A SharePoint site is a workspace your organization creates to store documents, share information, and organize team projects in one place

SharePoint is Microsoft's platform for building sites where teams can collaborate. When you build a SharePoint site, you are creating a container that holds documents, lists, calendars, and discussion boards that your team members can access from anywhere. The site lives on Microsoft's servers (or your organization's own servers if they host it privately), and everyone with permission can see and work on the same files at the same time.

The process differs depending on whether you are using SharePoint Online (the cloud version through Microsoft 365) or SharePoint Server (the version your organization hosts itself). Most organizations now use SharePoint Online because it requires less technical maintenance. This guide focuses on SharePoint Online, which is what you will encounter if your workplace uses Microsoft 365.

Key Takeaways

  • You create a SharePoint site through Microsoft 365 by going to the SharePoint home page and selecting "Create site," then choosing either a Team site or Communication site depending on whether you need two-way collaboration or one-way information sharing.
  • A Team site connects to a Microsoft Teams channel automatically, so your team can chat, meet, and share files in one place.
  • A Communication site works better when one group (like marketing or leadership) needs to publish information that others read but do not edit.
  • You will need to add members, set their permission levels (Owner, Member, or Visitor), and then upload or create documents and lists that your team will use.
  • Your organization's SharePoint administrator controls whether you can create sites at all, and they may have rules about naming, governance, or which teams can have their own sites.

Team sites versus Communication sites: which one to build

SharePoint offers two main types of sites, and picking the right one depends on how your team will use it. A Team site is built for groups who work together on the same projects and documents. It automatically connects to a Microsoft Teams channel, so your team can chat in Teams, hold video meetings, and access the same SharePoint files without switching between apps. If your team needs to edit documents together, comment on each other's work, or manage a shared project, a Team site is the right choice.

A Communication site is built for one-way sharing of information. It is designed so that one group (like your communications department or leadership team) publishes polished content that other people read and consume, but do not edit. Communication sites have a cleaner, more professional layout and work well for company announcements, policy documentation, or resource libraries where the content is maintained by a small group. If your site is mostly about broadcasting information rather than collaborating on documents, choose Communication.

Most teams start with a Team site because it covers more use cases. You can always change the site type later if you realize you picked wrong, though the process requires some technical steps.

The steps to create a SharePoint site in Microsoft 365

To create a Team site, open Microsoft 365 in your web browser and look for the app launcher (a grid of nine dots in the top left corner). Click it and select SharePoint. On the SharePoint home page, you will see a blue button labeled "Create site." Click it.

You will be asked to choose between Team site and Communication site. Select Team site if your group will collaborate on documents together. The system will then ask you for a site name, a site description, and the language. The site name appears in the URL and in navigation, so pick something your team will recognize. For example, "Marketing Campaign 2024" or "Product Development" works better than "Site1" or "Shared Files."

Next, you will choose who can create content on the site. Most teams select "Let team members create and manage content," which means anyone you add as a Member can upload files and create lists. If you want tighter control, you can choose "Only owners can create content," which means only people with the Owner role can add new items. After you make this choice, the site is created and you will see the home page.

Adding team members and setting their permissions

Once your site exists, you need to add the people who will use it. In the top right corner of your site, click the "Share" button. A panel will open where you can type names or email addresses. As you type, SharePoint will suggest people from your organization's directory.

When you add someone, you must choose their permission level. Owner means they can manage the site itself — change settings, delete the site, and control who has access. Member means they can create and edit content on the site but cannot change site settings. Visitor means they can read and read files but cannot create or edit anything. Most team members should be Members. Only one or two people need to be Owners, usually the team lead or project manager.

You can add people one at a time, or you can add an entire Microsoft 365 group or Teams channel at once if your organization has already set those up. After you add members, they will receive an email notification and can start accessing the site when ready.

Creating lists and uploading documents

After your site is set up and your team members are added, you can start populating it with content. SharePoint sites come with a default Documents library where you can upload files. Click "Documents" in the left navigation, then click "Upload" to add Word documents, Excel spreadsheets, PDFs, or any other file type your team uses.

You can also create lists, which are structured collections of information. A list might be a project tracker (with columns for task name, owner, due date, and status), an inventory log, a contact directory, or a meeting schedule. To create a list, click "New" in the top navigation and select "List." SharePoint will ask whether you want to create a blank list or use a template. Templates like "Issue tracker" or "Event schedule" come with columns already set up, which saves time if they match what you need.

Documents and lists work together. For example, you might have a list that tracks which documents need approval, with a link to the actual document stored in the Documents library. Team members can filter, sort, and search both documents and lists, so information stays organized even as your site grows.

Customizing your site layout and navigation

SharePoint sites come with a default home page that shows recent documents and announcements. You can customize this page to highlight the information your team uses most. Click "Edit" in the top right corner of the home page. You will see the page in edit mode, where you can add web parts — blocks of content like a document library preview, a list view, a calendar, or a news feed.

You can also customize the left navigation menu to show the lists and libraries your team uses most often. Click the settings gear icon in the top right, then select "Edit site information." From there, you can add links to specific lists, documents, or external websites so your team does not have to hunt for them.

These customizations are optional. Many teams leave the default layout as-is and just add their documents and lists. The important part is that your team knows where to find what they need.

Governance and permissions your organization may enforce

Before you create a SharePoint site, check with your organization's SharePoint administrator or IT department. Many organizations have policies about who can create sites, what they should be named, how long they can exist, and whether sensitive data can be stored on them. Some organizations require that all sites follow a naming convention (like "Department-ProjectName") or that sites be reviewed before they go live.

Your organization may also have rules about data classification. For example, they might say that sites containing financial data or personal information must have restricted access, or that sites must be deleted after a project ends. These rules exist to keep data find and to prevent sites from piling up unused on your servers. Ask your administrator what rules explore before you build your site, so you do not have to rebuild it later.

If your organization uses SharePoint Server (the on-premises version) instead of SharePoint Online, the creation process is similar but may require your IT department to set up the site for you. Ask your IT team how to request a new site in your environment.

Frequently Asked Questions

Can I create a SharePoint site if my organization uses Microsoft 365?

That depends on your organization's settings. By default, anyone with a Microsoft 365 account can create a Team site, but your organization's administrator can restrict this so that only certain people can create sites. Check with your IT department or administrator to find out whether you have permission.

What is the difference between a SharePoint site and a Teams channel?

A Teams channel is a conversation space where your team chats and holds meetings. A SharePoint site is where files and structured information live. When you create a Team site in SharePoint, it automatically connects to a Teams channel, so you get both in one place. You do not have to choose between them.

Can I delete a SharePoint site after I create it?

Yes, but only if you are an Owner. Click the settings gear, select "Site information," then "Delete site." The site and all its contents will be deleted permanently after 93 days, during which time an administrator can restore it. After 93 days, it cannot be recovered, so be certain before you delete.

What happens if I upload a file to the wrong library?

You can move it. Open the Documents library, right-click the file, and select "Move to." You can move it to another library on the same site or to a different SharePoint site if you have access to both. You can also copy files instead of moving them if you need the file in multiple places.

Can people outside my organization access my SharePoint site?

Only if you explicitly share it with them and your organization allows external sharing. By default, SharePoint sites are restricted to people in your organization. If you need to share with a contractor or partner, you can add them as a guest, but your administrator may have disabled guest access for security reasons. Ask your IT department what external sharing is allowed.