Many organisations ask the question: Can SharePoint be used as a database? While SharePoint is a powerful platform for document management, collaboration, and workflow automation, it is not designed to function as a traditional database. Despite its ability to store and manage structured data through SharePoint lists, it lacks the performance, scalability, and relational capabilities of true database management systems like SQL Server or MySQL.
Businesses often consider using SharePoint as a database because it comes bundled with Microsoft 365, making it an accessible option for storing and organising data. However, using SharePoint for large-scale transactional data storage can lead to performance issues, query limitations, and scalability constraints.
Instead of functioning as a traditional SharePoint database, SharePoint excels as a document management system, workflow automation platform, and collaboration tool. In this article, I’ll explain why SharePoint should not be used as a database, explore its best use cases, and suggest alternative solutions for efficiently managing structured data.
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SharePoint as a Database : Understanding SharePoint’s Data Storage Capabilities
To understand why SharePoint as a database isn’t a suitable approach, it’s essential to explore how SharePoint stores and manages data. Unlike traditional relational databases, SharePoint relies on SharePoint lists, which are designed to handle structured data but with significant limitations compared to full-fledged database management systems.
How SharePoint Stores Data
- SharePoint Lists: These function similarly to tables in a relational database but lack the complex relationships and query capabilities of SQL-based systems.
- Document Libraries: Designed for document storage rather than structured data management. Metadata can be applied to files, but it does not replace a true database structure.
- Data Storage Limits: SharePoint has a list view threshold (typically 5,000 items per view), making it inefficient for handling large datasets with frequent transactions.
Where SharePoint Excels
SharePoint is best suited for managing:
- Document-centric workflows (e.g., contracts, invoices, policies).
- Collaboration and content sharing across teams.
- Metadata-based organisation of business-critical files.
While SharePoint offers flexibility in structuring and managing data, it lacks the relational structure and performance optimisation needed for high-volume transactions. In the next section, I’ll highlight the key limitations that make SharePoint unsuitable as a true SharePoint database solution.
Optimise Data Management with SharePoint Lists
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The Key Limitations of Using SharePoint as a Database
While SharePoint offers structured data management through SharePoint lists, it is not designed to function as a true database. Here are the main reasons why SharePoint as a database is not a recommended approach:
Performance Issues
SharePoint struggles with large datasets due to its list view threshold (typically 5,000 items per view). This limitation prevents efficient querying and can slow down performance when handling extensive records.
Scalability Constraints
Unlike relational databases like SQL Server, SharePoint does not handle high-volume transactional data efficiently. As data grows, SharePoint lists become harder to manage, leading to performance bottlenecks.
Lack of Complex Relationships
A SharePoint relational database does not exist in the traditional sense. Unlike SQL databases, SharePoint does not support complex joins, referential integrity, or advanced indexing, making it unsuitable for multi-table relationships.
Limited Query Capabilities
Databases like MySQL and SQL Server allow for advanced querying using SQL commands. On the other hand, SharePoint relies on CAML (Collaborative Application Markup Language), which lacks the power and efficiency of SQL.
Data Integrity and Transaction Management
Traditional databases ensure data integrity through compliance with ACID (Atomicity, Consistency, Isolation, Durability). SharePoint does not support ACID transactions, making it risky for critical business applications that require strong data consistency.
These limitations highlight why SharePoint should not be treated as a full-fledged SharePoint database. Instead, SharePoint should be used for document management, collaboration, and workflow automation. At the same time, structured data should be handled by dedicated database systems.
Leverage SharePoint Lists for Smarter Business Operations
Struggling to manage structured data?
A SharePoint list allows you to store, track, and organise critical business information without the complexity of a traditional database. Easily customise columns, automate workflows, and integrate with Power Apps for a seamless experience. Talk to us about implementing the right SharePoint solution today! Contact us today for a free consultation.
