Looking for the best SharePoint tools in 2025?
SharePoint tools are built-in and add-on features that help businesses collaborate, share files, automate workflows, and manage projects more efficiently. The best part? Microsoft offers 7 free tools that can dramatically improve productivity without extra cost.
In this guide, you’ll learn:
- What SharePoint tools are and why they matter.
- The top free and paid SharePoint tools in 2025.
- How they compare to Excel for project management.
- Steps to set up SharePoint for your organization.
In the next section, we’ll define SharePoint and explore its core functions so you know exactly how it can transform your business operations.
What is SharePoint?
SharePoint is Microsoft’s web-based collaboration and document management platform. Businesses use it to:
Unlike traditional file-sharing tools, SharePoint integrates seamlessly with Microsoft 365, Teams, and Power BI, making it a central hub for your digital workplace.
Now that you know what SharePoint is, let’s go through the step-by-step setup process so you can start using it effectively.
How to Set Up SharePoint (Step-by-Step)
- Choose Your Setup Model → On-premises, SharePoint Online, or hybrid.
- Prepare Your Infrastructure → Ensure server or Microsoft 365 subscription readiness.
- Install and Configure → Set up SharePoint Server or activate SharePoint Online.
- Create Sites and Libraries → Build team sites, project hubs, and document libraries.
- Train Your Team → Assign permissions, teach navigation, and introduce workflows.
Pro Tip
Businesses in Gippsland can contact our SharePoint Setup Experts for tailored deployment.
With SharePoint set up, let’s dive into the best tools available—both free and paid—to boost productivity.
Top SharePoint Tools (Paid & Free)
The following table gives an overview of a few of the essential SharePoint tools and their functions
SharePoint Tool | Function |
|---|---|
Document Library | Store, organise, and collaborate on files in real time. |
SharePoint List | Create custom lists to manage data, tasks, or inventories.
|
Workflows | Automate processes like approvals or notifications.
|
SharePoint Search
| Find documents, sites, and people quickly.
|
PowerApps
| Build custom apps without coding.
|
Central Administration
| Manage site settings and permissions.
|
Team Sites
| Collaborate with teams on shared projects.
|
These tools are great for most businesses, but the real advantage comes from Microsoft’s free tools—let’s explore them next.
Free SharePoint Tools You Can Use Today
1. SharePoint Designer
- Build custom workflows and site designs.
2. SharePoint Foundation
- Core collaboration features without licensing costs.
3. SharePoint Migration Tool
- Move content to SharePoint Online or OneDrive.
4. Color Palette Tool
- Customise site themes.
5. SharePoint Manager
- View site and property details.
6. U2U CAML Query Builder
- Create advanced queries without code.
7. SPServices (jQuery Library)
- Simplify SharePoint web services.
If you’re starting out, these free tools can help you leverage SharePoint without extra costs—next, we’ll compare it with Excel for project management.
Why Choose SharePoint Over Excel for Project Management
Feature | Excel | SharePoint |
|---|---|---|
Collaboration | Limited, version control issues.
| Real-time, multi-user. |
Automation | Manual updates required.
| Automated workflows.
|
Access Control
| Basic file permissions.
| Granular, role-based.
|
Integration | Limited with Microsoft tools.
| Deep integration with Microsoft 365.
|
Scalability | Suitable for small projects.
| Scales to enterprise needs.
|
Clearly, SharePoint outperforms Excel in team-based project management—now, let’s address common questions.
Frequently Asked Questions (FAQ)
Is SharePoint free to use?
Can SharePoint replace Excel for all tasks?
What is the best free SharePoint tool for beginners?
Still unsure which SharePoint tools are right for your business? Our team at ITS Gippsland can help you choose and implement the best solutions.
Conclusion
SharePoint’s feature-rich platform offers unmatched collaboration, automation, and integration capabilities for businesses of all sizes. With a mix of paid and free tools, it can be adapted to your organisation’s needs, replacing outdated systems like Excel for most collaborative tasks.
Ready to supercharge your business operations? Contact us today to set up SharePoint and start working smarter in 2025.
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After the October 14, 2025 end‐of‐support date, Windows 10 will still run — but it will no longer receive updates, leaving your PC vulnerable. To stay secure and supported, you should move to Windows 11 now if your PC meets the requirements; if not, take steps to either upgrade your hardware, use Extended Security Updates, or replace the PC.
Unpatched vulnerabilities → more malware, phishing, and ransomware threats.
Future apps, drivers, and devices won’t support Windows 10.