SharePoint is the default choice for many organizations—it’s bundled with Microsoft 365, integrates with familiar tools, and handles document management, team sites, and intranets reasonably well. But “default” doesn’t mean “best fit.” Plenty of organizations find SharePoint frustrating, overly complex, or simply wrong for how they work.
If you’re exploring SharePoint alternatives, you’re not alone. Some organizations need simpler document sharing. Others want more polished intranet experiences. Some find SharePoint’s learning curve too steep or its administration too demanding.
This guide examines why organizations look for alternatives, what options exist for different use cases, and when SharePoint might still be the right answer despite its frustrations.
Why Organizations Look for SharePoint Alternatives
Common reasons organizations consider moving away from SharePoint:
Complexity. SharePoint can do a lot, which means there’s a lot to learn and configure. Organizations without dedicated SharePoint expertise often struggle to get value from the platform.
User experience. Despite improvements in modern SharePoint, some users find it unintuitive compared to consumer-grade tools. The learning curve frustrates employees accustomed to simpler interfaces.
Administration overhead. Managing SharePoint—permissions, site sprawl, storage, governance—requires ongoing attention. Smaller organizations may lack resources for proper administration.
Intranet limitations. Out-of-the-box SharePoint requires significant configuration to create a polished intranet. Organizations wanting turnkey solutions may prefer dedicated intranet platforms.
Not using Microsoft 365. Organizations standardized on Google Workspace or other platforms don’t get SharePoint bundled with their existing subscriptions, making the cost-benefit calculation different.
Specific feature gaps. SharePoint may lack specific capabilities an organization needs—advanced workflow, particular integrations, or specialized functionality.
Understanding why you’re looking for alternatives helps identify which alternatives actually address your needs.
Document Management Alternatives
If your primary need is storing, sharing, and collaborating on documents, several platforms compete with SharePoint:
Google Drive. Google’s cloud storage integrates tightly with Google Workspace. Real-time collaboration in Docs, Sheets, and Slides is excellent. The interface is simpler than SharePoint, though enterprise features like metadata, retention policies, and complex permissions are less developed.
Dropbox Business. Known for reliable sync and simple sharing. Dropbox Paper provides collaboration features. Good for organizations prioritizing ease of use over advanced document management capabilities.
Box. Enterprise-focused cloud storage with strong security, compliance, and integration features. More sophisticated than Dropbox for enterprise needs, with workflow capabilities and extensive third-party integrations.
OneDrive. Microsoft’s personal cloud storage, also part of Microsoft 365. For individual file storage and sharing, OneDrive is simpler than SharePoint. Many organizations use OneDrive for personal files and SharePoint for shared team content.
For straightforward document storage and sharing, these alternatives offer simpler experiences than SharePoint. They fall short when you need SharePoint’s site structure, metadata capabilities, or integration with the broader Microsoft 365 ecosystem.
Intranet Alternatives
Organizations specifically seeking intranet solutions have options beyond building on SharePoint:
Simpplr. Modern intranet platform emphasizing employee experience. Clean design, AI-powered personalization, and strong mobile experience. Less configuration required than SharePoint but higher ongoing subscription costs.
Staffbase. Employee communications platform with particular strength in reaching frontline workers. Strong mobile app and communications features. Good for organizations where internal communications are the primary intranet use case.
Unily. Enterprise intranet platform with robust personalization, integration capabilities, and analytics. Targets larger organizations with complex requirements and budget for premium solutions.
LumApps. Works with both Google Workspace and Microsoft 365. Good option for organizations using Google’s ecosystem or wanting a dedicated intranet layer on top of Microsoft 365.
Workvivo. Employee experience platform combining intranet, communications, and engagement features. Strong social features and employee recognition capabilities.
These platforms typically offer more polished out-of-box experiences than SharePoint. The tradeoff is additional subscription costs—often $3-12 per user per month—versus using SharePoint already included in Microsoft 365 licensing.
For organizations committed to SharePoint but wanting better intranet experiences, working with experienced partners to implement modern intranet best practices can close the gap without platform changes.
Collaboration and Knowledge Management Alternatives
For team collaboration and knowledge sharing, alternatives include:
Notion. Flexible workspace combining documents, databases, wikis, and project management. Popular with startups and tech companies. Excellent for knowledge management and documentation. Less structured than SharePoint, which can be either advantage or disadvantage.
Confluence. Atlassian’s wiki and collaboration platform, particularly popular in technical organizations. Strong for documentation and knowledge bases. Integrates well with Jira for development teams. Less capable for document management compared to SharePoint.
Coda. Document platform that combines documents with database and automation capabilities. Good for teams wanting structured documents with dynamic content.
Slite. Knowledge base platform designed for distributed teams. Simpler than Notion or Confluence, focused specifically on team documentation.
Monday.com and similar work management tools. Platforms like Monday.com, Asana, and ClickUp handle project tracking and team coordination. They overlap with some SharePoint list functionality but aren’t document management replacements.
