Building an Intranet on SharePoint: Unlocking the Power of SharePoint Intranets

In this article, we’ll explore what a SharePoint intranet is, why it’s a game-changer for today’s businesses, and how to build a modern SharePoint intranet that supports internal communication, collaboration, and enterprise-wide governance. You’ll also see real-world SharePoint intranet examples and learn where the platform excels—and where it may fall short without additional solutions.

→ For a full comparison of your intranet requirements and SharePoint, download the free guide: Comparing Your Intranet Requirements with Microsoft 365, SharePoint, and Viva Connections »

A SharePoint-based intranet is a secure, centralized digital workspace built on Microsoft SharePoint. It acts as the hub for internal communication, collaboration, and knowledge sharing across the organization. SharePoint intranets allow employees to access resources, share documents, work on projects, and stay informed—all within a familiar Microsoft 365 environment.

In today’s hybrid and remote work environment, a well-designed intranet is essential for connecting employees across locations. Building an intranet on SharePoint helps organizations create a digital headquarters that fosters collaboration, transparency, and a sense of belonging. It’s the glue that ties people, content, and tools together—wherever work happens.

SharePoint has become one of the most widely used platforms for building corporate intranets. As part of Microsoft 365, SharePoint intranets integrate seamlessly with tools like Teams, OneDrive, and Outlook. Many organizations choose SharePoint when building an enterprise intranet due to its deep Microsoft 365 integration and scalability.

SharePoint intranets are deeply embedded in the Microsoft 365 ecosystem. They support a wide range of intranet capabilities—from publishing news to managing documents to powering collaboration. When building an intranet on SharePoint, businesses benefit from tight Microsoft 365 integration, ensuring a unified digital workplace experience.

Let's explore some key features and solutions that SharePoint offers for creating tailored intranet portals:

SharePoint enables organizations to create and publish dynamic and engaging web content with ease. With its intuitive web publishing tools, users can create, manage, and publish intranet pages, news articles, and announcements using customizable templates and rich media content. This allows organizations to communicate important information effectively and engage employees with visually appealing and interactive content.

One of SharePoint's core strengths is its powerful document management capabilities. Organizations can leverage SharePoint as a centralized document repository, allowing users to store, organize, and share documents securely. With features such as version control, metadata tagging, and document co-authoring, SharePoint streamlines document management processes and ensures that employees have access to the latest and most relevant information.

SharePoint's team sites provide dedicated spaces for teams to collaborate, share information, and manage projects effectively. Team sites offer customizable features such as document libraries, task lists, calendars, and discussion boards, allowing teams to organize and track their work seamlessly. Integration with Microsoft Teams further enhances collaboration by providing a unified experience for chat, meetings, and document collaboration within SharePoint team sites.

SharePoint communication sites serve as the hub for organizational news, announcements, and important updates. These sites offer modern and visually appealing templates that allow organizations to create engaging and interactive communication portals. With features such as audience targeting, analytics, and mobile responsiveness, communication sites enable organizations to effectively communicate with employees across all levels and locations.

SharePoint integrates seamlessly with Microsoft Teams, the hub for teamwork in Microsoft 365. This integration allows users to access SharePoint content directly within the Teams interface, enabling teams to collaborate on documents, access shared resources, and stay updated on important news and announcements without leaving the Teams environment. By bringing together the capabilities of SharePoint and Teams, organizations can streamline communication, enhance collaboration, and foster a more connected and productive digital workplace.

SharePoint also integrates seamlessly with Outlook, Microsoft's email and calendar application. Users can easily share documents, attach files from SharePoint libraries, and collaborate on projects directly from their Outlook inbox. This integration simplifies document management and enhances productivity by allowing users to access SharePoint content within the familiar Outlook interface, streamlining workflows and reducing the need to switch between applications.

