Setting Up Site Navigation in SharePoint

Site navigation is what users actually use to find content. Get it wrong and users default to search or email. Get it right and the site becomes self-service. This article covers the practical steps.

Two navigation models

• Team site navigation: left-hand "quick launch" menu, designed for the people working in the site every day
• Communication site navigation: top horizontal menu, designed for visitors who do not work in the site daily

Both models support up to 3 levels of menu depth. Keep depth shallow.

Step 1: Audit what you have

Open the existing navigation. Note:

• Items that are never clicked (look at site analytics)
• Items where the label does not describe the destination
• Missing items that users ask for
• Items that should be grouped under a parent

Step 2: Plan the new structure

Three rules:

• Top-level items are the most-used destinations
• Group related destinations under a parent (no more than 7 children per parent)
• Use plain English labels, not jargon or acronyms

Sketch the structure on paper or in a table before touching the site.

Step 3: Edit the navigation

Click Edit in the navigation pane. Add, remove, and reorder items:

• Link: to any internal page or external URL
• Label: the text users see (keep it short, scannable)
• Sub-link: nested under a parent for grouping

Use the Audience setting to show items to specific groups (e.g. show "Manager Resources" only to people in the Managers group).

Step 4: Hub-level navigation

If the site is associated with a hub, the hub navigation appears above the site navigation. Coordinate with the hub owner so the two work together, not against each other.

Step 5: Mobile considerations

SharePoint adapts navigation for mobile but deeply nested or wordy menus collapse poorly. Test the site on a phone and trim anything that does not survive the smaller screen.

Common navigation mistakes

• Including Home as a top-level item when the logo already links home
• Putting every library in the top nav (libraries belong under Documents or similar)
• Using internal team names users do not recognise
• Adding items to satisfy a vocal stakeholder rather than the wider audience

Review quarterly

Navigation is not set-and-forget. Review usage analytics quarterly and trim items that no longer earn their spot.

For a navigation review or information architecture engagement, submit a support ticket.