Unlocking the Power of SharePoint Intranets: A Comprehensive Guide

SharePoint intranets offer organizations a powerful platform to enhance internal communication, collaboration, and productivity. By leveraging SharePoint intranets effectively, organizations can unlock new levels of efficiency, innovation, and employee engagement. Below you can find out how!

In this article, we'll explore how organizations can leverage SharePoint intranets to enhance collaboration and productivity across their teams. But what exactly is a SharePoint intranet, and why is it considered a game-changer for businesses?

What is a SharePoint intranet?

At its core, a SharePoint intranet is a centralized digital workspace powered by Microsoft SharePoint, designed to serve as the hub for internal communication, content management, and collaboration within an organization. It provides employees with a secure platform to access company resources, share documents, collaborate on projects, and stay updated on important news and announcements.

Why is it important?

The significance of a robust intranet system for businesses cannot be overstated. In today's digital age, where remote work and distributed teams are increasingly common, a well-designed intranet serves as the lifeline that connects employees across different locations and time zones. It fosters a sense of community and belonging, facilitates knowledge sharing, and ensures that everyone is on the same page, regardless of their physical location.

SharePoint – a leading intranet solution

Within the Microsoft ecosystem, SharePoint stands out as a leading solution for intranet development and management. As part of the Microsoft 365 suite, SharePoint seamlessly integrates with other productivity tools such as Microsoft Teams, OneDrive, and Outlook, providing users with a cohesive digital workplace experience. Its robust security features, scalability, and customization options make it a preferred choice for organizations of all sizes and industries.

SharePoint and Microsoft 365 Integration

SharePoint, as part of the Microsoft 365 suite, offers a diverse range of functionality and solutions for creating powerful intranet portals tailored to organizational needs. From web publishing and document management to team collaboration and communication sites, SharePoint provides a comprehensive platform that empowers organizations to build robust intranets that drive productivity and enhance communication.

Let's explore some key features and solutions that SharePoint offers for creating tailored intranet portals:

Web Publishing in SharePoint

SharePoint enables organizations to create and publish dynamic and engaging web content with ease. With its intuitive web publishing tools, users can create, manage, and publish intranet pages, news articles, and announcements using customizable templates and rich media content. This allows organizations to communicate important information effectively and engage employees with visually appealing and interactive content.

Document Management in SharePoint

One of SharePoint's core strengths is its powerful document management capabilities. Organizations can leverage SharePoint as a centralized document repository, allowing users to store, organize, and share documents securely. With features such as version control, metadata tagging, and document co-authoring, SharePoint streamlines document management processes and ensures that employees have access to the latest and most relevant information.

Collaboration in SharePoint Team Sites

SharePoint's team sites provide dedicated spaces for teams to collaborate, share information, and manage projects effectively. Team sites offer customizable features such as document libraries, task lists, calendars, and discussion boards, allowing teams to organize and track their work seamlessly. Integration with Microsoft Teams further enhances collaboration by providing a unified experience for chat, meetings, and document collaboration within SharePoint team sites.

Communication Sites in SharePoint

SharePoint communication sites serve as the hub for organizational news, announcements, and important updates. These sites offer modern and visually appealing templates that allow organizations to create engaging and interactive communication portals. With features such as audience targeting, analytics, and mobile responsiveness, communication sites enable organizations to effectively communicate with employees across all levels and locations.

SharePoint integration with Microsoft Teams

SharePoint integrates seamlessly with Microsoft Teams, the hub for teamwork in Microsoft 365. This integration allows users to access SharePoint content directly within the Teams interface, enabling teams to collaborate on documents, access shared resources, and stay updated on important news and announcements without leaving the Teams environment. By bringing together the capabilities of SharePoint and Teams, organizations can streamline communication, enhance collaboration, and foster a more connected and productive digital workplace.

SharePoint integration with Outlook

SharePoint also integrates seamlessly with Outlook, Microsoft's email and calendar application. Users can easily share documents, attach files from SharePoint libraries, and collaborate on projects directly from their Outlook inbox. This integration simplifies document management and enhances productivity by allowing users to access SharePoint content within the familiar Outlook interface, streamlining workflows and reducing the need to switch between applications.

SharePoint integration with OneDrive

Furthermore, SharePoint seamlessly integrates with OneDrive, Microsoft's cloud storage solution. Users can sync SharePoint document libraries with their OneDrive accounts, enabling easy access to files and documents from any device. This integration ensures that users have access to the latest and most up-to-date information, whether they are working remotely or in the office. By combining the power of SharePoint and OneDrive, organizations can improve document management, enhance collaboration, and empower employees to work more efficiently.

3 benefits of a SharePoint intranet

The potential benefits of implementing a SharePoint intranet are numerous.

  1. It enhances communication by providing a centralized platform for sharing information, announcements, and updates in real-time. This helps break down silos, improve transparency, and ensure that everyone has access to the latest information.
  2. SharePoint intranets streamline workflows by automating repetitive tasks, simplifying document management, and enabling seamless collaboration among team members. Features like document version control, co-authoring, and integration with Microsoft Office apps enhance productivity and efficiency, saving time and reducing manual effort.
  3. SharePoint intranets empower employees to be more productive by providing easy access to relevant resources, documents, and tools they need to perform their jobs effectively. Whether it's accessing training materials, submitting expense reports, or collaborating on projects, employees can find everything they need within a few clicks, eliminating frustration and boosting morale.

SharePoint intranet examples

To illustrate the versatility and power of SharePoint intranet, let's explore some real-world examples of successful implementations across diverse industries using an Omnia- and SharePoint intranet.

WWF, The World Wildlife Fund

WWF significantly improved internal communication and knowledge sharing by leveraging SharePoint's team sites, document libraries, and announcements. This enabled a more informed and connected workforce. Read more.

NCC Property developement

NCC Property Development, a thriving business unit in the NCC Group, streamlined project management and collaboration by utilizing SharePoint's task lists, calendars, and tight integration with Microsoft Teams. This facilitated better coordination and efficiency among project teams. Read more.


Global fintech leader, Finastra, enhanced employee engagement and culture through SharePoint's social features. This fostered a more vibrant and cohesive organizational culture. Read more.

Key take-aways on SharePoint intranets

Some of the most important learnings from this article are:

  • SharePoint intranets, powered by Microsoft SharePoint, serve as centralized hubs for internal communication, content management, and collaboration.
  • Integration with Microsoft 365 applications such as Teams, Outlook, and OneDrive amplifies SharePoint's capabilities, ensuring a seamless digital workplace experience.
  • Tailored features including web publishing, document management, team sites, and communication sites empower organizations to customize intranet portals to their specific needs.
  • By enhancing communication, streamlining workflows, and empowering employees, SharePoint intranets unlock numerous benefits, ultimately boosting efficiency and morale within businesses.

Businesses are encouraged to explore the versatility of SharePoint intranets and seek expert guidance for successful implementation, unlocking the full potential of modern, efficient intranet portals that drive success in today's competitive landscape.

Learn more

Before you decide on a platform for your next intranet you of course need to compare its capabilities to your business needs. Download this document for support in analyzing how your requirements can be met by Microsoft 365, SharePoint, and Viva Connections: Document: Comparing your intranet requirements with Microsoft 365, SharePoint, and Viva Connections.