10 Real-World SharePoint Use Case Examples

Did you know that over 200 million users actively use SharePoint as part of Microsoft 365?

And yet, most organizations only scratch the surface of what it can actually do. For many, SharePoint is just a shared folder system.

But in the hands of our SharePoint development company, it becomes an onboarding platform, a contract management system, a project dashboard, and so much more.

SharePoint is Microsoft’s incredibly versatile platform designed to help organizations of all sizes manage content, facilitate teamwork, and automate processes.

It acts as a central hub where information flows freely (but securely), projects move forward, and teams feel truly connected.

If you are curious to know about how organizations are putting SharePoint to practical, tangible use, you’re in the right place.

We are about to share 10 real-world examples that demonstrate its true capabilities.

10 SharePoint Use Case Examples Every Business Should Know

Use 1: Procter & Gamble

As one of the largest consumer goods companies in the world, Procter & Gamble operates in over 70 countries with more than 95,000 employees.

They possess a vast and geographically distributed workforce, which makes it tricky to unify communications and centralize resources across teams and time zones.

To deal with this issue, P&G developed a global Intranet collaboration platform, “P&G OnePlace,” using SharePoint.

It serves as the single source of truth for internal communications and resources.

OnePlace is customized to deliver location-specific and role-based content, ensuring that employees across different regions access the most relevant information.

Below are a few key features of P&G’s intranet:

Feature	Description
Dynamic Homepages	Personalized dashboards for each employee, offering quick access to frequently used tools, documents, and applications.
Integrated Communications	Seamless integration with Microsoft Teams and Yammer enables real-time collaboration, team updates, and cross-department social engagement.
Centralized HR & IT Resources	Searchable knowledge base with easy access to HR policies, benefits, onboarding materials, and IT support resources.
Global News Center	Central hub for company-wide announcements, executive blogs, and regional updates, managed through a structured content publishing workflow.
Document Management & Compliance	Secure document storage using SharePoint libraries with version control, audit trails, and role-based access to ensure compliance.
Multilingual Support	Automatically delivers content in the user’s preferred language, supporting P&G’s global and linguistically diverse workforce.

By the use of SharePoint, they transformed their internal operations into a modern, cloud-first environment.

They observed that it significantly reduces internal email traffic, improves transparency, and boosts employee engagement.

Use 2: Coca-Cola Hellenic

Coca-Cola Hellenic Bottling Company is one of the largest bottlers in the Coca-Cola system.

 

They face the increasing challenge of managing thousands of contracts across their operations in 28 countries.

Prior to business process automation, the contract process was highly manual, requiring significant time for drafting, approvals, version tracking, and compliance auditing.

To address these inefficiencies, the organization implemented a Contract Lifecycle Management system using SharePoint. This solution can also integrate with Microsoft Dynamics 365, providing a unified platform for managing all the data and streamlining approvals across the enterprise.

The goal was to transform a once manual, fragmented process into a secure and data-driven workflow to save time, reduce risk, and enhance efficiency.

Here are the key features of this SharePoint use case:

Feature	Description
Automed Workflow with Power Automate	Contracts stored in SharePoint libraries are routed through legal, finance, and executive approvals.
Custom Form with Power Apps	A user-friendly contract request form built with Power Apps is embedded in SharePoint.
Document Version Control & Audit Trails	SharePoint tracks every document change, comment, and approval.
Compliance & Retention Policies	They are used to enforce retention rules, label sensitive documents, and ensure encryption via Azure Information Protection.
Dynamic Dashboards	Real-time Power BI dashboards display contract status, turnaround times, and risk indicators.

Their users now initiate and track contract progress without relying on email chains or offline spreadsheets.

At the same time, notifications and automated task reminders through their corporate news portal helped to ensure deadlines were met.

Use 3: Siemens

Siemens is a global leader in industrial manufacturing, energy, and digital technology that manages thousands of complex engineering and R&D projects simultaneously.

They often have cross-functional teams spread across different countries, time zones, and business units.

Siemens implemented SharePoint usage as a centralized platform for managing communication and resources.

Each new project at Siemens initiates with the automatic creation of a dedicated SharePoint project site using standardized templates.

