Home » Our Blog » What’s the difference between a site and subsite in SharePoint?

What’s the difference between a site and subsite in SharePoint?

Susan Carlow

I often get asked this question, although it’s usually framed more like this: “when should I set up a site instead of a subsite?” or “Isn’t everything a site, anyway?” or “why should I care whether my site is a subsite or not?”  The first thing to note is there is only one top level (root) site in SharePoint – that’s the Home site.
Because SharePoint is hierarchical, every other site is a subsite of that original Home site.  Of course, your Developer or Administrator could shuffle the display of your Home site and set up the navigation so that users always land on a page or site that is anything but the top level site.  Just remember that underneath the hood SharePoint always has a top level site, and most Admins tend leave this as the Home landing site.  So that means every site that’s not Home on your SharePoint is in fact a subsite.

Does this matter?  Well, not really – only if you care about the permissions, navigation and access to your site.  Generally, end users don’t care whether they’re working on a site or a subsite, or a sub sub subsite (yes, there is such a thing) – they just click on what they need to work in, and all that matters to them is that the navigation to get there makes logical sense.  And to that purpose, many of us that work in SharePoint as developers and admins refer to all sites as ‘sites’, subsite or not.

Site (and subsite) Hierarchy

To the Management team, or to your SharePoint Administrator, the hierarchy of sites is more important because it enables segregation of data and information, which sets up the navigation for end users, and it also allows them to segregate sites using permissions to manage access.

It’s useful to note that you don’t have to set permissions for every sub site that you create, just the segregation alone will help users to navigate and find the information they need.

Typical SharePoint Site Hierarchy

The example below shows hierarchy based on roles and departments in a typical organisation.  The 3rd level subsites (such as Admin, Finance, H&S Committee) may have some permissions set to ensure employees can (and can’t) access the right information.  The 4th level of subsites (AP, AR, Personnel, Recruitment) would very likely be locked down so only relevant staff can access them.

SharePoint site hierarchyFinance may remain an open site where any employee can visit to find key forms and templates like an expense form, but only the Accounts Payable and Accounts Receivable teams can access their respective sites.

HR would likely remain an open site where any employee can view a calendar of upcoming events like the social club outing, or what date payday falls on, as well as other relevant HR info like policies and staff induction.  But the subsite Personnel would no doubt be locked down so only HR team members (and possibly Management) can access the confidential information stored in there.  However, perhaps Recruitment has more relaxed access, so that supervisors and middle management can easily access guides to interviewing, applicant forms and any other pertinent content related to new hires for the organisation.

Home Site should be accessible to all users

When I develop SharePoint sites for my clients, I always ensure Home site is an open site where all users can quickly find the stuff they need to perform their everyday tasks, as well as links to less commonly accessed info like templates, company policies and useful resources.

Regardless of how your SharePoint site hierarchy is set up, you can always create quick links to key information on the Home page, and I recommend you do.  In my example, IT Support is a 3rd level subsite, but ensure you consider how a user thinks and works – it’d be sensible to provide some quick links to the Support phone line or email, and a link to the help desk log a job system on the Home page.  This avoids users having to click through the Technology department site to get to the info they need on the spot.

For information on how we can help you with SharePoint training and intranet development please contact us.  We also offer training in Microsoft Office, Office 365 and OneNote. 

Susan Carlow

Susan is a dedicated and energetic IT professional with over 25 years experience working with world-class IT systems, methodologies and organisations and over 20 years of experience in training and development.

She has the knack of relating to users, easily translating techie-speak and complex system processes into real-life terms to ensure learners ‘get it’.  She specialises in identifying your business issues and any barriers that stop users from getting what they need from their technology.

Over the years, Susan has worked with renowned companies such as DHL, British Airways, Sky City, Vector, Auckland Council and Beca – designing and delivering quality learning solutions, increasing user productivity and helping them to reach their business goals.Susan is a certified Microsoft® Office Specialist specialising in OneNote, Office 365, Lync (Skype for Business) and SharePoint.  She offers training, design and development services for all versions of SharePoint server, as well as cloud SharePoint – the online offering in Office 365.

If you enjoyed this you may also enjoy...

4 things I really love about SharePoint

There’s a ton of things I really like about SharePoint, as well as a couple of things I don’t like so much – but I want to share with you the things I’ve noticed that I use over and over, so here are the 4 coolest features in SharePoint Online that I would go so

​Read More

The importance of fresh content on your SharePoint intranet

The old adage ‘content is king’ originated from an essay written by Bill Gates in 1996 and is specific to the content found on websites and company intranet pages. Users rely on visual clues to confirm that they’re in the right place and viewing content that’s relevant to them. If your intranet (or public website)

​Read More

Benefits of using Calendars in SharePoint

I do a lot of demos of SharePoint and I often notice that it takes a wee while for people to understand the benefit of a team calendar. Once they understand that calendars in SharePoint are for groups and teams, rather than the individual calendar you use in Outlook or your mail client, there’s an

​Read More

Yellow Message Bar in SharePoint Permissions

It’s quite likely that at some stage you’ll come across a yellow message bar in SharePoint that attempts to notify you when individual or unique permissions have been made at a file or item level.  This Microsoft article explains what the messages mean.

​Read More

If I’m already using OneDrive, why use SharePoint?

If I’m already using OneDrive, why use SharePoint? The simplest answer to this is that you’ve probably already paid for it, and why pay for something that you don’t use? Most of the Office 365 business subscriptions include SharePoint, but I often see clients struggling to manage their organisation files in OneDrive for Business as

​Read More