In today’s fast-paced workplace, a well-designed intranet isn’t just a “nice to have”; it’s a productivity booster, a culture-shaper, and a vital communication tool. As more organizations adopt Microsoft SharePoint for internal communication, collaboration, and knowledge sharing, the way you design your SharePoint intranet can make or break its effectiveness.

Below are transformative SharePoint intranet design tips that can elevate your intranet from “just another portal” to a powerful, intuitive, and user-friendly hub.

1. Use Hero Web Parts to Surface High-Priority News

The first thing users see when they open the intranet matters; that’s why Hero Web Parts deserve more respect than mere “decorative” images. Instead of treating them as flashy banners, think of them as your intranet’s front page: a place for real, high-impact communication.

• Announcements: company-wide updates, deadlines, new initiatives
• CEO or leadership messages: set tone and direction
• Alerts or urgent notices: e.g., department-specific emergency info
• Company vision/mission/values: especially useful for new hires
• Polls, feedback requests, idea submission links: when you need quick employee input
• Useful content during seasonal changes, e.g., weather advisories, especially in the rainy season or extreme heat
• Reminders: celebrations, compliance deadlines, events
• Background videos: brief clips about company culture, onboarding, brand story

By leveraging Hero Web Parts for purposeful and timely content, you make the home page of your intranet an important communication hub, not just a placeholder image.

2. Keep Navigation Simple and Clear

Your intranet may house tons of information documents, policies, apps, team pages, updates, and training materials, but users shouldn’t need a map to find anything.

• Use a mega-menu when you have many categories or sub links. It keeps navigation neat and avoids long dropdowns that break UX.
• Use user-friendly, consistent naming conventions for links. Avoid jargon or overly generic names like “Documents123” or “Misc.”
• Position navigation in a standard location, typically at the top. This aligns with common web and app UI/UX patterns, so users don’t have to hunt for the menu.
• Provide visual cues for states: default, hover, active/pressed. This helps users understand where they are in the site and what’s clickable.
• Double-check that each menu link points to the correct and relevant content. Dead or misdirected links are a sure way to frustrate users and lose trust.

Clear navigation in SharePoint is like giving every user a roadmap, helping them reach the information they need without confusion or wasted time.

3. Use White Space to Improve Readability.

An intranet often contains dense information articles, policies, tables, and links, which can easily overwhelm the user if not laid out thoughtfully. That’s where white space (or blank space) becomes one of your most powerful design tools.

• It prevents visual clutter, making content easier on the eyes and easier to digest.
• It helps structure content logically: grouping related items, separating distinct sections, and defining hierarchy.
• It improves readability and comprehension, reducing cognitive load on users.
• It gives breathing room, preventing users from feeling overwhelmed by too much information at once.

Rule of thumb: Don’t pack too many web parts onto one screen without spacing. Let content breathe. Use margins, padding, and blank space between rows and columns. A clean layout isn’t empty, it’s intentionally

designed to guide the user’s focus.

Explore the best SharePoint design examples

4. Add Personalization Where It Counts

In an age where personalization is the norm, on social media, news feeds, even entertainment, your intranet should follow suit. A one-size-fits-all intranet rarely fits anyone particularly well.

• News and announcements: showing updates relevant to a user’s department, role, or location. · Quick links: Role-aware quick links that provide instant access to essential tools and apps. (e.g. HR forms for employees, project dashboards for team leads)
• Documents and resources: presenting what’s most relevant to the user rather than everything at once
• Welcome messages: personalized greeting or onboarding guidance for new joiners
• Events, training, calendar items: targeted to relevant teams or user groups

By giving users a customized view, you reduce noise, improve efficiency, and make it easier for them to focus on what matters, without sifting through unrelated content. The result? A leaner, clearer, and more impactful intranet experience.

5. Hide Complexity with Collapsible Sections

Sometimes you do need to present lots of information tables, detailed FAQs, long articles, or rich text, but that doesn’t mean it all should blast onto the user’s screen at once. Instead, use collapsible sections often implemented via accordions, to make complex information more digestible.

• Use accordions to organize FAQs, long policy documents, or help guides.
• Group dense content tables, multi-section reports, or long lists under collapsible headers.
• Let users expand only what they need, reducing overwhelm and keeping the UI clean.
• Especially useful for SharePoint pages with mixed content types, text, images, links, and embedded content where collapsing extra layers can greatly simplify navigation.

Collapsible sections let you balance having all information available when needed, without burdening the user with complexity by default. You can explore this in more detail in our guide on how to use flexible sections in SharePoint pages to simplify complex page designs and improve usability.

6. Prioritize Responsive Designs

In 2026 the desk bound employee is the exception, not the rule. Whether it is frontline workers checking schedules or executives approving requests between meetings, your intranet must be responsive. Designing for responsive layouts is not just about shrinking the desktop view; it is about

prioritizing touch targets and vertical scrolling to ensure the site works flawlessly on tablets, laptops, and smartphones alike.

• Test page layouts on the SharePoint mobile app: Ensure columns stack correctly and do not break the reading flow.
• Prioritize vertical scrolling over horizontal: Horizontal scrolling is notoriously difficult on touch devices.
• Use larger touch targets: Buttons and links should be easily tapable without zooming in.
• Simplify the home page for smaller screens: Use the "Hide on mobile" feature for non-essential web parts that clutter the small screen.

7. Leverage "Section Backgrounds" for Visual Hierarchy

Monochromatic pages are functional but boring. SharePoint’s modern experience allows you to apply different background colors to specific page sections. This is a subtle but powerful way to break up long pages and signal a change in context to the user.

• Highlight key calls to action: Use a contrasting background color for sections containing critical buttons or forms.
• Separate content types: Use soft grey or brand tinted backgrounds to distinguish between "News" sections and "Resource" sections.
• Create visual rhythm: Alternating section colors prevents the "wall of text" fatigue and guides the eye down the page.
• Ensure contrast: Always verify that your text remains readable against the chosen background color (e.g. dark text on light backgrounds).

8. Standardize Your Page Templates

Inconsistency kills user confidence. If the HR page looks completely different from the IT page, users have to re-learn how to find information every time they switch departments. Creating and enforcing standard Page Templates ensures a cohesive experience across the entire intranet.

• Predefine web part placement: Decide where the "Contact Person," "Quick Links," and "News" web parts should always sit (typically the right-hand column).
• Save time for content creators: Authors can simply select a "New Policy Page" or "New Team Event" template rather than building from scratch.
• Maintain brand consistency: Ensure headers, banners, and footer information are uniform across all new pages.
• Reduce training requirements: When pages follow a pattern, users intuitively know where to look for specific data.

9. Utilizing "Button Web Parts" for Clear Calls to Action (CTA)

Hyperlinked text in the middle of a paragraph often gets missed. When you need a user to do something like "Submit Expense Report" or "Register for Training" use the Button Web Part. It acts as a visual signpost that stands out from the narrative text.

• Use descriptive labels: Instead of "Click Here," use specific action verbs like "Download 2026 Handbook" or "Access IT Helpdesk".
• Center align for impact: A centered button draws the eye immediately and implies a pause in the reading flow to take action.
• Consistent styling: Stick to one primary color for main actions and a secondary outline style for less critical links to avoid a "rainbow" effect.
• Place buttons strategically: distinct from the body text, usually after a brief explanation of why the user should click it.

Modern intranets have evolved far beyond static portals with simple pages and links. Today’s intranets function as dynamic digital workplaces offering personalized dashboards, intelligent content, integrations with business systems, and responsive user interfaces.

This evolution is powered by the SharePoint Framework (SPFx), which has become the foundation for building modern, scalable intranet solutions on SharePoint.

Let’s explore SPFx in a clear and practical way.

What is SPFx?

The SharePoint Framework (SPFx) is Microsoft’s recommended development model for creating custom solutions in Modern SharePoint. It enables developers to build rich, client-side experiences that run securely in the browser.

With SPFx, you can create:

• Client-side web parts
• Extensions such as:
  1. Application Customizers
  2. Field Customizers
  3. Command Sets

• Reusable UI components

All of this is achieved without deploying code to the server, ensuring better performance, security, and maintainability.

Core Tools Used in SPFx Development

1. Node.js & npm

SPFx is built on Node.js, and npm is used to manage dependencies and packages required for development.

Tip: Always use a Node.js version that is supported by your SPFx version to avoid compatibility issues.

2. Yeoman Generator

The SPFx Yeoman generator helps scaffold new projects quickly and consistently.

It creates:

• Standard project structure
• Build and configuration files
• Web part or extension templates

This ensures best practices are followed from the beginning of the project.

