Choosing the right collaboration tool is not as easy as it sounds. With so many choices on the market, it’s time-consuming and difficult to make an informed decision: free tools vs. paid tools, rich features vs. specialized tools.

One of the most popular collaboration tools on the market is Microsoft SharePoint. In case you have to decide between other data management and collaboration solutions and SharePoint DMS, this article is for you. Every tool has its pros and cons and depending on your needs, one of them might be a better fit for you.

Being a SharePoint development company, we are going to give you an overview of Microsoft SharePoint with its pros and cons to make it easier for you to choose the best online data management and collaboration platform.

Microsoft SharePoint Online

SharePoint Online was originally a browser-based collaboration and document management system from Microsoft. The content management feature allows companies to securely store, share and collaborate on documents or page content. This award-winning Microsoft product helps millions of businesses become more productive every day.

The Microsoft group is much larger than Atlassian. Founded in 1975 by Bill Gates and Paul Allen, the company had sales of $161 billion in 2021.

SharePoint is a popular data management solution

SharePoint is one of the most popular solutions for creating intranet portals. Over the past few decades, it has helped many organizations of all sizes to implement their intranet. It is particularly characterized by its extensive customization options.

The solution supports you in storing, using and updating digital information within your company. You can quickly create team sites, exchange data and collaborate with other users. Virtually any type of document and content can be stored with the built-in SharePoint lists and libraries.

We, Al Rafay Consulting have been providing SharePoint development solutions for a number of years now and have vast experience in managing this online platform to get the best out of its amazing features. That is why we are in a good position to guide you on the advantages and disadvantages of SharePoint online.

Here are some of the pros and cons that will help you to make your decision for shifting to Microsoft SharePoint for better and more secure online data management.

Advantages of SharePoint

  • Supports almost all file types
  • It offers Data Loss Prevention (DLP): You can leverage advanced DLP capabilities to identify, monitor, and protect sensitive information.
  • External release: You can securely share files and content with people – inside and outside your company.
  • Content management: SharePoint has a very organized way of content management with libraries and metadata lists.
  • SharePoint Online has sufficient disk space (1 TB and more).
  • In-Place Hold: With In-Place Hold, you can programmatically prevent content from being deleted or edited.
  • An enhanced data residency solution: SharePoint Online provides you with the ability to deploy and store data in the locations of your choice. This will make you able to meet data residency requirements and provide a basis for communication and sharing this data with your employees around the world.

Disadvantages of SharePoint

  • It is a little more complex than some of the other data management tools available in the market. it is due to its more unique features for you to make more out of your time to increase your work productivity. Therefore you have to learn it first or you can hire a SharePoint development company to get the maximum output out of this amazing online data management tool.
  • With SharePoint Online, you also get the Microsoft 365 Apps (formerly Office ProPlus) integration which costs you some money but it is totally worth it. Because SharePoint has so many components, learning and training are difficult so We advise you to take some expert opinion from a SharePoint development company.
  • SharePoint Online’s wiki capabilities aren’t particularly good.


Quality comes at a price and besides every application has its advantages and disadvantages. The key questions are: Which one is right for your business needs? What kind of problems do you hope to solve by introducing one of these programs? What’s your budget?

At Al Rafay Consulting, we have extensive experience with Microsoft 365 and SharePoint Online. So don’t waste time and contact us so we can review your business needs more closely. If you have already introduced SharePoint Online as part of the Microsoft 365 suite, we are happy to assist you with training and support.