Why SharePoint Online is Crucial for Nonprofits
Efficiency and collaboration aren’t just buzzwords for nonprofit organizations; they’re the backbone of delivering on missions with limited resources. With dispersed teams and ever-growing digital demands, nonprofits need a solution to work smarter—not harder.
Enter SharePoint Online, a key component of Microsoft 365 Business Standard and Business Premium for nonprofits. This versatile platform does everything from file storage to team collaboration, all wrapped in a secure and customizable environment. Yet, many organizations are still unaware of just how much SharePoint can revolutionize their operations.
How Nonprofits Use SharePoint
Nonprofits are harnessing SharePoint in innovative, impactful ways, such as:
- Replacing legacy file servers: By shifting to SharePoint, you gain a modern and secure cloud-based document management system with powerful permissions control.
- Enhancing collaboration: Every time you create a new Team in Microsoft Teams, SharePoint automatically provisions a site to keep the group connected.
- Customizing solutions: From staff portals and donor resource hubs to intranets and knowledge libraries, nonprofits can build what they need to thrive.
Learn more about how nonprofits can leverage Microsoft solutions here.
What is a SharePoint Site?
At its core, a SharePoint site is a web-based workspace tailored to storing, organizing, and sharing content securely. A true digital Swiss army knife, SharePoint combines the functionality of a file server, content management system, and intranet site into one agile platform.
Types of SharePoint Sites
1. Team Sites:
Designed for internal collaboration, Team Sites enable nonprofits to manage projects, tasks, and shared files seamlessly. They integrate closely with tools like Microsoft Teams and Outlook for increased efficiency.
2. Communication Sites:
Perfect for broadcasting information widely, these sites serve as internal homepages or resource centers for your teams or stakeholders. Use them to share reports, program updates, or organizational announcements in a visually engaging format.
By using SharePoint’s templates, lists, and libraries, nonprofits can build custom solutions quickly while retaining the flexibility to adapt to future needs.
Key SharePoint Features and Benefits for Nonprofits
SharePoint isn’t just about document storage. Nonprofits can manage a wide variety of resources and streamline workflows through its powerful tools, including:
- Document Libraries: Collaboratively manage files with metadata tagging, access permissions, and automated retention policies to ensure compliance and security.
- Lists: Keep track of essential data like volunteer schedules, event RSVPs, or donor tracking, all in one place.
- Pages and News Posts: Share beautiful, responsive web pages or announcements that staff and volunteers can easily access.
- Calendars: Centralize schedules and integrate them with Microsoft Outlook to manage events effectively.
- Automations with Power Automate: Save time by automating routine approvals, notifications, and data collection tasks to boost productivity.
- Multimedia Integration: Build dynamic sites by embedding Power BI dashboards for data-driven decisions, Stream videos for training, and OneNote notebooks for shared meeting notes.
How This Impacts Nonprofits
The benefits are tangible. For example, nonprofits that rely on event management can create automated workflows for volunteer registration or donor engagement. This ensures that your operations not only become more efficient but also more effective in driving your mission forward.
Resource Recommendation:
Tap into Microsoft’s SharePoint Look Book for ready-to-use templates that can fast-track your nonprofit’s setup.
Navigating Default Components of a SharePoint Site
- Home Page: Your digital “welcome mat,” customizable with quick links, images, and frequently accessed documents.
- Document Library: The default repository for shared documents, pre-configured for easy collaboration.
- Quick Launch Menu: Found on the left-hand side, this menu offers shortcuts to different lists, libraries, and pages on your site.
- Site Contents: Easily view and manage every list, library, or asset within your SharePoint site.
- Recycle Bin: Recover accidentally deleted files, because we all make mistakes!
- Settings Gear: From permissions to themes, this is where you get full control to customize the site to suit your nonprofit’s brand and workflow.
How to Get Started with SharePoint as a Nonprofit
1. Creating Sites via SharePoint Admin Center
Ideal for IT teams or admins managing your Microsoft 365 tenant, this method provides the most customization.
Steps include navigating through Microsoft 365 Admin Center → choosing “Create site” → assigning roles and permissions. This ensures centralized management for any external sharing policies and security settings.
2. Using Microsoft Teams
This is a user-friendly option for program staff or team leaders. When you create a new Team in Microsoft Teams, a connected SharePoint site automatically launches. Customization can easily be done via the “Open in SharePoint” button.
Great for program groups, task forces, or departments, this method blends simplicity with collaboration power.
3. Document Access via Mobile App
While you can’t create new SharePoint sites on mobile yet, the SharePoint mobile app or OneDrive provide seamless access to files on the go. This is perfect for staff in the field who need real-time updates.
For detailed step-by-step guidance, visit Microsoft’s SharePoint Overview.
Why Nonprofits Choose SharePoint
Here’s what nonprofit leaders say about incorporating SharePoint into their organizations:
- “Switching to SharePoint saved our team 10+ hours a week per program. The integrated tools simplified everything, from donor tracking to event planning.”
- “Being able to embed Power BI reports into our communication site is a game changer for making presentations to stakeholders.”
Frequently Asked Questions About SharePoint for Nonprofits
Q1. Is SharePoint Online secure for nonprofits?
Answer: Absolutely. SharePoint Online leverages Microsoft’s best-in-class cloud security features, including compliance certifications like GDPR and HIPAA for sensitive data management.
Q2. Can smaller nonprofits afford SharePoint Online?
Answer: Eligible nonprofits can access free or discounted plans for Microsoft 365, including SharePoint. Get more information about pricing here.
Q3. How steep is the learning curve for using SharePoint?
Answer: While SharePoint offers advanced capabilities, starting with templates and guided workflows makes learning accessible for non-technical teams.
Q4. What support is available for nonprofits?
Answer: Microsoft’s Tech for Social Impact program offers training, tools, and resources tailored to nonprofits.
Take Your Nonprofit Digital Infrastructure to the Next Level
SharePoint Online is a game-changer for nonprofits looking to amplify their impact through smarter collaboration, streamlined processes, and better resource management. It’s not just a tool; it’s a strategy for success.
If you’re ready to learn more about how SharePoint Online can support your nonprofit, contact us today. Our experts are here to offer tailored recommendations based on your unique needs.
Get in touch with us here and make the most of your technology investment!
