Create a SharePoint Page Template for Departments: Practical Checklist for SharePoint Owners

As a SharePoint owner, you need a consistent layout for department pages. Without a template, each team builds pages differently. This creates a messy intranet and confuses visitors. This article explains how to create a reusable page template for departments. You will get a practical checklist to follow from start to finish.

What a Department Page Template Does and Why You Need One

A department page template is a prebuilt page layout that includes standard web parts, sections, and formatting. When a department owner creates a new page, they pick the template instead of starting from a blank page. The template ensures that all department pages have the same header, navigation elements, key web parts, and branding.

The template stores the page structure but not the content. Each department fills in its own text, links, and files. This gives you control over the layout while letting each team manage its own information.

Before you create a template, you need the following:

• A SharePoint communication site or team site where you are a site owner or member of the Site Owners group.
• Access to the Site Pages library.
• A clear idea of the web parts each department needs. Common web parts include News, Events, Quick Links, Document Library, and Text.

SharePoint page templates are site-specific. If you want the same template on multiple sites, you must copy the template file to each site or use a site design script. This article covers the manual process for a single site.

Steps to Create a SharePoint Page Template for Departments

Follow these steps to build a template that your department owners can use. The process works the same in SharePoint Online and SharePoint Server Subscription Edition.

1. Create a sample department page
   Go to your SharePoint site. Select New > Page. Choose a blank layout. Give the page a name like “Department Template Sample.” Add the web parts you want every department page to have. For example, add a Hero web part for announcements, a Quick Links web part for important resources, and a Document Library web part filtered to a specific folder. Do not add real department data. Use placeholder text and generic links. This page is only for building the template.
2. Save the page as a template
   With the sample page open for editing, select the gear icon on the top-right command bar. Choose Save page as template. A dialog box opens. Type a name for the template, such as “Department Standard.” Add a description that tells department owners what the template includes. Check the box if you want to include the content of web parts. For most departments, leave this unchecked so they start with empty web parts. Select OK. The template is saved to the Site Pages library as a .aspx file in the Templates folder.
3. Verify the template appears in the New menu
   Go to the Site Pages library. Check the Templates folder to confirm the template file exists. Now test the template. Select New > Page. Look for the template under the Templates section. If it does not appear, refresh the page or wait a few minutes. If it still does not appear, go to Site Pages library settings and make sure the Templates folder is not hidden.
4. Delete the sample page
   After verifying the template works, delete the sample page you created in step 1. The template file remains in the Templates folder. Deleting the sample page prevents confusion between the template and the sample.
5. Train department owners on using the template
   Show each department owner how to create a page from the template. Tell them to go to New > Page and select the template name. Explain that they can add more web parts to the page after selecting the template. The template provides the starting structure, but they can customize sections as needed.

If you need to update the template later, create a new sample page, make the changes, and save it as a template with the same name. SharePoint overwrites the old template file. Inform department owners that existing pages created from the old template are not affected. Only new pages use the updated template.

Common Mistakes When Creating Department Page Templates

Including real content in the template

If you check the option to include content when saving the template, every new page created from that template will have the same sample text and links. Department owners then have to delete the content before adding their own. This creates extra work. Always leave the content option unchecked unless you have a specific reason to include it.

Not testing the template on a separate site

A template that works on a communication site may not work the same on a team site. Team sites have different default web parts and navigation. Test the template on the exact site type your departments will use. If you have multiple site types, create separate templates for each.

Forgetting to update the template after site changes

If you change the site navigation, add a new global web part, or update the site theme, the template does not update automatically. You must manually edit the template and save it again. Set a reminder to review department templates every six months or after any major site update.

Using web parts that require special permissions

Some web parts, like the Yammer web part or the Power BI web part, require additional licenses or permissions. If you include these in the template, department owners who lack the required access will see errors when they create a page from the template. Only use web parts that are available to all department owners.

Department Page Template vs Starting from Blank Page: Key Differences

Item	Department Page Template	Starting from Blank Page
Setup time per department	5 minutes to create the page and fill in content	30 minutes or more to add web parts and structure
Consistency across departments	High — same layout, web parts, and branding	Low — each department may choose different layouts
Maintenance effort	Medium — you update one template file	High — you must update each page individually
Learning curve for department owners	Low — they only need to fill in content	Medium — they must learn how to add and arrange web parts
Risk of broken layouts	Low — template controls the structure	High — accidental changes can break the page

Using a department page template reduces the time each department spends on page creation. It also enforces a uniform look across the intranet. The blank page approach gives more freedom but requires more training and oversight.

Now you can create a SharePoint page template that keeps your department pages organized and consistent. Start by making a sample page with the exact web parts your teams need. Save it as a template and test it on a site. Train department owners to find the template under New > Page. For advanced control, use SharePoint site designs and PowerShell to deploy the same template to multiple sites at once.