Database in SharePoint: Advantages and Limitations (2025)

Last Updated on January 24, 2025

Thinking of using SharePoint this way?

In this guide, let’s talk about understanding SharePoint as a database and its limitations for this.

Let’s get started.

Can you use SharePoint as a database?

Well, yes, and no.

SharePoint is often used as a lightweight alternative to traditional databases, with reliance on lists to store and manage data.

Here’s how it “can” work:

• Data storage in lists stored in rows and columns
• Lists can include various field types like text, numbers, dates, etc.
• Has built-in search tools
• Custom views

On the downside, while SharePoint can mimic a database, it’s designed for collaboration, not heavy data processing.

It’s suitable for small to medium-sized datasets and excels in environments where teamwork and data sharing are priorities.

For complex data relationships or high-volume transactions, a traditional relational database might be more appropriate.

Advantages of Using SharePoint for Data Storage

Now let’s talk about what you would gain if you do use SharePoint as a database.

Take note that many of the advantages “take advantage” of the collaboration features of SharePoint Online.

Here they are:

• User-friendly interface, unlike traditional relational databases
• Integration with Microsoft tools like Excel and Power BI
• Multiple users can work on data simultaneously
• Automatic tracking of changes, with history versions
• Customizable lists and libraries

Your database would look like this:

Another thing I want to mention is its security features, such as permission settings and encryption, that protect data effectively.

👉 Related: Benefits of Using SharePoint Online: For End Users

Limitations of SharePoint as a Database

While SharePoint can store and manage data, it has some limitations that affect its use as a full-fledged database.

Here are the key limitations:

• No support for relational database features like foreign keys
• Struggles with large datasets
• No advanced SQL-style queries for detailed analysis
• Scalability challenges in data volume

For example, if you need to do more analysis and computation, it’s usually better to export a list to Excel instead.

These limitations mean it’s better suited for simpler use cases, such as team collaboration or light data storage.

👉 Related: SharePoint Online Limitations: How to Manage Them

Alternatives to SharePoint for Database Needs

As I explained, you may need another platform for complex or high-performance database requirements.

Some popular options include:

1. SQL Server
2. Microsoft Access
3. MySQL
4. PostgreSQL
5. Google Cloud Firestore

Each option has its own strengths.

For instance, SQL Server is powerful for enterprises, while MySQL and PostgreSQL are budget-friendly and customizable.

Selecting the right database depends on your project’s scale, complexity, and integration requirements.

Do you have any questions about building a database in SharePoint Online? Let me know below.

For any business-related queries or concerns, contact me through the contact form. I always reply. 🙂