The benefits of SharePoint on-premise

SharePoint on-premise is the name of a Microsoft technology that provides portals in the area of collaboration, the so-called collaboration technology. SharePoint on-premise also offers content management tools, SharePoint development tools, document management, an app and other services.

We explain what SharePoint on-premise is all about, and which different versions are on the market and provide information about the advantages and disadvantages.

A comparison between SharePoint on-premise and SharePoint online

The most obvious difference between the two versions comes from the names. SharePoint online is an online version installed on Microsoft’s servers. SharePoint online is accessed via the Internet.

SharePoint on-premise, on the other hand, is licensed software that is installed on company-owned or rented servers. As with SharePoint, access can be online via the Internet, but also via a company intranet. This results in fundamental differences in the application and, above all, in the effort involved in maintaining the systems.

Advantages and disadvantages of SharePoint on-premise / SharePoint online

Thanks to SharePoint development companies and cloud-based work, access is possible from all devices, a clear advantage, especially in times of digitization and home office. Using mobile devices is also significantly easier because Microsoft has had the motto “Mobile first, Cloud first” since 2017.

In this context, innovations and updates will be published first for the online versions of all programs and only afterwards for the “on-premise” solutions.

Another big advantage of the “Sharepoint online” version compared to Sharepoint on-premise is that Microsoft automatically carries out updates and improvements in the background. This ensures that you always use a current and, above all, secure program version.

Likewise, the scaling of the network is not a problem with the online solution, new users can be added simply by purchasing a license. The server capacities are then automatically adjusted in the background. The same applies to the integration of external service providers, here too only one additional user license is required.

The disadvantages of Sharepoint online are almost the advantages of Sharepoint on-premise

It is because only if Sharepoint on-premise is installed on your own servers do you have full control over your data. Handling large amounts of data is no problem here as long as you work locally. It is also possible to integrate or link Sharepoint on-premise and Sharepoint online. Large or sensitive data such as archives or customer data is stored on-premise, i.e. locally on our own servers, while other data remains in the cloud and can be shared and processed in the team.

This hybrid solution is even possible with existing intranet systems so that existing systems can continue to be used.

Unfortunately, Sharepoint on-premise has a major disadvantage compared to the cloud-based version, because you have to operate, maintain and, if necessary, maintain your own or rented servers, which of course causes extra costs. You have to make updates and improvements to the system yourself without the help of a SharePoint development company, and this requires your own or external specialist staff.

The capacity of the servers must be planned a few years in advance to ensure a certain degree of scalability. New users and also external service providers have to be created themselves and provided with the appropriate rights. This creates a greater administrative effort than with Sharepoint online, which may be necessary, especially when working with sensitive data.

From a certain size, however, the cost factor is put into perspective again, since with Sharepoint on-premise a license with monthly fees does not have to be purchased for each user.

Sharepoint on-premise vs. Sharepoint online: Which version is suitable for whom?

Sharepoint online is the variant that will be the first choice for most customers. Fast setup, always up-to-date and easily calculable costs speak for Sharepoint online. This version is the best way to get started, especially for startups and companies that have not yet dealt with their own intranet or more complex solutions for sharing files.

In addition, there is an easily calculable cost structure, uncomplicated scalability and few worries about updates or security. Another way to do it is to consult with a SharePoint development company.

Sharepoint on-premise, on the other hand, is aimed at everyone who already owns an existing intranet or several servers. Because this is not about setting up or creating an intranet as uncomplicatedly as possible, but about integrating existing systems and linking them together.

Even companies that work with sensitive and/or large amounts of data are usually better positioned with Sharepoint on-premise. The major advantages are sovereignty over your own data and the option of setting up the system according to your own needs. The resulting additional costs for your own servers and technicians are put into perspective from a certain number of users, so that large companies may be able to use this version more cheaply in the long term.

Microsoft Sharepoint: The Android App

A mobile version of Sharepoint is also available. This was revised by Microsoft in 2018 and now offers a significantly improved workflow. It is now possible to navigate faster within the app and it is now also possible to use multiple accounts.

The app provides quick access to your team’s websites and organization portals. To sign in to the Sharepoint mobile app, you must have an Office 365 subscription, which also includes Sharepoint online.

Final Words

We at Al Rafay Consulting are the experts in configuring customized settings in SharePoint online according to your workability. For a professional piece of advice from an experienced SharePoint development expert, please contact us.

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