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- Brahim Jaouane
- February 24, 2025
12 Best Alternatives to Microsoft SharePoint in 2025
In the past, developers had no option but to save documents on a central server and create folders that could be accessed on a permission basis. However, as Microsoft SharePoint became the norm in a lot of organizations, such systems became obsolete. Now, technology is such that it is quite simple to set up centralized systems that are also easy to access.
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A perennial industry player, Microsoft SharePoint offers the most comprehensive collaboration and content management features for enterprises. While SharePoint has various capabilities, it may not be appropriate for every organization. Some organizations may require a simpler, easier, and less expensive solution, or one that is customized more closely to their needs.
This article presents the 12 best SharePoint alternatives with their unique offers and features that have their merits and demerits.
Now that various alternatives have entered the market, the number of available alternatives to SharePoint can be extremely staggering. But with careful consideration, many of these alternatives prove to be more cost-effective, flexible, and better suited for specific business needs. It’s a good idea to explore these options before committing to a large-scale, expensive solution.
While SharePoint offers capabilities like content management, enterprise search, and business process automation, it’s important to recognize that many organizations don’t require such a broad and complex set of tools. Adopting eXo Platform, for instance, will spare the companies the risks and expenses which come with the excessive reliance on a platform that has lost relevance to their needs and objectives.
This change also follows from the acceptance of why some of the business cases used to justify the purchase of SharePoint do not exist anymore. Exploring more agile and affordable alternatives is the key to ensuring that your business stays nimble and cost-efficient in an ever-evolving digital landscape.
Overview of SharePoint
Microsoft SharePoint is very popular as a content and information management platform, which not only allows managing documents but also other information such as web pages and project management data. SharePoint is built on top of Windows SharePoint Services and hence, organizations need this service to be able to use the features of SharePoint. There are three main versions of the product:
- Windows SharePoint Services– the free version available for client access,
- SharePoint Portal Server– this is a server based document management and collaboration system; and
- SharePoint Server– this is offered as an advanced edition of Microsoft office SharePoint server 2007 enterprise edition with more features.
Given its overall features for document management and collaboration SharePoint is also preferred by many organizations, though it is not a solution that fits all companies. For some businesses, SharePoint may be perceived as a costly service while for others, the functionalities may be more than necessary. For such organizations, it may be helpful to look for other options that may be a better fit since there are a lot of options available that can be equally sophisticated or better.
In this article, we’ll explore 12 top alternatives to Microsoft SharePoint, starting with eXo Platform. We’ll provide a detailed breakdown of each platform’s key features, pros, and cons, along with screenshots to help stakeholders make an informed decision on the best solution for their needs.
Before purchasing a license and teaching employees how to use SharePoint, it is important to know its primary benefits first. SharePoint has numerous tools: templates for building intranet, extranet, and internet sites, document libraries, workflow support, and e-commerce search. It allows for modification even after coupling with the current systems in use, enhancing user efficiency and the secure sharing of restricted materials. SharePoint enables the storage of business information and the simple retrieval of reporting systems due to its use with SQL Server.
In the end, SharePoint helps manage the traffic of emails and redundant information. Still it serves the role of a high class managerial reporting system. Quite the reverse, the difficulties and expenses for using SharePoint would probably make the companies consider other options providing the same benefits but with greater ease and lower cost.
Key Features of SharePoint
SharePoint is a versatile platform that helps organizations collaborate, manage content, and communicate more effectively. Here’s a closer look at its standout features that make it a top choice for businesses:
- Document & Content Management
- Centralized storage, real-time co-authoring, version control.
- Organize with tags, folders, metadata; powerful search and records management.
- Customizable Team Sites & Intranet
- Create branded team/project sites.
- Share news, announcements, and resources via a modern intranet.
- Automation & Workflow
- Automate approvals, notifications, and updates with built-in tools and Power Automate.
- Integration & Collaboration
- Seamless with Office 365 tools (Word, Excel, Teams, Power BI).
