How to Create a Website in SharePoint: Step-by-Step Guide

What is SharePoint?

Microsoft SharePoint is a web-based collaboration and document management platform that integrates with Microsoft Office. Initially launched in 2001, SharePoint is designed to facilitate document management, content management, and collaborative workspaces within organizations. It provides a central location for storing, organizing, sharing, and accessing information from any device with a web browser.

Key Features of SharePoint

1. Document Management: SharePoint allows organizations to store, manage, and track documents. It supports version control, metadata, and secure document sharing.
2. Collaboration: Teams can collaborate in real-time, sharing documents, notes, and schedules. Integration with Microsoft Teams and other Office 365 applications enhances collaborative efforts.
3. Content Management: SharePoint offers tools for managing web content, including publishing workflows, content approval, and multilingual support.
4. Intranet and Communication: SharePoint can be used to build intranet sites for internal communication, providing a central hub for company news, events, and resources.
5. Workflow Automation: SharePoint includes tools for automating business processes, such as document approval workflows and task management.
6. Integration: Seamless integration with other Microsoft products like Office 365, Power BI, and Dynamics 365, as well as third-party applications.
7. Security and Compliance: Robust security features, including data encryption, access control, and compliance with industry standards such as GDPR and HIPAA.

Why Enterprises Adopt SharePoint

1. Centralized Information Management: SharePoint provides a single platform for managing all organizational documents and information, reducing silos and improving data accessibility.
2. Enhanced Collaboration: SharePoint facilitates real-time collaboration, allowing teams to work together more effectively regardless of their physical location.
3. Improved Productivity: With tools for document management, workflow automation, and integration with Office 365, SharePoint streamlines processes and boosts productivity.
4. Customization and Flexibility: SharePoint can be customized to meet the specific needs of an organization, from creating custom workflows to designing branded intranet sites.
5. Scalability: SharePoint is scalable to accommodate the needs of small businesses to large enterprises, providing a flexible solution that grows with the organization.
6. Cost Efficiency: By consolidating various tools and platforms into one integrated solution, SharePoint can reduce IT costs and improve resource allocation.
7. Security and Compliance: SharePoint offers robust security features to protect sensitive information and ensure compliance with regulatory requirements.
8. Integration Capabilities: Seamless integration with other Microsoft products and third-party applications allows organizations to leverage existing investments and extend SharePoint’s functionality.
9. Knowledge Management: SharePoint’s content management capabilities support knowledge sharing and retention, helping organizations preserve institutional knowledge and expertise.
10. Support and Community: As a Microsoft product, SharePoint benefits from extensive support resources, regular updates, and a large user community.

Types of Websites You Can Develop in SharePoint

Microsoft SharePoint is a versatile platform that allows organizations to create a variety of websites tailored to different needs and purposes. Here are some of the main types of websites you can develop using SharePoint:

1. Intranet Sites

Purpose: Internal communication, information sharing, and collaboration within an organization.

Features:

• Centralized news and announcements
• Employee directories and profiles
• Company policies and procedures
• Team and department sites
• Document libraries for shared resources
• Social features like discussion boards and Yammer integration

2. Team Sites

Purpose: Facilitate collaboration among team members working on projects.

Features:

• Document libraries for project files
• Shared calendars and task lists
• Discussion boards and team announcements
• Integration with Microsoft Teams
• Customizable web parts for project tracking and reporting

3. Communication Sites

Purpose: Broadcast information to a broad audience, such as company-wide news, events, and reports.

Features:

• Visually appealing layouts for rich content display
• News and events sections
• Hero web part for highlighting important information
• Quick links for easy navigation
• Embedded videos and image galleries

4. Document Management Sites

Purpose: Store, manage, and track documents and files.

Features:

• Document libraries with version control
• Metadata tagging for easy search and organization
• Workflow automation for document approval processes
• Secure access controls and permissions
• Integration with Microsoft OneDrive for easy file sharing

5. Extranet Sites

Purpose: Facilitate secure collaboration with external partners, clients, or vendors.

Features:

• Secure login for external users
• Document sharing and collaboration tools
• Customizable access permissions
• Communication channels like discussion boards and announcements
• Project tracking and management tools

6. Public-Facing Websites

Purpose: Serve as the organization’s public presence on the web, providing information to customers, clients, and the general public.

Features:

• Custom branding and design
• Responsive layouts for mobile compatibility
• Content management tools for easy updates
• Search engine optimization (SEO) features
• Integration with social media platforms
• E-commerce capabilities (with third-party integrations)

7. Knowledge Management Sites

Purpose: Capture, store, and share organizational knowledge and best practices.

Features:

• Document libraries and wikis for knowledge articles
• Discussion boards and Q&A forums
• Search capabilities with metadata and tagging
• Content approval workflows
• Integration with other knowledge management tools

8. Project Management Sites

Purpose: Manage and track project activities, tasks, and resources.

