KnowledgeOwl vs SharePoint
The key difference
KnowledgeOwl is purpose-built for documentation with powerful search, intuitive editing, and features like built-in glossaries. It's a knowledge base software. That's it, and we're really good at it.
SharePoint is a document management system where documentation is one use case among many, including file storage, intranets, team sites, and enterprise content management.
Marybeth Alexander, KnowledgeOwl’s CEO
3 reasons companies choose
KnowledgeOwl over SharePoint
1
Simple to use, no IT required
KnowledgeOwl's intuitive interface means your team can start creating documentation immediately, with no extensive training or technical expertise needed.
SharePoint has a steep learning curve and typically requires a dedicated IT administrator. Many organizations report it takes weeks or months to set up properly, and employees often need ongoing training to use it effectively.
2
A search that finds what you're looking for
KKnowledgeOwl has AI-powered search with typo tolerance built-in, so readers find what they need in seconds.
SharePoint search is a common pain point—users report it can take 30-60 seconds to load results, and critical information often remains hidden due to indexing problems. Teams frequently spend 30+ minutes searching for documents.
3
Transparent, predictable pricing
KnowledgeOwl charges only for Authors who create content. Readers—even those who need to login—are free and unlimited.
SharePoint pricing starts at $5/user/month but quickly becomes complex. You'll need licenses for every user, plus additional storage fees, implementation costs , ongoing IT support, and regular training expenses.
It's world-class, really a software that's got it all as a single source of truth
"I totally love this knowledge base! It's world-class, really a software that's got it all as a single source of truth. It's robust, user-friendly, full of excellent knowledge management features that surprised me after implementation. Can customize content superbly, can integrate and has a search function that's really tops. A platform I frequently use for its top drawer capabilities."
Danny Green
30-days trial, no credit card required
Using SharePoint? You can import your articles instantly
features
Purpose-built for documentation vs. collaboration platform
pricing
See how KnowledgeOwl pricing compares to SharePoint
Pay per author, not per reader
KnowledgeOwl charges you only for Authors, the people who write and edit the content in your knowledge base. Readers — even those who need to login — are free (and unlimited).
Per-user licensing plus hidden costs
SharePoint charges for both readers and authors, which can lead to quickly escalating costs. You'll also need to budget for implementation, training, additional storage, and IT costs.
30-days trial, no credit card required
Using SharePoint? You can import your articles instantly
Support
See how KnowledgeOwl's support compares to SharePoint
At KnowledgeOwl, great support isn’t a premium feature — it’s included.
Real humans, real expertise: Email directly with documentation experts who understand your use case.
Fast responses: We answer most support requests within hours, not days.
Emergency phone support: Talk to someone immediately when it matters most.
Proactive help: In-app support, comprehensive documentation, and regular webinars keep you ahead of issues.
Same great support on every plan: No need to upgrade just to get help.
30-days trial, no credit card required
Using SharePoint? You can import your articles instantly
Which one should you choose?
Easy to find information with powerful, fast search
Pay only for content creators—readers are free and unlimited
Perfect for support teams who need quick access to answers
Simple to use and navigate, no IT expertise required
Professional, customizable branding to match your style
Works for both internal documentation and customer support
Start creating documentation in minutes, not months
Enterprise document management and storage
Deep integration with Microsoft 365 ecosystem
Robust version control and file management
Suitable for complex enterprise workflows
Often used by organizations that are happy using Microsoft tools
What KnowledgeOwl customers say
This is what we asked our customers and hundreds of them responded. Here’s some of what they said.
30-days trial, no credit card required
Using SharePoint? You can import your articles instantly
"Its got a lot going for it definitely! Besides being a user-friendly, easy-to-set up platform, its essentially built to empower users. I love its knowledge base, its capacity for self service, its insights and analytics, its ability to integrate tangibly.
I've come to also appreciate its search and branding functionality too from a Marketing perspective. If you've used Knowledgeowl, you know it all."
Lisa Rothrock, Director of Brand Strategy
"I totally love this knowledge base! It's world-class, really an App that's got it all as a single source of truth. It's robust, user-friendly, full of excellent knowledge management features that surprised me after implementation. Can customize content superbly, can integrate and has a search function that's really tops. A platform i frequently use for its top drawer capabilities."
Danny Green, Content Advisor
What an amazing Knowledge Base platform. Easy-to-set up, user-friendly, integrates superbly, has got brilliant user support team. I use it a lot. Its exceptional in understanding your business problems and solving them. Its highly customizable as well. If you know, you know.
Arthur McKinnon, Regional Managing Editor
It's intuitive and easy to understand, it works well, and is simple to get up and running. The team that built it clearly knew a lot about managing knowledge and I go to their website for recommendations and best practices. Their customer support is extremely knowledgeable and responsive.
Verified User in Higher Education
KnowledgeOwl has incredible customer service! Not only is their response time incredible, but their overall mentality towards service is what truly stands out. When I reach out to them I don't feel like my request is a ticket waiting to be worked - I know they have read my emails & are replying to me specifically (vs an auto reply) with knowledgeable responses. They make doing business so easy! (& enjoyable!)
Jessica Howard
Intuitive, smart, easy to use and the most positive, responsive, and caring Customer Support team on the planet!
Jennifer Alford
I've managed help centers on Zendesk, Help Scout, and KnowledgeOwl. KnowledgeOwl is the easiest and most comfortable to use by far. Even with my limited code knowledge, I've been able to evolve my info architecture without breaking links, add collapsing sections to break up long topics, and install custom headers to set certain articles apart.
Diane Gilleland
The user interface to create articles is very easy to use and straightforward. It is also very customizable with CSS. So we can brand it to match our style. Not to mention the customer service is top notch. They take it to the next level!
Jacquie Witte
Right out of the gate, let me say that if you are looking for an efficient, reliable, and intuitive knowledge base software, look no further! KnowledgeOwl changed the game for us when we switched to them 7 years ago, and it keeps making my job easier with their frequently released enhancements and exceptional support…
Sandi Olson
How teams are using KnowledgeOwl
Loved by 3,200+ knowledge base authors in software companies around the world