- Custom lists, document libraries, and personalized portals.
- Accessibility & Flexibility
- Mobile-friendly with on-the-go access.
- Cloud or on-premises deployment; scalable for all business sizes.
- Security & Compliance
- Detailed permissions, encryption, and built-in compliance features.
- Analytics & Insights
- Dashboards and Power BI integration for tracking and reporting.
Cons of SharePoint
SharePoint is a widely used platform for collaboration, content management, and enterprise communication. While it offers many benefits, there are also some challenges to consider. Here’s a breakdown of its pros and cons:
- Steep Learning Curve
- SharePoint’s complexity can make it challenging for users and administrators to get started without proper training.
- Customization Requires Expertise
- Advanced customizations often require coding knowledge or help from experienced developers.
- Costs Can Add Up
- While SharePoint Online is part of Microsoft 365, custom implementations, integrations, and on-premises solutions can be expensive.
- Performance Issues for Large Deployments
- Without proper optimization, large-scale deployments may face performance bottlenecks.
- Limited for Non-Microsoft Users
- Best suited for organizations already using Microsoft 365. Integrating with non-Microsoft tools can be less straightforward.
- Overwhelming Features
- The vast array of features can feel overwhelming, especially for smaller organizations or those with simpler needs.
- Mobile Experience Limitations
- While mobile access is available, some features are better suited for desktop use.
- Frequent Updates
- Regular updates to SharePoint Online can cause disruptions or compatibility issues with custom solutions.
SharePoint is a powerful platform with extensive capabilities, but its effectiveness depends on how well it aligns with your organization’s needs and technical expertise. It’s an excellent choice for businesses deeply integrated into the Microsoft ecosystem, but it requires thoughtful planning and management to unlock its full potential.
Top 12 Alternatives to Microsoft SharePoint:
eXo Platform is an open source digital workplace solution that promotes communication, collaboration, and knowledge sharing. Its focus on social collaboration and flexibility makes it one of the best alternatives to Microsoft SharePoint, especially for organizations looking to create more engaging workspaces.
One well-rounded option that is considered as a great alternative to Microsoft SharePoint, eXo Platform takes the centre stage thanks to its wide range of collaboration tools and an easy-to-use interface. It is built to deliver a unified experience for large organizations aiming to improve team collaboration, knowledge sharing and social networking throughout their enterprises.
eXo Platform stands out as a comprehensive collaboration solution designed to enhance team productivity and engagement Key features of eXo Platform include a robust set of collaboration tools such as document management team workspaces forums and wikis Moreover it integrates seamlessly with other enterprise systems like ERPs CRMs and HR software making it easier to adopt without disrupting existing workflows eXo Platform also offers a user-friendly interface with customizable dashboards and advanced search capabilities which significantly improve user experience
Key Features:
- Exceptional social features:
- Includes activity streams, forums, wikis, and gamification.
- Enhances communication, engagement, and knowledge sharing.
- Strong intranet and CMS capabilities
- Rich content, articles, pages or websites creation
- A WYSIWYG editor
- Robust document management:
- Offers version control, access permissions, and workflow automation.
- Wide range of collaboration tools:
- Caters to diverse business needs.
- Seamlessly integrates with enterprise systems (e.g., ERP, CRM, HR software).
- User-friendly and customizable interface:
- Customizable dashboards and layout configurations.
- Simplifies user adoption and transition from other systems.
- Highly flexible and open-source:
- Allows deep customization including branding.
- Scalable for small businesses and large enterprises.
- Compatible with hundreds of third-party applications and services.
Pros:
eXo Platform stands out for its rich feature set, user-friendly interface, and customizable design, making it suitable for enterprise-level use. Its open-source nature supports flexibility and integration with other systems. While powerful, it may require onboarding for new users, and some advanced features are only available in the paid enterprise edition. Key strengths include strong collaboration tools, social features, and customizable dashboards that enhance user engagement and workflow efficiency
- Open-Source Flexibility: eXo Platform is highly customizable to meet specific business needs and is cost-effective, making it an attractive alternative for organizations of all sizes.
