SharePoint is a cloud-based collaboration platform that facilitates teamwork through workflow applications, document sharing, and integration with Office 365. It enhances productivity and secure information sharing for businesses, allowing for customized databases and streamlined content management. SharePoint 2019 introduces new features such as improved document sharing, hybrid solutions, and enhanced compliance capabilities, making it easier to customize and manage for both admins and users.

1. What is SharePoint? Guide For
Beginners 2022
SharePoint is a widely used cloud-based collaboration system that empowers business
teams to work together. It provides the users with workflow applications, ‘list’ databases,
the ability to automate workflow and control access to information, and more.
What is SharePoint Online?
SharePoint Online is the cloud version of Microsoft SharePoint. It offers a plethora of
integration capabilities, in addition to the cloud applications, and can be paired with
several other offerings that are a part of an Office 365 or a Microsoft 365 package.
What Are the Benefits of Using SharePoint?
From helping increase productivity and visibility for information workers to enabling
secure sharing of content, SharePoint has several benefits to offer to both large and small

2. businesses. It is known for improving cross collaboration experience through more
efficient content management and workflow collaboration.
The best thing about SharePoint is how easy it is to maintain and understand. Thanks to
impressive scalability and customization options it offers, SharePoint is extensively used
by businesses in all parts of the world for increasing their productivity and getting the
best return on their investment.
What Is SharePoint Used For?
Several popular companies across various business sectors have benefitted from
SharePoint and the functionalities it offers over the last 17 years. SharePoint is used by
most of these companies for establishing standard business processes and streamlining
working on ad-hoc projects. It is primarily used for information sharing, document
publishing, and recording data.
Additional features, such as security controls, co-authoring, versioning, and integration,
among others provide business users with the capability to do more in less time and
maintain the integrity of the work done.
Some noteworthy capabilities of SharePoint are:
• Files not visible to anybody without the owner’s approval
• The owner can ‘check-out’ a document to prevent changes from other users
• Get notified for every modification in the document
• You can create workflows to automate recurring actions
In addition to the above-mentioned capabilities, SharePoint also allows the users to create
custom databases in an easy-to-use format. You can also record several pieces of
information efficiently to integrate them into previously defined workflows or business
processes.
What is a SharePoint App?
A SharePoint app is an integration that provides some additional features to the platform.
Even though there are several apps in the package as it is, you can improve the platform’s
capabilities by integrating relevant SharePoint apps.
Some examples of SharePoint apps are libraries for storing and sharing files, calendar
plug-ins, Nintex, and more.

3. How is SharePoint Useful for Collaboration?
SharePoint improves collaboration by enabling quick sharing of documents within a
workspace. If you want to keep something to yourself, you can always utilize the personal
storage space offered on OneDrive. While the files stored and shared on SharePoint are
always in the notice of the site owner, files uploaded to OneDrive stay private to the user,
until and unless shared with someone else.
It might sound like sharing documents on SharePoint is a one-step process, but let us
remind you – the possibilities are endless. You can use the approval and workflow features
to control how documents are shared within a workspace and how the users work on this
information within the organization.
Several organizations rely on SharePoint to publish company-wide information such as
HR documents, announcements, and memos for streamlined access to all the relevant
parties.
How Can SharePoint Be Used for Content
Management?
SharePoint is widely used for content management. Adding metadata to files you create
on SharePoint simplifies sorting, organizing, and keeping a track of the content. As the
site owner, you can also force all the users to add tags onto the content for minimizing
the friction as they get uploaded to a collaboration space.
As soon as you have the content and the metadata on SharePoint, you can use the various
workflow tools to automate various processes such as enabling records disposition and
disposal of information based on business policies.
What is a SharePoint Farm?
A SharePoint farm can be defined as a collection of servers that work together as
SharePoint Roles. These roles come together to make SharePoint work. Breaking it further,
each role is designed to perform a specific task. Once you have set up SharePoint
workspace for your organization, you can configure each server in your farm to perform
specific tasks.

4. Currently, SharePoint supports three roles – Web Front End (WFE), Application Server, and
Database Server.
What is New with SharePoint 2019?
In modern workplaces, everybody wants access to latest and efficient collaboration
features. SharePoint 2019 introduced Team and Site Pages in addition to improved
messaging and sharing to make collaboration easier than it has ever been.
Some highlights of SharePoint 2019 are:
• Pages can operate with contemporary web elements, enabling users to easily
modify their page by adding documents, videos, Yammer feeds, and images.
• With speedier interaction, simple column management, improved displays for
mobile devices, and insightful insights, lists and libraries in SharePoint 2019 have a
contemporary look and feel. Lists and libraries can also help determine and
emphasize the user's top priorities.
• Team News is one of the more talked about, new communication options available.
Sites for communication can be used to spread information, tell a tale, or send out
a message. Without contacting IT, users can quickly create their own
communication sites from SharePoint Home.
• Another thing that has improved significantly in SharePoint 2019 is how easy
document and link sharing has become, thanks to Collaboration Sites. You will
automatically be notified if you are sharing something in a large group, including
several items, or sharing beyond your intended audience.
• Three straightforward permission levels to choose from
Other Highlights of SharePoint 2019
Streamlined Experience Across Mobile and Desktop
With SharePoint 2019, you can empower mobile workers by letting them access and
engage with shared data on the organization’s intranet as and when they’d like.
SharePoint mobile experience is significantly better now.
Improved sync clients for OneDrive for Business also open up solutions for organizations
to sync files from Office 365 and SharePoint on-premises to a laptop, pushing
collaboration to the next level for office and mobile workers.

