Document management software · 12 alternatives

Microsoft SharePoint alternatives: 12 compared

By Sebastiaan Smits · Published October 8, 2026 · Updated October 8, 2026

Organizations look past SharePoint when governance tooling, extra storage or metadata design turn into a project of their own, or when they want document management without a Microsoft 365 tenant around it. Most go to Google Drive or Box for simpler sharing, to M-Files for metadata-first filing, or to Nextcloud for self-hosting.

Short answer: The closest replacements for Microsoft SharePoint in our document management software ranking are Google Drive, Box and M-Files. Choose Google Drive if you want easier sharing and fewer admin settings, and your staff already use Google. All 12 alternatives below are ranked products from Best Document Management Software in 2026, and each says where it differs from Microsoft SharePoint and when Microsoft SharePoint is still the better choice.

Visibility in our rankings can be paid for. Payment moves a vendor's position within the shortlist; it never adds a vendor, and it never changes a word of the review or of this page. How it works: placement disclosure · editorial process.

Microsoft SharePoint at a glance

Headquarters: United States
Pricing model: Per user / month
Pricing: Included in most Microsoft 365 business plans priced per user; SharePoint Advanced Management, pay-as-you-go document processing and Purview compliance features cost extra or need higher plans.
Free option: Free trial
Built for: Microsoft 365 organizations
Wrong for: Organizations without a capable Microsoft administrator that need enforced structure out of the box. M-Files enforces the model SharePoint leaves optional.
Place in our ranking: #4 of 16
Website: microsoft.com

Facts from our document management software ranking, last checked October 8, 2026.

Why buyers look past Microsoft SharePoint

Storage is a shared pool with a ceiling

Microsoft's limits page gives each organization 1 TB plus 10 GB per purchased license. A tenant that stays above its allowance risks read-only mode, where users cannot add or change content until usage drops or storage is bought. Extra capacity is sold in 1 GB increments.
Governance tooling is a separate purchase

SharePoint Advanced Management, which covers site ownership policies, inactive-site cleanup and oversharing controls, is available as part of Microsoft 365 Copilot or as an add-on. Multi-geo data residency needs an add-on with a minimum of 500 Microsoft licenses.
Features are retired on Microsoft's schedule

The service description records SharePoint alerts being removed by July 2026, domain-isolated web parts ending for existing tenants in April 2026, and the add-in model being deprecated in favor of SPFx. Custom solutions need rework when such notices land.

12 alternatives at a glance

Closest replacement first. The last column is our place in the full 16-product ranking.

#	Alternative	Headquarters	Pricing	Key difference	Switch if	Our rank
1	Google Drive	United States	Per user / month; free trial	Workspace file storage with real-time co-editing	you want easier sharing and fewer admin settings, and your staff already use Google	#12
2	Box	United States	Per user / month; free plan	Cloud content platform with security and governance	you share files with many outside parties and don't need an intranet	#6
3	M-Files	Finland	Per user / month; free trial	Metadata-driven document management and workflow	your SharePoint libraries have turned into folder sprawl and you want metadata-driven filing	#1
4	Nextcloud	Germany	Open source + paid tiers; open source	Self-hosted file platform with sovereignty	you need control over where data lives and have staff to run a server	#10
5	Egnyte	United States	Per user / month; free trial	Hybrid content platform with governance built in	your problem is controlling and classifying files, with no need for intranet sites	#3
6	DocuWare	Germany	Quote only; none	Document capture and workflow for back offices	you mainly run document-heavy processes such as invoices and employee files	#2
7	Hyland Alfresco	United States	Open source + paid tiers; open source	Open-core enterprise content services platform	you want an open, developer-extensible content repository with workflow	#9
8	Zoho WorkDrive	India	Per user / month; free plan	Team file management for small businesses	you run Zoho apps and want shared file storage without Microsoft licensing	#8
9	Dropbox	United States	Per user / month; free plan	File sync and sharing with light governance	your staff mostly need reliable sync and sharing, not sites or lists	#11
10	Revver	United States	Per user / month; free trial	Cloud document management for small offices	you want records and e-signature with cheap access-only seats for occasional users	#13
11	Folderit	Estonia	Flat monthly by tier; free trial	Cloud document management for small businesses	you want a predictable monthly price for a small team instead of per-user licensing	#7
12	FileHold	Canada	Quote only; free trial	Document and records management, on premises or hosted	you need a controlled document repository with audit trails and on-premises options	#15

