SharePoint is a powerhouse for collaboration, but let’s be honest, sometimes all that power can feel a little… chaotic. One key way to bring order to the SharePoint world is through the use of subsites. Think of them as folders within folders, but for websites!
SharePoint subsites give you a way to structure your information, create hierarchies, and generally keep things organized. When used well, subsites can make managing content a whole lot easier and help your team find what they need, when they need it.
So, what exactly are subsites, and how can you actually use them? In this article, we’ll break down everything you need to know. We’ll cover:
- What SharePoint subsites are and why they’re useful
- A step-by-step guide to creating them
- The pros and cons of using subsites in your SharePoint environment
- And, importantly, we’ll explore some alternatives to subsites that might be a better fit for your business.
👉 Before exploring Sharepoint subsites, you might want to gain more insights into the essence of how SharePoint works. We encourage you to explore earlier articles in our blog:
- SharePoint Overview
- Best Practices for SharePoint Document Management, Libraries and Security
- Guide to SharePoint Online
- SharePoint Sharing with External Users
- Key Differences between OneDrive and SharePoint
What is a SharePoint Subsite?
Think of subsites as child sites created within a main, or parent, site.They’re designed to help you divide content and manage access rights more effectively.Essentially, a SharePoint subsite is still technically a SharePoint site, but it exists within a larger site or site collection. Any site you create in SharePoint is a subsite, as it resides under some other site in your site hierarchy. The only site that is a true site and not a subsite is the very top site of the site collection.
Subsites aren’t just simple folders; they can have their own settings, document libraries, lists, and unique permissions. This means you can tailor each subsite to a specific purpose, giving you a lot of flexibility within your SharePoint environment.
👉What is a subsite in SharePoint? A subsite in SharePoint is a site within a larger site collection, used to organize content for specific departments, teams, or projects while staying under a unified structure. It can inherit permissions, navigation, and settings from its parent site or have unique configurations. Subsites support document libraries, lists, pages, and web parts, making them useful for collaboration. However, with modern SharePoint, Microsoft recommends using hub sites instead of subsites for better scalability, flexibility, and content management across an organization.
As a follow up here, we encourage you to read our earlier articles in our blog:
Why use SharePoint sub sites?
Subsites are useful for a few key reasons:
- Project Management: Create a subsite for each project to keep all related documents, tasks, and communication in one place.
- Data Storage: Organize data by department or function, using subsites to separate different types of information.
- Access Control: Restrict access to sensitive information by granting permissions to specific subsites
👉What is the purpose of subsites in SharePoint? SharePoint online subsites are designed to organize and manage content within a larger site collection, providing dedicated spaces for teams, departments, or projects. They allow for shared or unique permissions, navigation, and layouts, making it easier to structure information while maintaining consistency. With features like document libraries, lists, and workflows, subsites enable collaboration and content management.
SharePoint subsite vs. page: what’s the difference?
It’s easy to confuse subsites with pages, but they’re quite different.
A page is primarily for displaying content and organizing information on a site. It’s a way to present information to SharePoint users.
A subsite, on the other hand, is a distinct area within a larger site, with its own settings and content. Subsites provide a greater level of management and are used for larger-scale organization compared to individual pages.
👉What is the difference between a SharePoint page and subsite? The key difference between a SharePoint page and a subsite is their purpose and functionality. A page is a single, customizable component within a SharePoint site that displays content like text, images, videos, and web parts. It’s used for presenting information and enhancing user experience. A subsite, on the other hand, is a separate site within a larger site collection, capable of having its own permissions, navigation, document libraries, lists, and workflows. While pages are used for displaying content within a site, subsites serve as independent spaces for organizing and managing content for teams, projects, or departments.
Inheritance & organization
In SharePoint, subsites can inherit the structure, permissions, and design of the main site, making it easier to maintain consistency across an organization. When a subsite is created, it can automatically mirror the navigation, security settings, and theme of its parent site, ensuring a unified look and feel. This means that user access, branding, and site functionality remain aligned without needing manual setup for each subsite. Additionally, subsites help large organizations organize data more efficiently by creating dedicated spaces for departments, projects, or teams. However, if needed, subsites can also have unique permissions, custom layouts, and independent settings, allowing for flexibility while still keeping a connection to the main site’s structure.
Examples of subsite use
Here are a couple of concrete examples of how subsites can be used:
- Project Management: A company might create a main site for all projects, with subsites for each individual project, containing project plans, documents, and team communication.
