CREATE A SITE FROM ANOTHER SITE

Does your company use SharePoint Online site that is used for providing information updates and news posts to the rest of the company? What if your particular department wants to have a similar site but focused just on their department? Maybe you are considering requesting that a copy of the corporate SharePoint site be created so that you have a good place to start when stubbing out our department site?  How can this be done?

You can request that a copy of the corporate SharePoint Online site be created as a starting point for your department's site. This is a common practice in organizations using SharePoint, especially for replicating layouts, navigation, web parts, and other structural elements from an existing site. However, SharePoint Online does not have a simple built-in "duplicate site" button for modern sites—replication typically requires administrative access and tools like PnP PowerShell or third-party software. You'll likely need to involve your IT department or a SharePoint administrator to handle this, as they have the necessary permissions (e.g., SharePoint Admin or Global Admin roles in Microsoft 365).

Assuming the corporate site is a modern communication site (common for company-wide news), the process would focus on copying the site's template (structure) first, then manually or programmatically transferring content like news posts, pages, and any lists/libraries. Below, we outline how this can be done and the specific tasks involved.

How This Would Be Done

There are a few primary methods, ranging from free (but more technical) to paid (easier for full copies). The most official and cost-free approach recommended by Microsoft is using PnP PowerShell, which exports a site template and applies it to a new site. Third-party tools can handle more complete copies, including content, but may require licensing.

1. Using PnP PowerShell (Free, Microsoft-Supported Method):

   • This copies the site's structure (e.g., navigation, pages layout, web parts, themes, content types, columns, and permissions if specified).
   • It does not automatically copy content like documents, news posts, or list items—you'll need additional steps for that.
   • Requires PowerShell on a Windows machine (or via Azure Cloud Shell) and admin access.

2. Using Third-Party Tools (Easier for Full Copies):

   • Tools like ShareGate, AvePoint, or the free SharePoint Essentials Toolkit (as of 2025) can copy the entire site, including structure and content, with a user-friendly interface.
   • These are often used in enterprises for migrations and can preserve metadata, versions, and permissions.
   • If your company already has a license for one (common in larger orgs), this is the simplest option.

3. Manual Recreation (If Tools Aren't Available):

   • Create a new site from a similar template (e.g., Communication site), then copy elements piecemeal: pages via the "Copy to" feature, lists by saving as templates, and files via drag-and-drop or Power Automate flows.
   • This is time-consuming but doesn't require special tools.

Specific Tasks to Support This

Here's a breakdown of the key tasks, assuming the PnP PowerShell method (as it's free and aligns with Microsoft guidance). These should be coordinated with your IT/SharePoint admin. The process typically takes 1-2 hours for a simple site, plus time for content migration and testing.

1. Preparation (1-2 days lead time)

• Request Admin Assistance: Submit a ticket to your IT department explaining the request (e.g., "Duplicate the corporate news site at [URL] for our department site"). Provide the source site URL and desired new site URL (e.g., https://yourcompany.sharepoint.com/sites/DepartmentName). Specify if you want content copied or just the structure.
• Check Permissions and Prerequisites:
  • Ensure the admin has SharePoint Admin or higher rights.
  • Verify the source site allows template export (e.g., no restrictions from compliance policies).
  • Install PnP PowerShell if not already set up:
    • Open PowerShell as admin.
    • Run: Install-Module PnP.PowerShell (or update if installed).
  • Enable custom scripting on the source and target sites if needed (temporary, for library copies): Use Set-PnPTenantSite -Identity [SiteURL] -DenyAddAndCustomizePages:$false in PnP PowerShell.
• Backup the Source Site: Export any critical data (e.g., via SharePoint's export features or PowerShell) to avoid accidental changes.

2. Copy the Site Structure (Core Duplication Step, 30-60 minutes)

• Connect to the Source Site:
  • Run: Connect-PnPOnline -Url [SourceSiteURL] -Interactive (e.g., https://yourcompany.sharepoint.com/sites/CorporateNews). Authenticate with admin credentials.
• Export the Site Template:
  • Define a file path: $TemplatePath = "C:\Temp\SiteTemplate.xml"
  • Run: Get-PnPSiteTemplate -Out $TemplatePath -PersistBrandingFiles -PersistPublishingFiles (This captures layout, navigation, etc.).
• Create the New Site:
  • Use the SharePoint Admin Center (admin.microsoft.com > SharePoint > Sites > Active sites > Create) to make a new communication site. Or via PowerShell: New-PnPSite -Type CommunicationSite -Title "Department Site" -Url [NewSiteURL].
• Apply the Template to the New Site:
  • Connect: Connect-PnPOnline -Url [NewSiteURL] -Interactive
  • Run: Invoke-PnPSiteTemplate -Path $TemplatePath -ClearNavigation
• Notes: This replicates the look and feel but skips content. If the source is a root site, it can't be applied to subsites.

3. Copy Content (If Needed, 30 minutes to several hours depending on volume)

• Copy Pages (e.g., News Posts and Site Pages):
  • Manually: In the source site's Site Pages library, select pages > Copy to > Choose the new site.
  • Automated: Use Power Automate (create a flow: "For a selected file" > Copy to another site) or PnP PowerShell script for batch copying.
• Copy Lists (e.g., If There's a Custom News List):
  • Define variables: $SourceURL = [SourceSiteURL], $TargetURL = [NewSiteURL], $ListName = "News", $TempFile = "C:\Temp\ListTemplate.xml"
  • Connect to source: Connect-PnPOnline -Url $SourceURL -Interactive
  • Export: Get-PnPSiteTemplate -Out $TempFile -ListsToExtract $ListName -Handlers Lists; Add-PnPDataRowsToSiteTemplate -Path $TempFile -List $ListName
  • Connect to target: Connect-PnPOnline -Url $TargetURL -Interactive
  • Apply: Invoke-PnPSiteTemplate -Path $TempFile
• Copy Document Libraries (e.g., For Images or Attachments):
  • Use a custom PnP function or script (available in Microsoft docs) to copy files while preserving metadata.
  • Alternative: Sync libraries via OneDrive or use the "Copy to" feature in the UI for small sets.
• Handle Permissions: Manually reapply group-based permissions in the new site's settings, or include them in the template export with -IncludeAllPermissions.

4. Post-Copy Tasks (Testing and Cleanup, 1-2 hours)

• Test the New Site: Verify layout, navigation, and functionality. Check for broken links (e.g., to corporate resources).
• Customize for Department: Update branding, add department-specific content, and remove irrelevant elements.
• Set Ownership and Sharing: Assign your department as owners via Site Settings > Permissions.
• Disable Custom Scripting: Revert with Set-PnPTenantSite -Identity [SiteURL] -DenyAddAndCustomizePages:$true for security.
• Monitor and Train: Ensure your team knows how to post updates. If issues arise, use SharePoint's activity logs.

If PnP PowerShell seems too technical, suggest your IT team use a tool like ShareGate for a one-click copy (connect source > select site > copy to target > include content/options).

This approach gives you a solid starting point without starting from scratch.