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The Best SharePoint Intranet Examples to Inspire You In 2024

Why go through the trouble of creating your intranet from scratch when you can get access to the best SharePoint Intranet Examples that are readily adaptable and customizable to your needs? There are many decisions that have to be made when designing the best SharePoint Intranet for your organization. You may have a list of requirements from your stakeholders, a set of branding guidelines that you need to follow, company communications policies, and more. On top of that, you have to make sure the site is appealing and useful for the end users. Luckily, our team of design experts at ShortPoint has already thought of a lot of these requirements for you. In this article, we will list 10 intranet page examples that most of our customers have found to be great starting points when building their intranets. In addition, you can check out our ShortPoint Academy for more helpful tips about designing and customizing your SharePoint sites.

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It's important to note that all the intranet site examples for SharePoint we discuss in this article can be found in ShortPoint’s Templates Library.   Our library consists of a collection of expertly designed pages and sections that provide you with ideas and inspiration for your intranets. But it does not stop there! These templates can be added to your SharePoint pages and are easy to modify and customize according to your content and needs. Just simply install ShortPoint , copy and paste or choose from one of our integrated templates to get started! With ShortPoint, you can mix and match different sections of these intranet page examples and put together the best intranet design for your organization. You can save time and effort in building your intranets without sacrificing their design and functionality.

Below you will find a series of the best SharePoint Intranet examples to serve as a starting point for your site. As you know, the needs and desires can vary from one company to another, so customizing the site simply is a must. Regardless, we hope that by looking at these example SharePoint sites for intranets, we can reduce the work of creating a complete site, down to only a few very efficient steps.

Example SharePoint Site for Intranet

A complete SharePoint intranet has a design that identifies with the company's branding at one glance. It also contains components that are important to all employees. This may include a section for easy access to tools, documents, sites that help in their day-to-day work, and more. It will also has sections that highlight crucial information for the awareness of all such as news, recognition, and events.

A company's intranet can also be simple yet impactful. One that has quick navigation to other parts of the site and a focus on the purpose and direction of the organization. It acts as a starting point for all interaction within the site.

An intranet can also be used to highlight its social media presence and the conversation that happens in different platforms. An effective site will also bring into focus the goals of the company by communicating important metrics or key performance indicators.

If you're looking to create a department page, you should focus on connecting individuals with their work and team members. An impactful page should function as a hub for communication and awareness of what is happening within and outside the department.

Maybe you're working to create a hub for all the latest news, updates, and relevant information that matters for your company with this intranet example. While creating this page, you should present all the information in one scroll through the site, so users can get a magazine style presentation of all communication that is important to them.

When you're working in the healthcare industry, it's crucial to make information about services and availability quickly to find is important for the healthcare industry. This SharePoint site is the hub of healthcare professionals where they can navigate to different departments within their organization quickly, see the events happening, have a quick view of their personnel, and more.

If you're in the travel industry, you know that travel is all about the places that you go to - the scenic views, the local experiences, the best schedule of activities, seamless transport from one place to another, and more. This SharePoint site shows all of these with elegance and style that truly entices you to pack your bags and enjoy an eventful journey and it's easy to customize with ShortPoint .

If you're working in the legal field, your priorities for information may differ from industries like healthcare or travel. As you can see in this design, crucial information is front and center, showcasing both schedules and company news that is relevant to your organization. There is a no-fuss design for its schedules and a quick view of legal documents essential for their daily proceedings.

In this SharePoint site example, we highlight what may be important for a real estate organization. In this design you will find property information - images, descriptions, location, and other pertinent data. Having the complete information about prime locations is extremely important when helping clients find the best location for their needs!

Here is an example of an airline company's intranet design. In this design, we show how multiple links can be presented through a simple list, which is exceptionally important when there is a lot of information to cover. Events, such as flight cancellations and schedules, are presented so that the crew are informed in real time, which is likely why so many companies in this industry use this specific template as a starting point for their internet design.

Use the ShortPoint Templates and design the best SharePoint intranet in no time! All you have to do is Download ShortPoint and explore all the amazing designs you can use and customize to build your intranets fast. ShortPoint provides you with

• a powerful add-on that covers everything and anything you need for intranet site design
• a wide selection of the best SharePoint Designs you can modify and make your own
• over 60 customizable Design Elements to suit any type of content
• easy SharePoint site branding capabilities , and so much more

Try out ShortPoint by downloading a free trial or connect with our sales team to learn more. Build your intranets fast with ShortPoint.

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SharePoint Online

How to create a sharepoint online intranet – part one.

SharePoint has been around in various ways for a long time, and it’s developed and changed a lot along the way. In this three-part blog series, I am going to take you through the process of building a modern SharePoint Online Intranet. 

For those of you who have been using SharePoint Online for years, you’ll know that the older classic Team Sites can look and feel quite basic out of the box. For example, there were fewer built-in web parts available such as a News web part. Whilst it was possible to add a News web part as a third-party app from the SharePoint Online store, this created more reliance on outside vendors which was an uncomfortable risk for many customers.

Moreover, it could be challenging to make classic Team Sites look visually appealing with the native capabilities available. Two methods that I have used to overcome this challenge were the use of Promoted Links , or SPJS Tiles , which both involve extra time and effort, and the latter produced additional reliance on an unsupported technology from an independent party.

An example of how a classic SharePoint Online site appeared when initially provisioned is shown below.

So, although it was possible to customize these classic pages and add branding, it was generally more difficult to make these sites look sleek and professional using only out of the box tools.

The common solution to this problem was to leverage an “Intranet in a box” solution which could be used instead of or placed in front of SharePoint Online. Examples of such products are Unily and Valo which are both recommended products that can make your Intranet extra special. However, in my experience, many of my customers didn’t want to absorb the extra cost or rely on more technology.

Since the advent of the Modern SharePoint Online experience, it’s become far easier to plan and develop your Intranet experience using only the native capabilities. Microsoft have even provided the SharePoint Lookbook which is an amazing resource with a variety of styles to choose from. These include:

• Organization

The SharePoint Look Book is shown in the image below:

The Look Book has helped guide Microsoft 365 customers to create “stunning intranets” and has been widely praised with one testimonial reading “ what three years ago took months of coding is now available out of the box with SharePoint”. 

Whilst the modern SharePoint Online experience is a vast improvement on the classic style pages, it by no means solves every problem that existed in the older experience. For example, at the time of writing this blog post, it is only now becoming possible to target information on SharePoint pages to specific groups of people with the Audience Targeting feature. 

The Microsoft 365 platform is evergreen though, and constantly changing. As a result, we can expect the features and usability of SharePoint Online to continue to evolve and improve.

The Look Book also provides you with the ability to select one of the many design templates and add it to your own tenant as shown in the image below.

This method does the hard work for you, and once you’ve added your chosen template to your tenant, you can have an instant intranet page, which you can tweak and customize to look like the one below.

Fortunately, it isn’t difficult to create and a build a sleek looking intranet page, and in the following steps, I’ll walk you through how to.

First, I’ll go through the process of creating a SharePoint Online site which will become your Intranet landing page. This process includes choosing which type of site you will need to create, and you have the option to choose between Team Sites, Communication Sites, and some further custom options.

Next, I will show you how you can change the look of your new site by adding your logo, changing the page title, and applying a custom theme which will include your organizations branding and colour schemes.