3. Gulp

Gulp is the task runner used in SPFx to automate development tasks such as:

• Building bundles
• Running the local workbench
• Packaging solutions for deployment

Commands you’ll use daily:

• gulp serve
• gulp bundle
• gulp package-solution

4. Code Editor

Most developers use Visual Studio Code for SPFx development due to its strong ecosystem and tooling support:

It provides excellent support for:

• TypeScript
• React
• SPFx debugging
• Extensions for linting and formatting

Developing a Hello World Web Part

In this scenario Let’s create a Hello world webpart with a Node.js version greater than 22.

Step 1: Create the Project

Run the following command:

yo @microsoft/sharepoint

Step 2: Provide Project Details

During setup, provide:

• Solution name
• Type of component (Web Part)
• Web part name
• Framework choice (e.g., React)

Step 3: Open the Project

Once the project is created, open it using Visual Studio Code.

Step 4: Understand the Project Structure

The generated project includes folders for:

• Web part source code
• Configuration files
• Build and packaging setup

Step 5: UI Entry Point

The .tsx file is the main file where all UI elements are rendered in the browser

Debugging the webpart

1. Run the following command to start debugging:

npm run start

2. This command starts the local server and provides a debug URL.

3. Append the debug URL to your SharePoint site URL.

4. You will be prompted to Load debug scripts confirm to proceed.

5. Edit the SharePoint page.

6. Add the web part to the page to view and test your changes.

Build and Package the Solution

1. Run the following command:

npm run build

2. This process generates a .sppkg file inside the sharepoint/solution folder.

Deploy to the App Catalog

1. Upload the .sppkg file to the SharePoint App Catalog.

2. Click Upload, select the package, and choose Deploy.

Add the App to a Site

1. Navigate to Settings → Add an app in your SharePoint site.

2. Locate the deployed solution.

3. Click Add to make the web part available on the site.

‍

Final Thoughts

SPFx bridges the gap between modern web development and enterprise intranet requirements. By leveraging familiar technologies such as React, TypeScript, and npm, developers can create powerful, secure, and scalable intranet solutions that integrate seamlessly with SharePoint. For organizations building or modernizing their intranet, SPFx is a critical and future-ready development framework.

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The SharePoint Framework (SPFx) has long been the backbone for building modern experiences in SharePoint and Teams development. Since its launch from 2017, developers have relied on the gulp-based toolchain to build, bundle and deploy their solutions.

In December 2025, Microsoft released the new release for the SPFx 1.22. This release entirely shifts from gulp-based toolchain to Heft.

Gulp based toolchain

From initial stage onwards (v1.o to v1.21) SharePoint framework depends on gulp-based toolchain. This system orchestrated tasks like compiling Typescript, bundling with webpack, and packaging solutions. Over the period, the gulp tasks changed to custom built for SPFx. This causes the below issues and problems,

• Outdated dependencies: The gulp-core-build stack was rarely updated, leading to frequent npm audit warnings and security concerns
• Limited Customization: Developers struggled to extend or modify the build process.
• Minimal maintenance: With little ongoing support, technical debt accumulated, making the toolchain fragile and harder to sustain.

Shifting to Heft

Heft is a config-driven build orchestrator developed as part of the Ruh Stack ecosystem. Unlike gulp, which helps developers writing custom JavaScript tasks to handle builds. Heft takes a standardized and declarative approach. It defines tasks through configuration files, making the build process more transparent, predictable and easier to extend.

Still Heft uses the webpack to handle bundling, manifest generation and localization. The Heft plugins ensure the compatibility with existing SPFx features. This helps developers to customize the webpack via Heft’s APIs or eject for full control.

Why the change matters?

Based on my thoughts, this change can reshape the SPFx development experience and it sets the stage to make the SPFx generator as open source in upcoming months. This change addressed the long-standing pain points and lays the foundation for a modern, scalable and developer-friendly ecosystem.

Reduce outdated dependencies

SPFx developers aware about the problem in getting audit warnings and errors by using gulp tasks. Because we depend on the gulp tasks and its outdated package. Heft is actively maintained, secure and aligned with the modern web standards =, reducing vulnerabilities and ensuring long-term stability.

Configuration driven builds

Developers frequently struggled with hidden “black box” build steps in gulp

Heft introduces a transparent, config-driven workflow with a plugin architecture, making customization cleaner and easier. This helps developers to extend builds without struggling on alternative way of creating custom JavaScript tasks.

Unified ecosystem

Based on the Microsoft documentation, the internal team from Microsoft already moved away from gulp a long back.

With Heft, both Microsoft and the developer community can now share the same toolchain. This update accelerates feature delivery and ensures improvements benefits equally.

Future Proofing

Heft is designed for scalability, supporting large projects and monorepos with ease.

Advanced features like incremental compilation, filesystem caching, and performance tracking make builds faster and more efficient.

This helps the SPFx for long-term growth and adaptability in modern development environments.

The Next Step

1. Install Node.js (Jod Version)

To begin setting up your development environment, install the Jod version of Node.js. This specific version is required for compatibility with the tools and libraries used in this workflow.

2. Install Required Global npm Packages

Next, install the following npm packages globally to ensure all necessary tooling is available:

• @rushstack/heft
• Yo
• @microsoft/generator-sharepoint

You can install all these packages at once by running the following command in your terminal:

npm install @rushstack/heft yo @microsoft/generator-sharepoint --global

3. Enable Trust Mode for Localhost Testing

To enable trust mode for localhost while in testing mode, use the following command:

heft trust-dev-cert

This will allow your development environment to run securely on your local machine.

4. Ready to Create SPFx Web Parts and Extensions

Once you have completed the above setup steps, you are ready to create SPFx web parts and extensions using Rush Stack.

Conclusion

Staying aligned with Microsoft standards is essential for modern SharePoint development. With the transition to the Rush Stack and Heft-based toolchain in SPFx 1.22, we’ve begun migrating our product and services projects to this new model to stay ahead of the roadmap. This shift has streamlined our SharePoint development process, reduced build and packaging time, and improved overall maintainability allowing us to deliver scalable, future-ready solutions more efficiently.

Digital collaboration has become a core requirement for modern workplaces but adopting it successfully takes more than enabling a tool. Organizations need a clear, phased approach to ensure productivity isn’t disrupted while employees transition to new ways of working.

This 7-step partner mini-guide outlines a proven onboarding framework to help organizations adopt Microsoft Teams smoothly, drive real user adoption, and achieve measurable business outcomes.

Why a Structured Microsoft Teams Adoption Plan Is Critical

Many organizations struggle with low engagement after deployment because Teams was rolled out without a clear strategy. A structured onboarding roadmap helps you:

• Align Teams with business goals
• Reduce resistance to change
• Improve employee productivity and collaboration
• Measure adoption and optimize continuously

Building an intranet is more than deploying technology it’s about creating a central digital hub that connects employees, accelerates communication, and supports business goals. Whether you’re starting from scratch or refreshing an existing system, a strategic and people-centered approach is critical to success.

An effective intranet enhances productivity, supports knowledge sharing, and anchors the digital workplace. It becomes the single trustworthy source where employees find information, connect with colleagues, and navigate daily tasks.

Why Your Organization Needs an Intranet

An intranet is a secure, internal platform that streamlines communication and collaboration across departments. It supports:

• Centralized content and resources
• Company news and announcements
• HR policies and employee services
• Knowledge bases and documentation
• Secure access to tools and data

By serving as an internal gateway, an intranet helps organizations deliver consistent information and unify people around common goals.

Before you begin building your intranet, it’s useful to understand what modern intranet design looks like. Layout, navigation, and user experience all play a major role in how well employees adopt the platform. For a clearer picture of what works today, you can look through our Intranet Design Checklist 2026, which outlines the essential design elements and UX patterns to consider.

Download the Intranet Design Checklist 2026

Step-by-Step: How to Build an Intranet That Works

1. Define Clear Objectives

Before you begin, identify the purpose of your intranet. Consider questions such as:

• What business needs will it serve?
• Who are the primary users?
• What problems should it solve?

Understanding objectives ensures the intranet supports both strategic business goals and daily employee needs.

2. Form a Dedicated Team

Building an intranet is not a solo effort. Assemble a cross-functional team that includes:

• IT professionals
• Internal communications
• HR representatives
• Key stakeholders from departments

This diversity ensures the intranet serves the entire organization effectively.

3. Choose the Right Hosting Model

One of your first decisions is whether to use a cloud-hosted intranet or a self-hosted solution.

Cloud intranet options offer:

• Faster deployment
• Lower IT maintenance
• Built-in security and updates

Self-hosted intranets give more control but require ongoing infrastructure support.

4. Select an Intranet Platform

Choose software that fits your organization’s size, complexity, and growth plans. Key features to look for include:

• User-friendly content management
• Mobile accessibility
• Custom navigation and search
• Personalization for user groups
• Analytics for engagement metrics

The right platform can significantly reduce complexity and speed up implementation. Before making your final decision, it’s helpful to explore how different platforms perform in real-world scenarios especially across usability, governance, scalability, and long-term maintenance. To understand the strengths, limitations, and best-fit use cases of today’s top intranet systems, look at our detailed guide on The Best Intranet Platform.

