Create Intranet in SharePoint - Step-by-Step Guide!

Creating an intranet in SharePoint is a powerful way to enhance internal communication, collaboration, and information management within an organization. SharePoint’s robust features allow businesses to set up a customized, secure, and efficient intranet tailored to their specific needs. Whether your goal is to centralize resources, streamline workflows, or improve team communication, SharePoint provides all the tools necessary to build a successful intranet.

In this comprehensive guide, we’ll walk you through the entire process of creating an intranet in SharePoint, covering everything from planning the structure to customizing the design and ensuring optimal usability for your users.

What is an Intranet in SharePoint?

An intranet is a private, internal network accessible only to employees within an organization. It serves as a centralized hub for accessing company resources, collaborating on projects, sharing documents, and staying updated on company news and announcements. SharePoint, a versatile content management and collaboration platform, is an ideal solution for building an intranet, offering both flexibility and scalability to meet the unique needs of your organization.

Why Choose SharePoint for Your Intranet?

SharePoint offers several compelling reasons for creating an intranet, including:

• Centralized Document Management: SharePoint allows you to store, manage, and organize documents in a secure, easily accessible location.
• Team Collaboration: With SharePoint, teams can collaborate seamlessly through shared calendars, document libraries, and task lists.
• Customization: SharePoint’s flexible design options allow you to tailor your intranet to match your organization’s branding and business needs.
• Security and Permissions: With robust security features, SharePoint ensures that sensitive data and documents are protected, while allowing administrators to control access.
• Microsoft Integration: SharePoint integrates well with other Microsoft tools like Teams, OneDrive, and Outlook, creating a cohesive, efficient environment for users.

Steps to Create an Intranet in SharePoint

1. Plan Your Intranet Structure

Before you start building, it’s crucial to define the structure of your intranet. This planning phase sets the foundation for the entire project. Consider the following:

• Determine the Purpose: Identify the primary goals of your intranet. Whether it’s for internal communication, document management, or team collaboration, understanding your purpose will help guide your decisions.
• Organize Content: Plan how you want to categorize your content. Common categories might include company news, employee resources, department-specific pages, and document libraries.
• Define User Roles: Consider who will have access to what areas of the intranet. SharePoint allows you to set different permission levels, such as owners, members, and visitors, so make sure to plan accordingly.

2. Set Up a SharePoint Site

Once you’ve outlined the structure, you can begin creating your SharePoint site. SharePoint provides two primary site types: Team sites and Communication sites. For an intranet, a Communication site is typically the best choice, as it’s designed for broadcasting information across a wide audience.

1. Navigate to SharePoint: Log into Office 365 and open SharePoint from the apps list.
2. Create a Site: Click on “Create Site” and choose a Communication Site template. This type of site is ideal for presenting information to a large group.
3. Name Your Site: Give your intranet a clear and meaningful name that reflects its purpose.
4. Set Permissions: Determine who can access the site. You can assign different permission levels based on the users' roles in the organization.

3. Customize the Design of Your SharePoint Intranet

The next step is to personalize your intranet’s design to align with your organization’s branding and ensure it’s user-friendly.

• Themes and Branding: Use SharePoint’s customization tools to apply your company’s branding, including logos, colors, and fonts. This ensures that the intranet reflects your company’s identity.
• Web Parts: SharePoint offers various web parts that you can add to your pages. These include:
• Navigation: Design a clear, logical menu to make it easy for users to find what they need. Organize sections according to the types of information they will contain (e.g., news, resources, documents).

4. Add Content to Your Intranet

Now that you’ve set up your SharePoint site, it’s time to start adding content. This might include:

• Documents and Resources: Create document libraries to store and share important company files, such as policies, procedures, templates, and training materials. You can organize these libraries into folders for easier navigation.
• News and Announcements: Use the News web part to publish regular updates, company news, and important announcements. This is a great way to keep employees informed.
• Employee Directory: Add a people web part to showcase key employees, departments, or teams. This can help employees find colleagues and collaborate more easily.
• Event Calendar: Add an events web part to highlight upcoming company events, meetings, and deadlines.

5. Focus on User Experience and Accessibility

One of the key aspects of a successful intranet is ensuring that it’s easy to use and accessible for all employees.

• Simple Navigation: Ensure that the navigation is intuitive and straightforward. Keep menus clean and organized, and provide clear labels for different sections.
• Responsive Design: SharePoint sites are designed to be mobile-responsive, so users can access the intranet from any device. Ensure that your site looks great and functions well on both desktop and mobile devices.
• Search Functionality: SharePoint includes a powerful search function that allows users to quickly find documents, people, and information within the intranet. Make sure your content is well-organized to maximize the effectiveness of the search.

6. Test and Launch Your Intranet

Before rolling out the intranet to the entire organization, it’s essential to test it thoroughly:

• User Testing: Select a small group of employees to test the intranet and provide feedback on its functionality and ease of use. This will help you identify any issues and make improvements.
• Verify Permissions: Check that the right users have access to the appropriate areas of the site. Make sure sensitive documents are only accessible to those who need them.
• Mobile Testing: Test the intranet on different devices (smartphones, tablets, laptops) to ensure it’s fully responsive and user-friendly.

7. Maintain and Update the Intranet

After the intranet is live, it’s important to keep it updated and relevant:

• Regular Content Updates: Add new documents, news updates, and other content on a regular basis to keep employees informed and engaged.
• Monitor Usage: Track how employees are using the intranet and gather feedback to make improvements.
• Security and Permissions Review: Regularly review access permissions and security settings to ensure sensitive data remains protected.

Conclusion

Building an intranet in SharePoint is an excellent way to enhance internal communication and collaboration in your organization. By carefully planning your site structure, customizing its design, and ensuring an excellent user experience, you can create an intranet that meets the unique needs of your team. With SharePoint’s powerful features and flexibility, your intranet can become a central hub for all internal resources, news, and collaboration.

By following the steps outlined in this guide, you’ll be well on your way to creating an efficient, secure, and user-friendly intranet that helps your organization thrive.