsoft, removing the need for local servers.
A comparison of key SharePoint versions is shown below:
| Version | Release Year | Key Features |
|---|---|---|
| SharePoint 2010 | 2010 | Ribbon UI, improved search |
| SharePoint 2013 | 2013 | Cloud support, mobile access |
| SharePoint Server 2016 | 2016 | Better security, hybrid capabilities |
| SharePoint Online | Ongoing | Cloud-based, regular updates |
Each version helps organizations manage content, collaborate, and streamline business tasks in different ways.
SharePoint as a Content Management System
SharePoint offers a set of tools for creating, organizing, and controlling documents and information across organizations. It is often used for enterprise content management and provides specific features that support teamwork, secure access, and long-term record keeping.
Document Management Features
SharePoint is often used as a document management system. It allows users to store, organize, and search for documents in centralized libraries. Version control is included, so previous versions of files can be tracked and restored when needed.
Users can co-author documents in real time, making it easier for teams to work together. Metadata and tagging systems help users search for and categorize documents quickly. Libraries can be set up with templates, approval workflows, and checkout/check-in rules to make document handling more efficient.
With drag-and-drop uploading, support for large file sizes, and integration with Microsoft Office, SharePoint simplifies the user experience. Automated alerts and notifications keep users informed when documents are added or changed.
Information Management and Organization
SharePoint provides strong tools for organizing information. Content types and custom columns help structure documents and information so they are easier to find and use. Lists and databases store data in accessible ways, often replacing email-based workflows or shared file systems.
Rules like the content organizer automatically move files to the correct place based on their properties. Navigation features, such as site menus and filters, help users find what they need without searching manually.
SharePoint supports advanced search across all content, making it possible to locate specific documents or records even in large libraries. Users can also apply labels and retention policies to help with long-term storage and records management.
Collaboration and Communication Sites
SharePoint enables collaboration with features like team sites and communication sites. Team sites provide shared workspaces where groups can store files, manage tasks, and track calendars. Communication sites are designed to share information more broadly, such as news, updates, or policies across an organization.
Both types of sites integrate with Microsoft Teams, Outlook, and other Office 365 tools. This creates a seamless experience for file sharing, conversation, and project management.
Real-time document editing, discussion boards, and announcements help teams stay connected. Built-in templates make it easy to set up new sites for different departments or projects.
Security, Governance, and Compliance
Security is a key feature in SharePoint. It offers permission controls at the site, library, folder, and document levels, so only the right people can access certain information. Role-based access can be set for different users or groups.
SharePoint includes tools for audit logging, policy enforcement, and automated data retention to help organizations follow governance and compliance rules. Data loss prevention (DLP) features scan content for sensitive information and can block sharing when necessary.
Integration with Microsoft Purview and compliance centers helps organizations meet industry standards and legal requirements. Encryption at rest and in transit protects content throughout its lifecycle. Auditing, legal hold, and record management features support strict compliance needs found in sectors like healthcare, finance, and government.
Key Content Management Features in SharePoint
SharePoint includes several tools for organizing, storing, and managing digital content. Features like metadata, content types, version control, and navigation tools help businesses keep their documents organized and make information easier to find.
Metadata and Tagging
Metadata in SharePoint is used to describe files and documents with specific details, such as author, date, or department. This information makes it easier to sort, filter, and search for content. Users can add tags to documents, which work like labels for grouping similar items together.
Custom metadata fields allow organizations to track details that are important to their business needs. Managed metadata also helps ensure consistency because terms are chosen from a central list, not typed in manually. This makes searching more reliable and accurate.
Tagging and classifying files properly helps users quickly identify the content they need. It also makes content management more efficient because information can be found by searching for keywords or filtering by specific tags or attributes.
Content Types and Taxonomy
A content type in SharePoint defines a group of settings for a type of content, such as contracts, reports, or proposals. Content types help standardize the structure and metadata for similar documents. This means every document of the same type has the same required details, templates, and workflow.
