SharePoint, Microsoft’s powerful content management and collaboration platform, offers a variety of site types designed to meet diverse organizational needs. Understanding these SharePoint site types is essential for properly organizing work, managing projects, and maximizing productivity across your organization.
Choosing the right site type can make all the difference in streamlining processes, promoting effective communication, and providing your team with the necessary tools and resources to thrive.
However, determining the ideal site type for your needs isn’t always straightforward. The decision depends on various factors, including your company’s goals, the nature of your work, and the scope of your project. A small team collaborating on a short-term project may benefit from a different site type than a large department managing ongoing operations. With this in mind, let’s explore the primary SharePoint site types and their unique features to help you make an informed decision.
What Is a SharePoint site?
At its core, a SharePoint site serves as the primary organizing structure for all your data, files, and teamwork within the SharePoint environment. Think of it as a central hub, a container, or a dedicated workspace where all related information and activities reside. More than just a file storage location, a SharePoint site provides a structured environment that facilitates various essential functions:
- Content management: SharePoint sites enable you to create, store, organize, and manage various types of content, from documents and spreadsheets to images, videos, and even custom lists. Version control, metadata tagging, and robust search capabilities make finding and managing information efficient and straightforward.
- Collaboration: SharePoint sites are designed to foster teamwork. They provide a platform for team members to communicate, share information, co-author documents, and work together seamlessly, regardless of their physical location. Features like discussion boards, shared calendars, and task lists enhance team coordination and communication.
- Document access and control: Securely store and manage your documents within a SharePoint site. Control access permissions to ensure that sensitive information is only accessible to authorized individuals. Features like check-in/check-out prevent conflicting edits and maintain document integrity.
- Workflow creation: Automate business processes with SharePoint workflows. Route documents for approval, track tasks, and manage projects efficiently. Workflows help standardize processes and improve overall team productivity.
In short, SharePoint sites are more than just simple file storage; they are dynamic workspaces that empower teams to manage content, collaborate effectively, control document access, and automate workflows, all within a structured and secure environment. Choosing the right type of site is key to maximizing these benefits, which we will explore in the following sections.
SharePoint Site Types
In this section, we’ll explore the different types of SharePoint sites available, focusing on how they can be used to meet various organizational needs. Modern SharePoint offers two primary site types: Communication Sites and Team Sites. Both site types include a variety of templates pre-configured with content, pages, and web parts that can be customized to suit your specific requirements.
A site template in SharePoint is used to apply a consistent configuration across sites, such as libraries, lists, content types, and views, ensuring your site is organized and functional from the start.
👉 How many types of SharePoint sites are there? In modern SharePoint, there are two primary site templates: Team Sites and Communication Sites. However, additional specialized functionalities like Hub Sites and capabilities based on older technology, such as Document Center sites and classic Publishing Sites, also exist within a SharePoint environment. Therefore, the number of “types” depends on how you define them. It’s more helpful to think of Team Sites and Communication Sites as the starting points, with other options available for specific needs.
Team sites
Team Sites are purpose-built for team collaboration, making them the perfect solution for groups working together on projects, departmental initiatives, or company-wide tasks. These sites are optimized for collaborative work and provide a centralized hub for project management, document sharing, and team interaction.
Key features of Team Sites
Let’s delve deeper into the core functionalities that make Team Sites such effective collaborative hubs:
- Integration with Microsoft Teams: This is perhaps one of the most powerful features of modern Team Sites. Connecting your SharePoint Team Site with a Microsoft Team creates a unified hub for all team activities. This integration allows for:
- Seamless communication: Leverage Microsoft Teams’ chat, video conferencing, and calling features directly within the context of your project or team.
- Centralized file sharing: Access and collaborate on files stored in your SharePoint document library directly from within Microsoft Teams, eliminating the need to switch between applications.
- Streamlined workflow: Manage tasks, track progress, and share updates within Teams, keeping everyone on the same page.
- Enhanced collaboration: Foster a more collaborative environment by combining the structured organization of SharePoint with the real-time communication capabilities of Microsoft Teams.
- Shared workspaces: Team Sites provide dedicated spaces for departments or project teams to organize their work, documents, and communication. These workspaces offer:
- Centralized information: Keep all relevant project or team information in one easily accessible location.
- Structured organization: Use folders, libraries, and lists to organize documents, files, and other resources effectively.
- Controlled access: Manage permissions to ensure that sensitive information is only accessible to authorized team members.
- Customizable views: Tailor the workspace to fit the specific needs of the team or project.
- Collaboration tools: Team Sites offer a rich set of tools designed to enhance team collaboration and productivity:
- Co-authoring: Multiple team members can work on the same document simultaneously, improving efficiency and reducing version control issues.
- Version history: Track changes made to documents, revert to previous versions, and maintain a complete audit trail.
- Task assignments: Assign tasks to team members, set deadlines, and track progress directly within the Team Site.
- Shared calendars: Coordinate schedules, plan events, and manage team availability.
- Discussion boards: Facilitate team communication and discussions around specific topics or projects.
- Large file libraries with controlled access: Team Sites can handle large volumes of files and offer granular control over access permissions:
- Secure storage: Provide a secure and reliable platform for storing important documents and files.
- Granular permissions: Control who can access, view, edit, and download specific files and folders.
- Metadata and tagging: Use metadata and tags to categorize and organize files, making them easier to find and manage.
- Version control: Track changes to files and maintain a complete history of revisions.
- Support for enterprise processes: Team Sites can be used to support and manage enterprise-level processes and workflows:
- Workflow automation: Automate tasks and processes like document approvals, data collection, and task assignments.
- Integration with other systems: Connect Team Sites with other business applications to streamline workflows and improve efficiency.
- Customizable forms: Create custom forms for data collection and process management.
