A corporate intranet is a private, secure internal website used by organizations to share information, improve collaboration, and centralize resources. SharePoint Online is one of the best platforms for building an intranet due to its flexibility, security, and integration with Microsoft 365 tools.
This guide covers:
✔ What is a SharePoint intranet?
✔ Key benefits of using SharePoint for an intranet
✔ Step-by-step guide to building a corporate intranet
✔ Best practices for a successful SharePoint intranet
1. What is a SharePoint Intranet?
A SharePoint intranet is a centralized portal where employees can access company-wide information, collaborate on projects, and stay informed about corporate updates.
Key Features of a SharePoint Intranet:
✔ Company News & Announcements – Keep employees updated on corporate events.
✔ Document & Knowledge Management – Store, organize, and search company policies, training materials, and reports.
✔ Team Collaboration – Enable employees to work together using Teams integration, document sharing, and project sites.
✔ Self-Service Portals – HR, IT, and Finance departments can provide employees with resources, FAQs, and service requests.
✔ Personalized Dashboards – Users can see relevant content based on their role or department.
Tip: A well-designed SharePoint intranet serves as the single source of truth for company-wide information.
2. Benefits of Using SharePoint for Your Intranet
✔ Centralized Information Hub – Employees can quickly find the information they need.
✔ Secure Access & Permissions – Control who can view, edit, and share content.
✔ Mobile-Friendly & Cloud-Based – Employees can access the intranet from anywhere.
✔ Seamless Integration with Microsoft 365 – Works with Teams, OneDrive, Outlook, and Power BI.
✔ Customizable & Scalable – Adapt to your organization’s unique needs and grow over time.
3. Step-by-Step Guide to Building a SharePoint Intranet
Step 1: Plan Your Intranet Structure
Before creating your intranet, define:
✔ Business Objectives: What do you want employees to achieve with the intranet?
✔ User Groups & Roles: Identify departments and user permissions.
✔ Site Architecture: Plan the hierarchy (e.g., Main Hub → Departmental Sites → Team Sites).
✔ Key Features: Determine the essential components like news, document libraries, and collaboration tools.
Tip: Get input from employees and key stakeholders to ensure the intranet meets business needs.
Step 2: Create a SharePoint Communication Site
- Go to SharePoint Online
- Click Create Site > Select Communication Site
- Choose a design (Topic, Showcase, or Blank)
- Enter a Site Name (e.g., “Company Intranet”)
- Set Permissions – Define who can access and edit the site
- Click Finish
Tip: A Communication Site is best for an intranet since it provides a visually rich layout for company-wide information.
Step 3: Set Up the Home Page
Your intranet home page should serve as the central hub for employees.
- Click Edit Page on the homepage.
- Use Web Parts to add essential sections:
- News Web Part – Display company announcements
- Quick Links Web Part – Provide shortcuts to frequently used resources
- Documents Web Part – Showcase important files like policies and handbooks
- Events Web Part – Display upcoming meetings and corporate events
- Click Publish to save changes.
Tip: Use a clean and intuitive layout to make navigation easier for employees.
Step 4: Create Departmental & Team Sites
Each department or team can have its own SharePoint site under the main intranet.
- Go to the SharePoint Admin Center
- Click Create Site > Choose Team Site
- Name the site (e.g., “HR Portal” or “IT Helpdesk”)
- Assign members and permissions
- Add necessary document libraries, calendars, and forms
Tip: Link each department’s site to the main intranet homepage using the navigation bar.
Step 5: Configure Navigation & Branding
A well-structured navigation system improves usability.
- Click Settings (⚙) > Change the Look > Navigation
- Customize the top navigation bar with links to key sections
- Use Hub Sites if multiple department sites need a shared navigation structure
- Apply company branding by changing the theme, logo, and colors
Tip: Enable Audience Targeting to show personalized content based on user roles.
Step 6: Integrate with Microsoft 365 Tools
Enhance intranet functionality with Microsoft 365 integrations:
✔ Microsoft Teams: Embed SharePoint pages into Teams for quick access.
✔ OneDrive: Sync personal and shared files with OneDrive.
✔ Power Automate: Automate workflows for approvals, notifications, and HR requests.
✔ Power BI: Embed dashboards for data-driven decision-making.
Example: Use Power Automate to send an automatic notification when a new company policy is uploaded.
Step 7: Set Up Security & Permissions
To protect sensitive information:
✔ Use SharePoint Groups to manage access.
✔ Apply Role-Based Permissions (e.g., HR can access employee data, but Marketing cannot).
✔ Enable Multi-Factor Authentication (MFA) for added security.
✔ Restrict External Sharing to prevent data leaks.
Tip: Regularly review user permissions to ensure compliance.
4. Best Practices for a Successful SharePoint Intranet
✔ Keep it Simple & User-Friendly – Avoid overwhelming employees with too much content.
✔ Ensure Mobile Accessibility – Test the intranet on mobile devices.
✔ Use Search & Metadata – Implement custom metadata and tagging for easy document retrieval.
✔ Promote Employee Engagement – Add discussion forums, polls, and feedback forms.
✔ Provide Training & Support – Offer tutorials or FAQs to help employees navigate the intranet.
✔ Monitor & Optimize Performance – Use SharePoint Analytics to track usage and improve weak areas.
5. Common Questions About SharePoint Intranets
Q1: Can a SharePoint Intranet Replace Email for Internal Communication?
Yes! A SharePoint intranet, combined with Teams and Yammer, can reduce email clutter by centralizing announcements, discussions, and document sharing.
Q2: How Much Does a SharePoint Intranet Cost?
SharePoint Online is included in Microsoft 365 Business & Enterprise plans, making it cost-effective compared to standalone intranet solutions.
Q3: How Long Does It Take to Build a SharePoint Intranet?
A basic intranet can be set up in a few days, but fully customized intranets may take weeks or months depending on business requirements.
Conclusion
A SharePoint-powered intranet can greatly enhance collaboration, communication, and productivity within an organization. By planning strategically, using built-in tools, and following best practices, you can create an intranet that serves as a central hub for employees.
Next Steps:
✔ Start by creating a Communication Site in SharePoint.
✔ Organize departmental pages and set up navigation.
✔ Customize the branding, security settings, and integrations.
✔ Train employees on how to use the intranet effectively.
By implementing a well-structured SharePoint intranet, organizations can streamline internal processes and create a connected digital workplace.