- Departmental Document Storage: An organization could have a main intranet site, with subsites for each department (e.g., Marketing, HR, IT), each with its own document libraries and relevant information.
In essence, the terms “site” and “subsite” are often used interchangeably, with the key distinction being the hierarchical structure within SharePoint. Subsites allow for a more granular level of organization and control within a larger SharePoint environment.
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The Pros and Cons of Using Subsites
Subsites can be incredibly useful, but they’re not always the perfect solution. Before you dive headfirst into creating a complex subsite structure, let’s weigh the advantages and disadvantages to see if they truly fit your needs.
| The upsides | The downsides |
| Easy and Intuitive Organization: Subsites SharePoint provide a clear, hierarchical structure, making it easier for users to navigate and find the information they need. Think of it like a well-organized file cabinet for your SharePoint environment. | Limited Flexibility: Once you’ve built a complex subsite structure, it can be difficult to change it later on. As your organization grows and evolves, the initial structure might become rigid and hinder your ability to adapt. |
| Simplified Management: You can configure unique permissions for each subsite, controlling who has access to what. Plus, subsites can inherit permissions and structure from the parent site, saving you time and effort. | They’re Getting a Little Old School: Microsoft is increasingly recommending the use of Hub Sites as a more modern approach to organizing SharePoint environments. While subsites aren’t going away completely, they are not the future! |
| Centralized Control: Even with the individual customization, the parent site offers a centralized control point. This makes overall management and governance a bit easier to handle. | Scalability Issues: In very large organizations, a deep subsite hierarchy can become difficult to manage and maintain. The complexity can impact performance and make it harder for users to find information. |
| Perfect for Localization: Subsites are ideal for managing content related to specific projects, departments, or even geographic regions. This allows you to tailor the information to the specific needs of each group. | Migration Headaches: Moving subsites to a different site or platform can be a complex and time-consuming process. If you’re planning a future migration, keep in mind the potential challenges associated with subsites. |
| Navigation can be confusing: As subsites are created navigation can become very confusing and make it hard for end users to find what they need. |
Reddit thread suggest another opinion on subsites:
“My understanding is sub-sites can’t be easily moved if needed. For example if you have a HR site, and a benefits sub-site, you’d need to recreate that benefits site if you ever want to move it.
MS seems to be shifting to hub sites which sort of just link sites to one another (look into those features) and can be easily changed in the admin center if needed.
Subsides could still be viable if you are okay with the potential restrictions. I had considered creating my team site and then sub-sites for various projects that my team does.”
The Verdict?
Subsites can be a valuable tool, but it’s important to understand their limitations. In further sections, we’ll explore some alternatives to subsites that might be a better fit for your business’s needs.
How to Create a Subsite in SharePoint
Creating a subsite in SharePoint is a straightforward process, but it’s important to have the right permissions. You’ll need to be a site owner or have administrator privileges to create a subsite within an existing SharePoint site.
Before you start, take a moment to plan out your subsite. Consider what its purpose will be, what content it will contain, and who will need access. This will help you choose the right template and settings.
Here’s a step-by-step guide:
Step 1: access site contents
From your SharePoint home page, click the “Settings” gear icon, usually located in the top right corner of the page. From the drop-down menu, select “Site contents”.
Step 2: add a new subsite
In the “Site contents” page, look for the “+ New” button or link, and select “Subsite” from the options available. If you don’t see this option, your organisation’s SharePoint administrator or policies might have disabled it.
Step 3: configure the new subsite, enter subsite details
Now, you’ll configure the subsite.This is where you can select a site template, enter your preferred web site address, change the inheritance settings, and more.
Enter a title for your subsite and, optionally, provide a description to give users an idea of what the subsite will be used for.Specify the URL segment or path for the subsite. This will be appended to the parent site’s URL to form the complete URL of the new subsite.
Step 4: choose a template
Choose a template that matches the purpose of your subsite. SharePoint offers templates like “Team Site,” “Communication Site,” and others tailored for specific uses.
SharePoint offers various site templates that can help you get started with a design that suits your purpose.
Step 5: set permissions
Decide whether the subsite will inherit permissions from the parent site or use unique permissions. If you choose unique permissions, you’ll need to set up groups and permissions after creating the subsite. Choose whether you want the subsite to be shown in the top link bar of the parent site and if you want to use the top link bar from the parent site. If Use unique permissions is selected during subsite setup, the People and Groups -Set Up Group for this Site screen will display after clicking the Create button.