- Social Collaboration Features: With activity streams, forums, and wikis, the platform fosters vibrant team interactions, promoting engagement and productivity.
- Document Management: eXo offers excellent document management features, including file sharing, version control, and collaborative editing.
- User-Friendly Interface: Its intuitive design and customizable dashboards make it easy for users to manage and interact with their workspace.
- Mobile Access: Full functionality across devices ensures that employees can stay connected on the go.
Cons:
Despite its numerous advantages eXo Platform may present a steep learning curve for new users who are not accustomed to such an extensive suite of features Additionally while the platform is highly customizable the initial setup and configuration might require significant time and technical expertise compared to other alternatives.
- Initial Setup: The configuration and setup process might require more time and technical expertise compared to other alternatives, especially for smaller organizations.
- Fewer Third-Party Integrations: While eXo integrates with many enterprise systems, it may have fewer third-party integrations than SharePoint.
- Limited Compliance Features: Larger enterprises with complex governance and compliance requirements may find eXo lacking in these areas compared to SharePoint.
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2. Google Workspace
With Google Workspace (formerly G Suite) rising to power in the world of collaboration tools. Google Workspace is a suite of online productivity tools, and it allows businesses to manage large data securely using Google cloud services.
Google Workspace offers a suite of cloud-based collaboration tools, including Google Docs, Sheets, and Drive. It’s an excellent choice for businesses that need cloud-based collaboration without the complexity of SharePoint.
Key Features
Google Workspace is a bundle of productivity tools for cloud services and applicationsincluding all the popular Google apps and products. A robust solution for cloud storage and file sharing with Google Drive The ability to collaborate on a document in real-time is the standout feature of Google Docs, Sheets, and Slides. Google Meet and Google Chat allow for easy chat communication, or messaging in addition to virtual meetings that will also seamlessly integrate with the other apps.
With its AI-powered functions like Smart Compose and Smart Reply in Gmail etc., Google Workspace stands out for having better automation features which help to save time, as well increases the efficiency of communication. It also includes strong security protocols, such that user identity and data are protected in accordance with industry standards.
With this, Google Workspace is scalable in nature. The flexible pricing plans are perfect for anything, whether it be a freelancer or the largest corporation. Its compatibility with many third-party apps also increases the flexibility.
- Cloud-Based Collaboration: Work on documents in real time.
- Seamless Integration: Fully integrates with Gmail, Calendar, and other Google apps.
- File Sharing and Storage: Google Drive offers a straightforward file-sharing experience.
Pros:
- Familiarity & Usability: Employees are likely already familiar with Google tools, making adoption and usability straightforward.
- Real-Time Collaboration: Excellent for teams needing to work simultaneously on shared documents, spreadsheets, or presentations.
- Clean, Unified Interface: Google Workspace offers a clean UI that allows users to switch between apps easily without getting lost in multiple screens.
- AI Integration: Built-in AI features enhance productivity, automation, and user engagement across the platform.
- Accessibility: Cloud-based and accessible from any device, supporting flexible work environments.
Cons:
- Requires Strong Internet Connection: As a cloud-first platform, its performance relies heavily on a stable internet connection.
- Generalized Functionality: While flexible, it may lack the deep, specialized features that some industry-specific or enterprise platforms provide.
- Limited Workflow Automation: Compared to platforms like SharePoint, Google Workspace has more basic automation capabilities.
- Basic Document Management: Enterprise-level document control and structuring are limited compared to more robust platforms like SharePoint.
3. Slack
Slack, primarily known for its team communication features, has expanded its capabilities to include file sharing, project collaboration, and integrations with third-party tools. While it lacks SharePoint’s document management depth, it excels in fostering communication.
