Your company already uses Microsoft 365 products, so it would make sense to include SharePoint as your DMS, right?

But the truth is that SharePoint can do almost everything, which sometimes means it doesn't do any single thing particularly well. While your team already knows Word and Excel, SharePoint can feel like learning an entirely different language.

So, does SharePoint’s Swiss Army knife approach actually makes your team more productive or just gives you more complexity to manage?

Let’s find out in this Microsoft SharePoint review.

What Is Microsoft SharePoint?


 

Microsoft SharePoint is the enterprise content management platform built directly into the Microsoft 365 ecosystem.

It functions in two primary ways: first, as the back-end service that stores and secures content for other Microsoft apps, and second, as a user-facing platform for collaboration.

For example, SharePoint transparently handles file storage for Microsoft Teams and manages sharing permissions for Outlook. At the same time, your team can use it directly to build company intranet sites, create document libraries with version control, and design automated workflows.

This ecosystem-wide integration is SharePoint's defining feature, AKA, the source of both its power and its well-known complexity.

Today, most users have implemented SharePoint Online through their cloud subscription, but on-premise versions exist.

Microsoft SharePoint’s Features

SharePoint packs extensive ECM functionality into what Microsoft calls a unified platform, though this breadth can overwhelm users trying to accomplish straightforward tasks. Here’s a practical breakdown of its features.

Document Libraries and Content Management

SharePoint provides centralized and secure file storage through its Document Libraries. Beyond just folders, it uses version control to track every change to a file and metadata to categorize content by properties like client, project, or status.

In practice, this prevents accidental overwrites and allows you to find a contract by searching for the client’s name, not by guessing which folder it's in.

For instance, a marketing team can tag all campaign assets, making it possible to instantly find all "Approved" images for the "Q4 Launch." Streamlined document management, essentially.

The real-world catch, however, is that this system's effectiveness depends entirely on your team's discipline in applying those tags consistently.

Team Sites and Intranet Capabilities

SharePoint excels at creating Team Sites, which serve as customizable hubs for departments or projects.

These sites bundle together document libraries, shared calendars, task lists, and company news into a single, shared workspace. This creates a single “source of truth” for the team.

A project team, for example, could have a site with the project plan, all related files, and a calendar of key deadlines in one place.

However, to create a truly polished and custom site, you’ll need technical help from IT or a developer. The modern experience remains mobile-friendly, though.

Native Integration with Microsoft 365

 

This integration is SharePoint’s key differentiator.

It’s the foundational content layer for the entire Microsoft ecosystem. It often operates silently in the background of apps your team already uses. This creates a seamless document management workflow where you rarely have to consciously "go to SharePoint."

For example, you can co-author a PowerPoint with colleagues in real-time and discuss it in a Teams channel. SharePoint will manage the file storage and version history automatically.

Authentication is handled by Azure AD, providing a secure, single sign-on experience across all services.

Workflow Automation via Power Platform

SharePoint allows you to automate repetitive business processes by connecting to the Power Platform, primarily through Power Automate. This allows you to build "if-then" rules that trigger actions based on events, such as a file upload or a status change, to make sure that processes are followed consistently.

A real-world example is an expense report workflow: an employee uploads a receipt to a SharePoint library, which automatically notifies their manager for approval. Once approved, the file is moved to an "Archived" folder.

Similarly to team sites, your team can create basic workflows, but maintaining them or creating advanced automations is a skill distinct from simply using SharePoint. It requires a dedicated person or team.

Security and Compliance

 

For businesses with strict regulatory needs, SharePoint provides an enterprise-grade toolkit for security and compliance.

It uses granular, role-based permissions to define exactly who can view, edit documents or content, or share it. Features like Data Loss Prevention (DLP) also help block sensitive information (like credit card numbers) from being shared improperly.

This is necessary in order to meet standards like GDPR and HIPAA.

For example, an HR site can be locked down so only HR staff can access employee files.

The main challenge is that managing these detailed permissions across hundreds of users and multiple sites can become a complex and time-consuming administrative task.

