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Microsoft claims that 190 million users and more than 200,000 businesses use SharePoint for team sites, intranets, and content management. Thanks to SharePoint, your company can benefit from having a central information hub that allows all employees to access the same documents and resources.
Companies are constantly seeking methods to improve their data-sharing, workflow procedures, and communication tactics. Innovative digital communication and collaboration solutions, such as On-Premises SharePoint Localized and cloud-based SharePoint Online applications, are offered by Microsoft to enterprises.
However, businesses frequently need to be made aware of which of these two apps would work best for them and how it would affect their day-to-day operations. Delays in shifting workloads to the cloud have resulted from this.
This blog will examine the distinctions between SharePoint Online and On-Premise and discuss when your company should use each. Let's first review the fundamentals of Microsoft SharePoint, though.
Microsoft SharePoint: What Is It?
SharePoint is an extremely adaptable platform that offers a central repository of information for document management and collaboration. SharePoint is available in two flavors: SharePoint Online and SharePoint On-Premise. Each of them offers special features that are ideal for any company trying to boost creativity and productivity. Let's now examine SharePoint Online vs. On-Premise in more detail to see what each may provide your company.
Read More: Maximizing SharePoint Solutions: How Much Can You Save with Optimized Search and Navigation?
What Is SharePoint?
SharePoint Online
One of the more potent web-based tools in the Microsoft 365 office suite is SharePoint Online, which facilitates information sharing and collaboration among employees in a company. Microsoft offers the required data redundancy measures through its data centers and servers with SharePoint Online. SharePoint Online, like SharePoint On-Premises, enables users to easily store, distribute, and manage content through a multi-tenant server.
To put it plainly:
It is the SharePoint platform's cloud version. Per-user licensing is available for SharePoint Online. SharePoint Online can be purchased separately or as a part of Microsoft 365 plans.
Choices consist of:
- SharePoint Online Plan 1- Designed with SMEs in mind
- SharePoint Online Plan 2- Fully featured and has enterprise-level capabilities without Office apps.
- Office 365 E3- Completely functional with every Office program and service
SharePoint On-Premise
On-premise SharePoint customization requirements involve managing SharePoint locally in the data center of your business, under the direction of your internal IT staff or IT support. Intranet sites are licensed using the Server/CAL (Client Access License) paradigm for SharePoint On-Premises. Every instance of the program currently running requires SharePoint Server 2019, and every user or device that accesses a SharePoint Server needs CALs.
Choices consist of:
- SharePoint Standard CAL: The Standard CAL makes SharePoint's essential features available.
- Sites: a unified platform for all of your company's web pages
- Communities: a comprehensive platform for teamwork
- Content: mass-market enterprise content management (ECM)
- Search: visual previews, visual best bets, people and expertise search
- SharePoint Enterprise CAL: The Enterprise CAL makes all of SharePoint available.
- Sites: A unified platform for all of your company's web pages
- Communities: A comprehensive platform for teamwork
- Content: Popular ECM music
- Search: Entity extraction, video search, item recommendations in addition to normal search functions
- Business solutions (such as InfoPath and Access services)
- All people can benefit from business intelligence (which includes Visio, Excel, PerformancePoint, and Power View services).
What Are The Reasons To Use SharePoint?
Research found that 86% of employees and business owners blame inadequate or subpar communication tools for workplace issues. SharePoint tackles the core of this issue.
See a few of the advantages below:
- Work smarter. Develop new electronic working procedures so employees can concentrate on their tasks rather than shuffle paper.
- Knowledge sharing. Create fresh opportunities for cooperation so your group may exchange concepts, make connections, and create innovations.
- Keep everyone in the loop. The best method for disseminating news about the organization and crucial team directives.
- Electronic document management. Everyone has access to all your information, which is searchable and automatically version-controlled, so you can see precisely who made changes and when.
- Free up your workflows. For the essential daily actions, create and oversee new workflows to make handling them easier and faster than ever.
- Safe and secure. Assign profiles and rights to all team members, limiting their access to only the required information.
- Scalability. A scalable solution that expands with your company is SharePoint.