What each alternative does differently

1. Google Drive

Workspace file storage with real-time co-editing · United States

Simple shared drives with a lighter admin model, bundled in Google Workspace with Gmail and Meet. Standard gives 2 TB per user and Plus 5 TB, and Vault retention starts on Plus. Business plans cap at 300 users. It offers little of SharePoint's site, page and metadata structure for intranets.

Switch from Microsoft SharePoint if you want easier sharing and fewer admin settings, and your staff already use Google.

Pricing: Included in Google Workspace plans priced per user; Vault retention comes with Business Plus and Enterprise or as an add-on license, and file approvals need Business Standard or above. (free trial)

Full review: #12 of 16 in our ranking · Visit Google Drive →

2. Box

Cloud content platform with security and governance · United States

Content cloud that works across tenants, with external collaboration as a core use. A free individual plan exists, business plans start at three users, and the upload limit rises by tier from 2 GB to 500 GB. Box AI and governance are priced in tiers. It has no intranet or page builder.

Switch from Microsoft SharePoint if you share files with many outside parties and don't need an intranet.

Pricing: Free individual plan; business plans priced per user with a three-user minimum and upload limits that rise by tier; Box Governance and Box Shield are sold as add-ons. (free plan)

Full review: #6 of 16 in our ranking · Visit Box →

3. M-Files

Metadata-driven document management and workflow · Finland

Files by what they are, not where they sit: its pricing page calls the approach context-first rather than folder-based. Essentials is listed at 65 euros per seat a month, Enterprise is quoted, and it can be hosted in the cloud or self-hosted. It integrates with Microsoft 365, so migration can be gradual.

Switch from Microsoft SharePoint if your SharePoint libraries have turned into folder sprawl and you want metadata-driven filing.

Pricing: Essentials published at 65 euros per seat a month, typically billed annually; Enterprise is quote-based and adds extended audit logs, advanced version control and external collaboration through Hubshare. (free trial)

Full review: #1 of 16 in our ranking · Visit M-Files →

4. Nextcloud

Self-hosted file platform with sovereignty · Germany

Open-source file platform under the AGPL that you host yourself. Enterprise subscriptions start at 100 users, while Nextcloud One offers managed hosting in Germany for smaller organizations. Nextcloud does not host Enterprise itself, so staff run servers and updates. It lacks SharePoint's page and list model.

Switch from Microsoft SharePoint if you need control over where data lives and have staff to run a server.

Pricing: Free open-source server; Nextcloud Enterprise subscriptions priced per user per year from 100 users, plus Nextcloud One, a managed hosted service in Germany for smaller organizations, and hosting from partners. (open source)

Full review: #10 of 16 in our ranking · Visit Nextcloud →

5. Egnyte

Hybrid content platform with governance built in · United States

Governance-led file platform with per-user plans billed annually. Ransomware detection and content lifecycle management begin on Enterprise Lite, and AI search and e-signature on Elite. Industry add-ons such as Project Hub cost extra. Egnyte is stronger for regulated file shares than for intranets or team sites.

Switch from Microsoft SharePoint if your problem is controlling and classifying files, with no need for intranet sites.

Pricing: Published per-user Business, Enterprise Lite and Elite plans billed annually, with Ultimate on quote; ransomware detection and retention policies start on Enterprise Lite, and the Project Hub add-on costs extra. (free trial)

Full review: #3 of 16 in our ranking · Visit Egnyte →

6. DocuWare

Document capture and workflow for back offices · Germany

Process-oriented document management for departments such as accounts payable and HR, sold through partners with no list prices. It runs as cloud, on-premises or hybrid. Its home page stresses workflow, invoice processing and records. It is less suited to open-ended team collaboration and site building.

