Is SharePoint Online the Right Choice for Your Intranet?

Microsoft SharePoint On-Premises and Microsoft SharePoint Online are industry-leading tools for storage, document management, and teams’ collaboration. These terms are highly popular;...

· 3 min read >
Sharepoint online

Microsoft SharePoint On-Premises and Microsoft SharePoint Online are industry-leading tools for storage, document management, and teams’ collaboration. These terms are highly popular; still, some use them interchangeably. If you are also confused about whether these two are the same or two different tools, read the blog to have a clear understanding.

What Is SharePoint Online?

SharePoint Online is a robust web-based app that is used for information exchange and collaboration of different teams across an organization. In simple words, you can say that it’s a cloud version of SharePoint. It works the same as On-Premises one and allows you to share, store, and manage data seamlessly. Available as SaaS (Software-as-a-Service), it comes with Office 365 subscription.

SharePoint Online is also known by many other terms such as Office SharePoint, Microsoft SharePoint, SharePoint 365, etc. People often mix it with Office 365 and OneDrive. However, SharePoint Online and Microsoft 365 are not the same tools. SharePoint Online is one of the Microsoft cloud services that is integrated with Office 365. Any enterprise having Office 365 license can use SharePoint Online conveniently.

SharePoint Online is one of the Microsoft products that is available with the Office 365 subscription. It depends on the subscription plan you opt for; you can use the tool alone without the 365 package. It is a subscription-based tool, and you get a per-user basis license with it.

SharePoint Online Versus On-Premises

Many people confuse SharePoint On-Premises with SharePoint Online and vice versa. Although these two are similar in many aspects and offer common functionalities. But still, they are different and are also developed differently. When you know the difference between these two tools, you can easily choose the accurate one matching your business needs.

SharePoint On-Premises is also known as SharePoint Server and is locally hosted by the company. The company is itself responsible for the architectures, resources, and servers needed for the installation of updates and maintenance. All this significantly impacts the cost of ownership.

Talking about SharePoint Online, it uses the cloud environment hosted by Microsoft. For this, you don’t need to purchase new hardware or handle maintenance. Also, it has little or no impact on implementation costs.

Moving From SharePoint On-Premises to SharePoint Online

For moving from SharePoint On-Premises to SharePoint Online, you can use SharePoint Migration Tool; it is a free tool by Microsoft. The tool has the capability to move your files and document libraries from SharePoint On-Premises sites or your local drive to SharePoint Online. However, it is crucial to assess your system settings, permissions behavior, and requirements before starting the migration process.

Benefits of SharePoint Online

SharePoint Online boosts productivity and improves collaboration. Along with that, the tool offers the following benefits:


The online collaboration tool is highly flexible and offers several other functions. You can use it as an internal website to manage documents, company announcements and update information, share files, and schedule and organize projects. The platform enables you to set up social networking platforms in order to encourage interactions among your employees and customize the interface according to your needs.

Seamless Integration with Microsoft Office Suite

SharePoint Online offers seamless integration with other Microsoft enterprise apps such as PowerPoint, Word, Outlook, and Excel. It is also highly compatible with different web browsers like Firefox, Internet Explorer, Safari, Chrome, and Edge. By this, you can work on documents in your browser or can edit them natively on your desktop.

Automatic Updates

When you are using the online version, the IT team won’t have to worry about manually installing the patches and updates on a regular basis. You just have to buy the license, and the system automatically updates the latest versions and new features whenever they’re available.

Management Ease and Cost-Effectiveness

As it is a web-based platform that is hosted in Microsoft’s cloud environment, there is nothing extra to manage on your side. The company will not have to invest in installing anything additional or any hardware.

Easy Accessibility

SharePoint Online is a cloud-based platform; it means you can access your data and files on any device, anytime, and anywhere. All you’ll need is a good internet connection and a web browser. It boosts productivity and makes collaboration effective even when you’re on the go.

Advanced Security

It comes with advanced security features that prevent unauthorized access to sensitive data of the company. The platform maintains data integrity by optimizing access to shareability and data. You can also easily set security configurations at the folder, library, document, or site level.

What Are the Data Specs of SharePoint Online?

It is the age of ever-evolving security regulations and data privacy and cloud computing. Companies need to be aware of the specifics of their information storage. Organizations want the information to stay adaptable to the regulatory requirements of the industry.

  • Data Security

With SharePoint migration services, you get the robust and multi-layered protection of Microsoft. There is per-file encryption to ensure every change to a file is encrypted using a unique encryption key. While BitLocker offers disk-level encryption of all data. There is Federal Information Processing Standard (FIPS) 140-2 compliant and Advanced Encryption Standard (AES) with 256-bit keys at every encryption step.

  • Data Retention

With a retention policy of SharePoint, you can reduce security and liability risks and unclutter storage. You can maintain the files stored in SharePoint and set them based on the last modified date or the creation date.

  • Data Storage

Microsoft securely stores all of the SharePoint Online folders of your company and files in one of its data centers on Azure SQL storage. It ensures data recovery and availability at the time of accidental deletion or a disaster.


Office 365 integration ensures that your SharePoint Online data is always available and protected. By this, your productivity is unhindered. The cloud-based environment of SharePoint and its collaboration capabilities makes your company’s data secure from ransomware attacks, sync or configuration errors, and accidental deletion.

Moving to Microsoft SharePoint Online and Microsoft Office 365 opens up intuitive and new ways by which your teams can collaborate with each other, work seamlessly together, and share knowledge. Xavor has both expertise and tools to help you to migrate from on-premises to the online version.

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