Differences And Similarities Between Sharepoint vs. Office 365

SharePoint and Office 365 are some of the world’s most widely used software tools. Microsoft designed these products as interconnected tools that help the modern office get things done faster and more efficiently. While these platforms share a close association, they are not interchangeable. When considering SharePoint vs. Office 365, how are they similar – or different from each other? Understanding the differences in these tools is crucial for making an informed decision about what platform to use. Is SharePoint part of Office 365? What are some ways to use these tools, and how can they complement the work you do every day? This blog will answer these questions to help you navigate the difficult choice between SharePoint and Office 365.

COMMONALITIES BETWEEN SHAREPOINT VS. OFFICE 365

While there are more differences between SharePoint vs. Office 365 than similarities, we’ll start with what they have in common. The first and most apparent commonalities are that these software products support today’s office applications. When comparing SharePoint and Office 365, it’s essential to recognize that they are closely related and often work together. Here are the top five commonalities between SharePoint and Office 365:

1. Integration and collaboration: SharePoint and Office 365 are designed to foster collaboration and streamline organizational communication. They provide a wide array of tools, such as document sharing, co-authoring, version control and real-time editing, which enable teams to work together efficiently.
2. Cloud-based solutions: SharePoint and Office 365 are primarily cloud-based platforms, meaning they are accessible from anywhere with an internet connection. The caveat is that SharePoint can also be installed on-premises. By now, there should be no question that Microsoft is moving toward an online-only ecosystem. For example, their office line of products morphed into the online-only Office365. Although SharePoint is a holdout with an on-premises offering, there are clear benefits to this push into the cloud. For example, leveraging cloud software like SharePoint and Office 365 allows users to access their files, documents and applications on various devices, promoting flexibility and remote work capabilities.
3. Document management: Both platforms offer robust document management capabilities. SharePoint serves as a content management system, allowing organizations to store, organize and share files in a structured manner. Office 365 includes applications like Microsoft Word, Excel, PowerPoint and OneNote, providing powerful tools for creating, editing, and managing documents.
4. Security and compliance: SharePoint and Office 365 prioritize security and compliance features to protect sensitive information. They offer encryption, data loss prevention, user access controls and adherence to compliance standards to safeguard data and ensure regulatory compliance.
5. Scalability and customization: SharePoint and Office 365 are highly scalable platforms that can accommodate organizations of various sizes. They provide customization options, allowing users to tailor the platforms to meet their needs through templates, workflows and extensions. This flexibility enables organizations to adapt the platforms to their unique requirements and workflows.

While SharePoint and Office 365 share these commonalities, it’s important to note that they also have distinct differences in focus, functionality and target audience. Understanding these distinctions is crucial for selecting the most suitable platform for your organization’s needs.

IS SHAREPOINT PART OF OFFICE 365?

SharePoint Online is a component of the Office 365 subscription. However, it can still be a standalone product installed on local machines. The on-premises SharePoint software offers a few capabilities not found in online SharePoint. However, SharePoint on-premises requires manual patching for software upgrades to protect your servers from cyberattacks. SharePoint Online updates occur manually in the cloud. Companies are also limited in storage by their server space volume.

365 SHAREPOINT ONLINE VS. OFFICE 365 — CLOUD VS. ON-PREMISES

Any review of the differences between these two software programs must begin with the debate over the cloud or on-premises applications. SharePoint Online is the cloud version of SharePoint, while Office 365 encompasses a broader suite of cloud-based productivity tools. Understanding the differences between these deployment options is crucial for organizations looking to make the right choice for their specific requirements.

One big difference between SharePoint vs. Office 365 is that SharePoint software can install on local machines (on-premises) or in the cloud. When you start talking about on-premises or the cloud versions of SharePoint, some differences emerge. There are pros and cons related to SharePoint online vs. on-premises. For example, hosting on-premises SharePoint software means your organization will have local control over the application. However, you will have the added expense of maintaining local servers to host the application.

Cloud services are generally less expensive than on-premises solutions. Security patches are updated more frequently, and organizations can typically scale up to add more users quickly.

