How to Restrict Users from Creating Sites on the SharePoint Start Page in 7 Simple Steps
How to Restrict Users from Creating Sites on the SharePoint Start Page in 7 Simple Steps
Introduction:
SharePoint is a powerful collaboration and content management platform that supports teamwork and easy document sharing. However, unlimited site configuration can lead to site sprawl, governance issues, and data clutter. Without proper controls, your SharePoint environment can become cluttered, making it harder to manage resources effectively.
Restricting users from creating SharePoint sites directly from the start page is essential to ensure proper governance, maintain an organized structure, and reduce administrative burdens. In this blog, we’ll explore how you can implement these restrictions in seven simple steps.
Step 1: Understand SharePoint Site Creation Permissions
Before applying any restrictions on site creation in SharePoint, it is important to understand exactly how site creation permission works in the Microsoft 365 ecosystem This base of knowledge ensures that you the changes align with your organization’s operational, security, and governance goals.
Default Site Creation Behaviour in SharePoint:
By default, all users of Microsoft 365 license can create SharePoint sites. These sites may include:
- Team Sites (Connected to Microsoft 365 Groups):
These are designed for team collaboration and include integration with services like Microsoft Teams, Planner, and Outlook. Each team site typically comes with its own document library, calendar, and task lists.
- Communication Sites (Standalone Sites):
These sites are meant for broader information sharing, like company news or announcements. They are not tied to a Microsoft 365 Group but still offer robust content management features.
Potential Issues with Unrestricted Site Creation:
While enabling site creation by all users promotes autonomy and encourages collaboration, it can lead to significant challenges if left unchecked:
- Site Sprawl:
Users may create unnecessary or duplicate sites, leading to a cluttered environment that becomes difficult to manage. For example, multiple teams might create their own versions of a “Project A” site, leading to confusion and duplication of effort. - Governance Breakdown:
Without control over site creation, ensuring consistency in naming conventions, metadata, permissions, and compliance becomes a challenge. - Storage Costs:
Each site consumes storage in your SharePoint environment. Unchecked growth can result in exceeding allocated quotas, leading to additional costs. - Security Risks:
Websites created without proper maintenance may have inappropriate permissions, and sensitive data will be inadvertently uploaded to unauthorized users. - Load Storage:
IT administrators can find it difficult to manage an overload of websites, many of which may become ineffective or irrelevant over time.
Key Components of Site Creation Permissions:
To effectively manage site creation, it’s essential to understand the key components involved:
1. Global Permissions:
SharePoint permissions are tied to roles defined in Microsoft 365, such as Global Admin, SharePoint Admin, and Site Owners.
- Global Admins: Have unrestricted access to all settings, including overriding site creation permissions.
- SharePoint Admins: Can configure site settings and enforce governance policies but may not have access to every site unless explicitly granted.
- Site Owners: Control permissions within individual sites and may invite users or grant them access.
2. Group-Connected Sites:
Sites connected to Microsoft 365 Groups automatically inherit the permissions of the group. This means that users with access to the group can access the connected SharePoint site without additional configuration.
3. External Sharing:
If site creation is unrestricted, users may inadvertently create sites that allow external sharing, increasing the risk of sensitive data being exposed outside the organization.
Why Understanding Permissions is Important:
- Customizing Restrictions:
Different teams or departments may have varying requirements for site creation. Understanding permissions allows you to tailor restrictions to meet these needs without hindering productivity.
- Balancing Autonomy and Control:
You want to empower users to collaborate effectively while maintaining oversight. A clear understanding of permissions helps you strike this balance.
- Aligning with Governance Policies:
Organizations often have governance frameworks that dictate how sites should be managed. Proper permission settings ensure compliance with these guidelines.
Step 2: Login to the Microsoft 365 Admin Center
The Microsoft 365 Admin Centre is your central location to manage SharePoint configuration and manage site creation rights. Here’s how you can get started:
- Login: Log in to the Microsoft 365 Admin Center using your global administrator credentials.
- Go to SharePoint Settings: From the left-hand menu, go to Settings > Org Settings. Locate and select SharePoint from the available services.
- Explore Site Creation Options: Within the SharePoint settings, find the Site Creation section to view the current policies.
The Admin Center provides a user-friendly interface for managing high-level settings, ensuring that administrators can implement changes efficiently.
Step 3: Configure Site Creation Settings
Within the SharePoint settings, you can restrict who can create sites by fine-tuning the options under the Site Creation section. Here’s how to proceed:
Steps to Configure:
- Locate the Site Creation option and click Edit to modify the settings.