Finally, I’ll demonstrate how you can populate and edit your new landing page with relevant content, such as a News Feed, Quick Links, and Hero content. This is achieved by adding sections and web parts to the landing page.

Creating your SharePoint Online Intranet site

To create your new site, you’ll need to access the SharePoint admin center which can be accessed from the Microsoft 365 Admin Center at https://admin.microsoft.com . You’ll either need to be a Global Administrator or SharePoint Administrator . 

• Once you’ve logged in, you’ll need to navigate to Admin centers > SharePoint  (you may also need to click on “Show all” before you see the SharePoint admin center in the menu) .

2. This will take you into the SharePoint admin center which is shown below.  

3. Click on Active sites and you’ll see the list of sites which are already present within your Microsoft 365 tenant.

4. In order to create your new site, click Create . This will give you some choices about the sites you can create as shown below:

Let’s look at the choices you have here by examining the available site types and when to use them.

SharePoint Online Intranet Site Types

The following site types are available within SharePoint Online.

The choices available from the Other options selection appear as shown in the following image.

5. So, as we are creating an Intranet landing page, and the primary purpose of such a page is to communicate information to our users, we need to create a Communication site.  Select the Communication site option from the Create a site page, and we’ll see the following options for choosing the design for our site. 

I always opt for a Blank site to start with, as this gives me the option to build the home page exactly the way I want it. We need to complete the following information in order to provision our Communication site:

• Site address
• Preferred language

I have set mine as shown in the following image.

6. Under Advanced settings, you may also set some additional options for the site, including Sensitivity, Time zone, and the Site description.  When you’re happy with your settings, click Finish.

Read more: Build your own custom SharePoint document library bulk provisioning system using the PowerPlatform .

7. Your site will be created and will appear in the list of Active Sites in the SharePoint admin center. You can select your new site by clicking on it, and then choosing the URL from the General tab as shown below.

8. You should now see a blank Communications site which looks something like this.

Now we have our blank canvas to play with. Next, we want to make some changes to this page to make it look like a suitable Intranet landing page for our brand. Here’s how we do it.

Changing the look of your site

Now let’s adjust the look of the site by performing the following changes:

• Create a custom theme generator
• Applying the custom colour theme to your site

These steps are my personal recommendations for improving the look and feel of your landing page. You may of course find your own preferences.  For example, I prefer to remove the footer from all of my SharePoint Online pages, but some of you may prefer to leave it in place.

Removing the footer

To customize our landing page, let’s start by removing the footer.

• To do this, we need to click on the cog wheel at the top right corner of the page and select the Change the look option.

2. Select Footer

3. Switch the slider to Off. This will remove the footer from the landing page.

As I mentioned earlier however, you don’t have to remove the footer if you wish to keep it on your page, but I feel that it just gives the page a cleaner look and feel.

Change the logo

Also, from the Change the look options we can make changes to our Header.

• Click on Header, and from here we can change the logo for our home page.

2. Click Change, and then upload your chosen image. The new logo will now take effect on your page.

Change the title

Next, we can change the Title of our page.  You will note that the title now reads the same as the logo we have just uploaded.  As a rule of thumb, I like to not only ensure that the logo and the title read differently, but also that the title for our Intranet is going to be something specific and memorable

• To change the title, we need to click on Site Contents > Site settings as shown below.

2. From the Site Settings options, choose Title, description, and logo from the Look and Feel section.

3. Here you can change your title and add an optional description.  This page also provides an alternative method for changing the logo.  In this example, I am going to change the site title from Practical 365 to H U B 3 6 5.  The capitalization and spacing in the site title provides a more dramatic and standout feel for the landing page, but again this is just a personal preference of mine.

4. Click OK when you have completed your changes, and you will see your new site title displayed alongside your site logo as shown below.

In this post, we’ve taken you through the steps to create a new SharePoint Online Communication Site which will serve as our Intranet landing page. We demonstrated how to create the site from the SharePoint admin center and change some of the basic settings such as the title, description, and logo. In part two of this blog series , we’ll show you how to apply custom branding and theming to the page.

Upcoming webinar: Introducing Certificate-Based Authentication for Exchange Online Remote PowerShell .

About the Author

Peter Rising

But how can I make the menu appear within Teams (Adding a Sharepoint site page to teams). It seemt to strip off the header.

SharePoint use has grown, not because of its superior customization, but because of its practical use for tens of millions of intranets of small, medium and large companies. These users need a quick way of getting sites up and running and a safe cure way of maintaining the sites through the sites lifetime.

People who criticize it, often overlook its intended purpose to enable NON-developer IT, group and department users, and non-tech users to manage files, other users, collaborate, and hundreds of other tasks.

It is a Swiss Army Knife supreme for getting work done on the Intranet. I will compare my Swiss Army Intranet with any one else any time and any place. Bring yours and lets compare/

Man, this is the worst platform that I have worked within my life! The limitation for creativity is beyond the stupidity itself! I hope Microsoft will end the whole system once for all! Which will be better than closing parts of it one by one!

It’s one of the most intuitive for a non developer and also can be developed using visual Studio, SPFX framework…. Not sure what you mean by worst, seems you’ve not worked on many if that’s your view.

Agree… from the point of view of creativity is the killer. Can imagine for small companies that do not want to spend money on “creators” – end up with the same design all over the world…

Nice article Peter. Very thorough.

I agree that SharePoint in general has come a long way from it’s humble beginnings back in 2001. It still has a lot of power and potential. Teams is all the hype these days but SharePoint definitely still has a place of its own.

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15 SharePoint Intranet Examples and Free Templates

• By Sareen Babu
• No Comments

“What are the modern SharePoint intranet capabilities?” “What are some good intranet design examples of SharePoint Online, 2019, 2016?” “What are the popular SharePoint templates for companies?”

“Can you show some examples of SharePoint intranet homepages and landing pages?” “Are there any easy-to-deploy and free SharePoint templates?”

These are some questions that clients usually ask us when they’re deploying or modernizing a SharePoint intranet for their organization. Along with SharePoint, the intranets based on it also have evolved to a great extent.

So, in this article, we would like to share various examples and free templates of a modern SharePoint intranet and discuss the latest capabilities you should be aware of.

Without further ado, let’s explore some awesome examples of a SharePoint intranet like Mesh 3.0 and out-of-the-box templates provided for free by Microsoft.

( Click here if you’d like to jump directly to the templates section )

SharePoint Intranet Examples

1. home page.

Here’s an example of a SharePoint intranet home page – the place where your employees land as soon as they login to the intranet. Personalization is the lifeblood of modern intranets and it should be reflected across the homepage.

Right from company news, management speak, HR policy updates, helpdesk requests to recommended articles, videos, events, documents and the right people to connect with – everything should be personalized to users’ role, location, preferences, and interests.

2. Human Resources

As you can see in this example of a SharePoint HR site, employees will have a one-stop hub for all HR tools. Employees can raise HR requests, apply for PTO, access information related to employee benefits, check career development opportunities, get HR documents and more!

In the top sections of the site, you can add content about latest company news, changes to HR policies, updates, and upcoming holidays.

3. Cognitive Enterprise Search

Enterprise search is a key functionality of a digital workplace. Modern intranets like Mesh provide a Cognitive Enterprise Search capability that provides information from all your third-party business apps with high search relevance. No need to spend hours switching apps to search for information.

Like in the example given above, you can get personalized recommendations on the documents to refer and people to connect.

