SharePoint for Teams and Document Management

SharePoint is Microsoft's platform for document management, intranets, and team collaboration. Every Microsoft 365 team channel has a SharePoint site behind it — understanding permissions and structure prevents the chaos of duplicated folders and broken sharing links.

Team sites vs communication sites

• Team sites — tied to Microsoft 365 Groups, default for project collaboration.
• Communication sites — broadcast news and policies to the wider organisation.
• Avoid creating duplicate sites for the same department — search becomes useless.

Permissions and sharing

Use Microsoft 365 Groups for membership instead of breaking permission inheritance on every folder. 'Anyone with the link' sharing should be restricted by policy — external sharing is useful for clients but risky when defaults are too open.

Regular access reviews remove former contractors from sensitive libraries.

Versioning and co-authoring

• Enable major and minor versioning on document libraries handling contracts and proposals.
• Train staff to co-author in Office web or desktop apps instead of emailing attachments.
• Use check-out only when required — it blocks collaboration on busy documents.

Integration with Teams and OneDrive

Files shared in Teams channels live in SharePoint — deleting a channel affects the underlying library. OneDrive is for personal work files; move finished documents to SharePoint for team visibility. Sync selectively — syncing entire sites to laptops fills disks and slows machines.

Governance and rollout

Define naming conventions, retention labels, and a site provisioning process before rolling SharePoint company-wide. FKS Computers helps South African businesses configure SharePoint, migrate file servers, and train staff.