Types of Microsoft SharePoint Sites | The Basics of SharePoint
Summary
TLDRThe video script discusses two primary types of SharePoint sites: communication sites and team sites. Communication sites are designed for broad engagement and are typically visited by many but edited by a few, making them ideal for company-wide announcements and resources. An example given is the company intranet. On the other hand, team sites are collaborative spaces where all members contribute and edit content, making them suitable for workgroups focusing on shared goals. The script also introduces the concept of a hub site, which serves to organize related sites and provide a unified navigation and search experience. Hub sites offer more flexibility than traditional site hierarchies, allowing for easier structural changes within SharePoint. The video concludes with a mention of the need for specific administrative roles to create hub sites.
Takeaways
- 📚 There are two primary types of SharePoint sites: Communication sites and Team sites, each serving different purposes.
- 🚀 Communication sites are designed for broad engagement and are typically used for company-wide announcements and information, expecting many visitors but few editors.
- 👥 Team sites are collaborative spaces where all members are expected to contribute, share, and edit content, aiming to facilitate teamwork.
- 🏢 A distinguishing feature of Communication sites is that they are meant for a wide audience with limited editing rights, often managed by a select group like HR or IT.
- 🔄 Team sites, on the other hand, are more dynamic, with all members encouraged to publish and collaborate, making it a hub for work-related activities.
- 🌐 An example of a Communication site is a company's intranet, which provides news, policy information, and links for tasks like expense submission.
- 📈 Team sites often have a different navigation style, focusing on team interactions, document sharing, and collaborative tools.
- 📝 Members of a Team site can edit and upload documents, reflecting the site's design for active participation and content creation.
- 🔗 Hub sites in SharePoint allow for the organization of related sites, providing shared navigation and a unified experience across associated sites.
- 🔧 Hub sites offer more flexibility than traditional subsites, as they can be reassigned to different hubs without restructuring the entire site hierarchy.
- 👀 Only global administrators or SharePoint administrators can create Hub sites, highlighting the administrative control over this feature.
- 📌 The video provides a visual demonstration of the differences between Communication and Team sites, emphasizing their unique characteristics and use cases.
Q & A
What are the two primary types of SharePoint sites mentioned in the transcript?
-The two primary types of SharePoint sites mentioned are communication sites and team sites.
What is the main purpose of communication sites in SharePoint?
-Communication sites are designed to inform and engage, often serving as a company's intranet where employees can find company news, submit expenses, request time off, and learn about company policies.
Who are typically the editors of a communication site?
-The editors of a communication site are usually a limited number of individuals, such as those in the HR department or IT, who are responsible for the content on the site.
What feature distinguishes communication sites from team sites in terms of user permissions?
-Communication sites expect many visitors but only a few editors, whereas team sites assume all members are publishing content and collaborating, thus having edit rights.
How does the navigation style differ between a communication site and a team site?
-Communication sites typically have a navigation bar across the top, while team sites have navigation down the side, focusing on team conversations and document sharing.
What is the purpose of a team site in SharePoint?
-A team site is where members of a group collaborate, publish content, share documents, and work towards a shared goal, as opposed to just consuming content on a communication site.
What is a hub site in SharePoint and how does it function?
-A hub site is a site that can be associated with other SharePoint sites to organize related sites. It provides shared navigation and a rolled-up experience for content and search across the associated sites.
Why are hub sites considered more flexible than traditional subsites in SharePoint?
-Hub sites offer more flexibility because the association between a site and a hub can be changed easily, unlike subsites which are permanently attached to their parent site in a hierarchy.
Who has the ability to create hub sites in SharePoint?
-Only global administrators or SharePoint administrators have the ability to create hub sites in SharePoint.
What is the main difference between the older SharePoint experience and the current one in terms of site types?
-In the older SharePoint experience, communication sites were known as publishing sites, emphasizing the publishing of content for consumption rather than editing.
How does the membership and permissions work on a team site?
-On a team site, there are typically a few owners with full control, and the rest are members with edit rights. The expected behavior is that all members can edit and publish content to the site.
What is the recommended action for someone interested in learning more about SharePoint or considering an IT career?
-The recommended action is to visit CBT Nuggets' website, sign up for a free trial, and subscribe to their channel for the latest content.