Learn More: Amazing Benefits Of Enabling Enterprise Search In Your Intranet

4. Intranet Content Management System

SharePoint intranets provide an easy-to-use content management system with which content authors can create and publish content in just a few clicks. You can use intuitive tools to publish different types of content including stories, blogs, news, polls, announcements, images, videos and more!

Using content targeting tools you can push content to a specific group of audience based on departments, locations, roles etc. All this can be done with zero reliance on the IT department.

Learn More: A Guide For Mastering Intranet Content Management And Strategy

5. Business Intelligence and LoB Hub

Did you know that you can now access your business analytics dashboards and reports within an intranet? SharePoint intranets like Mesh integrates with your Line of Business (LoB) apps and Business Intelligence (BI) apps like PowerBI, Tableau, Qlikview and so on.

This means you no longer need to open these apps to monitor your business KPIs or fetch reports. You can do this at the convenience of your intranet. In addition, alerts can also be enabled to notify you on the changes in your KPIs.

In the above examples, you can see an employee headcount dashboard for HR executives and an incident report for IT helpdesk staff.

6. Navigation

Navigation is a critical feature which impacts an intranet’s usability. A Quick Links module can help users navigate through sites easily. This module needs to have site links which are common for any user e.g helpdesk, HR services, and people directory as well as links to sites which the user prefers or visits the most. 

Watch These Capabilities In Action.

Presenting World’s Best Employee Experience Platform – Mesh!

Liked the above-mentioned capabilities and examples? They’re a part of Acuvate’s Employee Experience Platform – Mesh!

Mesh breaks down app silos and acts as a central digital hub to collaborate, communicate, search and share information.

Get in touch with us to see a demo.

9 Free SharePoint Templates You Should Explore

Struggling to design your intranet?

Thanks to the ready-to-use and free SharePoint templates provided by Microsoft, building a well-designed SharePoint or Office 365 intranet has never been faster or simpler. Microsoft provides 20+ free templates for SharePoint Online, 2019 and 2016 which you can deploy out-of-the-box.

You can find these in the Microsoft Lookbook site and add to your tenant from there.

In the section below, we’ll explore some templates which we loved and their interesting capabilities.

1. Leadership Connection

The Leadership Connection template is aimed towards keeping employees connected with the leadership team. You can add content related to leadership news, goals, events, articles, videos, announcements and more!

2. The Perspective

This free SharePoint template is designed to deliver the latest news and personalized content  and drive engagement. The Perspective comes with a host of features including background, mega menu, and compact header.

3. Crisis Communications

The onset of the COVID-19 pandemic has led to the creation of the Crisis Communication template . This site lets you keep people informed, engaged and up-to-date with the latest announcements. 

4. Benefits

Benefits is another interesting SharePoint template available for free. The page provides all of the information employees need to learn about their financial, medical, insurance and other types of benefits they may be entitled to.

5. Global Marketing Hub

With the Global Marketing Hub , your marketing teams can have a central hub to access branding information, collaterals, best practices, creatives, Office documents and everything they need to get their job done.

6. Team Communication

The Team Communication site lets you communicate with your peers through document sharing, resources, conversations and news. It also shows the relevant people and contacts to connect with.

7. Collaboration Team Site

The Collaboration Team Site enables you to collaborate at a team level. It has many components including latest news, quick links, documents, activites.

8. Mark8 Project Team

Need a robust project management portal? Using PowerBI, Planner and other project-related web parts, the Mark8 Project Team site provides you everything you need from project planning and progress, to tracking results.

9. New Employee Onboarding Hub

With 4 different site templates, The New Employee Onboarding Hub streamlines your onboarding process both at a corporate and departmental level.

Get Started With Your SharePoint Intranet

These are the top SharePoint intranet examples and templates of SharePoint for free. These templates can be further customized and defined based on your organizational requirements when you’re deploying a SharePoint intranet like Mesh.

As a Microsoft Gold Partner, Acuvate has been helping several large and medium enterprises in their SharePoint initiatives. If you need help in deploying your intranet or redesigning an existing one, please feel free to get in touch with one of our SharePoint experts for a personalized consultation .  

Further Insights:

• 10 Must Have Modern Features In Your Intranet

Sareen Babu

Sareen Madupu is a Product Manager for Mesh at Acuvate. He has around 9 years of experience in Usability and User Experience of Digital Interfaces. He has been with Acuvate for 7 years and worked on concepting UX of 30+ intranets.

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How to add a slideshow to SharePoint Site

In case you are not impressed by the dull look and feel of the Out of the Box SharePoint sites, there are things that can be done to spice things up. Today I will explain how to add a slideshow to SharePoint Site. This could be a great addition to an Intranet Homepage and provide an awesome way for your employees to connect and adopt to SharePoint/Office 365.

How to add slideshow to SharePoint Site

Below is an example of the end result once all is set and done. The image in the center is not a static image, but rather a rotating slideshow of images. ( the particular image below depicts a skyline of my favorite city in the world – Boston, MA ).

The way Slideshow works in SharePoint is as follows:

• Picture Library Web Part stores slideshow images
• Another web part, called Picture Library Slideshow Web Part  displays images on the chosen page.

So let’s begin and build this together!

Step 1: Create a picture library Web Part

Go to Gear Icon > Site Contents > Add App

Give the Picture Library some name. Hit Create

Step 2: Add images to the library

This works exactly the same way as with documents. You can either upload one by one or drag and drop a bunch together. Very Important: Do not create folders in the library, otherwise slideshow won’t work. Just drag and drop images into the picture library

Step 3: Insert the Picture Library Slideshow web part

Now that we completed the first major piece of the puzzle, we are ready to create our slideshow. The first thing we need to do is add another web part to the page where we want slideshow to appear. To do this, go to Page > Edit Page > Insert Tab > Web Part

From the list of available web parts that appears, click on Media and Content > Picture Library Slideshow Web Part . Click Add button

This will add the web part to our page. The only thing left is its configuration

Step 4: Configure Slideshow

To configure slideshow, click on small drop-down in the upper right-hand corner of the web part, then Edit Web Part

The configuration menu will appear on the screen. You have control over several features of the slideshow. Let’s go over them:

• Duration to Show Picture:  # of seconds each picture will appear on the page
• Picture Library: drop-down shows all available picture libraries on your site. If you have 1 – only 1 will appear. If multiple – all of them will appear so you can choose the one from which you want to display images
• Library View: shows all available views from the chosen picture library. This might be handy when you have lots of images in a picture library and want to only display certain ones in the slideshow. Just create a view in the picture library, filter by some metadata such that only certain images appear in that view and you can use that view in the slideshow. It is like creating different albums/themes for your slideshow!
• Picture Display Mode: you can alter between sequential and random. Sequential means that slideshow will display images in the same order they appear in the picture library view
• Display with: you can alter between different modes. If you have Title and Description metadata filled out in the picture library and they make sense – you can display them in your slideshow. I usually do not display them, but it is up to you.
• Show toolbar: If you mark the check box, users will have ability to pause or go forward/back in the slideshow via the toolbar <<  ||  >>. I usually do not display the toolbar

Once you set the desired settings, click OK at the web part menu and then Save at the page level. That’s all – your slideshow will now appear on the page!

