Microsoft Teams vs. SharePoint: Which Should You Use and When?

The truth is, it's not a matter of one or the other. Microsoft Teams and SharePoint are designed to complement each other, forming a powerful collaboration ecosystem within Microsoft 365. The trick is knowing when each tool shines brightest.

Understanding the Core: Chat vs. Content

At its simplest, think of it this way:

• Microsoft Teams is your digital "water cooler" and project hub. It's built for real-time communication, active collaboration, and getting work done quickly in a team-centric environment.

• SharePoint is your comprehensive "filing cabinet" and "intranet portal." It's designed for structured document management, secure information storage, and building organisational knowledge bases.

  
  

Behind the Scenes: It's important to know that when you create a new Team in Microsoft Teams, a dedicated SharePoint site is automatically created in the background to store all the files you share within that Team's channels. So, they're intrinsically linked!

When to Use Microsoft Teams: The Hub for Active Work

Microsoft Teams is your go-to for dynamic, day-to-day interactions and project-focused work.

Ideal Use Cases for Teams:

• Real-time Communication:

  • Team Chat: Instant messaging for quick questions, updates, and group discussions.

  • Video & Audio Calls: Seamless online meetings, whether one-on-one or for large groups, complete with screen sharing and recording.

  • Project Discussions: Dedicated channels for specific projects or topics, keeping conversations organised and focused.

• Active Project Collaboration:

  • Co-authoring Documents: Multiple team members can work on Word, Excel, or PowerPoint files simultaneously, seeing changes in real-time.

  • Task Management: Integrate apps like Planner or To Do directly into your channels to assign and track tasks within a project context.

  • Quick File Sharing: Easily share files within chats or channels for immediate review and feedback. Files shared here are stored in the associated SharePoint site, but you access and collaborate on them directly within Teams.

• Short-Term Information Sharing: For information relevant to a specific project or team that needs quick dissemination and discussion.

• Daily Stand-ups & Check-ins: Ideal for agile teams or daily team updates that require quick, conversational interaction.

• External Collaboration: Securely invite external guests (clients, partners) to specific Teams channels to collaborate on projects.

  
  

Think of Teams as your: daily workspace, meeting rooms, and instant communication hub.

When to Use SharePoint: The Repository for Organisational Knowledge

SharePoint excels at content management, information sharing across a broader audience, and building a structured digital workspace.

Ideal Use Cases for SharePoint:

• Centralised Document Management:

  • Secure File Storage: A robust, version-controlled repository for all your official company documents, policies, templates, and archives.

  • Metadata & Search: Add tags and custom properties to documents, making them highly discoverable through powerful search capabilities.

  • Document Lifecycle Management: Manage approval workflows, retention policies, and compliance for various document types.

• Building Company Intranets/Portals:

  • Company-Wide Announcements: Publish news, events, and important updates for all employees.

  • HR Policies & Employee Resources: A central place for HR documents, forms, training materials, and employee handbooks.

  • Departmental Sites: Create dedicated sites for departments (e.g., Finance, Marketing) to store their specific documents and information.

• Formal Information Sharing & Publishing: For information that needs to be broadly accessible, formally approved, and less likely to change frequently.

• Process Automation: Design complex workflows using Power Automate, often integrated with SharePoint lists and libraries, for business processes like leave requests, invoice approvals, or onboarding.

• Long-Term Record Keeping: Ideal for official records, legal documents, and historical data that needs to be securely stored and easily retrieved over time.

Think of SharePoint as your: digital library, company website (internal), and structured information archive.

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💡 Navigating the nuances of Microsoft Teams and SharePoint can feel overwhelming, but it doesn't have to be.

 Loro IT can guide you on you M365 deployments. Contact us today to book your consultation!