This chapter covers SharePoint Communication Sites in Microsoft 365, focusing on their role as an intranet solution for broadcasting information to a broad audience. For the MS-900 exam, understanding the difference between Communication Sites and Team Sites is critical, as questions frequently test your ability to select the correct site type for a given scenario. Approximately 10-15% of exam questions touch on SharePoint and OneDrive capabilities, with Communication Sites being a key sub-topic. By the end of this chapter, you will understand the architecture, features, configuration, and exam-relevant details of Communication Sites.
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Think of a Communication Site like a corporate newsroom in a large office building. The newsroom is designed for one-way broadcasting: editors create content (announcements, reports, videos) and push it out to all employees via monitors, newsletters, or a central bulletin board. Employees can read, comment, or like the news, but they cannot edit the headlines or redesign the layout. The newsroom is separate from individual team workspaces (like Team Sites) where employees collaborate on projects. In the same way, a Communication Site in SharePoint is a publishing-centric site for broadcasting information to a wide audience. It is built on a scalable, responsive template with a focus on visual storytelling—large hero images, news feeds, and dynamic content. The site owner (newsroom manager) controls the layout, permissions, and content approval. Visitors (employees) consume content but do not contribute pages. The underlying architecture uses SharePoint's modern pages, web parts, and a content roll-up system that pulls news from multiple sources. Just as a newsroom uses wire services and RSS feeds, a Communication Site can aggregate content from other sites and even external sources via the SharePoint News connector. The newsroom analogy highlights the key distinction: Communication Sites are for broadcasting, not collaboration—they are the digital equivalent of a company-wide newsletter, not a team's whiteboard.
What is a SharePoint Communication Site?
A SharePoint Communication Site is a modern site template designed for publishing information to a wide audience, such as an entire organization or a large department. Unlike Team Sites, which are built for collaboration with document libraries, lists, and connected Microsoft 365 Groups, Communication Sites are read-centric. They are ideal for intranet portals, news hubs, announcements, and policy pages. The site is not associated with a Microsoft 365 Group, meaning it lacks a shared mailbox, calendar, and team conversation—features that are unnecessary for one-to-many broadcasting.
How Communication Sites Work Internally
Communication Sites are built on the SharePoint modern experience, which uses client-side rendering (JavaScript and HTML) instead of traditional server-side ASP.NET pages. The site structure is defined by a site template (e.g., "Topic," "Showcase," "Blank") that pre-configures page layouts and web parts. Under the hood, each Communication Site is a site collection in SharePoint Online, provisioned on a content database. The site collection has its own permission structure, storage quota (by default 25 TB per site collection), and resource usage limits. Pages are stored as modern page files in the Site Pages library, but they are rendered dynamically via the SharePoint Framework (SPFx). The site uses a content roll-up feature called "News" that aggregates posts from the current site and optionally from other sites via the News web part. The News web part queries the search index or uses the site feed to display recent articles, images, and metadata. The site also supports audience targeting, where content can be shown only to specific security groups, using SharePoint's built-in audience targeting engine.
Key Components and Defaults
Site Templates: There are three main templates: "Topic" (for broad information with a hero web part and news), "Showcase" (for highlighting a product or team with a visual layout), and "Blank" (for custom designs). Each template creates a site with a specific set of web parts and layouts.
Web Parts: Communication Sites include web parts like Hero, News, Events, Document Library, Image Gallery, and Yammer. The Hero web part displays up to 5 tiles with images and links. The News web part can display up to 10 articles per page and supports roll-up from multiple sites.
Permissions: By default, Communication Sites are created with "Everyone except external users" as the default visitors group, meaning all internal users can read content. Owners (site collection administrators) can change this to specific security groups. There is no default member group (since there is no Group), and owners can grant edit permissions to specific users.
Storage: Each site collection gets 25 TB of storage by default, but this is shared across all site collections in the tenant. The actual limit depends on the total tenant storage (calculated as 10 GB plus 10 GB per licensed user).
Navigation: Modern Communication Sites use a horizontal navigation bar (top navigation) and can include a hub navigation when associated with a hub site. The navigation is managed via the site settings or PowerShell.
