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SharePoint Online: intranets and document management
We design and deploy SharePoint Online intranets and document workspaces so teams can find, share and maintain information within a clear structure.
A document structure your team can maintain
SharePoint often grows alongside departments and projects. Over time, libraries develop different rules, documents are duplicated, sharing links go unreviewed and some sites lose their owners.
We start by understanding how each department works and what information it needs to share. We then define sites, libraries, owners, permissions and search requirements. We test the structure with one department before extending it, checking that it works for both the people using documents and those managing them.
- Sites and libraries organized around working needs.
- Ownership and permissions established during design.
- Guided transition for users and content owners.
Problems we solve with SharePoint
Inconsistent folder structures
Each department organizes files differently, making it hard to find the current version or know where to save a document.
Permissions that are hard to maintain
Individual permissions, exceptions and sharing links have accumulated. IT needs a manageable access model.
An intranet people rarely use
The intranet exists, but its content lacks owners, navigation is confusing or employees rarely use it.
SharePoint Online services for businesses
Information architecture
We define the relationship between sites, libraries and workspaces. We agree navigation, ownership and rules for creating and maintaining content so the structure can evolve with your organization.
Document management
We configure libraries, columns, content types and views around each team’s documents and queries. We review versioning, search and filing guidance to make everyday work easier.
Corporate intranet
We design the intranet structure, pages and communication spaces. We define publishing processes, content ownership and update guidance.
Permissions and external collaboration
We organize access through groups and roles, review sharing and document necessary exceptions. We test permissions with representative user profiles, including external collaborators within the scope.
Teams and OneDrive integration
We define which information teams access through Teams, which libraries they use and where OneDrive fits for individual work files. We explain access and synchronization using examples from your environment.
Transition and adoption
We plan department onboarding and training for users and owners. Where documents need to move, the migration workstream defines volumes, tools, change windows and validation.
Decisions that make document management sustainable
Folders, metadata and views with a clear purpose
The structure depends on your documents, their volume and how people retrieve them. Some libraries work well with folders; others need columns and views to organize contracts, projects or case files.
We test the model with a real sample and the department’s owners. This lets us adjust navigation, fields and filing rules before loading the remaining information.
Permissions your team can administer
We define who owns each workspace, who can change its content and who only needs read access. Groups and roles make access reviews easier and reduce individual exceptions.
We also agree what happens when a project closes, an owner changes or an external engagement ends. We document these decisions so SharePoint maintenance can continue after deployment.
Design with departments, deploy in stages
Discovery
Review documents, users, access and retrieval needs.
Design
Propose sites, libraries, navigation and permissions.
Pilot
Test with one department and a sample of real documents.
Implementation
Configure workspaces, add content and train users.
Handover
Validate with owners and document administration.
Project documentation and handover
- Design for the sites and libraries included in the project.
- Permission model with groups, roles and owners.
- Configuration of agreed columns, views and content types.
- Intranet pages and navigation included in the scope.
- Tests covering access, search and document workflows.
- Administration guide and training for owners and users.
Scope, requirements and ongoing support
Can you reorganize a SharePoint environment already in use?
Yes. We review the current structure, access and departmental needs. The design accounts for ongoing work, existing links and the user transition before changes are applied.
Can SharePoint replace a file server?
In many scenarios, it can support part of your document collaboration. We first review file types, applications, volume, permissions and working practices. The dependencies we identify determine what can move and how to organize the destination.
Do we have to stop using folders?
We choose the approach for each library and use case. Folders, columns and views can be combined where they make information easier to find and maintain. The pilot checks what works with the department’s documents.
How do SharePoint, Teams and OneDrive fit together?
We define common guidance for team spaces, shared libraries and individual work files. Training explains where to save each document, how to access it and how to share it.
Do you include the document migration?
It can be included after we review the source, volume, permissions and tools. The migration scope details the loads, change windows, validation and support afterwards.
Who will maintain the intranet?
The project identifies owners and editors for each area and provides the agreed publishing and maintenance guidance. MSAdvance can provide ongoing support for administration or workspace development.
Related services
Microsoft 365 Copilot for businessesExplore this service →
Power Automate and business process automationExplore this service →
Microsoft Purview and information protectionExplore this service →
Microsoft 365 Modern WorkplaceExplore the service area →Microsoft project experienceExplore our case studies →Administration and ongoing supportExplore Managed Services →Tell us how your documents are organized today
Let us know how many departments are involved, where files are stored and which access, search or collaboration problems you need to solve. We will assess the starting point and propose an appropriate scope.
