Using SharePoint for CRM: Streamline Your Business Operations with Ease


Greetings, fellow entrepreneurs! Are you looking for an efficient and cost-effective way to manage your customer relationship management (CRM) processes? Well, look no further than SharePoint! This powerful platform, offered by Microsoft, can revolutionize the way you organize your customer data, analyze your sales metrics, and keep your team on the same page. In this article, we’ll explore the benefits and features of using SharePoint for CRM and show you how to optimize this tool for your business.

What is CRM?

Before we dive into the specifics of SharePoint for CRM, let’s first define what CRM is. CRM, or customer relationship management, is a business process that focuses on building and maintaining relationships with customers. It involves collecting and analyzing customer data, such as contact information, purchase history, preferences, and feedback, to gain insights into their needs and behaviors. By leveraging this data, companies can develop effective marketing strategies, provide personalized customer service, and increase customer retention and satisfaction.

The Benefits of Using SharePoint for CRM

Now that we’ve established what CRM is, let’s look at how SharePoint can enhance this process. First and foremost, SharePoint provides a centralized platform for storing and sharing customer data. This means that all team members can access the same information in real-time, reducing the risk of data silos and conflicting data. Additionally, SharePoint offers a variety of tools and features, such as lists, libraries, workflows, and dashboards, that can be customized to fit your specific CRM needs.

Another benefit of using SharePoint for CRM is its integration with other Microsoft products, such as Outlook, Excel, and Power BI. This means that you can easily import and export data between these tools, creating a seamless workflow and improving efficiency. Additionally, SharePoint’s cloud-based infrastructure enables remote access and collaboration, which is especially beneficial for businesses with remote or distributed teams.

Finally, SharePoint offers robust security and compliance features, ensuring that your customer data is protected and meets industry standards. With SharePoint, you can set user permissions, encrypt sensitive data, and track activity logs, among other security measures.

How to Use SharePoint for CRM

Now that we’ve covered the benefits of using SharePoint for CRM, let’s dive into the specifics of how to set up and optimize this tool for your business.

Step 1: Identify Your CRM Needs

The first step in using SharePoint for CRM is to identify your specific CRM needs. This includes defining your customer data fields, workflows, and reporting requirements. By understanding your CRM goals and processes, you can tailor SharePoint to meet your unique needs.

Step 2: Set Up Lists and Libraries

Once you’ve identified your CRM needs, you can begin setting up lists and libraries in SharePoint. Lists are used to store and manage customer data, while libraries are used to store and manage documents and files related to your CRM processes. You can customize these lists and libraries to fit your specific data and document requirements.

Step 3: Configure Workflows

After setting up your lists and libraries, you can configure workflows to automate your CRM processes. Workflows can be used to trigger actions, such as sending email notifications, creating tasks, or updating records, based on certain conditions or events. By automating your workflows, you can save time and reduce errors.

Step 4: Create Dashboards and Reports

In order to gain insights into your CRM performance, you can create dashboards and reports in SharePoint. Dashboards display key metrics and KPIs in real-time, while reports provide more detailed analysis of your customer data. You can use SharePoint’s built-in reporting features or integrate with third-party tools, such as Excel or Power BI, for advanced analytics.

Step 5: Train Your Team

Finally, it’s important to train your team on how to use SharePoint for CRM. This includes providing access and permissions, demonstrating how to use the various lists, libraries, workflows, and dashboards, and establishing best practices for data entry and management. By ensuring that your team is proficient in using SharePoint, you can maximize its benefits and improve your overall CRM performance.

Using SharePoint for CRM: Key Features and Tips

Lists and Libraries

Lists and libraries are the backbone of SharePoint for CRM. Here are some key features and tips for getting the most out of these tools:

Feature Description
List templates SharePoint offers a variety of list templates to choose from, such as contacts, tasks, and leads. You can also create custom templates based on your specific needs.
Custom fields You can create custom fields to capture the specific customer data you need, such as phone numbers, addresses, or purchase history.
Filters and views You can use filters and views to sort and group your customer data based on certain criteria, such as location or sales pipeline stage.
Alerts and notifications You can set up alerts and notifications to notify team members of changes or updates to customer data or tasks.