Things to be aware about:

• Image dimensions and aspect ratio have to be the same for all images. For example, if one of your images is 430 px X 250 px and another is 500 px X 300 px, this won’t work. The slideshow will still display, but won’t look pretty and your slideshow dimensions will constantly change and content on SharePoint page will jump around all the time. All your images have to have same pixels in terms of width and height
• Be aware of overall image size and space on page. If your image is 700 px wide, that’s how it will be displayed (it will pretty much take over your whole screen). So choose appropriate size and ratio for more pleasing look
• Choose appropriate duration in seconds. Remember, SharePoint is a working site, not a Hollywood blockbuster with special effects. You don’t want rotating images to annoy site users when they work with the document library located by the side of the slideshow.

I’m Greg Zelfond, a U.S. based SharePoint consultant, and I provide affordable out-of-the-box SharePoint consulting, training, and configuration assistance to small and medium-sized businesses all over the world.

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Home / Blog / How to use Sharepoint as an intranet

How to use Sharepoint as an intranet

September 22nd, 2022 by Yvonne Harris

SharePoint is a popular Microsoft program used by millions of business organizations globally. Its popularity is thanks to SharePoint’s superior features, such as Microsoft 365 integrations, collaboration, and document management . This is why organizations looking for an internal communications tool often turn to SharePoint to build their company intranet.

While modern SharePoint can be used for many things, is it a reliable intranet solution ? In short, yes. SharePoint can be used as an intranet solution.

It’s difficult to answer whether your company would benefit from using SharePoint as an intranet. It all comes down to the goals of your organization. What are you looking to gain from a modern intranet ?

If you have Microsoft 365 Office, SharePoint is a good option for you. We are here to highlight the primary benefits and potential drawbacks of using a SharePoint intranet . We want to help you make the most educated decision possible.

What are SharePoint intranets?

Microsoft SharePoint has been around since the turn of the century, and it is part of Microsoft’s family of solutions. SharePoint has several intranet features , including internal/external communication, content, and project management. Many businesses also use SharePoint to store and share news and documents. These capabilities are critical building blocks of a successful intranet.

What is the difference between an intranet and Sharepoint?

An intranet and SharePoint are related but distinct concepts. What is an intrane t? An intranet is a private network accessible only to an organization’s employees, while SharePoint is a software platform developed by Microsoft that is often used to build intranets. SharePoint provides various tools and features that can be used to create and manage an intranet, such as document management, collaboration, and communication tools. It can be used to create websites, portals, and other types of content. In short, SharePoint is a software platform that can be used to create an intranet, but it is not the same thing as an intranet. An intranet is the internal network, while SharePoint is the tool used to build it.

Can you use SharePoint as an Intranet?

In short, yes. First, determine the specific business needs and goals for the intranet. Next, set up a SharePoint environment, which can be done through Microsoft’s cloud-based service, SharePoint Online , or by installing SharePoint Server on-premises. Create a hierarchy of SharePoint sites and pages and an intuitive navigation structure for users to find what they need. Set up and configure security settings to ensure only authorized users can access the intranet. Create and organize content, such as documents, lists, and libraries, to ensure that it is easy for users to find and access. Train users on how to use the intranet and provide ongoing support.

Setting up a SharePoint intranet like this from scratch can be a time-consuming project. You will need dedicated IT staff to create, design, and deploy the intranet. If your staff has no experience with SharePoint, this might not be an option. That is why many organizations work with a third-party solution, SaaS, that offers pre-defined templates so that sites can be quickly deployed. These all-in-one intranet solutions, like Powell Intranet, are more attractive and intuitive.

How to use SharePoint as an intranet for the first time

When it comes to designing your SharePoint intranet, there are a few best practices that will make a big impact.

• Keep the design simple and consistent across all pages.
• Use a responsive design that adjusts to different screen sizes.
• Use clear and consistent labeling and navigation.
• Use images, videos, and other multimedia to make the intranet more engaging.
• Encourage user feedback and make changes based on their suggestions.
• Test the intranet with a small group of users before rolling it out to the entire organization.

Why rely on SharePoint for your intranet?

You will find that SharePoint offers benefits to IT professionals, HR teams, communications managers, and end-users.

Below are the main reasons we believe the modernized version of SharePoint could be an effective corporate intranet solution for your business.

Microsoft 365 integrations

As previously mentioned, if you have already invested in Microsoft 365, it’s more likely that SharePoint could be suitable for your business. With SharePoint, users can edit documents in Word, integrate Yammer feeds, and access Microsoft Teams , among other things. It’s a terrific way to optimize your digital workplace experience and make the most of all Microsoft offers.

Information sharing

SharePoint supports internal communications, content management, document management, and permissions control. Documents can be shared with team members and edited simultaneously. With permissions, documents can also be restricted to specific users.

These features make SharePoint a centralized content repository and a single source of truth for company news and information.

If your organization is big on increasing its employee experience by promoting diversity, another great option is the ability to build a multilingual intranet .

Top-notch security

SharePoint hosts several security protocols that make it a safe solution for all. This includes multi-factor authentication and cloud storage (for SharePoint Online ).

Also, in SharePoint Online, security patches and updates are automatic, so everything is taken care of in a practical, timely manner.

Collaboration

SharePoint provides a range of collaboration features that make it easy for teams to work together on projects and documents. This includes tools like document libraries, lists, and calendars, which help to streamline collaboration and help SharePoint increase productivity .

Scalability

SharePoint is a robust platform that can scale to meet the needs of organizations of all sizes. This means it can grow and evolve with your business, providing the flexibility to adapt to new requirements.

Workflow Automation

SharePoint can be used to create custom workflows, which can help to automate and streamline business processes. This can help to improve efficiency and reduce errors.

Accessibility

SharePoint can be accessed from anywhere with an internet connection, which allows employees to work remotely and access important information and tools from anywhere.

Choices for SharePoint intranet solutions

If you build an intranet using SharePoint , you have three options available. You can create a basic SharePoint site with minimal customization or design a fully personalized intranet from scratch. Both options have limitations, so a SharePoint in-a-box might be your best bet if you want the best of both worlds.

Here are the three main solution choices:

SharePoint Intranet out-of-the-box

An out-of-the-box SharePoint solution is the most cost-effective for businesses, but it has no customizations. “Out-of-the-box” refers to SharePoint’s native features, everything that is available as standard. If you have a small organization and an IT professional that manages the day-to-day operations of your intranet site , this could be the best option for you.

SharePoint intranet in-a-box

A SharePoint intranet-in-a-box solution is ideal for mid to large companies that want to launch an intranet as quickly as possible without having a complete custom intranet. Unlike SharePoint out-of-the-box, this version includes ongoing support and expert help. You’ll be able to personalize and brand your intranet while benefiting from a quicker creation and deployment than a from-scratch intranet. Microsoft partners develop SharePoint in-a-box solutions, for example, Powell Software, so you benefit from Microsoft security and all the latest developments. You’ll also benefit from a mobile intranet app option.

Custom intranet

Your organization could also decide to build an intranet on SharePoint from scratch. You would need an experienced IT team to manage every project step. This version is the costliest and made for enterprise-level businesses.

Drawbacks of using a SharePoint Intranet

While many companies swear by SharePoint, some find it doesn’t match their needs. Below, we will look at common issues users face with native SharePoint.

Some teams find it costly.

Building an intranet with native SharePoint from scratch can be expensive and time-consuming. At the start of an intranet project, SharePoint appears as a cost-saving intranet solution when organizations have an Office 365 subscription. However, transforming SharePoint into a complete cms intranet portal requires IT skills and custom development.