Read the Complete Guide to Choosing the Best Intranet Platform

Should You Use Prebuilt Intranet Templates?

After choosing your intranet platform, the next decision is whether to design everything from scratch or use prebuilt intranet templates. For most organizations, templates offer a faster and more cost-effective way to launch.

Benefits of Using Prebuilt Templates:

• Quick deployment with minimal development
• Lower implementation costs
• Modern, user-friendly layouts built on best practices
• Easy customization for branding and navigation
• Reduced risk compared to building from the ground up

If you're looking for a quicker way to deploy a polished, user-friendly intranet, exploring professionally designed SharePoint intranet templates can significantly simplify your build process.

5. Audit and Migrate Content

Content migration from legacy systems is an opportunity for cleanup. Instead of moving everything as-is, audit existing documents and remove outdated or irrelevant material. This improves usability and searchability, making the intranet feel valuable from day one.

6. Design for People, Not Systems

A successful intranet is intuitive. Focus on:

• Clear navigation
• Simple labels based on user language
• Easy access to frequently used resources
• Search that delivers relevant results quickly

Tailor the structure to real employee personas and use cases to ensure adoption.

7. Brand and Personalize the Experience

A branded intranet builds trust and familiarity. Internal identity reinforces culture and gives employees an emotional connection to the platform. Personalization such as role-based content ensures users see what matters most to them.

8. Test Before Launch

Conduct internal pilot testing with representative users to identify usability issues, gather feedback, and refine functionality. Testing improves confidence in the final rollout and reduces friction at launch.

9. Plan a Strategic Launch

A successful launch is as important as the build. Use internal communication channels to:

• Announce the new intranet
• Highlight key features
• Share quick start guides and tutorials
• Offer help resources or Q&A sessions

Engagement activities help users understand that the intranet is not just another tool,

it’s a workspace enabler.

10. Continuously Improve and Evolve

After launch, an intranet should not remain static. Track use metrics, gather ongoing feedback, and update content and features regularly. An agile approach ensures your intranet stays relevant and continues to meet user needs.

To keep your intranet running smoothly after launch, it's equally important to maintain it the right way. For practical tips and long-term best practices, explore our detailed guide on how to maintain a SharePoint intranet.

Read the SharePoint Intranet Maintenance Guide

Best Practices for Building an Intranet

1. Mobile-First Accessibility

Modern workforces are often distributed, remote, or on the move. A mobile-optimized intranet ensures employees can find information anytime, anywhere supporting flexibility and engagement.

2. Focus on User Experience (UX)

An intranet that is difficult to navigate will be ignored. Apply UX principles such as:

• Clean layouts
• Logical navigation
• Useful search
• Fast load times

These improvements boost adoption and satisfaction.

3. Encourage Employee Engagement

Features like discussion forums, social feeds, and feedback mechanisms promote participation and collaboration. Engaged users make the intranet a vibrant, dynamic workplace resource.

See Real Modern SharePoint Intranet Examples Explore Templates

A personalized welcome message improves user engagement and creates a more professional experience in your Copilot agent. Greeting users by name helps the agent feel more responsive, human, and context-aware from the very first interaction.

In simple terms, you can personalize a Copilot agent welcome message by editing the Conversation Start system topic in Copilot Studio and inserting built-in system variables like the user’s display name or first name. No code is required.

Personalization like this is often the first step teams take when working with Copilot Studio. Once it’s in place, many organizations begin exploring broader ways to maximize AI potential in-house with Copilot Studio, using Copilot not just as a chatbot but as a practical digital assistant across everyday workflows.

In this guide, you’ll learn how to update the default welcome message and display the logged-in user’s name using system variables in Copilot Studio.

How to Add the Logged-in User Name in the Welcome Message or Other Topics nodes?

Follow these steps to display the logged-in user’s name in your Copilot Agent:

1. Open your agent in Copilot Studio.

2. In the top navigation bar, click Topics.

3. Select the System tab, and then click the Conversation Start system topic.

4. In the message node, edit the message text and place the cursor where you want to insert the logged-in user’s name.

5. Click Insert variable this opens the Select a variable pop-up.

6. In the Select a variable pop-up, select the System tab.

7. Choose one of the following system variables to display the user’s name:

• User Display Name

• User First Name

• User Last Name

8. Click Save to save your changes.

9. After saving, go to the Test chat pane on the right and click Start new test session to preview your logged-in user’s name displayed in the welcome message or other topic nodes.

• User Display Name

• User First Name

• User Last Name

How to customize the welcome message in your Copilot agent?

1. Go to the Conversation Start system topic as described in the previous instructions.

2. Click the Conversation Start system topic to open it.

3. When a new Copilot agent is created, this type of default welcome message is automatically displayed in the agent.

4. In the message node, delete the default message and enter your own custom welcome message that you want users to see when the agent opens.

5. Click Save to save your changes.

6. After saving, go to the Test chat pane on the right and click Start new test session to preview your custom welcome message.

Example:

Why Personalizing Copilot Welcome Messages Matters?

Personalization is not just cosmetic. It directly improves:

• User trust and engagement
• Perceived intelligence of the Copilot agent
• Adoption and repeat usage
• Overall user experience in Microsoft Copilot implementations

In fact, greeting users by name is one of the most common patterns seen across real-world implementations, especially in scenarios highlighted in many top use cases for Microsoft Copilot Studio from HR self-service to IT helpdesk agents and internal knowledge assistants.

Final Thoughts

Customizing the welcome message in your Copilot agent is a small change, but it has an outsized impact. By greeting users by name and clearly setting expectations, you create a more engaging and trustworthy first interaction.

These small experience improvements reflect a larger shift in how organizations are adopting AI. As Copilot becomes part of everyday collaboration, personalization helps bridge the gap between automation and human-centered design something increasingly visible as Microsoft’s generative AI continues to reshape modern collaboration.

With just a few configuration steps, your Copilot agent can move from feeling generic to feeling genuinely helpful from the very first message.

SharePoint continues to evolve into one of the most powerful intranet platforms for modern organizations. As businesses focus on hybrid work, AI-driven productivity, and employee experience, SharePoint's design capabilities have expanded dramatically.

In 2026, companies expect intranets that are clean, intuitive, and personalized far beyond what traditional portals offered a few years ago. SharePoint delivers these capabilities through modern site designs, advanced layouts, and ready-to-use intranet examples that help teams launch faster and work smarter. This updated guide explores the best SharePoint intranet site designs and examples for 2026, how they support today’s digital workplace, and what features truly matter when building a high-performing SharePoint environment.

Why SharePoint Site Designs Matter More in 2026

Modern workplaces demand intranet experiences that are:

• Simple to use
• Visually appealing
• AI-powered and personalized
• Mobile-friendly
• Fast to deploy
• Integrated with Microsoft 365
• Designed for collaboration and engagement

SharePoint meets all these needs through modern page layouts, flexible components, and professionally designed site examples that eliminate guesswork and reduce development time.

Top SharePoint Site Designs and Intranet Examples for 2026

Microsoft’s SharePoint design ecosystem has grown significantly. The latest examples show how organizations can create digital workplaces that feel modern, connected, and engaging.

Below are the best-performing design styles and examples dominating 2026 intranet builds:

1. Modern Communication Sites (2026 Upgrade)

Communication Sites remain the backbone of enterprise intranets. The 2026 updates focus on:

• Streamlined layouts
• Improved readability
• Flexible navigation
• Strong visual hierarchy
• Personalized content sections

These sites help organizations share news, highlight updates, and maintain consistent branding across departments.

Best for: Company-wide announcements, leadership communications, HR updates, and employee engagement.

Why This Template Works?‍
   1. Built for daily employee use, not just announcements
  2. Clean, scannable layout that improves content discovery
  3. Combines news, resources, people, and links in one view
  4. Easy to manage and scale without heavy customization

Who It’s For?
   1. IT, HR, and Internal Communications teams
  2. Mid to large organizations using SharePoint
  3. Companies with hybrid or distributed workforces

Best Parts
   1. Personalized hero with leadership visibility
  2. Categorized news and updates
  3. Quick access to policies, forms, and tools
       Modern design that drives adoption

2. Hub Sites for Structured, Scalable Navigation.

Hub Sites now offer deeper personalization and advanced navigation management. In 2026, businesses use them to unify:

• Department portals
• Regional intranets
• Project hubs
• Knowledge centers

Hub sites create a consistent experience across thousands of pages, no matter how large the organization grows.