Microsoft SharePoint Reviews: What Real Users Say

⭐⭐⭐⭐

G2 4.0/5 | Capterra 4.4/5

Users have a lot of praise for the platform, but there are concerns regarding usability challenges.

✅ Pros

Users consistently praise SharePoint's integration with the Microsoft ecosystem, which is the platform’s standout feature.

One administrator notes:

"Microsoft SharePoint provides a seamless and centralized way to manage, store, and collaborate on documents across departments. Its tight integration with Microsoft 365 makes file sharing, co-authoring, and version control extremely smooth."

The collaborative capabilities receive frequent positive mentions, too.

One user said:

"What I like best about Microsoft SharePoint is how it streamlines collaboration and document management. It makes it easy for teams to share files, track versions, and control access in one centralized place."

Real-time collaboration features earn particular praise.

"Multiple Users on the same document are able to make revisions at the same time. We are able to auto save the files, limiting the risk of losing entered data."

Users also appreciate the cloud storage benefits:

"We are able to store many more files as we use the Cloud rather than our Local Server. Also no longer need to have backup server at an off site location and have physical tapes to backup the data," echoed a user.

Finally, for research and academic environments, users highlight SharePoint's organizational capabilities:

"SharePoint is a valuable platform supporting my research support work... in organizing, managing, and sharing documents and data... It is a centralized hub where our team can store grant proposals, compliance documents, internal reports, and research performance data in a secure, cloud-based environment."

❌ Cons

The most consistent criticism centers on SharePoint's learning curve and interface complexity.

Users frequently mention:

"The initial setup and customization can feel overwhelming, especially for users who are not familiar with SharePoint architecture. Site navigation and UI can be confusing at times."

The interface shares similar issues. According to many users, it’s unintuitive.

One user gave a specific example, noting

"One of the challenges with SharePoint is that it can feel overwhelming for new users. The interface isn't always intuitive, especially when it comes to configuring permissions and customizing sites."

Sometimes, according to long-time users, Microsoft makes changes that are deemed to be improvements but are, in reality, sources of extra frustration.

Several users noted that:

"Sometimes changes are made that are deemed to be improvements but there was nothing wrong with the old way and the new way over complicates things."

Mobile experience and authentication issues appear in multiple reviews, too.

"There is frequent authentication, some other method should apply to authenticate. Very heavy application when running in mobile,” said one user.

Finally, permission management complexity frustrates administrators and basic usability limitations persist. Several users share the following two points:

"Managing permissions across multiple libraries and collaborators can also be tricky, and while the search functionality is powerful, it can be inconsistent if content isn't well-tagged or organized.”

"The limit in naming conventions that are not long enough, making it difficult to have the necessary name for the files."

 

Additionally, while writing this review, we came across one major issue.

All product information is quite dated. Some visuals, reviews, and product pages haven’t been updated in at least 10 years.

While this may not present an issue for some, DMS are constantly evolving and adding new features, so the lack of updates can be a little frightening.

Microsoft SharePoint vs. Dokmee: ECM Platform Comparison

Both SharePoint and Dokmee are comprehensive ECM platforms, but their philosophy is different: SharePoint offers maximum Microsoft integration with corresponding complexity, while Dokmee delivers modern ECM with streamlined implementation and an intuitive user experience.

Feature	Microsoft SharePoint	Dokmee
Platform Type	Microsoft-integrated ECM	Modern enterprise ECM
Platform Integration	Excels in Microsoft-native workflows and practical business app integrations	Supports broader business system integrations across ERP, CRM, and compliance platforms; includes Microsoft 365 integration
Deployment Options	Cloud (M365), On-Prem, Hybrid	Cloud, On-Prem, Hybrid
AI-Powered Search	Comprehensive Microsoft Graph search	Advanced AI-powered document discovery
Workflow Automation	Yes (via Power Automate)	Built-in visual workflow builder
User Interface	Varies by customization	Modern, intuitive design
Learning Curve	Steep, requires training	Minimal, intuitive adoption
Mobile Experience	Full-featured but heavy	Streamlined native mobile apps
Pricing Model	Microsoft 365 subscription	Transparent, quote-based, competitive pricing
Setup Complexity	Often requires extensive configuration	Quick deployment
Permission Management	Complex, granular	Granular, simple, effective
Best For	Microsoft-centric organizations	All business types seeking modern ECM

How to Choose Between Microsoft-Integrated and Modern ECM

Whether you choose between SharePoint and modern ECM alternatives like Dokmee depends on your organizational priorities and technology strategy.