In addition, ongoing maintenance of the platform can be costly as well. Initial software costs, ongoing licensing fees, and IT-related costs must be factored in.

Leveraging the power of an intranet-in-a-box solution can save weeks of work and cut costs with ready-to-use templates that can be deployed at scale.

Finding information is complex.

Small to mid-sized businesses often have the most trouble learning the ins and outs of SharePoint as it can be challenging to sift through. Some users find documents, data, and other information hard to find.

Even those who know how to use the search functions have found them overwhelming, with either too many results or search errors.

A solution, like Powell Intranet, improves SharePoint search, making finding information more accessible.

Lack of the right skillsets can make it challenging to implement

Customization and personalization in native SharePoint are complicated. Your native SharePoint intranet will retain the traditional look and feel without the proper skill set.

Users have several customization options with an intranet on SharePoint, like Powell Intranet. You can change your theme in just a few clicks and implement your company branding across sites.

Certain collaboration features are missing.

You’ll find that SharePoint does not have two main collaboration features: video calling and chat boxes. Moreover, team sites are categorized based on company departments, so communication can easily break down between groups.

Communication issues can be combatted by integrating Microsoft Teams into your intranet and vice versa. Both Powell Intranet and now native SharePoint make this possible.

How to measure the success of your SharePoint intranet

Once your intranet is up and running, you will want to prove your ROI quickly. Here are a few metrics to help you track success.

• Track usage statistics, such as the number of users, pages viewed, and time spent on the intranet.
• Monitor user satisfaction through surveys and feedback mechanisms.
• Measure the impact of the intranet on business metrics, such as productivity and collaboration.
• Monitor the intranet’s uptime and performance to ensure that it is functioning properly.
• Continuously review and improve the intranet based on the gathered data.

You might find that SharePoint alone is not enough to meet the various demands of your organization. That’s why using a 3 rd party intranet provider, for example Powell Intranet , could be a viable option to make the most out of your intranet solution. Not only can we help you repair gaps in collaboration abilities and skill sets, but have also proven effective in reducing the time IT teams spend constructing and maintaining their intranet.

Want to dive deep into what Powell Intranet can add on top of SharePoint? Read more about Powell Intranet vs. SharePoint .

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• All-in-One Guide to a Successful SharePoint Intranet

We provide a comprehensive overview of the most popular collaboration solution, with recommendations that will help you create a modern SharePoint intranet.

Intranets Are the Kings of Enterprise Collaboration

Answering two big whys, what is what in sharepoint intranets, building a modern sharepoint intranet, your sharepoint intranet can be intelligent, takeaways: ensuring a bright future for your intranet.

Corporate messengers, chats, forums, video conferencing tools—these solutions make daily enterprise communication easy, secure, and engaging. But what is the place of intranets among other collaboration technologies? Why organizations need them, and why does SharePoint stay a preferred intranet platform since the early 2000s?

Let’s find the answer to these questions.

According to the Enterprise Collaboration Market report by MarketsandMarkets, the global enterprise collaboration market is expected to grow from $34.57 billion in 2018 to $59.86 billion by 2023, at a CAGR of 11.6%. While these numbers include a large set of collaboration tools that organizations invest in, intranets will most likely be among the top expense items owing to their high adoption rates among all generational groups of employees.

At the same time, if you check the most popular intranet platforms, you will find that Microsoft SharePoint tops the competition. Since its first release in 2001, SharePoint has gone through many transformations that let the solution stay one of the most used collaboration solutions for almost 20 years.

But before we move on to the essential features of a modern intranet, let’s answer two questions that you might have after seeing these stats.

1. Why do companies need an intranet?

Even though there are so many different types of collaboration and communication solutions on the market, intranets offer one unique capability. They put all collaboration channels and activities together under the same digital roof. Such a collaborative synergy enables organizations to ensure information consistency and centralized knowledge distribution while supporting and a unified communication environment.

Key functions of a corporate intranet include:

• Unified multi-level communication
• Centralized access to enterprise content and knowledge
• Uniform workflow and content management
• Coordinated internal and external collaboration
• Secure device-agnostic workplace
• Integrated collaborative environment 

2. Why build an intranet on  SharePoint?

Today, organizations can choose among dozens of intranet solutions and platform. So why is SharePoint considered the leading one of them?

The greatest advantage of SharePoint is its adaptability. The platform comes with a large set of out-of-the-box features that can be extended with custom ones, which allows for creating a completely unique solution. Owing to its customization flexibility, a SharePoint intranet can become a comprehensive enterprise system that covers multiple functional areas.

As we have already mentioned, SharePoint has been on the market for almost 20 years. Obviously, during this time, the application has changed substantially. Logically, a SharePoint intranet created in 2019 would have huge functional advantages over a portal from the early 2000s. At the same time, considering the platform’s evolution, multiple releases of new SharePoint versions, and the arrival of the Microsoft collaboration suite, defining a SharePoint-based intranet is ridden with confusion.

A SharePoint intranet can have at least four different incarnations.

1. A SharePoint intranet as an on-premises solution is a corporate portal built on top of any version of SharePoint Server (2003, 2007, 2010, 2013, 2016, or 2019). Organizations deploy it using their own infrastructure and take full responsibility for their intranet customization, management, and support.

To implement a SharePoint intranet, companies have to purchases SharePoint Server licenses. Taking into consideration the hardware costs coupled with licenses and tuning spend, on-premises intranets aren’t cheap. This is the reason why SharePoint intranets have been the privilege of large enterprises for over a decade. Fortunately, things have changed with the arrival of the Microsoft cloud collaboration suite that made the following scenarios possible.

2. A stand-alone SharePoint Online (SPO) intranet is a portal based on the SharePoint cloud version. Microsoft owns the platform, which determines the scope of customizations that subscribers can apply to their intranets. Microsoft is also responsible for the solution’s performance, updates, and overall security.

3. A SharePoint Online intranet as part of Office 365 (O365) is often named an Office 365 intranet. In this case, SharePoint Online would still serve as the intranet core. At the same time, if an enterprise gets an Office 365 subscription, they get a chance to build a wider collaboration ecosystem where a SharePoint-based intranet is coupled with other tools such as Microsoft Teams, Yammer, Planner, Outlook Online, Sway, Stream, etc.

4. A SharePoint Online intranet as part of Microsoft 365 (M365) is also a SharePoint intranet. It comes as a default application in both Business and Enterprise plans, which offer a full pack of Office 365 capabilities, Windows 10 licenses, as well as security and device management tools. All in all, Microsoft 365 finally opened the SharePoint intranet capabilities to all businesses, including small ones.  

Whatever option you choose to develop a SharePoint intranet , you will have to adapt it to your specific corporate environment. SharePoint comes with so many features that it is impossible to offer a one-fits-all configuration for all intranets. It is still essential that any one of them include three main layers of employees’ activities:

• Individual work
• Team and cross-team collaboration
• Enterprise-wide collaboration

Even before deploying your intranet, it is reasonable to plan relevant features for each layer and then implement them in line with your actual organizational needs.

To help you understand which features form a solid SharePoint intranet, we will outline a must-have functional set for each of the above-mentioned layers. 

