Share Point: site set up types - Teams site Vs Communication site

Maria 40 Reputation points
2026-03-19T11:53:29.1633333+00:00

I have two Share Point sites which I need to lock down access to. I have files on both sites that are for information and collaboration. Which set up should I opt for and why? Teams or Communication?

Microsoft 365 and Office | SharePoint | For business | Other
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  1. Alex Vargas 65 Reputation points
    2026-10-08T08:20:20.6966667+00:00

    Mistakenly posted here - where is the delete post button, Microsoft?

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  2. Liora D 18,935 Reputation points Microsoft External Staff Moderator
    2026-03-19T13:25:24.41+00:00

    Dear @Maria,

    After researching and reviewing Microsoft’s recommended SharePoint site design and governance best practices, thank you for your question. This is a very common and important decision when setting up SharePoint sites, especially when access control is a key requirement.

    Although both are SharePoint sites, they are designed for different purposes:

    1. A Teams site (Team site connected to Microsoft Teams) is built for active collaboration. It is intended for a group of people who regularly work together on documents, co‑author files, and communicate frequently. Membership is tied to the Microsoft 365 Group (and often a Team), so when users are added or removed from the Team, their access to the site changes automatically.
    2. A Communication site is designed for sharing information to a broader audience with controlled editing. Typically, only a small number of owners can edit content, while most users have read‑only access. Communication sites are not connected to Teams and are commonly used for reference content, policies, procedures, and information hubs.

    Microsoft explains this distinction clearly here: Team Site vs. Communication Site: Which one should I choose?

    Because your primary requirement is to lock down access, a Communication site is the better default choice. It allows you to Keep editing rights limited to a small group, Grant read‑only access to a wider audience, Maintain stable permissions that don’t change based on Teams membership

    This makes it much easier to govern access to information and reference documents while still allowing controlled collaboration by site owners.

    A Teams site should only be used if the files are part of ongoing, day‑to‑day collaboration where multiple users need to actively edit content and where dynamic membership is expected.

    Many organizations use both site types together:

    • Communication site for finalized, authoritative, or informational content
    • Teams site for working files and active collaboration

    This separation helps avoid permission sprawl and keeps access management simple and predictable.

    For more detailed guidance, you may find these resources helpful: Overview of SharePoint governance

    I hope this helps you make a clear decision. If you run into any issues while trying the steps, or if something still doesn’t feel quite right, please don’t hesitate to reach out again. I’ll do my best to support you however I can.  

    Looking forward to hearing back from you with any updates or additional details. 

    Warm regards, 

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".    

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  3. AI answer

    2026-03-19T11:53:49.2633333+00:00

    Use a team site when the primary need is collaboration (many people creating/editing files together) and access is limited to a defined group. Use a communication site when the primary need is to broadcast information (few authors, many readers) to a broader audience.

    From the description:

    • Both sites contain files “for information and collaboration,” and both need to be locked down.
    • Locking down access (restricting who can see or edit) can be done on either type via permissions; the choice is about how the site will mainly be used.

    Guidance:

    • If the main use is working together on documents, tasks, lists, and project content, and most members should be able to contribute, choose a Team site. Team sites are designed for collaboration and typically limit information to team members and specific stakeholders.
    • If the main use is publishing information (news, reports, status, policies) where only a small set of owners edit and a larger audience just consumes the content, choose a Communication site.

    Since both “information” and “collaboration” are required and you want locked-down access, a Team site is generally the better default, because:

    • It is optimized for collaboration scenarios.
    • Permissions can still be configured so only specific people or groups can access or edit.

    If one of the sites is primarily for publishing read-only information to a broader audience (with only a few editors), that specific site would be better as a Communication site, while the more collaborative one should be a Team site.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

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