Why This Template Works?‍
   1. Action-first layout with quick access to everyday tools and requests
  2. People-centric design that highlights culture, goals, and leadership
  3. Keeps employees informed with announcements, news, and events in one place
  4. Clean structure that’s easy to update and scale
‍
Who It’s For?
   1. HR, IT, and People Ops teams
  2. Organizations focused on employee engagement & internal communication
  3. Mid to large enterprises using SharePoint

Best Parts
   1. Centralized shortcuts for forms, tickets, and requests
  2. Announcements and town hall countdown for timely communication
  3. Goals and leadership sections to align teams
      Modern, engaging UI that encourages daily use

‍

3. AI-Powered SharePoint Home & Viva Connections

AI plays a major role in 2026 intranet experiences. Viva Connections integrates directly with SharePoint, offering:

• Personalized dashboards
• AI-curated news
• Task and workflow shortcuts
• Recommended content
• A unified mobile intranet inside Teams

This transforms the intranet from a static portal into a smart, adaptive employee experience platform.

Why This Template Works?‍
  1. Highly interactive layout that encourages participation, not just reading
  2. Combines work updates and social engagement in one experience
  3. Clear navigation to tools, documents, and services
  4. Keeps content fresh with polls, discussions, and feeds
‍
Who It’s For?
   1. Internal Communications & HR teams
  2. Organizations focused on culture, collaboration, and engagement
  3. Mid to large enterprises using SharePoint

Best Parts
   1. Quick access tiles for profiles, templates, contacts, and help desk
  2. Polls, discussion boards, and birthdays to boost engagement
  3. Categorized news and social media integration
       Idea submission section to encourage innovation

4. Modern SharePoint Intranet Examples That Stand Out in 2026

These trending designs shape intranets across industries:

• Employee Experience Hubs

Centralized hubs for announcements, events, resources, and employee services.

Why This Template Works?‍
  1. Purpose-built for learning & growth, not general intranet clutter
  2. Smart filters and search make jobs, training, and resources easy to find
  3. Clear progression from opportunities → learning → events
  4. Structured layout that supports frequent updates
‍
Who It’s For?
   1. HR, L&D, and Talent Development teams
  2. Organizations investing in internal mobility and upskilling
  3. Mid to large enterprises using SharePoint

Best Parts
   1. Open job postings with direct apply actions
  2. Centralized SOPs and operational documents
  3. Training hub with category-based filtering
      Event calendar with Outlook integration

• HR Portals

Featuring onboarding guides, leave policies, self-service tools, and training content.

Why This Template Works?‍
  1. HR-focused layout that simplifies policies, documents, and training access
  2. Clear separation of information, actions, and learning
  3. Intuitive navigation that reduces employee support queries
  4. Easy to maintain with structured, repeatable sections
‍
Who It’s For?
   1. HR and People Operations teams
  2. Organizations with growing or distributed workforces
  3. Mid to large enterprises using SharePoint

Best Parts
   1. Centralized guidelines, policies, and trending documents
  2. Quick links for high-frequency HR tasks
  3. Dedicated training and development section
      Clean, professional design that builds trust and adoption

• Departmental Sites

Customized layouts for IT, HR, Finance, Sales, or Marketing teams.

Why This Template Works?‍
  1. Department-focused structure that keeps people, documents, and support in one place
  2. Clear navigation reduces time spent searching for files and contacts
  3. Designed for day-to-day departmental workflows
  4. Simple, clean layout that’s easy to manage
‍
Who It’s For?
   1. Department heads and team leads
  2. Internal teams managing shared resources
  3. Mid to large organizations using SharePoint

Best Parts
   1. Centralized document library with category-based access
  2. Quick links to people, perks, forms, and support
 3. Built-in FAQs to reduce repeated queries
      Feedback section to improve team communication

• Knowledge Base Sites

Structured articles, FAQs, SOPs, and search-optimized content libraries.

Why This Template Works?‍
  1. Search-first design that helps employees find answers fast
  2. Clear categorization improves document discoverability
  3. Reduces repeated queries with self-serve knowledge access
  4. Clean, structured layout that’s easy to maintain
‍
Who It’s For?
   1. IT, HR, and Operations teams
  2. Organizations managing large volumes of documents
  3. Mid to large enterprises using SharePoint

Best Parts
   1. Advanced search with category and sub-category filters
  2. Centralized document library and featured content
 3. Time-zone aware widgets for global teams
      Built-in help and support links for quick guidance

• Project Workspace Designs

Modern dashboards for progress tracking, documents, workflows, and team collaboration.

Why This Template Works?‍
  1. All-in-one dashboard that combines communication, events, documents, and performance
  2. Clear visual hierarchy makes updates and insights easy to scan
  3. Designed to support daily decision-making, not just announcements
  4. Scales well as teams, projects, and data grow
‍
Who It’s For?
   1. Leadership, PMOs, and Operations teams
  2. Organizations that need visibility across projects and updates
  3. Mid to large enterprises using SharePoint

Best Parts
   1. Personalized hero with live updates and highlights
  2. Quick links for fast access to key business areas
 3. Integrated calendar, town hall events, and news
      Project progress tracking with visual metrics.

These examples showcase the full power of SharePoint’s modern design capabilities.

SharePoint Look Book: Still the Best Design Inspiration The SharePoint Look Book continues to offer some of the best curated examples of what modern SharePoint can achieve.

It provides:

• Ready-to-use design ideas
• Proven layout structures
• Industry-specific intranet examples
• Modern branding and UX options

For many organizations, the Look Book becomes the starting point for refining their own intranet vision.

Launching an intranet is a lot like buying a desk plant. At first, it feels exciting and fresh. But without regular care, it slowly loses its charm.

While launching a SharePoint intranet template can be done quickly, maintaining a modern SharePoint intranet over time requires thoughtful planning. Many HR teams and SharePoint owners face the same challenge: the intranet starts strong, but ongoing SharePoint intranet maintenance updating banners, news, and announcements gradually becomes overwhelming.

This blog focuses on easy SharePoint Intranet maintenance best practices that help you design a low-maintenance SharePoint intranet, saving time while keeping it relevant and engaging.

1. Banner Image with Vision, Mission, and Values

Your homepage banner sets the tone for your intranet. Instead of changing it frequently, align it with your organization’s vision, mission, and values. These rarely change, making them perfect long-term content. You may refresh the banner quarterly or during major company milestones to keep it visually fresh without constant updates. This approach supports long-term SharePoint intranet design without frequent visual changes.

2. News Through RSS Feeds

Instead of writing news articles from scratch, connect your intranet to RSS feeds from your company website or trusted external sources. This allows relevant news to appear automatically, keeping the site fresh and informative with minimal manual intervention. This keeps your SharePoint intranet content fresh without increasing maintenance effort.

3. Quote of the Day (QOTD)

A Quote of the Day widget adds daily freshness to your intranet. By pulling from a predefined quote library or external source, a new quote can be published automatically each day. This small touch keeps the homepage dynamic and motivating.

4. Birthdays, Anniversaries, and New Joiners

Manually updating people-related information is time-consuming. Integrating your intranet with Active Directory allows birthdays, work anniversaries, and new joiners to update automatically. This ensures accuracy, consistency, and keeps employees feeling recognized without extra effort from HR. Automation like this is a key part of sustainable SharePoint intranet best practices.

5. Sociable Kit for Social Media Updates

Employees often engage more with real-time content. A Sociable Kit can automatically pull posts from your company’s social media channels and display them on the intranet. This keeps internal communication aligned with external branding efforts.

6. Web Parts with Start and Expiry Dates

Using start and expiry dates for web parts ensures content appears only when relevant. It also allows you to upload content in advance and plan the contents. Campaigns, announcements, or events automatically disappear after their expiry, keeping the intranet clean and clutter-free without manual cleanup.

7. Weather and Stock Market Widgets

Live widgets such as weather or stock market updates add real-time value. Integrating trusted sources like MSN allows automatic updates and even severe weather alerts, keeping employees informed without maintenance effort.

8. One-Click ‘Add to Outlook’ for Events

Events become more effective when employees remember them. A one-click ‘Add to Outlook’ option allows users to save events instantly to their calendars, improving attendance and reducing follow-up communication.

How to keep your SharePoint Intranet updated: Weekly, Monthly & Quarterly

9. Default Messages for Empty States

Empty sections can make a site feel broken. Set up friendly default messages with simple illustrations for times when there are no announcements or new joiners. This keeps the page visually complete and user-friendly.

10. Automated Holiday Themes

Holiday-themed designs add fun and warmth to the intranet. By scheduling these themes in advance, they can automatically go live before festive seasons, creating a bit of fun and excitement without last-minute design changes. Scheduled theming is commonly used in modern SharePoint intranet templates to balance culture and efficiency.

Final Thoughts

A well-planned SharePoint intranet does not demand constant attention. Think of it like a succulent rather than a high-maintenance desk plant. With the right setup, it doesn’t need daily watering, yet it continues to stay healthy and grow. In the same way, smart automation and thoughtful SharePoint configuration allow your intranet to remain fresh, engaging, and relevant, thriving on its own.

By following these SharePoint intranet maintenance best practices, organizations can create a modern intranet that continues to support employees long after launch.

