#Manage SharePoint

When you click a tenant name on the User management page, you switch to the tenant level. On the User management > SharePoint page of a specific tenant, you can view and manage SharePoint sites and document libraries in the tenant. You can also create new sites and libraries as required.

#Create a Site

Click Create SharePoint site. In the pop-up window, you have three options to create different sites, Team site, Communication site, and Other options.

#Create a Team Site

In the Create SharePoint site panel, select Team site and click Continue to access the Create Group team site window. Group Team sites are Microsoft 365 Group-connected sites that can provide spaces for users to collaborate in teams.

1. In the Create Group team site window, complete the basic information for the Group team site, including:

   • Site name – Enter the name of the Group team site.

   • Group email address – The Group email address is for the Group that is connected to the Group team site. It is the same as the site name entered. However, you can edit this email address to make it different from the site name if needed.

   • Site address – The address of the Group team site. It is the same as the site name entered. However, you can edit this site address to make it different from the site name if needed.

   • Group owner – Enter the name or the email address of the user that you want to specify as the Group owner.

   • Select a language – Select the language for the site.

   There are also advanced settings that you can configure for the Group team site, including:

   • Privacy settings – Select if the site is private or public. Private sites can only be accessed by Group members, while public sites can be accessed by anyone in the organization.

   • Time zone – Select the time zone for the site.

   • Site description – Enter a site description to tell people the purpose of this site.

   • Storage limit (GB) – Enter the site storage limit.

2. Click Continue.

3. Add Group members for the Group team site, including:

   • Add additional owners – Apart from the Group owner you have configured, you can also add additional owners to the Group to be additional site admins.

   • Add members – Add members to the Group and they will also be members of the Group team site.

4. Click Save to create the Group team site.

#Create a Communication Site

In the Create SharePoint site panel, select Communication site and click Continue to access the Create communication site window.

1. To create a communication site, complete the following steps:

2. In the Create communication site panel, complete the basic information, including:

   • Site name – Enter the name of the site.

   • Site address – The address of the site. It is the same as the site name entered. However, you can edit this site address to make it different from the site name if needed.

   • Site owner – Enter the name or the email address of the user that you want to specify as the site owner.

   • Select a language – Select the language for the site.

   There are also advanced settings that you can configure for the communication site, including:

   • Time zone – Select the time zone for the site.

   • Site description – Enter a site description to tell people the purpose of this site.

   • Storage limit (GB) – Enter the site storage limit.

3. Click Save to create the communication site.

#Create Other Sites

In the Create SharePoint site window, select Other options and click Continue to access the Create SharePoint site window.

1. In the Create SharePoint site window, complete the basic information, including:

   • Site name – Enter the name of the site.

   • Select a template – Select the template for the site.

   • Site address – The address of the site. It is the same as the site name entered. However, you can edit this site address to make it different from the site name if needed.

   • Primary administrator – Enter the name or the email address of the user that you want to specify as the primary administrator of the site.

   • Select a language – Select the language for the site.

   There are also advanced settings that you can configure for the communication site, including:

   • Time zone – Select the time zone for the site.

   • Site description – Enter a site description to tell people the purpose of this site.

   • Storage limit (GB) – Enter the site storage limit.

2. Click Save to create the site.

#View and Edit a Site

To view the details of a site, click the site name to go the Site details page. Information and manageable settings are displayed in tabs:

• Basics – Basic information of the site.

• Subsites – Lists all subsites under the current site.

• Associated sites – Lists sites associated with the current site through hub site association. If the current site is a hub site, all associated sites appear here. This tab does not appear for non-hub sites.

• Document libraries – Lists all document libraries under the current site.

• Permissions – Lists site admins, site owners, site members, site visitors, owners, and members of this site. You can add, remove, or update memberships.

  NOTE

  The Owners and Members groups will appear when the site has a Microsoft 365 Group connected.

• Audit logs – In this tab, you can view all action records performed to the current site. You can click Refresh to view the latest audit logs.

#Update Site Basic Information

1. Click the site name to enter the Site details page.

2. To edit the basics for the site, stay at the Basics tab and click the pencil button to the right of each editable field after hovering over it. The editable fields will show:

   • Site name

   • Description

   • Hub site

3. Click Apply changes in the upper-right corner of the page after you make changes to save and apply the changes.

#View and Manage Subsites

Under the Subsites tab, you can view the list of subsites under the current site. You can also create, delete, and export subsites in this tab.

Create a Subsite

Refer to the following steps to create a subsite under the current site:

1. Go to the Subsites tab and click Create subsite.

2. In the Create subsite window, complete the information for the subsite, including:

   • Site name – Enter the name of the subsite.

   • URL – The URL of the subsite.

   • Select a template – Select a template for the subsite.

   • Inherit permissions from parent site – Enable or disable the setting to indicate if you want the subsite to inherit permissions from the parent site. If disabled, you can manage permissions for the subsite separately in the Microsoft 365 tenant.

3. Click Create to create the subsite.

Delete a Subsite

To delete a subsite, select the subsite and click Delete. In the pop-up window, click Delete again to confirm the deletion.

Export Subsites

To export subsites, click Export above the subsite table. Choose to export the visible columns or all columns, select a file format (.xlsx or .csv), and then click Export. A process will start to export the report. Navigate to Process center to view the process and download the report.

#View and Manage Associated Sites

Under the Associated sites tab, you can view the list of associated sites for the current site. You can also associate sites, delete sites, and export associated sites in this tab.

Associate a Site by Creating a New Site

Refer to the following steps to associate a new site:

1. Go to the Associated sites tab and click Create site.

2. In the Create site window, complete the information for the site, including:

   • Site name – Enter the name of the site.

   • URL – The URL of the subsite.

   • Select a template – Select a template for the subsite.