The Key Limitations of Using SharePoint as a Database
While SharePoint offers structured data management through SharePoint lists, it is not designed to function as a true database. Here are the main reasons why SharePoint as a database is not a recommended approach:
Performance Issues
SharePoint struggles with large datasets due to its list view threshold (typically 5,000 items per view). This limitation prevents efficient querying and can slow down performance when handling extensive records.
Scalability Constraints
Unlike relational databases like SQL Server, SharePoint does not handle high-volume transactional data efficiently. As data grows, SharePoint lists become harder to manage, leading to performance bottlenecks.
Lack of Complex Relationships
A SharePoint relational database does not exist in the traditional sense. Unlike SQL databases, SharePoint does not support complex joins, referential integrity, or advanced indexing, making it unsuitable for multi-table relationships.
Limited Query Capabilities
Databases like MySQL and SQL Server allow for advanced querying using SQL commands. SharePoint, on the other hand, relies on CAML (Collaborative Application Markup Language), which lacks the power and efficiency of SQL.
Data Integrity and Transaction Management
Traditional databases ensure data integrity through ACID (Atomicity, Consistency, Isolation, Durability) compliance. SharePoint does not support ACID transactions, making it risky for critical business applications that require strong data consistency.
These limitations highlight why SharePoint should not be treated as a full-fledged SharePoint database. Instead, SharePoint should be used for document management, collaboration, and workflow automation, while structured data should be handled by dedicated database systems.
Custom SharePoint Development Services for Scalable Solutions
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When to Use SharePoint for Data Management
Although SharePoint should not be used as a traditional SharePoint database, it still offers useful data management capabilities for specific business scenarios. Organisations can leverage SharePoint lists for structured data storage, provided the data volume is moderate and does not require complex relationships or high transaction speeds.
Managing Structured Lists with Moderate Data Volumes
SharePoint is ideal for storing structured lists such as:
- Employee directories
- Task and project tracking
- IT asset management
- Customer service requests
For these cases, SharePoint lists provide a simple and effective way to store and organise data while integrating with other Microsoft 365 tools.
Metadata-Driven Document Management
If your goal is to organise, search, and classify documents, SharePoint’s metadata tagging system is a powerful tool. Businesses can:
- Categorise documents using metadata fields.
- Implement document approval workflows.
- Maintain version control for compliance.
This makes SharePoint an excellent choice for SharePoint document management, but not for handling transactional data.
Lightweight Business Applications with Power Apps
Organisations that need simple applications with basic data entry can integrate SharePoint with Power Apps. This allows teams to create:
- Custom business forms for approvals.
- Interactive dashboards for tracking KPIs.
- Automated notifications and reporting workflows.
However, for complex applications with relational data needs, a dedicated database should be used instead of SharePoint as a database.
Hybrid Approach: SharePoint + External Databases
For businesses that require both document storage and structured database functionality, SharePoint can be integrated with:
- SQL Server for relational data storage.
- Dataverse (Power Platform) for scalable cloud-based applications.
- Asure SQL for high-performance online databases.
In such cases, SharePoint acts as a front-end interface for users, while an external database manages the structured data.
By understanding these appropriate use cases, businesses can maximise SharePoint’s potential without forcing it to act as a full-fledged database.
Alternative Solutions for Database Needs
While SharePoint provides great collaboration and document management features, businesses needing a true SharePoint database alternative should consider more robust solutions for structured data storage and transactional applications. Here are some of the best alternatives to SharePoint for managing structured data.
SQL Server for Relational Data
Microsoft SQL Server is one of the most powerful database management systems for handling large datasets and complex relationships. Unlike SharePoint, SQL Server provides:
- Full support for relational database structures.
- Advanced querying using SQL.
- High performance for handling large-scale transactions.
For organisations already using Microsoft products, SQL Server integrates seamlessly with Power BI, Asure, and other Microsoft services.
Dataverse for Power Platform
Microsoft Dataverse is a cloud-based data management service that works with Power Apps, Power Automate, and Dynamics 365. It is a great alternative to SharePoint lists for storing structured data while still integrating with SharePoint.