- Collaboration through web parts: Web parts are modular components that can be added to Team Site pages to create dynamic and interactive workspaces. These include:
- Lists: Create custom lists to track information, manage tasks, and organize data.
- Libraries: Store and manage documents, files, and other resources.
- Calendars: Share team schedules, plan events, and manage availability.
- News feeds: Display news and announcements from within the organization or external sources.
- Custom web parts: Develop custom web parts to meet specific business needs and extend the functionality of the Team Site.
By leveraging these key features, Team Sites provide a powerful platform for teams to collaborate effectively, manage projects efficiently, and achieve their goals.
Common use cases for Team Sites
Team Sites offer versatile solutions for a variety of collaborative scenarios. Here are some common examples of how Team Sites can be effectively used:
- Project workspaces: Create dedicated sites for managing project-related tasks, deadlines, documents, and communication, ensuring all project information is centralized and accessible.
- Department collaboration: Organize departmental workspaces to streamline communication, file sharing, and team activities within a department.
- Task management: Track and assign tasks, monitor progress, and ensure accountability within teams.
- Large file storage: Provide a secure and organized repository for storing and managing large collections of files with version control and access permissions.
- Inter-department coordination: Facilitate collaboration and information sharing between different teams or departments using shared resources and tools.
Examples of Team Site templates
Modern SharePoint allows you to create a team site using a template during the initial site creation process. This streamlines setup by pre-populating the site with relevant content and features based on the chosen template. While you can also apply templates to existing sites, choosing a template at creation offers a more efficient starting point.
Here are some examples of site templates available in SharePoint (note that availability can vary based on your organization’s configuration and Microsoft 365 plan):
- Standard Team: This is the basic team site setup, often used as a starting point.
- Project Management: Provides features for managing projects, including task lists, document libraries, and potentially integration with Planner.
- Crisis Communication Team: Designed for managing communications during a crisis.
- Employee Onboarding Team: Helps streamline the onboarding process for new employees.
- Event Planning: Facilitates event planning and coordination.
- IT Help Desk: Provides tools for managing IT support requests and tracking devices.
- Retail Management Team/Store Collaboration: Templates tailored for retail scenarios.
- Training Course/Training Design Team: Supports training and development activities.
- Accounts Payable/Contracts Management (powered by Microsoft Syntex): These are more specialized templates leveraging Syntex for document processing and automation. They may require specific licensing.
“From your organization” Templates: Your organization can create custom site templates tailored to specific internal needs. These will appear in a separate tab.
Communication sites
Communication Sites are designed for broadcasting information to a wider audience. Unlike Team Sites, which prioritize collaboration, Communication Sites focus on disseminating information effectively and engagingly. They are visually appealing and ideal for sharing news, updates, and resources across the organization.
Key features of Communication Sites
Communication Sites in SharePoint excel at delivering polished, broadcast-style messaging across your organization. Here are the essential features that power these information hubs
- Broad audience reach: Communication Sites are designed to reach a large audience across the organization. They provide a central platform for sharing news, announcements, resources, and other important information with everyone who needs it. This broad reach ensures consistent messaging and keeps everyone informed. Features like audience targeting can further refine the delivery of information to specific groups.
- Content focused on viewing: Unlike Team Sites, which emphasize collaborative editing, Communication Sites prioritize content consumption. The focus is on presenting information in a clear, concise, and engaging manner. While some editing capabilities may exist for authorized users, the primary purpose is for users to view and absorb the provided information.
- Highly customizable layouts: Communication Sites offer flexible and visually appealing layout options. This allows you to tailor the look and feel of your site to match your branding and create an engaging user experience. You can use different web parts, sections, and layouts to structure your content effectively and visually highlight key information. The emphasis on visual appeal helps draw users in and makes the information more digestible.
- Interactive elements: To foster engagement and gather feedback, Communication Sites offer tools to incorporate interactive elements. These can include:
- Polls and surveys: Gauge audience opinion and gather valuable feedback on various topics.
- Forums and discussions: Encourage interaction and conversation around specific topics or announcements.
- Q&A sections: Provide a platform for users to ask questions and receive answers from subject matter experts.
- Embedded videos and multimedia: Enhance the presentation of information and make it more engaging.
These features combine to make Communication Sites powerful tools for sharing information, engaging with your audience, and fostering a more informed and connected organization.
Ideal use cases for Communication Sites
As discussed, Communication Sites shine brightest when your goal is to reach and inform a broad audience. Here are key scenarios where these sites deliver exceptional value:
- Company news portals: Publish corporate news, updates, announcements, and internal communications to keep employees informed.
- Resource centers: Organize and store publicly available files, such as manuals, training materials, and reference documents, providing a central repository for important resources.
- Internal corporate portals: Create a central hub for important company information, policies, procedures, and employee resources.
- Event announcements: Share details about upcoming events, organizational changes, or important announcements.
- Enhancing visual content: Create visually engaging pages and presentations to improve information consumption and retention.
Examples of Communication Site templates:
SharePoint offers several pre-configured Communication Site templates, each tailored for specific communication needs. These templates provide a starting point with pre-populated web parts and layouts, allowing you to quickly build and deploy your communication site. Here are a few examples:
- Topic: (This is the most common and often simply called “Communication Site”) This is a general-purpose template suitable for a wide range of communication scenarios. It provides a flexible layout for sharing news, announcements, and other information with a broad audience. It’s a good choice when you need a blank canvas to build upon.
- Showcase: Ideal for highlighting products, services, or projects with visually rich content and multimedia. This template emphasizes visual appeal and is great for showcasing accomplishments or creating engaging presentations.
- Blank: This template starts with a completely empty page, offering maximum flexibility for custom designs and layouts. It’s best suited for experienced users who want complete control over the site’s structure and appearance.