   • Select a language – Select the language for the site.

3. Click Create to create the site.

Associate a Site by Selecting an Existing Site

To associate an existing site, click Add site. In the Add site window, select a site from the site list and click Add to associate the site with the current site.

Delete an Associated Site

To delete an associated site, select the associated site and click Delete. In the pop-up window, click Delete again to confirm the deletion.

Export Associated Sites

To export associated sites, click Export above the associated site table. Choose to export the visible columns or all columns, select a file format (.xlsx or .csv), and then click Export. A process will start to export the report. Navigate to Process center to view the process and download the report.

#View and Manage Document Libraries

Under the Document libraries tab, you can view the list of document libraries under the current site. You can also create, breake permission inheritance, delete, and export document libraries in this tab.

Create a Document Library

Refer to the following steps to create a document library under the current site:

1. Go to the Document libraries tab and click Create document library.

2. In the Create document library window, complete the information for the document library, including:

   • Title – Enter the name of the document library.

   • Description – Enter a description for the document library.

   • Show in navigation – Enable or disable the setting to indicate if you want the document library to be shown in navigation.

3. Click Create to create the document library.

Break Permission Inheritance

The Permissions inherited column indicates whether a document library inherits permissions from its parent site.

To break permission inheritance for a document library, select the document library and click Break permission inheritance. In the pop-up window, click Break to confirm breaking permission inheritance. After that, you can manage permissions for the document library separately in the Microsoft 365 tenant.

Export Document Libraries

To export document libraries, click Export above the document library table. Choose to export the visible columns or all columns, select a file format (.xlsx or .csv), and then click Export. A process will start to export the report. Navigate to Process center to view the process and download the report.

#View and Manage Permissions

You can manage the users in the following groups for the site under the Permissions tab: Site admins, Site owners, Site members, Site visitors. If the site has a Microsoft 365 Group connected, you can view the Owners and Members groups to manage membership for the Group.

To add group members, complete the following steps:

1. Click Add after selecting the Site admins, Site owners, Site members, Site visitors, Owners, or Members group.

2. In the Add users panel, search users by display name or email address, and select users to add.

3. Click Save.

For more information about managing membership of the Site admins, Site owners, Site members, and Site visitors groups, refer to Admin center site permissions reference.

For more information about managing membership of the Owners and Members groups, refer to Overview of Microsoft 365 Groups for administrators. if the team site has a Microsoft 365 Group connected. If the Group has a Team added, refer to Team owner, member, and guest capabilities in Microsoft Teams.

To remove group members, complete the following steps:

1. Select the users you want to remove and click Remove.

2. In the Remove users confirmation window, click Remove.

To promote a site admin as the primary admin, complete the steps below:

1. Click the Site admins group to show all admins of the site.

2. Select the user with Site admin role and click Set as primary admin. The role of the user in this site will be updated.

   NOTE

   Only one primary admin can be set for a site. If there is a user with the Primary admin role, this action will remove the primary admin role from that user.

#Set Site Status

To update the status of a site, complete the following steps:

1. Select the site you would like to update, and click Set site status.

2. Select the status to update to, including:

   • Unlocked – When the site status is unlocked, the site is available to users.

   • Read only – When the site status is read-only, users cannot add, update, or delete content. A message will appear in the site stating that it is under maintenance and read-only.

   • No access – When the site status is no access, users cannot access the site or its content, and will receive a 403 error page.

3. Click Save to update the site status.

#Update External Sharing Settings

To update the external sharing settings of a site, complete the following steps:

1. Select the site you would like to update, and click Sharing.

2. In the Sharing panel, you can update the following external sharing settings for the selected site:

   • Site content can be shared with – Select with whom the site content can be shared. You can select from Anyone, New and existing guests, Existing guests only, and Only people in your organization.

   • Advanced settings for external sharing

     • Limit sharing by domain – Select whether you would like to allow only specific domains to receive the sharing or block the sharing to specific domains.

   • Expiration of guest access – Select whether the guest access never expires or configure an expiration period for the guest access. You can also select the expiration setting to be the same as your organization-level setting.

   • Default sharing link type – Select the type of link that is the default link type when users share files and folders on this site. You can select from People with existing access, Specific people (only the people the user specifies), Only people in your organization, and Anyone with the link. You can also select the setting to be the same as your organization-level setting. For more information, refer to Change the default link for a site.

   • Default link permission – Select the permission for the default sharing link. You can select from View and Edit. Or you can select the setting to be the same as your organization-level setting.

   The settings are applied to the individual site you have selected. For more information, refer to Change the sharing settings for a site. You can also click Reset to organization-level settings to reset the external sharing settings of this site and make it comply with the sharing settings on the organizational-level.

3. Click Save to update the external sharing settings.

#Edit Storage Limit

To update the site storage settings, complete the following steps.

1. Select the site you would like to update, and click Storage.

2. In the Edit storage limit panel, you can configure the maximum storage and the notification settings when a specific percentage of the storage is used.

3. Click Save to update the site storage settings.

For more information, refer to Manage site storage limits in SharePoint in Microsoft 365.

#Register as a Hub Site

The Is hub site column indicates whether a site is registered as a hub site. Hub sites are sites that can be used to organize other sites based on a project, department, division, region, etc.

To register a site as a hub site, select the site and click Register as hub site. In the pop-up window, click OK to confirm the registration. After that, you can associate other sites to this hub site.

#Delete Sites

Select one or multiple sites that you want to delete and click Delete above the table. A process will start to delete the sites. Navigate to Process center to view the process.

#Export Sites

To export sites, click Export above the site table. Choose to export the visible columns or all columns, select a file format (.xlsx or .csv), and then click Export. A process will start to export the report. Navigate to Process center to view the process and download the report.