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How to Use SharePoint and Planner for Website Management

Kushani Nimanthika Sep 27, 2026 869 views

Question details

The user needs a structured approach to organize website content, track assignments, and facilitate remote collaboration using Microsoft SharePoint, Planner, and Teams.

How to Manage a Website Using SharePoint and Planner

Product: Microsoft SharePoint and Planner
Device & OS: not provided
Scenario: Establishing a remote collaboration workflow for website management, task delegation, and content approval.
Observed behavior: Seeking best practices to configure document libraries, set up task buckets, and integrate Microsoft 365 tools for efficient website administration.

Before you start

Ensure you have an active Microsoft 365 subscription with administrator or site owner permissions to create new SharePoint team sites and Microsoft Planner boards.

Solution 1Recommended

Set Up a SharePoint Team Site for Content Management

Create a centralized hub to store, organize, and manage all your website's documents, images, and collaborative files.

A SharePoint team site acts as the foundational repository for your website assets. By utilizing document libraries with customized permissions and version control, you can ensure your team always works on the most up-to-date content securely.

Create the SharePoint site

Log into your Microsoft 365 portal, open SharePoint, and click 'Create site'. Select 'Team site' to enable seamless collaboration and link it to a Microsoft 365 group.

Configure document libraries

Navigate to 'Site contents' and create dedicated document libraries for different website assets, such as draft articles, published pages, and media files.

Set permissions and workflows

Access the library settings to assign appropriate user permissions. Enable version history to track document changes and configure content-approval workflows for quality control before publishing.

Set Up a SharePoint Team Site for Content Management

Tip: Test your site structure and document library permissions with a small pilot team using a Microsoft 365 trial before full deployment.

Solution 2

Manage Tasks and Deadlines with Microsoft Planner

Organize actionable website management tasks into visual boards and track your team's progress.

Solution 3

Integrate SharePoint and Planner with Microsoft Teams

Streamline team communication by bringing your SharePoint files and Planner boards directly into a single Teams interface.

Free Microsoft Office alternative

Create and Draft Website Content Faster with WPS Office

While SharePoint and Planner are excellent for hosting files and tracking tasks, creating the actual website copy, mockups, and content calendars is highly efficient with WPS Office. As a free, lightweight suite, it provides everything you need to draft and review website materials before uploading them to your team site.

1. Download and install WPS Office: Get WPS Office for free from the official website and install it on your device.
2. Draft your website content: Use WPS Writer to craft SEO articles and web copy, or WPS Spreadsheet to meticulously plan your content calendar.
3. Save and upload to SharePoint: Save your files in standard formats like .docx or .xlsx and upload them directly to your SharePoint team site.

Fully compatible with Microsoft Office formats (.docx, .xlsx, .pptx) for seamless integration with SharePoint document libraries.Lightweight design ensures fast performance even when drafting extensive website content and handling large media files.Familiar, tabbed user interface eliminates steep learning curves, allowing immediate productivity.Built-in PDF toolkit makes it easy to review web design mockups and export finalized assets.

microsoft office alternative - wps office

Frequently Asked Questions

Can external users access our website management SharePoint site?

Yes, SharePoint allows you to share sites, folders, and documents with external users such as freelance writers or guest designers. However, your Microsoft 365 administrator must enable external sharing at the organizational and site level before you can send invitations.

How do I trigger an approval workflow for new website content in SharePoint?

You can establish approval workflows using Power Automate. Navigate to your document library, click on 'Integrate', select 'Power Automate', and choose 'Create a flow'. From there, you can configure a standard 'Request approval' template for newly uploaded drafts.

Are Planner tasks automatically visible in our Microsoft Teams channel?

No, they are not automatically visible. You must manually add the 'Tasks by Planner and To Do' application as a tab within your specific Teams channel to view and manage your Planner buckets without leaving the Teams interface.

Does SharePoint retain previous versions if someone makes a mistake on a website document?

Yes, SharePoint features built-in version history. If versioning is enabled on your document library, you can access past iterations by clicking the ellipsis (...) next to the file and selecting 'Version history' to view, compare, or restore an earlier version.

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