This blog goes beyond the basics, offering real nonprofit use cases that show how to utilize SharePoint’s document storage features more effectively—from organizing program files to automating workflows and improving team collaboration.
Microsoft SharePoint Overview on Document Storage for Nonprofits
Microsoft SharePoint is a versatile content management platform designed to help organizations manage their information and work together more effectively. For nonprofits, this means less time searching for files and more time focusing on impact. SharePoint is designed for documents that need to be shared across the organization, while OneDrive offers sharing capabilities but is primarily focused on personal document storage. If your nonprofit is currently using OneDrive as a shared document space, migrating to SharePoint could improve collaboration and governance.
In this blog, we’ll break down SharePoint’s document storage features, provide practical examples of how nonprofits use them, and outline next steps to get started.
Key Features
Centralized Document Management
SharePoint provides a single location where all your documents can be stored, organized, and accessed. This makes it easy to find and share important files, ensuring everyone is on the same page.
Example: Create a document library for each program area—such as Fundraising, Outreach, and Operations—to keep your files organized by function.
Real-Time Collaboration
With SharePoint, team members can work on documents simultaneously, seeing each other's changes in real-time. This feature is particularly useful for projects that require input from multiple people.
Tip: Try co-authoring a grant proposal or annual report with multiple stakeholders working in the same document.
Accessibility
Being cloud-based, SharePoint allows your team to access documents and information from anywhere with an internet connection. This is ideal for nonprofits with remote or distributed teams.
Best Practice: Use the SharePoint mobile app to keep up with documents and updates while working in the field.
Integration with Microsoft Office
SharePoint works seamlessly with other Microsoft Office applications like Word, Excel, and Outlook. This integration helps to simplify workflows and makes it easier to manage tasks and projects.
Pro Tip: Use Power Automate (included in M365) to automatically save Outlook email attachments to the right SharePoint folder.
Security and Compliance
SharePoint offers robust security features, including permissions management and data encryption. You can control who has access to specific documents and ensure that sensitive information is protected.
Scenario: Limit board meeting notes to executive staff, while still allowing wider team access to program documents.
Customization
SharePoint can be tailored to meet the specific needs of your nonprofit. Whether it's creating custom workflows, designing unique sites, or integrating with other tools, SharePoint offers the flexibility to adapt to your requirements.
Example: Build a simple intake form using Microsoft Forms and connect it to a SharePoint list to track community requests.
Cost-Effective
Another great part of SharePoint is that it is included in Microsoft 365, which means that it is free as a part of your free nonprofit M365 Business Premium licenses. This makes it an affordable solution for managing information and improving how your team works together.
Next Step: If you’re not using your nonprofit licenses yet, visit the Microsoft Nonprofit Hub to apply and unlock access to SharePoint.
AI Capabilities with Copilot License
If your nonprofit opts for a Copilot license, you'll gain access to advanced AI capabilities that can further enhance your use of SharePoint:
Automated Content Generation
Copilot can help generate content for documents, presentations, and reports, saving your team time and effort.
Use Case: Draft a first version of a board update using Copilot and polish it collaboratively in SharePoint.
Intelligent Search
With AI-powered search, finding the right documents and information becomes faster and more accurate. Copilot can understand the context of your queries and provide relevant results.
Try This: Ask Copilot “Where’s our last community event plan?” instead of browsing through folders.
Data Insights
Copilot can analyze data within SharePoint and provide insights, helping your nonprofit make informed decisions based on the information you have.
Use Case: Review engagement metrics on shared documents to see which grant templates are most reused.
Task Automation
AI can automate routine tasks, such as organizing documents, setting reminders, and managing workflows, allowing your team to focus on more strategic activities.
Tip: Use Copilot to summarize weekly meeting notes and auto-tag them by project.
Personalized Recommendations
Copilot can offer personalized recommendations for content, resources, and actions based on your team's activities and preferences.
Benefit: Get suggested templates or files based on your daily tasks—without searching manually.
Next Steps
Ready to get started with SharePoint? Here’s what to do next:
- Identify a pilot use case—like organizing HR policies or program templates.
- Set up your first SharePoint site using a team or communication site template.
- Train your staff on basic document management and permissions.
- Explore SharePoint + Copilot features if you're eligible or planning to upgrade.
- Connect with peers: Join the Microsoft Community Hub to ask questions and learn how other nonprofits are using SharePoint effectively.
For additional tips and resources, be sure to follow our Nonprofit Community | Microsoft Community Hub for blogs, updates, and advice on maximizing your nonprofit tools.
