When to Share Pages vs Sites with External Users
SharePoint serves as a single source of truth for collaboration and information management within many organizations. However, effectively leveraging its capabilities requires understanding the nuances of its features, especially when it comes to sharing content. In this blog, we’ll delve into the critical distinctions between sharing pages and sharing entire sites in SharePoint, and when it makes sense to do each.
Understanding SharePoint Structure
SharePoint organizes content into sites and pages. Sites serve as containers or workspaces that house information, including pages, document libraries, and lists. Pages, on the other hand, are designed to visualize this information, allowing for a structured presentation of the content contained within a site. While a site may start with a single page, it can be expanded to include multiple pages, each serving a distinct purpose or audience.
Sharing Pages in SharePoint
Sharing a page in SharePoint can be compared to sharing a single document. When you share a page, you’re essentially granting access to that specific page file alone. This means that the action does not extend access to any embedded or related content within the site, such as document libraries or updates featured in news web parts. This method of sharing is straightforward but comes with certain constraints that can impact the recipient’s experience and access to information.
The primary limitation of sharing a page is the restricted access it offers. Recipients can view pages shared with them, but they won’t have visibility into any of the content embedded on the pages. This can result in a fragmented experience, as the recipient might not see the full context or all the relevant information that the sharer intended. The disconnection from the broader content ecosystem within the SharePoint site can lead to confusion and a less than optimal informational exchange.
Sharing Sites in SharePoint
Sharing an entire site in SharePoint is akin to granting access to an entire building, as opposed to a single room. When you share a site, you are essentially inviting others into a comprehensive workspace that includes not just pages, but also document libraries, lists, and all other elements contained within the site. This approach ensures that recipients have access to the full array of resources and information available on the site, providing a holistic view of the content ecosystem. Sharing a site is a more inclusive method of collaboration, designed to offer a unified and cohesive experience to all users.
By sharing a site, recipients gain the ability to navigate through the entire site, accessing any information they need without restrictions. This level of access fosters a more integrated and connected experience, allowing users to understand the context and relationships between different pieces of content. However, this broad access necessitates careful management of permissions to ensure that sensitive information remains protected and that users can only access content relevant to their needs.
Comparative Analysis: Pages vs. Sites
By understanding the strengths and limitations of each sharing approach, you can optimize your SharePoint environment for both productivity and protection.
Access Scope:
- Page Sharing: Provides limited access, granting recipients visibility only to the specific page shared with them.
- Site Sharing: Offers full access, giving recipients comprehensive visibility into site content.
User Experience:
- Page Sharing: Can lead to a fragmented user experience, as recipients may encounter barriers when attempting to access related or embedded content not included with the shared page.
- Site Sharing: Provides a unified and cohesive experience, enabling recipients to access a broader context and understand the relationships between different pieces of content.
Security and Management:
- Page Sharing: Offers more granular control over content, but also requires meticulous management of permissions for each page, potentially increasing administrative overhead.
- Site Sharing: Simplifies content distribution but demands a strategic approach to permissions management to prevent over-access to sensitive information.
Should You Share SharePoint Pages or Sites?
The choice between SharePoint page and site sharing is not merely technical but strategic, directly influencing user experience, access scope, and security management. Sharing pages suits specific, limited needs, offering a direct and controlled way to distribute content, but can limit the recipient’s understanding and engagement due to restricted access to related content. On the other hand, sharing entire sites allows for more seamless collaboration, enabling a deeper connection with the content ecosystem, albeit with greater responsibility for managing access and protecting sensitive information.
Ultimately, the decision between sharing pages or sites in SharePoint should be guided by the specific context of collaboration—considering the nature of the content, the needs of the audience, and the overarching security requirements. Still feeling uncertain? Get in touch with our digital workplace experts for assistance with your SharePoint environment.