By matching your site type to your specific requirements, you create an efficient digital environment that enhances productivity, streamlines communication, and supports your organization’s objectives effectively.
Other types of SharePoint sites
While Team Sites and Communication Sites are the primary site types in modern SharePoint, other specialized options or functionalities cater to specific needs:
- Hub Sites: Hub sites aren’t a distinct site type but rather a powerful feature that enhances the organization and navigation of your existing Team and Communication Sites. By associating these sites with a hub, you create a unified structure with consistent branding, shared navigation, and content roll-up from associated sites. This is ideal for scenarios like creating a company-wide intranet portal by connecting various departmental team sites. Cross-site search within the hub also makes it easier to find information across connected sites.
👉 You may find more information about Hub Sites in our dedicated article here: SharePoint Hub Sites Guide.
- Document Center Sites: While technically based on a classic SharePoint template under the hood, Document Center functionality remains relevant and available in modern SharePoint environments. These sites excel at managing large volumes of documents and archives, providing features like metadata-driven navigation for easier browsing, robust version control to track changes, check-in/check-out capabilities for controlled editing, and records management features for compliance and long-term storage. Common use cases include corporate archives, contract libraries, and legal document repositories.
- Publishing Sites (Classic): Publishing sites are a holdover from classic SharePoint and are generally not recommended for new sites in the modern SharePoint experience. They were traditionally used for creating highly customized internet-facing websites or complex intranet portals, offering extensive control over branding, page layouts, and web parts. However, they often rely on custom code and complex workflows that can be challenging to maintain. Modern Communication Sites offer a more streamlined and modern approach for most scenarios previously addressed by Publishing Sites. If you have existing Publishing Sites, migrating them to modern SharePoint is often the best approach to take advantage of the latest features and improved performance.
- Project Web App (PWA) Sites: For robust project and portfolio management, Project Web App (PWA) sites provide specialized capabilities. Note that PWA requires a separate Project Online license. These sites offer in-depth features for detailed project scheduling, resource allocation and management, timesheet tracking, and comprehensive reporting. Integration with Power BI further enhances PWA by enabling advanced analytics and visualizations of project data. PWA is ideal for managing large-scale projects, tracking resources and timelines effectively, and performing portfolio-level analysis.
How to tell what type of site a SharePoint site is?
The easiest way to tell is by looking at the site’s overall design and the available features. Team Sites generally have a left-hand navigation with quick access to document libraries, lists, and team collaboration tools.
Communication Sites prioritize visually appealing layouts, often with a top navigation and prominent areas for news, announcements, and multimedia content.
If you’re still unsure, you can go to the site settings. In modern SharePoint, look for the “Site information” panel (usually accessible through the settings gear icon in the top right). While it might not explicitly say “Team Site” or “Communication Site,” the information architecture and available settings can provide clues. For example, if you see options related to associating the site with a hub, it’s likely a Team or Communication Site. If you see settings related to publishing features, it might be a classic Publishing Site.
Availability of types of SharePoint sites: SharePoint Online vs SharePoint On-Premise
SharePoint Online and SharePoint Server (on-premises) offer distinct capabilities for site creation and management. SharePoint Online, as a cloud-based service, provides access to the latest features, a modern interface, and simplified maintenance. SharePoint Server allows for greater control over configuration and access but requires more technical expertise and resources for setup and maintenance.
Below is a comparison table that highlights the availability of site types and features in both SharePoint Online and SharePoint On-Premise:
| Feature | SharePoint Online | SharePoint Server (On-Premises) |
| Team Sites | Fully supported with modern templates and integrations. | Supported. Modern experience available but might require enabling. Classic experience is still available. |
| Communication Sites | Fully supported with modern, visually engaging templates. | Not natively available. Modern Communication Site functionality can be partially replicated with custom development and careful configuration, but it’s not a direct equivalent. |
| Hub Sites | Fully supported for connecting related sites. | Not available. Hub Site functionality relies on cloud services not present in on-premises deployments. Alternative navigation and branding solutions would need to be implemented. |
| Document Center Sites | Supported, leveraging the classic template under the hood, but with modern features available. | Supported with more advanced configuration options within the classic experience. |
| Publishing Sites | Supported (classic), but largely replaced by Communication Sites for modern scenarios. | Fully supported with extensive customization options (classic). Modernization is recommended where possible. |
| Project Web App (PWA) Sites | Supported with Microsoft Project Online integration. | Supported with Microsoft Project Server integration. |
| Classic Sites | Supported for backward compatibility, but modernization is encouraged. | Fully supported. |
| Customization options | Configurable within the framework provided by SharePoint Online; highly scalable. Extensive customization is possible using the SharePoint Framework (SPFx). | Extensive server-side customization is possible, but requires technical expertise. Client-side customization with SPFx is also supported. |
| Modern UI and features | Fully supported with modern web parts and tools. Continuously updated with new features. | Modern UI features are available in more recent versions but may require specific configurations. Classic UI remains available. |
| Ease of maintenance | Managed by Microsoft; minimal maintenance required by the customer. | Requires significant internal IT resources for maintenance, updates, and infrastructure management. |
Key takeaways
When deciding between SharePoint Online and SharePoint On-Premise, it’s essential to consider your organization’s specific needs, resources, and long-term goals. Each platform has its strengths and limitations, and the right choice depends on factors such as the need for modern features, customization, maintenance capabilities, and compliance requirements. Below is a brief overview of both platforms to help you make an informed decision.
- SharePoint Online: Ideal for organizations seeking a modern, cloud-based solution with automatic updates, the latest features, and simplified maintenance. Offers good flexibility and scalability within the provided framework.
- SharePoint Server: Suitable for organizations with strict regulatory requirements, complex security needs, or specific compliance obligations that necessitate on-premises control. Requires dedicated IT resources for management and maintenance. Modernization efforts are often necessary to leverage newer features.
