SharePoint review

A Comprehensive Microsoft SharePoint Review

Aayushi
By Aayushi | Last Updated on January 14th, 2025 7:30 am

Microsoft SharePoint has been a game-changer for how teams collaborate and manage documents. When I first started using it, I was surprised by how much more it offered beyond simple file sharing. It’s a platform where teams can come together, share updates, organize documents, and track progress—all in one place. Setting up project-specific sites made it easy to keep everything centralized and accessible. Features like version control and metadata tagging simplified managing large volumes of files, helping avoid confusion over different versions.

What stood out to me was how well SharePoint integrates with tools like Teams, OneDrive, and Power Automate. SharePoint integrations made communication seamless and workflows more efficient by automating repetitive tasks. At first, it felt like a lot to take in, but once I got the hang of it, I saw how flexible and adaptable it was. Whether I was working with a small team or coordinating across departments, SharePoint adjusted perfectly to what I needed, making it an essential part of my workflow. Let’s explore its features, integrations, benefits, and challenges in this SharePoint review to understand why it stands out in the world of collaboration and document management.

Table of Contents

What SharePoint Does Well

SharePoint is packed with features designed to improve how teams collaborate, communicate, and manage content. Based on my experience, I believe SharePoint truly excels in these areas.

  • Collaboration and Communication: SharePoint provides centralized spaces for teams to collaborate on projects. I was able to create team-specific sites where documents, updates, and progress tracking were all accessible in one location. Integration with Microsoft Teams made collaboration even easier, as files stored in SharePoint could be edited and discussed in real-time within the Teams interface. The News feature also enabled me to share updates and announcements effortlessly, ensuring everyone stayed informed.
  • Document Management: Effective document management is critical for any organization, and SharePoint stands out in this area. Version control was particularly helpful, allowing my team to revert to previous iterations of files when necessary. Metadata tagging and search functionalities significantly reduced the time spent searching for documents, which was invaluable during high-pressure projects. These tools ensured that SharePoint became our single source of truth for all files.

Key Features That Stand Out

SharePoint is packed with features, but a few of them have had a particularly significant impact on my workflows. These standout features helped me understand just how versatile and powerful SharePoint can be.

  • Customizable Sites: SharePoint’s customizable sites impressed me with their flexibility. I created team-specific portals that included calendars, document libraries, and task trackers. These sites became more than just file storage—they turned into collaboration hubs tailored to each team’s needs.
  • Workflows and Automation: With SharePoint’s integration with Power Automate, I automated several tasks like document approvals, notifications, and reminders. For example, when someone uploads a file to a specific folder, an automated notification alerts the relevant team members. This reduced manual effort and improved productivity.
  • Security and Permissions: Managing permissions was straightforward with SharePoint. I could control access to specific files, folders, or entire sites, ensuring sensitive information remained secure. Granular permission settings were particularly useful for handling projects that required confidentiality.

Integrations with Other Tools

SharePoint’s ability to integrate with other tools is one of its greatest strengths. These integrations make workflows smoother and more efficient. Here are the integrations I’ve found most impactful:

  • SharePoint and Microsoft Teams Integration: With a SharePoint and Microsoft Teams integration, files stored in SharePoint are directly accessible within Teams, enabling my team to share, edit, and collaborate on documents during discussions or meetings. Whether reviewing project updates or co-authoring reports, this integration ensures that workflows remain uninterrupted, and everyone stays on the same page with real-time access to shared content.
  • SharePoint and OneDrive Integration: A SharePoint and OneDrive integration has been a game-changer for ensuring uninterrupted workflows. By syncing SharePoint libraries with OneDrive, I can access critical files offline when traveling or working in areas with limited internet connectivity. Updates made to these files offline are automatically synced back to SharePoint once I reconnect, eliminating the risk of losing progress. This integration has been particularly useful for remote work and ensures that productivity doesn’t suffer regardless of location or connectivity.
  • SharePoint and Power BI Integration: A SharePoint and Power BI integration is invaluable for turning raw data into actionable insights. By connecting SharePoint lists and libraries to Power BI, I’ve created dashboards that visualize project progress, team performance, and key metrics. These dashboards provide real-time insights into data stored in SharePoint, making it easier for me to make informed, data-driven decisions. For instance, I can track project timelines and assess resource allocation with ease. This integration is particularly indispensable for managing complex projects and ensuring alignment with business objectives.
  • SharePoint and Outlook Integration: With a SharePoint and Outlook integration, scheduling and task coordination have become much simpler. By linking SharePoint calendars to Outlook, my team can view project timelines, schedules, and deadlines directly from their email client. This integration ensures that everyone stays organized and aligned with upcoming tasks and meetings. I’ve found it particularly useful for setting up meetings and tracking deadlines without needing to toggle between platforms. This connection has streamlined communication and planning, saving time and reducing errors.
  • SharePoint and Dynamics 365 Integration: A SharePoint and Dynamics 365 integration provides a seamless way to manage documents and customer data together. By linking Dynamics 365 to SharePoint, I was able to store and organize customer-related documents, such as proposals and contracts, directly in SharePoint while maintaining easy access through Dynamics 365. This integration reduces storage costs within Dynamics 365 and improves team efficiency by centralizing all customer files in a structured and secure SharePoint library. It’s been particularly useful for my sales and customer service teams, enabling them to access critical documents without switching platforms.

SharePoint as a Content Management System (CMS)

Microsoft SharePoint is often seen as a collaboration and document management tool, but it also functions effectively as a Content Management System (CMS). Its capabilities extend to managing and publishing content, making it a versatile solution for businesses that need to organize, store, and distribute information across teams or to external audiences.