Individual Work

In all on-premises versions of SharePoint, you can find My Sites that offer capabilities for individual work. A default My Site is an employee’s personal area that shows information on this person and their core activities. Contact details and a short bio, a document storage, a personal blog, a newsfeed, and a task list are a few possible components of My Sites that can be tuned individually.

In Office 365, Delve takes the role of My Sites. The application summarizes user activities, contacts, and personal description in one place. Besides, Delve comes with the blog where employees can share insights and knowledge within their professional domain or particular area of interest.

We need to admit that SharePoint intranets often lack well-developed areas for individual work because organizations mostly focus on team collaboration features. What’s worse, nobody explains to employees that they can use SharePoint for their individual needs. As a result, an important piece of functionality lies idle while employees search for third-party tools to arrange their content and share their expertise. So if you are just planning a SharePoint intranet, put My Sites and Delve on your feature list.

Team and Cross-Team Collaboration

Collaboration has become synonymous with SharePoint because the platform offers plenty of features for daily work of in-house, remote, and mixed teams. The many types of sites form the collaboration core of SharePoint and serve as the basis of each SharePoint intranet.

Team sites are the heart of team collaboration in SharePoint and the feature that organizations customize in the first place. A team site is where teams can store their content, communicate, manage projects, share insights, and more. Modern team sites are easy to launch, and even users who don’t have any specific SharePoint knowledge can apply basic customizations to new sites.

If organizations need a more sophisticated SharePoint intranet design and features, they can go for additional tuning of their team sites. Both qualified in-house developers and professional SharePoint consultants can transform default sites into a fully-featured collaboration medium tailored to the needs of specific teams.

For example, if a team is mostly involved in project management, it can be reasonable to fine-tune out-of-the-box project management features, couple team sites with specialized project management solutions from the Microsoft stack, or integrate the intranet with third-party tools.

A site owner can manage access to the team site and all the content stored there. Thus, a team lead can share access to a team site with the team members regardless of their physical location, or provide limited access to particular pieces of content. The mobile SharePoint version as well as the dedicated mobile app ensure that teams use the same collaboration medium across devices and stay connected at all times.

Using communication sites , teams can focus more on visually compelling content and spread it among a large audience. Communication sites can become a great addition to team sites or a core tool for marketing, HR, sales, and knowledge management teams that focus on content management. Similar to team sites, communication sites are fully customizable so that it is not necessary to use default layouts offered by Microsoft.

Hub sites are yet another type of SharePoint sites and a possible component of a modern intranet that is currently available in SharePoint Online only. Think about hub sites as aggregators that bring together content from a variety of associated sites, both team and communication ones. 

Other types of sites that can become part of a SharePoint intranet are blogs , community sites , community portals , project sites , and enterprise wikis .

The key strength behind each type of SharePoint sites is that it can be adapted to the needs of teams from different industries and business domains. A construction team can be as successful in collaborating on a team site as a healthcare department or a group of independent lawyers.

To provide teams with other important collaboration features like live chats, video conferencing, and forums, SharePoint sites can be coupled with Microsoft Teams and Yammer.

Companies with Office 365 or Microsoft 365 subscriptions can extend their SharePoint intranets with a variety of apps that make part of the collaboration suites. For instance, project-driven teams can benefit from Planner or get an additional Project Online subscription to access the professional project management stack. Teams working with visual and media content can add Sway and Stream to their daily tools, while analytics-centric teams can leverage Power BI.

Enterprise Collaboration

Enterprise collaboration suggests that information should reach hundreds and thousands of employees easily. On a SharePoint intranet, a Home page usually takes the duty of a corporate herald. The Home page is a separate type of site that offers a variety of web parts that put together content and features from the entire intranet. The Home page welcomes employees and external users, that’s why organizations usually put substantial effort in tuning it in line with their corporate style and business domain. You can find thousands of SharePoint intranet examples with a unique design.

At the same time, the overall set of web parts stays similar across all home pages and include:

• News and events
• Media gallery
• Generally available documents
• Questionnaires, polls, and surveys
• Employee directory
• Quick links to internal SharePoint sites or third-party systems
• Intranet search
• Contact list
• Weather forecast
• Social features
• Knowledge base, and more

As every company might want to highlight particular aspects of their corporate processes, this list of web parts can look different. The above-mentioned components are the most used ones, and you can definitely start with them, moving on to your custom web parts.

Apart from being a collaborative tool, a SharePoint intranet can be a mighty business process automation solution owing to its native workflow management features. Although it could never replace designated ERP or CRM systems, if your enterprise deals with sales cycles, document management or HR-related workflows, those can be automated with SharePoint workflows or Microsoft Flow. The first option is available in all on-premises versions of the platform. Apart from out-of-the-box workflows, organizations can build their custom versions to cover more complex processes.

Workflow automation via Microsoft Flow is available to all Office 365 and Microsoft 365 users, and can also be integrated into SharePoint 2019 On-Premises if needed. The great advantage of Microsoft Flow is that it comes with a plethora of ready-to-use micro workflows that can cover multistage workflows if put together.

Today, the core mission of each corporate intranet is to bring necessary information to an employee as quickly as possible, help teams evolve, facilitate everyday activities, and make those engaging. To achieve all of these goals, organizations can use built-in intelligent features as well as extend their intranets through dedicated AI tools brought by Microsoft or other vendors.

Here are a few examples of AI applications in a SharePoint intranet:

• Intelligent search to facilitate content discovery and make it less dependent on typos, language variations, and vague intent in users’ queries.
• Image recognition enabled via Cognitive Services to easily extract metadata from images.
• Sentiment analysis of textual content to help departments handling both external and internal communications assess their effectiveness.

SharePoint Spaces should also be mentioned here. While the feature is still new, it leverages the power of mixed reality to transform the way organizations manage their typical processes. For instance, with SharePoint Spaces employees can become part of immersive onboarding, design, sales and marketing, and reporting, which is a huge step forward away from a standard SharePoint intranet.

Just having an intranet does not guarantee it will be a success in your enterprise. Apart from intranet development and customization, you have to consider other aspects that will determine the future of your corporate portal.

1. Think twice about the deployment model. There is a common misconception that cloud intranets are much cheaper than on-premises ones. That’s not true. Indeed, an on-premises intranet will require substantial investments at the implementation stage. As a reward, you become the sole owner of your solution and only you decide how to tailor it. If you run a cloud subscription, you can avoid a huge spend at the launch stage. However, monthly payments will snowball into an impressive bill in a few years following the deployment, and this bill will only keep on growing.

2. Prioritize user adoption. Many organizations that implement a SharePoint intranet put huge effort on their intranet customization but leave it unattended after the launch. This is a big mistake. Without properly encouraging user adoption, even the most fine-tuned intranet risks to stay unused. User training, presentations of new features, and regular feedback collection should be essential activities in the post-deployment period.

3. Protect the intranet on an ongoing basis. Intranets are very attractive for cybercriminals and malicious users as they often contain an impressive amount of sensitive data. Even if you run a SharePoint Online intranet, don’t think that Microsoft is the one to be solely responsible for the security of your solution. While the corporation ensures the overall stability and protection of their cloud platforms, it is up to you to implement necessary security controls, monitor intranet logs, and prevent data leaks.

4. Ensure your intranet is properly managed. If no one takes care of an intranet, it risks becoming messy and overloaded with unstructured or even useless content. It is important to have an intranet product owner who can control its overall performance and popularity. Additionally, a company can assign content managers who will keep their eyes on content-rich parts such as knowledge bases, corporate blogs, and generally available collaboration boards.

5. Do not ignore updates. It is important to refresh your intranet regularly. It is not about making huge customizations. Small tuning, design updates, and new web parts all work great to align intranets with employees’ needs. It goes without saying that system and security updates should be applied timely to guarantee proper performance and protection of intranets.

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How to embed PowerPoint Slide in SharePoint

This SharePoint tutorial explains, how to embed a PowerPoint slide to SharePoint 2019 and to SharePoint Online. In the same way, also we can embed PowerPoint slide in SharePoint 2013/2016/2019. You will learn, how to embed PowerPoint in sharepoint .

Here we will embed the PowerPoint slide in both SharePoint classic page and modern pages.

Table of Contents

Embed PowerPoint in SharePoint

Let us see step by step, how to embed PowerPoint in sharepoint .

Step 1: Create a PowerPoint in your local computer or Office online.

Step 2: Create a document library in SharePoint .

Step 3: Upload that PPT file inside this document library.

Step 4 : Next open the PPT file and go to the share option to generate the Embed code. Please look into the screenshot below.

Step 5: Copy the embed code and paste it inside in your SharePoint page. You can also set the dimensions of the slide.

Step 6: Create a SharePoint classic page and Edit the page and click on Embed on top of the page. Next paste the same embed code.

You can also copy the code from here.

Step 7: Once you click on Insert and save the page, the slide will be appear in your SharePoint page.

Embed PowerPoint presentation in SharePoint Online modern site

Step 8: We can also use the same embed code in SharePoint modern experience.

Step 9: Click on the Embed, Next copy and paste the same code. next slide will appear in your modern page in SharePoint.

We can also integrate the same embed code inside a list in the modern view in SharePoint.

I hope this SharePoint tutorial explains, how to embed PowerPoint presentations in SharePoint online /2013/2016/2019. We can embed PowerPoint slides in SharePoint classic and modern pages. I hope now you got an idea on embed PowerPoint in sharepoint.

You may like the following SharePoint tutorials:

• How to embed Power bi report in PowerApps portal
• How to work with Power Apps Barcode Reader Control
• HTML text control in Power Apps

Rajkiran is currently working as a SharePoint Consultant in India . Rajkiran having 7+ years of experience in Microsoft Technologies such as SharePoint 2019/2016/2013/2010, MOSS 2007,WSS 3.0, Migration, Asp.Net, C#.Net, Sql Server, Ajax, jQuery etc.He is C#Corner MVP (2 Times).

Hi, how would you find the embed code to use for a Modern List? Thanks!

Hi, it should be possible to embed a specific slide (e.g. slide 8) in a deck. But how? Any light? Thanks.

If you use a file viewer web part on a modern page you can select the slide number to start from. Works on 2019 and SPO.

Hi, is there a way to remove/hide the border and the bottom slide navigation arrows and just show the actual slide content?

Yes. You can do it by using custom css.

Hi Can you let me know how to do that Custom css?

Rajkiran, you have no idea how long I searched until I found your solution to my embedding problem. Thank you so much for helping me make my blog easier for my readers to use!

Thanks for the lovely comment. Keep reading my article.. I am always here to help .

Hi Rajkiran,

I haven’t had any problems with embedding the PowerPoint into a SharePoint page however I’d actually like it to run and loop continuously as it does normally. I’ve found that animations work on each slide but it doesn’t transition from one page to next, as it would normally if viewing it in PowerPoint view, nor does it loop at the end of the show.

I don’t really wish to save it as a video as that functionality has been disabled at work for space saving purposes. Any ideas at all?

Best, Trevor

Thanks , tried this but my pp does not automatically play when i embed it into SharePoint

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How to Embed/ Display a PPT on SharePoint Intranet Site

I am trying to embed a ppt viewer into our company's internal shared site where internal users can easily view my team's software documentation. The company is fairly large, so we are trying to make it look very professional for when other teams visit my team's page for software documentation. I saw on a completely unrelated website their document viewer and I want to display our documents in a similar type of box.

Below is a screen shot of the document viewer that I want it to look like (identifying information blocked out). The document viewer option that comes standard with the SharePoint does not have the side panel that offers a glance to the other pages like this one does. I see similar document viewers on other websites as well, so I know it can be done!

My questions are: Is it possible to embed a similar style of view into my own SharePoint using the "document viewer" web part in the SharePoint or will I need to use some other method? Also, is there a name for the goal style of document viewer?

• sharepoint-online
• modern-experience

You can use the File viewer web part in SharePoint online to display the files on page. But, there is no way to show the side panel using this web part.

Workaround :

As a workaround you can use the Embed web part in SharePoint.

You can use the iframe code like below to embed the PPT in view mode on your page.

You can adjust the width & height of the iframe as per your requirements.

You can get the PPT URL to put in src attribute of above code by following below steps:

Go to SharePoint document library where you have uploaded the PPT

Click on the PPT name & it will open the file in new browser tab

Copy the URL of file up to sourcedoc query parameter like below:

Append &action=view to the copied URL & add it to the src attribute.

Add embed web part on a page & paste the iframe code in it.

• Thanks Ganesh! I converted my PPT to a PDF and used your method. It is so close to perfect! I re-posted this question but asking about PDFs in this thread: sharepoint.stackexchange.com/questions/293883/… –  Klaws Commented May 24, 2021 at 20:32
• Please Upvote and accept it as an answer if it helped you in any way and I will look into your new question. –  Ganesh Sanap - MVP Commented May 25, 2021 at 3:21

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Sharepoint Intranet Design - PowerPoint PPT Presentation

Sharepoint Intranet Design

Hello-intranet supports design and branding your sharepoint intranet to make it an extension of your company’s brand. contact us for more info – powerpoint ppt presentation.

• Hello-intranet offers you customized Microsoft and Sharepoint intranet templates that can bridge the communication gap between employees and promote creativity at the same time.
• Edmonton, AB T5J 3S4, Canada
• 1-800-767-1125
• hi_at_hello-intranet.com
• https//hello-intranet.com/

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About the Developers

PowerShow.com is brought to you by  CrystalGraphics , the award-winning developer and market-leading publisher of rich-media enhancement products for presentations. Our product offerings include millions of PowerPoint templates, diagrams, animated 3D characters and more.

SharePoint Online vs. SharePoint Embedded: Which to Choose?

The recent introduction of SharePoint Embedded has expanded the range of possibilities for businesses seeking to address their challenges. A key decision now facing many organizations is whether to leverage SharePoint Online or SharePoint Embedded. Given their similarities, particularly SharePoint Embedded's foundation on the SharePoint Online file model, a comprehensive understanding of both platforms is crucial for making an informed choice.

To aid in this decision-making process, this article will examine four critical factors to consider when selecting between SharePoint Online and SharePoint Embedded. We will delve into the implications of licensing, content placement, performance, and user interface (UI) in detail.

Intranet from the Trenches is a reader-supported publication. To receive new posts and support my work, consider becoming a free or paid subscriber.

When Licensing Matters

Understanding the licensing models of SharePoint Online and SharePoint Embedded is crucial when deciding which platform best suits your organization's needs.

SharePoint Online operates on a traditional licensing model, requiring a specific license to be assigned to each individual user accessing the platform. This approach aligns with the familiar Microsoft 365 licensing structure where users are granted access to a suite of applications based on their assigned license.

Conversely, SharePoint Embedded adopts a pay-as-you-go (PAYG) model, eliminating the need for individual or collective user licenses. Instead, organizations are charged based on their consumption of storage, API calls, and data transfer. This model can be particularly advantageous for organizations with fluctuating user numbers or those looking to control costs more precisely.

By carefully considering the licensing implications, organizations can make an informed decision about whether SharePoint Online or SharePoint Embedded aligns better with their specific requirements and budgetary constraints.

When Content Location Is Relevant

The location of the content is another critical factor to consider when choosing between SharePoint Online and SharePoint Embedded.

SharePoint Online confines content within the boundaries of a specific tenant. This means that all data resides within the same organizational environment. Consequently, ownership of content typically rests with the tenant's administrators.

In contrast, SharePoint Embedded offers greater flexibility in content placement. Content can be located across multiple tenants, allowing for a more distributed approach to data management. This characteristic empowers organizations to establish diverse ownership models, where content ownership can be shared among different tenants.

Understanding the implications of content location and ownership is essential for determining how well each platform aligns with your organization's specific content management needs.

When Performance Is Relevant

Performance is a critical consideration when selecting between SharePoint Online and SharePoint Embedded.

SharePoint Embedded has been specifically designed with performance in mind. Its headless API architecture, built upon the foundation of SharePoint Online features, offers a streamlined approach that can result in faster load times and improved responsiveness compared to traditional SharePoint Online environments.

Furthermore, SharePoint Embedded's container structure is notably simpler than the library structure found in SharePoint Online. This simplified architecture can contribute to enhanced performance, particularly when dealing with large volumes of data or complex operations.

By prioritizing performance, SharePoint Embedded can be an attractive option for applications demanding high speed and efficiency.

When UI Is Relevant

The user interface (UI) is another critical aspect to consider when choosing between SharePoint Online and SharePoint Embedded.

SharePoint Online provides a pre-built UI that enables users to interact with content and perform various tasks. While this out-of-the-box experience offers convenience, it also limits customization options. While it's possible to customize the UI to a certain extent, the underlying structure remains relatively fixed.

Both SharePoint Online and SharePoint Embedded offer an API layer that allows third-party applications to interact with platform functionalities. This API layer provides developers with the flexibility to build custom integrations and solutions.

However, when it comes to the end-user experience, SharePoint Embedded takes a fundamentally different approach. As it lacks a built-in UI, organizations must develop a custom interface to enable users to interact with the content stored on the platform. This approach offers unparalleled flexibility in terms of design and user experience but requires additional development effort.

Ultimately, the choice between SharePoint Online and SharePoint Embedded will depend on the level of UI customization required and the resources available for custom development.

The decision to choose between SharePoint Online and SharePoint Embedded hinges on a careful evaluation of several key factors. This article has explored four critical areas: licensing, content location, performance, and user interface.

Licensing models differ significantly between the two platforms, with SharePoint Online requiring individual user licenses and SharePoint Embedded operating on a pay-as-you-go basis.

Content location is another important consideration. SharePoint Online confines content to a single tenant, while SharePoint Embedded offers greater flexibility with multi-tenant options.

Performance is a key advantage of SharePoint Embedded, thanks to its headless API architecture and simplified container structure.

Finally, the user interface presents distinct approaches. SharePoint Online provides a pre-built UI with limited customization, while SharePoint Embedded requires custom UI development.

By carefully considering these factors in the context of your organization's specific needs, you can make an informed decision about which platform best aligns with your goals and objectives.

SharePoint Embedded billing: https://learn.microsoft.com/en-us/sharepoint/dev/embedded/concepts/admin-exp/billing/billing

SharePoint Embedded Billing Meters: https://learn.microsoft.com/en-us/sharepoint/dev/embedded/concepts/admin-exp/billing/meters

Getting to know SharePoint Embedded: https://intranetfromthetrenches.substack.com/p/getting-to-know-sharepoint-embedded

Project Concepts Driven by the Influence of SharePoint Embedded: https://intranetfromthetrenches.substack.com/p/project-concepts-driven-by-sharepoint-embedded

A Comprehensive Guide to SharePoint Embedded Graph APIs: https://intranetfromthetrenches.substack.com/p/a-guide-to-sharepoint-embedded-api-methods

Two pink and blue books by Laika Notebooks from Unsplash: https://unsplash.com/es/fotos/dos-libros-rosas-y-azules-l24Db2ApdFM

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How to think about your intelligent intranet

• 12 contributors

These days, there's an abundance of discussions about best practices to modernize your intranet - designing an intranet the new way, in the “modern” way, in the intelligent way - and so on. There aren't many discussions about what modern means as a concept, how modern thinking relates to technology, and how to apply modern principals to your organization's intranet.

Use this guide to understand how to leverage SharePoint to meet your organization's needs through integrating modern concepts into the design of your intranet, portals, and sites.

What does intelligent mean?

In the modern world, the intranet should be the center of your workplace. An intelligent SharePoint intranet is engaging, informative, personalized, and integrated with the other portals and sites in your intranet as well as other Microsoft 365 apps like Microsoft Teams and Viva Engage. Modern intranets take many shapes and sizes depending on the ever-evolving needs of the business.

Hallmarks of what constitutes an intelligent intranet:

Rapid deployment : Adaptable designs can be built using out of the box pages and web parts and no longer solely depends on IT to deploy.

Built with the UX in mind : Accessible design principals are built into the modern experience enabling viewers to securely access the intranet on any device.

Personalized experience : Features like audience targeting, news, the Highlighted Content web part, and the My Feed web part make it easy to dynamically display personalized content.

Software as a service : Updates are automatic, ensuring you are using the latest technology.

Why invest in the modern approach?

Investing in the modern approach looks different depending on the condition of your current intranet but no matter the path it will require strategic planning and a team to implement changes. By spending resources modernizing your intranet now, you will enable your organization to move faster and more efficiently than before.

What makes modernizing your intranet worth the effort:

Move at the speed of your business : Display content dynamically using flexible designs that scale as your business grows.

Meet employees where they are : Target relevant content to specific viewers on any device.

Reduce the cost of technical resources : Security, permissions, sharing, and other governance components can be centrally managed across Microsoft 365 apps.

Improves the likelihood of intranet success : Viewers are more likely to use the intranet when content is relevant, easy to navigate, and mobile.

How to think about intelligent intranets

Secure and accessible.

Informs and engages

Builds community and culture

Creates and extends knowledge

Moving in the modern direction

Understand that your intranet is an ever-evolving component of your business that will need to grow and scale alongside your organization. Focus on incorporating modern changes that will have the greatest impact to your business first. Plan and schedule when changes will be incorporated and how you will track progress. Use site analytics to understand user behavior and collect feedback from users along the way.

Signals your intranet is moving in the modern direction:

• It's where you start your workday
• It's always with you
• Promotes collaboration
• It makes your job easier
• Everything is in one place

Signals your organization can benefit from modern:

• Currently sharing documents in shared folders on a server
• It's difficult to be productive on-the-go
• Your business is growing faster than you can keep up with
• Unmanageable volume of emails
• Your organization has offices in multiple locations

More modern resources

Modern inspiration in the SharePoint look book

Information architecture in modern SharePoint

Modernize your classic SharePoint sites

Modernize your classic SharePoint pages

SharePoint modernization scanner

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