Configuration and Verification
To create a Communication Site via the SharePoint admin center: 1. Go to Admin centers > SharePoint > Active sites > Create > Communication site. 2. Choose a template (Topic, Showcase, or Blank) and provide a site name, description, and primary admin. 3. Set the language and time zone. 4. Click Finish.
To verify the site type using PowerShell:
Connect-SPOService -Url https://<tenant>-admin.sharepoint.com
Get-SPOSite -Identity https://<tenant>.sharepoint.com/sites/MySite | Select Template, TemplateNameThe output will show TemplateName as SITEPAGEPUBLISHING#0 for Communication Sites, whereas Team Sites show GROUP#0.
Interaction with Related Technologies
Communication Sites integrate with Yammer by adding a Yammer web part for conversations. They can also embed Microsoft Stream videos, Power BI reports, and Forms. The site can be set as a hub site, which allows it to associate other sites and share navigation and branding. When a Communication Site is a hub, it can roll up news and events from associated sites. Additionally, the site can use content types and managed metadata for consistent tagging. Communication Sites do not have a connected Office 365 Group, so they lack the group's mailbox, calendar, and Planner tasks. This is a key differentiator from Team Sites.
Exam-Relevant Details
Communication Sites are NOT connected to a Microsoft 365 Group.
They are designed for one-to-many communication, not collaboration.
The default visitor permission is "Everyone except external users."
There are three templates: Topic, Showcase, and Blank.
The site template identifier is SITEPAGEPUBLISHING#0.
They can be associated with a hub site to aggregate content.
Audience targeting can be enabled to show content to specific groups.
The News web part can pull from multiple sites.
Storage is part of the tenant pool; no separate quota.
Communication Sites support modern pages and web parts only; classic features are not available by default.
Common Misconfigurations
Using a Communication Site when collaboration is needed (should use Team Site).
Not setting audience targeting, leading to information overload.
Associating too many sites to a hub, exceeding the 2,000 site limit per hub.
Forgetting to grant edit permissions to content authors, resulting in no one being able to update the site.
Plan the Site Structure
Determine the purpose and audience of the Communication Site. Choose a template: Topic for broad information, Showcase for visual storytelling, or Blank for full customization. Identify the primary site owner and content authors. Decide if the site will be a hub site or associated with an existing hub. Consider the navigation structure and whether to use audience targeting. This planning phase ensures the site aligns with business needs and avoids rework.
Provision the Site
Create the site via SharePoint admin center or PowerShell. When using the admin center, navigate to Active Sites, click Create, and select Communication site. Provide a name, URL, description, and primary admin. Choose the template and language. The site is provisioned within minutes. The system creates a new site collection with the template `SITEPAGEPUBLISHING#0`. The site URL is based on the name and tenant root. By default, all internal users can read the site.
Configure Permissions
After creation, verify and adjust permissions. By default, the site has two groups: Owners (full control) and Visitors (read). There is no Members group. To grant edit access, add users to a custom group or directly assign permissions. Use SharePoint groups or security groups. For sensitive content, remove the default visitors group and add specific groups. Use the People Picker to search for users or groups. Remember that Communication Sites do not have a connected Microsoft 365 Group, so no group-based membership is inherited.
Design Pages and Add Content
Create modern pages using the Site Pages library. Add web parts like Hero, News, Events, and Document Library. The Hero web part supports up to 5 tiles with images and links. The News web part can roll up news from the current site or from other sites (up to 10 articles per page). Use the image web part for high-resolution visuals. Pages are stored as .aspx files but rendered client-side. Publish pages to make them visible to visitors. Use versioning and approval workflows if needed.
Enable Hub Association (Optional)
To aggregate content across multiple sites, associate the Communication Site with a hub site. The hub site can be another Communication Site or Team Site. As a hub, it shares navigation and branding. News and events from associated sites can be rolled up. To register a site as a hub, use PowerShell: `Register-SPOHubSite -Site <SiteURL> -Principals <UserOrGroup>`. The hub can have up to 2,000 associated sites. This step is optional but powerful for enterprise intranets.
