SharePoint vs Dataverse for Power Apps?

Key insights

• SharePoint acts as a data source for Power Apps but is not a full relational database like Microsoft Dataverse or SQL Server.
  Use it for simple app storage and quick solutions, not for complex relational models.
• SharePoint lists are easy to create and widely available inside Microsoft 365, so teams can quickly build forms and views.
  Power Apps connects directly for basic CRUD (create, read, update, delete) operations without heavy setup.
• Delegation and performance limit SharePoint with large datasets: queries often run client-side, and list thresholds affect speed and scalability.
  Expect slower operations and design workarounds when records grow into the thousands.
• Lookup columns let you model simple relationships, but SharePoint lacks enforced referential integrity and complex joins.
  Building reliable relational logic requires extra app-level checks or external data stores.
• Security relies on SharePoint permissions and site structure, which handles basic access control but offers weaker row-level and advanced governance compared with dedicated databases.
  Consider governance and ALM/SDLC practices early to avoid permission and lifecycle problems.
• For enterprise apps, choose Microsoft Dataverse when you need strong relational features, automation, delegation, and long-term scalability.
  Migrate or integrate data into Dataverse for better performance, business rules, and security in complex solutions.

Overview: Shane Young [MVP] examines whether SharePoint is a database for Power Apps

In a recent YouTube video, author Shane Young [MVP] addresses a common question: is SharePoint a database for Power Apps? He walks through practical examples, covering how to add SharePoint as a data source, the types of columns available, and how lookup columns attempt to model relationships. Furthermore, Shane breaks the topic into clear sections with timestamps, making it easy to follow each technical point.

Overall, the video argues that while SharePoint can serve as a simple backend for many Power Apps scenarios, it is not a full replacement for a true relational database like Dataverse or SQL Server. He highlights where SharePoint shines and where it falls short, so readers can weigh the tradeoffs when they design applications. Consequently, the presentation aims to help makers and architects choose the right backend based on scale, security, and complexity.

How SharePoint integrates with Power Apps

Shane starts by showing how to add SharePoint as a data source and use it for common CRUD operations in canvas apps. He demonstrates that lists are easy to create and are immediately accessible to Power Apps, which makes them attractive for fast prototypes and small departmental apps. In addition, many organizations already have Microsoft 365 in their subscriptions, so adopting it often has a low up-front cost.

However, the video also points out that this convenience comes with limits. For instance, SharePoint stores data in a relatively flat structure and supports lookup columns to link lists, but those links do not provide full relational behavior like enforced referential integrity. Therefore, makers should expect to implement extra logic in apps when relationships and data integrity matter.

Performance, scale, and delegation challenges

Next, Shane addresses limits, scale, and performance, noting that SharePoint can become a bottleneck as dataset sizes grow. He explains delegation boundaries in Power Apps and how queries against SharePoint often hit thresholds that prevent full server-side processing, which forces the app to retrieve data client-side and then filter. Consequently, this can cause slow responses and unexpected behavior when lists exceed delegation limits.

Moreover, Shane reviews practical mitigation strategies, such as indexing columns, trimming returned columns, and designing user interfaces that page or filter effectively. Nevertheless, these workarounds only partially close the gap; for apps that require complex querying or thousands to millions of rows, a true database like Dataverse or SQL Server is usually a better choice. Thus, the tradeoff becomes between ease of use and long-term performance.

Security, ALM, and application lifecycle considerations

The video also covers security and application lifecycle management (ALM), asserting that SharePoint’s permissions model is familiar but different from database security. For example, SharePoint handles access at the list, folder, or item level and integrates with Microsoft 365 identities, which is convenient for many teams. At the same time, Shane points out that granular row-level security, auditing, and advanced role-based rules are more mature in database platforms like Dataverse.

In terms of ALM and software development lifecycle (SDLC), he emphasizes that versioning, migrations, and deployment pipelines are simpler to manage in systems built around structured database schemas. Therefore, while SharePoint works for quick builds and small teams, organizations that need predictable deployments and strict change control should plan for a platform with stronger ALM tooling. This reinforces the need to balance short-term speed against long-term maintainability.

Design tradeoffs and final recommendations

Finally, Shane offers balanced guidance: use SharePoint when you need rapid delivery, simpler data models, and close integration with Microsoft 365. Conversely, choose Dataverse or SQL when you require rich relational capabilities, better delegation, stronger business rules, and enterprise-grade scalability. He stresses that migration and integration between these systems are possible, but planning and testing are essential.

In closing, the video provides a practical roadmap for makers who must weigh convenience against robustness. Therefore, teams should assess expected data size, relationship complexity, security needs, and development practices before selecting a backend. Ultimately, Shane’s clear examples and measured advice help viewers make informed choices about whether SharePoint is suitable for their Power Apps projects.

Keywords

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