Taxonomy refers to the way information is categorized and organized within SharePoint. By using a clear taxonomy and shared content types, users can sort and classify different files in a way that fits their business processes. It keeps information organized, which is important for large teams or projects.
Content types can be reused in site collections and libraries. This makes content management more consistent and helps teams follow company rules for handling specific kinds of documents.
Version History and Approvals
Each document in SharePoint can have version history turned on, which keeps track of every change made. Users can see who changed a document, what changed, and when the change happened. If a mistake is made, it is simple to roll back to an earlier version.
Approval workflows are also available. When a document needs to be reviewed, SharePoint can be set up to require approval before it is published. This helps keep published content accurate and ensures that only approved versions are shared widely.
Version control and approvals are especially important for businesses that need to follow rules about document management. These features help organizations track edits and comply with policies for storing important records.
Navigation and User Experience
Navigation in SharePoint is designed to help users find content quickly and efficiently. The modern SharePoint experience uses clear menus, search bars, and customizable site layouts. Users can access important documents with just a few clicks.
Document libraries and folders can be organized in logical ways, using metadata and views to help users filter or sort information. Custom lists and filters are also available for users to personalize how they browse content.
The interface is designed to be familiar and easy to use, even for those new to SharePoint. Features like quick links, grouped libraries, and consistent page layouts enhance the user experience and help reduce the time spent searching for important files.
Workflow and Automation in SharePoint
SharePoint uses workflow and automation tools to help teams work together, manage tasks, and control publishing and records. With both built-in and custom workflows, users can handle document approvals, automate steps, and stay organized.
Built-in Workflows
SharePoint comes with several built-in workflows that are ready to use. These include workflows for approving documents, collecting feedback, and managing tasks. For example, the Approval Workflow makes sure that documents are reviewed and approved before publishing.
Records management is supported through workflows that help keep track of document changes and store older versions safely. This is useful for businesses that need to follow legal or safety rules.
Many of these workflows can be started with just a few clicks. Users do not need any programming skills to begin automating simple business processes.
Custom Workflow Solutions
For companies that need more control, SharePoint works with Power Automate to let users build custom workflow solutions. These custom workflows can link SharePoint to other Microsoft tools like Outlook or Teams.
Custom workflows are helpful for special business processes such as multi-step approvals, records management, or sending alerts when new files are published. Users can set up rules, actions, and notifications that fit exactly what their team needs.
Using these custom tools, SharePoint supports automation that can grow with an organization. This helps make routine work faster and reduces the chance for mistakes.
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Lists and Data Management in SharePoint
SharePoint offers structured ways to manage data and information using lists. It also connects well with other Microsoft tools, making work easier and more efficient.
Managing Lists
A list in SharePoint is a simple way to organize and manage data, like contacts, tasks, or events. Users can create custom lists to fit different needs. Each list stores rows of data, and each row contains fields such as text, numbers, or dates.
Lists can use built-in features like filters, sorting, and grouping to make data easier to find. Views allow users to see only what is important to them, such as today’s tasks or high-priority items.
SharePoint lists also support permissions. Site owners can control who sees or edits data. They can also set up alerts to notify people when changes happen. Version history allows users to track changes over time and recover old entries if needed.
Integration With Other Tools
SharePoint lists work closely with other Microsoft products like Excel, Power Automate, and Teams. Users can export list data to Excel for deeper analysis. They can set up automated workflows with Power Automate to move data or create notifications based on list changes.
Lists can be shared in Teams, making it easier for groups to work together and access the same information. Integration with Outlook helps track lists such as calendars or tasks.
Connectors and APIs let businesses connect SharePoint lists with other apps. This makes sharing data between systems much easier and reduces manual entry. These integration features help keep information accurate and accessible for everyone.
SharePoint Online and Microsoft 365 Integration
SharePoint Online works closely with Microsoft 365 to help teams manage and share files, documents, and information. This connection makes it easier for users to collaborate, stay organized, and access content from different devices.
Benefits of SharePoint Online
SharePoint Online is a cloud-based service that allows users to store, organize, and share documents securely. Files saved in SharePoint can be accessed from anywhere with an internet connection, which helps remote teams work together more effectively.
Real-time collaboration is a key feature. Multiple people can edit the same document at once, reducing confusion from having different versions. Version history lets users go back to previous versions of documents if changes are needed.
Site templates help teams create spaces for projects, departments, or events quickly. These sites can have document libraries, calendars, and task lists. Permissions can be set to control who can view or edit information, which keeps sensitive data safe.
Microsoft 365 Integration
SharePoint Online is tightly integrated with Microsoft 365 apps such as Word, Excel, PowerPoint, and Outlook. Users can open, edit, and share documents directly from SharePoint in these familiar applications.
Teams and OneDrive also connect with SharePoint. Files shared in Microsoft Teams channels are stored in SharePoint document libraries. OneDrive allows users to sync files from SharePoint to their computers for offline access.
Automation tools like Power Automate and Power Apps work with SharePoint, making it easier to manage workflows, approvals, and notifications. Integration with Microsoft 365 makes it simple to search for documents and collaborate across different apps, saving time and increasing productivity.
Comparing SharePoint With Other Content Management Systems
SharePoint is designed for more than just storing files. Its feature set and focus set it apart from traditional content management systems like WordPress and Drupal.
Organizations often pick SharePoint for its collaboration, workflow, and document management abilities. Other content management options focus mostly on managing website pages and public web content.
Strengths and Limitations
Strengths of SharePoint:
- Enterprise Collaboration: SharePoint offers tools for sharing documents, managing permissions, and automating workflows. It supports team collaboration and internal communication through intranet sites.
- Integration: It works smoothly with Microsoft Office and other Microsoft 365 tools, helping teams manage tasks and share information easily.
- Document Management: SharePoint provides version control, co-authoring, and advanced search features. It is useful for companies needing to organize and protect large numbers of documents.
Limitations Compared to Other CMS:
- Complexity: SharePoint may require more setup and learning time. It is not as simple for building public websites as WordPress or Joomla.
- Customization: While it can be customized, it is less flexible than open-source CMS platforms for website design or extensions.
- Cost: Licensing and ongoing support can be higher, especially for small organizations that only need basic content management.
Common Use Cases
SharePoint suits organizations with complex document management needs. It works well for building secure, private portals and intranets for employees.
Popular alternatives like WordPress or Drupal are chosen for managing public-facing websites, blogs, and simple content publishing tasks. These platforms are easier for creating and updating web pages without advanced technical skills.
For companies that need integrated workflow automation, file sharing, and detailed access controls, SharePoint provides these out of the box. Public information sites, marketing pages, and basic content posting are easier with CMS platforms focused on web publishing.
The table below outlines key use cases:
| Platform | Best For | Main Features |
|---|---|---|
| SharePoint | Intranet, Document Hub | Collaboration, Workflows |
| WordPress | Public Sites, Blogs | Page Editing, Themes, Plugins |
| Drupal | Complex Public Websites | Customization, Flexibility |
Conclusion
SharePoint is used as a content management system (CMS) by many organizations. It helps teams store, manage, and share documents in one central location.
Some key features include:
- Document Management
- Version Control
- Access Permissions
- Collaboration Tools
These features make it useful for managing enterprise content. Users can find documents, share information, and work together more easily.
Compared to other CMS platforms, SharePoint stands out because it integrates with Microsoft 365 and supports large teams. It is suitable for businesses that already use Microsoft products.
However, SharePoint may not be the best choice for websites focused on public content or blogs. It is stronger in document and enterprise content management.
For those looking for a secure and organized way to handle files, SharePoint offers reliable tools. It can handle both simple and complex content needs.
Many businesses choose SharePoint because of its flexibility and strong security options. As with any tool, it works best when matched with an organization’s specific needs.