It was made ideally for project management and team communication purposes. There are several key features associated with it:

Feature	Description
Task Lists	Assign responsibilities, set deadlines, and track task progress across teams and departments.
Integrated Calendars	Centralized calendars for tracking project milestones, key deadlines, and scheduling important meetings.
Document Libraries with Version Control	Store engineering specs, design files, and technical documentation securely, with full version history and rollback capabilities.
Team Discussion Boards	Enable asynchronous communication through comment threads and discussion boards for real-time or delayed collaboration.
Embedded Power BI Dashboards	Visualize project KPIs, health metrics, and timelines directly on SharePoint pages using live Power BI integrations.
Automated Workflows (Power Automate)	Streamline task approvals, send real-time notifications for updates, and automatically escalate overdue items using Power Automate workflows.

The use of Microsoft Teams and Planner allows communication and ensures all documents and records remain centralized and searchable.

This, as a result, reduced project delays caused by miscommunication and version mismatches.

Similarly, audit trails ensured regulatory compliance at every stage of the product lifecycle.

Relevant read: Check out the Top 25 Power Apps Examples and Use Cases in 2025 — get inspired by real-world solutions and ideas.

Use 4: Mayo Clinic

Mayo Clinic handles vast volumes of sensitive medical data, including clinical protocols, research studies, patient care guidelines, and administrative policies.

Placing itself as the world’s most respected healthcare organization, it aimed to ensure that all documents handed over to them were accurate, up-to-date, and securely stored.

They made use of SharePoint for an enterprise document management system across its medical campuses and research facilities.

This serves as a centralized repository for storing clinical and operational documents. Here are a few of its best integrations:

Feature	Description
Metadata tagging	Every document in SharePoint is tagged with key metadata, including document type, department, author, date, and approval status.
Role-based access	SharePoint’s granular permissions ensure only authorized personnel can view or edit specific documents.
Version history and audit trails	SharePoint automatically tracks the version history for all documents, enabling staff to monitor changes, compare versions, and revert to earlier versions as needed.
Approval workflows	Integrated Power Automate workflows enforce formal approval processes for all new or updated documents.
HIPAA compliance	SharePoint’s detailed audit logs record who accessed or modified documents and when, supporting HIPAA compliance.

The success story was the Mayo Clinic’s rollout of a SharePoint-based COVID-19 clinical resource hub during the pandemic.

Being one of the best SharePoint hub sites, it enabled rapid dissemination of the treatment protocols, PPE guidelines, and testing procedures.

Use 5: Toyota

Toyota previously struggled to deliver a consistent, engaging, and efficient onboarding experience for new hires.

Being a global automotive giant with thousands of global employees, they created an employee onboarding automation portal.

It’s one of the most successful SharePoint use case examples, where they have made the integration of new team members easier like never before.

Simultaneously, Toyota could easily maintain its high standards for compliance, training, and corporate culture.

Feature	Description
Personalized dashboards	Dynamic dashboards that adjust content based on the employee’s role, department, and location through Active Directory (AD) integration.
Digital forms and e-signatures	Enables new employees to complete HR documents, tax forms, and benefits enrollment online..
Role-specific training libraries	Provides curated videos, manuals, and interactive modules tailored to each role.
Task checklists with reminders	Includes checklists for onboarding tasks (e.g., setting up IT equipment, scheduling team introductions) with automated reminders.
FAQs & self-service resources	Offers a library of common questions and answers, allowing employees to find information independently.

Toyota also leverages Power Automate (formerly Microsoft Flow) alongside SharePoint to handle critical workflows:

• When a new hire is added to the system, automated processes trigger IT account setup requests, equipment provisioning, and manager notifications.
• Completion of onboarding tasks updates the employee’s status, so HR teams can monitor overall onboarding progress across regions through a consolidated dashboard.

This solution has reduced manual processing time for HR, improved the first-day readiness of employees, and contributed to a more cohesive onboarding experience.

Use 6: British Airways

British Airways, the world’s leading airline, operates in a highly dynamic environment where customer service excellence is critical.

They have millions of passengers flying annually, which makes it difficult to handle a wide range of inquiries, from flight changes to baggage claims and loyalty program queries.

To ensure fast, accurate, and consistent information, multiple uses of SharePoint were made to create an internal Customer Service Knowledge Base.

This platform serves as a centralized, always up-to-date repository of operational guidelines, policies, troubleshooting steps, FAQs, and escalation procedures.

