Why SharePoint isn't always ideal for readers (and what to do about it)

Calendar iconSept 25, 2025

Microsoft publishes much of its technical documentation on Microsoft Learn, a website designed for reading. SharePoint is excellent for creating and storing files, but readers often need a different way to find and use the information.

In short: Keep SharePoint for authors and use a dedicated portal, such as Readin Knowledge Base, to publish searchable, reader-friendly documentation.

Here are five common challenges and how a document portal can address them:

1) PDFs and Word files can be difficult to read

The challenge: Long Word and PDF files can be difficult to navigate, especially on smaller screens.

With Readin: Publish documents as responsive web pages with clear headings and navigation, so readers can find the relevant section without constant zooming.

2) Search may find a file rather than an answer

The challenge: A search result may open a file rather than the passage the reader needs, forcing them to search again.

With Readin: Search within published documents, narrow results using filters, and ask an AI assistant questions. Source links make the answers easier to verify.

3) Complex permissions can cause access problems

The challenge: SharePoint permissions can be configured at several levels. Over time, exceptions and sharing changes can make access difficult to manage.

With Readin: Use Entra ID single sign-on and group-based permissions to control access to published content.

4) Multiple versions confuse readers

The challenge: File names such as Final_v3 and Final_v3_NEW make it unclear which version readers should trust.

With Readin: Authors can keep version history in SharePoint while readers access the version selected for publication in Readin.

5) Navigation gets harder as content grows

The challenge: Without a clear information structure, documents can become scattered across sites and libraries.

With Readin: Organize content into browsable libraries with sections, tabs, and metadata filters so readers can find information by subject or role.

Final takeaway

  • Approach: Create and manage documents in SharePoint, then publish them to Readin for readers.

  • Result: A more consistent reading experience, clearer version control, and easier access without disrupting authors' work.

Get started Contact