How to customize and personalize a SharePoint project site

A SharePoint project site is a powerful tool for managing and collaborating on projects. It provides a central location for team members to access project-related documents, tasks, and discussions. While SharePoint project sites come with a variety of pre-built features, customizing and personalizing the site can greatly enhance its functionality and meet specific project requirements. In this tutorial, we will explore various ways to customize and personalize a SharePoint project site.

Customizing the Look and Feel

One of the first steps in customizing a SharePoint project site is to modify its look and feel. SharePoint provides several options for customizing the site's appearance:

1. Themes

SharePoint offers a variety of pre-designed themes that can be applied to a project site. These themes provide a consistent look and feel across the site, making it visually appealing and easy to navigate. To apply a theme, go to the "Site Settings" menu, select "Change the look," and choose a theme from the available options.

2. Logo and Favicon

Adding a custom logo and favicon to your SharePoint project site can help establish your project's brand and make it easily recognizable. To add a logo, go to the "Site Settings" menu, select "Title, description, and logo," and upload your desired logo image. To add a favicon, go to the "Site Settings" menu, select "Look and Feel," and choose "Title, description, and logo." Upload your favicon image here.

3. Site Navigation

Customizing the site navigation can greatly improve the user experience of your SharePoint project site. You can add links to important pages, rearrange the order of navigation items, and even create submenus. To customize the site navigation, go to the "Site Settings" menu, select "Navigation," and make the desired changes.

4. Page Layouts

SharePoint provides a variety of page layouts that can be used to structure the content of your project site. These layouts allow you to display information in a visually appealing and organized manner. To customize the page layout, go to the "Site Settings" menu, select "Page layouts and site templates," and choose a layout that suits your needs.

Adding Custom Web Parts

Web parts are the building blocks of a SharePoint project site. They allow you to add functionality and display information on your site. SharePoint offers a wide range of pre-built web parts, but you can also create your own custom web parts to meet specific project requirements. Here are a few examples of commonly used web parts:

1. Document Library

A document library web part allows you to store and manage project-related documents. You can create folders, upload files, and set permissions to control access to the documents. To add a document library web part, go to the desired page on your project site, click on "Edit," and select "Add a Web Part." Choose the "Document Library" web part from the available options.

2. Task List

A task list web part is a powerful tool for managing project tasks. You can create tasks, assign them to team members, set due dates, and track the progress of each task. To add a task list web part, follow the same steps as adding a document library web part, but choose the "Task List" web part instead.

3. Calendar

A calendar web part allows you to schedule and track project-related events. You can add events, set reminders, and view the calendar in various formats (day, week, month). To add a calendar web part, follow the same steps as adding a document library web part, but choose the "Calendar" web part instead.

4. Discussion Board

A discussion board web part enables team members to engage in project-related discussions and share ideas. You can create discussion threads, reply to posts, and attach files. To add a discussion board web part, follow the same steps as adding a document library web part, but choose the "Discussion Board" web part instead.

Creating Custom Forms

Custom forms are a great way to capture and store project-related data in a structured manner. SharePoint provides a powerful form builder that allows you to create custom forms without any coding. Here's how you can create a custom form:

1. List Settings

To create a custom form, you first need to create a custom list or library. Go to the desired page on your project site, click on "Site Contents," and select "New > List" or "New > Document Library." Enter the necessary details and click on "Create."

2. Customize Form

Once the list or library is created, go to its settings by clicking on the "List" or "Library" tab in the ribbon and selecting "List Settings" or "Library Settings." Under the "General Settings" section, click on "Form Settings" and select "Customize Form."

3. Form Builder

The form builder will open in a new window, allowing you to customize the form layout and add form fields. You can choose from a variety of field types, such as text, choice, date, and more. Drag and drop the desired fields onto the form canvas and arrange them as per your requirements.

4. Save and Publish

Once you have customized the form, click on "Save" and then "Publish" to make it available for use. The custom form will now be accessible from the list or library where it was created.

Integrating SharePoint with Other Tools

SharePoint integrates seamlessly with a variety of other tools and applications, allowing you to extend its functionality and improve project collaboration. Here are a few examples:

1. Microsoft Teams

Microsoft Teams is a collaboration platform that allows team members to chat, meet, and share files in real-time. You can integrate SharePoint with Teams to access project-related documents and tasks directly within the Teams interface. To integrate SharePoint with Teams, go to the "Files" tab in a Teams channel, click on "Open in SharePoint," and follow the prompts.

2. Power Automate

Power Automate (formerly known as Microsoft Flow) is a workflow automation tool that allows you to create custom workflows and automate repetitive tasks. You can integrate SharePoint with Power Automate to automate document approval processes, send notifications, and much more. To integrate SharePoint with Power Automate, go to the Power Automate website and follow the instructions to connect your SharePoint account.

3. Power BI

Power BI is a business analytics tool that allows you to visualize and analyze project data. You can integrate SharePoint with Power BI to create interactive dashboards and reports based on the data stored in your SharePoint project site. To integrate SharePoint with Power BI, go to the Power BI website and follow the instructions to connect your SharePoint account.

4. Microsoft Planner

Microsoft Planner is a task management tool that allows you to create and assign tasks, track progress, and collaborate with team members. You can integrate SharePoint with Planner to sync tasks between your project site and Planner. To integrate SharePoint with Planner, go to the "Tasks" tab in your project site, click on "Planner," and follow the prompts.

Conclusion

Customizing and personalizing a SharePoint project site can greatly enhance its functionality and meet specific project requirements. By customizing the look and feel, adding custom web parts, creating custom forms, and integrating SharePoint with other tools, you can create a project site that is tailored to your needs. Whether you are using SharePoint for project management, document management, or collaboration, these customization options will help you optimize your SharePoint project site for success.