Feature	Description
Metadata tagging and categorization	Groups content by topic (e.g., ticketing, special assistance, lost luggage) and region, making it easier for agents to find what they need.
Intelligent search capabilities	Delivers relevant articles using keyword search, filters (e.g., flight type, destination), and agent role to speed up information retrieval.
Role-based access controls	Ensures that only authorized staff can view sensitive or region-specific content, protecting data integrity and confidentiality.
Version history and approval workflows	Maintains up-to-date, compliant content by tracking changes and enforcing approval processes — essential for accuracy in regulated industries.
Embedded multimedia content	Includes training videos and interactive guides within articles to support visual learning, enhance understanding, and aid in onboarding new agents.

To enhance responsiveness during peak periods, utilize SharePoint to access knowledge base articles within their workspace without switching applications.

This integration, as a result, drastically reduces average call handling time and improves first-call resolution rates.

Use 7: Pfizer

As a global pharmaceutical leader, Pfizer operates under strict regulatory oversight from bodies such as the U.S. Food and Drug Administration (FDA), EMA, and MHRA.

Compliance with standards like FDA 21 CFR Part 11, which governs electronic records and electronic signatures, is non-negotiable.

To support compliance efforts, they used SharePoint Online as a cornerstone of their enterprise content and compliance management system.

Here are the features for these SharePoint use case examples:

Feature	Description
Centralized storage of compliance-critical documents	Stores key documents, including SOPs, clinical trial protocols, validation reports, and training records.
Robust version control	Ensures employees access only the approved documents and preserves previous versions.
Electronic signature and approval workflows	Integrates Power Automate and compliant third-party add-ons to provide digital signatures.
Automated policy acknowledgement workflows	Requires employees to confirm they’ve read and understood updates to policies or procedures.
Comprehensive audit trails	Logs every view, edit, approval, and download of sensitive documents.

The system is further integrated with Active Directory to enforce role-based access controls for authorized personnel only.

They can view or modify specific categories of documents (e.g., manufacturing, quality assurance, clinical data).

Use 8: Dubai Airports

Dubai Airports, which manages two of the world’s busiest airports, collaborates with hundreds of external contractors, suppliers, and service providers.

It was often challenging for them to coordinate with such a large network of vendors on construction projects, facilities maintenance, retail operations, and logistics.

The required intranet collaboration platform must be secure, scalable, and efficient. To address this issue, authorities have utilized SharePoint technology.

They have created a vendor portal that has transformed vendor management into a single, centralized location.

Feature	Description
Secure document submission	Vendors upload and submit critical documents — including invoices, insurance certificates, compliance forms, and contracts with SharePoint document management.
Real-time project updates	Project updates, status reports, and deliverables are shared in real time.
Templates and standard forms	Templates and standard forms (e.g., safety checklists, quality reports) to help them comply with regulatory requirements.
Automated approval workflows	Routes documents automatically to the appropriate internal stakeholders for review and approval.
Role-based access controls	Ensures vendors can access only content relevant to their specific projects and contracts, protecting sensitive airport data.
Automated alerts and reminders	Sends notifications to vendors and Dubai Airports staff about upcoming deadlines and expiring documents.

The portal is designed with multilingual support and mobile compatibility to enable vendors from various regions to interact with the system conveniently.

Last but not least, by using SharePoint, responsible authorities have enhanced operational efficiency and reduced administrative overhead.

Bonus read: Check your detailed power app development that includes everything you need to get started.

Use 9: Ernst & Young (EY)

Ernst & Young (EY) places significant emphasis on continuous learning and professional development.

They have over 300,000 employees across more than 150 countries, which makes it tough to receive timely training and meet industry requirements.

EY implemented a SharePoint-based Knowledge management system to provide a self-service learning experience for employees globally.

Here are certain features integrated into one of these SharePoint use case examples:

Feature	Description
Access to training resources	Browse a large library of internal content, including e-learning modules, recorded webinars, job aids, policy updates, and leadership development materials.
Live session registration	Enables employees to register for instructor-led sessions or virtual webinars, with Outlook calendar integration for seamless scheduling.
Learning progress tracking	Personalized dashboards show completed courses, upcoming sessions, and certification status, helping employees stay on top of their development goals.
Certificate generation	Automatically generates certificates for mandatory courses or CPD activities, which employees can download for their records.
Filtered search capabilities	Allows users to filter and search training content based on role, geography, service line (e.g., Tax, Assurance, Consulting), or regulatory requirements for faster access to relevant materials.