Step 6: create the subsite
Once all information is filled in and options are selected, click “Create” at the bottom of the page. SharePoint will then create the subsite based on your specifications.
Step 7: customize your subsite
After creation, you can customize the subsite by adding lists, libraries, and pages and configuring its settings and layout to meet your specific needs.
👉How to create a SharePoint subsite? Creating a SharePoint subsite is a straightforward process, but it requires proper planning to ensure the subsite is well-organized and secure. Here’s a step-by-step guide:
- Navigate to the Parent Site
Start by going to the SharePoint site where you want to create the subsite. This will usually be your main site or a site collection that will serve as the parent. - Click on the Gear Icon (Settings)
In the upper-right corner of the site, click the gear icon to open the settings menu. - Select ‘Site Contents’
In the settings menu, click on Site Contents. - Choose ‘New Subsite’
On the Site Contents page, you’ll find an option to create a new subsite. Click on New Subsite to begin the process. - Fill in Subsite Information
You will be prompted to provide key details for your subsite, such as:- Title and Description
- Web Site Address (URL)
- Template Selection (Choose a template based on the type of subsite you need, like Team Site, Project Site, etc.)
- Permissions (Decide whether the subsite will inherit permissions from the parent site or have its own unique permissions)
- Set Navigation Settings
Choose whether the subsite will appear in the parent site’s navigation menu. - Click ‘Create’
After entering the required information and settings, click Create to set up your subsite.
Once created, you can customize your subsite with document libraries, task lists, web parts, and permissions settings tailored to your needs. Subsites are a great way to structure content and organize teams or projects within your SharePoint environment
Tips for Configuration:
- Use Intuitive Names: Choose clear and descriptive names for your subsites so users can easily understand their purpose.
- Select the Right Template: Choose a template that aligns with the subsite’s purpose. For example, use the “Project Site” template for project management or the “Team Site” template for team collaboration.
- Customize Templates: Don’t be afraid to customize the templates to meet your specific requirements. Add or remove web parts, modify the layout, and adjust the navigation to create a subsite that perfectly fits your needs.
Alternatives to Subsites in SharePoint
While subsites have been a traditional way to organize SharePoint environments, there are now more modern and flexible alternatives to consider.
Hub sites: the modern approach
Hub Sites offer a more flexible and scalable way to organize your SharePoint intranet.Unlike subsites, which create a hierarchical structure, hub sites allow you to connect multiple sites together in a flat network. This provides several advantages:
- Improved Navigation: Hub sites provide a centralized navigation experience, making it easier for users to discover content across different sites.
- Better Scalability: Hub sites are better suited for larger organizations because they offer greater scalability and flexibility. You can easily add or remove sites from the hub as your organization evolves.
- Increased Independence: Sites connected to a hub site remain independent, meaning they can have their own unique permissions and branding. This allows for greater flexibility and customization.
- Content Rollup: Hub sites offer content roll-up features, making it easier for users to discover and access content across multiple sites within the organization.
Combining subsites and hub sites:
It’s possible to combine subsites and hub sites to create more complex structures. For example, you could use a hub site to connect different departmental sites, and then use subsites within each department to organize content related to specific projects.
👉What is the difference between hub site and subsite in SharePoint? The key difference between a hub site and a subsite in SharePoint is their structure and purpose. A subsite is part of a larger site collection and follows a hierarchical structure, inheriting permissions, design, and navigation from the parent site, making it ideal for organizing content for specific teams or projects. A hub site, however, connects multiple sites (including subsites) into a unified experience with centralized navigation, consistent branding, and aggregated content. Hub sites offer greater flexibility, scalability, and cross-site search, making them more suitable for linking related sites across different departments or functions.
Flat architecture: simplicity and scalability
A flat architecture involves organizing data into separate sites instead of using subsites. This approach simplifies management and scaling, as each site is independent and can be managed separately. This approach involves creating a site for each department, with pages for content and lists/libraries for the department’s needs.
Modern pages and libraries: replacing subsite functions
Modern pages and libraries in SharePoint offer enhanced features for organizing and displaying content. These features can replace some of the functions traditionally provided by subsites.
Recommendations for choosing the right approach:
Use subsites when:
- You have a small, simple organization with a limited amount of content.
- You need to create a strict hierarchical structure with inherited permissions.
- You are working with classic SharePoint environments.
Use hub sites when:
- You have a large, complex organization with a lot of content.
