Microsoft SharePoint
Best Deal
Try SharePoint Plan 1 for just $5/month - Get 1TB pooled storage, real-time collaboration & core document management features
Microsoft SharePoint Review 2026 - Features, Pricing & Deals
Microsoft SharePoint is a web-based collaboration platform that helps organizations manage documents, share information, and streamline team communication. As part of the Microsoft 365 ecosystem, it serves as a central hub where teams can work together on files, create internal websites, and automate workflows.
At its core, SharePoint functions as a document management and storage system, offering version control, co-authoring, and permission settings. Teams can build customized sites for different departments or projects. The platform integrates with Microsoft Teams, OneDrive, Outlook, Power Automate, Power Apps, and Power BI, so you can stay in familiar tools.
Organizations can access SharePoint through subscription plans starting at $5 per user monthly for basic features, or comprehensive packages that include additional Microsoft 365 applications. The platform scales for both small businesses and large enterprises, with options to customize features based on specific needs.
SharePoint's value depends on how organizations adapt it to their workflows. From simple document libraries to complex automated processes, the platform provides flexibility while maintaining security and compliance standards.
Who is Microsoft SharePoint for?
Microsoft SharePoint works for teams and organizations that need a central place to store documents, collaborate on projects, and streamline communication.
- IT Administrators who need security controls and integration with other Microsoft tools to manage company information and access permissions.
- Project Managers who create team sites for each project, track progress with calendars and tasks, and keep everyone on the most current documents.
- Corporate Communications Teams who build internal websites to share company news, policies, and announcements.
- Document-Heavy Departments like legal, finance, and HR that rely on version control and permission settings to manage sensitive information.
- Remote Work Teams who need to access files from anywhere and collaborate in real time with colleagues.
- Organizations Building Intranets and Extranets who create secure collaboration spaces for both internal teams and external partners.
Common in healthcare, financial services, manufacturing, and government agencies where information sharing and document management are critical to daily operations.
Online Reviews (Last 6 Months Summarised)
Users praise SharePoint's document management capabilities and integration with Microsoft 365 apps like Teams and OneDrive. The permission and security features get frequent mentions as strengths, along with the platform's search functionality and ability to customize workflows with Power Automate. For enterprise organizations already invested in the Microsoft ecosystem, SharePoint's compatibility is a major advantage.
The learning curve is steep, especially for non-technical team members. The interface feels cluttered and overly complex, with too many features making basic tasks confusing. The mobile app experience is poor compared to the desktop version. Performance issues crop up with large sites or lists. The licensing costs are high for smaller teams. The user experience feels outdated and innovation has been slow compared to newer collaboration tools.
Features
- Document Management: Tracks document versions with check-in/check-out capabilities, metadata tagging, and permission controls so teams can collaborate securely.
- Real-Time Co-Authoring: Lets multiple users work on Office documents simultaneously with changes visible in real time.
- Microsoft 365 Integration: Connects with Teams, OneDrive, Outlook, Power Automate, Power Apps, and Power BI to streamline workflows across your organization.
- Advanced Security Features: Offers data protection through access controls, encryption, data loss prevention, audit trails, and compliance tools.
- Enterprise Search Capabilities: Search functionality with filters and AI recommendations helps users find and manage information across platforms.
- Customizable Sites and Lists: Create team sites, communication sites, and custom lists or libraries to centralize information and share resources.
- Workflow Automation: Automate business processes using Power Automate to reduce manual tasks.
Pricing
- SharePoint Plan 1 provides file storage and sharing with 1 TB pooled storage, real-time collaboration, and core document management features at $5 per user per month with an annual commitment.
- SharePoint Plan 2 offers unlimited storage, advanced compliance features, and all Plan 1 features at $10 per user per month with an annual commitment.
- Microsoft 365 Business Standard includes SharePoint features, Microsoft Office applications, Teams, business email, and collaborative tools at $12.50 per user per month with an annual commitment.
- Office 365 E3 delivers comprehensive SharePoint features, full Microsoft Office suite, custom email domains, advanced security, compliance features, and 24/7 support at $23 per user per month with an annual commitment.
Frequently Asked Questions
SharePoint Online is the cloud-based version that comes with Microsoft 365 subscriptions. You don't need to install or maintain any servers - Microsoft handles all the updates and infrastructure. SharePoint Server is the on-premises version that your company installs and manages on its own servers. Most companies are moving to SharePoint Online for easier maintenance and automatic updates, but some organizations with strict data security requirements still prefer SharePoint Server for complete control.
How do I set up permissions in SharePoint?You can manage permissions at the site, library, folder, or individual file level. Go to the site settings or click on a library, select "Permissions" or "Manage Access," and you'll see options to add users or groups with different permission levels like "Read," "Edit," or "Full Control." You can also create custom permission levels if the default ones don't fit your needs. Breaking inheritance from parent sites gives you more granular control but can make management more complex, so plan your permission structure carefully.
Can I access SharePoint files when I'm offline?Yes! You can sync SharePoint files to your computer using the OneDrive sync client. Just click "Sync" on any document library, and the files will download to your device. You can work on them offline, and any changes will automatically upload when you reconnect to the internet. This works great for people who travel or have unreliable internet connections. The sync client is available for both Windows and Mac computers.
How much storage do I get with SharePoint?With SharePoint Plan 1, you get 1 TB of pooled storage for your organization plus 10 GB per license purchased. SharePoint Plan 2 and Microsoft 365 plans that include SharePoint give you unlimited storage per organization (subject to fair use). Individual file uploads are limited to 250 GB per file. If you're running out of space, your admin can request more storage from Microsoft or help redistribute content across your sites.
Can SharePoint replace a traditional file server?Yes, many organizations use SharePoint as a cloud-based replacement for on-premises file servers. It offers version control, better search capabilities, and easier remote access than traditional file servers. You can migrate existing file shares to SharePoint document libraries while preserving folder structures and permissions. The main considerations are ensuring your network can handle the bandwidth for cloud access and training users on the differences between file server navigation and SharePoint's library-based approach.