Switch from Microsoft SharePoint if you mainly run document-heavy processes such as invoices and employee files.

Pricing: Quoted through certified partners: cloud subscriptions come in user and storage bundles with every feature included, while on-premises server licenses add module licenses as needed. (none)

Full review: #2 of 16 in our ranking · Visit DocuWare →

7. Hyland Alfresco

Open-core enterprise content services platform · United States

A content and process platform from Hyland, with a free community edition and quoted enterprise or cloud editions. Developers extend it through open APIs. It needs implementation work and a technical team, and it offers little of the Office-style collaboration experience SharePoint users expect.

Switch from Microsoft SharePoint if you want an open, developer-extensible content repository with workflow.

Pricing: Community Edition is open source; Enterprise subscriptions and cloud offerings are quote-based from Hyland. (open source)

Full review: #9 of 16 in our ranking · Visit Hyland Alfresco →

8. Zoho WorkDrive

Team file management for small businesses · India

Team file storage with pooled capacity, starting at 1 TB for three users on Starter, with a 15-day trial and a free 5 GB plan for individuals. Custom workflows, device management and data loss prevention are on Business. It fits companies already on Zoho and has no site-building features.

Switch from Microsoft SharePoint if you run Zoho apps and want shared file storage without Microsoft licensing.

Pricing: Free 5 GB plan for individual use; team plans priced per user with pooled storage, a three-user minimum and a 15-day free trial; also included in the Zoho Workplace and Zoho One bundles. (free plan)

Full review: #8 of 16 in our ranking · Visit Zoho WorkDrive →

9. Dropbox

File sync and sharing with light governance · United States

File sync and sharing first, with PDF editing, e-signature and transfers up to 100 GB on the standard business plans. Team plans price per user with a pooled team allowance, and a one-year restore window starts on Advanced. It is a poor fit for governance, retention or intranet work.

Switch from Microsoft SharePoint if your staff mostly need reliable sync and sharing, not sites or lists.

Pricing: Free Basic plan; team plans priced per user with storage pools, and longer version history and admin controls on higher tiers. (free plan)

Full review: #11 of 16 in our ranking · Visit Dropbox →

10. Revver

Cloud document management for small offices · United States

Document management with e-signature, PDF editing and workflow in every tier. Three per-user license levels can be mixed on one account without an account-wide minimum, so occasional users stay cheap. Storage is listed as unlimited. It is a records and workflow tool, not a collaboration portal.

Switch from Microsoft SharePoint if you want records and e-signature with cheap access-only seats for occasional users.

Pricing: Three published per-user license tiers that can be mixed on one account, from $25 a month for access-only users to $87 for full users, with unlimited storage and a 14-day free trial. (free trial)

Full review: #13 of 16 in our ranking · Visit Revver →

11. Folderit

Cloud document management for small businesses · Estonia

Prices are flat per plan rather than per seat: five users and 150 GB on the smallest tier, ten users and 500 GB on Medium. Workflow, retention and custom metadata begin on Medium, and SSO and API access on Tailor. A trial is offered. Capacity is fixed per tier, so growth means a plan change.

Switch from Microsoft SharePoint if you want a predictable monthly price for a small team instead of per-user licensing.

Pricing: Published monthly tiers based on users and storage, with a free trial. (free trial)

Full review: #7 of 16 in our ranking · Visit Folderit →

12. FileHold

Document and records management, on premises or hosted · Canada

Document management for records and compliance, deployable as cloud, on-premises or hybrid. Its site lists workflows, audit tools, scanning and an electronic forms portal, and sells through sales contact without public prices. It is a focused repository and does not give you team sites or a news-and-pages layer.

Switch from Microsoft SharePoint if you need a controlled document repository with audit trails and on-premises options.

Pricing: Quote-based per-user subscriptions, self-hosted or in FileHold Cloud, with no limits on scans or document volume and optional features priced on top; free trial available. (free trial)

Full review: #15 of 16 in our ranking · Visit FileHold →

When Microsoft SharePoint is still the right choice

SharePoint remains the right choice when the organization already runs on Microsoft 365 and wants sites, lists, Teams and the Office apps over one document store. The limits page allows 250 GB uploads, 25 TB per site and 30 million files in a library. Governance extras need budget, but the base product comes with the licenses you already pay for.