  • Content Organization and Storage: Using document libraries and metadata tagging, I’ve been able to categorize and retrieve content efficiently. This has been particularly helpful for projects requiring consistent access to updated materials like marketing collateral, reports, or training documents.
  • Publishing Features: SharePoint supports content publishing, allowing users to create and manage pages for internal or external purposes. I’ve used this to set up intranet pages for sharing company news, policies, and announcements. With its drag-and-drop interface and customizable layouts, creating visually appealing and informative pages was straightforward, even for someone with limited design experience.
  • Version Control and Workflow Integration: One of the most valuable features for managing content is SharePoint’s version control system. It tracks changes made to documents and pages, enabling users to revert to previous versions if needed. Combined with workflow automation, this has been a game-changer for managing approvals. For instance, I’ve set up workflows that automatically notify editors and approvers when content is updated, streamlining the publishing process and ensuring quality control.
  • Search and Discovery: SharePoint’s advanced search capabilities make it easy to locate specific pieces of content, even in large repositories. Filters like metadata tags, document types, and modification dates help refine searches, saving time and reducing frustration. I’ve found this particularly useful when working on time-sensitive projects where quick access to the right information is critical.
  • Customizable User Experiences: SharePoint allows for the creation of personalized user experiences. I’ve used its customization tools to tailor content libraries and dashboards to different departments. For example, HR could access employee handbooks and training materials, while marketing teams had their own portal for campaign assets. This personalization enhances usability and ensures that teams only see content relevant to their needs.

Benefits of Using SharePoint

The benefits of SharePoint extend far beyond simple file storage. It’s a platform that has transformed the way I collaborate, manage content, and streamline workflows. Let me share the key benefits I’ve experienced.

  • Centralized Collaboration for Teams and Projects: SharePoint serves as a single hub where teams can access and update documents in real-time, keeping everyone aligned and reducing redundancies.
  • Seamless Integration with Microsoft 365 Tools: With native support for Teams, OneDrive, and Office apps, SharePoint fits seamlessly into workflows, allowing for smooth transitions between tools.
  • Robust Document Management Features: Features like version control, metadata tagging, and centralized libraries help streamline document organization, retrieval, and collaboration.
  • Highly Customizable and Scalable: Whether for small teams or large enterprises, SharePoint adapts to meet diverse needs with customizable sites and scalable architecture.
  • Advanced Workflows and Automation: Automating repetitive tasks with Power Automate saves time, reduces errors, and ensures consistency across workflows.
  • Accessibility from Anywhere: As a cloud-based platform, SharePoint enables users to access files and collaborate from any device, enhancing flexibility and responsiveness.
  • Comprehensive Search Tools: SharePoint’s advanced search capabilities allow users to quickly locate files, even in large libraries, improving productivity.

Where SharePoint Could Improve

While I’ve found SharePoint to be a powerful and versatile platform, it’s not without its challenges. Based on my experience, there are a few areas where I feel SharePoint could improve to make it even more user-friendly and efficient.

  • Complex Initial Setup: Setting up SharePoint for the first time was more complicated than I expected. Without a dedicated IT team, I had to spend quite a bit of time figuring out how to configure sites, permissions, and workflows. For someone new to the platform, this process can feel overwhelming. I think a more guided onboarding experience or a setup wizard could make it much easier for beginners like me to get started.
  • Mobile App Functionality: I often work on the go, so I was excited to try the SharePoint mobile app. However, I found it to be a bit limiting. While it’s great for accessing files and basic functions, it doesn’t support more advanced features like editing metadata or managing workflows. Expanding the app’s capabilities would make it far more useful for mobile users like me.
  • Steep Learning Curve: When I first started using SharePoint, the sheer number of features felt overwhelming. Even after some initial training, it took me a while to get comfortable with the platform’s advanced tools. I think simplifying the interface or offering more interactive tutorials could help new users adapt more quickly and confidently.
  • Limited Offline Functionality: Although OneDrive’s offline file access has been helpful, I’ve struggled with certain SharePoint features that aren’t available offline, such as custom workflows and dashboards. Since I occasionally work in areas with unreliable internet, having better offline functionality would make a big difference for me.

My Experience with SharePoint Pricing

Exploring SharePoint’s pricing options gave me a clear sense of its value for money. Here’s a breakdown of the plans I considered:

  • SharePoint Online Plan 1: Priced at $5 per user per month, this plan includes secure file sharing, real-time co-authoring, and basic content management.
  • SharePoint Online Plan 2: At $10 per user per month, this plan adds unlimited cloud storage, enhanced search capabilities, and compliance tools.
  • Microsoft 365 Business Standard: For $12.50 per user per month, this plan includes SharePoint, Office apps, Teams, and 1 TB of OneDrive storage, offering a comprehensive suite of tools.
  • Office 365 E3: Designed for enterprises, this plan costs $20 per user per month and includes advanced security, compliance features, and unlimited OneDrive storage.
  • Additional Storage: Extra SharePoint storage is available for approximately $0.20 per GB per month, providing flexibility for projects requiring extensive data storage.

Final Thoughts

After using SharePoint extensively, I can confidently say it’s a robust platform that excels in collaboration, document management, and workflow automation. Its integration with Microsoft 365 tools, advanced features, and scalability make it an excellent choice for businesses of all sizes.

However, its steep learning curve and reliance on technical expertise for advanced customization may pose challenges for new users or smaller teams. Despite these drawbacks, the benefits of SharePoint far outweigh its limitations for those willing to invest time in mastering the platform.

For me, SharePoint has been an indispensable part of my workflow, and I’d recommend starting with a basic plan or trial to explore its potential. With the right setup, it can become a cornerstone of your team’s productivity and collaboration.

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