The SharePoint and Teams Challenge
Microsoft 365 includes SharePoint and Teams, but many small businesses barely use them—or use them poorly. The platforms are powerful but can feel designed for enterprise environments with dedicated IT teams.
This guide focuses on practical value for small businesses without enterprise complexity.
Understanding the Relationship
SharePointDocument storage and collaboration platform. Every Teams "Files" tab is actually SharePoint behind the scenes.
TeamsCommunication platform. Chat, meetings, and calls, plus access to SharePoint files.
OneDrivePersonal storage for individual files. Also SharePoint-based but for personal use.
They work together. Understanding this relationship prevents confusion.
Starting with Teams
For most small businesses, Teams is the entry point.
Basic Setup
Create your first teamProbably for your whole organisation if small. "Company Name" or similar.
Add channelsTopics within a team. Start simple:
- General (default)
- Projects (or specific project names)
- Operations
- Random/Social
Invite membersAdd staff to appropriate teams and channels.
Using Channels
Post conversationsThreaded discussions visible to channel members.
Use @mentionsTag people to get their attention.
Reply in threadsKeep conversations organised. Don't start new threads unnecessarily.
Share filesUpload to channel files (stored in SharePoint behind the scenes).
Meetings
Schedule from TeamsMeetings appear in Outlook calendar automatically.
Join from anywhereDesktop, mobile, or browser.
Record when neededRecordings store in OneDrive/SharePoint.
SharePoint Essentials
SharePoint stores files and enables collaboration. For small businesses, focus on:
Team Sites
Each Team in Teams has a SharePoint site. Files in Teams channels live in SharePoint.
AccessingThrough Teams (Files tab) or directly via sharepoint.com.
Benefits of direct accessBetter file management, more features, version history.
Document Libraries
Where files live in SharePoint.
OrganisationCreate folders as needed. Keep structure simple and consistent.
MetadataSharePoint supports columns for categorising files. Useful but optional complexity.
Sharing
Internal sharingTeam members can access team files automatically.
External sharingShare specific files or folders with people outside your organisation.
PermissionsControl who can edit versus view.
Version History
SharePoint keeps version history automatically.
Restore previous versionsRight-click any file to access version history.
Compare versionsSee what changed between versions.
Configure retentionHow many versions to keep.
Practical Patterns
Document Storage
Personal filesOneDrive for files you're working on individually.
Team filesSharePoint/Teams for files teams work on together.
Avoid duplicationOne location for each file. Share links rather than copies.
Collaboration Workflow
For ongoing collaborationStore in Teams/SharePoint. Edit in place.
For review cyclesShare link, request feedback via Teams or comments.
For external sharingGenerate sharing links with appropriate permissions.
File Organisation
Keep it simple:
By functionSales, Operations, Finance folders.
By projectActive and Archive project folders.
By clientClient name folders for client-facing work.
Don't over-engineer. A structure people understand and use beats an elaborate system ignored.
Common Mistakes
Too Many Teams
Every project doesn't need its own Team. Use channels within Teams for most purposes.
Signs of over-creation:
- People don't know which Team to use
- Important information scattered across Teams
- Teams with little activity
Confused Storage
Files scattered across:
- Email attachments
- Personal OneDrive
- Team SharePoint
- Desktop folders
SolutionEstablish clear guidance on where files belong.
Ignoring Version History
Keeping multiple copies ("Final," "Final_v2," "Final_FINAL") instead of using built-in versioning.
Under-utilising Search
Hunting through folders instead of searching. SharePoint and Teams have powerful search—use it.
Security Considerations
External Sharing
Review regularlyWhat's shared externally? Still needed?
Set expirationLinks can expire automatically.
Control permissionsView-only when editing isn't needed.
Sensitivity
Private channelsFor confidential discussions within a Team.
Private TeamsFor groups that shouldn't be visible to everyone.
Sensitivity labelsClassify and protect documents (if configured).
Access Reviews
Periodically review:
- Team membership
- External shares
- Guest accounts
Remove access no longer needed.
Getting Help
SharePoint and Teams have extensive capabilities. You don't need to use everything:
Start simpleBasic usage provides significant value.
Expand graduallyAdd features as you outgrow simple approaches.
TrainingMicrosoft offers free training resources.
SupportConsider IT support for more complex requirements.
The goal is effective collaboration, not maximum feature utilisation. Focus on what helps your team work better.