As organizations move away from traditional on-premises environments, SharePoint Online has become the foundation for building modern digital workplaces. Cloud modernization doesn't just upgrade your intranet, it unlocks a new set of features, integrations, and user experiences that weren’t possible before.

When working with SharePoint Site Pages and building custom page approval workflows in Power Automate, you may face a frustrating issue:

You click Review approval in the command bar, but the approval panel refuses to load.

Yet the approval email still arrives, and the workflow seems to run normally.

This problem occurs frequently when organizations replace the default “Configure page approval” feature with custom approval flows.

This guide explains why this happens, how to fix the approval panel, and how to configure Power Automate correctly so the approval interface renders every time.

Why Use SharePoint Page Approval?

SharePoint Page Approval helps maintain:

• Content governance for intranet and communication sites
• Quality control before publishing
• Consistent workflows for content reviewers
• A structured approval lifecycle for pages

However, custom approval flows introduce one common but critical issue:

SharePoint cannot render the panel unless Item Link + ETag are provided in the correct format.

Root Cause: Incorrect or Missing Item Link in the Approval Action

In Power Automate, the Start and wait for an approval action includes a field called Item Link.

This is the link SharePoint uses to open the approval panel when someone clicks Review approval.

If this link is missing the encoded ETag, the panel will not load.

To fix this, we must include two things:

1. The page URL
2. The properly encoded ETag of the item

Without these, the SharePoint panel cannot load approval data.

Step-by-Step Guide to Resolve the Approval Panel Rendering Issue in Power Automate

Step 1: Build the Correct Item Link‍

The correct format for the item link is:   itemUrl?etag=uriComponent('ETag')

In Power Automate dynamic content, it should look like: outputs('Compose_ItemUrl')?etag=uriComponent(body('Get_file_metadata_-_Get-Etag')?['ETag'])

Why this works:

• SharePoint expects the ETag as a URL parameter.
• The ETag must be URI encoded using uriComponent().

In the Start and wait for an approval action, the ItemLink property controls the rendering of the approval panel when clicking 'ReviewApproval'.

Step 2: Retrieve the Current ETag Using “Get file metadata”

Add the Get file metadata action and pass the page’s file identifier.

This gets the latest ETag, which changes every time the page is edited or updated.‍

Why ETag matters?‍

SharePoint uses ETag to determine if the item version being approved is current.

If the ETag doesn’t match, the panel fails to load.

Use the Get file metadata action to retrieve the current ETag, as it changes frequently.

Step 3: Add a Short Delay Before Getting the ETag

When a page is saved or updated, SharePoint may take a few seconds to commit the latest version.

Add a Delay of 10–15 seconds before the "Get file metadata" action.

This ensures:

• You always get the latest ETag
• Approval panel loads correctly

Even a small delay significantly improves reliability.

Adding a short Delay (10–15 seconds) before retrieving the ETag may help ensure the latest version is fetched.

SharePoint remains one of the most versatile platforms for internal communication, document management, and team collaboration. However, SharePoint delivers its true value only when it is customized to reflect the unique workflows and structure of your organization. With the right enhancements and guidance from professional SharePoint consulting services, your intranet can become a productivity powerhouse.

As a digital workplace consultant with hands-on experience implementing SharePoint for diverse industries, we have seen how the right features can transform productivity. Below are the top customizations that consistently deliver measurable results.

1. Custom Document Libraries With Smart Rules

A traditional file system often comes with problems like duplication, outdated information, and poor searchability. SharePoint’s custom document libraries solve these challenges with structured metadata, automated rules, and strict version control.

Benefits include:

• Organized content using metadata and filters
• Fewer duplicated files
• Transparent document history and version tracking
• Custom approval workflows
• Department-level permission control

Organizations using structured libraries report up to 30% faster document retrieval, saving hours every week.

A user is stuck on a long-loading screen, getting slightly frustrated. Suddenly, the UI shifts to a calming micro-animation, a soft breathing circle, and gently says, “Hang on, we’re almost there.”

Do you know what this moment represents?

It shows a human-like reaction: when we notice someone getting stressed, we naturally try to calm or comfort them.

That’s exactly what Neuro-Adaptive Interfaces are trying to do in UI design by 2026. They use data from user behaviour, emotions, and context to automatically adjust the interface’s tone, layout, content, or visual intensity to match the user’s mental and emotional state.

Why It Matters

1. Burnout-Aware Design

Modern users multitask more than ever, switching between apps, tabs, and devices. Neuro-adaptive design reduces cognitive strain by stepping in at the right moments, slowing things down, simplifying screens, or offering supportive cues before frustration builds.

2. AI Empathy Layer

Interfaces can now detect emotional arcs, not just actions. A stressed user gets softer tones and simpler paths. A confident user gets faster workflows. The system mirrors emotional intelligence by responding in a comforting, human-like way.

3. Neuro-Inclusion

Different brains process information differently. By adapting layouts, reducing distractions, or altering reading density, neuro-adaptive UIs create safer digital spaces for users with ADHD, anxiety, dyslexia, or sensory sensitivities.

4. Productivity & Retention

Emotionally aligned experiences encourage trust and flow. When a system “feels” supportive, users learn faster, commit fewer errors, and stay engaged longer, directly impacting product adoption.

How It Works

1. Mouse Movement Speed or Pauses

Detects: Frustration, hesitation, or confusion
Response: Highlights tooltips, simplifies layout options, slows animations, or guides with micro-hints.

2. Eye Tracking or Camera Input

Detects: Distraction, fatigue, or wandering focus
Response: Reduces motion, adjusts brightness, increases contrast, or declutters the screen.

3. Voice Tone Analysis

Detects: Stress, irritation, or urgency
Response: Shifts microcopy to a calmer tone or provides step-by-step instructions.

4. System Data (Time of Day, Workload)

Detects: Late-night usage, heavy task load, or deadlines
Response: Suggests short breaks, activates “focus mode,” or reduces interface density.

5. Biometric Feedback (Opt-in)

Detects: Elevated heart rate, stress responses
Response: Calming visuals, slow animations, ambient backgrounds, or mental reset prompts.

Expanded Real-World Use Cases

1. Microsoft Viva + Copilot

Recognizes emotional patterns across the workday and gently nudges users to manage workload, reflect, or reset, boosting well-being at work.

This image illustrates how Viva + Copilot visualizes emotional patterns and work rhythms, helping users stay balanced and productive throughout the day.

2. Healthcare Dashboards

During critical moments, interfaces shift to high-contrast, low-distraction modes to support better decision-making for doctors and nurses.

The dashboard image shows a high-contrast, distraction-free interface designed for doctors to make quicker, clearer decisions during critical moments.

3. E-Learning Platforms

Track attention levels and learning fatigue to dynamically adjust difficulty, add breaks, or change the lesson style.

This example shows an adaptive learning screen that adjusts lesson difficulty and pacing based on a student’s attention level and engagement.

4. Banking Apps

Detect confusion during transactions and simplify steps automatically, reducing drop-offs and errors.

The banking UI demonstrates how steps can automatically simplify when confusion is detected, making complex transactions feel intuitive and safe.

5. Corporate Intranets

Enable “calm modes” during repetitive tasks soft colors, minimal UI, slower animations to reduce digital fatigue.

The intranet layout highlights a calm, minimal interface using soft colors and reduced visual noise to ease stress during repetitive workflows.

6. Productivity Tools

Apps like Notion, Asana, and Figma are beginning to experiment with emotion-sensitive features that adapt based on user pace and interaction mood.

Design Considerations for 2026 and Beyond

1. Privacy-First Emotion Tracking

Designers must ensure emotional data is opt-in, transparent, and stored responsibly. Users should always feel in control.

2. Avoid Over-Adaptation

Too much change can overwhelm users. Neuro-adaptive patterns must be subtle, predictable, and respectful.

3. Consistency with Human-Centered Language

Microcopy must balance empathy and clarity. Not every emotional signal needs a “comfort message”; sometimes simplifying the interface is enough.

4. Cross-Device Continuity

Emotion-aware experiences should sync across mobile, desktop, and wearable devices to maintain flow.

Conclusion

As we move into the next era of digital design, our role goes beyond usability. It’s about designing experiences that respect mental energy, emotional states, and human limitations.

Emotionally Intelligent and Neuro-Adaptive Interfaces remind us that great design doesn’t just speak, it listens, adapts, and supports.
This is the future of meaningful, human-centred digital experiences.

In this blog post, we’ll walk through how to manually upload an Intuit Interchange Format (IIF) file to a SharePoint document library and automatically parse its contents to create list items in a SharePoint list using Power Automate. This can be especially useful when working with QuickBooks for data exports.

