Purpose: Create a private SharePoint team site, add only authorized users, and store shared files in the site's Documents library. Use OneDrive only as a private drafting area.
Before You Begin
Plan the site
- Choose a clear site name.
- Identify the site's purpose.
- Decide who should manage, edit, or only view content.
Follow organization requirements
- Store only approved work content.
- Follow privacy, classification, security, and retention requirements.
- Contact AITC or your Microsoft 365 administrator if Create site is unavailable.
Recommended storage model
| Location | Use it for |
|---|---|
| OneDrive | Private drafts and working files that are not ready for the group. |
| Private SharePoint site | Shared files and resources that authorized staff need to view or maintain. |
1. Open SharePoint
1
Sign in to Microsoft 365. Use your organizational account.
2
Open the app launcher. Select the nine-dot App launcher.
3
Select SharePoint. If it is not displayed, select More apps or search for SharePoint.
2. Create the Private Team Site
1
Select Create site. On the SharePoint home page, start site creation.
2
Choose Team site. Use a Team site for collaboration with a defined group.
3
Enter a clear site name and description. Example: Department Resources.
4
Set Privacy to Private. Select Private - only members can access this site.
5
Select Create site. Add only the people already approved to access the site.
3. Assign the Correct Access
| Group | Access | Use for |
|---|---|---|
| Owners | Full Control | A small number of designated site administrators. |
| Members | Edit | Authorized staff who need to add, edit, organize, or remove content. |
| Visitors | Read | Authorized staff who should view content without changing it. |
- Open the site.
- Select Settings, then Site permissions.
- Add approved people to the group matching the access needed.
- Avoid adding broad groups unless specifically approved.
4. Organize the Documents Library
- Open Documents.
- Select New, then Folder.
- Create an approved structure, such as Shared Documents, Forms and Templates, and Reference Materials.
- Select Upload to add approved files or folders.
- Keep private drafts in OneDrive until they are ready for the authorized group.
Keep permissions manageable: Use site-level access whenever possible. Avoid unnecessary one-off file and folder permissions.
5. Verify Access Before Sharing
- ☐ The site is set to Private.
- ☐ Only approved users have access.
- ☐ Owners are limited to designated site administrators.
- ☐ Members are limited to staff who need to edit content.
- ☐ Visitors are used for approved view-only users.
- ☐ Final shared files are stored in the SharePoint Documents library.
- ☐ No unnecessary broad or anonymous links exist.
- ☐ The site follows organizational security, privacy, classification, and retention requirements.
Ongoing Maintenance
- Review site membership regularly and when responsibilities change.
- Remove access promptly when it is no longer required.
- Keep at least two approved site owners when organizational policy permits.
- Review individually shared files and folders for unnecessary direct access.
- Follow the approved retention schedule for content.
Remember: OneDrive = my private working files. SharePoint = our authorized shared files and resources.
Screen examples are annotated training illustrations. Exact labels and layouts may vary based on Microsoft updates and your organization's Microsoft 365 configuration.