Thinking of using SharePoint as a database?
In this guide, you will learn the potential benefits of using SharePoint as a web database, the limitations you will encounter, and more.
Let’s get started.
Potential Benefits of Using SharePoint as a Database
SharePoint is not primarily designed to function as a database management system commonly used for large-scale data handling.
On the bright side — there are some potential benefits to using it in this capacity.
These benefits can make it an attractive option for certain use cases, particularly for small-scale projects or organizations with limited resources.
Here are some of the key advantages of using SharePoint as a database:
- Ease of use: SharePoint is known for its user-friendly interface, similar to the Microsoft Access database, which allows non-technical users to create, manage, and share content with ease.
- Collaboration features: By using SharePoint as a database, teams can easily collaborate on data entry, editing, and management.
- Integration with Microsoft ecosystem: This integration can help organizations leverage their existing investments in Microsoft technology, especially those familiar with Access Services, and streamline data management processes.
- Version control: SharePoint offers built-in version control, which can be useful for tracking changes to data over time.
- Customization: This can include creating custom forms, views, and workflows to support data management processes.
- Security and permissions: SharePoint provides robust security features, including granular permissions and access controls.
While these benefits can make SharePoint an appealing option for certain use cases:
It is important to consider the limitations of using SharePoint as a database, as discussed in the following sections.
Note: There is a separate version called SharePoint Server. Unfortunately, it is old and its mainstream support is scheduled to sunset in July 2026.
Basic Idea of Building a Database in SharePoint
Building a database in SharePoint revolves around using its capabilities to store, manage, and retrieve data within its framework.
SharePoint isn’t a database in the traditional sense, like SQL Server or Oracle, but it can be used to create data storage structures.
Here’s an overview of how you can build a basic database-like structure in SharePoint:
| Topic | Description | Key Points |
| Basic idea of building a database | Building a database in SharePoint involves using its capabilities to store, manage, and retrieve data within its framework. | It’s not a traditional database but used for data storage in various business scenarios. |
| Understanding SharePoint lists | SharePoint lists function like tables in a database, comprising rows and columns. Customization of fields allows flexibility in data types. | Lists are fundamental for creating a database-like structure, and fields can be customized for data types. |
| Libraries for document storage | Document libraries are specialized for managing documents with version control. | They are for document management and offer version control for tracking changes. |
| Relationships and lookup columns | Lookup columns create relationships between lists, similar to foreign keys. Integration across lists is possible. | Lookup columns enable relationships and facilitate integrating data across lists. |
| Views and data presentation | Custom views in SharePoint help display data efficiently with options for filtering and sorting. | Custom views improve data presentation, and data can be grouped and summarized for clarity. |
| Workflow integration | SharePoint’s workflow capabilities automate business processes related to data. | Workflows automate tasks like approvals and notifications. |
| Access and permissions | SharePoint provides robust access and permission management at various levels, ensuring data security. | Access control can be managed at site and item levels. |
| Limitations to consider | SharePoint has limitations as a database, especially for complex relational data management. | SharePoint is primarily a collaboration and document management tool, which may not be suitable for complex relational data management needs. |
Note: When using SharePoint Server, the process of database creation in SharePoint typically starts from the SharePoint central administration website. This platform is pivotal for configuring and managing the SharePoint database environment.
The Limitations of SharePoint as a Database
While SharePoint offers a range of functionalities for data storage and management, it has several limitations when used as a database.
These constraints can affect performance, scalability, and the overall efficacy of the platform in handling complex database tasks.
Understanding these limitations is important for organizations considering SharePoint for their database needs.
1. Data Capacity Limitations
One of the major limitations of using SharePoint as a database is its data capacity constraints.
These limitations significantly impact how SharePoint can be used for storing and managing large volumes of data.
| Limitation | Description | Key Points |
| List and library item limits | SharePoint has a list view threshold limit of 5,000 items, impacting data access and management. | Practical usability decreases as you approach the 30 million item/document limit due to performance issues. |
| Size constraints on individual items | SharePoint imposes limits on individual items and file sizes, affecting the storage of large files and data. | The maximum file size is typically 250 MB, while a SharePoint list item can only hold up to 8,000 bytes of data. |
| Database storage architecture | SharePoint uses SQL Server content databases with a recommended limit of 200 GB for optimal performance. | SharePoint is better suited for unstructured data and struggles with structured data found in relational databases. |
| Impact on performance | As data capacity nears limits, performance deteriorates, affecting user experience. Management becomes complex. | Data retrieval, updates, and site loading can slow down, necessitating careful planning and maintenance for efficiency. |
While SharePoint offers some level of data storage capability, its capacity limitations pose significant challenges.
