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About this lesson
Create a subsite for 'Training Team 1' and add it to the top link bar.
Exercise files
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9.02 creating-a-subsite - Exercise.docx61.2 KB 9.02 creating-a-subsite - Exercise solution.docx
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Quick reference
Creating a Subsite
Create a subsite for the Sales Team from the top-level site.
When to use
Create a subsite whenever you want a mini-site, linked to from the top-level site that is independent in content and permissions.
Instructions
When a site is created in SharePoint it is referred to as a top-level site. For example, we have been working in the Microsoft 365 Rollout top-level site and within that site, we have all of our content.
Within that top-level site, we might decide to create subsites for each department. These act as mini-sites within the top-level site and contain all content related to each department. Subsites are based on the top-level site. They have independent permissions and content. The top-level site and the subsites are referred to as the site collection.
How companies manage subsites can differ. Some companies prefer the SharePoint admin to create the subsites within a top-level site whilst others prefer to outsource the creation and maintenance of the subsite to the individual teams or departments.
Creating a Subsite
- Click on Site Contents from the Quick Launch Menu.
- Click the Subsites tab.
- Click New.
- Select Subsite.
- Type a Name for the subsite, e.g. Sales Team.
- Type a Description (optional)
- Give the subsite an address.
- Add the subsite name into the blank box with no spaces.
- Select your language.
- Select a template: Team site (no Microsoft 365 groups).
- Define User Permissions for the subsite.
- Select Use same permissions as parent site.
- Choose No to Display the site on the Quick Launch of the parent site.
- Choose Yes to Display this site on the top link bar of the parent site.
- Choose Yes to Use the top link bar from the parent site.
- 00:03 When a site is first created, you get what we call a top level site.
- 00:09 So, we've been working in the Microsoft 365 rollout site,
- 00:12 we've been adding in lists and libraries and different pieces of content.
- 00:16 Now, all of that together is called the top level site.
- 00:21 Now, something else that we can do in SharePoint is we can create
- 00:24 subsites.
- 00:25 So for example, you might decide that within your top level site,
- 00:30 you want to create subsites for each department in the company.
- 00:35 And each of those subsites act as a mini site for that department and
- 00:40 contain all of the relevant content.
- 00:42 Now, subsites are based off of the parent site.
- 00:46 They are independent in permissions and content.
- 00:49 But the top level site and
- 00:51 all of its subsites together are called a site collection.
- 00:55 So in the next lesson, we're going to look at how you can create and
- 00:59 maintain a subsite.
- 01:01 Because the way that companies manage this can be very different.
- 01:06 Some companies like their Share Point admin or maybe their IT administrator
- 01:11 to be responsible for the creation of subsites within a top level site.
- 01:16 Whereas other companies like to distribute that work out to the heads of the team.
- 01:22 So different departments can essentially create and maintain their own sites.
- 01:27 So let's take a look at how we can create a subsite in SharePoint because it is
- 01:32 really simple.
- 01:33 Now, if you're busily looking around the page to see if you can find any kind of
- 01:37 link that mentions subsite, then you're going to be very disappointed.
- 01:42 Because subsites are kind of hidden away underneath site contents.
- 01:47 So, we're going to go over to the Quick Launch menu and
- 01:50 let's scroll down, find site contents and click to open.
- 01:54 And remember,
- 01:55 site contents is the page that shows all of the contents of your SharePoint sites.
- 02:01 Now, what you'll notice is that at the top here, currently I'm clicked on contents.
- 02:06 But I also have a link for subsites.
- 02:09 So, let's click on this, and as you would expect,
- 02:12 I have nothing in there because I haven't created any subsites yet.
- 02:17 But what I do have is a new button just above.
- 02:21 I can click the drop down and
- 02:23 I can choose if I want to create a list page document library app, or a subsite.
- 02:29 So let's select subsite, and now we can complete the template.
- 02:34 So we do need to give SharePoint a little bit of information with regards to
- 02:39 the settings of our subsite.
- 02:41 So, the first thing we need to do is give our subsite a name.
- 02:45 So I'm going to have this displaying on the homepage, it's going to be a link.
- 02:49 When we click on it, it's going to take us off to this different page that
- 02:53 displays content specific to the team or department.
- 02:57 So, let's make this a link to the sales team page.
- 03:02 So, I'm going to call this sales team.
- 03:04 I could type a description in there if I wanted to, I would advise you to do that.
- 03:10 I'm not going to do it just to save a little bit of time.
- 03:14 And then, underneath we need to give our subsite an address,
- 03:17 because subsites have their own unique and individual URL.
- 03:21 And the reason why this URL is useful is because if you ever want to direct
- 03:26 someone to your subsite, you can simply send them this link.
- 03:31 Now, I need to add the name of the subsite in this box on the end.
- 03:35 So, I'm going to say sales team.
- 03:38 Now remember, very important, no spaces in your URL.
- 03:41 Let's move down and select our template.
- 03:45 So my language is okay, I want this in English.
- 03:47 If you need to change that then please feel free to select from the drop down.
- 03:51 Now, the templates I have underneath the collaboration tab,
- 03:56 I have a team site template.
- 03:58 And this one won't create any groups in Microsoft 365.
- 04:01 Now, if you're not familiar with groups,
- 04:04 they're basically something that's available in Microsoft
- 04:07 365 which allows you to collaborate with other team members.
- 04:12 Things like Office 365 groups are automatically created for you, for
- 04:16 example, when you create a team in Microsoft Teams.
- 04:18 Now, I don't want to go too far off down this tangent.
- 04:22 But just be aware that if you were to select this template,
- 04:26 it doesn't come with any Microsoft 365 groups.
- 04:29 I can choose to select a team site in the classic experience.
- 04:34 Remember, most of the time in this course, we have been using the modern experience,
- 04:38 or I can create a project site.
- 04:40 And this is really a site that's for collaborating and managing a project.
- 04:45 So, for this, I'm actually going to select the top one here, team site,
- 04:49 no Microsoft 365 group.
- 04:51 I can then define my permissions for this subsite.
- 04:55 So, this is going to be the site wide permissions for the subsite.
- 04:59 And for this one, I'm going to say use same permissions as the parent site.
- 05:04 So, it's going to take on the permissions of that top level site.
- 05:08 You could if you wanted to, use your own unique permissions.
- 05:12 And then finally, we're down to the last few sections, we have navigation.
- 05:16 Do I want to display this subsite on the quick launch of the parent site?
- 05:21 And do I want to display this site on the top link bar of the parent site?
- 05:25 Now in this case, I'm not going to add my subsite to the quick launch menu.
- 05:30 So I'm going to keep that on no, I am going to have it in the top link bar.
- 05:34 And then finally at the bottom, navigation inheritance,
- 05:38 do I want to use the top link bar from the parent site?
- 05:41 So, if I already have links running across the top on my top level site,
- 05:46 do I want to essentially pull that navigation bar through to my subsites?
- 05:50 And we don't actually have a top navigation menu.
- 05:55 But if I did, I would say yes.
- 05:56 And if I maybe plan to add one at a later stage,
- 05:59 I might want that to feed through to the subsite.
- 06:02 So I'm going to say yes, and then click on create.
- 06:04 So SharePoint is going to go away.
- 06:07 It does take a couple of seconds for it to set up the subsite.
- 06:10 But once it's done, you'll see it then takes you back to a page that looks very
- 06:15 similar to the page that we started on, right at the beginning of this course.
- 06:20 Because essentially, you have another blank brand new site for you to design and
- 06:24 add content to.
- 06:25 And you'll see here I'm getting a little helpful panel pop open at the side,
- 06:30 suggesting some next steps.
- 06:31 So it's saying I could upload some files or maybe I might want to post some news.
- 06:36 Now, I'm going to close down this page.
- 06:38 If you look up at the URL, you can see there is the direct link to this subsite,
- 06:43 which I could then copy and
- 06:44 paste into an email if I wanted to direct someone straight to here.
- 06:48 So now, let's just jump back to our main site.
- 06:53 So, we're going to go back to Microsoft 365 rollouts.
- 06:55 And take a look at the top here because I chose to add the link to the subsite in
- 07:00 the top navigation bar.
- 07:01 You can see it sitting right at the top here.
- 07:04 And if I click it, it links me through to the subsite and
- 07:09 I can start to add content and design my page.
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