5. Expanded Opportunities for Customization
SharePoint 2019 can be integrated with PowerApps and Flow seamlessly to create custom
workflows and add new solutions to the environment. These are two apps that enable the
users to discover and implement customizations as they need them. Earlier, this had to be
done by submitting a ticket and waiting for the customization to be coded.
This new integration is already a favorite among SharePoint owners as it serves as a great
option for transforming existing InfoPath forms into a more modern environment while
also allowing the admins to better prepare for the inevitable InfoPath depreciation.
It is almost a delight for customers using legacy versions of SharePoint to discover that
now there are apps that address all kinds of custom-coded solutions that they may need.
Earlier, it was admin’s responsibility to build or deploy a code-based solution into
SharePoint. Now, even they can leverage SharePoint Add-Ins.
The bottom line: SharePoint 2019 is easier to customize, less cluttered with code, and
more stable when updates are installed.
Enhanced Hybrid Solutions
The interaction between a hybrid solution and SharePoint Online can be even more
straightforward with SharePoint Server 2019 installed. For instance, the improved search
feature in SharePoint Server 2019 offers more user-friendly filters, real-time search results
as users type their query, and results that are organized for simpler navigation.
Another illustration of a smooth hybrid integration is the custom tiles underneath the so-
called waffle icon, along with the user redirection to their OneDrive storage in Office 365,
which was first offered in earlier versions.
The popular hybrid Taxonomy feature from SharePoint 2016 Feature Pack 1 is available in
SharePoint 2019, allowing the administrators to benefit from maintaining just one
Managed Metadata term store.
Extended Compliance Capabilities
When working with the data loss prevention (DLP) and Compliance Center capabilities in
SharePoint 2016, the users often reported discrepancy between what they saw in Office
365 and what was actually present in the environment. Thanks to the advanced keyword
query language (KQL) in eDiscovery, the amount of sensitive material categories was
minimal compared to what was discovered in Office 365. Applying regulations to new

6. sites or gaining visibility over any found sensitive content became exceedingly tough as
a result. Administrators may now finally take use of the automatic content identification,
central reporting for events, and sensitive content types with the hybrid capabilities of
SharePoint 2019.
Administrators may also use policy templates to regulate and monitor their content while
doing real-time searches for critical material.
Additional Highlights
SharePoint 2019 is so much more than the above-mentioned updates. Other highlights
are:
You can upload files up to 15 GB in size
You can now include two special characters, “#” and “%”, to the file names. Also, URL
character limit has now been increased to 400
Improvements made to the PDF viewer or the recycle bin are definitely worth a mention.
You can now restore personal files other colleagues may have deleted accidentally.
Final Thoughts
This article covers most ways in which how you, as an organization, can switch to
SharePoint 2019 for improved productivity and efficiency of the members in your
organization. All the decision-makers, admins and end users are going to enjoy the
flexibility and scalability SharePoint 2019 offers.
FAQs
What is SharePoint used for?
SharePoint offers multiple benefits to its users. While some organizations use SharePoint
to create websites, others use it as a secure place to organize, share, store, and access
information from any authorized device using a web browser.
What is SharePoint in simple words?
SharePoint, in the context of Microsoft Dynamics 365, is a cloud-based service used by
businesses for information exchange between colleagues, partners, and customers. To

7. access SharePoint, you can either subscribe to a Microsoft 365 plan or to the standalone
SharePoint service.
What is difference between OneDrive and SharePoint?
Even though both SharePoint and OneDrive are used to store and share files securely,
SharePoint is primarily used by professionals while OneDrive is usually preferred for
personal files. Full control, when talking of SharePoint, lies with the site owner. In case of
OneDrive, however, only the owner has the access rights to view, edit, or share the
content. You can use SharePoint for other purposes too.
Is SharePoint the same as Microsoft Office?
SharePoint is just one of the many components of Microsoft Office 365. It can be
purchased as a part of Office 365, or even as a standalone product. They more or less
offer the same features, but which one of the two do you choose – that depends on your
individual needs and content that needs to be handled.
You might want to go with Office 365 where basic file-based storage is required,
SharePoint is the ideal choice where high-level security and maintenance is a priority.
Hope this helps!
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