Scenario 1: Corporate Intranet Portal
A multinational company needs a central intranet to broadcast company-wide news, policies, and events to 50,000 employees. They deploy a Communication Site with the Topic template. The site is set as a hub site, and regional offices have their own Communication Sites associated as child sites. The News web part on the hub site rolls up news from all regional sites, providing a single source of truth. The site uses audience targeting to show HR policies only to HR staff and regional news only to employees in that region. The main challenge is managing the volume of news; they implement a content approval workflow to ensure quality. Performance is good, but they monitor page load times and use caching. Misconfiguration could occur if they accidentally set the site to private, blocking access to most employees. They also ensure the site is included in the search index so employees can find content via SharePoint search.
Scenario 2: Departmental Announcement Site
A large IT department uses a Communication Site to publish system updates, maintenance schedules, and security advisories. They use the Showcase template to feature key projects with large images. The site is not a hub; it is standalone. They grant edit permissions to the IT communications team. They integrate a Yammer web part for Q&A and a Power BI report showing system health. The site uses a custom theme that matches the corporate branding. One common issue is that users expect to comment or edit documents, but the site is read-only for visitors. The team educates users that this is a broadcast site. They also set up alerts for critical news. The site's storage usage is minimal since most content is pages and images, not documents.
Scenario 3: External Partner Portal
A company uses a Communication Site to share resources with external partners. They change the default visitors group to a specific external security group. They disable the default "Everyone except external users" group. They also enable external sharing on the site collection, allowing guest users to access the site. The site contains documents, but partners cannot edit—only view. The challenge is managing external user licenses and ensuring security. They use Azure AD conditional access policies to enforce MFA for external users. Misconfiguration could expose sensitive data if the site is accidentally made public. They regularly audit permissions and use SharePoint's sharing reports.
What MS-900 Tests on This Topic
The MS-900 exam objective 2.3 (M365 Productivity) includes understanding the differences between SharePoint site types. Specifically, you must know that Communication Sites are for broadcasting information to a broad audience and are not connected to a Microsoft 365 Group. Questions often present scenarios where you must choose the appropriate site type: Communication Site vs. Team Site. Additionally, you may be asked about default permissions, templates, and hub sites.
Common Wrong Answers and Why
"Communication Sites are connected to a Microsoft 365 Group." This is false. Team Sites are connected to a Group; Communication Sites are standalone. Candidates confuse the two because both are modern sites. Remember: if the scenario mentions a shared mailbox, calendar, or Planner, it must be a Team Site.
"Communication Sites are for collaboration." The exam tests the purpose. Collaboration (co-authoring, shared tasks) is for Team Sites. Communication Sites are read-centric. If the scenario involves editing documents together, choose Team Site.
"Communication Sites have a Members group by default." They only have Owners and Visitors. There is no Members group because there is no Group. Candidates assume all sites have three groups.
"The default template is Blank." There is no default template; you choose from Topic, Showcase, or Blank. The exam may list a template name, and you need to recognize it.
Specific Numbers and Terms
Template names: Topic, Showcase, Blank.
Template ID: SITEPAGEPUBLISHING#0.
Default visitors: Everyone except external users.
Hub site association limit: 2,000 sites.
Storage: Part of tenant pool (10 GB + 10 GB per user).
News web part: up to 10 articles per page.
Hero web part: up to 5 tiles.
Edge Cases and Exceptions
A Communication Site can be associated with a hub site, but it cannot be a hub if it is a Team Site (unless you change the template).
External sharing: Communication Sites support external sharing, but the default is internal only.
Modern Communication Sites cannot be converted to classic sites or vice versa.
Audience targeting is not enabled by default; it must be turned on in site settings.
How to Eliminate Wrong Answers
Focus on the purpose: Is the goal to broadcast or collaborate? If the scenario mentions a team working on documents, choose Team Site. If it's about publishing news to the company, choose Communication Site. Also, look for clues like "no need for a shared mailbox" or "one-way communication." If the question asks about permissions, remember: no Members group. If it asks about templates, know the three names. By understanding the underlying mechanism—that Communication Sites are site collections without a Group—you can eliminate answers that mention Groups, Teams, or collaborative features.
