Join Gini von Courter for an in-depth discussion in this video Sites and site collections: The basics, part of SharePoint Online 2017: Beyond the Basics.
- [Instructor] Every single SharePoint site you work with is part of a larger Site Collection. A Site Collection is a container that holds other SharePoint sites. At the top of every Site Collection is a Main Site, often just called the Team site. And it's not unusual if there's very little content in that site, because it's primary purpose is to hold the entire site. The top level site, then has other sites that we refer to as Subsites. A second, third, a fourth, a fifth site. As many sites as we wish to create. In our Site Collection, we have the KinetEco Site.
And then a Site for Large Lists and Libraries, one for Modern Workflows, one called Mobilize, another Service, another called Wikis. And we will be creating yet more sites. Each of these sites can in turn, have it's own subsites. But there's only one Site Collection. And all of the other sites fall inside of it. But if you're part of a larger organization or an organization where there's a lot of delineation between different work groups, then your SharePoint Site, may actually have more than one Site Collection. And as users, we might want to understand why a site might have multiple Site Collections.
Your IT folks would configure Multiple Site Collections, if they realized that you have very different areas in your business and that those areas really don't overlap. For example, we have a Sales team, and they have a group of sites organized geographically. The folks in Manufacturing have a couple of sites as well. And then we have our Accounting group. But the folks from Sales don't spend time in the Manufacturing site, and the people from Accounting don't spend time in the Sales site. They're totally different areas of the business. And the way their sites are set up, it's not like they have no interaction or they never talk, because the people in Sales are selling things in the Manufacturing group.
And of course, the Accounting people are paying everybody and are collecting receivables from Sales, and are processing payables for materials that are used in Manufacturing. So of course, all of these folks want to talk to each other, but they don't share information on their sites, because their sites are not set up for that purpose. Each of these sites is set up to be used internally within a department. North American sales, another sales site. And they share some commonality on the general Sales site. However, they're individual geographic sites are for those areas.
It wouldn't be unusual for one of these different teams, to be setting up part of their site to be used by the other groups. It wouldn't be unusual for the Accounting group, for example, to have a process for adding new vendors. And that process might be used by Manufacturing or even by Sales. So it's helpful if they have part their site available, but that doesn't necessarily mean they would be in the same collections. There's a real win if we put these in different Site Collections. First, we can have dedicated settings.
Settings that are focused on Sales. Settings that are focused on Manufacturing. We can have Dedicated reporting rather than getting reporting that crosses all these departments, we can get reporting that focuses on sales. Reporting that focuses on accounting. We can distribute the administrative tasks if we have three different Site Collections, we can have three different site administration groups. Or three different site administrators. That allows us to spread the work around, rather than having one person in charge of everything. And finally, remember that whenever we create new sites, each site can inherit some permissions from the site above.
Therefore, I can set Security in such a way that it reflects the needs of that particular portion of the organization. And it increases the odds that I'll be able to inherit permissions from one level to the next. If all of these sites are in one Site Collection, then I'll have much more complexity at the higher level of my site, because those top level sites, need to meet the needs of more and more people. More and more groups. Whereas sites can be created by lots of different people, in an organization, creating a new Site Collection is the domain of a SharePoint administrator, or a SharePoint farm administrator.
Whether your organization has one Site Collection or many, every single site belongs to a Site Collection.
- Custom lists
- Advanced settings
- Creating a mobile app
- Building team sites
- Adding app parts and web parts to pages
- Adjusting permissions
- Customizing search
- Compliance management
- Creating custom content type
- SharePoint workflows
- Power BI