👉To learn more about the differences between Modern and Classic SharePoint experiences, read the following article: SharePoint Modern vs Classic.
Site templates and their availability across versions
Site templates in SharePoint provide pre-configured blueprints for creating new sites with a consistent structure, design, and set of functionalities. These templates include pre-built pages, libraries, lists, and web parts, streamlining the setup process for various use cases like project management, document storage, and team collaboration.
Customization capabilities of site templates
A key aspect of customization is creating a visually appealing and user-friendly experience. Let’s explore how you can customize your sites in SharePoint:
- Branding and design: This goes beyond simply choosing a theme. You can deeply customize the look and feel of your SharePoint site to align with your organization’s branding guidelines. This includes:
- Color palettes: Define specific colors for site elements like backgrounds, text, links, and navigation.
- Fonts and typography: Control the fonts used throughout the site to maintain a consistent visual identity.
- Logos and images: Incorporate your company logo and other relevant imagery into the site header, footer, and other areas.
- Page layouts: Customize the arrangement of content on pages using different sections and column layouts.
- Navigation: Modify the site navigation to ensure users can easily find the information they need. This includes customizing menus, adding quick links, and configuring mega menus.
- Custom CSS: For more advanced branding control, you can apply custom CSS styles to override default SharePoint styles and achieve a highly tailored look and feel. This is especially powerful in modern SharePoint.
- Web parts and components: SharePoint sites are built using web parts, which are modular components that display various types of content and functionality. Customization here means:
- Adding web parts: Insert various web parts to display lists, libraries, news feeds, images, videos, documents, and much more. Modern SharePoint offers a rich collection of web parts, and you can even develop custom web parts using SPFx.
- Removing web parts: Eliminate unnecessary web parts to streamline the user experience and focus on relevant content.
- Rearranging web parts: Control the placement and order of web parts on a page to create a logical and engaging layout.
- Configuring web parts: Most web parts offer specific configuration options to tailor their behavior and appearance. For example, you can filter a list view, customize the display of a news feed, or control the size of an image.
- Permissions and access control: Security is crucial in SharePoint. Customization in this area allows you to:
- Granular permissions: Grant specific permissions to individual users or groups at different levels (site, list, library, folder, item). This ensures that users only have access to the information and functionalities relevant to their roles.
- Inheritance: Manage permission inheritance to simplify administration. You can break inheritance to apply unique permissions to specific items or containers, while maintaining consistent permissions across the rest of the site.
- Sharing: Easily share sites, documents, and other content with internal and external users, while controlling the level of access they receive (view, edit, contribute).
- Groups and security roles: Utilize SharePoint groups and security roles to efficiently manage permissions for large numbers of users.
- Integration and extensibility: SharePoint is a highly extensible platform. Customization options include:
- Workflows: Automate business processes and tasks using built-in or custom workflows. This can include things like document approval processes, content routing, and task management.
- Third-party apps: Integrate with a wide range of third-party applications to enhance functionality and connect with other systems. This can include CRM systems, project management tools, and other business applications.
- SharePoint Framework (SPFx): Develop custom web parts, extensions, and applications using modern web technologies to tailor SharePoint to your specific needs. SPFx allows you to create highly integrated and responsive solutions.
- APIs and integrations: Leverage SharePoint’s APIs to connect with other systems and automate tasks programmatically.
These customization options empower organizations to create SharePoint sites that are tailored to their unique requirements, branding, and business processes. The level of customization possible can depend on the SharePoint version (Online vs. Server) and the skills of the administrators or developers involved.
Availability of site templates across SharePoint versions
Your choice between SharePoint Online and SharePoint Server will significantly impact the types of sites you can create and how you manage them. Let’s explore the template landscape for each:
SharePoint Online:
- Modern templates: SharePoint Online emphasizes modern site templates like Communication Sites and Team Sites. These templates are designed with a mobile-first approach, ensuring responsiveness across various devices. They offer a visually appealing, user-friendly interface with streamlined navigation and easy-to-use web parts. Key features include:
- Streamlined user experience: Intuitive interfaces and drag-and-drop functionality simplify content creation and management.
- Responsive design: Sites adapt seamlessly to different screen sizes, providing optimal viewing experiences on desktops, laptops, tablets, and smartphones.
- Accessibility: Built-in accessibility features ensure inclusivity for users with disabilities.
- Integration with Microsoft 365: Seamless integration with other Microsoft 365 services like Teams, OneDrive, and Power Automate enhances collaboration and productivity.
- Custom templates: In SharePoint Online, you can create custom templates based on existing sites. This allows you to capture specific configurations, web parts, and branding elements and reuse them for creating new sites. This promotes consistency across your SharePoint environment and saves significant time during site provisioning. This feature empowers users beyond administrators to create templates.
- Continuous updates: As part of the Microsoft 365 ecosystem, SharePoint Online receives regular updates, including new templates, features, and performance improvements. This ensures that your SharePoint environment remains up-to-date with the latest innovations and security patches, without requiring manual intervention.
- Simplified deployment: Creating new sites from templates in SharePoint Online is a straightforward process. The user-friendly interface guides you through the steps, and the readily available templates make it quick and easy to deploy new sites with minimal technical expertise.
SharePoint Server (On-Premises):
- Classic templates: SharePoint Server primarily relies on classic site templates. These templates, while functional, often lack the modern design and responsive capabilities of their SharePoint Online counterparts. They are built using older technologies and might not provide the same level of user experience. While you can achieve modern experiences with effort, it’s not the default.
