Creating a SharePoint template site is an excellent way to standardize your organization's sites, ensuring consistency and efficiency. Whether you're setting up project sites, department portals, or team collaboration spaces, a template site provides a pre-configured framework that saves time and reduces errors. In this comprehensive guide, we’ll walk you through the process of creating a SharePoint template site, step by step. Let's dive in!

Why Use SharePoint Template Sites?

Before we get into the how-to, let's explore why you should consider using SharePoint template sites. Think of a template as a blueprint. Instead of building a new site from scratch each time, you use a ready-made structure. This approach offers several key benefits:

• Consistency: Templates ensure that all sites of a similar type have a consistent look and feel. This makes it easier for users to navigate and find information, regardless of which site they are on.
• Efficiency: Creating a new site based on a template is much faster than building one from the ground up. This saves time and resources, allowing you to focus on content and collaboration rather than site configuration.
• Standardization: Templates enforce standardization of site structure, navigation, and features. This helps to maintain organizational standards and best practices.
• Reduced Errors: By using a pre-configured template, you reduce the risk of errors and inconsistencies that can occur when manually configuring a new site.
• Simplified Training: When all sites follow a similar structure, it's easier to train users on how to use them. This reduces the learning curve and promotes user adoption.

Planning Your SharePoint Template Site

Before you start building your template, careful planning is crucial. Define the purpose, scope, and key features of the site. Here’s how to approach the planning phase:

1. Define the Purpose and Scope

Start by clearly defining the purpose and scope of your template site. Ask yourself questions like:

• What type of site will this template be used for (e.g., project site, department portal, team collaboration site)?
• What are the primary goals of the site?
• Who will be the target audience?
• What content and features will the site need to support?

For example, if you're creating a project site template, the purpose might be to provide a central location for project-related documents, tasks, and communication. The scope might include document libraries, task lists, calendars, and discussion forums.

2. Identify Key Features and Functionality

Next, identify the key features and functionality that your template site will need to support. This might include:

• Document Libraries: For storing and managing documents.
• Lists: For tracking tasks, issues, contacts, and other data.
• Calendars: For scheduling events and meetings.
• Web Parts: For displaying information and adding functionality to pages.
• Navigation: For helping users find their way around the site.
• Permissions: For controlling access to the site and its content.

3. Design the Site Structure and Navigation

Plan the structure of your site, including the pages, libraries, and lists that it will contain. Think about how users will navigate the site and find the information they need. Consider using a hierarchical structure, with a clear and intuitive navigation menu.

4. Create a Mockup or Prototype

Before you start building your template, it's a good idea to create a mockup or prototype of the site. This will help you visualize the design and layout, and identify any potential issues or areas for improvement. You can use wireframing tools or simply sketch out the design on paper.

Step-by-Step Guide to Creating a SharePoint Template Site

Now that you've planned your template site, it's time to start building it. Here’s a step-by-step guide to creating a SharePoint template site:

Step 1: Create a New SharePoint Site

Start by creating a new SharePoint site that will serve as the basis for your template. You can create a new site from the SharePoint start page or from the SharePoint admin center.

1. Go to the SharePoint start page or the SharePoint admin center.
2. Click + Create site.
3. Choose the type of site you want to create (Team site or Communication site).
4. Enter a name and description for the site.
5. Choose the privacy settings for the site.
6. Click Next.
7. Add owners and members to the site.
8. Click Finish.

Step 2: Configure the Site Settings

Once you've created the site, configure the site settings to meet your needs. This includes setting the site title, description, logo, and navigation.

1. Go to the site settings page (Settings > Site information).
2. Update the site title and description.
3. Add a logo to the site.
4. Configure the site navigation (Settings > Navigation).

Step 3: Create Libraries and Lists

Next, create the libraries and lists that your template site will need. This might include document libraries for storing documents, task lists for tracking tasks, and calendars for scheduling events.

1. Go to the site contents page (Settings > Site contents).
2. Click + New and choose the type of library or list you want to create.
3. Enter a name and description for the library or list.
4. Configure the settings for the library or list.
5. Click Create.

Step 4: Add Web Parts to Pages

Add web parts to pages to display information and add functionality to the site. This might include web parts for displaying documents, tasks, calendars, and news.

1. Go to the page you want to add web parts to.
2. Click Edit.
3. Click the + icon in the area where you want to add the web part.
4. Choose the web part you want to add.
5. Configure the settings for the web part.
6. Click Republish.

Step 5: Customize the Look and Feel

Customize the look and feel of your template site to match your organization's branding. This includes choosing a theme, color scheme, and fonts.

1. Go to the site settings page (Settings > Change the look).
2. Choose a theme for the site.
3. Customize the color scheme and fonts.
4. Click Apply.

Step 6: Set Permissions

Set permissions to control access to the site and its content. This includes assigning permissions to users and groups, and configuring the permission levels for the site.

1. Go to the site settings page (Settings > Site permissions).
2. Assign permissions to users and groups.
3. Configure the permission levels for the site.

Step 7: Save the Site as a Template

Once you've configured the site to your liking, save it as a template. This will create a reusable template that you can use to create new sites.

1. Go to the site settings page (Settings > Site information).
2. Click Save as template.
3. Enter a name and description for the template.
4. Choose whether to include content in the template.
5. Click Save.

Managing and Maintaining Your SharePoint Template Sites

After creating your SharePoint template sites, it’s essential to manage and maintain them properly. Here are some tips for managing and maintaining your SharePoint template sites:

1. Regularly Update Your Templates

Keep your templates up-to-date with the latest features and functionality. As SharePoint evolves, new features and capabilities are added. Update your templates to take advantage of these improvements and ensure that your sites remain current.

2. Monitor Template Usage

Monitor how often your templates are being used and gather feedback from users. This will help you identify areas for improvement and ensure that your templates are meeting the needs of your users.

3. Provide Training and Support

Provide training and support to users on how to use your templates. This will help them get the most out of the templates and ensure that they are using them correctly.

4. Establish Governance Policies

Establish governance policies for your SharePoint template sites. This will help to ensure that the templates are being used consistently and that they are meeting the needs of your organization.

5. Review and Revise Templates Periodically

Periodically review and revise your templates to ensure that they are still relevant and effective. As your organization's needs change, your templates may need to be updated to reflect these changes.

Best Practices for Creating SharePoint Template Sites

To ensure that your SharePoint template sites are effective and user-friendly, follow these best practices:

• Keep it Simple: Avoid adding too many features or customizations to your templates. Keep them simple and focused on the core functionality that users need.
• Use Clear and Concise Language: Use clear and concise language in your templates. Avoid jargon and technical terms that users may not understand.
• Provide Helpful Guidance: Provide helpful guidance and instructions to users on how to use the templates.
• Test Thoroughly: Test your templates thoroughly before deploying them to users. This will help you identify and fix any issues or errors.
• Get Feedback: Get feedback from users on your templates and use this feedback to improve them.

Conclusion

Creating a SharePoint template site is a valuable investment for any organization looking to streamline its site creation process, ensure consistency, and improve efficiency. By following the steps outlined in this guide, you can create effective and user-friendly templates that meet the specific needs of your organization. Remember to plan carefully, follow best practices, and continuously monitor and maintain your templates to ensure that they remain relevant and effective over time. So, go ahead and start building your SharePoint template sites today and experience the benefits of a standardized and efficient site creation process!