Scenario Overview

1. Manually upload an IIF file to a SharePoint document library.

2. Trigger a Power Automate flow when the file is uploaded.

3. Read and parse the file content.

4. Extract relevant data (e.g., transaction details).

5. Create items in a SharePoint list based on the data.

Step 1: Set Up SharePoint Library and List

Document Library

1. Create a new library (e.g., "Time Tracker Excel Docs").‍

2. Assume we are uploading the file contains the values for the below fields,

• Date
• Type
• Amount
• Account
• Name
• Memo

3. Based on the above fields, create a necessary column in SharePoint list." Include Column Name along with type of column.

SharePoint List‍

1. Create a new SharePoint list (e.g., "IIF Uploads Data").

2. Define necessary columns like:

• Date
• Type
• Amount
• Account
• Name

Step 2: Uploading the IIF File

1. Users to manually upload .iif files to the “Time Tracker Excel Docs” library.

2. Example file name (e.g., Invoices_2025.iif).

Step 3: Create Power Automate Flow

1. Trigger Action

Use “When a file is created (properties only)” to trigger the document library.

2. Get File Content

• Action: “Get file content”
• Use the Identifier from the trigger step.

3. Convert File Content from Base64 to String

• Action Name: ‘Compose ConvertBase64 IIF’
• Description: This Compose action decodes the base64 content of the uploaded .iif file into a readable string format.
• Expression Used: base64ToString(body('Get_file_content')?['$content'])
• Create an 'Initialize variable' action named 'varFileItems' with the type set to 'String' and use a 'Set variable 2' action to assign the output of the 'Compose' action to it.
• Get file content is the action where the file content is fetched from the SharePoint library.
• base64ToString() is the expression that converts the base64-encoded file content into plain text.

Why Modernize?

The modern SharePoint experience is responsive, faster, mobile-friendly, and supports modern web parts, improved search, and Microsoft 365 integrations.

You can modernize in-place (convert pages, enable modern lists and libraries) or create a new modern site and migrate content both approaches are valid depending on your customizations and risk appetite.

Approaches to Modernization

1. In-place modernization‍

Keep the same site, convert pages, and enable modern lists/libraries. Best if you want minimal URL change or have few subsites.

2. New modern site + migrate‍

Create a modern Communication or Team site and migrate content. Recommended for sites with heavy customizations, custom master pages, or complex navigation.

3. Hybrid approach

Modernize some sites in-place and create new modern sites for others. Copy content as needed.

Note: Always plan, inventory, and back up before touching production. Modernization modifies pages and layouts test in a dev or staging environment first.

Introduction: Importance of Collaboration and Role of SharePoint

Collaboration is the foundation that keeps any business intact. However, as your company grows, relying solely on manual processes becomes ineffective.
That’s where Microsoft SharePoint, a modern collaboration platform trusted by over 200 million active monthly users, becomes essential.

Many organizations still struggle to leverage SharePoint’s full potential due to a lack of understanding or poor implementation.

This guide will help you learn everything about SharePoint features, pricing, and implementation strategies so your team can collaborate seamlessly and efficiently.

What is SharePoint?

Microsoft SharePoint is a versatile intranet and collaboration platform that helps organizations create centralized hubs for communication, document sharing, and project management.

Whether you use the on-premises server or the cloud-based SharePoint Online, the platform simplifies teamwork even for non-technical users.

To explore real-world design examples, read our blog: Modern SharePoint Intranet Templates That Boost Employee Engagement in 2025

Features of SharePoint

SharePoint offers a powerful blend of collaboration and automation features. Below are its key functionalities:

1. Collaboration

SharePoint enables seamless teamwork regardless of where your employees are.

Multiple users can co-author documents in real time, comment, and restore older versions if needed.

Admins can set permissions in advance to manage who can edit or share files.

Additionally, SharePoint’s centralized dashboard keeps all updates visible, eliminating the need to sift through endless email threads.

(Related: The Ultimate Guide to Modern Intranet & Digital Workplace Success )

2. Project Management

SharePoint serves as a unified hub that consolidates all project information.

Its advanced search filters, calendar integration, and Outlook connectivity make it easy to schedule tasks and stay on top of deadlines.

For advanced setups, you can also automate project tracking with Microsoft Power Automate learn more in our post on Transforming Business Processes with AI in SharePoint Workflows.

3. Content Management

Beyond document storage, SharePoint doubles as a Content Management System (CMS).

It allows content managers to upload, publish, and archive content easily while maintaining version control.

Deleted or outdated versions can be restored instantly and no external tools are required.

Explore layout ideas for your library: 15 Modern SharePoint Document Library Web Part Layouts

4. Integration

Integration defines SharePoint’s true power.

It works seamlessly with Microsoft 365 apps includes Word, Excel, PowerPoint enabling real-time editing and collaboration without endless file transfers.

You can also integrate Microsoft Teams, Power Apps, or third-party CRMs to extend functionality.

5. Security

Security is non-negotiable in any enterprise solution.

SharePoint offers robust controls for access management, data encryption, and multi-factor authentication.

Admins can restrict external sharing, define user roles, and even require sign-ins for document access.

For governance insights, read Governance of Data in SharePoint: Tools, Policies, and Best Practices

SharePoint Pricing Plans

When selecting a SharePoint plan, it’s important to choose one that aligns with your organization’s size, collaboration needs, and integration goals. Microsoft offers SharePoint primarily through two main licensing options are SharePoint Online Plan 1 and Microsoft 365 Business Standard each offering distinct benefits.

1. SharePoint Online Plan 1

Best for: Small to medium businesses that need a secure intranet and document collaboration platform without requiring the full Microsoft 365 suite.

Key Features:

• Team sites, document libraries, and version control
• Real-time co-authoring and file sharing
• 1 TB of OneDrive storage per user
• Lists, libraries, and customizable pages
• Access from web and mobile devices
• Enterprise-grade security and compliance controls

Pricing:

Starts at $5.00 USD per user/month (annual commitment).

This plan focuses purely on SharePoint and does not include Office desktop apps or Exchange-based email.

Recommended for companies that want a lightweight, scalable intranet solution built purely on SharePoint Online.

2. Microsoft 365 Business Standard

Best for: Businesses seeking a complete productivity suite including SharePoint, Teams, and the full Office app ecosystem.

Key Features:

• Everything included in SharePoint Online Plan 1
• Desktop, web, and mobile versions of Word, Excel, PowerPoint, and Outlook
• Microsoft Teams for meetings, chat, and collaboration
• Business-class email hosting with 50 GB mailbox
• 1 TB cloud storage per user via OneDrive
• Security and compliance tools integrated across Microsoft 365 services

Pricing:

Starts at $12.50 USD per user/month (annual commitment).

Ideal for organizations looking to integrate document management, internal communication, and collaboration tools under one Microsoft 365 umbrella.

Explore next: Modern SharePoint Design Examples for Corporate Intranets

3. Enterprise Options (E1, E3, E5)

For large organizations or enterprises needing advanced compliance, analytics, and automation, Microsoft offers Enterprise (E1/E3/E5) plans.

Highlights:

• Enhanced governance and security capabilities
• Advanced data loss prevention (DLP)
• Power Automate and Power Apps integration
• Advanced analytics with Power BI
• Unlimited cloud storage in higher tiers

Pricing:

Enterprise plans vary by feature set and start around $10–$38 USD per user/month depending on the license type.

You can check the detailed pricing Plans here: Microsoft SharePoint Pricing Plans

Introduction: Why Intranets Still Matter

Intranets have evolved far beyond internal newsboards or file repositories.

Today, a modern intranet acts as the central nervous system of an organization a place where communication, collaboration, and knowledge come together to drive productivity.

Yet, many companies struggle to realize their intranet’s full potential. Employees often rely on scattered email threads or outdated file systems because their intranet lacks structure, usability, or engagement features.

A well-designed intranet built on Microsoft SharePoint or a similar platform transforms internal operations. It unites teams, simplifies access to resources, and fosters a culture of transparency.

This guide explores the key components, technologies, and strategies behind a high-performing digital workplace.

Core Components of a High-Performing Intranet

A high-performing intranet isn’t just a place to store documents , it’s the digital backbone of your organization.

It aligns people, information, and workflows under one unified digital workplace.

Modern intranets blend strategy, structure, and technology, ensuring employees can communicate, collaborate, and contribute effectively.

Below are the core pillars that define an effective modern intranet.

1. Structure and Information Architecture

Your intranet’s structure is its nervous system if navigation fails, engagement follows.

A well-defined information architecture ensures employees find what they need in three clicks or fewer.

Research by Nielsen Norman Group shows that users spend 26% less time searching when intranet navigation is logically structured.

Start by mapping your content into intuitive categories like Departments, Projects, and Resources.

Use consistent site hierarchies, quick links, and breadcrumbs to guide users smoothly across pages.

A confusing layout can cost hours in lost productivity each week, especially in large enterprises.

Related: 5 Custom SharePoint Quick Links Layouts to Elevate Intranet Navigation

(Discover creative ways to simplify navigation using custom layouts and web parts.)