- Modernization options (with caveats): You can bring modern experiences to SharePoint Server through significant effort. This involves enabling modern features, potentially upgrading to newer on-premises versions, and leveraging the SharePoint Framework (SPFx) for custom development. However, achieving full parity with SharePoint Online’s modern capabilities is challenging and resource-intensive. It’s important to assess the feasibility and cost of modernization before undertaking such projects.
- Administrator control: SharePoint Server provides administrators with extensive control over the availability and management of site templates. They can customize existing templates, create new templates, and control which templates are available to users. This level of control can be beneficial for organizations with specific governance and compliance requirements.
- Specific enterprise features: Certain specialized templates, like Project Web App (PWA) sites, are available in SharePoint Server, often integrated with Project Server for project management capabilities. These specialized templates cater to specific business needs and might not be available or relevant in SharePoint Online.
- Customization options: SharePoint Server offers a wide range of customization options, including custom code deployments and deep configuration changes. However, leveraging these options often requires significant technical expertise and can increase the complexity of maintaining the SharePoint environment.
The key difference lies in the focus and ease of use. SharePoint Online prioritizes modern templates and a streamlined user experience, with continuous updates and simplified deployment. SharePoint Server offers more control and customization options but requires greater technical expertise and might involve working with older technologies, unless significant modernization efforts are undertaken. Choosing the right platform depends on your organization’s specific needs, technical capabilities, and long-term strategy.
Here’s a brief summary of some things to consider:
- Modern vs. Classic: SharePoint Online prioritizes modern templates and functionalities, while SharePoint Server largely relies on classic templates but supports modern development approaches.
- Administrative control: In both environments, administrators influence template availability and can create custom templates to meet specific organizational needs.
- Cloud vs. On-Premises: SharePoint Online provides automatic updates and simplified management, whereas SharePoint Server requires dedicated IT resources for maintenance and updates.
- Feature availability: Certain functionalities, such as Hub Sites, are exclusive to SharePoint Online.
👉 Which type of SharePoint site exists? SharePoint offers several types of sites designed to meet different organizational needs, including Team Sites, Communication Sites, and Hub Sites, among others. These SharePoint types of sites allow businesses to collaborate, share information, and organize content effectively. Team Sites are ideal for collaboration and project management, while Communication Sites help share news and updates with a wide audience. Hub Sites connect multiple sites for streamlined navigation and shared branding. Choosing the right site type depends on the specific goals and workflows of your organization.
Group-Connected Team Sites and Non-Group-Connected Team Sites
When setting up a team site in SharePoint, a crucial decision revolves around whether to connect it to a Microsoft 365 Group. This choice significantly impacts the site’s functionality, integration with other Microsoft 365 services, and overall collaboration experience. Let’s explore the characteristics, benefits, and use cases of both Microsoft 365 Group-connected and non-group-connected (classic) team sites.
Microsoft 365 group-connected Team Sites:
These are the modern standard for team collaboration in SharePoint. By connecting a team site to a Microsoft 365 Group, you unlock a suite of integrated services and collaborative features that streamline teamwork and communication.
Key features and benefits:
- Seamless Microsoft 365 integration: This is the defining characteristic of a Group-connected team site. The connection automatically links the site to various Microsoft 365 services, including:
- Microsoft Teams: A dedicated Team is created (though this can be optional), providing a central hub for chat, meetings, file sharing, and app integration.
- Outlook: A shared mailbox and calendar are provisioned, enabling streamlined communication and scheduling within the team.
- Planner: Provides a visual task management tool for organizing projects, assigning tasks, and tracking progress.
- Power BI: Enables integration with Power BI dashboards and reports, providing data-driven insights to the team.
- Enhanced collaboration: The integrated services foster a more collaborative environment by providing:
- Centralized resources: All essential tools and information are accessible from a single location, reducing context switching and improving efficiency.
- Streamlined communication: Shared mailboxes, calendars, and Teams channels ensure everyone stays informed and connected.
- Co-authoring and version control: Real-time co-authoring and version history in SharePoint and Office applications simplify document collaboration.
- Simplified membership management: Managing team membership becomes easier as adding or removing members from the Microsoft 365 Group automatically updates permissions and access to all connected services.
Use Cases:
- Projects involving multiple teams or departments: The integrated services facilitate cross-functional collaboration and communication.
- Ongoing team collaboration with a need for shared resources: The shared mailbox, calendar, and document library provide a central hub for team activities.
- Scenarios requiring integration with other Microsoft 365 services: Leverage the power of the Microsoft 365 ecosystem to enhance productivity and collaboration.
Non-group-connected Team Sites (classic Team Sites):
These are standalone SharePoint sites that are not linked to a Microsoft 365 Group. They represent the older “classic” SharePoint experience and lack the integrated services of modern Group-connected sites.
Key features and considerations:
- Focused on core SharePoint functionality: Provides basic SharePoint features like document libraries, lists, custom web parts, and permissions management.
- Simplified administration (for smaller sites): Can be easier to administer for small, self-contained projects without the added complexity of Microsoft 365 Group management.
- Limited integration: Lacks the direct integration with other Microsoft 365 services offered by Group-connected sites.
- Modernization potential: While classic sites can be modernized to incorporate some modern features, they won’t have the full capabilities of Group-connected sites.
Use cases (becoming less common):
- Existing classic sites that haven’t been migrated: Organizations might still have classic team sites in use that are gradually being modernized or replaced.
- Specific scenarios where Microsoft 365 Group integration is not desired or technically feasible (rare): Due to specific governance policies or technical limitations, a non-Group-connected site might be necessary, though this is less common now.
- Simple document repositories or archives: For basic document storage and management without the need for extensive collaboration features.
