SharePoint system sizing

Copper Contributor

Hi everyone,


I'm going to setup new SharePoint on Commercial Cloud for a connection of ~1300 users mostly for document management. I am wonder if there are any best practice about choosing the system software and hardware sizing. I'm glad to hear all idea and comment.



11 Replies
Well it's SharePoint online, so there isn't any Hardware to think about!

Are you bringing in users into a new SharePoint Tenant ? Have they used SharePoint since before ?

Hi @NicolasKheirallah 
Even with SharePoint Online, if they charge the services by number of user account, we still need the sizing of the application like what Tier/version to adapt the 1300 users and mostly reach to a hundred TB of data.

I'm not following what you want to do :) Can you describe it in more detail ?

@Omni_Knight if you literally only need SharePoint Online, Lists and OneDrive then the SharePoint Plan 1 at $5/user/month is a good starting point. But if that is too limiting then the Microsoft 365 Business Standard has more apps and is $12.50/user/month. You can try that one free for a month. There are then other business and enterprise plans which go up in cost but have more storage (e.g. E3 has 1Tb), features and many more apps. My company of 80,000+ is on E5 but it gives everything we need with the exception of any premium connectors for Power Automate and Power Apps which are always an add-on cost.


Los Gallardos
Microsoft Power Automate Community Super User.
Principal Consultant, SharePoint and Power Platform, WSP (and classic 1967 Morris Traveller driver)

As documented, the limitation of storage of Sharepoint Online is 25TB, even with more users. So my concern is how we deal with it? In my situation the first migration already took 15TB of legacy data.
My big concern about the 25TB of storage on SharePoint Online, as describe, when it reach to 25TB what is the best solution for us?
best response confirmed by Omni_Knight (Copper Contributor)

@Omni_Knight You are mistaken. The 25TB  limit is per site collection. 



SharePoint limits - Service Descriptions | Microsoft Learn


So, if you were to go with F1 or F3 based on that table. The limit is  50 exabytes (25 TB x 2,000,000 site collections). With the number of users that you have, you would get 14 TB OOTB and then you can choose to purchase additional storage if you need to - Add more SharePoint storage to your subscription | Microsoft Learn


Just make sure you have all your requirements ahead of time and know the features that come with each M365 plan such as security, compliance, etc., 


Consider hiring a consultant to implement best practices (implement a proper information architecture, security, governance, adoption, training, etc.,). Being able to store information online is one story, maintaining and keeping the environment secured is another. 


Let me know :) I know a few people in the industry. 

By your point I assume that with the size of 1300 users, Do I will have 14TB of storage each Site Collection and I can create like 2 million Site Collections and no other cost charged?

@Omni_Knight Correct. My mistake on that calculation - 14TB. Your tenant will have a max of 14TB for SharePoint. When you create a site collection, there is an entry to configure the max storage you want to have per site collection. The default site collection setting for max storage is 25TB, but you cannot exceed your tenant max storage. In your case, 14TB OOTB.


To give you some context. Here is the SharePoint Admin Center in my DEV tenant with 25 licenses:





I just checked and I guess the default site collection size which is Auto. 




I changed it to Manual and here is the default:



You let it scale automatically and you don't usually change that.
But to note, you DON'T want all your files in one site collections. You gonna need mulitple one and one for each context, So go through it all and create sites accordingly.

So for Example you create a site collection for IT Department and place all the documents there.
Correct, I just wanted to show the max limit on my DEV environment.