Key Features
- Channels for Teams: Keep conversations organized by project or team.
- Real-Time Messaging and File Sharing: Seamless communication across teams.
- Integrations: Connects with tools like Google Drive, Zoom, and Trello.
Pros:
- Intuitive and easy to set up.
- Excellent for real-time communication and collaboration.
- Extensive app integrations.
Cons:
- Not as robust in document management as SharePoint.
- Can become overwhelming with too many channels.
4. Alfresco
Alfresco is a robust enterprise content management (ECM) platform that serves as a strong alternative to SharePoint, particularly for organizations needing advanced document management, workflow automation, and compliance features. Unlike Trello (which focuses on task management), Alfresco directly competes with SharePoint in file handling, collaboration, and governance.
Key Features
- Enterprise Document Management – Secure storage, version control, and metadata tagging.
- Workflow Automation – Customizable rules for approvals, reviews, and retention policies.
- Hybrid & Cloud Support – Deploy on-premises, in the cloud, or hybrid environments.
- Open-Source Flexibility – Alfresco Community Edition offers customization for developers.
- Compliance & Security – GDPR, HIPAA, and records management support.
Pros:
- Stronger document control than SharePoint in some use cases (e.g., regulated industries).
- Open-source core reduces vendor lock-in and costs for self-hosted setups.
- Scalable for large enterprises with complex governance needs.
Cons:
- Steeper learning curve compared to SharePoint’s user-friendly interface.
- Limited out-of-the-box integrations with Microsoft 365 (though APIs are available).
- Community Edition lacks support—enterprise plans required for critical deployments.
5. Confluence
Confluence, part of the Atlassian suite, is a knowledge management and collaboration tool primarily focused on documentation and project collaboration. It’s well-suited for teams already using Jira for project management.
Key Features
- Document Collaboration: Teams can create, edit, and share documents in a wiki-like format.
- Integration with Jira: Ideal for software teams using Jira for project tracking.
- Real-Time Editing: Collaborate on documents with multiple users.
Pros:
- Great for knowledge management and documentation.
- Strong integration with Jira.
- Simple and intuitive interface.
Cons:
- Limited document versioning and management.
- Not as feature-rich as SharePoint for enterprise needs.
6. Zoho Docs
Zoho Docs is another robust solution to Microsoft SharePoint and offers an inclusive set of office applications for businesses to enhance productivity, as well as collaboration.
Zoho Workplace is a suite of cloud-based tools designed for communication, collaboration, and productivity. It’s a great alternative for smaller businesses that need a simpler, more affordable option compared to SharePoint.
Key Features
Zoho Docs features an ample number of tools necessary to process for document management and team collaboration. Zoho Writer; Zoho Sheet; and Zoho Show enable teams to work on word processing, spreadsheeting, and presentation creation respectively in real-time. It also consists of Zoho WorkDrive which helps any teams to store and share documents on a centralized location.
One interesting thing is the in-built document management system with versioning, access control & workflow. These assets are necessary, to maintain a document integrity and collaboration enhancement. Moreover, Zoho Docs seamlessly integrates with other Zoho apps and many third-party solutions for added functionality.
Security is also a focus, with two factor authentication and advanced admin controls available on the platform. Other key selling points of the platform include customization options and user experience features that allow organizations to tailor the software as necessary for maximum adoption.
- Zoho Mail and Cliq: Built-in email and messaging for seamless communication.
- Document Management: Real-time editing and collaboration on documents.
- Cloud-Based Storage: Store and access files from anywhere.
Pros
- Affordable & Comprehensive: Offers a strong feature set at a competitive price—ideal for small businesses and startups.
- Organized User Interface: Provides a neat, well-structured interface that makes document management simple and accessible.
- Ecosystem Integration: Integrates well within the broader Zoho suite, benefiting users already in the Zoho ecosystem.
- Mobile-Friendly: Includes mobile apps for all tools, supporting productivity on the go.
Cons:
- Steeper Learning Curve: Compared to more intuitive platforms like Google Workspace, it can be harder to learn, especially for new users.
- Feature Overload for Beginners: The wide range of features may be overwhelming at first.
- Limited for Specialized Use Cases: May not fully support niche document workflow needs found in more dedicated enterprise solutions.
- Basic Customization: Lacks the depth of customization and enterprise-grade features found in platforms like SharePoint.
7. Box: Secure Collaboration in the Cloud
Serving as a secure cloud storage and collaboration app, Box is one of the best alternatives to Microsoft SharePoint for businesses keen on security.
Key Features
There are a lot of features for robust cloud storage solutions and advanced collaboration with Box. Secure file storage, management and sharing by organizations. Enhanced team productivity via file comments and task assignments Documents created in Box can be shared instantly, while annotations may also be uploaded. It is also compatible with major apps such as Microsoft Office 365 and Google Workspace.
The common feature present in all Box subscriptions is security. The platform integrates industry-grade security principles like encryption, advanced threat detection, and data loss prevention. Compliance support is detailed to see all organizations comply with industry standards and regulations.
BoxWorks New Automations Within Box Are you ready to make endless workflow possibilities a reality at your fingertips? Why we use it: The workflows are customizable and the services offers integrations with business applications like Salesforce, Slack.
Pros and Cons
Box — one of the biggest benefits to using Box is that it has a secure and compliant platform, so if you are in an industry dealing with very sensitive information then this would be great for meeting compliance needs. Their collaboration features are strong allowing for better synergy on your team. Its compatibility with multiple apps also boosts its overall productivity.
But Box, although user friendly and quite useful could also be more expensive than other options available on the market; this can discourage a few SME with lower budgets. And some may I have an existing support structure around setup and customization.
Box has been built with security and collaboration in mind, all while providing a friendly user interface to access your files. The uncluttered design means that users can seamlessly access files and collaborative through additional layers of complexity, enhancing overall user experience.
8. Monday.com: A Work Operating System
Monday. Minorea — Touting itself as a “Work Operating System (WOS), airtable,com provides all of the project management and team collaboration tools that you would expect making it one of SharePoints top contenders.
Key Features
Monday. As a visual and customizable way to manage projects / collaborate, Favro. The board-based system of the platform keeps a good on their tasks, progress and deadlines. It can automate mundane work, such as notifications and tasks in a workflow.
It has an easy-to-use user interface, drag-and-drop elements and flexible templates suitable for different types of projects. Monday. Flowingly. com is an all-in-one business process management solution integrable with multiple tools like Slack, Trello, Zoom to ensure data continuity from one application to anotherenddatejunctiontoBeDefinedendTime
File sharing, commenting, tagging and collaboration features help communication. There are also built-in reporting and analytics tools offering you insight into project performance and the efficiency of your team.
Pros and Cons
Monday. ProWorkflow’s looks and usability plays into these results quite heavily, especially if an easy-to-use project management solution is what your team requires. Its customization capabilities, along with integrations, make it flexible enough to serve a variety of business needs.
However, Monday. For companies that just need a basic document management service, Egnyte or IDrive for Business may be overkill. Although feature-rich, the tool can also be daunting for users not well versed with project management techniques. The cost also becomes exorbitant when considering extra features and integrations, which might invalidate it as a real solution for small teams.
Lets start with the colorful and easy to use interface of Monday. GallanCliq is also a good mention and it features board, which provides an easy-to-understand view of projects and tasks. The visualizations tools enable teams to get work done faster and better.
9. Basecamp
Basecamp offers an all-in-one solution for project management and team communication. Its simplicity makes it appealing for smaller teams that don’t need the heavy features of SharePoint.
Key Features
- To-Do Lists and Message Boards: Organize tasks and communicate with teams.
- Document and File Sharing: Simple file-sharing capabilities for team collaboration.
