Subsites in SharePoint allow organizations to organize content, collaborate efficiently, and manage permissions within a parent site. However, with the introduction of Hub Sites in SharePoint Online, Microsoft has been shifting away from subsites in favor of a flat site architecture.
This guide covers:
✔ What SharePoint subsites are
✔ How to create and manage subsites
✔ Subsite permissions and navigation
✔ When to use subsites vs. hub sites
✔ Best practices for managing subsites
1. What is a Subsite in SharePoint?
Definition
A subsite is a site created within a parent site in SharePoint. It can contain its own libraries, lists, permissions, workflows, and settings, but remains under the main (parent) site.
Key Features of Subsites
✔ Inherits permissions from the parent site (by default)
✔ Can have unique navigation and design
✔ Stores its own documents, lists, and pages
✔ Can use unique or inherited permissions
Best for: Organizations needing hierarchical site structures within a single site collection.
Not recommended for: Large-scale collaboration due to Microsoft’s modern flat architecture approach (Hub Sites).
2. How to Create a Subsite in SharePoint
Steps to Create a Subsite in SharePoint Online
1️⃣ Go to the Parent Site
- Navigate to the SharePoint site where you want to create a subsite.
2️⃣ Open Site Contents
- Click the gear icon (⚙) in the top-right corner.
- Select Site contents.
3️⃣ Create a New Subsite
- Scroll down and click New > Subsite.
4️⃣ Enter Subsite Details
- Title – The name of the subsite.
- URL Name – The web address for the subsite.
- Template Selection – Choose a template (e.g., Team Site, Communication Site, Document Center).
- Permissions – Choose whether the subsite will inherit or have unique permissions.
- Navigation Settings – Decide if the subsite should appear in the parent site’s navigation.
5️⃣ Click Create
Your subsite is now ready!
3. Managing Subsite Permissions
Permissions control who can view, edit, or manage content within the subsite.
Inherited vs. Unique Permissions
| Permission Type | Description | Best For |
|---|---|---|
| Inherited Permissions | The subsite shares the same permissions as the parent site. | Keeping permissions simple and consistent across sites. |
| Unique Permissions | The subsite has its own permission settings. | When different users need access to specific subsites only. |
How to Change Subsite Permissions
1️⃣ Go to Subsite Settings
- Click the gear icon (⚙) and select Site settings.
2️⃣ Open Site Permissions
- Under Users and Permissions, click Site permissions.
3️⃣ Modify Permissions
- Click Stop Inheriting Permissions (if needed).
- Add, edit, or remove users/groups.
Tip: Use SharePoint Groups instead of individual users for better permission management.
4. Managing Subsite Navigation
Configuring Quick Launch Navigation
To add the subsite to the parent site’s Quick Launch menu:
1️⃣ Go to Site Settings
2️⃣ Click Navigation Elements under Look and Feel
3️⃣ Check Enable Quick Launch
4️⃣ Add links to important subsite pages
Configuring Hub Navigation (If Using Hub Sites)
If you use Hub Sites instead of subsites, the navigation is managed at the Hub level, ensuring consistency across multiple sites.
Tip: Consider Hub Sites instead of subsites if you need a scalable, modern navigation structure.
5. When to Use Subsites vs. Hub Sites?
| Feature | Subsites | Hub Sites |
|---|---|---|
| Site Structure | Hierarchical | Flat (connected sites) |
| Navigation | Managed per site | Unified across hub sites |
| Permissions | Can inherit or be unique | Managed at the site level |
| Recommended for | Internal teams needing sub-level organization | Organization-wide collaboration |
Tip: Microsoft recommends Hub Sites over subsites for modern SharePoint architecture.
6. Best Practices for Managing Subsites
✔ Use subsites only when necessary – For structured, departmental sites within an intranet.
✔ Plan permissions carefully – Inherited permissions reduce complexity.
✔ Avoid deep subsite structures – Stick to 1 or 2 levels to prevent complexity.
✔ Use Hub Sites for better scalability – If planning for growth, Hub Sites are a better long-term solution.
✔ Keep navigation simple – Ensure users can easily find content.
✔ Regularly review subsites – Remove or archive outdated subsites.
Tip: If managing many subsites becomes challenging, consider migrating to Hub Sites for a more modern approach.