Top 3 Reasons to Choose Microsoft SharePoint for Teams
Top 3 Reasons to Choose Microsoft SharePoint for Teams
If your business uses Microsoft Teams—but isn’t taking full advantage of SharePoint—you’re leaving productivity, security, and organization on the table.
Microsoft SharePoint for Teams is the powerhouse behind file sharing, version control, and document collaboration in Teams. When configured correctly, SharePoint enhances Teams functionality by turning your conversations into actionable, secure workspaces.
At NextGEN IT Solutions, we help businesses unlock the full potential of Microsoft 365, and that starts with integrating SharePoint into your daily workflow. Here’s why your SMB should be leveraging it today.
What Is Microsoft SharePoint?
At its core, SharePoint is a web-based platform for file storage, collaboration, and content management. It’s built into Microsoft 365 and works seamlessly with Teams, Outlook, OneDrive, and other Microsoft tools.
Every time you create a new team in Microsoft Teams, a corresponding SharePoint site is created behind the scenes. But if you’re not managing it correctly, you could be introducing file chaos—or even data security risks.
Let’s break down the top 3 reasons to actively use Microsoft SharePoint for Teams in 2025.
1. Centralized Document Management with Version Control
One of the biggest frustrations in SMBs is managing files scattered across inboxes, desktops, and shared drives. SharePoint solves this with a single source of truth for your documents.
✅ Key Features:
- Version history (never lose a previous edit)
- Check-in/check-out to avoid editing conflicts
- Real-time collaboration on Word, Excel, and PowerPoint files
- Co-authoring with internal and external users
When integrated with Teams, files shared in a channel or private chat are stored in SharePoint, not buried in email chains.
💡 Pro Tip: We help our clients set up metadata and folder structures in SharePoint so documents are organized and searchable from day one.
2. Built-In Security and Compliance Controls
Data loss and unauthorized access are real concerns—especially for regulated industries like healthcare, legal, or finance. SharePoint offers granular access control and compliance capabilities that go far beyond standard file sharing tools.
🔒 What SharePoint adds to Teams:
- Permission-based access to libraries, folders, and files
- Audit logging and activity monitoring
- Sensitivity labels to classify and restrict sensitive documents
- Retention policies for legal and compliance requirements
- Multi-Factor Authentication (MFA) and Conditional Access
NextGEN helps you configure your SharePoint environment to align with HIPAA, GLBA, or NIST compliance requirements, while keeping it user-friendly for your team.
3. Better Collaboration with Structure and Search
When your files are organized with intent, your team wastes less time searching—and spends more time working.
📁 With SharePoint, you can:
- Create structured document libraries with tags and filters
- Use custom views for different departments or roles
- Add news posts, lists, and calendars to each team site
- Use advanced search with keyword and metadata filtering
All of this lives inside the Teams interface if configured properly—meaning your team doesn’t need to learn a new system to benefit from SharePoint’s powerful features.
Bonus: Automate Repetitive Tasks with SharePoint + Power Automate
Many SMBs struggle with inefficient workflows. SharePoint works with Power Automate (formerly Microsoft Flow) to streamline processes like:
- Document approvals
- New hire onboarding
- Request routing
- Task reminders
Our team builds automated flows that save you time and reduce manual errors—all integrated within your SharePoint Teams site.
Real-World Example: How SharePoint Cleaned Up File Chaos
A professional services client came to us with dozens of Teams channels—and zero file structure. Documents were duplicated across chats, stored locally on laptops, and impossible to track.
NextGEN:
- Audited and mapped their existing file usage
- Built structured SharePoint libraries with permissions by role
- Integrated document workflows for approvals and templates
- Trained the team on how to collaborate using built-in Teams + SharePoint tools
Now, their staff finds what they need in seconds, securely collaborates from anywhere, and complies with document retention rules.
Final Thoughts: SharePoint Isn’t Optional—It’s Essential
Microsoft Teams is a powerful tool on its own—but when paired with SharePoint, it becomes a complete collaboration system that empowers your business to:
- Work smarter
- Stay organized
- Meet compliance standards
- Scale securely
At NextGEN IT Solutions, we don’t just install software—we help you use it to its full potential. Whether you need a full SharePoint deployment or a quick cleanup of your existing environment, we can help.
👉 Want to optimize Microsoft Teams with SharePoint?
Contact us to schedule a SharePoint strategy session, or explore our blog for more Microsoft 365 best practices.
