SharePoint Team Site vs Communication Site (Differences)

Last Updated on May 20, 2024

Not sure how these sites differ?

In this guide, let’s talk about the differences between team sites and communication sites in SharePoint and their key features.

Let’s get started.

What are SharePoint team sites?

SharePoint team sites are collaborative platforms designed to facilitate teamwork and project management.

These sites provide a centralized space for team members to:

• Share documents
• Manage tasks
• Collaborate in real-time

This type of site is ideal for groups working together on projects as there are tools and features for productivity.

👉 Related: SharePoint 101: Types of Sites in SharePoint Online

As for how they’re used, they’re typically linked to a specific project or department so the collaboration is focused.

There are also customizable templates and permission-based access so team sites can be made according to unique needs.

Team Site Key Features

SharePoint team sites are packed with a lot of features designed to streamline collaboration and project management.

Here are some of those key features:

1. Shared documents and lists

You can use team sites as a centralized repository for all your team’s documents and lists.

With documents and lists, all the users on site have access to the most up-to-date information and can even collaborate in real time.

There’s also a version control feature so that team members can track changes and maintain a document history.

Similarly, co-authoring capabilities can enable multiple users to work on the same document simultaneously.

👉 Related: How SharePoint Co-authoring Works and Fixing Common Problems

2. Integration with Microsoft Teams

Some users consider the seamless integration of SharePoint with Microsoft Teams one of the most powerful aspects.

This almost perfect integration allows team members to:

• Share files
• Manage tasks
• Communicate directly from the Teams interface

Users can take advantage of a workspace that combines file management, communication, and collaboration tools in one place.

👉 Related: How to Bring Intranet Into Microsoft Teams: Feature Guide

3. Permission-Based Access

Team sites provide robust permission-based access controls where administrators can define who can view, edit, etc.

SharePoint has this feature — but with team sites, all the users (except for site owners and admins) start with the same access.

From there, a site owner and admin can then easily change the permission of each user and/or group on the site.

These granular permission settings ensure that sensitive information is protected and only accessible to authorized users.

👉 Related: How to Create a SharePoint Custom Permission Level (Guide)

4. Customizable templates

The different team sites you create likely have different purposes and requirements.

Fortunately, different pre-configured layouts and components can used in team sites for various reasons.

Like I always say, if there’s a template for what you want to do, better start there to save time and resources.

Customizable templates help teams set up their site quickly with the right tools and structure (instead of starting from scratch).

👉 Related: Using Site Templates in SharePoint Online: Beginner’s Guide

What are SharePoint communication sites?

Communication sites are designed to broadcast information to a broad audience within an organization.

Unlike team sites, which focus on collaboration, communication sites are for disseminating news, updates, and resources.

Communication sites are perfect for:

• Company-wide updates
• Departmental announcements
• Any scenario where the primary goal is to inform and engage years

They’re ideal for when you need to share important information or content that doesn’t require extensive collaboration.

Because of their purpose, these sites are built to be visually appealing and user-friendly, often featuring rich, dynamic content.

That’s by design so they’re effective in capturing attention and delivering messages in an engaging manner.

👉 Related: SharePoint Communication Site: The Beginner’s Guide

Communication Site Key Features

Here are some of the key features of communication sites:

1. Visually appealing templates

As I explained earlier, communication sites come with a variety of visually appealing templates designed to captivate the audience.

These templates allow you to create dynamic and engaging pages that can feature rich media content like images and videos.

You can see that the design options don’t only make your site look professional but also make it easier to convey information.

2. Mobile-friendly design

Communication sites are optimized for mobile devices so your content still looks good on smartphones and tablets.

Like this:

You can see that it still preserves the theme design.

This mobile-friendly design guarantees that users can stay informed and up-to-date with the latest announcements.

Well, regardless of their location or device. 💪

👉 Related: Online SharePoint Modern Experience: Introductory Guide

3. Limited user interaction

While these sites are excellent for sharing information, they’re designed with limited user interaction in mind.

Unlike team sites, which are collaboration-centric, communication sites focus on disseminating information only.

This makes them ideal for one-way communication scenarios like internal newsletters and resource hubs.

4. Built-in analytics

Although this is true of modern site collections nowadays, this feature is vital in communication sites.

There’s now a built-in analytics (gear icon> site usage) that provides insights into site usage and engagement.

It looks like this:

These analytics tools allow you to track metrics such as:

• Page view
• User engagement
• Content popularity

All these will help you refine your communication strategies and ensure your messages reach and resonate with your audience.

👉 Related: How to Check Your SharePoint Online Usage Report (Guide)

When is the best time to create team sites?

Team sites are ideal when collaboration, project management, and departmental information sharing are priorities.

Here are some specific situations:

1. Team collaboration on projects

Team site collection provides the perfect environment when your team is working on a project that requires:

• Frequent communication
• Document sharing
• Task management

It allows team members to collaborate in real time and make sure everyone has access to the latest documents.

Features like shared document libraries and integrated task lists help streamline workflows and improve overall efficiency.

2. Departmental information sharing

A team site is also an excellent solution for departments that need a centralized place to share information and resources.

It allows departments to:

• Organize documents
• Manage tasks
• Share important announcements with team members

This is particularly useful for HR, marketing, and IT departments, where information needs to be readily available.

3. Task management and tracking

A team site offers the necessary tools if your team needs to manage and track tasks effectively.

Teams can plan, assign, and monitor tasks efficiently with the following features:

• Built-in task lists
• Calendars
• Kanban boards

These features help ensure that deadlines are met, responsibilities are clear, and progress is visible to members.

When is the best time to create communication sites?

Communication sites are ideal in situations where you need to broadcast information to a wide audience.

Here are some specific scenarios:

1. Company-wide announcements

This type of site is perfect when you need to disseminate important company-wide announcements, updates, or news.

It ensures that all employees, regardless of their department or location, receive the same information simultaneously.

Visually appealing templates and rich media capabilities highlight important messages and keep everyone informed.

2. Internal newsletters

If you regularly publish internal newsletters, a communication site provides an effective way to share these publications.

The site can serve as a central hub where employees can access current and past newsletters where news and updates are always available.

The mobile-friendly design of communication sites also ensures that newsletters can be easily read on any device.

3. Resource hubs and informational portals

It’s also an excellent choice when you need to create a central repository for important resources and informational content

This could include:

• HR policies
• Training materials
• Company guidelines

With these resources safely stored, all employees can easily find and access the information they need.

The built-in analytics can help you track which resources are most frequently accessed (unique viewers for documents).

4. Event announcements and recaps

A SharePoint communication site is a great way to announce upcoming events and share recaps.

You can use the site to provide details about:

• Event schedules
• Speakers
• Registration information

After the event, you can share highlights, photos, and videos to create a comprehensive record that employees can revisit.

Comparing Team Sites and Communication Sites

Team sites and communication sites serve different purposes within an organization.

When you understand their distinct features and capabilities, you will be able to choose the right type of site.

Here’s a quick comparison between the two:

Feature	Team Sites	Communication Sites
Primary Purpose	Collaboration and project management	Broadcasting information
User Experience	Focused on collaborative tools such as document libraries, task lists, shared calendars	Visually engaging templates designed for content presentation and ease of use
Accessibility and Permissions	Detailed permission-based access controls for viewing, editing, and sharing content	Broader access controls aimed at wide dissemination of information
Integration with Other Tools	Deep integration with Microsoft 365 tools such as Microsoft Teams, Outlook, Planner	Integration with Microsoft 365 tools focused on content distribution, like SharePoint News and Yammer
Analytics and Reporting	Tools for tracking team activities, managing tasks, and monitoring project progress	Built-in analytics for tracking user engagement and content performance
Content Management	Centralized storage for team documents and lists, with version control and co-authoring	Centralized platform for company-wide announcements, news, and informational content
Customization	Customizable templates to fit project or team-specific workflows and needs	Customizable, visually appealing templates to enhance content delivery
Interaction Level	High level of interaction and collaboration among team members	Limited user interaction, primarily focused on one-way communication
Ideal Use Cases	Team projects, departmental collaboration, task management, real-time document sharing	Company-wide announcements, internal newsletters, resource hubs, event updates
Mobile Access	Optimized for mobile devices to facilitate collaboration on the go	Mobile-friendly design ensuring accessibility of information on smartphones and tablets
Security and Compliance	Enhanced security features for protecting sensitive team information	Security features geared towards ensuring broad access while maintaining data integrity

Team sites are perfect for environments that require collaboration and project management.

On the other hand, communication sites excel when the primary goal is to broadcast information to a wide audience.

How to Choose the Right Site

As you know, what you choose must depend on your organization’s specific needs and goals.

There are various factors to consider like the purpose and goals, the audience size and interaction level, integration, etc.

When to choose a team site:

• Your team needs to collaborate closely on projects
• You require detailed task management and real-time document sharing
• You need to integrate closely with Microsoft 365 tools for day-to-date operations

When to choose a communication site:

• You need to disseminate information to a large audience
• Visual presentation and ease of access are priorities
• Interaction with the content is minimal (more on consumption)

Anyway, got any questions about team site vs communication site? Let me know.

For any business-related queries or concerns, contact me through the contact form. I always reply. 🙂