The recent introduction of SharePoint Embedded has expanded the range of possibilities for businesses seeking to address their challenges. A key decision now facing many organizations is whether to leverage SharePoint Online or SharePoint Embedded. Given their similarities, particularly SharePoint Embedded's foundation on the SharePoint Online file model, a comprehensive understanding of both platforms is crucial for making an informed choice.

To aid in this decision-making process, this article will examine four critical factors to consider when selecting between SharePoint Online and SharePoint Embedded. We will delve into the implications of licensing, content placement, performance, and user interface (UI) in detail.

When Licensing Matters

Understanding the licensing models of SharePoint Online and SharePoint Embedded is crucial when deciding which platform best suits your organization's needs.

SharePoint Online operates on a traditional licensing model, requiring a specific license to be assigned to each individual user accessing the platform. This approach aligns with the familiar Microsoft 365 licensing structure where users are granted access to a suite of applications based on their assigned license.

Conversely, SharePoint Embedded adopts a pay-as-you-go (PAYG) model, eliminating the need for individual or collective user licenses. Instead, organizations are charged based on their consumption of storage, API calls, and data transfer. This model can be particularly advantageous for organizations with fluctuating user numbers or those looking to control costs more precisely.

By carefully considering the licensing implications, organizations can make an informed decision about whether SharePoint Online or SharePoint Embedded aligns better with their specific requirements and budgetary constraints.

When Content Location Is Relevant

The location of the content is another critical factor to consider when choosing between SharePoint Online and SharePoint Embedded.

SharePoint Online confines content within the boundaries of a specific tenant. This means that all data resides within the same organizational environment. Consequently, ownership of content typically rests with the tenant's administrators.

In contrast, SharePoint Embedded offers greater flexibility in content placement. Content can be located across multiple tenants, allowing for a more distributed approach to data management. This characteristic empowers organizations to establish diverse ownership models, where content ownership can be shared among different tenants.

Understanding the implications of content location and ownership is essential for determining how well each platform aligns with your organization's specific content management needs.

When Performance Is Relevant

Performance is a critical consideration when selecting between SharePoint Online and SharePoint Embedded.

SharePoint Embedded has been specifically designed with performance in mind. Its headless API architecture, built upon the foundation of SharePoint Online features, offers a streamlined approach that can result in faster load times and improved responsiveness compared to traditional SharePoint Online environments.

Furthermore, SharePoint Embedded's container structure is notably simpler than the library structure found in SharePoint Online. This simplified architecture can contribute to enhanced performance, particularly when dealing with large volumes of data or complex operations.

By prioritizing performance, SharePoint Embedded can be an attractive option for applications demanding high speed and efficiency.

When UI Is Relevant

The user interface (UI) is another critical aspect to consider when choosing between SharePoint Online and SharePoint Embedded.

SharePoint Online provides a pre-built UI that enables users to interact with content and perform various tasks. While this out-of-the-box experience offers convenience, it also limits customization options. While it's possible to customize the UI to a certain extent, the underlying structure remains relatively fixed.

Both SharePoint Online and SharePoint Embedded offer an API layer that allows third-party applications to interact with platform functionalities. This API layer provides developers with the flexibility to build custom integrations and solutions.

However, when it comes to the end-user experience, SharePoint Embedded takes a fundamentally different approach. As it lacks a built-in UI, organizations must develop a custom interface to enable users to interact with the content stored on the platform. This approach offers unparalleled flexibility in terms of design and user experience but requires additional development effort.

Ultimately, the choice between SharePoint Online and SharePoint Embedded will depend on the level of UI customization required and the resources available for custom development.

Conclusion

The decision to choose between SharePoint Online and SharePoint Embedded hinges on a careful evaluation of several key factors. This article has explored four critical areas: licensing, content location, performance, and user interface.

Licensing models differ significantly between the two platforms, with SharePoint Online requiring individual user licenses and SharePoint Embedded operating on a pay-as-you-go basis.

Content location is another important consideration. SharePoint Online confines content to a single tenant, while SharePoint Embedded offers greater flexibility with multi-tenant options.

Performance is a key advantage of SharePoint Embedded, thanks to its headless API architecture and simplified container structure.

Finally, the user interface presents distinct approaches. SharePoint Online provides a pre-built UI with limited customization, while SharePoint Embedded requires custom UI development.

By carefully considering these factors in the context of your organization's specific needs, you can make an informed decision about which platform best aligns with your goals and objectives.

References

• SharePoint Embedded billing: https://learn.microsoft.com/en-us/sharepoint/dev/embedded/concepts/admin-exp/billing/billing
• SharePoint Embedded Billing Meters: https://learn.microsoft.com/en-us/sharepoint/dev/embedded/concepts/admin-exp/billing/meters
• Getting to know SharePoint Embedded: https://intranetfromthetrenches.substack.com/p/getting-to-know-sharepoint-embedded
• Project Concepts Driven by the Influence of SharePoint Embedded: https://intranetfromthetrenches.substack.com/p/project-concepts-driven-by-sharepoint-embedded
• A Comprehensive Guide to SharePoint Embedded Graph APIs: https://intranetfromthetrenches.substack.com/p/a-guide-to-sharepoint-embedded-api-methods
• Two pink and blue books by Laika Notebooks from Unsplash: https://unsplash.com/es/fotos/dos-libros-rosas-y-azules-l24Db2ApdFM