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How to Create a SharePoint Site

by | Jul 3, 2025 | blog

How to Create a SharePoint Site

SharePoint is one of the most powerful collaboration tools in Microsoft 365—but choosing the right kind of site and setting it up properly can be confusing. Whether you’re launching a project hub, internal knowledge base, or department portal, this guide walks you through when and how to create the perfect SharePoint site for your needs.

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SharePoint Site Quick Reference

Use Case Site Type Access Level Best For
Department Collaboration Team Site Private File sharing, task lists, calendar
Company Announcements Communication Site Public News, updates, policies
Project Workspace Team Site Private Project plans, timelines, documents
Knowledge Base Communication Site Public/Targeted SOPs, FAQs, how-tos
Cross-Functional Initiatives Team Site + M365 Group Private Multi-department workflows
External Sharing Team or Communication Site Private Vendor/client collaboration

Department Collaboration (e.g., HR, Marketing)

Site Type: Team Site Access: Private Best For: Ongoing team communication, document storage, calendars, task tracking

Steps:

  1. Go to SharePoint Home → Click Create Site
  2. Choose Team Site
  3. Name your site (e.g., “Marketing Hub”), set the site URL
  4. Choose Private – only members can access
  5. Add owners and members (your department group)
  6. Add apps: Document Library, Planner, Calendar, List
  7. Customize layout with web parts
  8. Click Settings → Site permissions to fine-tune access

Tips:

  • Create separate libraries for active vs. archived projects
  • Add Planner for task management
  • Use Power Automate to send reminders or approvals

Company Announcements via SharePoint Sites

Site Type: Communication Site Access: Public Best For: News, updates, executive messages, forms

Steps:

  1. Go to SharePoint Home → Click Create Site
  2. Choose Communication Site
  3. Select a template (Topic or Showcase recommended)
  4. Name your site (e.g., “CTS News”), set the URL
  5. Choose Public – everyone in the organization can access
  6. Add web parts: News, Hero, Quick Links, Events
  7. Publish content (HR updates, company policies)
  8. Ask IT/Admin to feature site on the SharePoint Home

Tips:

  • Use audience targeting in web parts
  • Create a recurring content calendar
  • Keep navigation clear and concise

Project Management with SharePoint

Site Type: Team Site Access: Private Best For: Shared docs, tasks, status updates, cross-team coordination

Steps:

  1. Go to SharePoint Home → Click Create Site
  2. Choose Team Site
  3. Name your site (e.g., “CRM Rollout”), set the URL
  4. Choose Private – only members can access
  5. Add owners and team members
  6. Add task lists, project timelines, and document libraries
  7. Integrate with Microsoft Teams for meetings and chat
  8. Use versioning and co-authoring features

Tips:

  • Use labels/metadata for file management
  • Add a dashboard page with KPIs or milestones
  • Link directly into Teams tabs

Knowledge Base + SharePoint

Site Type: Communication Site Access: Public or Audience Targeted Best For: Policies, SOPs, How-to guides, Onboarding material

Steps:

  1. Go to SharePoint Home → Click Create Site
  2. Choose Communication Site
  3. Use the Topic template
  4. Name your site (e.g., “Employee Resources”), set the URL
  5. Choose Public or target visibility with Audience Targeting
  6. Add web parts: Document Library, Quick Links, FAQ, Search Box
  7. Organize content with folders or metadata (e.g., Dept, Category)
  8. Keep site navigation clear and filterable

Tips:

  • Use filters and metadata for easier browsing
  • Add feedback forms using Microsoft Forms
  • Highlight new or updated SOPs on the homepage

Cross-Functional

Site Type: Team Site + 365 Group Access: Private Best For: multi-department workflows and sharing

Steps:

  1. Go to SharePoint Home → Click Create Site
  2. Choose Team Site
  3. Name your site (e.g., “CRM Rollout”), set the URL
  4. Choose Private – only members can access
  5. Add owners and team members
  6. Add task lists, project timelines, and document libraries
  7. Integrate with Microsoft Teams for meetings and chat
  8. Use versioning and co-authoring features

Tips:

  • Use labels/metadata for file management
  • Add a dashboard page with KPIs or milestones
  • Link directly into Teams tabs

Vendor or External Collaboration

Site Type: Team or Communication Site Access: Private with External Sharing Enabled Best For: File exchange, shared calendars, simple communication

Steps:

  1. Go to SharePoint Home → Click Create Site
  2. Choose Team Site or Communication Site
  3. Set name and URL
  4. Choose Private – only members can access
  5. After creation, go to Settings → Site Permissions
  6. Click Invite People → Share Site Only
  7. Enter external email (guest will need Microsoft Account)
  8. Ensure external sharing is enabled in admin center

Tips:

  • Limit sharing to specific libraries or files
  • Add watermarking or expiration on shared links
  • Consider using OneDrive for simpler exchanges

Before You Create a SharePoint Site: What to Consider

  • Purpose: What’s the core function of the site?
  • Audience: Internal, cross-department, or external?
  • Privacy: Should everyone see this, or only certain teams?
  • Integration: Does it need to work with Microsoft Teams?
  • Navigation: Should this be discoverable from SharePoint Home or the company intranet?

How to Provide SharePoint Access:

Choosing who can see and contribute to a SharePoint site is critical for both security and usability.

General SharePoint Site Rules:

  • Use Microsoft 365 Groups for dynamic access control
  • Use Security Groups for departmental-level access
  • Avoid managing lots of individual users

SharePoint Team Sites:

  1. Click Settings (gear icon) → Site Permissions
  2. Click Invite People → Add Members to Group
  3. Add Microsoft 365 groups or security groups
  4. Assign roles: Members (edit), Owners (full control)

SharePoint Communication Sites:

  1. Click Settings → Site Permissions → Advanced Permissions Settings
  2. Add users/groups to Visitors (read), Members (edit), Owners (full control)
  3. To target content, use Audience Targeting on web parts

Best Practices for SharePoint Site Sharing:

  • Audit permissions quarterly
  • Use custom SharePoint groups for sub-role access
  • Label sensitive sites and apply DLP/retention policies if needed

Common SharePoint Mistakes to Avoid

  • Creating a communication site when you really need collaboration
  • Giving edit access when view-only is appropriate
  • Not promoting the site (users can’t follow what they can’t find)
  • Forgetting to secure sensitive lists or libraries

How to Create a SharePoint Site – Wrap-Up

SharePoint is flexible—but that flexibility can be overwhelming. By starting with the right site type for your use case and following the steps above, you’ll create sites that are both functional and secure. Bookmark this guide, and if you need help, reach out to your IT department or Microsoft 365 partner.

How to Create a SharePoint Site – Help

Need help building your SharePoint intranet? Contact CTS Companies to plan, deploy, or clean up your Microsoft 365 environment. Be sure to review our other articles on Most Popular 365 Apps, and Lesser Known 365 Applications.