Question 1

How does SharePoint Online enable team collaboration?

Accepted Answer

SharePoint Online provides: shared document libraries with co-authoring (multiple users editing simultaneously), Teams-connected document libraries, task lists (integrated with Planner), shared calendars, news and announcements, wiki pages for knowledge sharing and access controls via Microsoft Entra ID security groups.

Question 2

What is the difference between a SharePoint Team Site and Communication Site?

Accepted Answer

Team Sites are for collaboration among a defined group (department, project team) – bidirectional sharing, integrated with Microsoft 365 Groups and Teams. Communication Sites broadcast content to a wide audience – read-heavy, used for intranet pages, HR portals and company news. CNEXT designs the right site type per use case.

Question 3

How does SharePoint co-authoring work?

Accepted Answer

SharePoint co-authoring enables multiple users to edit a Word, Excel or PowerPoint document simultaneously in the browser or desktop Office apps. Changes are saved automatically (no manual Save). Co-authoring requires the document to be in SharePoint or OneDrive. CNEXT configures co-authoring settings and trains teams on best practices.

Question 4

How does Microsoft Teams use SharePoint for file storage?

Accepted Answer

Every Microsoft Teams team has a connected SharePoint Team Site. Files shared in Teams channels are stored in the corresponding SharePoint document library. Teams conversations and SharePoint files are synchronised – a file uploaded in Teams appears in SharePoint and vice versa. CNEXT governs both the Teams and SharePoint layers together.

Question 5

Can SharePoint replace network file shares (NAS/file server)?

Accepted Answer

Yes, for most use cases. SharePoint replaces traditional file servers with: version history, co-authoring, metadata, mobile access and integration with Teams/Copilot. For some use cases (large binary files >250 GB, specialist CAD/ERP file types) CNEXT may recommend Azure Files or OneDrive sync instead.

Question 6

How does SharePoint OneDrive sync work?

Accepted Answer

The OneDrive sync client syncs SharePoint document libraries to a user's local computer – files appear in Windows Explorer as local files. Sync is selective (sync only needed folders) and works offline. CNEXT configures sync policies via Intune: approved libraries only, sync block lists and sync client update settings.

Question 7

What is SharePoint guest access and how is it managed?

Accepted Answer

SharePoint guest access allows external users (partners, customers, auditors) to access specific SharePoint content without a Microsoft 365 licence. CNEXT configures guest access policies: which sites allow guests, guest expiry (60/90/180 days), re-authentication requirements and access reviews via Entra ID Identity Governance.

Question 8

How does CNEXT govern SharePoint team site creation?

Accepted Answer

Without governance, teams create hundreds of ad-hoc SharePoint sites. CNEXT implements: self-service site provisioning (users request a site, Power Automate creates it with standard template and notifies IT), naming conventions, Teams/SharePoint lifecycle policies (60-day inactivity alert → archive after 180 days) and site owner accountability reminders.

Question 9

Can SharePoint be used for project management?

Accepted Answer

Yes. CNEXT builds SharePoint project management sites: Microsoft Lists for task tracking (with Kanban view, Gantt-style timelines), document libraries per project phase, milestone news posts, Power BI project status dashboards and Power Automate workflows for status reporting. For complex projects, CNEXT integrates with Microsoft Project Online.

Question 10

How does CNEXT handle SharePoint permissions for sensitive projects?

Accepted Answer

CNEXT uses SharePoint's item-level and folder-level permissions for sensitive projects. We avoid breaking permission inheritance where possible (permission complexity grows quickly). Instead: dedicated SharePoint sites for sensitive content, Entra ID security groups for access management, Sensitivity Labels for document-level protection and access reviews via Identity Governance.

Teamwork Without Boundaries

Modern Team Collaboration

Co-Authoring

Comments & @Mentions

Teams Integration

Intelligent Sharing

External Guests

Microsoft 365 Groups

What is SharePoint online collaboration?

Benefits of SharePoint Collaboration

Frequently Asked Questions about SharePoint Collaboration

Reference Projects

Global teams informed, collaboration without borders – intranet for Steelco-Belimed

Connected, mobile, modern – an intranet AEW employees use every day

Cases handled faster, less paperwork – digital case management for Canton of Bern (WEU)