Microsoft SharePoint Review: Pros, Cons, Features, and Pricing
Microsoft SharePoint is a document management system that helps teams organize, store, and share documents. It best serves large enterprises and departments such as IT, HR, and marketing, for which collaboration and content management are essential. SharePoint integrates with Microsoft 365 to improve productivity and teamwork.
SharePoint facilitates document sharing, version control, and collaboration for various types of teams. In this article, I'll cover Microsoft SharePoint's features, pros and cons, use cases, and pricing so you can decide if it addresses your most important needs.
Microsoft SharePoint Evaluation Summary
- From $5.00/user/month (billed annually)
- 30-day free trial available
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We’ve been testing and reviewing project management software since 2012. As project managers ourselves, we know how critical and difficult it is to make the right decision when selecting software.
We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different project management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our software review methodology.
Microsoft SharePoint Overview
In my opinion, Microsoft SharePoint is a solid choice for teams seeking integration with Microsoft 365. It stands out in environments in which document collaboration is key, such as IT and HR. Although SharePoint's interface can seem complex for newcomers and onboarding might require some effort, the extensive support resources available are helpful. Compared to other systems, SharePoint offers decent value, especially if your business is already embedded in the Microsoft ecosystem. It's best for large enterprises or departments that value collaboration and access to a suite of Microsoft tools.
pros
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You can easily collaborate on documents with your team in real time.
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It offers customizable workflows to suit your team's processes.
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Your data is secure with efficient access control features.
cons
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Your team might find the interface a bit complex at first.
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It takes time to fully understand and use all of the system’s features.
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You may need additional training to maximize SharePoint’s potential.
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Our Review Methodology
How We Test & Score Tools
We’ve spent years building, refining, and improving our software testing and scoring system. The rubric is designed to capture the nuances of software selection and what makes a tool effective, focusing on critical aspects of the decision-making process.
Below, you can see exactly how our testing and scoring works across seven criteria. It allows us to provide an unbiased evaluation of the software based on core functionality, standout features, ease of use, onboarding, customer support, integrations, customer reviews, and value for money.
Core Functionality (25% of final scoring)
The starting point of our evaluation is always the core functionality of the tool. Does it have the basic features and functions that a user would expect to see? Are any of those core features locked to higher-tiered pricing plans? At its core, we expect a tool to stand up against the baseline capabilities of its competitors.
Standout Features (25% of final scoring)
Next, we evaluate uncommon standout features that go above and beyond the core functionality typically found in tools of its kind. A high score reflects specialized or unique features that make the product faster, more efficient, or offer additional value to the user.
We also evaluate how easy it is to integrate with other tools typically found in the tech stack to expand the functionality and utility of the software. Tools offering plentiful native integrations, 3rd party connections, and API access to build custom integrations score best.
Ease of Use (10% of final scoring)
We consider how quick and easy it is to execute the tasks defined in the core functionality using the tool. High scoring software is well designed, intuitive to use, offers mobile apps, provides templates, and makes relatively complex tasks seem simple.
Onboarding (10% of final scoring)
We know how important rapid team adoption is for a new platform, so we evaluate how easy it is to learn and use a tool with minimal training. We evaluate how quickly a team member can get set up and start using the tool with no experience. High scoring solutions indicate little or no support is required.
Customer Support (10% of final scoring)
We review how quick and easy it is to get unstuck and find help by phone, live chat, or knowledge base. Tools and companies that provide real-time support score best, while chatbots score worst.
Customer Reviews (10% of final scoring)
Beyond our own testing and evaluation, we consider the net promoter score from current and past customers. We review their likelihood, given the option, to choose the tool again for the core functionality. A high scoring software reflects a high net promoter score from current or past customers.
Value for Money (10% of final scoring)
Lastly, in consideration of all the other criteria, we review the average price of entry level plans against the core features and consider the value of the other evaluation criteria. Software that delivers more, for less, will score higher.
Core Features
Document Libraries: These allow your team to store and organize documents in a centralized location and manage permissions and access controls for security.
Version Control: This feature tracks changes, letting you revert to previous versions if needed. It ensures your team collaborates on the latest document version.
Metadata Management: You can tag documents with metadata to facilitate search and organization. It helps your team quickly locate specific files.
Access Controls: With SharePoint, you can control who sees and edits documents to ensure security and protect sensitive information.
Workflow Automation: The system lets your team automate routine tasks and approvals to save time so they can focus on more important work.
Search Functionality: SharePoint's powerful search lets you find documents and retrieve information quickly by indexing content.
Ease of Use
Microsoft SharePoint can be challenging to navigate if you're new to it. The interface is complex, and it might take some time to become comfortable using it. However, once you get the hang of it, the customizable features and workflows can significantly improve your and your team’s productivity. The somewhat steep learning curve pays off if you’re seeking a powerful document management and collaboration system with extensive capabilities.
Integrations
Microsoft SharePoint integrates with Microsoft Teams, Outlook, Power BI, OneDrive, Yammer, Planner, Microsoft 365, Dynamics 365, Excel, and Word. SharePoint also has an API and connects with third-party integration tools.
Microsoft SharePoint Specs
- 2-Factor Authentication
- API
- Approval Workflows
- Audit Trail
- Batch Permissions & Access
- Chat
- Dashboard
- Data Export
- Data Import
- Document Comparison
- Document Sharing
- Electronic Signature
- Email Integration
- External Integrations
- File Sharing
- File Transfer
- Google Apps Integration
- History/Version Control
- Metadata Management
- Multi-User
- NDA Management
- Notifications
- Password & Access Management
- Project Management
- Template Designer