Features:

• Task lists and project schedules
• Document libraries for project documents
• Integration with Microsoft Project and Planner
• Custom dashboards for project tracking
• Team communication tools

9. Learning and Training Sites

Purpose: Provide training materials and resources for employee development.

Features:

• Document libraries for training manuals and videos
• Course management and tracking
• Discussion forums for learners
• Quizzes and assessments
• Certification tracking and reporting

10. HR and Employee Self-Service Sites

Purpose: Provide HR-related information and self-service tools for employees.

Features:

• HR policies and procedures
• Employee benefits information
• Time-off request forms
• Employee directory
• Onboarding resources for new hires

How to Create a Website in SharePoint

Creating a website in SharePoint can help organizations enhance collaboration, improve document management, and streamline business processes. SharePoint offers a user-friendly interface and robust features, making it an excellent choice for building internal and external websites. This step-by-step guide will walk you through the process of creating a website in SharePoint.

Step 1: Access SharePoint

To create a website in SharePoint, you need access to a SharePoint environment. This can be a SharePoint Online subscription as part of Microsoft 365 or an on-premises SharePoint server. Ensure you have the necessary permissions to create sites within your organization’s SharePoint environment.

Step 2: Navigate to the SharePoint Admin Center

For SharePoint Online:

1. Log in to your Microsoft 365 account.
2. Click on the app launcher (grid icon) in the top left corner and select “Admin.”
3. In the admin center, click on “SharePoint” under the Admin centers section.

For SharePoint On-Premises:

1. Open the SharePoint Central Administration website.

Step 3: Create a New Site Collection

1. In the SharePoint admin center, click on “Active sites” (for SharePoint Online) or “Application Management” (for on-premises).
2. Click on “Create” and select “Private Site Collection” or the appropriate option based on your needs.
3. Fill in the necessary details:

• Site name: Choose a name for your site.
• Site address: This will be the URL for your site.
• Template: Select a template based on the purpose of your site (e.g., Team site, Communication site).
• Time zone: Choose the relevant time zone.
• Administrator: Assign a primary administrator for the site.

Step 4: Customize Your Site

1. Navigate to Your Site: Once the site collection is created, click on the site name or URL to open it.
2. Change Site Logo: Go to the settings gear icon in the top right corner, select “Site settings,” and under “Look and Feel,” click on “Title, description, and logo” to upload your logo.
3. Modify the Site Theme: Go to the settings gear icon, select “Change the look,” and choose a theme that fits your brand. You can customize colors, fonts, and layouts.

Step 5: Add Pages and Web Parts

1. Create Pages:

• Click on “New” and select “Page” to create a new page.
• Choose a layout and template for your page.
• Add content using the web part options (text, images, videos, etc.).

2. Add Web Parts:

• While editing a page, click on the “+” icon to add web parts.
• Choose from various web parts such as Document Library, List, Quick Links, News, Events, etc.
• Customize the web parts based on your requirements.

Step 6: Configure Navigation

1. Edit Navigation Links:

• Go to “Settings” > “Site settings” > “Navigation” (under Look and Feel).
• Add, remove, or modify links to customize the site’s navigation menu.

2. Quick Launch and Top Link Bar:

• Configure the Quick Launch (side navigation) and Top Link Bar to help users navigate through the site easily.

Step 7: Set Permissions

1. Manage Site Permissions:

• Go to “Settings” > “Site permissions.”
• Add users and groups, and assign appropriate permission levels (e.g., Full Control, Edit, View Only).

2. Create Custom Permission Levels:

• If needed, create custom permission levels to meet specific security requirements.

Step 8: Add Content and Enable Features

1. Upload Documents:

• Create document libraries to store and manage files.
• Use drag-and-drop or the upload button to add documents to the library.

2. Enable Features:

• Go to “Settings” > “Site settings” > “Manage site features.”
• Enable features such as versioning, content approval, and workflows as needed.

Step 9: Test and Launch

1. Preview Your Site:

• Review the site to ensure everything is set up correctly.
• Test links, web parts, and navigation to verify functionality.

2. Launch the Site:

• Once satisfied with the setup, launch the site by informing users and providing access.

Step 10: Maintain and Update

1. Regular Updates:

• Keep the site updated with new content and features.
• Regularly review and adjust permissions as needed.

2. Monitor Usage:

• Use SharePoint analytics to monitor site usage and user activity.
• Gather feedback from users to make improvements.

Conclusion

Creating a website in SharePoint is a straightforward process that offers powerful features for collaboration and document management. By following these steps, you can build a SharePoint site that meets your organization’s needs and enhances productivity. Whether you need an intranet for internal communication or a public-facing site, SharePoint provides the tools to create a dynamic and functional website.