When to Choose SharePoint

SharePoint is the right choice when your organization is invested in Microsoft 365 and your team regularly uses Teams, Word, Excel, and other Microsoft applications for daily work.

The integration benefits justify the learning curve when collaboration happens primarily within the Microsoft ecosystem. For example:

• Large enterprises with dedicated IT resources can use SharePoint's extensive customization capabilities to create sophisticated intranet portals and automated business processes.
• Organizations with complex permission requirements and regulatory compliance needs benefit from SharePoint's enterprise-grade security features integrated with Azure Active Directory.

If your team already has SharePoint expertise or Microsoft-certified administrators, the platform's complexity becomes more manageable, which allows you to unlock its advanced ECM capabilities effectively.

When to Choose a Modern ECM Platform

However, modern ECM platforms like Dokmee excel for organizations that prioritize user adoption and want comprehensive content management that works intuitively from day one. For example:

• Teams that need immediate productivity without extensive training benefit from modern interfaces and streamlined workflows.
• Organizations seeking transparent pricing and predictable costs avoid Microsoft’s licensing models and per-user subscription requirements that can escalate quickly as they scale.
• Small to mid-sized businesses that want enterprise-grade ECM features without enterprise-level demands and prioritize productivity gains and intuitive user experiences.

If your ECM needs focus on document-centric and process-centric workflows rather than comprehensive Microsoft integration, modern ECM platforms, such as Dokmee, provide complete functionality without Microsoft ecosystem overhead and support Microsoft 365 integration.

The Final Verdict: Is Microsoft SharePoint Worth It?

Deciding on SharePoint comes down to one question: does your organization prioritize deep Microsoft integration above all else?

If your team lives in Teams, Outlook, and Office, its seamless collaboration capabilities can justify the steep learning curve. The platform's real-world cost, however, is often higher than the advertised $5 entry point. Business plans start at $12.50/mo (with Teams). If you add Copilot, the price per user per month climbs to $30.

The fundamental trade-off with SharePoint is its complexity. Its "Swiss Army knife" design is powerful but often makes simple tasks like navigation and permission management a challenge for everyday users.

If your goal is enterprise power without the user friction, modern ECM alternatives, like Dokmee, deliver comparable functionality with a much more intuitive approach. They also support Microsoft 365 integration and SharePoint itself, so you’re never missing out.

Dokmee is the modern ECM approach: comprehensive document-centric and process-centric capabilities delivered through interfaces that teams can use productively from day one, without requiring Microsoft ecosystem expertise.

Your team already has enough to learn. Why add unnecessary complexity when modern ECM can accelerate your work instead of complicating it?

Try Dokmee ECM now!

Frequently Asked Questions

How much does Microsoft SharePoint cost?

SharePoint pricing starts at $5 per user per month as part of Microsoft 365 Basic plans, but most organizations need the Microsoft 365 Business Standard ($12.50/user/month) plan for meaningful SharePoint functionality, plus potential costs for Power Platform workflows.

Is SharePoint included with Microsoft 365?

Yes, SharePoint Online is included with most Microsoft 365 business plans, though feature availability varies by subscription tier. Basic plans provide limited SharePoint functionality, while advanced ECM features require higher-tier subscriptions.

What's the difference between SharePoint and OneDrive?

OneDrive is designed for personal file storage and sharing, while SharePoint serves as a comprehensive ECM platform with sites, workflows, and advanced content management. OneDrive files are actually stored in SharePoint but with simplified, individual-focused interfaces.

Is SharePoint difficult to learn?

Users consistently report that SharePoint has a steep learning curve, particularly for site customization and permission management. While basic document sharing is straightforward, using SharePoint's advanced ECM capabilities typically requires dedicated training and ongoing administrative support.