How to Properly Use Microsoft SharePoint in Your Small Business
Microsoft SharePoint is one of the most useful tools included with many Microsoft 365 business plans, but it is also one of the most misunderstood.
Small businesses often start using SharePoint without a clear plan. Over time, this can result in confusing folders, duplicate documents, complicated permissions, and employees who aren't sure where company files should be stored.
When properly configured, SharePoint can become a secure, centralized location for your company's shared documents and information.
At Ferguson Computer Services, we help small businesses manage Microsoft 365, SharePoint, cybersecurity, backups, and the technology employees depend on every day.
Understand SharePoint vs. OneDrive
One of the most important things to understand is the difference between SharePoint and OneDrive.
An easy way to remember it is:
OneDrive = My Files
SharePoint = Our Files
OneDrive is best for an employee's individual working files and documents. SharePoint should generally be used for documents that belong to the company, department, or team.
For example, an employee might create a draft document in OneDrive. Once that document becomes an official company procedure that multiple employees need, it should be stored in SharePoint.
Don't Build SharePoint Like an Old File Server
One of the biggest mistakes businesses make is moving their existing network drive into SharePoint and recreating the exact same folder structure.
You might have a Company SharePoint site with folders for Accounting, HR, Sales, Management, and Operations. Then businesses begin restricting individual folders and subfolders so different employees can access different information.
While SharePoint can support more granular permissions, excessive unique permissions can quickly become difficult to manage.
Instead, consider designing separate SharePoint sites around meaningful security and access requirements.
For example:
Company SharePoint Site
General documents available to most employees.
Accounting SharePoint Site
Accessible only to employees who need financial information.
Management SharePoint Site
Restricted to owners, executives, or managers.
Human Resources SharePoint Site
Restricted to employees responsible for HR information.
Sales SharePoint Site
Available to employees who need sales documents and resources.
Each site can then have its own document libraries and folders for organization.
This creates much clearer permission boundaries. Instead of trying to remember that an employee has access to one folder but not three subfolders inside it, administrators can manage membership at the appropriate SharePoint site.
Sites for Permissions, Folders for Organization
A good rule for small businesses is:
Use SharePoint sites and libraries to establish meaningful access boundaries. Use folders primarily to organize information within those boundaries.
For example, your Accounting SharePoint site might contain folders for:
Accounts Payable
Accounts Receivable
Taxes
Financial Reports
If the same accounting employees should have access to all of those areas, there is generally no need to create unique permissions on every folder.
Instead, control who has access to the Accounting site or appropriate library and use the folders to keep the documents organized.
If another group of employees needs substantially different access, that may be a sign that the information belongs in a separate site or library rather than another deeply restricted subfolder.
This approach makes SharePoint significantly easier to administer as your business grows.
Manage Access Through Groups
Permissions are also easier to manage when they are based on groups rather than individual employees.
For example, your Accounting SharePoint site might grant access to an Accounting group rather than manually giving five individual employees permission.
When a new accountant joins the company, they can be added to the appropriate group. When someone leaves or changes positions, their membership can be updated.
This is much easier than trying to determine which individual folders and subfolders someone was previously granted access to.
Professional IT support can help businesses design and maintain a SharePoint permissions structure that is easier to understand and manage.
Use Version History and Collaboration
Another major advantage of SharePoint is that employees don't need to constantly create new copies of the same document.
Instead of:
Proposal.docx
Proposal-Final.docx
Proposal-Final2.docx
Employees can collaborate on the same document while SharePoint maintains version history.
Supported Microsoft 365 documents can also allow multiple employees to work on the same file simultaneously.
Instead of emailing attachments internally, employees can share a link to the SharePoint document so everyone continues working from the same file.
Understand How Teams and SharePoint Work Together
Microsoft Teams and SharePoint are closely connected.
Files stored within many Teams channels are actually stored in SharePoint behind the scenes.
Understanding this relationship helps businesses create a more organized Microsoft 365 environment instead of treating Teams and SharePoint as completely separate storage systems.
An experienced Managed Service Provider can help businesses configure Microsoft 365 so SharePoint, OneDrive, Teams, and other Microsoft services work together properly.
Be Careful With External Sharing
SharePoint makes it easy to share documents with customers, vendors, accountants, attorneys, and other outside parties.
However, businesses should establish rules around external sharing.
Employees should understand what information can be shared, who is authorized to share it, and how long outside users should maintain access.
External access should also be periodically reviewed. Someone who needed access six months ago may no longer need it today.
Secure Your SharePoint Environment
Moving company files into SharePoint doesn't eliminate cybersecurity risks.
If an attacker compromises an employee's Microsoft 365 account, that account could potentially provide access to email, OneDrive, Teams, and SharePoint information.
Businesses should use multiple layers of protection, including multi-factor authentication, endpoint security, Microsoft 365 monitoring, employee security awareness training, appropriate administrator controls, and secure employee offboarding.
FCS Managed Cyber Security helps businesses take a layered approach to protecting users, computers, Microsoft 365 accounts, and company information.
Don't Forget About Backups
SharePoint provides useful recovery capabilities such as version history and recycle bins, but businesses should still evaluate whether an independent Microsoft 365 backup is appropriate.
Having a separate backup can provide another recovery option for important Microsoft 365 information following accidental deletion, malicious activity, or other unexpected events.
Ferguson Computer Services provides IT and backup solutions to help businesses protect important company information.
How Ferguson Computer Services Can Help
At Ferguson Computer Services, we help small businesses properly organize and manage their Microsoft 365 environments.
Our managed IT services include Microsoft 365 administration, SharePoint and OneDrive management, permissions, cybersecurity, backups, user management, technical support, and ongoing technology planning.
If your current SharePoint environment has become a maze of folders and individual permissions, we can help simplify the structure and make access easier to manage.
Final Thoughts
SharePoint works best when businesses stop thinking of it as simply a cloud version of their old network drive.
Rather than creating one enormous site filled with folders and complicated individual permissions, design SharePoint around how employees actually need to access company information.
Remember these two simple rules:
OneDrive = My Files. SharePoint = Our Files.
Sites and libraries establish access boundaries. Folders organize the information inside them.
A well-designed SharePoint environment should make it easy to understand who has access to company information without requiring administrators to investigate dozens of individually restricted folders.
If your business needs help organizing, securing, or restructuring SharePoint, contact Ferguson Computer Services to learn how we can help.
FAQ
Should we create separate SharePoint sites for different departments?
Often, yes. If departments such as Accounting, HR, Management, and Sales require meaningfully different access, separate sites can provide clearer permission boundaries.
Should we set permissions on individual SharePoint folders?
SharePoint supports folder-level permissions, but using large numbers of unique folder and subfolder permissions can become difficult to administer. Sites, libraries, and groups often provide a cleaner structure.
Can SharePoint replace our traditional file server?
For many small businesses, SharePoint can replace some or much of a traditional file server's document-storage functionality. However, the right solution depends on your applications, files, workflows, and security requirements.
Can Ferguson Computer Services help restructure our existing SharePoint?
Yes. FCS can help review SharePoint organization, sites, libraries, permissions, Microsoft 365 security, backups, and ongoing administration.