What Are The Primary Differences Between On-Premise And Online SharePoint?
Dedicated Hardware
- SharePoint Online: Uses Microsoft Cloud data centers to reduce the need for specialized hardware installed on-site.
- SharePoint On-Premise: Requires the acquisition of hardware specifically for the location.
Updates & Infrastructure
- SharePoint Online: Microsoft handles automatic updates and patches.
- SharePoint On-Premise: Updated with patches and other updates and managed by your internal IT staff.
Data Backups
- SharePoint Online: Microsoft manages backups, but with some restrictions. Learn about Microsoft's Shared Responsibility Model when backing up Office or Microsoft 365.
- SharePoint On-Premise: Your IT support staff must generate, test, and oversee backups inside your local environment.
Data Storage
- SharePoint Online: Cloud-based data.
- SharePoint On-Premise: Your local network is where data is kept.
Data Security
- SharePoint Online: Industry-specific security requirements are followed when maintaining data.
- SharePoint On-Premise: You are in charge of ensuring that your data is secure.
Costs
- SharePoint Online: As part of your Microsoft 365 subscription, billing occurs monthly for each user.
- SharePoint On-Premise: You're considering the cost of licenses, hardware acquisition and maintenance, etc.
Customizations
- SharePoint Online: Limited customizations available.
- SharePoint On-Premise: Customisations are unlimited.
External Users
- SharePoint Online: Easily expandable to link external users with a range of Azure services.
- SharePoint On-Premise: Manual construction and adjustment of the necessary infrastructure is required to connect external users.
Scalability
- SharePoint Online: Microsoft handles scalability.
- SharePoint On-Premise: You are accountable for scalability.
New Tools
- SharePoint Online: Microsoft constantly adds new features and updates existing ones.
- SharePoint On-Premise: Your IT support staff makes tools and features available when they become available.
SharePoint Hybrid: What Is It?
The advantages of utilizing a phased migration strategy, also known as Hybrid SharePoint phased migration, become evident when you shift crucial SharePoint Server tasks to SharePoint Online. With the help of this tactical approach, your current On-Premises SharePoint Server services may be gradually moved to the cloud, guaranteeing a seamless and managed transfer.
By extending high-impact SharePoint Server workloads to SharePoint Online, you can have a phased migration route if you wish to progressively migrate your current On-Premises SharePoint Server services to the cloud. It was ultimately reaping the benefits of Microsoft's inherent redundancy.
Trusted communication between an On-Premises server and SharePoint Online is possible in a hybrid environment. Once built, you can set up features and services like user profiles, search, and follow for integrated functionality.
When To Use Online SharePoint
The ideal option is SharePoint Online if you want to:
- Cut down on the expense of maintaining and establishing dedicated infrastructure for IT.
- Obtain SharePoint as soon as you can.
- Create an extensible intranet for your company.
- Get upgrades and reliable data security systems.
- Establish a connection with outside users to foster creativity and teamwork.
- Provide an application that is easy to use and can be integrated with other applications.
When To Select On-Premise SharePoint
The best option is SharePoint On-Premise if you:
- Own a well-established infrastructure on-site.
- High limitations on compliance requirements.
- High requirements for customization.
- Want more authority over your SharePoint farms?
- Possess more storage space than Microsoft offers.
- Choose an intranet that is exclusive to your company's network.
Conclusion
Choosing between SharePoint Online and On-Premise is essential, depending on your unique requirements and organizational goals. Thanks to our thorough comparison, you can now make an informed decision by understanding each platform's distinctive qualities.
Partnering with CISIN once you've made your choice guarantees a smooth migration process. Our knowledge goes beyond migration to include all Microsoft services, including Teams, Azure, and SharePoint apps. Partnering with us ensures best-in-class technological solutions customized to your needs, protecting your competitive advantage.
Beyond the migration process, our specialized SharePoint migration services guarantee ongoing support and maximize the platform's advantages through our managed IT services. CISIN is your go-to partner for Microsoft products for everything from strategy and organizational scalability to communication. To fully realize the potential of Microsoft SharePoint, get in touch with CISIN right now.