2. User Experience (UX) and Design

Great intranet design isn’t about flashy visuals,  it’s about how effortless it feels to use.

In fact, according to Forrester Research, companies with strong UX see up to 400% higher conversion rates and improved employee satisfaction scores.

Your intranet should reflect your brand identity while keeping accessibility and mobile responsiveness at its core.

Consistency in typography, colors, and page layouts builds familiarity and trust.

Features like personalized dashboards, dark mode, and employee spotlight sections enhance inclusivity and engagement especially for hybrid teams.

‍

Explore our Intranet Design Checklist 2026 (A step-by-step guide to designing a SharePoint intranet your team actually loves to use.)

3. Governance and Compliance

Governance is the invisible framework that keeps your intranet secure, compliant, and scalable.

Without clear ownership and workflows, intranets quickly turn into cluttered repositories.

Define content approval chains, role-based permissions, and data retention policies early in your governance model.

According to AIIM, 60% of organizations struggle with document version control due to poor governance.

SharePoint offers built-in compliance tools and policy automation capabilities when properly configured, these can reduce data breaches and policy violations by over 30%.

Learn how to implement effective governance frameworks that protect your intranet and your data with our detailed blog on Governance of Data in SharePoint: Tools, Policies, and Best Practices

4. Content Management

Your intranet’s success is directly tied to the quality and freshness of its content.

Employees should be able to search, filter, and discover information easily.

This is where metadata tagging, content expiration policies, and AI-powered search can make a measurable difference.

Microsoft reports that employees spend up to 20% of their time searching for internal information an issue solved by structured content libraries and taxonomy-based metadata.

Set up content review cycles and empower department owners to maintain pages regularly.

‍

Read: 15 Modern SharePoint Document Library Web Part Layouts to explore creative ways to organize, display, and manage your digital assets effectively

5. Integration and Automation

The modern intranet isn’t static, it’s an intelligent workspace.

Through Microsoft Power Automate, Power Apps, and AI-driven workflows, your intranet can transform manual processes into smart automations.

Imagine automating tasks like leave requests, policy approvals, or IT ticket routing.

According to Gartner, automation can save organizations 25,000 hours per year in administrative tasks on average.

With SharePoint, integrating Teams, Outlook, and third-party CRMs enhances overall digital synergy.

‍

Bringing It All Together

A truly high-performing intranet aligns these five components structure, UX, governance, content, and automation under a strategic vision.

When each pillar functions cohesively, your organization gains not just an intranet, but a connected, intelligent workspace that drives efficiency and engagement.

Ever missed a task because you forgot to follow up?

SharePoint reminders and alerts make sure that never happens again.

Whether you’re tracking project deadlines or document approvals, you can automate it all no coding required!

Microsoft 365 brings together two powerful platforms for teamwork SharePoint Online and Microsoft Teams. SharePoint provides a secure place to store, organize, and manage content, while Teams enables real-time communication and collaboration. By integrating a new SharePoint site with Teams, organizations can provide employees with a unified hub where conversations, files, and resources live together.

In this blog, we’ll walk through the steps to integrate a new SharePoint site with Microsoft Teams and highlight best practices for seamless collaboration.

Steps to Integrate a SharePoint Site with Microsoft Teams

Step 1: Create a New SharePoint Site

1. Check out this blog for creating a SharePoint site.

How to create SharePoint Site

                                                  (or)

2. Navigate to the SharePoint Admin Center (or directly via the SharePoint home page).

3. Click Create site.  

4. Choose the Communication site template (recommended for collaboration).  

5. Enter site name, owners.

6. Once created, your site will have its own document library, lists, and permissions.

Note: Use clear and consistent naming conventions so the site is easily recognizable in Teams.

Step 2: Connect the SharePoint Site to Microsoft Teams

You can link your existing SharePoint site to a new or existing Teams channel.

Option A: Add a SharePoint Site to Teams (opens directly within Teams)

1. In Teams, go to your desired team and channel.

2. Click + (Add a tab).

3. Select SharePoint.

4. Select Any SharePoint site and paste the SharePoint site link in the text box.

5. Click Save to add it as a new tab.

This allows members to interact with SharePoint pages (like dashboards or news pages) without leaving Teams.

Option B: Add SharePoint Site as a Website Tab (opens in a new browser tab)

If you want to link the entire SharePoint site:

1. Go to the desired team channel in Teams.

2. Click + (Add a tab).

3. Search for Website.

4. Paste your SharePoint site URL.

5. Click Save to add it as a new tab.

Step 3: Manage Permissions Effectively

Teams and SharePoint permissions are linked:

• Adding a member to Teams automatically grants them access to the connected SharePoint site.
• Removing a member from Teams revokes SharePoint access.

Conclusion

Integrating SharePoint with Microsoft Teams bridges the gap between structured content management and fluid team communication. By connecting your new SharePoint site into Teams, you create a single hub for collaboration where users can chat, share, and co-author documents all without switching between apps.

Related Blogs

How to Create a SharePoint Site: Step-by-Step Guide

Explore the Best SharePoint Intranet Examples: 16 Practical Applications

Top SharePoint Intranet Design Best Practices

Celebrations are the heartbeat of workplace culture.

Whether it’s a birthday, a work anniversary, or simply welcoming a new colleague, these moments create opportunities to connect, appreciate, and build stronger bonds across teams. But in busy workplaces, it’s easy to let these special days slip by unnoticed.

That’s where Celebration Web Parts come in bringing birthdays, anniversaries, and milestones right onto your intranet. With simple, elegant, and engaging designs, they make it effortless to recognize your people and spread positivity with just one click.

All-in-One Celebrations Web Part

• Web Part Title at the Top Left - A clear, customizable title so employees instantly know what the section is about.
• Tabbed Navigation - Switch effortlessly between Birthdays, Work Anniversaries, and New Joiners with dedicated tabs.
• Employee Cards in a Clean Box Layout - Each person being celebrated gets their own spotlight in a beautifully organized card.
• Profile Image - Displays the employee’s photo to make celebrations more personal and recognizable.
• Celebration Type - Clearly shows whether it’s a Birthday, Work Anniversary, or a New Joiner being introduced.
• Employee Details - Includes the employee’s name and designation, giving context and recognition.
• Send Greeting Button - A one-click “Send Greeting” button that directly opens Outlook, allowing colleagues to instantly send warm wishes or a welcome note.

Celebrations in a Vertical View

• Web Part Title on Top - A clear heading that immediately tells you what the section is about.
• Vertical List Layout - All employees celebrating a Birthday or Work Anniversary are neatly displayed in a vertical order.
• Profile Picture on the Left - Each employee’s photo is placed on the left for quick recognition.
• Employee Information in the Center
  1. Displays the name and designation for context.
  2. Includes a Send Greeting button that opens Outlook so you can instantly share wishes.

• Date on the Right - Clearly shows the date of the birthday or work anniversary, so you never miss a celebration.

Calendars aren’t just about dates anymore. They’re about making sure you don’t double-book that meeting, forget your training, or miss the office party.

Custom Calendar Web Parts the unsung heroes of workplace organization. They don’t just sit quietly on your intranet, they remind, guide, and sync like a personal assistant who never takes a coffee break.

Whether it’s a new training, an all-hands event, or just keeping tabs on your week, these calendars are here to turn “Oops, I forgot” into “Don’t worry, I’m already on it.”

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Plan Smarter with the Classic Calendar Web Part

• Title sits neatly at the top-left for quick identification.
• Two-section layout:
  Left → interactive calendar view.
  Right → upcoming events list.

• Each event shows its name, icon, date, and time clear and scannable.
• “Add to Outlook” button beside every event for instant sync and reminders.
• “Add Event” button (top-right corner) makes creating events quick and easy.
• Perfect for day-to-day scheduling.

Hunting down a document shouldn’t feel like solving a mystery novel.

That’s where Document Library Webparts swoop in like superheroes for your intranet. From sleek slides to smart filters, they don’t just store your files they showcase them in style, keep everything organized, and make searching as easy as scrolling your Insta feed. Whether it’s policies, SOPs, trainings, or your team’s most important docs, there’s a layout here designed to save your time.

1. Important Documents Library, Your One-Stop Space

• Organized as sleek slides with images, category, title, and short description.
• Shows who last viewed the document and how long ago (down to minutes or seconds).
• Department tabs below the title for instant filtering.
• See All link on the top-right to view the complete library.
• Smart, sleek, and makes key files easy to find.

2. Mandatory Trainings Library, Essential Learning Hub

• Every training document is displayed as slides with cover images.
• Category tag (top-left) and file type icon (bottom-left) on each slide.
• Short descriptions for quick context.
• Department tabs for category-based filtering.
• All links on the top-right for the full training collection.
• Keeps all your must-do training just a click away.