Here are key differences between the two summarized:
| Feature | Microsoft 365 Group-Connected | Non-Group-Connected (Classic) |
| Microsoft 365 Integration | Extensive (Teams, Outlook, Planner, Yammer, etc.) | Limited |
| Collaboration Features | Enhanced, leveraging integrated services | Basic SharePoint collaboration |
| Shared Resources (Mailbox, Calendar) | Yes | No |
| User Interface | Modern, responsive | Classic (unless modernized) |
| Creation Method | Via Microsoft 365 Group or directly in SharePoint | Directly in SharePoint |
| Recommended for New Sites | Yes | Generally not recommended |
For most new projects and team collaboration scenarios, a Microsoft 365 group-connected Team Site is the recommended approach. The benefits of enhanced collaboration, integrated services, and streamlined administration generally outweigh the slight increase in complexity. Non-group-connected (classic) team sites are primarily relevant for existing sites undergoing modernization or very specific use cases where group integration is not feasible or desired. Consider your organization’s specific needs, long-term SharePoint strategy, and the collaborative requirements of your team when making your decision. Prioritize modernization of existing classic sites to take advantage of the modern SharePoint experience.
How to create and when to use group-connected Team Sites and non-group-connected Team Sites
Choosing between a group-connected Team Site and a non-group-connected (classic) Team Site depends on your team or project’s specific needs. This section discusses when to use each type and how to create them in SharePoint.
When to use group-connected Team Sites:
Group-connected Team Sites are ideal for active teams requiring modern collaboration tools and integration with the Microsoft 365 ecosystem. They are the recommended approach for most new team sites.
- Teams needing integration with other Microsoft 365 tools: Use group-connected sites when seamless collaboration across tools like Microsoft Teams, Planner, and Outlook is essential. These integrations provide a unified workspace for communication, task management, scheduling, and file sharing.
- Shared document storage with automatic access control: Group-connected sites simplify permission management through the associated Microsoft 365 Group. Adding or removing members from the group automatically updates permissions for all connected resources (SharePoint site, mailbox, calendar, Planner, etc.).
- Unified communication channels: These sites are ideal for projects requiring shared communication channels like a shared inbox, calendar, or a Microsoft Teams channel. They enable real-time collaboration and keep teams aligned.
Best use cases for group-connected Team Sites:
- Cross-functional project teams requiring robust collaboration tools.
- Departments needing shared resources and streamlined communication.
- Teams managing ongoing processes that span multiple tools (document workflows, project tracking, task assignment).
- Any new team site where collaboration and integration with Microsoft 365 are key requirements.
When to use non-group-connected (classic) Team Sites:
Non-group-connected (classic) Team Sites are better suited for specific, limited scenarios where integration with Microsoft 365 Groups is not necessary or feasible. However, migrating existing classic sites to the modern group-connected experience is generally recommended.
- Archiving data or reference materials: Suitable for storing content that doesn’t require active collaboration or frequent updates, such as document repositories, archives, or reference sites. However, even for archives, consider the benefits of using a modern site with appropriate permissions.
- Situations where Microsoft 365 Group integration is genuinely not required or feasible (less common): If shared resources like mailboxes and calendars are not needed and integration with tools like Teams or Planner is undesirable due to specific governance policies or technical limitations, a classic team site might be considered. This is becoming increasingly rare.
- Existing classic team sites in the process of being modernized: Organizations might still have classic team sites that are being migrated to the modern experience.
Best use cases for non-group-connected (classic) Team Sites (becoming less common):
- Existing document libraries or repositories for organizational policies, manuals, or archived content (consider modernizing these).
- Simple team sites for smaller projects with minimal collaboration needs (a modern site with limited features might be a better long-term solution).
- Specific scenarios where governance policies or technical constraints prevent using Microsoft 365 Groups (evaluate the long-term implications and explore alternatives).
It’s important to mention that Microsoft is actively promoting the modern SharePoint experience centered around Microsoft 365 Groups. While classic team sites still function, they are not the recommended approach for new sites. Whenever possible, leverage the enhanced collaboration and integration capabilities of group-connected team sites for a more productive and streamlined teamwork experience. Prioritize modernizing existing classic sites to take full advantage of the latest features and security updates.
Creating group-connected and non-group-connected Team Sites
In this section, we’ll briefly walk you through the steps to create both types of sites: group-connected and non-group connected.
Creating a group-connected Team Site:
There are two primary ways to create a group-connected team site:
- Directly from SharePoint:
- Go to the SharePoint start page in Microsoft 365.
- Click the “+ Create site” button.
- Choose “Team site.”
- Select “Standard team” or choose one of the available templates (Pic. ).
- Provide a site name. SharePoint will automatically suggest a corresponding Microsoft 365 Group name and email address (you can modify these).
- Add optional site descriptions and choose privacy settings (Public or Private).
- Click “Create site.” Your group-connected Team Site will be created, along with the associated Microsoft 365 Group.
- From other Microsoft 365 services (like Microsoft Teams):
- You can create a new Team in Microsoft Teams. This automatically creates a connected Microsoft 365 Group and a corresponding SharePoint team site in the background.
- Similarly, creating a Group in other services (like Outlook) can also provision a SharePoint team site.
Creating a non-group-connected (Classic) Team Site:
The interface for creating classic team sites has changed. You can no longer create them directly through the modern SharePoint admin center. The primary way to end up with a classic team site now is through existing sites that haven’t been modernized yet.
- Existing sites: If your organization has older SharePoint environments, you might still have classic team sites. These will continue to function, but you should plan to modernize them to take advantage of the improved features and security of modern SharePoint.
- No direct creation method (in most cases): Microsoft is actively discouraging the creation of new classic sites. The focus is on modern SharePoint and Microsoft 365 Group integration. In very specific and rare situations where a classic site is absolutely necessary due to technical limitations or specific governance policies, you might need to contact Microsoft support or consult detailed SharePoint documentation for potential workarounds, but this is not the recommended approach.