These limitations make SharePoint less suitable for applications that require handling large volumes of complex or structured data.
2. Performance Issues
When SharePoint is utilized as a database, particularly for larger or more complex datasets, performance issues can arise.
These challenges arise from SharePoint’s core focus on document management and collaboration, which influence its design and limitations.
| Issue | Description | Key Points |
| Impact of large lists and libraries | SharePoint lists or libraries can experience slow data retrieval as they grow in size, affecting user experience. | List view threshold limits can impede data access for large lists. |
| Challenges with complex queries | SharePoint lacks support for complex querying, making advanced data operations cumbersome or limited. | Performance often relies on indexed columns, which can be challenging to maintain and may not always improve efficiency. |
| Web front-end limitations | Large datasets can lead to longer page load times and varying browser performance on SharePoint pages. | Web-based performance depends on the front end and user devices, impacting user experience. |
| Impact on server resources | Handling large data volumes and complex operations can strain SharePoint servers, affecting overall functionality. | Backup and restore times become more time-consuming with increased data, affecting maintenance and recovery efforts. |
| Data syncing and integration delays | Performance issues may arise during data syncing with other systems, especially for large or frequent data transfers. | SharePoint is not suitable for real-time data processing or instant updates, limiting certain business applications. |
SharePoint can serve as a data storage platform but encounters notable performance issues, especially with large or complex datasets.
These limitations emphasize the need to carefully assess data management needs before opting for SharePoint as a database solution.
3. Lack of Database-Specific Features
As you may know, SharePoint, although versatile, lacks the specialized features found in dedicated database systems.
The lack of database-specific features hampers its effectiveness as a comprehensive database solution, especially for complex data management.
| Aspect | Description | Key Points |
| Absence of advanced query language | SharePoint lacks SQL-like language support, limiting complex queries and data manipulations. | The absence of SQL hampers the ability to perform intricate queries, joins, and aggregations. |
| Limited data relationship capabilities | SharePoint offers basic relational data management with limitations in complex data relationships and referential integrity. | Complex data relationships, such as many-to-many, are challenging to implement. Referential integrity is not enforced. |
| Restricted data normalization | Data normalization in SharePoint is not straightforward, leading to data duplication and inconsistencies. | The process of data normalization is challenging, affecting data quality. |
| Lack of transactional control | SharePoint lacks support for ACID transactions, increasing the risk of data corruption during complex operations. | ACID transactions ensure data integrity during multiple operations, which SharePoint does not provide. |
| Constraints in data indexing and optimization | Limited indexing options in SharePoint hinder data retrieval and performance, especially with large datasets. | SharePoint lacks control over performance optimization techniques commonly used in databases. |
| Absence of in-built reporting and analytics tools | SharePoint lacks advanced reporting and analytics tools natively, relying on external integrations for in-depth analysis. | It lacks sophisticated reporting and analytics capabilities found in dedicated database systems. |
| Simplistic data validation | Data validation in SharePoint is basic and does not support complex rules or constraints found in database systems. | SharePoint’s data validation features are relatively simple compared to database management systems. |
| No stored procedures or triggers | SharePoint lacks automation features like stored procedures and triggers, limiting the efficiency of data-related workflows. | Automated tasks and data consistency checks are not supported in SharePoint as in traditional databases. |
These limitations emphasize a particular need:
To assess an organization’s data management requirements and explore specialized database systems for complex or high-performance data needs.
Alternatives to Using SharePoint as a Database
SharePoint works for small-scale applications but isn’t suitable for larger, complex ones due to limitations.
For extensive data, complex queries, and advanced database features, consider a traditional relational database management system.
Here are some alternative database apps:
1. SQL Server
SQL Server operates on a model where data is stored in database tables with relationships, allowing for efficient data management and retrieval.
