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Can SharePoint Be Used as a Database? Understanding Its Capabilities & Limitations

Many IT leaders eventually ask a familiar question: “Can SharePoint be used as a database?” It’s a valid consideration—especially since teams routinely build simple applications, manage operational lists, and store large volumes of business information in SharePoint without ever touching a traditional SQL backend.

With more than 25 years of experience supporting CIOs, enterprise architects, and operations teams, Softura has consistently observed through its SharePoint Consulting Service work that while SharePoint can function as a lightweight data store in specific scenarios, attempting to use it as a full-scale relational database often results in performance limitations, governance challenges, and long-term scalability issues.

In this blog, Softura breaks down how SharePoint manages and stores data, where it behaves like a database, where it does not, and how to determine when SharePoint lists are the appropriate choice for your application design.

Introduction to SharePoint as a Data Store for Business Applications

SharePoint was never designed to replace a relational database like SQL Server. It was built primarily as a collaboration, content management, and document storage platform. However, over the years, many organizations began using it for storing structured information because the platform is accessible, familiar, and included in Microsoft 365 licenses. 

Yet, many organizations treat SharePoint like a database because: 

  • It’s already included with Microsoft 365. 
  • It’s easy for non-developers to create lists and forms. 
  • Power Apps makes it look like a real backend. 
  • It stores information in rows and columns. 

So technically, SharePoint can be used as a database for light applications. But the real question is: Should you use it as one? That is where capabilities and limitations matter.

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How SharePoint Stores and Manages Data Internally

SharePoint handles data using a combination of SharePoint Lists, metadata, and SQL backend storage. 

SharePoint Lists as Table-Like Structures 

Lists are SharePoint’s closest equivalent to a table. You define columns, data types, and basic validation rules. Users can add, edit, and view items just like rows in a spreadsheet. 

Lists support: 

  • Single-line and multi-line text 
  • Numbers and currency 
  • Choice fields 
  • Dates 
  • Yes/No fields 
  • Person/Group fields 
  • Lookups to other lists 
  • Attachments 

This structure is familiar to business users, which is why lists become a “database substitute” for many teams. 

Backend Storage in SQL Server or Azure SQL 

Even though users interact with lists, the data is ultimately stored in: 

  • Content databases (SQL Server) for on‑premises SharePoint 
  • Azure SQL in SharePoint Online 

However, admins and users cannot directly run SQL queries or joins. All access is mediated through SharePoint APIs. 

Why SharePoint Feels Like a Database 

A few reasons contribute to this illusion: 

  • Lists resemble tables. 
  • Power Apps and Power Automate make it easy to build data-driven applications. 
  • Views feel like SQL queries with filters and sorts. 
  • Lookup fields mimic basic relationships. 

But these similarities don’t make it a relational database. They simply make SharePoint look “database-like” on the surface.

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Capabilities That Make SharePoint Function Like a Lightweight Database

SharePoint Capabilities

SharePoint provides several capabilities that enable business users and developers to build light applications. 

Basic Data Management and Data Types 

Lists support structured data with typed columns, making it easy to capture consistent information. For internal tools like asset tracking or service requests, this is often enough. 

Custom Views, Filtering, and Validation 

Users can create filtered or sorted views, similar to simple SQL queries. Validation rules help enforce basic data quality, though they’re nowhere near the rigor of a relational database. 

Lookup Columns and Relational-Like Connections 

Lookups let one list reference another. For example, a “Project” list can link to a “Clients” list. 

However, these lookups are: 

  • Not relational joins 
  • Not enforced with referential integrity 
  • Not cascaded on delete 

This is typically where non-technical teams run into trouble. 

Integration with Excel, Power BI, and APIs 

SharePoint integrates well with: 

  • Excel (import/export) 
  • Power BI (for dashboards) 
  • Microsoft Graph API (for custom apps) 

For reporting-heavy use cases, this gives SharePoint list data more visibility. 

Business Connectivity Services for External SQL Data 

Legacy SharePoint supported BCS to connect to external databases. Although retiring in the cloud, the idea still exists through: 

  • Power Apps SQL connectors 
  • On-prem data gateways 

This is useful when SharePoint is just the front-end. 

Application Development Using SharePoint Lists as a Backend

Lists often become the backend for small-to-medium applications. 

Forms and Interfaces with Power Apps 

Power Apps lets you build user-friendly forms and apps on top of SharePoint lists. Many clients use this approach for quick wins when time or budget is limited. 

InfoPath and Legacy Form Tools 

Older environments still use InfoPath, though it’s deprecated. Most teams have transitioned to Power Apps. 

SharePoint Lists as Data Sources for Power Apps and Teams Apps 

Lists integrate smoothly with: 

  • Custom Power Apps 
  • Teams' applications 
  • Workflows in Power Automate 

This makes SharePoint an attractive choice for non-relational, department-level applications. 