Important considerations:
- Modernization: If you have existing classic team sites, prioritize modernizing them. This process converts them to modern group-connected sites, unlocking the full potential of the modern SharePoint experience.
- Focus on Modern SharePoint: For all new team sites, the group-connected model is the recommended approach. It provides the best integration, collaboration features, and long-term support. Avoid creating new classic sites unless there’s a compelling and unavoidable technical or policy reason.
How to Choose a Site Type for Your Project?
Selecting the appropriate SharePoint site is crucial for successful collaboration, content management, and information sharing. The best choice depends on several factors, including project scope, target audience, content needs, and desired level of integration with other Microsoft 365 services.
Key selection criteria for a type of site in SharePoint
The key to selecting the right SharePoint site lies in understanding how each type aligns with your specific requirements. The following criteria will help you determine the best fit for your project or team.
- Primary purpose:
- Collaboration: Choose a Team Site if the primary goal is to facilitate teamwork, co-author documents, manage tasks, and communicate within a defined group.
- Information sharing: Select a Communication Site if the main objective is to distribute information broadly, publish news and announcements, or create a knowledge base accessible to a larger audience.
- Target audience:
- Internal teams: Team Sites are ideal for internal teams, project groups, or departments needing a collaborative workspace.
- Broader internal or external audiences: Communication Sites are better suited for reaching a wider internal audience or sharing information with external stakeholders, partners, or customers.
- Content needs:
- Collaborative documents and lists: Team Sites excel at managing collaborative content, including shared documents, lists, and libraries. Version control, co-authoring, and other collaborative features are readily available.
- Published content (news, pages, multimedia): Communication Sites are designed for publishing rich content, including news articles, pages with multimedia elements, and visually appealing layouts.
A note on Microsoft 365 group integration (Team Sites)
A key advantage of modern Team Sites is their integration with Microsoft 365 groups. This connection provides several benefits:
- Unified communication: A shared mailbox and calendar streamline communication and scheduling within the team.
- Seamless collaboration: Integration with Microsoft Teams enables real-time chat, online meetings, and collaborative file sharing.
- Task management: Planner integration facilitates task assignment, progress tracking, and project management.
While Team Sites can technically be created without a Microsoft 365 group (usually through the classic SharePoint experience or specific administrative configurations), this approach is less common and significantly reduces the benefits of integrated services. It’s generally recommended to leverage the power of Microsoft 365 groups whenever possible.
Using different types of SharePoint sites together
Different SharePoint site types can complement each other effectively within a broader information architecture. Here are some examples:
- Project management and communication: A project team uses a Team Site for internal collaboration and document management, while a separate Communication Site publishes project updates, announcements, and progress reports to stakeholders.
- Departmental collaboration and knowledge sharing: A department uses a Team Site for internal communication, document sharing, and task management, while a separate Communication Site hosts a knowledge base accessible to the entire organization.
Choosing the right approach: A decision tree
To simplify the decision-making process, consider this decision tree:
- Primary Goal: Is the primary goal collaboration within a team or broadcasting information to a wider audience?
- Collaboration: Choose a Team Site.
- Information Sharing: Choose a Communication Site.
- If choosing a Team Site: Do you need the integrated features of a Microsoft 365 group (Teams, Planner, shared mailbox)?
- Yes: Create a modern Team Site connected to a Microsoft 365 group.
- No (rare cases): Explore creating a Team Site without a group connection (usually via classic experience or admin settings), but be aware of the limitations.
By carefully considering these factors and understanding the strengths of each site type, you can create a SharePoint environment that effectively supports your organization’s collaboration, communication, and content management needs.
Advantages and disadvantages of different types of SharePoint sites
When selecting a SharePoint site type, it’s important to consider the unique advantages and limitations of each option. This section outlines the pros and cons of different SharePoint site types, helping you choose the right one based on your project needs, audience, and content requirements. Below is a detailed description of each site type and its use cases, summarized in a table for easy comparison.
| Feature | Team Site | Communication Site | Hub Site (Connects Sites) |
| Purpose | Team collaboration, document sharing, tasks | Broadcasting information, news, announcements | Organize and connect related sites |
| Target audience | Internal teams, project groups | Broader internal/external audiences | Users of associated sites |
| Content | Collaborative documents, lists | News, pages, multimedia content | Content resides on associated sites |
| Workflows/automation | Power Automate, SharePoint workflows | Power Automate, SharePoint workflows | Leverages workflows of associated sites |
| Visuals/branding | Customizable, modern interface | Customizable, visually focused templates | Consistent branding across associated sites |
| Integration | Microsoft Teams, Planner, Outlook, etc. | Power BI | Inherits integration from associated sites |
Detailed overview of SharePoint site types
This section outlines the strengths and weaknesses of each SharePoint site type, helping you make informed decisions based on your specific needs.
Team Sites
- Advantages:
- Collaboration: Team Sites are purpose-built for teamwork. They provide a central platform for co-authoring documents, sharing files, managing tasks, and having conversations. Features like version history, real-time co-authoring, and shared libraries streamline collaborative workflows.
- Microsoft 365 integration: Deep integration with other Microsoft 365 services, including Microsoft Teams, Planner, Outlook, and OneDrive, creates a cohesive and productive work environment. This integration simplifies communication, task management, and file access.
- Flexible permissions: Granular permission settings allow you to control access to specific content and resources within the Team Site. You can easily manage permissions for individual users, groups, and even external guests.
- Workflow automation: Power Automate integration enables you to automate various tasks and processes within the Team Site. This can include automating document approvals, notifications, data collection, and other repetitive tasks.
- Disadvantages:
- Visually rich publishing (minor): While Team Sites offer customization options, creating highly visually rich publishing scenarios might require more effort compared to Communication Sites, which are specifically designed for that purpose. However, modern Team Sites are significantly more visually appealing than classic sites and can often meet basic publishing needs.
