Creating a SharePoint site from scratch allows organizations to manage documents, collaborate on projects, and streamline communication effectively. Whether you need a team site for internal collaboration or a communication site for broadcasting information, SharePoint Online makes it easy to set up and customize your site.
This guide walks you through each step of creating a SharePoint site, including choosing the right type, configuring settings, adding content, and managing permissions.
Step 1: Determine the Right SharePoint Site Type
Before creating a site, decide on the best type based on your business needs.
Team Site (For Collaboration & Internal Use)
- Used for project teams, departments, and cross-functional collaboration.
- Integrated with Microsoft 365 Groups (if enabled).
- Provides document libraries, task lists, and communication tools.
Communication Site (For Broadcasting Information)
- Best for company-wide news, training, and corporate updates.
- Designed for one-way communication rather than collaboration.
- Includes customizable web parts, news sections, and event tracking.
Hub Site (For Connecting Multiple Sites)
- Used to organize related team and communication sites under a single structure.
- Provides consistent navigation, search, and branding.
- Ideal for large organizations managing multiple departments.
Tip: If you’re unsure, Team Sites are best for most collaboration needs, while Communication Sites work well for organization-wide announcements.
Step 2: Create a SharePoint Site in SharePoint Online
1. Sign in to Microsoft 365 and Open SharePoint
- Go to https://www.office.com.
- Click on the SharePoint app from the list.
- Click Create site at the top of the SharePoint homepage.
2. Choose the Site Type
- Select “Team site” if you want a collaborative workspace.
- Select “Communication site” if you need a broadcast-style site.
3. Enter Site Information
- Site Name → Choose a meaningful name (e.g., “Marketing Team Site”).
- Site Address (URL) → Automatically generated based on the name.
- Site Description → Provide a brief description of the site’s purpose.
Tip: A clear and descriptive name makes it easier for users to find and understand the site’s purpose.
4. Set Site Privacy & Permissions
- Private (default for Team Sites) → Only invited members can access.
- Public (for Team Sites) → Everyone in the organization can access.
- Communication Sites are always public to the organization.
Tip: Keep project-based sites private unless information should be shared broadly.
Step 3: Customize the Site Appearance & Layout
1. Change the Site Theme
- Click Settings (⚙️ gear icon) → Change the Look.
- Choose a theme that aligns with your company branding.
- Save changes to apply the new look.
2. Edit the Homepage
- Click Edit on the homepage to customize sections.
- Add web parts like:
- News (for latest updates)
- Quick Links (for important documents or external sites)
- Document Library (for shared files)
- Events (for upcoming meetings or deadlines)
Tip: A well-organized homepage helps users find information quickly.
3. Add a Logo
- Go to Site Settings → Change the Look → Header.
- Upload a custom logo to personalize the site.
Step 4: Add & Manage Content
1. Create Document Libraries & Lists
- Document Libraries → Store files & folders.
- Lists → Track tasks, requests, and team data.
2. Upload & Organize Documents
- Drag and drop files into a document library.
- Use folders or metadata to structure content.
Tip: Set up version control to track changes and prevent accidental data loss.
Step 5: Configure Site Permissions & Access
1. Manage Site Members
- Go to Site Settings → Site Permissions.
- Click Invite members to add users or groups.
- Assign roles:
- Owners (Full control)
- Members (Edit access)
- Visitors (Read-only access)
Tip: Use Microsoft 365 Groups for easy permission management.
2. Enable External Sharing (Optional)
- Go to Admin Center → SharePoint → Policies → Sharing.
- Select if you want to allow external users to view/edit content.
Tip: Keep sensitive data private by restricting external sharing.
Step 6: Set Up Navigation & Hub Sites
1. Customize Site Navigation
- Click Edit navigation in the left panel.
- Add links to important pages, document libraries, or external resources.
- Save changes to update the navigation menu.
2. Connect to a Hub Site (If Needed)
- If the site belongs to a larger structure, associate it with a hub site.
- Go to Site Settings → Hub Site Association and select the relevant hub.
Tip: Hub sites improve navigation across multiple sites.
Step 7: Enable Key Features & Automations
1. Enable Version History & Document Co-Authoring
- Go to the document library Settings → Versioning Settings.
- Enable version history to track file edits.
- Users can co-edit Word, Excel, and PowerPoint files in real-time.
2. Automate Workflows with Power Automate
- Use Power Automate to create automated workflows.
- Examples:
- Approval Process → Automate document approvals.
- Notifications → Send alerts when files are updated.
Tip: Automations help reduce manual tasks and improve efficiency.
Step 8: Test & Launch the SharePoint Site
1. Review Site Settings
- Test the navigation, document access, and permissions.
- Ensure the site looks good on mobile devices.
2. Train Your Team
- Provide a short introductory guide or video.
- Offer basic training on document collaboration & permissions.
3. Monitor Site Usage & Engagement
- Use SharePoint Analytics to track how users interact with the site.
Tip: Regularly update and refine the site based on team feedback.
Conclusion
Creating a SharePoint site from scratch is simple and highly customizable. By choosing the right site type, organizing content effectively, setting permissions, and enabling key features, organizations can maximize collaboration, efficiency, and productivity.
Next Steps:
✔ Explore SharePoint integrations (Teams, OneDrive, Power Apps).
✔ Set up governance policies to maintain security.
✔ Continuously improve the site based on user feedback & analytics.