Microsoft SharePoint is one of the most powerful and widely used collaboration and content management platforms. However, several myths and misconceptions prevent organizations from fully leveraging its potential. Let’s debunk some of the most common myths about SharePoint and separate fact from fiction.
Myth 1: SharePoint is Just a File Storage System
Reality: SharePoint is much more than a document repository.
Many people assume SharePoint is just a place to store files, similar to Google Drive or Dropbox. While document management is a core feature, SharePoint also offers:
✔ Collaboration tools (co-authoring, discussions, Microsoft Teams integration)
✔ Process automation (Power Automate, workflows)
✔ Content management (version control, metadata tagging)
✔ Business intelligence (dashboards, reporting)
Fact: SharePoint is a collaboration and automation platform that improves productivity beyond simple file storage.
Myth 2: SharePoint is Too Complicated to Use
Reality: SharePoint can be simple and user-friendly when implemented correctly.
Some users believe SharePoint is difficult to use, but this is often due to poor setup, lack of training, or over-customization. Microsoft has made SharePoint more intuitive with:
✔ A modern, user-friendly interface
✔ Pre-built templates for sites and pages
✔ Seamless integration with Microsoft 365 tools
Fact: With proper training and governance, SharePoint is easy to navigate and use.
Myth 3: SharePoint Replaces the Need for Email and Other Collaboration Tools
Reality: SharePoint complements, not replaces, email and other tools.
Some organizations think SharePoint eliminates the need for email, Microsoft Teams, or OneDrive. However, SharePoint is designed to work alongside these tools:
✔ Email: Store important email attachments in SharePoint for version control.
✔ Microsoft Teams: SharePoint acts as the backend for Teams file storage.
✔ OneDrive: Personal files can be synced with SharePoint for easy access.
Fact: SharePoint enhances collaboration but does not completely replace other communication tools.
Myth 4: SharePoint Requires Extensive IT Support
Reality: SharePoint Online reduces IT burden with cloud-based management.
In the past, SharePoint required a dedicated IT team for maintenance, upgrades, and troubleshooting. However, with SharePoint Online (part of Microsoft 365):
✔ Microsoft handles updates and security patches automatically.
✔ Admins can easily manage permissions and access controls without coding.
✔ End-users can create sites and collaborate without IT intervention.
Fact: SharePoint Online minimizes IT workload, making it easier for businesses of all sizes to manage.
Myth 5: SharePoint is Only for Large Enterprises
Reality: SharePoint is scalable for small businesses and startups too.
While SharePoint is popular among large enterprises, small and medium-sized businesses (SMBs) can also benefit. Microsoft 365 plans make SharePoint:
✔ Affordable for small teams
✔ Scalable to grow with your business
✔ Customizable with pre-built templates
Fact: SharePoint is flexible and works for businesses of all sizes, from startups to Fortune 500 companies.
Myth 6: SharePoint is Expensive
Reality: SharePoint Online offers cost-effective solutions with Microsoft 365.
Many organizations assume that SharePoint is costly because of the on-premises licensing and infrastructure costs. However, with SharePoint Online:
✔ Costs are included in Microsoft 365 subscriptions.
✔ No need for expensive hardware or IT maintenance.
✔ Pay-as-you-go options are available for advanced features.
Fact: SharePoint can be cost-effective, especially when using Microsoft 365.
Myth 7: SharePoint Customization Requires Extensive Coding
Reality: SharePoint allows no-code and low-code customization options.
Organizations often believe that customizing SharePoint requires developers and complex coding. While advanced customizations may require Power Apps or SPFx development, SharePoint offers:
✔ Power Automate for workflow automation without coding.
✔ Power Apps for building apps with minimal technical skills.
✔ Out-of-the-box web parts for easy customization.
Fact: Most SharePoint customizations do not require coding.
Myth 8: SharePoint is Only for Internal Use
Reality: SharePoint supports external sharing and collaboration.
Many businesses think SharePoint is only for internal teams, but it also allows external sharing with clients, vendors, and partners. With proper permissions, you can:
✔ Share documents securely with external users.
✔ Use guest access to collaborate on projects.
✔ Set expiration dates for shared content.
Fact: SharePoint can be used for both internal and external collaboration.
Myth 9: SharePoint is Not Secure
Reality: SharePoint offers enterprise-grade security and compliance.
Some organizations worry that storing data in SharePoint is not secure. In reality, SharePoint includes:
✔ Multi-factor authentication (MFA) for secure logins.
✔ Advanced encryption to protect sensitive data.
✔ Compliance with GDPR, HIPAA, and other regulations.
Fact: SharePoint provides robust security features to protect business data.
Myth 10: SharePoint Migration is Difficult and Risky
Reality: Microsoft provides tools and services to simplify SharePoint migration.
Migrating from an old system to SharePoint may seem overwhelming, but Microsoft provides migration tools such as:
✔ SharePoint Migration Tool (SPMT) for moving files from file shares or older SharePoint versions.
✔ Microsoft FastTrack for enterprise migration support.
✔ Third-party tools like AvePoint and ShareGate for seamless transitions.
Fact: With proper planning and tools, SharePoint migration can be smooth and hassle-free.