10 Best SharePoint Alternatives for Secure and Efficient Collaboration

Microsoft SharePoint has been a go-to solution for document management and team collaboration for years. It provides a centralized platform where businesses can store, share, and manage files while integrating with Microsoft 365 tools. However, despite its widespread use, SharePoint isn’t the perfect fit for every organization. Its complex setup, high costs, steep learning curve, and restrictive external collaboration options often leave businesses frustrated. Many teams struggle with navigating its interface, customizing workflows, and ensuring smooth cross-team collaboration—especially in a world that increasingly relies on remote work and flexible cloud-based solutions.

For smaller businesses, the pricing structure of SharePoint can be prohibitive, requiring significant investment in IT resources to properly configure and maintain it. Even large enterprises that rely on SharePoint often seek more agile, intuitive, and cost-effective solutions that don’t require extensive training or ongoing troubleshooting. Additionally, as cybersecurity threats continue to rise, organizations handling sensitive information need enhanced encryption and security controls beyond what SharePoint offers.

Whether you need a more user-friendly document management system, a highly secure collaboration platform, or a cost-effective alternative with greater flexibility, there are many options available today. We’ve listed the best SharePoint alternatives in 2025, helping you find the right solution for your business needs.

Key Insights:

• User-friendliness: Many alternatives offer simpler, more intuitive interfaces than SharePoint.
• Security-first approach: Some platforms provide enhanced encryption and compliance features.
• Collaboration flexibility: Cloud-based alternatives allow easier external and remote team collaboration.
• Cost-effectiveness: Some SharePoint competitors provide better value for money with lower pricing and no per-user fees.
• Customization options: Open-source and API-driven platforms offer more flexibility for business needs.

What is Microsoft SharePoint?

Microsoft SharePoint is a web-based document management and collaboration platform that integrates with Microsoft 365. It is widely used by businesses and organizations to store, organize, share, and manage documents and information in a secure environment. Designed to improve teamwork, SharePoint provides a centralized digital workspace where employees can collaborate on projects, manage workflows, and automate business processes.

Key Features of Microsoft SharePoint

• Document Management: Enables teams to store, access, and share documents securely in a centralized repository.
• Collaboration Tools: Supports real-time co-authoring, commenting, and file versioning to streamline teamwork.
• Customizable Workflows: Automates business processes, such as document approvals, task assignments, and notifications.
• Integration with Microsoft 365: Seamlessly connects with Microsoft tools like Word, Excel, Teams, and Outlook.
• Access Control and Security: Provides role-based permissions, encryption, and compliance with industry security standards.
• Content Management System (CMS): Enables businesses to create and manage intranet portals, team sites, and external websites.
• Powerful Search Capabilities: Uses AI-powered search to find documents, people, and relevant content quickly.

Benefits of Using Microsoft SharePoint

• Enhanced Productivity: Helps teams collaborate more efficiently by providing a structured and organized digital workspace.
• Secure Data Storage: Protects sensitive business information with enterprise-level security and compliance features.
• Scalability: Can be customized to fit the needs of small businesses to large enterprises.
• Remote Work Accessibility: Enables employees to access files and collaborate from anywhere with cloud-based deployment.
• Automation of Repetitive Tasks: Reduces manual work by integrating workflow automation tools.

While SharePoint is a robust solution, its complexity, cost, and learning curve can be drawbacks for some businesses. This is why many organizations seek alternatives that offer greater ease of use, enhanced security, and better cost efficiency.

What to Look for in a SharePoint Alternative

Before choosing a replacement for SharePoint, it’s important to evaluate what features and capabilities are most critical to your organization. Different teams have different needs, and while some businesses may prioritize security and compliance, others might be focused on ease of use and cost efficiency. Below are the key factors to consider when selecting the best alternative to SharePoint:

1. Security & Compliance

If your organization deals with sensitive data, proprietary information, or regulated industry standards, security should be a top priority. Look for alternatives that offer end-to-end encryption, advanced access controls, multi-factor authentication, and compliance with industry regulations such as GDPR, HIPAA, SOC 2, and ISO 27001. Secure collaboration platforms should also include audit logs and permission-based sharing to prevent unauthorized access.

2. Cloud-Based vs. Self-Hosted Options

The choice between cloud-based or self-hosted solutions depends on your organization’s IT infrastructure and security requirements.

• Cloud-based alternatives offer ease of deployment, automatic updates, and remote access from any device, making them a great choice for teams that need flexibility and scalability.
• Self-hosted solutions provide more control, customizability, and on-premise security, making them ideal for enterprises with strict compliance policies or industries that handle highly sensitive data.

