Step-by-Step Guide: How to Create a SharePoint Site
As remote work becomes the norm, businesses are rethinking how teams collaborate digitally. Microsoft SharePoint is a key tool in this shift, helping organizations create collaborative, secure, and connected workspaces.
With remote teamwork and cybersecurity top of mind, SharePoint enables employees to work efficiently from anywhere. As Microsoft notes, “Empowering employees by enabling a digital and collaborative workspace has quickly become a fundamental factor in the pace of a business’s digital transformation.”
Understanding SharePoint: What It Is and How It Works
SharePoint is a web-based collaboration platform that helps teams share files, communicate, and work together on projects. Fully integrated with Microsoft 365, it’s commonly used for document storage and management but is flexible enough for a variety of business applications.
Users can create personal, team, or company-wide sites with minimal design experience, while organizations can control access and automate workflows to streamline operations across teams.
Top Reasons to Use SharePoint for Your Business
SharePoint is a powerful tool for consolidating information, improving communication, and enabling remote team collaboration. It makes content easy to find, share, and update securely, integrates seamlessly with Microsoft 365 apps, is scalable for any business size, and offers cost-effective cloud-based options.
However, to unlock its full potential, SharePoint often requires customization. Out-of-the-box templates may not fit every business strategy, and features like metadata, workflows, and content types are best configured by a specialist. Without the right expertise, companies risk missing out on its true value.
Before diving into setup, it’s important to understand that SharePoint comes in two versions, each suited for different needs.
Advanced SharePoint Development: Core Skills and Technologies
Beyond basic setup and configuration, advanced SharePoint development taps into a robust set of technical skills and tools. To truly tailor SharePoint to your organization’s needs, consider the following expertise areas:
- .NET Development: Proficiency in C# and .NET is essential for building custom SharePoint solutions, encompassing both desktop and web scenarios.
- Database Management: Deep familiarity with Microsoft SQL Server underpins efficient storage, retrieval, and reporting of data within SharePoint environments.
- Customization and Extensibility: Effective use of Web Parts, custom workflows, CAML (Collaborative Application Markup Language), and both master and content pages enables rich feature enhancements and user experiences.
- Form Design: Leveraging form-building tools like InfoPath supports the creation of dynamic business processes that capture and route information seamlessly.
- Platform Variations: Experience with both SharePoint Server (on-premises) and SharePoint Foundation equips developers to meet diverse infrastructure needs.
- Business Integration: Connecting SharePoint with business systems such as Microsoft Dynamics (covering CRM, ERP, and finance applications) streamlines operations and centralizes information.
- Content Architecture: Advanced knowledge of site templates, site definitions, taxonomy, metadata, and content management ensures information is organized accessibly and securely.
A strong background in these technologies enables organizations to unlock SharePoint’s advanced capabilities and create bespoke collaborative environments that support evolving business goals.
SharePoint Server vs. SharePoint Online
SharePoint comes in two versions: Server (on-premises) and Online (cloud-based).
- SharePoint Server is hosted on your own hardware, giving you full control over architecture, design, and security. It’s flexible but requires IT expertise to configure and manage.
- SharePoint Online is Microsoft’s cloud-hosted solution, included in many Microsoft 365 plans. It’s easier to manage, integrates seamlessly with Office apps, offers strong security, updates automatically, and charges per user—making it ideal for small to medium-sized businesses.
Considering SharePoint Alternatives
While SharePoint is a top choice for many organizations, it’s not the only content management solution on the market. Businesses looking for alternatives may explore platforms like Sitecore and Adobe Experience Manager, which are known for robust digital experience capabilities and deep personalization features. SDL Web is another option frequently chosen for its strengths in managing global content and localization needs.
Each platform comes with its own advantages:
- Sitecore offers advanced content personalization and digital marketing tools, making it suitable for organizations focused on customer experience.
- Adobe Experience Manager stands out for creative flexibility and strong integration with Adobe’s suite of design products—ideal for content-rich enterprises.
- SDL Web is geared towards multinational companies, excelling in multi-language content management and global scalability.
Evaluating these alternatives can help you find the best fit for your specific business requirements, especially if your needs extend beyond SharePoint’s core collaboration features.
