Many small business teams rely on shared documents every day. Whether it's HR files, marketing plans, or finance spreadsheets, having a secure place where everyone can access the right files is important. That's where SharePoint comes in.
This guide breaks down what SharePoint is, how it works, and why it's a smart choice for small businesses looking to collaborate more effectively. Read (or watch) below:
A Quick Look at SharePoint
SharePoint is a cloud-based platform from Microsoft that stores and shares documents across a team or company. It's often used as a replacement for traditional file servers that used to sit in office closets or server rooms.
Think of SharePoint as team cloud storage. It's different from OneDrive, which is meant for individual file storage. SharePoint is designed for group use—allowing multiple people to access, edit, and manage files from anywhere.
Many companies used to keep all their documents on a file server located inside the office. That server would hold everything from HR records to shared templates and forms. SharePoint does the same thing, but it's stored in the cloud, making it easier to access remotely and simpler to manage over time.
Why Teams Use SharePoint
One of the biggest reasons businesses use SharePoint is organization. It allows a company to set up shared folders by department—like HR, Marketing, Finance, or Operations. Each folder can be accessed by the right people and protected from those who don't need it.
For example, someone in Marketing may need access to both HR and Marketing folders but should not be able to view files in Finance. SharePoint makes this possible with permission controls that are easy to manage and update as the team changes.
It also keeps things centralized. Instead of files scattered across different email threads or USB drives, everything lives in one place. That helps reduce confusion, keeps teams in sync, and makes onboarding new employees easier.
Real-Time Collaboration Made Easy
SharePoint offers real-time file editing, which is a huge benefit for teams working on shared projects. Multiple people can open the same file at once, make changes, and see updates live.
For some documents, this might not be necessary—like writing a letter in Word. But in many business scenarios, it's a game-changer.
One example: the ComTech marketing team often works together in a single Excel file. While one person updates budget numbers, another adds campaign notes on a separate tab. Everyone sees the latest version instantly, and no one has to worry about emailing files back and forth or dealing with duplicate copies.
This kind of collaboration keeps projects moving and cuts down on miscommunication.
Auto-Save and File History
Another helpful feature in SharePoint is automatic saving. Every time a change is made, the file is updated and saved in the background. That means there's no need to click "Save" constantly or worry about losing work if a program crashes.
In addition, every file comes with a version history. If a mistake is made or something needs to be undone, it's easy to go back and restore an earlier version of the file. This adds peace of mind and keeps teams from having to start over when something unexpected happens.
How SharePoint Works with OneDrive
Many teams use both OneDrive and SharePoint—but for different purposes.
OneDrive is personal storage. It's where individuals keep files that aren't shared with others, like draft documents or personal notes.
SharePoint is team storage. It's where shared resources live—files that more than one person needs to see or edit.
They're both part of Microsoft 365 and work together seamlessly. Files in SharePoint can even be synced locally using OneDrive tools, giving team members offline access when needed.
Understanding how these two platforms fit together helps small businesses keep their data organized and secure.
Making the Move to SharePoint
For businesses still using a file server or sharing files through email, moving to SharePoint can be a big upgrade. It offers better collaboration, easier access, and stronger data protection.
SharePoint is especially useful for remote teams or companies with multiple office locations. Everyone stays connected, and files stay up to date—no matter where people are working from.
SharePoint is a powerful tool that helps small businesses work smarter. It brings structure to file sharing, allows for real-time collaboration, and removes the stress of lost work. For any company that wants to simplify how files are stored and shared across departments, SharePoint is worth a closer look. Contact us if you have any questions about implementing SharePoint for your business.