It uses Transact-SQL (T-SQL), an extension of SQL (Structured Query Language), enabling the execution of complex queries, data manipulation, and analytics.
SQL Server is designed to cater to a range of applications, from small-scale local databases to large-scale enterprise systems.
Key Features
Here are some of its key features:
- Advanced querying capabilities: SQL Server supports complex querying, including joins, subqueries, and window functions, enabling sophisticated data manipulation.
- ACID compliance: Ensures transactional integrity with atomicity, consistency, isolation, and durability, crucial for applications requiring high levels of data accuracy and consistency.
- Scalability and performance: Designed for high performance, it can handle large volumes of data and concurrent transactions efficiently.
- Security features: Offers robust security features, including encryption, data masking, and row-level security to protect sensitive information.
- Integrated analytics and reporting: SQL Server integrates with tools like SQL Server Reporting Services (SSRS) and SQL Server Analysis Services (SSAS) for comprehensive reporting and analytics.
- Data warehousing: Supports data warehousing capabilities, enabling efficient handling of large-scale historical data for analysis.
- Cloud integration: Seamless integration with cloud services like Azure SQL Database, offering flexibility and scalability in cloud environments.
Pros and Cons
| Pros | Cons |
| Performance and reliability: Known for its high performance, stability, and reliability in managing complex and large-scale databases. | Cost: SQL Server can be expensive, particularly for its enterprise editions, which may not be feasible for small businesses or startups. |
| Comprehensive tooling: Comes with a suite of tools for database management, development, and maintenance. | Complexity: The vast array of features and capabilities can be overwhelming, requiring significant expertise to manage and optimize effectively. |
| Wide industry adoption: Widely used in various industries, which means a large community and extensive support options. | Resource-intensive: Can be resource-intensive, especially for larger databases, necessitating robust hardware and server resources. |
| Advanced security: Strong security features ensure data protection and compliance with regulatory standards. | Windows-centric: While there is support for other operating systems, SQL Server is primarily designed for Windows environments, which might limit its use in diverse IT ecosystems. |
2. Oracle Database
Oracle Database operates on a relational model, efficiently handling both transactional and warehousing data across various platforms.
It is designed to support large-scale operations, offering solutions for cloud, on-premises, and hybrid environments.
Oracle’s SQL and PL/SQL languages enable complex data operations, making it a powerful tool for managing extensive and varied data sets.
Key Features
- Advanced data management: Offers comprehensive features for managing structured, semi-structured, and unstructured data.
- Scalability and performance: Highly scalable, capable of handling large volumes of data and high transaction rates with excellent performance.
- PL/SQL: A powerful extension of SQL, providing additional procedural capabilities, allowing for sophisticated data manipulation and business logic implementation.
- High availability: Features like Real Application Clusters (RAC) and Data Guard ensure high availability and disaster recovery.
- Security and compliance: Strong security features including data encryption, auditing, and fine-grained access control, ensuring data security and compliance with regulatory standards.
- Cloud integration: Offers Oracle Cloud services, providing flexibility and scalability in cloud-based environments.
- Analytics and reporting: Supports advanced analytics, machine learning, and integrated reporting capabilities.
Pros and Cons
| Pros | Cons |
| Robustness and reliability: Renowned for its stability and reliability, especially in handling critical and large-scale operations. | Cost: One of the more expensive RDBMS options, with costs that can be prohibitive for smaller organizations. |
| Advanced features: Provides a wide array of advanced features for optimization, security, and data management. | Complexity: The vast array of features and configurations requires a high level of expertise, making it complex to manage and maintain. |
| Widespread industry usage: Its widespread adoption in large enterprises ensures a strong community, extensive support, and third-party integrations. | Resource intensive: Can be demanding on hardware resources, especially for larger databases or complex operations. |
| Cross-platform support: Available on multiple platforms, offering flexibility in terms of deployment and integration. | Proprietary nature: Being a proprietary system, it can lead to vendor lock-in, limiting flexibility in terms of migration to other platforms or systems. |
Using SharePoint as a Database
While SharePoint offers some advantages as a SharePoint database:
It’s important to understand its limitations compared to a traditional web database or a more comprehensive database management system.
If you have more questions about the limitations of using SharePoint as a database, feel free to leave a comment.
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