Still Using Excel to Manage Business Data? Here Are 7 Reasons to Switch to SharePoint

Many teams start with Excel. It’s easy, familiar, and quick to set up. But as soon as your data grows or more people need access, Excel starts to show its limits.

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You’ve probably been there:

• You’re not sure which version of the file is the newest.
• People overwrite each other’s work.
• There are mistakes no one catches until it’s too late.
• You can’t access the file on your phone when you're out of the office.
• And the more you add to the Excel file, the slower and messier it gets.

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If this sounds like your daily struggle — it’s time to look at SharePoint.

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Here are the 7 best reasons why switching from Excel to SharePoint is a smart move:

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1. Excel Doesn’t Scale Well — SharePoint Does

Excel can only handle so much data before it becomes slow and confusing. As your team and data grow, the problems multiply:

• Files take longer to open.
• It’s harder to find the right information.
• You hit limits on rows, columns, and formulas.

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SharePoint scales with your business. Whether you’re tracking 100 or 100,000 records, SharePoint handles it smoothly.

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And if your processes grow in complexity, skybow tools allow you to build powerful business apps on top of SharePoint — without writing code.

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2. Do More in Less Time with Automation

In Excel, you manually copy data, send update emails, or create reports. It takes time — and people make mistakes.

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With SharePoint, you can automate manual tasks using the skybow Action Builder. These automations perform repetitive tasks, send reminders, check conditions and so much more. This relieves your team of work and makes processes more efficient.

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Imagine this:

• A user submits a form → a new record is added → your team gets notified via Microsoft Teams.
• A project is overdue → an alert is triggered.
• A document is updated → a copy is saved and versioned automatically.
• A new task is created → task is created in the associated Microsoft Planner
• All project data is entered → PDF summary is generated

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These workflows save time and make sure tasks never fall through the cracks.

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3. Improve Data Accuracy with Smart Forms

Excel is very open — and that’s a problem. Users can enter anything, anywhere, anytime. That leads to:

• Typos
• Wrong formats (e.g., text instead of numbers)
• Missing or outdated data

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SharePoint lets you guide users as they enter data:

• Use dropdowns, checkboxes, or date pickers
• Make fields required
• Add validation rules (e.g., numbers only, no duplicates)
• Place help text for each field
• Show fields one after the other

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This means your data is clean, consistent, and ready to use — no cleanup needed later. The solution is also much more user-friendly and easier to use. This increases user acceptance and satisfaction.

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4. Stronger Security with Built-in Permissions

In Excel, anyone with the file can view or change everything. That’s risky — especially for sensitive data.

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SharePoint comes with a secure permission system that’s always up to date.

You can:

• Set read or write access for different users or groups
• Restrict access to certain lists, folders, or fields
• Track who did what, and when

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Your data stays protected, even as your team grows or roles change. You can also rely on existing and functioning safety functions. So you don't have to create and maintain your own concept.

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5. Access Your Data Anytime, Anywhere

Ever tried to open an Excel file on your phone? Or needed access when working remotely? That's not really comfortable.

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With SharePoint, your solution is always online:

• Works in your browser
• Mobile-friendly on phones and tablets
• Secure sign-in from anywhere

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No more emailing files back and forth. Everyone sees the same, up-to-date data, all the time and everywhere.

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This is particularly useful if you want to work remotely or are traveling for work. A solution that is used by employees who are out and about on construction sites, with customers, in stores, etc. also benefits enormously from this.

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6. Save Costs

At first glance, this point seems illogical. Converting Excel tables into a SharePoint solution means an initial investment. This is initially much more expensive than simply using Excel. Especially since it's included in the Microsoft 365 license anyway.

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But over time, Excel generates more and more hidden costs that you don't recognize at first glance:

• Time lost fixing errors
• Re-doing work due to confusion or outdated files
• Hiring developers to fix broken spreadsheets
• Lost trust from wrong reports

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A SharePoint solution, especially with skybow’s low-code tools, helps you avoid hidden costs. You invest once — and save over and over again with automation, better workflows, and less wasted time.

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7. Work Better Together with Real-Time Collaboration

Here’s the biggest game-changer: SharePoint is built for teamwork.

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Excel wasn’t made for multiple people editing at once. Even with OneDrive, things get tricky — especially when people work at different times or locations.

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In SharePoint:

• Multiple users can work on the same data at the same time
• Every change is tracked and versioned
• You can comment, review, and share updates easily
• Everyone works in one live system — no duplicates, no confusion

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This creates clarity, speed, and trust across your team.

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From Frustration to Flow

Excel got you started.

But if your spreadsheet now feels like a burden — it’s time to level up.

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SharePoint isn’t just a storage system. It’s a platform for building powerful, secure, and scalable business apps. Any Excel spreadsheet solution can be converted to SharePoint. There, with the help of skybow, it can become a real app that your users enjoy using and that helps you to be more efficient.

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If you would like an initial assessment, please contact us. In the first step, we will advise you free of charge and without obligation.