How to Get Started with SharePoint

Microsoft SharePoint is a versatile platform transforming how businesses manage documents, collaborate, and streamline workflows.

Whether you’re a small business owner, part of a large corporation, or a solo entrepreneur, SharePoint can significantly enhance your organizational efficiency. In this blog, the experts with Ciracom Cloud guide you through the basics of getting started with Microsoft SharePoint and how to use it effectively.

What is Microsoft SharePoint?

Microsoft SharePoint is a web-based collaborative platform that integrates with Microsoft Office. While it is predominantly used for document management and storage, SharePoint offers a wide range of capabilities, including a website interface, intranet creation, and workflow management.

Setting Up SharePoint and How To Use It

For a business to set up SharePoint and use it effectively, you can follow these simple steps.

Step 1: Assess Your Current Server Environment

If you want to effectively use SharePoint, you need to examine your existing server environment. At Ciracom Cloud, we conduct an assessment when preparing to support a customer’s transition from a traditional server environment to SharePoint. This assessment allows us to understand what data to migrate and how you will best use SharePoint.

We assess customer files by file type, department, and frequency of use. The assessment allows us to understand their requirements for SharePoint and how they’ll use it in the future. We can better understand how to create Teams’ sites and libraries and assign permissions.

It is important to identify which data can be archived so that the synchronization process is easier to manage when you transition to use Microsoft SharePoint Online. Synchronizing large volumes of data can be challenging and isn’t always necessary to use SharePoint.

Step 2: Create an Archive Plan

Businesses that want to effectively use SharePoint Online should create an archive plan and process. Establishing an archival process and schedule as your data grows will make the transition from on-premises servers to SharePoint Online smoother. Review your data and logs for monthly data increases. A review helps identify storage capacity needs and potential cost increases so you can use Microsoft Sharepoint without breaking the bank.

Step 3: Design Your SharePoint Site

After pinpointing the data for migration, your next step is to create your SharePoint on how you’ll use it. One of the greatest features of SharePoint Online is its customizable interface. It mimics a website’s maneuverability and sleek navigation but has robust features.

Ciracom Cloud works closely with our clients to guide them on how to use Microsoft SharePoint effectively for their business. This means devising workflows that lead the right employees straight to their data and company data, like HR forms, birthdays, and work anniversaries.

Assigning and managing the appropriate permissions is critical to how to use SharePoint effectively and safely. It minimizes the risk of unauthorized access. It’s best to approach a new Microsoft SharePoint design to keep it simple. Of course, you should take advantage of certain features to make information easily accessible, such as:

• Homepage: Your starting point in SharePoint.
• Document Libraries: Where you store and manage documents.
• Lists: For organizing data, tasks, schedules, and more.
• Site Contents: A directory of all your site’s libraries, lists, and other features.

Step 4: Implement a Backup and Disaster Recovery Plan (BDRP)

Getting the most out of SharePoint and how to use it efficiently includes having a Backup and Disaster Recovery Plan (BDRP). Remember, archiving is not a BDRP, and a common misconception is that data is automatically protected during migration to SharePoint.

Regarding storage and data recovery, Microsoft’s processes are limited in their scope. To best use SharePoint, it is generally considered a best practice to complement Microsoft’s native backup capabilities with a reliable third-party cloud platform. Doing so can ensure your data is securely backed up and recoverable in case of any unforeseen events.

Over the years, we have had the opportunity to work with several vendors in this area. Our recommendation for vendors is always based on our customers’ specific requirements, such as compliance with HIPAA, NIST, and FINTEC regulations. We consider factors like the length of time data must be archived and whether or not customers need the ability to restore files on their own.

Partner with Us for Cloud Services

Ciracom Cloud has been a trusted expert in transitioning customers from on-site servers to SharePoint Online for almost ten years. Being a Microsoft product, SharePoint is always improving and adding more features that benefit our valued clients significantly.

By leveraging SharePoint Online, our customers experience enhanced security measures that significantly reduce the risk of data breaches. Moreover, this cloud-based solution enables flexibility in terms of accessibility. It allows users to work effortlessly from any location or device.

Work with us to create a cloud solution that helps your business be more efficient. We make cloud business solutions simple, affordable, and secure.