How SharePoint Document Libraries Act as Metadata-Driven Databases

Document libraries store files, but the metadata columns often behave like database fields. 

Metadata Columns for Documents 

Teams use metadata to classify documents by: 

  • Department 
  • Status 
  • Document type 
  • Category 

This improves search and supports workflows. 

Document Indexing for Records Management 

SharePoint’s search index crawls metadata, making libraries function like searchable databases for files. 

Limitations of Using SharePoint as a Database for Enterprise-Grade Applications

Here’s where most organizations hit the wall. 

Lack of True Relational Database Structure 

SharePoint cannot: 

  • Enforce table relationships 
  • Manage dependencies 
  • Run join operations 

No Foreign Keys, Joins, or Referential Integrity 

If one list references another, nothing prevents: 

  • Deleting parent data 
  • Breaking lookups 
  • Creating orphaned records 

Performance Constraints and List View Thresholds 

Microsoft recommends keeping lists under 5,000 items per view. While modern SharePoint can technically store more, performance issues still occur during heavy queries. 

Limited Indexing and Delegation Limits 

Power Apps delegation limits often affect queries. If your app relies on large data sets, SharePoint becomes a bottleneck. 

Limited Query Capabilities (CAML, OData, Search) 

Developers can query SharePoint, but it’s not comparable to SQL for: 

  • Complex filtering 
  • Relational logic 
  • Aggregations 

No Support for Stored Procedures or Transactions 

SharePoint lacks transactional consistency. If multiple lists must be updated together, you must handle logic manually. 

Limited Data Integrity Enforcement 

Validation rules are minimal. There is no: 

  • Unique constraint enforcement 
  • Data type coercion beyond basics 
  • Cascading updates 

Scalability and Concurrency Issues Under Heavy Load 

High-frequency reads/writes (like inventory systems) will eventually slow down or fail. 

Integration Challenges and No Direct SQL Access 

Admins cannot directly query content databases. Everything has to go through SharePoint API layers. 

When SharePoint Is Suitable as a Database for Real-World Use Cases

Based on real-world experience, SharePoint works well as a backend for scenarios like: 

Lightweight, List-Centric Applications 

Examples: 

  • Employee onboarding trackers 
  • IT service catalogs 
  • Internal request forms 

Small to Medium Data Volumes 

Safe range: 1,000–30,000 items if indexed correctly. 

Simple, Non-Relational Use Cases 

If your data doesn’t require relational modeling, SharePoint is perfectly fine. 

Low-Code Scenarios with Power Platform 

Power Apps + SharePoint is often the right combination when speed matters. 

When SharePoint Should Absolutely Not Be Used as a Database NOT Be Used as a Database

Here are the situations where SharePoint becomes more pain than value. 

Complex Relational Data Requirements 

ERP-level complexity will break SharePoint list relationships. 

Large or Transactional Systems 

Anything requiring: 

  • Sub-second responses 
  • High-frequency writes 
  • Real-time updates 

…is a no-go. 

Applications Requiring High Query Performance 

If your use case resembles a SQL reporting environment, choose SQL or Dataverse. 

Mission-Critical Systems Needing Full RDBMS Features 

SharePoint is not ideal for financial, manufacturing, or operational systems where accuracy and integrity are essential. 

Best Practices for Using SharePoint Lists as a Data Storage Layer

If you decide SharePoint is the right fit, keep these practices in mind. 

Manage List Item Counts and Indexing 

Keep lists organized, indexed, and partitioned when necessary. 

Avoid Complex Cross-List Relationships 

Instead of multiple dependent lists, use Power Apps or Dataverse when relationships grow. 

Enforce Data Integrity via App Logic or Flows 

Since SharePoint can’t enforce relational rules, use: 

  • Power Automate 
  • Power Apps validation 
  • Custom logic 

Implement Backup and Archive Strategies 

Regular archiving helps avoid a large list of performance issues. 

Educate Users on Appropriate SharePoint Use Cases 

Prevent misuse by setting clear expectations. 

Conclusion: SharePoint as a Lightweight Database, not a Replacement for SQL—Not a Full RDBMS

SharePoint is powerful, but it’s not a relational database. It works best for structured lists, metadata-driven document systems, and quick low-code apps built with the Power Platform.

When used within its limits, SharePoint delivers agility, lower development overhead, and strong integration with Microsoft 365. When pushed beyond those boundaries, it quickly becomes a performance and maintenance challenge.

The key is knowing where SharePoint shines—and where SQL Server, Azure SQL, or Dataverse is the better strategic choice. Insights from a well-aligned SharePoint Consulting Service can often help organizations make these distinctions with clarity and long-term scalability in mind.

Used wisely, SharePoint can absolutely serve as a lightweight database for many business applications—just not the heavy-duty kind.

Accelerate App Development With the Power Platform + SharePoint

Design fast, flexible business apps using SharePoint lists where appropriate—and Dataverse or SQL when needed.

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