Outlines
📢 Introduction to SharePoint Site Types
The video script introduces two primary types of SharePoint sites: communication sites and team sites. Communication sites are designed for informing and engaging a broad audience with a focus on company news, policy, and employee resources, expecting many visitors but only a few editors. An example is provided through Microsoft's demo environment, illustrating the corporate look and feel, with various links and news feeds. Team sites, on the other hand, are collaborative spaces where all members contribute and share content, suitable for workgroup collaboration. The script also touches on the concept of hub sites, which can associate multiple SharePoint sites for better organization and navigation, providing a flexible structure that can adapt to organizational changes.
👥 Team Site Collaboration and Permissions
This paragraph delves into the specifics of team sites, emphasizing that all members are expected to be active contributors, sharing and editing content. The example of a 'US sales' team site is used to demonstrate the collaborative nature of these sites, with a focus on team conversations, document sharing, and a shared notebook. The script highlights the difference in permissions, where even regular members can edit the site and upload content, reflecting the collective goal orientation. The video also briefly mentions the role of hub sites in organizing and providing shared navigation for associated SharePoint sites, offering a flexible alternative to the traditional fixed hierarchy of subsites.
Mindmap
Keywords
💡SharePoint
💡Communication Site
💡Team Site
💡Customization
💡Site Permissions
💡Microsoft 365 Portal
💡Hub Site
💡Site Owners
💡Site Members
💡Content Publishing
💡Shared Document Library
Highlights
There are two primary types of SharePoint sites: communication sites and team sites.
Communication sites are designed for informing and engaging, acting as a company's internet for news and policy information.
Communication sites expect many visitors but limit editing to a few individuals, such as HR or IT department members.
Team sites are characterized by all members collaborating and publishing content, as opposed to communication sites.
Team sites are used for work collaboration where all members are expected to contribute and edit content.
A distinguishing feature of communication sites is the expectation of numerous visitors with limited editing rights.
An example of a communication site is Microsoft's demo environment internet, designed for employee engagement.
Team sites, such as the 'Us sales' site, are less customized and focus on team collaboration and document sharing.
Team site members can edit and upload documents, reflecting the collaborative nature of the site.
Hub sites allow for the association of SharePoint sites, providing shared navigation and a unified content experience.
Hub sites offer more flexibility in organizing related sites compared to the fixed hierarchy of subsites.
Association with a hub site can be changed easily, allowing for a more adaptable SharePoint structure.
Hub sites can only be created by global administrators or SharePoint administrators.
The older SharePoint experience referred to communication sites as publishing sites due to their content consumption focus.
Permissions on communication sites are typically restricted, with most users having only viewing access.
The example 'Us sales' team site has a different visual style and navigation to facilitate team conversations and document sharing.
In a team site, even regular members have the ability to edit and contribute to the site's content.
The video provides a chalkboard summary for easy reference of the main points discussed.
Transcripts
there are primarily two different types
of SharePoint sites that we can create a
communication site and a team site but
to be fair these site types could be
used in all sorts of different ways
which might make you think that there
should be other types of site on this
list too such as I don't know a
community site or a news site but what
we tend to see is that we simply have
these two types of site which then get
customized to turn it into whatever you
need it to be for the scenario that you
have in mind but anyway we'll start off
with a communication site and in a
nutshell these types of sites these
communication sites are designed to as
Microsoft says inform and engage and
basically this simply could be your
company Internet it's where you would go
to see company news or to get links to
where you need to go to submit expenses
or to request time off or to find out
the company's policy on working from
home you know the kind of thing but a
distinguishing feature about these
communication sites is that we expect a
lot of visitors but only a few editors
so we are expecting pretty much every
single person in the organization to
visit it at some point aren't we but we
do not expect all of those people to be
able to edit the site so no we expect
only a handful of people to actually
have edit rights perhaps a couple of
folks in the HR department and maybe a
couple in it or whoever the individuals
are who are responsible for the content
on the internet but anyway let's look at
a quick example of a communication site
and you can see that I'm in the
Microsoft 365 portal here and don't
worry once we do start digging in deep
into SharePoint I will hide the tabs at
the top here to give ourselves a bit
more room on the screen but if I just go
into SharePoint from here and I'm just
going to dive into the landing so this
is the example internet from Microsoft's
demo environment and you can see
straight away that it does look quite
corporate doesn't it it looks like it
has been designed with a view to
engaging employees we've got various
links across the top here which pop out
to lots of sub Pages for information and
whatnot and as I scroll through you can
see that there's various feeds for news
and events and whatnot so yes very much
an internet type of look and feel and
you will also notice that if you were to
sort of look around the other options
here I do not have the ability to edit