- Choose Who can create Microsoft 365 Group-connected sites. You can specify a security group or exclude certain users from site creation privileges.
- Save the changes to enforce the new restrictions.
Best Practices for Configuration:
- Assign Permissions to Security Groups: Limit site creation privileges to designated roles, such as team leaders or IT admins.
- Predefined Templates: Use templates for sites to standardize structure, metadata, and permissions across your organization.
- Review Regularly: Regularly audit your site creation policies to ensure compliance with changing organizational needs.
Step 4: Use PowerShell for Advanced Controls
While the Microsoft 365 Admin Center offers a straightforward way to restrict site creation, PowerShell provides more granular control for advanced configurations. With PowerShell, you can enforce policies at a deeper level and automate administrative tasks.
Steps to Use PowerShell:
1.Install the SharePoint Online Management Shell: If you do not have an installation, download it from the Microsoft website.
2. Connect to SharePoint Online: Use the following command to connect:
PowerShell Script:
Connect-SPOService -Url https://yourtenant-admin.sharepoint.com
3. Restrict Site Creation: Run this command to assign site creation rights to a specific security group:
PowerShell Script:
Set-SPOSiteCreationProperties -CreateGroupConnectedSitesAllowedGroup “Your-Security-Group-Name”
4. Verify Settings: Double-check your settings to ensure they align with your intended policy.
Advantages of PowerShell:
- Enables bulk updates to permissions.
- Automates repetitive tasks, saving time for admins.
- Provides greater flexibility for configuring advanced options not available in the Admin Centre.
Step 5: Leverage Azure Active Directory Group Policies
Microsoft Entra (formerly Azure Active Directory) allows you to manage users and groups more effectively. By integrating group policies with SharePoint, you can restrict site creation privileges to authorized users.
Steps to Configure in Azure Active Directory:
- Access Azure Active Directory: Navigate to the Microsoft Entra Admin Center.
- Create a Security Group: Create or identify a security group that includes only those users who need site creation privileges.
- Apply Policies: Link this group to SharePoint settings using PowerShell or the Admin canter.
Why Use Azure AD for SharePoint Governance?
- Centralized user management simplifies permission updates as team structures evolve.
- Ensures alignment between organizational policies and site creation settings.
- Enhances security by minimizing exposure to unauthorized users.
Step 6: Educate and Train Your Users
Restricting site creation without clear communication can frustrate users and lead to non-compliance. A well-informed team is essential for successful governance. Here’s how to educate your users:
Steps for User Education:
- Explain the Reason for Restrictions: Clearly communicate the need to control site creation to maintain organization and security.
- Provide Alternatives: Offer a structured process for users to request new sites through IT or a dedicated SharePoint administrator.
- Conduct Training Sessions: Host workshops or provide video tutorials to train users on SharePoint best practices.
Tools for Education:
- Use Microsoft Viva Learning to deliver SharePoint training content directly to users.
- Create a detailed FAQ document addressing common user questions.
- Set up a SharePoint governance guide accessible to all employees.
Step 7: Monitor and Audit Site Creation
Even with restrictions in place, continuous monitoring is critical to ensuring compliance. SharePoint offers built-in tools for auditing and monitoring, which help administrators track site creation activities.
Steps to Monitor and Audit:
- Enable Auditing: In the SharePoint Admin Centre, turn on auditing for site creation events.
- Analyse Reports: Use the Microsoft 365 Compliance canter or third-party tools like AvePoint to review activity logs.
- Take Action: Identify and address unauthorized attempts to create sites.
Benefits of Monitoring:
- Provides insights into user behaviour and site creation trends.
- Helps identify gaps in your governance strategy.
- Ensures adherence to organizational policies.
Why Restrict SharePoint Site Creation?
Restricting site creation is not about limiting user productivity but about ensuring a structured and secure SharePoint environment. Here are the key benefits:
- Improved Governance: Ensures compliance with organizational policies and standards.
- Reduced Clutter: Prevents site clutter and simplifies content management.
- Enhanced Security: Limits unauthorized access to sensitive data and resources.
- Optimized Resources: Reduces unnecessary storage consumption and costs.
Conclusion
Restricting users from creating SharePoint sites on the start page is a critical step toward better governance and organization. By following these seven steps—understanding permissions, using the Admin Centre, configuring settings, leveraging PowerShell, implementing Azure AD policies, educating users, and monitoring activities—you can establish a well-structured SharePoint environment that supports collaboration without compromising control.
Remember that effective governance is an ongoing process. Regularly review and update your policies to ensure they are aligned with the evolving needs of your organization. With a balance of flexibility and control, SharePoint can be a powerful tool for your team’s success.