Behind the scenes, SharePoint works in tandem with Power Automate and Power BI to notify employees of expiring certifications or mandatory annual compliance training.

To end things off, EY has ensured its workforce remains skilled, compliant, and ready to meet the demands of modern-day clients.

Use 10: Transport for London (TfL)

Transport for London is the world’s most complex and heavily used transport network, including the London Underground, buses, trams, and river services.

With thousands of employees and contractors working across stations, depots, and public spaces, ensuring health and safety is a top priority.

They have utilized SharePoint to implement a Health and Safety Incident Management System, primarily to enhance its incident reporting, response, and resolution processes.

It is among the most successful SharePoint use cases. Below are certain features associated with it:

Feature	Description
Health & safety incident reporting	Staff, contractors, and site managers can report incidents using a user-friendly SharePoint form (desktop and mobile).
Automated notifications	Triggers workflows that immediately alert safety officers, site managers, and compliance teams.
Follow-up actions and accountability	Enables assignment of corrective actions through task lists and timelines, with accountability clearly assigned to individuals or teams.
Real-time monitoring dashboards	Dashboards track the status of all incidents, display time to resolution, and highlight any outstanding actions, enabling proactive management.
Audit-ready reporting	Generates detailed reports covering the full incident lifecycle — from reporting through investigation, corrective action, and closure — ready for audits.
Role-based permissions	Protects sensitive incident details (e.g., personal injury cases) by ensuring only authorized personnel can access them.
Power BI integration	Provides interactive analytics on incident trends, hotspots, and safety KPI performance to support data-driven decision-making.
Historical records & retention policies	Maintains incident records in line with legal requirements and supports continuous safety improvement through accessible historical data.

The SharePoint system allowed rapid reporting and resolution of safety issues, from minor trip hazards to more serious equipment malfunctions.

Wrapping Up

If you’re only using SharePoint to store files, you’re seriously missing out.

As you’ve seen from these examples, SharePoint can be the backbone of how your organization shares knowledge, works together, and gets stuff done.

The best thing is that SharePoint can be customized to fit the unique needs of your business, no matter your size or industry.

If you’re considering SharePoint for your organization or want to get more out of your existing setup, Trang Tech is here to help.

At Trango Tech, we are your trusted Microsoft solutions partner, with 20+ years of experience.

Our tech team collaborates closely with businesses to design solutions that effectively support your goals.

FAQs for SharePoint Use Case Examples

1.    What is SharePoint mainly used for?

SharePoint is mainly used for storing, organizing, sharing, and managing content within organizations. It helps teams collaborate, automate workflows, and keep documents secure and easy to find.

2.    Can small businesses use SharePoint, too, or is it just for large enterprises?

Absolutely! While big names like P&G and Siemens utilize SharePoint, small and mid-sized businesses can also benefit. It scales to your needs — whether you want a simple document library or a full intranet.

3.    How can I use SharePoint effectively in my organization?

You should start by identifying your pain points, such as scattered documents, manual approval processes, or communication gaps. Then use SharePoint to create centralized hubs, automate workflows with Power Automate, set clear permissions, and integrate with tools like Teams and Outlook. Remember, the regular training and governance planning are key to mastering SharePoint successfully.

4.    What are the main uses of SharePoint?

SharePoint is incredibly versatile and supports many parts of your business. It’s widely used for document management and version control, so teams always work with the latest files. Many companies build intranet portals on SharePoint to keep employees connected and informed. Teams utilize SharePoint for project collaboration, task tracking, and sharing updates in a single location. HR departments often set up onboarding portals and employee self-service sites. In short, it acts as the digital backbone that keeps your internal operations running smoothly.

5.    What are some SharePoint use case examples?

There are several standout SharePoint use case examples, including:

• Procter & Gamble’s global intranet for internal communication
• Coca-Cola Hellenic’s contract management system
• Siemens’ project collaboration platform
• Mayo Clinic’s clinical document control
• Toyota’s onboarding portal for new hires

6.    How to choose the right SharePoint app development company?

Choosing the right SharePoint development company comes down to skills, expertise, and experience. A good partner will have clear communication, a skilled team, and a strong track record of delivering on time. Don’t be afraid to ask for case studies or client references to see how they have solved real-world problems in the past.