SharePoint Online, part of the Office 365 suite, offers numerous advantages as a cloud-based solution. It allows organizations to access their data and collaborate from anywhere with an internet connection, promoting flexibility and remote work capabilities. SharePoint Online eliminates the need for managing on-premises servers, software installations and upgrades, as Microsoft handles all maintenance and updates. This benefit relieves the burden of infrastructure management, allowing organizations to focus on their core business activities. SharePoint Online also offers automatic backups and disaster recovery options, ensuring the safety and availability of data.

However, some organizations may have specific requirements or regulatory constraints that make an on-premises deployment more suitable. On-premises SharePoint installations offer complete control over the infrastructure, data and security, enabling organizations to meet specific compliance and governance needs. It allows for extensive customization and integration with existing systems and provides the flexibility to manage resources according to the organization’s preferences.

Now let’s dig into the core differences between SharePoint vs. Office 365 from a features perspective.

SHAREPOINT VS. OFFICE 365 – FEATURES

When comparing SharePoint and Office 365 online, it’s essential to understand the distinct functionalities of each. SharePoint is a comprehensive content management and storage system, while Office 365 offers a broader set of office productivity tools. Here are some features of both platforms to help you understand their functionality:

SharePoint Features:

• Document management: SharePoint was purpose-built for document management, with robust features for file storage, organization and collaboration. The software allows users to create document libraries, apply metadata and define access permissions. Versioning functionality ensures document control across all your documents.
• Intranet and team sites: SharePoint lets companies build intranet portals and team sites to facilitate internal communication. It offers customizable site templates, web parts and navigation features, allowing you to create personalized and project-specific sites.
• Search and discovery: SharePoint has an intelligent query system that makes finding files inside the platform more accessible. Advanced search features such as metadata-driven refinement and results sorting enhance and speed up file finding.

Office 365 Features:

• Productivity applications: Office 365 includes popular productivity applications like Word, Excel, PowerPoint, Outlook and OneNote. These applications provide robust tools for creating, editing and sharing documents, spreadsheets, presentations, emails and notes.
• Email and Communication: Office 365 offers Exchange Online for email hosting, enabling organizations to manage email accounts with custom domains. It provides features such as shared calendars, contacts, and online meetings through Microsoft Teams, promoting effective communication and collaboration.
• Chat and Collaboration: Microsoft Teams serves as a team collaboration hub with instant messaging, video conferencing, file sharing and project management capabilities.
• Business Intelligence: Office 365 includes Power BI, a powerful business intelligence tool. Power BI enables users to connect, visualize and analyze data from various sources, creating interactive dashboards and reports.
• Cloud Storage: Office 365 includes OneDrive for Business, a cloud-based storage solution. Users can store, sync, and share files securely across devices.

While Office 365 offers a variety of tools within its umbrella, SharePoint is primarily a storage tool. It’s easy to get confused when comparing just the storage capabilities of SharePoint vs. Office 365. But think of Office 365’s file storage capabilities like a desk drawer in your office. SharePoint is more like a library, suitable for larger files and more storage needs.

Use Office 365 file storage capabilities for:

• File-based storage of small document volumes on Office 365’s OneDrive.
• Small team collaborations without a lot of content can use Office 365 Teams.
• For small company personal files that need to be shared across devices (use OneDrive).
• You can email larger files from OneDrive, as well.

Use SharePoint in the cloud for:

• Bigger teams with more significantly sized projects need larger file storage capabilities. Use SharePoint to handle even the biggest projects.
• Complex team collaboration that requires tighter security. SharePoint storage is compliant with all government or other federal and state security rules.
• You need more customization on the view panes for complex projects.
• Complex data sets that require configuring work best in SharePoint Online.
• Customized workflows for better (and more complex) content management.
• Scalability to handle massive amounts of data.

Organizations must consider their specific needs, workflows, and priorities when selecting between SharePoint and Office 365. Whether on-premises or online, SharePoint is an ideal choice for organizations that require robust document management, intranet portals, and workflow automation. Office 365, with its comprehensive suite of productivity tools, is suitable for organizations seeking a holistic solution for communication, collaboration and productivity.

To talk more about how these tools could benefit your organization, please don’t hesitate to contact the Microsoft experts at Red River. We are Microsoft-certified partners that help our clients deploy the right tools to achieve competitive advantage. Call on us today.