- You need a flexible and scalable solution that can adapt to changing needs.
- You want to provide a centralized navigation experience across multiple sites.
- You need independent sites with unique permissions and branding.
Use a flat architecture when:
- You want to simplify management and scaling.
- You need independent sites with minimal dependencies.
Use modern pages and libraries when:
- You want to enhance the organization and display of content within a site.
- You want to replace some of the functions traditionally provided by subsites.
Subsites vs. hub sites: a quick comparison
To help you visualize the key differences between subsites and hub sites, here’s a comparison table:
| Characteristic | Subsites | Hub Sites |
| Hierarchy | Strict hierarchy | More flexible structure |
| Inheritance | Inherit settings from the parent site | Do not inherit settings, but can be associated with the hub |
| Management | More centralized | More decentralized |
| Scalability | Can be limited in large organizations | Better scalability |
| Navigation | Less flexible, can become difficult to maintain | More flexible, easily customizable |
More details on hub sites in our earlier article:
SharePoint Hub Sites for Simplified Collaboration
Managing Subsites
Once you’ve created your subsites, it’s crucial to manage them effectively to ensure they remain useful and efficient. Here’s a breakdown of key management considerations:
Organizing subsites
- Logical hierarchy is key: A well-structured subsite hierarchy is essential for user-friendliness. Plan your hierarchy carefully, grouping related content together and using clear, descriptive names for each subsite.
- Keep it simple: Avoid creating overly deep or complex hierarchies, as this can make it difficult for users to navigate and find what they need.
- Consider automation: For larger deployments, explore the possibilities of automating subsite management tasks using PowerShell or other scripting tools. This can help streamline tasks such as creating, configuring, and managing subsites.
Managing permissions
- Unique permissions when needed: While inheriting permissions from the parent site can simplify management, there are times when you’ll need to configure unique permissions for a subsite. This is especially important when dealing with sensitive information or when you need to restrict access to specific users or groups.
- Leverage user groups: Using user groups (e.g., Active Directory groups) is highly recommended for simplifying permission management. Instead of assigning permissions to individual users, you can add users to the appropriate groups and manage permissions at the group level.
- Regular access reviews: Regularly review subsite permissions to ensure that users have the appropriate level of access. Remove users who no longer need access to the subsite and update permissions as needed.
Tips for content maintenance and updates
- Content audits: Regularly check the activity and relevance of content on your subsites. Remove or update outdated information and ensure that all content is accurate and up-to-date.
- Performance optimization: For large and complex subsite structures, optimize performance by minimizing the use of large files, optimizing images, and using efficient web parts.
- Archiving and deletion: Archive or delete obsolete subsites to keep your SharePoint environment clean and organized. Before deleting a subsite, make sure to back up any important data.
- Analytics for insights: Utilize built-in analytics tools to assess the effectiveness of your subsites. Track metrics such as page views, unique visitors, and popular content to identify areas for improvement.
- Reminders for content owners: Set up reminders for subsite owners to regularly update their content. This will help ensure that information remains accurate and relevant. You can even create custom workflows to automate this process.
Wrapping Up
In conclusion, subsites in SharePoint offer a way to structure and organize content within a hierarchical framework. They can be particularly useful for managing smaller, well-defined projects, departments, or teams, providing a clear separation of content and permissions. However, their rigid structure and potential scalability limitations make them less ideal for larger, more complex organizations. Microsoft is shifting away from subsites, recommending Hub Sites as the modern solution.
Remember that while subsites offer a familiar approach to information architecture, careful planning and ongoing maintenance are essential to prevent them from becoming unwieldy or difficult to navigate. Consider your organization’s long-term needs and scalability requirements before committing to a subsite-heavy structure. If you anticipate significant growth or require greater flexibility, exploring alternatives like Hub Sites or a flat site architecture is highly recommended.
To further enhance your SharePoint experience, consider exploring tools like Virto SharePoint On-Premise Web Parts and Virto Microsoft 365 & SharePoint Online Apps. These tools can help improve the functionality of your subsites and other SharePoint elements, providing features such as enhanced navigation, workflow automation, and data visualization. By leveraging these tools, you can streamline subsite management, optimize content delivery, and unlock the full potential of your SharePoint environment.
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Ultimately, the key is to choose the right approach for your specific needs and to continuously evaluate and adapt your SharePoint architecture as your organization evolves.
👉Don’t stop here! Browse our blog for more insights on SharePoint and other tools to streamline your team’s workflow:
