SharePoint Online Features: Teams, Communication, +More (2025)

Last Updated on December 16, 2024

Want to know more about the features?

In this guide, let’s talk about the key features of SharePoint Online and what they actually do.

Let’s get started.

Table of Contents:

What is SharePoint Online?
Team and Communication Sites
Document Management
Power Automate Integration
Secure File Sharing
Customizable Web Parts
Viva Engage Integration
News and Announcements
Events and Calendars
Search and Discovery
Version Control
Permission Management
Data Protection and Compliance
Real-World Applications of SharePoint Online

What is SharePoint Online?

If you’re not familiar, SharePoint Online is a cloud-based platform designed for collaboration and document management.

It’s part of the Microsoft 365 suite, making it easy to integrate with tools like Teams, Outlook, and OneDrive.

Some of its key components include:

Team and communication sites
Document libraries and lists
Integration with Microsoft 365
Customization updates

If you ask me, SharePoint Online stands out for its flexibility and ease of use.

It eliminates the need for complex on-premises infrastructure, as Microsoft handles all the backend hosting and updates.

Users can access SharePoint Online through any web browser or mobile device, though its features shine best on desktops.

Now let’s talk about specific SharePoint features:

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Team and Communication Sites

SharePoint Online offers two types of sites designed for different collaboration needs.

I put this first since team and communication sites are central to keeping everyone connected and informed.

In fact, I dare say sites comprise the core feature of Microsoft SharePoint.

Here’s what they offer:

Modern sites
Customizable layouts
Permission controls
Integrated apps

Team sites are built for collaboration and project management.

They serve as a central hub where teams can work together on documents, share resources, and track progress in real-time.

example of a modern team site in sharepoint

Meanwhile, communication sites are designed to broadcast information to a broader audience (updates, news, etc.)

Both site types offer flexible permission settings, which allow you to control who can view or edit content.

They are also fully responsive and accessible on mobile devices so users can stay connected no matter where they are.

Document Management

If you have lots of documents, SharePoint Online simplifies how teams store, organize, and collaborate on documents.

It provides a centralized system that ensures files are easy to find and work on:

Here’s what makes it effective:

Keep all your documents in one secure location.
Track edits and restore previous versions when needed.
Collaborate in real-time with multiple team members.
Organize files with searchable categories and labels.
Set permissions to protect sensitive information.

Its integration with Microsoft 365 tools allows users to open, edit, and share files directly from Word, Excel, or Teams.

To keep files organized, SharePoint allows the use of metadata and tagging, making documents easily searchable.

Permission controls ensure sensitive files are accessible only to authorized users, which supports secure collaboration.

Power Automate Integration

Touching on automation, SharePoint Online works seamlessly with Power Automate to simplify and automate routine tasks.

This integration saves time and boosts productivity by removing manual steps from workflows:

integrate power automate and create a flow

Here are examples of how this feature can help:

Automate approvals
Set alert notifications about updates
Sync SharePoint data with other Microsoft apps
Create unique workflows
Connect to external apps like Slack

Basically, with Power Automate integration, users can set up automated workflows so teams can focus on other tasks.

For example, a document approval process can be automated:

Whenever a file is added to a SharePoint library
The file is automatically sent to the relevant approvers
Once approved, team members receive notifications

Finish the start and wait for an approval

Similarly, Power Automate can manage tasks like archiving old files, syncing data between SharePoint and other systems, etc.

Power Automate includes templates for common workflows, making it easy for users with little technical experience to get started.

Advanced users can build more complex automation using the platform’s interface or custom coding options.

SharePoint Online also makes it easy to share files while keeping them protected.

Whether collaborating within your team or with external users, you have full control over who can access your documents.

Here’s what it offers:

Granular permissions
Link expiration
External sharing options
Encryption
Access auditing

At the core of SharePoint Online’s secure file sharing is granular permissions.

These allow administrators to assign specific access levels to users or groups, restricting access to specific users only.

link settings with the permissions dropdown open

In addition, auditing and activity tracking give administrators visibility into who accessed or modified a file and when.

SharePoint also integrates encryption technologies to protect files both during transfer and while stored in the cloud.

Customizable Web Parts

I mentioned sites earlier, and what’s nice is that you can improve and brand them using customizable web parts.

These are simply modular components that add functionality and make sites more interactive:

Some examples of what you can do:

Add images, videos, or slideshows to make pages engaging.
Showcase files and folders directly on a site page.
Display real-time updates from task lists or calendars.

SharePoint offers a variety of web parts, such as document libraries, task lists, and news feeds, which can be customized.

For instance, a project site might include calendars and task tracking, while an intranet home page could feature news.

If you can’t find the web part you want, you can use tools like Power Apps or the SharePoint Framework (SPFx).

These solutions allow developers to create web parts with specialized functionalities like integrating third-party services.

Viva Engage Integration

SharePoint Online integrates with Viva Engage to improve organizational communication and collaboration.

This integration brings social networking features directly into your SharePoint environment:

Some of its key benefits include:

Embedded conversations
Enhanced collaboration
Improved information discovery
Employee engagement

With this integration, you can embed conversations and feeds into SharePoint sites using the conversations web part.

This allows users to view, post, and reply to discussions directly from SharePoint without switching platforms.

You can even select the conversation source of the web part:

This integration also enhances knowledge sharing as communities can showcase discussions alongside related resources.

For instance, a team working on a project can integrate a Viva Engage feed with project documents and task lists.

News and Announcements

SharePoint Online provides powerful tools for sharing news and announcements across your organization.

This keeps everyone informed and engaged, whether for company-wide updates or team-specific communications.

Here’s what it includes:

News web part
Targeted communication
Customizable templates
Multimedia integration

Teams can create visually engaging news articles with rich formatting options like text, images, and videos.

News posts can be targeted to specific audiences, ensuring that the right information reaches the right people.

For example, HR announcements can be directed to all employees, while IT updates can be shared only with relevant teams.

Notifications and alerts are another powerful feature as users can opt-in to receive alerts about news posts or updates.

With a centralized and interactive platform for news, SharePoint Online ensures that communication is effective.

Events and Calendars

SharePoint Online makes managing schedules and events simple with its built-in calendar tools and web parts.

These features allow teams to coordinate activities and share important dates efficiently:

Key capabilities include:

Team calendars
Event listings
Outlook integration
Custom views
Alerts and reminders

The events web part allows users to create, share, and manage events directly on their SharePoint sites.

Events are displayed in an easy-to-read format, and users can click on any event for more details, such as time and location.

select group calendar and events web parts

Users can also set up email alerts or pop-up notifications for upcoming meetings or deadlines.

Also, admins can configure access permissions so only specific users or groups can manage and view events as needed.

The twist here though is that I don’t like the default calendar, and instead, I prefer creating my own list and calendar view.

Search and Discovery

SharePoint Online’s search and discovery tools help users quickly find files, people, and information across their organization.

With advanced indexing and AI-powered features, it simplifies locating relevant content:

search in sharepoint suggestions in the home search

Key features include:

Globe search bar
Content suggestions
People search
Advanced search techniques

At the core is the enterprise search engine, which indexes all content stored in sites, document libraries, and lists.

Search results are personalized based on user activity and permissions.

For instance, users will only see results for files or sites they have access to, where data security is still working.

SharePoint also supports content search within files, including Word documents, PDFs, and Excel spreadsheets.

Saved searches and search refiners like file type, date, or author also work where users can narrow results quickly.

Version Control

Another interesting feature is version control, which makes it easy to manage document changes in SharePoint Online.

This enables users to track, review, and restore files without confusion:

Its key features include:

Automatic versioning
Restore previous versions
See who made edits and when
Major and minor versions
File comparison

Version control in SharePoint Online automatically saves a new version of a file every time it is edited.

Users can view detailed version histories for each document, including who made what changes and when they occurred.

For documents in progress, SharePoint distinguishes between major and minor versions:

Minor versions, also known as drafts, allow teams to make iterative changes without affecting the published version.

Once the document is finalized, it can be published as a major version, signaling that it’s ready for broader use.

With this, teams can collaborate confidently, knowing they can manage the changes and restore versions when needed.

Permission Management

SharePoint Online provides flexible and robust permission management to control access to your sites, files, and content.

This feature ensures that only the right people have access to the right information:

select the group and edit the user permissions for that group

Key highlights here include:

Set access levels at the site, folder, or file level.
Role-based access
Custom groups with tailored permissions
Allow or restrict external sharing

Permission management in SharePoint Online operates on a hierarchical system (access is managed at various levels).

Admins can also create custom permission levels for specific needs, like allowing users to edit files but not delete them.

SharePoint also supports dynamic access controls, like multi-factor authentication or conditional access policies.

These add an extra layer of security, particularly when accessing sensitive content from untrusted devices or locations.

Data Protection and Compliance

SharePoint Online is built with advanced tools to help organizations safeguard data and meet regulatory requirements.

Its security features ensure sensitive information is protected while maintaining compliance with global standards.

Can't apply encryption and content marking - sensitivity labels

Key capabilities include:

Encryption
Data loss prevention (DLP)
Retention policies
Compliance certifications

A key feature is data loss prevention (DLP), which identifies and monitors sensitive information.

DLP policies can alert administrators, restrict access, or even block sharing to reduce the risk of accidental exposure.

use rules to define the type of sensitive information to automatically protect sensitive items

SharePoint also supports compliance certifications, meeting standards such as ISO 27001, GDPR, and FedRAMP.

Also, SharePoint enables conditional access and identity management through integration with Azure Active Directory.

Real-World Applications of SharePoint Online

SharePoint Online is a flexible tool used across industries to improve collaboration and simplify processes.

It’s commonly used in:

Project management
Intranet portals
Document storage and sharing
Workflow automation

These applications highlight SharePoint’s flexibility in addressing diverse business needs.

Since it integrates with Microsoft 365, it can provide a modern solution for improving productivity and collaboration.

Do you have any questions about the features of SharePoint Online? Let me know in the comments.

For any business-related queries or concerns, contact me through the contact form. I always reply. 🙂