3. Ease of Use & Team Adoption

A collaboration platform is only as effective as its adoption rate. A complicated, cumbersome interface can lead to frustration, slow productivity, and reluctance to use the tool. The best SharePoint alternatives should be intuitive, require minimal training, and allow employees to collaborate effortlessly. Features like drag-and-drop document management, real-time collaboration, and seamless integrations with existing tools (such as Slack, Google Workspace, and CRM software) can make the transition smoother.

4. Cost & Pricing Flexibility

SharePoint can be expensive, especially for small to medium-sized businesses that need advanced functionality without the enterprise price tag. Some alternatives offer flexible pricing models, including per-user plans, tiered subscription levels, and pay-as-you-go options. Evaluating the total cost of ownership, including maintenance, add-ons, and IT support, can help businesses find a more budget-friendly alternative.

5. Document Management & Workflow Automation

Efficient document management is at the core of any SharePoint alternative. Look for features like:

• Version control to track changes and maintain an audit history of documents.
• Automated approval workflows to streamline document review processes.
• Access control permissions to restrict sensitive data to authorized users.
• Advanced search capabilities to quickly retrieve files based on keywords or metadata.
• Collaboration tools such as inline comments, task assignments, and notifications.

Choosing a SharePoint alternative that aligns with your business needs can significantly improve efficiency, security, and user experience. In the next section, we’ll explore some of the best SharePoint alternatives in 2025 and how they compare.

With businesses increasingly prioritizing security, collaboration, and seamless integrations, several SharePoint alternatives have emerged as strong contenders. Whether your company needs an enterprise-grade solution with high-end security or a cost-effective, cloud-based collaboration tool, there’s an option to suit your needs. Below, we’ve compiled a list of the top alternatives, each tailored to different business requirements.

10 Best SharePoint Alternatives 

With businesses increasingly prioritizing security, collaboration, and seamless integrations, several SharePoint alternatives have emerged as strong contenders. Whether your company needs an enterprise-grade solution with high-end security or a cost-effective, cloud-based collaboration tool, there’s an option to suit your needs. Below, we’ve compiled a list of the top alternatives, each tailored to different business requirements.

1. Secure Transmit (Best for Collaboration with Customers)

Secure Transmit is a highly secure file-sharing and collaboration platform designed for organizations that prioritize data protection and compliance. It features end-to-end encryption, ensuring that files remain secure during storage and transfer. Businesses benefit from granular access controls, allowing them to define user permissions for viewing, editing, and sharing files. Secure Transmit is compliance-ready, meeting regulatory standards like GDPR, HIPAA, and SOC 2. Additionally, it integrates seamlessly with major cloud services and productivity tools, making it a great choice for teams looking for an easy-to-use, secure collaboration solution.

2. Google Workspace (Best for Real-Time Collaboration & Cloud Integration)

Google Workspace provides a cloud-based productivity suite that excels in real-time collaboration. It includes Google Docs, Sheets, and Slides, allowing multiple users to work on documents simultaneously. Google Drive offers ample cloud storage, while seamless integration with Gmail, Google Meet, and Calendar makes project management and communication effortless. Since it’s entirely browser-based, there’s no complicated installation process, making it an ideal choice for teams looking for a lightweight, easy-to-use document management system.

3. Notion (Best for Teams Needing an All-in-One Workspace)

Notion is an all-in-one productivity platform that blends note-taking, project management, and document collaboration into a single, easy-to-use tool. Teams can create wikis, task boards, and databases using a drag-and-drop interface, allowing for fully customizable workflows. Notion is great for businesses needing a flexible solution for organizing documents, assigning tasks, and managing workflows in one platform. Its free plan makes it particularly attractive for startups and freelancers.

4. Confluence (Best for Teams Using Jira & Agile Workflows)

Confluence, developed by Atlassian, is a knowledge management and collaboration tool designed for software development teams and Agile workflows. It offers tight integration with Jira, making it the preferred choice for IT and engineering teams managing product roadmaps, sprint planning, and technical documentation. With version control, customizable templates, and a structured content organization system, Confluence ensures that teams can effectively collaborate on projects while maintaining clear documentation workflows.

7. Box (Best for Secure Cloud Storage and Compliance)

Box is a cloud storage and content management platform known for its enterprise-level security and compliance features. It offers automated workflows, access permissions, and integrations with over 1,500 third-party applications. Box is widely used by regulated industries such as finance, healthcare, and legal firms, where GDPR, HIPAA, and SOC 2 compliance is essential. Teams benefit from secure file-sharing and version control, ensuring that critical business documents remain protected.

8. Zoho WorkDrive (Best for Small Businesses & Affordability)

Zoho WorkDrive is a cost-effective cloud-based document management system tailored for small and growing businesses. It offers team folders, secure file-sharing, version control, and real-time collaboration tools. Seamless integration with Zoho’s suite of business applications makes it particularly useful for teams already using Zoho CRM, Projects, and Books. WorkDrive provides an affordable and intuitive solution for businesses needing a simple yet effective document management system.

9. Alfresco (Best for Open-Source and Customization)

Alfresco is a highly customizable open-source document management system that provides flexible deployment options, including on-premise and cloud hosting. Businesses that require complete control over data security and workflow customization will find Alfresco particularly beneficial. It includes enterprise-grade features such as automated workflows, AI-powered content search, and regulatory compliance tools, making it an excellent choice for companies needing deep integration capabilities and full customization.

10. OnlyOffice (Best for Teams Requiring a Microsoft 365 Alternative)

OnlyOffice is a robust open-source document collaboration suite that serves as an excellent alternative to Microsoft 365. It provides a complete set of productivity tools, including a word processor, spreadsheet editor, and presentation software. These tools feature real-time co-authoring, allowing multiple users to work on documents simultaneously, similar to Google Docs but with a stronger emphasis on data security and self-hosting options.

Unlike many cloud-based office suites, OnlyOffice can be self-hosted on private servers, ensuring full control over document security and compliance with strict industry regulations. This makes it an ideal choice for businesses handling sensitive data, such as legal firms, financial institutions, and healthcare organizations. For companies that prefer a cloud-based approach, OnlyOffice also offers a cloud deployment option, providing flexibility based on IT infrastructure preferences.

By choosing the right SharePoint alternative, businesses can enhance collaboration, security, and workflow efficiency while avoiding the limitations of traditional document management systems.

How to Choose the Right SharePoint Alternative

The following table compares key features among the top alternatives:

The Bottom Line

Microsoft SharePoint remains a widely used document management and collaboration tool, but it isn’t always the best fit for every business. Whether you’re concerned about high costs, complex setup, security limitations, or lack of flexibility, there are plenty of alternatives available that can meet your specific needs.

If your organization prioritizes secure collaboration, Secure Transmit is the best choice, offering end-to-end encryption, compliance with top security standards, and granular access controls. For teams that rely on real-time collaboration and cloud-based solutions, Google Workspace provides an intuitive and seamless experience with powerful productivity tools.

For companies that need open-source flexibility and extensive customization, Alfresco is a strong contender, offering self-hosted and configurable solutions tailored to specific workflows. Meanwhile, Notion and Zoho WorkDrive provide affordable, user-friendly solutions that cater to startups and small teams without breaking the bank.

Enterprises that require self-hosted file sharing with regulatory compliance should consider FileCloud, a platform designed to provide enterprise-grade security and control over sensitive data. Additionally, for teams working in Agile environments, Confluence offers Jira integration and structured documentation workflows, making it a valuable tool for IT and development teams.

Ultimately, selecting the right SharePoint alternative can help your business boost productivity, enhance security, and streamline collaboration. By understanding your specific requirements and evaluating the features that matter most, you can implement a solution that improves your document management and team collaboration—without the challenges that come with SharePoint.

FAQs

Q: What is the most secure SharePoint alternative?
A: Secure Transmit offers end-to-end encryption and enterprise-grade security for sensitive document sharing.

Q: Which SharePoint alternative is best for real-time collaboration?
A: Google Workspace provides seamless live document editing and sharing.

Q: Is there a free alternative to SharePoint?
A: Yes, Notion, Bitrix24, and Zoho WorkDrive offer free plans for small teams.

Q: Which SharePoint alternative is best for enterprises?
A: FileCloud and Alfresco are ideal for large businesses needing custom solutions.

Q: Can I self-host a SharePoint alternative?
A: Yes, Alfresco and FileCloud allow on-premise deployments for better control.

Q: What is the easiest SharePoint alternative to use?
A: Notion and Google Workspace have intuitive, user-friendly interfaces.

Q: What is the best alternative for document version control?
A: Confluence and FileCloud provide robust version control features.

Q: Which SharePoint alternative integrates best with project management tools?
A: Confluence integrates seamlessly with Jira, making it ideal for IT teams.

Q: What is the best low-cost SharePoint alternative?
A: Zoho WorkDrive and Notion offer affordable pricing for small businesses.

Q: Which SharePoint alternative is best for remote teams?
A: Google Workspace and Notion provide cloud-based access for seamless remote collaboration.