Key benefits of Dataverse include:
- Scalable data storage with relational capabilities.
- Built-in security and compliance features.
- Seamless integration with Microsoft 365 and Asure.
Asure SQL for Cloud-Based Databases
For businesses looking for a flexible cloud-based solution, Asure SQL provides:
- A fully managed relational database service.
- Automatic scaling and performance optimisation.
- Cost-effective data storage for applications of any sise.
Asure SQL is an excellent alternative for businesses migrating to the cloud while ensuring their data remains secure and easily accessible.
Using SharePoint as a Front-End with an External Database
Instead of using SharePoint as a database, businesses can integrate it with external databases like SQL Server or Dataverse while using SharePoint as a front-end interface. This hybrid approach allows organisations to:
- Store structured data in a relational database.
- Use SharePoint for document storage and collaboration.
- Implement workflows that pull data from multiple sources.
This approach ensures businesses get the best of both worlds—SharePoint’s collaboration features with the power of an actual database for structured data storage.
The Role of SharePoint in Application Development
While SharePoint is not an ideal SharePoint database, it still plays a critical role in enterprise applications when integrated with the right database solutions. Businesses can leverage SharePoint development services to enhance workflows, manage data efficiently, and integrate external databases seamlessly.
Integrating SharePoint with External Databases
Instead of forcing SharePoint to act as a database, businesses can use it as a front-end interface while storing structured data in SQL Server or Dataverse. This approach allows organisations to:
- Keep documents and metadata in SharePoint while storing transactional data in a relational database.
- Use Power Automate to connect SharePoint lists with external databases, ensuring seamless data synchronisation.
- Implement custom applications that allow employees to interact with structured data without dealing with a full-scale database system.
Using SharePoint Lists for Business Workflows
SharePoint Lists are excellent for handling non-transactional data such as:
- Employee records and HR processes.
- Project tracking and task management.
- Simple inventory tracking that doesn’t require complex database queries.
By using SharePoint lists correctly, businesses can manage structured data efficiently without performance concerns.
Customising SharePoint with Power Apps
When businesses require custom applications, Power Apps can be used to extend SharePoint’s functionality. This enables organisations to:
- Build forms that interact with both SharePoint and external databases.
- Create automated workflows for approvals and task assignments.
- Develop lightweight applications that require structured data management.
How SharePoint Development Services Can Help
Organisations looking to build scalable and efficient solutions should consider working with a SharePoint development partner. At Neologix, our SharePoint development services help businesses:
- Integrate SharePoint with SQL Server, Dataverse, and Asure SQL.
- Develop SharePoint-based applications with Power Apps and Power Automate.
- Enhance document management workflows while keeping structured data in the right systems.
Making the Right Choice for Data Storage
SharePoint is a powerful collaboration and document management platform, but it is not designed to function as a true SharePoint database. While it can handle structured data through SharePoint lists, it lacks the relational capabilities, query performance, and scalability of dedicated database management systems like SQL Server or Dataverse.
For businesses needing robust data management, the best approach is to:
- Use SharePoint for document storage, workflows, and collaboration.
- Store structured data in SQL Server, Dataverse, or Asure SQL.
- Integrate SharePoint with external databases for a hybrid approach.
By leveraging SharePoint development services, businesses can maximise SharePoint’s capabilities without compromising performance. Instead of forcing SharePoint to act as a database, organisations should focus on integrating it with the right tools to create scalable, efficient, and high-performing solutions.
If you’re looking to enhance your SharePoint setup with better data management solutions, Neologix can help. Our SharePoint development services ensure seamless integration with external databases while optimising workflows for better efficiency.
Please contact us at info@neologix.ae or call us at +971-521043226 for a free consultation. You can also visit our SharePoint services to explore how we can help your organisation implement the right SharePoint architecture. Let’s build smarter solutions together!