Communication Sites
- Advantages:
- Broadcasting information: Communication Sites excel at distributing information to large audiences. They provide a platform for sharing news, announcements, reports, and other types of content in an engaging and easily consumable format.
- Visually appealing templates: Modern and visually appealing templates make it easy to create professional-looking pages without requiring advanced design skills. These templates offer various layouts and web parts to showcase content effectively.
- Multimedia support: Rich multimedia support allows you to incorporate images, videos, and interactive web parts to enhance the visual appeal and engagement of your content.
- Disadvantages:
- Complex task management (Minor): While Communication Sites can include lists and libraries, they are not optimized for complex task management within smaller teams. For detailed project management and task coordination within a team, a Team Site combined with Planner is a more suitable solution.
Hub Sites
- Advantages:
- Cross-site navigation: Hub Sites simplify navigation between related sites by providing a shared navigation bar that spans across all associated sites. This creates a unified browsing experience and makes it easy for users to find related content.
- Consistent branding: Apply consistent branding elements, such as logos, themes, and navigation structures, to all associated sites. This reinforces brand identity and creates a professional and cohesive online presence.
- Consolidated resources: Surface important news, announcements, and resources from associated sites on the Hub Site’s homepage. This provides a central point of access for key information and keeps users informed about relevant updates.
- Disadvantages:
- Planning Required: Implementing Hub Sites requires careful planning for permissions, site structure, and navigation. A well-defined information architecture is essential for maximizing the effectiveness of Hub Sites.
Classic Sites:
- Advantages (limited):
- Supports legacy systems: Classic Sites might be necessary for maintaining compatibility with older systems, workflows, or custom solutions that haven’t been migrated to the modern SharePoint framework.
- Disadvantages:
- Outdated interface: Classic Sites have an outdated user interface that lacks the modern design and usability enhancements of modern SharePoint.
- Limited integration: Integration with other Microsoft 365 services is limited, hindering collaboration and productivity.
- Security concerns: Classic Sites might not benefit from the latest security updates and features, potentially posing security risks.
So, which site is right for you? If your focus is teamwork and project management, a Team Site is your best bet. For broadcasting information to a wider audience, choose a Communication Site. And if you need to connect multiple sites, Hub Sites are the answer. By understanding these distinctions, you can confidently choose the SharePoint site that best aligns with your needs and build a thriving online workspace.
VirtoSoftware Tools for SharePoint: Enhancing Your Sites
SharePoint is a powerful platform, but sometimes you need that extra boost to truly optimize your workflows. For organizations seeking enhanced functionality, VirtoSoftware offers a suite of tools designed for both SharePoint On-Premise and Microsoft 365 & SharePoint Online, transforming how you manage calendars, tasks, and documents.
- Streamlined calendar and task management
Juggling multiple projects and deadlines across different sites can be a challenge. VirtoSoftware simplifies this with the Virto Calendar App and the Virto Kanban Board App.
The Virto Calendar App acts as a central command center for all your scheduling needs. Consolidate events from various sources—SharePoint lists, Exchange, Google Calendar, and even external calendars via iCal links—into a single, unified view. Overlay and color-code calendars for at-a-glance clarity, and leverage features like mini-calendar views, customizable timescales (day, week, month, year), and event synchronization to keep everyone on the same page.
For visual task management, the Virto Kanban Board App provides an intuitive drag-and-drop interface. Teams can update statuses, prioritize tasks, and collaborate in real-time using customizable Kanban boards. This visual workflow makes tracking progress across Hub Sites a breeze, ensuring deadlines are met and tasks are managed efficiently.
- Improved document management
VirtoSoftware also offers robust solutions for streamlining document management, whether you’re working with SharePoint On-Premise or SharePoint Online & Microsoft 365.
SharePoint Online & Microsoft 365 users can leverage the Virto Multiple File Upload App to optimize content management with advanced bulk upload capabilities. Its user-friendly drag-and-drop interface simplifies uploading multiple documents and entire folder structures directly to libraries or as attachments to list items. The app also allows for custom metadata assignment during upload, streamlining categorization and retrieval.
For SharePoint On-Premise, the Virto Multiple File Operations tool offers similar bulk upload capabilities, but expands functionality to include a wider array of actions. Perform bulk downloads, deletions, copies, moves, check-ins, approvals, and edits, all within a streamlined interface. This tool empowers users to manage large volumes of files efficiently, with customizable configurations for file size limits, restricted file types, and metadata settings.
In short, VirtoSoftware provides a powerful toolkit to enhance your SharePoint experience, whether you’re looking to streamline collaboration, improve task management, or optimize document handling. Our tools empower your teams to work smarter, not harder, maximizing the potential of your SharePoint investment.
If you’re interested in giving it a go, schedule a quick demo or browse the site to learn more and install free trials of available apps.
Conclusion on Types of SharePoint Sites
In conclusion, the successful implementation of SharePoint hinges on selecting the right site type to match your organization’s specific needs. Whether it’s team collaboration, document management, publishing content, or business intelligence, understanding the nuances of each site template and its capabilities is crucial for maximizing efficiency and achieving your goals.
To further optimize your SharePoint experience, consider leveraging tools like VirtoSofware SharePoint On-Premise Web Parts and VirtoSofware Microsoft 365 & SharePoint Online Apps. These solutions enhance automation, improve availability, and expand the functionality of any SharePoint site, boosting overall productivity. Explore Virto’s productivity products to discover how they can transform your SharePoint environment.
For a deeper dive into SharePoint’s intricacies and best practices, we encourage you to consult the following resources:
Official Microsoft resources:
- Create different kinds of SharePoint sites using site templates
- Overview of sites and site collections in SharePoint Server
Our blog articles:
