Use the SharePoint Project management site template

Use the SharePoint Project management site template

The Project management site template is a team site designed to serve as an internal home page for your project team. Create a collaboration space for your team where you can share project updates, post meeting notes, and access team documents.

In this article, we share the elements that are on the SharePoint Project management site template and discuss how you can customize the site to make it your own. 

Screenshot of the Project Planning site homepage

Site features

  • Customizable site that comes with pre-populated images, web parts, and content to inspire site editors when making customizations to help teams collaborate.

  • Ready-to-use project status report template that makes it easily to publish and share project updates with your team and partners.

  • Use Microsoft Lists to create a project tracker and issues tracker list to help manage and track project details with your team.

Notes: 

  • Some functionality is introduced gradually to organizations that have opted into the Targeted release program. This means that you may not yet see this feature, or it may look different than what is described in the help articles.

  • When you apply a template to an existing site, your content will not automatically merge with the new template. Instead, existing content will be stored as a duplicate page in Site contents

First, follow instructions on how to add the template to a new or existing site.

Note: You must have site owner permissions to add this template to your site. 

Explore pre-populated site content, web parts, and pages and decide what site customizations will be necessary to align with your organization's brand, voice, and overall business objective. 

Pre-populated site, list, and news post template content:

  • Home page - Provides a landing place for teams to easily share content, collaborate, and get updates for the project

  • Calendar - Displays the team Outlook calendar

  • Project tracke r list - Keep track of all work progress related to the upcoming project. Customize this list template by editing list text fields.

  • Issue tracker list - Track any issues that may get in the way of the project. Customize this list template by editing list text fields.

  • Document library - Easy and secure access to project files

  • Recycle bin - Provides access to recently discarded project-related content 

  • Status report template - Use this ready-made template to easily publish project status reports to your team. Customize this news post template by editing list Text and Image web parts.

Once you've added the Project management site template, it's time to customize it and make it your own. 

Note: To edit a SharePoint site you must be a site owner or site member.

  1. Check project status and  issue tracker lists - Use the Hero web part to keep team members updated on the status of the project.

  2. Countdown to the project launch  - Use the Countdown timer web part to let team members know how much time is left to prepare for the project launch.

  3. Highlight frequently used resources - Use the Document library web part to provide quick access to team resources and files. 

  4. Review recent team site activity - Use the Site activity web part to view recently viewed content by other team members.

  5. Display a list of project schedules and deadlines - Use the Events web part to create a list of important team deadlines.

  6. Share team news and announcements - Use the News web part to publish team announcements and event opportunities.

  7. Provide a list of frequently used tools - Use the Quick links web part to make collaboration simple by compiling a list of frequently used tools for the project. 

  8. Provide access to key contacts  - Use the People web part to list primary points of contact for project management. 

Screenshot of the full page of the project planning template site page

Customize your site's look, site navigation, web parts, and content to fit the needs of your viewers and of the organization. When making customizations, ensure the site is in edit mode by selecting Edit in the top right of the site. As you work, Save as a draft, or Republish changes to make edits visible to viewers.

1.  Use the Hero web part to highlight project status

Screenshot of the Hero web part

  1. Begin by selecting the Hero web part and choose Edit  Web part edit button .

  2. Then, choose the Layer and Tile options that best suit the organization’s needs.

See different layouts and learn more about editing the Hero web part.

2.  Use the Countdown timer web part to let team members know how much time is left

Screenshot of the countdown timer web part

  1. Begin by selecting the Countdown timer web part and choose Edit  Web part edit button .

  2. Add the Date and Time of the event. 

  3. Select the Format for the timer display.

  4. Add a Call to action by changing the overlaying text and add a link to more information.

  5. Customize the web part background image by selecting Change, choosing an image source, and selecting Insert.  

Learn more about using the Countdown timer web part.

3.  Use the Document library web part to provide quick access to resources

Screenshot of the document library screenshot

  1. To change the view or folder source for the Document library web part, select Edit Web part edit button .

  2. To edit document library folders, labels, and content, navigate to the library in Site contents. Make your edits, and your content will update in the web part.

Learn more about using the Document library web part.

4.  Use the Site activity web part to stay up to date on team activity

Screenshot of the Site activity web part

  1. Begin by selecting the Countdown timer web part and choose Edit Web part edit button .

  2. Enter a number in the toolbox under Show this many items at a time. Then select Apply.

Learn more about using the Site activity web part.

5.  Use the Events web part to keep track of dates and deadlines

Screenshot of the events web part

  1. Begin by selecting the Events web part and choose Edit  Web part edit button .

  2. Select the Source.

  3. Then, select the Date range that should be displayed on the site. 

  4. Next, select the Layout.

  5. Select the Maximum number of items that should be listed in this web part. 

Learn more about the Events web part.

6.  Use the News web part to emphasize project team announcements and event opportunities.

Screenshot of the news web part

  1. Begin by selecting the News web part and choose Edit Web part edit button .

  2. Then, select the news Source that contains the information you would like to display.

  3. Select the Layout, Viewing options, and Filter that best displays the members of the organization’s team.

  4. In the Organize section, determine the order in which the news should be displayed.

Learn more about using the News web part.

7.  Use the Quick links web part to compile a list of frequently used tools for the project.

Screenshot of the Quick links web part

  1. Navigate the the Quick Links web part and select the link, and then Edit Web part edit button .

  2. Edit the link, title, icon, and description if needed..

  3. To add a link, select + Add links.

See different types of layouts and editing options for the Quick Links web part.

8.  Use the People web part to list primary points of contact for projects

Screenshot of the People web part

  1. Start by deleting the image of the People web part.

  2. Then, add the People web part in place by selecting the line with a circled +, like this:

    Plus sign for adding web parts to a page

  3. Select Edit Web part edit button  on the People web part.

  4. Enter the name of a person or group, then select Save.

Learn more about the People web part.

Customize the following pages within the site: 

Image of the project status report page

  • Project tracke r list - Keep track of all work progress related to the upcoming project. Customize this list template by editing list text fields.

  • Issue tracker list - Track any issues that may get in the way of the project. Customize this list template by editing list text fields.

  • Status report template - Access this template in Settings and then Site content. Use this ready-made template to easily publish project status reports to your team. Customize this news post template by editing list Text and Image web parts.

Customize the look and site navigation

Before you share your site with others, put the finishing touches on your site by ensuring users can find the site, navigate through links and pages easily, and quickly access content on the site.

Share your site with others after you've customized your site, reviewed it, and published the final draft. 

  1. Select Settings and then Site Permissions.

  2. Then select Invite people and then select Add members to group and then Add to grant full access to team site content, shared resources like the team Outlook calendar and editing rights to the site.

  3. Then select Invite people and then Share site only and then Save to share the site but not shared resources or site editing rights.

Learn more about managing team site settings, site information and permissions.

After you create and launch your site, the next important phase is maintaining site content. Ensure you have a plan to keep content and web parts up to date. 

Site maintenance best practices:

  • Plan for site maintenance - Establish a schedule to review the site content as often as needed to ensure content is still accurate and relevant.

  • Regularly post news - Distribute the latest announcements, information, and status across the organization.  Learn how to add a News post on a team site or communication site, and show others who will be posting announcements how they can use SharePoint news.

  • Check links and web parts - Keep links and web parts updated to ensure you are leveraging the full value of your site.

  • Use analytics to improve engagement - View site usage by using the built-in usage data report to get information on popular content, site visits, and more.

  • Periodically review your site settings - Once you've created a site in SharePoint, you can make changes to the settings, site information, and permissions for the site.

More customization resources

Learn more about planning, building, and maintaining SharePoint sites.

See more SharePoint site templates.

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