What to expect when you switch from Microsoft SharePoint

Getting files out

There is no single export button. The limits page notes a 20 GB cap on automatic ZIP downloads, so bulk copies go through the OneDrive sync app or a migration tool. Paths over 400 characters, version histories up to 50,000 major versions, and unique permissions on items rarely map to another system.
What does not travel

Libraries move as files, while sites, pages, lists, workflows and the managed-metadata term store are SharePoint constructs. The service description lists Teams and Microsoft 365 group-connected sites as tied to SharePoint. Decide per site whether to rebuild it elsewhere, archive it or leave it.

Questions and answers

Can I bulk export a SharePoint library?

Yes, but not in one click for large libraries: Microsoft caps the automatic ZIP download at 20 GB, so bigger sets are copied with the OneDrive sync app or a migration tool. Check file paths first, as the limit is 400 characters.

Does leaving SharePoint cancel my Microsoft 365 license?

No, SharePoint is included in the Microsoft 365 business and enterprise plans, so stopping its use does not reduce what you pay. Savings only appear if you also drop or downgrade the Microsoft 365 subscription.

What happens to storage if I move only part of my content?

Your tenant pool stays at 1 TB plus 10 GB per license, whatever you move. Microsoft lists read-only mode for tenants above their allowance, so measure usage before and after a partial migration.

Will Microsoft 365 Copilot-related governance tools matter after I leave?

No, SharePoint Advanced Management applies only to SharePoint and OneDrive content. It is available as part of Microsoft 365 Copilot or as an add-on, so check what you pay for before a partial exit.

How are permissions handled when I migrate?

Inherited permissions usually map to groups in the new tool, but unique item-level permissions need review. Microsoft supports up to 50,000 unique permissions per library and recommends staying near 5,000, so heavily customized libraries take longer.

Which SharePoint customizations will stop working anyway?

Those built on retired parts: SharePoint alerts, domain-isolated web parts and the add-in model are all listed as removed or deprecated. SharePoint Framework remains supported. Inventory such customizations before you decide what to rebuild.

Sources

Prices, plan limits and product facts about Microsoft SharePoint on this page were checked against the vendors' own pages on October 8, 2026. Vendors change both without notice, so treat the figures as of that date.

Microsoft: SharePoint limits: Storage per organization, read-only mode, file size, ZIP, path and version limits, permissions limits.
Microsoft: SharePoint service description: Advanced Management availability, multi-geo add-on, retired features, Teams and group sites, migration tools.
Microsoft: SharePoint Advanced Management: What SAM covers.
Microsoft: Manage site storage limits: Pooled storage, per-site limit, extra storage.
Microsoft: SharePoint Framework overview: Add-in model deprecation, SPFx support.
Google Workspace pricing: Storage per plan, Vault on Plus, 300-user cap.
Box pricing: Free plan, three-user minimum, upload limits by tier.
M-Files pricing: Essentials price, context-first approach, deployment options.
Nextcloud pricing: AGPL, 100-user minimum, Nextcloud One.
Egnyte pricing: Plan features and add-ons.
DocuWare: Cloud, on-premises and hybrid, workflow focus, no list prices.
Hyland Alfresco: Community edition, enterprise and cloud, open APIs.
Zoho WorkDrive pricing: Plans, three-user minimum, trial, free plan.
Dropbox plans for business: Plans, 100 GB transfers, restore window.
Revver pricing: License tiers, mix and match, e-signature.
Folderit pricing: Flat plans, users and storage per plan.
FileHold: Deployment options, feature list.

Who wrote this

Sebastiaan Smits, Founder, wrote, edited and fact-checked this page. Founder of The Interregnum and of 2 Steps Ahead, an AI search visibility agency. Writes, edits and fact-checks every page here. Last reviewed October 8, 2026. How we review.