SharePoint offers various site types designed for different use cases, such as team collaboration, communication, content management, and business process automation. Understanding the different types of SharePoint sites can help organizations choose the right structure to improve collaboration, security, and productivity.
This guide explains the main SharePoint Online site types, their features, use cases, and best practices.
1. Team Sites (Microsoft 365 Group-Connected & Standalone)
Overview
A Team Site is designed for internal collaboration among a specific group of users, such as a department, project team, or business unit. It allows document sharing, co-authoring, task management, and communication within a secure environment.
Features
- Microsoft 365 Group Integration (if enabled)
- Document libraries & lists for content management
- Microsoft Teams integration for real-time collaboration
- Planner & Tasks by Planner for task management
- Shared calendar & Outlook mailbox
- News and Announcements
Use Cases
✔ Project Management: Share documents, assign tasks, and track progress.
✔ Department Collaboration: Marketing, HR, IT, or Finance teams can store and manage files in one place.
✔ Cross-functional Teams: Teams working across departments can collaborate on reports, content, or workflows.
Best for: Small-to-medium teams working on shared tasks and documents.
2. Communication Sites
Overview
A Communication Site is meant for broadcasting information to a broader audience rather than collaboration. It is ideal for corporate announcements, company news, policies, and internal updates.
Features
- Modern page layouts (Hero, News, Events, Quick Links)
- Rich multimedia support (videos, images, documents)
- No Microsoft 365 Group integration (limited collaboration)
- Custom branding options
Use Cases
✔ Company Intranet: Share news, policies, leadership messages, and events.
✔ Training & Knowledge Base: Store onboarding guides, tutorials, and FAQs.
✔ Corporate Announcements: Keep employees updated on company-wide changes.
Best for: Enterprise-wide communication and internal branding.
3. Hub Sites
Overview
A Hub Site acts as a central structure that connects multiple related team or communication sites under a common navigation, branding, and search experience.
Features
- Unified navigation across multiple sites
- Shared branding and themes
- Cross-site search to find documents easily
- Content roll-up (e.g., News & Events from associated sites)
Use Cases
✔ Departmental Hubs: IT, HR, Finance, and Sales can each have their own hub site.
✔ Project Portfolios: Connect multiple project team sites under a single structure.
✔ Company Divisions: Multi-branch organizations can organize content by region or function.
Best for: Large organizations needing structured site collections.
4. Microsoft 365 Group-Connected Sites
Overview
A Microsoft 365 Group-Connected Site is an enhanced Team Site that is automatically linked to a Microsoft 365 Group, providing collaborative tools like Outlook, Teams, Planner, and OneNote.
Features
- Full integration with Microsoft Teams, Outlook, Planner, and Yammer
- Shared mailbox & calendar for team communications
- OneNote integration for notes & documentation
- More security & permission control options
Use Cases
✔ Cross-functional Collaboration: Allows multiple departments to work together with shared resources.
✔ Project Teams: Manages communication, document storage, and tasks within a unified space.
Best for: Teams that need deep integration with Microsoft 365 tools.
5. Classic vs. Modern SharePoint Sites
Classic SharePoint Sites (Older Experience)
- Uses traditional SharePoint page layouts & lists.
- Customization is more code-dependent (Master Pages, CSS, JavaScript).
- Slower performance and less responsive for mobile users.
- Still used for legacy applications and on-premises SharePoint environments.
Modern SharePoint Sites (New Experience)
- Uses modern web parts and responsive design.
- Easier customization with built-in themes and layouts.
- Faster performance and better mobile experience.
- Fully integrated with Microsoft 365 apps and Power Platform.
Best for: Organizations moving towards cloud-based, user-friendly collaboration.
6. Private vs. Public SharePoint Sites
Private Sites
- Restricted to specific users (Requires permissions).
- Ideal for sensitive company data, project collaboration, and departmental sites.
- Examples: HR sites, Finance records, Legal documents.
Public Sites
- Available to the entire organization or select external users.
- Used for company-wide announcements, resources, or knowledge bases.
- Examples: Company news, Training portals, Policy repositories.
Best for: Controlling who can view or edit information.
7. SharePoint Subsites (Legacy Feature – Not Recommended)
Overview
A Subsite is a child site within a SharePoint site collection. While still available, Microsoft now recommends using Hub Sites instead.
Why Avoid Subsites?
🚫 Difficult to manage permissions (inheritance issues).
🚫 Less flexible navigation compared to Hub Sites.
🚫 Limited scalability when migrating to SharePoint Online.
Best Alternative: Use Hub Sites for better scalability and governance.
8. Specialized SharePoint Site Templates
Document Center Site
- Optimized for large-scale document management.
- Uses version control, metadata, and advanced search.
- Best for: Legal departments, Compliance teams, Records management.
Records Center Site
- Designed for long-term record storage & compliance.
- Best for: Government agencies, Finance & Insurance industries.
eDiscovery Site
- Helps legal teams manage investigations and compliance audits.
- Best for: Legal firms, Regulatory teams, Corporate investigations.
Project Site
- Comes with task lists, calendars, and document libraries.
- Best for: Teams managing short-term or long-term projects.
Best for: Industry-specific or compliance-driven organizations.
Choosing the Right SharePoint Site Type
| Site Type | Best For | Collaboration Level | Integrated with Microsoft 365? |
|---|---|---|---|
| Team Site | Internal teams & projects | 4/5 | Yes |
| Communication Site | Company-wide announcements | 1/5 | No |
| Hub Site | Organizing multiple sites | 3/5 | Yes |
| Microsoft 365 Group Site | Teams using Outlook, Teams, Planner | 5/5 | Yes |
| Classic Site | Legacy or custom-coded solutions | 2/5 | No |
| Private Site | Confidential data storage | 4/5 | Yes |
| Public Site | Organization-wide access | 1/5 | Yes |