Frequently Asked Questions for SharePoint

Are the SharePoint Plans in Office 365 equivalent to SharePoint Standard and Enterprise?

No, they are tailored plans with their own features and limitations. To find out more about Office 365 subscription and SharePoint Server options, call Professional Advantage at 1800 126 499.

Which is better for SharePoint – Office 365 or on-premise?

The main difference between Office 365 and an on-premise version of Microsoft SharePoint is that you rent Office 365 but buy the on‑premises version. Office 365 is provided as software‑as‑a‑service and does not involve a heavy up‑front investment. With Office 365, you pay a monthly or annual subscription fee that entitles you to automatic version upgrades and Office on-demand services.

The top reasons for moving to Office 365

  1. No longer have to invest in IT hardware or software with continuous release cycles and automatic upgrades. 
  2. Get access to automatic backups and geo-replicated disaster recovery.
  3. Instantly mobilise your workforce with Microsoft Teams and offline sync for your documents with OneDrive.
  4. And use the latest Microsoft software and never have to do an upgrade or migration project again!

If your preference is to own your own software, or if you're not sure you can maintain an Office 365 subscription for the long term, the on‑premises version may be your best option. However, this means that when Microsoft upgrades its Office software, you won't have the latest version.

Contact us at 1800 126 499 or email us at for more information about SharePoint licensing and deployment options. 

How much does it cost to deploy SharePoint?

Professional Advantage provides a pre-defined SharePoint in-a-box solution for a moderate fee, however, the pricing for a custom-designed and deployed solution (which is the typical option for most customers), would be determined by your needs in terms of system functionalities and capabilities. 

For more information about SharePoint’s pricing and licensing, please contact Professional Advantage at 1800 126 499.

Why should I use SharePoint instead of a file share?

File shares are clunky, harder to find the information that you need, doesn't provide an audit trail or secure file sharing. SharePoint on the other hand has:

  1. Co-authoring - update the same document with your teammates at the same time. 
  2. Version Control - see what modifications were done on your document by whom and when. 
  3. Powerful Search - lets you find the information that you need in mere seconds. 
  4. Secure file sharing and storage - store your files in a secure site and share them only with people who have access to your team site.  
  5. Real-time collaboration - collaborate on documents with colleagues in real-time.  
  6. Access your files anytime, anywhere, on any device. 

You can read more about the advantages of using SharePoint instead of a file share in one of our blogs here

Can I create a public-facing website using SharePoint Online?

No unfortunately you can't. Microsoft needs to authenticate all users who access a SharePoint site.

Can I still access my files on SharePoint if I’m offline?

Your files can be synced locally on your PC. Changes made to your documents will be synched the next time you go online.

Can I share to external users from my SharePoint environment?

Yes you can. SharePoint is built with collaboration in mind not just for internal users but for external parties as well such as customers or suppliers.

Do I need to install an app to access SharePoint?

SharePoint is web-based and can be accessed using any of your favorite browsers or devices. However, you have the option to install the SharePoint app on your mobile device for a better user experience.

What are the common SharePoint security mistakes that I need to avoid and how do I keep it locked down?

Below are some of the common SharePoint security mistakes that many organisations commit. 

  1. Access rights that are too broad. 
  2. Using default or weak passwords in their SharePoint environment.
  3. Ignoring patch management. 
  4. Using traditional security tools to protect their data in SharePoint. 

To keep your SharePoint Online environment locked down, you need a set of tools that will allow you to proactively protect against and detect breaches before it can cause damage. More about the security tools available on this blog and recorded webinar

Alternatively, you may call us at 1800 126 499 or email us at for more information. 

How do I drive end-user adoption on my SharePoint Intranet?

A major success indicator for any Intranet project is when your users actually use it. The key to driving end-user adoption is keeping your users engaged and make sure you don’t make change management an afterthought.

Try customising your adoption campaigns per user type or encouraging competitions and incentive programs to drive usage or keeping the interface nice and simple. These and many more are just some of our tips to help your users adapt to the new technology.

Read more about our tips on how to drive SharePoint adoption in this blog

If you need further assistance with your SharePoint change management, please visit this page to learn how we can help.  

What is Microsoft SharePoint?

Microsoft SharePoint is a web-based platform designed for team collaboration and communication. Available either on-premises or in the cloud, it is the platform of choice of many organisations as it can be configured or customised depending on usage preference.

Typical use cases of SharePoint are:

  1. Document and content management.
  2. Corporate intranet or portals.
  3. Workflow automation.
  4. Publishing of management dashboards.

You can find more information about what SharePoint can do and its benefits here

Do you need a SharePoint developer to implement SharePoint?

Anyone implementing SharePoint should have the right set of administration and development skills. Embarking on a SharePoint project without a good technical understanding of the platform may result to a failed project, increased rework costs or inability to fully maximise its potential. 

We highly recommend working with a SharePoint partner such as Professional Advantage who has a team of experienced developers, solution architects and project managers, has in-depth real-world experience, and uses proven implementation methodologies to ensure the success of your project. A good track record of SharePoint projects would come in handy too to validate their experience. 

Do you need training on SharePoint to use it?

To ensure that your users have the right knowledge to share documents, configure team sites, administer SharePoint, develop apps, or customise workflows—we recommend that users undergo training. The training can be done as part of your project’s User Acceptance Training (UAT) and/or change management plan to be facilitated by your implementation partner. 

It can also be taken from a Microsoft Learning Partner for an instructor-led, more general kind of approach. 

What is Delve?

Microsoft Delve is a search tool that lets you find the information that's most relevant to whatever it is that you and your colleagues are working on. If you have ever had trouble finding and organising the files you need when you need them - and that's just about everybody - Delve provides the solution.

As Microsoft says, "Delve highlights key information of interest to you, based on what you are working on and the actions of people in your network."

Using Delve, you do not need to search throughout your different applications to find you're looking for - Delve integrates your relevant content all in the one place.

Delve tracks your online activity and produces search results that are based on that activity. Information unearthed by Delve is presented in an attractive, easy to understand card based design. With Delve, you don't even need to know the name of a file or where it is stored. Delve presents documents wherever they are stored in Office 365 or OneDrive for Business.