Microsoft Teams vs. Paid E-Signature Tools: Which Is Best?

Key insights

• SharePoint e-signature is a built-in solution within Microsoft 365, allowing users to request and manage digital signatures on documents without leaving the SharePoint environment.


• The process includes setting up documents for signature requests, adding recipients and signature fields, managing signing order, and tracking document completion with an audit trail.


• Email notifications and integration with Microsoft Teams help keep all parties informed throughout the signing process, enhancing collaboration and workflow efficiency.


• This feature currently supports PDF documents only, with Word document support expected soon. It requires configuration by an admin in the SharePoint admin center and is part of Microsoft 365’s pay-as-you-go services.


• Modern e-signature tools in 2025 offer generous free plans or affordable subscriptions. Examples include SignWell (3 free documents/month), BoldSign (25 free signature requests/month), and Signaturely (user-friendly interface for small businesses).


• You do not need to pay for expensive e-signature tools unless you have advanced enterprise needs; most individuals and small businesses can use these cost-effective or free solutions to streamline contract workflows securely.

Introduction: SharePoint’s Built-In E-Signature Solution

In a recent YouTube tutorial, Daniel Anderson [MVP] explores whether organizations truly need to invest in expensive e-signature tools, especially when Microsoft SharePoint now offers a native solution. The video walks viewers through SharePoint’s e-signature functionality, demonstrating how users can request signatures, manage approval workflows, and complete signing processes—all within the familiar Microsoft 365 environment.

This development is particularly timely, as electronic signature technology continues to evolve in 2025, making robust and affordable options more accessible than ever. By leveraging SharePoint's built-in features, businesses may find that their existing Microsoft 365 subscription already covers many of their essential e-signature needs.

How SharePoint E-Signatures Work

Daniel Anderson’s tutorial begins by outlining the setup process for SharePoint’s native e-signatures. Users can prepare documents for signature requests directly in SharePoint, add recipients and signature fields, and customize the signing workflow. The integration with Microsoft Teams and email notifications ensures that all parties are informed and can respond promptly.

The video highlights the smooth user experience, emphasizing that the entire process—requesting, signing, and tracking—is contained within the Microsoft 365 platform. This seamless integration not only saves time but also reduces the learning curve for employees already familiar with Microsoft’s ecosystem.

Comparing SharePoint to Traditional E-Signature Tools

One of the key insights from the video is the comparison between SharePoint’s built-in capabilities and third-party e-signature tools. While many standalone solutions offer extensive features, such as custom branding and advanced authentication methods, they often come with higher costs and may require separate subscriptions.

SharePoint’s e-signature solution, on the other hand, provides core functionality—such as signature, initial, and date fields—sufficient for standard business agreements. However, it currently supports PDF documents only, with Word document signing expected in future updates. This limitation may be a consideration for organizations with complex signing needs or those requiring more advanced workflow options.

Administrative Setup and Cost Considerations

The tutorial also addresses the administrative aspects of deploying SharePoint e-signatures. Activation requires configuration in the SharePoint admin center and is part of Microsoft 365’s pay-as-you-go services. While this model can be cost-effective for many, it is important for administrators to understand potential billing implications, especially as usage scales.

A notable tradeoff is the balance between simplicity and capability. SharePoint’s solution is easy to set up and use, but it may lack some of the advanced features offered by dedicated e-signature platforms. Organizations must weigh whether the convenience and lower cost outweigh the need for specialized tools.

Challenges and Tradeoffs of Modern E-Signature Tools

As the landscape of e-signature technology broadens, businesses face the challenge of selecting tools that align with their workflow requirements and budgets. SharePoint’s built-in option excels in ease of use and integration for those already invested in Microsoft 365, but it may not fully satisfy users with highly specific or regulated signing needs.

Moreover, while modern e-signature solutions emphasize security and legal compliance, the degree of audit trail detail and customization can vary. Free or low-cost plans may offer basic features, but scaling up to more advanced capabilities often requires a paid upgrade. Thus, organizations must carefully assess their volume, security, and workflow complexity before settling on a solution.

Conclusion: Is SharePoint E-Signature Enough?

Daniel Anderson’s overview ultimately suggests that for many businesses, SharePoint’s e-signature tool could be all they need. It delivers the essentials—secure digital signing, workflow management, and integration with Microsoft 365—without the overhead of additional software or significant extra cost.

However, the decision hinges on individual business needs. While SharePoint’s offering is robust for general use, those with advanced requirements or high-volume workflows may still find value in specialized e-signature platforms. As the market continues to evolve, the democratization of e-signature technology empowers organizations to choose solutions that best balance cost, capability, and convenience.

Keywords

e-signature tools cost e-signature pricing affordable e-signature alternatives free e-signature software best e-signature solutions cheap digital signature services online signature tool comparison