Detailed Hands-On Guide: Getting started with SharePoint Site and Setting Up Site Policies

Introduction to SharePoint Sites and Governance

SharePoint is a cornerstone of Microsoft 365 for collaboration, document management, and workflow automation. A SharePoint site acts as a centralized hub where teams can store, organize, and share content. However, without proper governance policies and procedures, sites can become disorganized, insecure, or non-compliant.

Why Policies & Procedures Matter

• Security: Control access to sensitive data.
• Efficiency: Standardize workflows and reduce redundancy.
• Auditability: Track changes and user activity.

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Step 1: Create a SharePoint Site

Prerequisites

• Microsoft 365 admin or SharePoint admin privileges.
• A clear purpose for the site (e.g., department collaboration, project management).

STEPS TO CREATE A SITE

Navigate to SharePoint Admin Center:

• Go to Microsoft 365 Admin Center → Show all → SharePoint.

Create a New Site:

Under Sites → Active sites, click Create → Team site or Communication site.

• Team site: For collaboration (includes a Microsoft 365 group).
• Communication site: For broadcasting information (no group).

Fill in details:

• Site name: e.g., "Finance Department Hub".
• Site description: "Briefly explain the site’s purpose."
• Privacy settings: Choose Public (open to all) or Private (restricted access).

Add Owners/Members:

• Assign primary owners (admins) and members during setup or later via Settings → Site permissions.

Customize the Site:

• Use Edit in the header to modify the layout, add web parts (e.g., Document Library, Calendar), or apply a theme.

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Step 2: Configure Site Settings for Governance

A. Set Up Permissions
Manage Access:

1. Go to Settings (gear icon) → Site permissions.
2. Use Advanced permissions settings to:

• Create unique permission groups (e.g., "Finance Editors", "Finance Viewers").
• Break inheritance from parent sites if needed.

External Sharing:

• In SharePoint Admin Center → Policies → Sharing, restrict external sharing if required.

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Conclusion

Configuring SharePoint site policies ensures your organization balances collaboration with compliance. Start by creating structured sites with clear ownership, then layer policies to enforce governance. Regularly audit policies and engage stakeholders to maintain alignment with organizational goals. With these steps, SharePoint becomes not just a collaboration tool but a secure, scalable platform for long-term success.