What SharePoint is and why teams use it

SharePoint is a platform from Microsoft that lets you build websites to store documents, organize information, and collaborate with your team — all without writing code. It lives inside Microsoft 365 (the subscription that includes Outlook, Word, and Teams) or can run on your own servers. Most people encounter it as a place to find shared files or post team announcements, but you can build much more: project trackers, approval workflows, document libraries organized by department, or public-facing sites that sit on your company intranet.

SharePoint is not the same as a regular website builder. You are not creating something for the open internet. You are creating a workspace that your organization controls, where permissions matter, and where every piece of content can be tracked and versioned. That makes it useful for internal tools, but it also means setup involves decisions about who sees what and how documents flow through your team.

Key Takeaways

  • SharePoint sites are built from templates or blank pages, and you choose whether to connect them to a Microsoft Teams channel or keep them separate.
  • You need a Microsoft 365 account with the right permission level — usually Site Owner or higher — to create a new site.
  • The fastest route is to create a Team in Microsoft Teams first, which automatically creates a connected SharePoint site you can then customize.
  • Customization happens through web parts (pre-built blocks like document libraries, news feeds, or calendars) that you drag onto pages without coding.
  • Permissions are set per site and per library, so you must decide who can view, edit, and delete content before you invite people to use it.

The two main ways to create a SharePoint site

You can create a SharePoint site in two ways: through Microsoft Teams, or directly in SharePoint itself. The Teams route is simpler for most teams because it bundles the site with chat, video calls, and file sharing in one place. When you create a Team in Teams, SharePoint automatically creates a site behind it and connects them together. If you delete the Team, the site goes with it.

The direct SharePoint route gives you more control over the site's appearance and permissions, but requires you to manage it separately from Teams. This is useful if you need a site that multiple Teams can access, or if you want a public-facing intranet page that is not tied to a single team's chat channel. Both routes start from the same place: your Microsoft 365 account.

Creating a site through Microsoft Teams

Open Microsoft Teams on your computer or phone. Click the Teams icon on the left sidebar (it looks like a group of people). At the bottom of the Teams list, click Create a team. Choose whether this is a team for your whole organization or a smaller group, then give it a name and description. You can add a picture and choose privacy settings (Public means anyone in your organization can find it; Private means only people you invite can see it).

Once the Team is created, Teams automatically builds a SharePoint site in the background and connects it. You can see this site by clicking the Files tab in any Teams channel — that is the SharePoint document library. To customize the site itself (add pages, change the layout, adjust permissions), click the three dots next to the Team name and select Manage team, then go to the Apps tab and look for SharePoint or click Website.

Creating a site directly in SharePoint

Go to sharepoint.com (or your organization's SharePoint URL if you have an on-premises installation). Click Create site in the top left. You will see options for Team site (connected to Teams) or Communication site (a one-way broadcast, like a company newsletter or department hub). Choose one, then pick a template or start blank.

Enter a site name, site address (the URL slug), and description. Choose your language and time zone. If you are creating a Team site, you can connect it to an existing Team or create a new one. If you are creating a Communication site, you stay in SharePoint only — no Teams integration. Click Next, add team members if prompted, and your site is created. You will land on the home page, which is blank and ready for you to add content.

Adding content and structure with web parts

A web part is a pre-built block that does one thing: display a document library, show a calendar, embed a video, list upcoming events, or display news. You do not write code to make them work. Click Edit in the top right of any SharePoint page. Click the + icon where you want to add content. A menu appears showing available web parts. Click one to add it to the page.

Common web parts for new sites include: Document Library (shows files your team shares), News (displays announcements), Quick Links (buttons that point to other sites or documents), Events (a calendar), and People (a directory of team members). You can resize each web part by dragging its edges, and rearrange them by dragging them up or down the page. When you are done, click Publish to save your changes.

Setting permissions so the right people see the right things

Permissions in SharePoint work at three levels: the site itself, the library (like a document folder), and individual items. By default, everyone you add to the site can see everything. If you need different access levels — for example, HR documents visible only to HR, or a budget spreadsheet visible only to managers — you set that at the library level or on individual files.

To change site-wide permissions, click Settings (the gear icon in the top right), then Site permissions. You will see who has access and their role: Owner (can change settings and delete the site), Member (can edit content), or Visitor (can view only). To restrict a specific library, go to that library, click Settings, then Permissions for this library. You can break inheritance (stop it from following site-wide rules) and set custom access. This is where most permission mistakes happen, so test by logging in as a different user to confirm they see only what you intended.

Common setup mistakes and how to avoid them

The most common mistake is creating a site and then realizing you need it connected to Teams, or vice versa. You cannot move a site between these two states after creation — you have to delete it and start over. Decide upfront: Is this a team workspace (use Teams), or a broadcast site like a department hub (use Communication site in SharePoint).

The second mistake is setting permissions too open. A new site defaults to letting everyone in your organization see it. If you need a private site, set that during creation or when ready after. The third mistake is not testing permissions with a real user account before inviting your whole team. Ask a colleague to log in and try to access the site — you will catch permission errors before they frustrate your team.

The fourth mistake is adding too many web parts and making the page slow or confusing. Start with three or four: a document library, a news feed, and quick links to related sites. Add more only if your team asks for it. SharePoint pages load faster and stay easier to navigate when they are not crowded.

Frequently Asked Questions

Can I create a SharePoint site if I am not the Microsoft 365 administrator?

Usually yes, but it depends on your organization's settings. Most organizations let regular users create sites, but some restrict it to administrators. Try clicking Create site in SharePoint — if you do not have permission, you will see an error message. Ask your IT department or administrator to check your permission level.

What is the difference between a Team site and a Communication site?

A Team site is for collaboration — your team edits documents together, discusses work in Teams chat, and shares files. A Communication site is for broadcasting information one way, like a company newsletter or department announcement board. Team sites are connected to Microsoft Teams; Communication sites are not. Choose Team site if people need to work together, Communication site if you are mainly sharing news or information.

Can I change the site address (URL) after I create it?

No, the site address is permanent. You can change the site name and description, but the URL stays the same. Choose your address carefully during creation. If you make a mistake, you have to delete the site and create a new one.

How do I delete a SharePoint site?

Go to the site, click Settings (gear icon), scroll down to Delete this site, and click it. You will be asked to confirm. If the site is connected to a Team, deleting the site also deletes the Team. There is usually a 93-day recovery window, but do not count on it — treat deletion as permanent.

Can I use SharePoint without Microsoft Teams?

Yes. You can create a Communication site or a standalone Team site in SharePoint without connecting it to Teams. Go directly to sharepoint.com, click Create site, and choose Communication site. It will have no Teams integration, but it will work as a standalone intranet or document hub.