Communication Sites are for one-to-many communication, not collaboration.
They are not connected to a Microsoft 365 Group.
Default visitor permission is 'Everyone except external users'.
Three templates: Topic, Showcase, and Blank.
Site template ID is SITEPAGEPUBLISHING#0.
Can be associated with a hub site for content roll-up.
Hero web part supports up to 5 tiles; News web part up to 10 articles.
Storage is part of the tenant pool (10 GB + 10 GB per user).
Audience targeting can be enabled to show content to specific groups.
No direct conversion to/from Team Site.
These come up on the exam all the time. Here's how to tell them apart.
Communication Site
Designed for broadcasting information to a wide audience.
Not connected to a Microsoft 365 Group.
Default visitors: Everyone except external users.
Templates: Topic, Showcase, Blank.
No default Members group; permissions are manually assigned.
Team Site
Designed for collaboration within a team or project.
Connected to a Microsoft 365 Group (shared mailbox, calendar, Planner).
Default members: Group members; visitors must be added.
Template: Team site (modern or classic).
Has Owners, Members, and Visitors groups by default.
Mistake
Communication Sites require a Microsoft 365 Group.
Correct
Communication Sites are standalone site collections and are not connected to a Microsoft 365 Group. They do not have a Group mailbox, calendar, or Planner. Team Sites are the ones associated with Groups.
Mistake
Communication Sites are the same as Team Sites with different permissions.
Correct
They are fundamentally different. Team Sites are collaborative with document libraries and group membership. Communication Sites are publishing-focused and lack group features. The site templates and default visitors differ.
Mistake
You can convert a Communication Site to a Team Site easily.
Correct
No direct conversion exists. You would need to create a new Team Site and migrate content. The underlying site collection template is different: `SITEPAGEPUBLISHING#0` vs `GROUP#0`.
Mistake
Communication Sites cannot be used for external sharing.
Correct
They can, but external sharing must be enabled at the tenant and site collection level. By default, external sharing is disabled. You can grant access to external users by adding them as visitors.
Mistake
All Communication Sites have the same layout.
Correct
There are three templates: Topic, Showcase, and Blank. Each has a different initial set of web parts and layout. Topic has a hero and news; Showcase emphasizes images; Blank is empty.
Reveal each answer, then mark whether you got it right. Score 60%+ to unlock the next chapter.
A Communication Site is used to broadcast information to a large audience, such as an entire organization or department. It is ideal for intranet portals, news hubs, announcements, and policy pages. Unlike Team Sites, it is not designed for collaboration and does not have a connected Microsoft 365 Group. Users can read and comment, but not edit pages unless granted permissions.
No, a Communication Site is not connected to a Microsoft 365 Group. This means it lacks a shared mailbox, calendar, and Planner. Team Sites are the ones that have a Group. If you need a site with a Group, use a Team Site.
By default, the site has two groups: Owners (full control) and Visitors (read). The Visitors group is set to 'Everyone except external users', meaning all internal users can read the site. There is no Members group. To grant edit access, you must assign permissions to individual users or create a custom group.
Yes, a Communication Site can be registered as a hub site. This allows it to associate up to 2,000 other sites and share navigation and branding. News and events from associated sites can be rolled up on the hub site. To register, use PowerShell: Register-SPOHubSite.
You can create a Communication Site via the SharePoint admin center: go to Active Sites > Create > Communication site. Choose a template (Topic, Showcase, or Blank), provide a name and description, and set the primary admin. Alternatively, use PowerShell: New-SPOSite -Url <URL> -Template SITEPAGEPUBLISHING#0 -Owner <Owner>.
The Topic template is designed for broad information sharing, with a hero web part and news section. The Showcase template emphasizes visual storytelling with a large image and text overlay. The Blank template starts with no web parts, allowing full customization. Choose based on the desired layout and content type.
Yes, but external sharing must be enabled at the tenant and site collection level. By default, external sharing is disabled. Once enabled, you can add external users as visitors. They can view content but cannot edit unless granted edit permissions.
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