Workflows are a powerful tool for automating your CRM processes. Here are some key features and tips for using workflows in SharePoint:

Feature Description
Trigger conditions You can set up trigger conditions to initiate workflows, such as when a new contact is added or a task is completed.
Actions and steps You can define actions and steps to be taken in response to trigger events, such as sending email notifications or creating new tasks.
Approval processes You can set up approval processes to require team member approval for certain actions or tasks.
Testing and debugging You can test and debug workflows to ensure that they are running smoothly and are error-free.

Dashboards and Reports

Dashboards and reports are essential for monitoring and analyzing your CRM performance. Here are some key features and tips for creating effective dashboards and reports in SharePoint:

Feature Description
Key metrics and KPIs Choose the key metrics and KPIs that are relevant to your CRM goals and display them in real-time on your dashboard.
Charts and graphs Use charts and graphs to visually represent your data and identify trends and patterns.
Drill-down capabilities Enable drill-down capabilities to allow users to view more detailed information on a specific metric or KPI.
Export and share options Provide export and share options for your dashboards and reports to allow users to share and collaborate on the data.


Q1: Is SharePoint suitable for small businesses?

A1: Yes, SharePoint is suitable for businesses of all sizes. It can be customized to fit your specific needs and offers affordable pricing options for small businesses.

Q2: Can I use SharePoint for sales tracking?

A2: Yes, SharePoint offers a variety of tools and features for tracking sales metrics and managing your sales pipeline.

Q3: Does SharePoint have mobile capabilities?

A3: Yes, SharePoint offers mobile capabilities for remote access and collaboration.

Q4: Can I integrate SharePoint with other CRM tools?

A4: Yes, SharePoint offers integration with third-party CRM tools, such as Salesforce or Dynamics 365.

Q5: How secure is SharePoint for storing customer data?

A5: SharePoint offers robust security and compliance features, including user permissions, encryption, and activity logs, to ensure that your customer data is protected.

Q6: Can I customize SharePoint to fit my specific CRM needs?

A6: Yes, SharePoint can be customized to fit your unique CRM requirements, including data fields, workflows, and reporting.

Q7: Is SharePoint easy to use for non-technical team members?

A7: Yes, SharePoint offers a user-friendly interface and can be easily customized to fit your team’s needs. Additionally, Microsoft offers training and support resources to help team members get up to speed.

Q8: How much does SharePoint cost?

A8: SharePoint offers a variety of pricing options, including a free version for basic use and premium plans for more advanced features.

Q9: How can I migrate my existing CRM data to SharePoint?

A9: SharePoint offers tools and guidance for migrating data from other CRM systems, such as Salesforce or Dynamics 365.

Q10: Can SharePoint be used for B2B and B2C CRM?

A10: Yes, SharePoint can be used for both B2B and B2C CRM processes.

Q11: Can I use SharePoint for marketing automation?

A11: Yes, SharePoint offers tools and features for automating marketing processes, such as email campaigns and lead scoring.

Q12: How can I ensure that my team is using SharePoint properly for CRM?

A12: Provide training and support for your team, establish clear guidelines and best practices, and monitor usage and performance.

Q13: Can I integrate SharePoint with other Microsoft products?

A13: Yes, SharePoint can be easily integrated with other Microsoft products, such as Outlook, Excel, and Power BI, for a seamless workflow.


As you can see, SharePoint is a powerful and versatile tool for managing your CRM processes. By using SharePoint for CRM, you can streamline your data collection and analysis, automate your workflows, and improve your team’s collaboration and productivity. With its customizable features and integration with other Microsoft products, SharePoint can be tailored to fit your specific business needs. So don’t wait any longer – start using SharePoint for CRM today and take your business to the next level!

Thank you for reading our article on using SharePoint for CRM. We hope you found it informative and helpful. If you have any questions or comments, please feel free to reach out to us. We’d love to hear from you!


This article is intended for informational purposes only and is not intended to provide legal, financial, or other professional advice. We make no representations or warranties of any kind regarding the information contained in this article. The use of SharePoint for CRM is subject to Microsoft’s terms and conditions, and we encourage readers to review these terms before using SharePoint for their business. We are not affiliated with Microsoft or any other third-party products or services mentioned in this article.