this site because I am a mere user I'm
not an editor or anybody important to do
this internet so I can't make changes to
this site which is what you would expect
for an internet and in fact if I do go
into settings and look at site
permissions what you will see that there
are just a handful of site owners who as
you can see do have full control and
there are again a handful of site
members who have limited control but the
vast majority of people in this
particular example are simply site
visitors with no control they can only
view the site content and that is often
what we would expect to see for an
internet for one of these communication
sites and in fact in the older
SharePoint experience these kinds of
sites used to be known as publishing
sites and that kind of makes sense
because you can see that the idea here
is that the content is published for
other people to consume but not to edit
so yes with the communication site we
are assuming that there are lots of
visitors but only a few editors whereas
for a team site we are assuming that all
members of the site are publishing
content that is very much the key
characteristic of a team site as opposed
to a communication site this time we're
a group of people we're all members and
we're all collaborating we're all
publishing content we're sharing stuff
this team site is where we go to get our
work done so we're not just consuming
content that somebody else has decided
to publish to us like with a
communication site no this time we're
all jumping in and sharing and we're
rolling up our sleeves here and getting
the work done and if I just take you
back into SharePoint and show you an
example of a team site this time so let
me just go back to the SharePoint start
page and go into this Us sales site and
in fact you can just guess by the name
of the site here that this is much more
likely to be a team site rather than a
communication site it's where the
members of the Us sales team go to get
their work done and in fact what you're
looking at here has hardly been
customized at all as we will see this is
very much how it looks straight out of
the box but you can see that it visually
looks different it's got a different
style of navigation rather than the
navigation bar across the top like we
saw with that internet example we've got
this navigation down the side and this
is all about having conversations with
the team or sharing documents with the
team or having a shared notebook and
there are other things we can add as
well as we will see but for example if I
click on the shared document Library
here then I've got various folders and
various documents that I am sharing with
members of the team so this is a team
working experience this time rather than
it being open to the whole company like
we would expect for the internet example
well this time we can see at the top
right hand corner there are only seven
members of this site and if I click that
what we get to see is that yes group
membership there are seven seven people
there are just a couple of owners who
are the ones with the superpowers so
there's a generic administrator login
there and also James is an owner
everybody else is a member of the site
but I can still jump in and start
sharing content I can edit these files
or I could upload my own and even if I
need to edit the way this team site
looks as well you can see here I do have
an edit button available even though I
am just a member of the site and not a
site owner in any way because it's got
that different emphasis we're assuming
that we're all working together towards
a shared goal here so yes although we
could change these permissions the
expected behavior is that everybody will
be able to edit the site and publish
content to it so yes as I said these are
the two primary types of SharePoint site
but I do have one more thing to add to
this list because you might hear
reference to the idea of a hub site now
let me explain any existing site
although usually admittedly a
communication site can become a hub site
and the idea is that other SharePoint
sites can then be associated with a hub
site and this is all about organizing
related sites but when you have got
sites associated with the Hub site it's
the Hub that provides shared navigation
across the associated sites and a kind
of rolled up experience for content and
search and it's instead of trying to
create a fixed hierarchy of SharePoint
sites by creating subsites because
that's not very flexible they kind of
pretty much permanently attached to the
parents site in the hierarchy whereas
with these hubs you can change which Hub
a particular site is associated with the
point being it's then much easier to
change your SharePoint structure rather
than trying to move those older style
subsites around but this is a diagram
that I snipped from the Microsoft
documentation on SharePoint hubs you can
see the hubs in Orange here so I've got
three HR sales and Emir and you can see
that each Hub has got a number of
SharePoint sites associated with it
either communication sites shown in the
green or team sites shown in blue and as
I said that Hub provides us with the
shared navigation and whatnot across the
sites associated with it but if our
organization changes then it's going to
be easy to for example change this team
site here so that it's associated with
this Hub instead so as I said it's much
more flexible than trying to manage
subsites but anyway I have put a link to
where I got this in the skill if you
want to learn more about hub because I'm
not really going to say too much more
about them in this course because hubs
sites can only be created by global
administrators or SharePoint
administrators and we'll hear a little
bit more about those different
administrator roles in the next video
but for now let me just show this
chalkboard here again which I think will
serve quite well as a summary for this
video thanks for watching subscribe here
to get the latest from CBT Nuggets oh
and also if you're new to it or are
interested in an IT career visit CBT
nuggets.com and sign up for a free yes
free a free trial
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