In a big organization, remembering who’s who can feel like trying to recall names at a never-ending party.

The Organization Chart Web Part makes it easy to put faces, names, and roles together in seconds.

Whether you’re welcoming a new joiner, looking for the right colleague to collaborate with, or simply trying to understand the reporting flow, these web parts make navigating your org chart a breeze. They also integrate seamlessly into your SharePoint intranet design, helping employees connect faster and work smarter.

Smart Search & Quick Actions

• Title & Search Bar: Title sits at the top left, while a smart search bar on the top right makes it effortless to find employees.
• Profile Cards: Each card brings the chart to life with a photo, name, and role.
• Quick Connect Icons: Handy action buttons on the right let you email, message, or even connect via LinkedIn in a single click.
• Why It’s Great: A simple yet powerful way to explore your company structure and stay connected.

In today’s digital era, businesses rely on SharePoint for collaboration and data management. However, SharePoint alone cannot provide advanced analytics. By connecting SharePoint with Power BI, organizations can transform static lists and documents into interactive, data-driven dashboards that drive smarter decision-making.

Why Connect SharePoint with Power BI?

Integrating SharePoint and Power BI offers several advantages:

• Centralized Data Access: Use SharePoint as a single source of truth and visualize it in Power BI.
• Real-Time Insights: Keep dashboards updated with automated refreshes.
• Better Decision-Making: Convert raw SharePoint data into meaningful visualizations.
• Microsoft Ecosystem Integration: Both tools seamlessly connect with Office 365 and Azure.

How to Connect SharePoint with Power BI

1. Connect SharePoint Lists to Power BI

SharePoint lists often hold structured project or business data.

Steps to connect:

1. Open Power BI Desktop → Get Data.

2. Select SharePoint Online List.

3. Enter your SharePoint site URL (e.g., https://company.sharepoint.com/sites/project).

4. Sign in with organizational credentials.

5. Load the required lists into Power BI.

Best for: task management, issue tracking, and HR records.

Quick Links aren’t just about getting from point A to point B, they are about making navigation effortless, engaging, and even a little exciting.

Imagine your intranet where every click feels smooth, every layout looks polished, and every user finds what they need without the clutter. From sleek boxed designs to dynamic interactive panels, these Quick Links layouts aren’t just functional, they’re stylish upgrades that bring personality and flow to your digital workspace.

1. Horizontal Boxed Layout

• Sleek and streamlined, this layout lines up your quick links like a well-dressed team of icons and titles.
• Clean, consistent, and perfect for top-of-page navigation, it delivers fast clicks with a fresh, flowing look.

2. Quick Links with Dropdown Menu

• Turn things up a notch with icons, titles, and a smart dropdown.
• Compact yet clever, this layout lets you pack in more links without clutter.
• Just click, expand, and boom; navigation made simple and stylish.

Explore our SharePoint Intranet Templates to implement these Quick Links layouts instantly.

3. Two-Row Boxed Quick Links

• Balanced and tidy, this design stacks your links in two neat horizontal rows.
• With crisp icons and clear titles, it’s perfect for organizing more content in a way that’s stylish, accessible, and easy on the eyes.

4. Department-Based Quick Links

• Built for clarity and speed, this layout stacks departments vertically on the left for quick switching, while the right side features a handy search bar for precision.
• Below, a clean boxed display shows the selected department’s links.
• Add a custom web part title on top for your own flair.

News doesn’t have to be boring, especially on your intranet!

Imagine a space where every update feels alive: bold images, smooth layouts, and department filters that make sense. That’s exactly what our Custom News Web Part brings to the table. From dynamic tabs to sleek carousels, we’ve designed layouts that don’t just share information they show it off. Whether your team loves to scroll endlessly, skim quickly, or spotlight the big stories, we’ve got a style that fits.

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1. Dynamic Department Tabs

• Clickable tabs for each department (HR, Finance, Marketing, etc.).
• Instantly update the news feed when you tap a tab.
• Each Box includes department tag, crisp images, and publish date.
• Handy ‘See All’ link at the top-right corner for a dedicated news page.
• Smart, fresh, and perfectly tailored for departmental updates.

Ever spent more time hunting for a document than actually using it?

Let’s be honest in the modern workplace, no one has time to play hide and seek with files. Whether it’s that one policy doc, a video tutorial, or even a quick note from leadership, you need it fast, and you need it now.

Enter the Custom Search Web Part, your digital sidekick that makes searching feel less like a chore and more like a superpower. It’s not just a search box; it’s smart, stylish, and totally customizable. From cheerful greetings and real-time clocks to sleek filters and layouts that fit your vibe, this tool turns the daily hunt for information into a smooth, almost fun experience.

1. Classic Centered Layout

• Customizable Welcome Message: Greet users with “Hello", "Welcome”, “Good Morning” or your own style.
• Personalized Touch: Username of the logged-in user is automatically fetched.
• Always On Time: Displays accurate date & time synced with the user’s time zone.
• Smart Search Bar: Quickly search for file types across the organization.
• Built-In Filters: Narrow results instantly with categories like: Forms, Videos, Documents, Newsletters, SOPs & Policies.

2. Modern Open Layout

• Same Core Features: Welcome message, username, and real-time date & time.
• Fresh Look: No boxy background, just a clean, open design.
• Seamless Blend: Minimal, modern layout that fits perfectly with your site’s style.
• Smart & Sleek: Functionality remains strong, but with a lighter, more stylish touch.

Welcome Home Digitally...Meet the Custom Welcome Banner Web Part

Your SharePoint homepage doesn’t have to be just a portal, it can be a personal greeting, a global dashboard, and a daily dose of inspiration all in one. With the Custom Welcome Banner Web Part, every visit feels tailored, a warm welcome message, your name, the current time, and even live updates from around the world.

From rotating messages that showcase your company’s vision to interactive clocks and weather boxes for global teams, this web part turns a standard homepage into a dynamic, engaging experience. Stylish, personal, and smart, your SharePoint home just got a personality upgrade.

Explore Our Custom Welcome Banner Web Parts

Global Time Greeting Banner

• Left side: Customizable welcome message, user’s name, local date/time.
• Right side: World clock zone
• Box displaying date/day of selected country.
• Three analog clocks showing different UTC time zones.
• Clean, informative, globally connected layout.

Vision & Values Spotlight Banner

• Right side: Box for organization’s vision, mission, and values.
• Messages rotate dynamically at intervals.
• Highlights the company’s core values in a clear, engaging way.

For today’s employees, getting the right information quickly is critical to staying productive. Employees need to access the right information with minimal clicks, avoiding cluttered menus and outdated links. This is where a Custom Top Navigation Web Part comes into play. This web part is not just a design enhancement, it is a functional solution that makes SharePoint intranets smarter, cleaner, and more user-friendly.

From simple menus to dynamic mega menus, we offer various custom top navigation web parts. Here’s what they look like.

1. The Informative Navigation Bar

• Organization’s Logo: neatly placed on the left, giving the navigation bar a professional, branded look.
• Quick Links: positioned right beside the logo, each with its own icon and label for tools, portals, or important pages just a click away.
• Standout Feature (Right Side):
  1. Livestock market updates
  2. Current date display
  3. Real-time currency values for key countries
• Overall Design: clean, functional, and designed to keep users informed and connected directly from the top of the page.

For nearly two decades, SharePoint has been at the core of enterprise collaboration, document management, and intranet solutions. Over time, it has evolved from the Classic SharePoint experience to today’s Modern SharePoint experience.

Many organizations now face a common question: Should we continue with Classic sites, or transition to Modern sites?

The decision is not as simple as flipping a switch, it depends on your existing environment, level of customization, user adoption needs, and your digital transformation strategy. Let’s explore both approaches in depth to help you make the right choice.

What are Classic SharePoint Sites?

Classic SharePoint sites represent the long-standing interface that many enterprises have relied on for years.

Key Characteristics:

• Traditional User Interface: A familiar, structured layout that legacy SharePoint users know well.
• Extensive Customization: Supports master pages, page layouts, and script injection, giving developers granular control.
• Legacy Tools: Compatible with SharePoint Designer workflows and InfoPath forms, which are still critical in some organizations.
• Detailed Control: Offers deep configuration options for site navigation, branding, and permissions.

Challenges with Classic Sites:

• Outdated, less intuitive design compared to modern web standards.
• Limited responsiveness for mobile users.
• Heavy reliance on custom development, increasing maintenance costs.
• Only maintained for compatibility, no new features are being developed for Classic.

Introduction

In today’s hybrid work model, managing office attendance and allocating seats can be a real challenge, especially in shared workspaces. That’s why companies are increasingly turning to the best hybrid workplace App solutions.

Our Power Apps based Attendance & Seat Management solution helps employees book desks, track attendance, and gives managers real-time visibility into office usage. It’s more than just a seat booking app it’s a complete hybrid workplace management app built on Microsoft Power Apps.

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