Furthermore, SharePoint seamlessly integrates with OneDrive, Microsoft's cloud storage solution. Users can sync SharePoint document libraries with their OneDrive accounts, enabling easy access to files and documents from any device. This integration ensures that users have access to the latest and most up-to-date information, whether they are working remotely or in the office. By combining the power of SharePoint and OneDrive, organizations can improve document management, enhance collaboration, and empower employees to work more efficiently. 

The potential benefits of implementing a SharePoint intranet are numerous. 

(1) Improve Communication: It enhances communication by providing a centralized platform for sharing information, announcements, and updates in real-time. This helps break down silos, improve transparency, and ensure that everyone has access to the latest information.

(2) Seamless workflows: SharePoint intranets streamline workflows by automating repetitive tasks, simplifying document management, and enabling seamless collaboration among team members. Features like document version control, co-authoring, and integration with Microsoft Office apps enhance productivity and efficiency, saving time and reducing manual effort.

(3) Drive Productivity: SharePoint intranets empower employees to be more productive by providing easy access to relevant resources, documents, and tools they need to perform their jobs effectively. Whether it's accessing training materials, submitting expense reports, or collaborating on projects, employees can find everything they need within a few clicks, eliminating frustration and boosting morale.

To illustrate the versatility and power of SharePoint intranet, let's explore some real-world examples of successful implementations across diverse industries using an Omnia- and SharePoint intranet. 

WWF significantly improved internal communication and knowledge sharing by leveraging SharePoint's team sites, document libraries, and announcements. This enabled a more informed and connected workforce. Read more about the case study.

NCC Property Development, a thriving business unit in the NCC Group, streamlined project management and collaboration by utilizing SharePoint's task lists, calendars, and tight integration with Microsoft Teams. This facilitated better coordination and efficiency among project teams. Read more about the case study.

Global fintech leader, Finastra, enhanced employee engagement and culture through SharePoint's social features. This fostered a more vibrant and cohesive organizational culture. Read more about the case study.

While Microsoft 365 and SharePoint offer robust intranet solutions, large enterprises with complex content needs, diverse user groups, and strict branding requirements may encounter limitations. Managing and distributing personalized news, delivering precise audience targeting, and ensuring a cohesive brand experience can be challenging within SharePoint’s standard capabilities. 

As your SharePoint intranet or Microsoft 365-based intranet grows, maintaining intuitive navigation, customized search, and seamless mobile access becomes increasingly critical. Additionally, organizations requiring fully branded, scalable solutions may find SharePoint’s design flexibility restrictive.

These are not niche challenges but fundamental needs for a modern enterprise intranet, requiring enhanced functionality beyond SharePoint’s native offerings. Download this document if you want to compare your intranet requirements with Microsoft 365 and SharePoint.

Some of the most important learnings from this article are:

(1) SharePoint intranets, powered by Microsoft SharePoint, serve as centralized hubs for internal communication, content management, and collaboration.

(2) Integration with Microsoft 365 applications such as Teams, Outlook, and OneDrive amplifies SharePoint's capabilities, ensuring a seamless digital workplace experience.

(3) Tailored features including web publishing, document management, team sites, and communication sites empower organizations to customize intranet portals to their specific needs.

(4) By enhancing communication, streamlining workflows, and empowering employees, SharePoint intranets unlock numerous benefits, ultimately boosting efficiency and morale within businesses.

(5) There are areas where Microsoft 365 and SharePoint alone may not be enough for building an effective enterprise intranet. Read more in this blog post.

Businesses are encouraged to explore the versatility of SharePoint intranets and seek expert guidance for successful implementation, unlocking the full potential of modern, efficient intranet portals that drive success in today's competitive landscape. 

Before you decide on a platform for your next intranet you of course need to compare its capabilities to your business needs. Download this document for support in analyzing how your requirements can be met by Microsoft 365, SharePoint, and Viva Connections: Comparing your intranet requirements with Microsoft 365, SharePoint, and Viva Connections.