Top 10 Features of SharePoint You Should Know
With both SharePoint Server and Online in mind, here are the top ten features of Microsoft SharePoint 2019 that can boost collaboration, productivity, and organization in your business:
1. SharePoint Home Page
The updated SharePoint home page provides a unified Microsoft 365 look, giving users quick access to all relevant sites, news, and content in one place.
2. Modern Communication Sites
harePoint’s modern communication sites make it easy to share news, reports, and resources across your organization with a clean, mobile-friendly design that keeps everyone informed.
Modern Team Sites
SharePoint team sites enable users to collaborate effectively by sharing documents, applications, and other content. Team members can store and manage data, track site activity, and quickly access important files and tools—all in one centralized workspace.
Modern Libraries and Lists
SharePoint 2019 enhances libraries and lists, making it easier to organize, upload, and manage files. Integration with OneDrive also streamlines document sharing and collaboration.
Easy Web Page and Site Creation
Traditional web-authoring tools can be complicated and prone to mistakes. SharePoint 2019 offers a clean, intuitive interface that lets users of all skill levels create web pages and sites quickly and easily.
Improved Sharing and Collaboration
SharePoint 2019 lets you share content with external users effortlessly, even if they don’t have a SharePoint license, offering the same flexible sharing features available in Office 365.
Enhanced OneDrive Integration
SharePoint 2019 offers fast and reliable file synchronization with the OneDrive Sync Client, supporting both personal and team sites for smooth collaboration.
SharePoint Mobile App
The SharePoint mobile app lets users stay productive on the go. Key features include:
- Find Sites: Quickly view and access sites you’re following.
- Document Management: Open, view, and share Office, PDF, and other files.
- People Feature: Access contacts, view profiles, and manage connections.
- Flexible Site Views: Switch between full-screen and mobile-friendly layouts.
Hybrid Environment Support
Hybrid environments let organizations combine cloud-based and on-premises SharePoint, ensuring seamless access and functionality across both platforms. SharePoint Server Hybrid is perfect for companies looking to gradually migrate their on-premises SharePoint services to the cloud.
PowerApps & Flow Integration
Organizations often use PowerApps and Flow to streamline workflows and build custom applications. SharePoint centralizes business processes, team documents, and data, enabling users to create and launch automated flows directly from SharePoint lists.
Create Your First SharePoint Site
1. Plan Your Site Structure
Decide the purpose of your site and how it may grow. Consider:
- Number of site collections (single vs. multiple)
- Easy navigation for users
- Limiting content type options to reduce errors
- Keeping a simple folder structure
2. Select Site Components
Choose modules to include:
- Library – store documents and data
- Tasks – assign and track responsibilities
- Announcements – share updates
- Calendar – manage events and meetings
- Notes – provide extra info
- Contacts – store team emails and phone numbers
3. Create the Site
Go to the SharePoint homepage and click “Create Site.”
4. Choose Site Type
- Team Site – for collaboration
- Communication Site – for broadcasting information (Topical, Showcase, or Blank design)
5. Add Site Title & Description
Pick a unique title. SharePoint generates a site email automatically. Add a brief description of the site’s purpose.
6. Set Privacy Options
Choose Private (members only) or Public (anyone in the organization).
7. Add Members
Enter names and emails of team members.
Set Up Site Security and Permissions
After inviting your team members, take a moment to review who can access what within your site. SharePoint organizes permissions using security groups—such as Owners, Members, and Visitors—to streamline management. Assign users to these groups depending on the level of access they need:
- Owners can manage site settings and permissions
- Members can add or edit content
- Visitors have read-only access
If you have sensitive areas or particular sections (like a confidential document library or a HR folder), you can set unique permissions on individual libraries, lists, or pages. To do this, go to the specific library or page, open the settings menu, and choose “Manage Access” or “Permissions.” From there, break inheritance and customize who can view or modify each resource.
Whenever possible, manage permissions through groups instead of assigning access directly to individuals. This makes it much easier as your team grows or changes—just add or remove users from the right group instead of updating permissions everywhere.
With your security and permissions in place, you’re ready to finalize your site and start personalizing it for your team.
8. Finish
Click “Finish” to create your SharePoint site!