These tools excel in specific scenarios but rarely replace SharePoint entirely. Organizations often use them alongside SharePoint—Confluence for technical documentation, Notion for team wikis, SharePoint for formal document management.
Comparing Alternatives by Use Case
Different needs point to different alternatives:
Simple file sharing for a small team: Google Drive or Dropbox offer simpler experiences than SharePoint with less administration overhead.
Enterprise document management with compliance needs: Box provides strong security and compliance features. SharePoint also handles this well for Microsoft-centric organizations.
Modern, polished intranet: Dedicated platforms like Simpplr or Unily deliver more refined experiences out of the box than SharePoint without customization.
Technical team documentation: Confluence or Notion fit how technical teams work better than SharePoint’s structure.
Frontline worker communications: Staffbase or Workvivo specialize in reaching employees without desk jobs.
Full Microsoft 365 integration: Nothing integrates with Teams, Outlook, and Microsoft apps like SharePoint. If deep Microsoft integration matters, alternatives involve tradeoffs.
Feature Comparison Table
| Capability | SharePoint | Google Drive | Box | Notion | Simpplr |
| Document storage | ✓ | ✓ | ✓ | Limited | Limited |
| Real-time co-authoring | ✓ | ✓ | ✓ | ✓ | ✗ |
| Version history | ✓ | ✓ | ✓ | ✓ | Limited |
| Metadata/taxonomy | ✓ | Limited | ✓ | ✓ | Limited |
| Intranet sites | ✓ | ✗ | ✗ | ✗ | ✓ |
| Team sites | ✓ | ✗ | ✗ | ✓ | Limited |
| Enterprise search | ✓ | ✓ | ✓ | ✓ | ✓ |
| Workflow automation | ✓ | Limited | ✓ | Limited | Limited |
| Microsoft 365 integration | Native | Limited | ✓ | Limited | ✓ |
| Mobile apps | ✓ | ✓ | ✓ | ✓ | ✓ |
Migration Considerations
Switching from SharePoint involves significant effort:
Content migration. Moving documents while preserving metadata, versions, and permissions is complex. Migration tools help but require planning and validation.
Permission mapping. SharePoint’s permission model may not translate directly to alternatives. Plan how access controls will work in the new system.
Integration changes. Workflows, automations, and integrations built on SharePoint need rebuilding on new platforms.
User retraining. Employees familiar with SharePoint need to learn new tools. Budget time and resources for change management.
Coexistence period. Full migrations rarely happen overnight. Plan for a period when both systems operate, with clear guidance on which to use for what.
Cost comparison. Factor total costs—licensing, migration, training, ongoing administration—not just subscription prices.
Migration complexity often surprises organizations. The grass isn’t always greener; sometimes improving SharePoint usage costs less than switching platforms.
When SharePoint Is Still the Right Choice
Despite frustrations, SharePoint remains the best choice for many organizations:
Deep Microsoft 365 investment. If your organization lives in Teams, Outlook, and Microsoft apps, SharePoint’s native integration provides significant value. Alternatives require more friction to connect.
Enterprise document management needs. SharePoint’s metadata, retention, compliance, and records management capabilities are mature. Simpler alternatives may lack features you’ll eventually need.
Already paying for it. SharePoint is included with most Microsoft 365 business and enterprise plans. The alternative isn’t free SharePoint versus paid alternative—it’s included SharePoint versus included SharePoint plus paid alternative.
Customization requirements. SharePoint’s extensibility through SPFx, Power Platform, and APIs enables customization alternatives can’t match.
Existing investment. Organizations with substantial SharePoint implementations—content, customizations, integrations—face real costs to switch. Improving the existing implementation may deliver better ROI.
Often the issue isn’t SharePoint itself but how SharePoint has been implemented. Poor information architecture, lack of governance, inadequate training, and missing customization create problems that platform switches won’t solve.
Making the Decision
Before committing to a SharePoint alternative:
Clarify the problem. What specifically isn’t working? Is it SharePoint, or is it how SharePoint has been implemented and managed?
Evaluate whether SharePoint can be fixed. Would better configuration, governance, or training address the issues? Sometimes improving SharePoint costs less than replacing it.
Match alternatives to actual needs. Don’t choose based on demos and marketing. Evaluate how alternatives handle your specific use cases.
Calculate total cost. Include migration, training, integration rebuilding, and ongoing licensing. Compare against improving SharePoint.
Consider hybrid approaches. You don’t have to replace SharePoint entirely. Some organizations use SharePoint for document management while adding dedicated intranet or collaboration tools.
Pilot before committing. Test alternatives with real users and real work before organization-wide decisions.
The best platform is the one that actually gets used effectively—whether that’s SharePoint, an alternative, or a combination.
Not sure whether to stick with SharePoint or explore alternatives? Let’s discuss your specific situation and requirements.