- Client Access: Easily collaborate with external stakeholders.
Pros
- User-friendly and intuitive interface.
- Flat pricing with no per-user fees.
- Great for small teams and client collaboration.
Cons
- Lacks advanced document management features.
- Limited customization and scalability for larger enterprises.
10. ClickUp
ClickUp is a highly customizable project management tool that offers more than just task tracking. It’s ideal for businesses looking to centralize workflows, document collaboration, and project management in one platform.
Key Features
- Task Management: Create custom workflows with multiple views (Kanban, list, timeline).
- Document Collaboration: Store, edit, and collaborate on documents directly within the platform.
- Automations: Automate repetitive tasks and streamline workflows.
Pros
- All-in-one platform for tasks, documents, and projects.
- Highly customizable to suit different team needs.
- Offers a free version with extensive features.
Cons
- Can be overwhelming for new users due to its feature set.
- Some advanced features require higher-tier paid plans.
11. Flock
Flock is a team messaging and collaboration platform designed for small to medium-sized teams. It offers real-time communication, file sharing, and integrations, making it a budget-friendly alternative to SharePoint.
Key Features
- Team Messaging: Real-time chat and channels for project communication.
- File Sharing: Share documents and collaborate in channels.
- App Integrations: Connect with tools like Google Drive, Trello, and more.
Pros
- Easy to use with a clean interface.
- Affordable for small teams.
- Built-in tools for communication and task management.
Cons
- Lacks advanced document management features.
- Not scalable for larger enterprises.
12. Notion
Notion is an all-in-one workspace that combines notes, tasks, and databases into a single platform. It’s popular among startups and smaller teams for its flexibility and ease of use, offering a different approach compared to SharePoint’s structure.
Key Features
- Flexible Workspaces: Create notes, databases, and tasks in a customizable workspace.
- Document Collaboration: Real-time collaboration with team members.
- Knowledge Management: Organize documents and data in a structured format.
Pros
- Highly flexible and customizable.
- Ideal for task management, document creation, and knowledge sharing.
- Free version available with extensive features.
Cons
- May not scale well for large organizations with complex needs.
- Lacks enterprise-grade document management and workflow automation.
Notion is an excellent choice for teams looking for a user-friendly platform that combines collaboration and organization, though it may not be the best fit for larger enterprises with more demanding needs.
Conclusion
Microsoft SharePoint is undoubtedly an appealing tool for content management and collaboration but there are a few better options depending on the type of business. In terms of social collaboration and the advantage of open-source movement eXo Platform is the best suited. It is a good option for those organizations whose emphasis is on customization and enhancing the engagement of employees with their work.
Other notable alternatives include Slack, Google Workspace, ClickUp and Notion, each addressing a certain field of collaboration, work&tasks, and documents sharing. Google Workspace can be considered a leader of the cloud-based business tools thanks to its great AI based features and simultaneous operations. Zoho Docs offers an entire package of tools in addition to integration of other Zoho applications ensuring a hassle free experience. For those industries that give priority to data security and compliance, Box is a reliable solution. At the same time, Monday.com and Wrike offer user-friendly and adjustable systems for the project management process, which enhances the organization and productivity of the teams.
In the end, although SharePoint has remained at the forefront regarding team cooperation and document handling, these alternatives offer added value and features which can be ideal for certain aspects of an organization. Be it the social collaboration features of eXo Platform, the easy integration of Zoho Docs, or the enhanced security of Box, there is a solution for every need, and each also comes with its weaknesses.
It is the organization’s needs that determine the most appropriate platform which could be enhancing business processes, enhancing team interaction or winning in the rapidly transforming global environment. This guide does not include details on any one particular tool but rather its main focus is to equip the organizations with knowledge of what tools exist and what are some of their advantages, disadvantages, and screen resolutions. In the end, it would be the choice that enhances productivity, enhances operational efficiency, and enhances workplace collaboration which is the direction that businesses will keel towards.
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