The Nonprofit’s Guide to Setting Up Your First SharePoint Site (The Right Way)
If you’re part of a nonprofit organization leveraging Microsoft 365 Business Standard or Business Premium, you have access to SharePoint Online, one of the most powerful tools for collaboration and data management. However, getting started with SharePoint can feel a bit daunting, especially if you’re not tech-savvy.
But don’t worry—we’ve got you covered. This guide will walk you through what SharePoint is, why it’s beneficial for nonprofits, and the steps to set up your first SharePoint site with ease. By the end, you’ll have a functioning platform to simplify collaboration, streamline workflows, and manage resources more effectively.
What is SharePoint and Why is it Perfect for Nonprofits?
What is SharePoint?
SharePoint is a cloud-based collaboration platform integrated into Microsoft 365. It enables organizations to store, organize, share, and manage content from anywhere. Unlike basic file storage services such as Google Drive or Dropbox, SharePoint offers robust capabilities like intranet creation, workflow automation, and advanced permissions management.
Why Nonprofits Should Choose SharePoint
Nonprofits often operate with limited resources, yet must manage multiple stakeholders—from volunteers and employees to donors and board members. SharePoint empowers nonprofits to:
- Centralize data in one secure platform.
- Foster team collaboration with real-time document sharing.
- Automate manual tasks like approvals and workflows.
- Replace scattered tools with an all-in-one solution tied to other Microsoft 365 apps like Teams and Outlook.
Common Use Cases for Nonprofits
- Volunteer Coordination: Maintain schedules, training materials, and task assignments.
- Board Information Portals: Share calendars, meeting minutes, and critical documents.
- Grant Applications or Project Management: Collaborate seamlessly on proposals or events.
- HR Sites: Store policies, handbooks, and employee resources.
By using SharePoint, nonprofits can improve operations without needing a dedicated IT team.
Getting Started with SharePoint Online
To get started, you’ll first need access to your nonprofit’s Microsoft 365 account.
1. Access Microsoft 365
Sign in to your Microsoft 365 account at https://office.com. Click the “Waffle Menu” in the top left corner that shows all your apps.
2. Launch SharePoint
Select “SharePoint” from the app menu. If you don’t see it listed, click “All Apps,” and you’ll find SharePoint there. Once opened, this dashboard will serve as your hub for all SharePoint sites.
3. Bookmark the URL
Your SharePoint homepage is the starting point for all navigation. Bookmark the URL to access it quickly moving forward.
Navigating the SharePoint Admin Center
For nonprofit admins, the SharePoint Admin Center is the control panel for setting up and managing your organization’s SharePoint environment.
Accessing the SharePoint Admin Center
- Sign in at https://admin.microsoft.com .
- Expand the menu on the left and click “SharePoint” under the “Show all” options.
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Within the admin center, you can:
- Create new sites.
- Manage permissions and security.
- Adjust sharing settings.
- Access usage analytics.
What to Do If You’re Not an Admin
If you don’t have admin privileges:
- Request permission from your nonprofit’s global admin (usually the person who implemented Microsoft 365).
- Alternatively, set up an admin-only account for trusted users to manage settings separately from daily operations.
How to Create Your First SharePoint Site
Building your first SharePoint site is easier than you think. Follow these steps:
1. Navigate to “Create Site”
From your SharePoint homepage, click “Create Site.” You’ll be prompted to choose between two site types:
- Team Site: Designed for internal collaboration with a document library linked to Microsoft Teams.
- Communication Site: Best for sharing updates or broadcasting information.
2. Name Your Site
Choose a clear and descriptive name for your site. For example:
- “Volunteer Central”
- “Donor Relations Hub”
Avoid vague names like “Miscellaneous” to ensure users immediately understand the site’s purpose.
3. Set Permissions
Permissions control who can edit or view your site. Assign users or groups to specific roles:
- Owners: Full control of the site.
- Members: Edit and collaborate on content.
- Visitors: View-only access.
4. Design and Customize
Use SharePoint’s drag-and-drop layout to organize your site. Include sections like shared documents, announcements, or calendars. Utilize templates if available.
5. Publish and Share
Once your site is ready, publish it and share the link with your team or audience!
Pro Tips for SharePoint Success
Creating a functional SharePoint site is just the beginning. Here are some expert tips to maximize its impact:
Choose the Right Site Type
Determine the purpose of the site before creating it. Use team sites for collaboration and communication sites for sharing updates with broader audiences.
Stick to Simplified Naming Conventions
Consistency is key. For example, “Grant Proposals FY2024” is clearer than “Grants Drafts.”
Plan Before You Start
Sketch the site layout and define the content it will host. Having a blueprint saves time and avoids mid-project confusion.
Start Small
Begin with a single project or department. Once you’ve mastered the basics, you can expand to more complex site collections.
Set Clear Permissions
Be intentional with access control. Overly permissive settings can lead to security risks or accidental deletions.
A Wealth of Resources for Nonprofits
Microsoft offers various resources to help nonprofits make the most of SharePoint:
- Create a Site in SharePoint: Step-by-step instructions on building sites.
- Understanding Permissions: Learn all about managing user access responsibly.
- Microsoft 365 Nonprofit Portal Guide: A one-stop hub for nonprofit-specific resources, grants, and documentation.
Build a Stronger, More Connected Nonprofit with SharePoint
Setting up SharePoint doesn’t have to be technical or overwhelming. With a little planning and the tips included in this guide, you’ll build a powerful tool for your nonprofit’s operations. Whether it’s coordinating volunteers, organizing board materials, or streamlining HR functions, SharePoint can transform how your organization collaborates and communicates.
Want even more assistance setting up your nonprofit’s SharePoint site? Check out Microsoft’s Nonprofit Documentation Hub or speak to their support team for tailored advice.
