When creating a new SharePoint site, you need to choose between a Team Site and a Communication Site. Both serve different purposes and are designed for distinct collaboration and communication needs. Understanding the differences will help you select the right site type for your organization’s requirements.
This guide provides a detailed comparison of SharePoint Team Sites and Communication Sites, explaining their features, use cases, and best practices.
1. Overview of SharePoint Team Sites
What is a SharePoint Team Site?
A Team Site is designed for collaboration within a group. It allows teams to share documents, manage projects, and communicate efficiently within an organization.
Key Features of Team Sites
✔ Microsoft 365 Group Integration – Automatically connects with Outlook, Teams, and Planner.
✔ Document Collaboration – Co-author files in real time.
✔ Task Management – Use Microsoft Lists, Planner, or Tasks in Teams.
✔ Customizable Web Parts – Add lists, libraries, calendars, and news feeds.
✔ Permissions Management – Controlled access based on Microsoft 365 Groups.
✔ Version Control & Metadata – Track document changes and organize content effectively.
When to Use a Team Site
✅ For team collaboration – Best for working groups, departments, and cross-functional teams.
✅ For managing projects – Ideal for tracking tasks, workflows, and documents.
✅ For internal communication – Facilitates discussions within a team.
Example Use Cases for Team Sites
- Marketing Team Collaboration – Managing campaigns, content calendars, and shared documents.
- IT Project Management – Tracking tickets, updates, and team discussions.
- HR Onboarding – Storing training materials, onboarding checklists, and forms.
2. Overview of SharePoint Communication Sites
What is a SharePoint Communication Site?
A Communication Site is designed for broadcasting information to a larger audience. It is ideal for company-wide announcements, training materials, and corporate news.
Key Features of Communication Sites
✔ Visually Rich Pages – Built with modern web parts for engaging content.
✔ No Microsoft 365 Group – Not linked to Teams, Outlook, or Planner.
✔ One-Way Communication – Content is mostly read-only for users.
✔ Mobile-Friendly & Responsive – Optimized for all devices.
✔ Wide Audience Access – Can be shared broadly across the organization.
✔ Custom Branding & Layouts – Use page templates, images, and videos.
When to Use a Communication Site
✅ For company-wide news & updates – Best for broadcasting official announcements.
✅ For corporate training – Sharing resources, learning materials, and guides.
✅ For department portals – HR, IT, or Finance teams providing internal information.
Example Use Cases for Communication Sites
- Company Intranet – A central hub for corporate news and policies.
- HR Employee Resources – Hosting handbooks, training videos, and benefits information.
- IT Help Center – Providing FAQs, self-service guides, and support contacts.
3. Key Differences Between Team Sites and Communication Sites
| Feature | Team Site | Communication Site |
|---|---|---|
| Purpose | Collaboration within teams | Sharing information with a large audience |
| Primary Users | Small teams, departments, projects | Entire organization or external users |
| Collaboration | Interactive with co-authoring and editing | Mostly read-only for viewers |
| Microsoft 365 Group Integration | Yes (connected to Outlook, Teams, Planner) | No |
| Permission Levels | Team members can edit and contribute | Limited to owners and selected contributors |
| Navigation | Left-side navigation panel | Top navigation bar for structured pages |
| Custom Branding | Limited customization | Advanced branding and layout options |
| Best Used For | Internal team collaboration, document sharing, and project management | Company-wide news, training portals, department sites |
4. Choosing the Right SharePoint Site Type
Choose a Team Site If:
✔ You need real-time collaboration with team members.
✔ You want integration with Teams, Outlook, and Planner.
✔ You plan to manage projects, share files, and track tasks.
✔ Your team requires dynamic communication tools like chats and task lists.
Choose a Communication Site If:
✔ You need to share information broadly rather than collaborate.
✔ You want to create visually engaging content (news, blogs, announcements).
✔ You need custom branding and structured layouts for professional presentations.
✔ Your site’s content is mostly static, with limited editing by others.
5. Can You Convert a Team Site to a Communication Site?
No, you cannot directly convert a Team Site into a Communication Site.
However, you can manually recreate content in a new site and adjust permissions.
Alternative Approach:
- Create a new Communication Site.
- Move or copy relevant content from the Team Site.
- Update the permissions to limit edit access.
6. Best Practices for Team and Communication Sites
Best Practices for Team Sites
✔ Use Microsoft Teams Integration for better collaboration.
✔ Set clear permissions (avoid giving edit access to everyone).
✔ Organize document libraries with metadata and folders.
✔ Enable version control to track changes.
✔ Use lists and workflows to automate team processes.
Best Practices for Communication Sites
✔ Use visually appealing web parts like News, Hero, and Quick Links.
✔ Structure content logically with sections and navigation menus.
✔ Enable audience targeting to personalize content visibility.
✔ Regularly update content to keep information relevant.
✔ Monitor site analytics to track user engagement.
Conclusion
SharePoint Team Sites and Communication Sites serve different business needs:
- Use a Team Site for active collaboration and project management.
- Use a Communication Site for one-way communication and information sharing.
Choosing the right site ensures better productivity, structured information flow, and an optimized SharePoint experience for your organization.