SharePoint ‘Save Site as Template’ Challenges

What is “Save Site as Template” in SharePoint?

The “Save Site as Template” feature in SharePoint allows users to create a reusable template based on an existing site. This template can be used to replicate the structure, content types, lists, libraries, and some settings of the original site, making it easier to standardize site creation across an organization.

However, while this feature was widely used in SharePoint On-Premises (2010, 2013, 2016, 2019), its support has been significantly reduced in SharePoint Online due to modern SharePoint architecture and feature limitations.

Why Do We Need “Save Site as Template”?

For many organizations, especially those managing multiple SharePoint sites with similar structures, creating a site from scratch every time is inefficient. The “Save Site as Template” feature was designed to:

Reduce repetitive work – Quickly deploy new sites with preconfigured settings, lists, and libraries. Without this feature, administrators and users would need to manually configure every new site, which is both time-consuming and prone to errors.
Ensure consistency – Standardize the structure and features of SharePoint sites within an organization. Having a uniform structure helps organizations maintain governance and compliance standards across departments.
Accelerate deployment – Allow users to spin up new sites without extensive manual configuration. This is particularly useful in large organizations with recurring site requests, such as project sites, departmental sites, or client portals.
Empower users with less technical expertise – Non-technical users can quickly create functional sites based on pre-defined templates, reducing reliance on IT teams and speeding up site creation workflows.

Pros and Cons of “Save Site as Template”

Pros:

Efficiency: Speeds up site creation by reusing existing structures instead of building from scratch.
Standardization: Ensures a consistent user experience and governance across SharePoint environments.
User-Friendly: Available directly in the UI (for supported versions), making it accessible to non-developers.
No Coding Required: Unlike custom site provisioning solutions, this method does not require scripting or development knowledge.
Content Inclusion Option: Users can choose to include site content, which is helpful for preloading templates with essential data.
Offline Reusability: Templates saved as .wsp files can be downloaded, stored, and reused when needed, making them a portable option for site replication.

Cons:

Limited in SharePoint Online: Modern SharePoint sites, including Communication Sites and Microsoft 365 Group-connected sites, do not support this feature.
Issues with Features and Customizations: Not all features, workflows, or custom scripts are included when saving a site as a template, leading to inconsistencies.
Permissions and Security Gaps: Some user permissions and configurations might not be copied over correctly, requiring manual adjustments post-creation.
Deprecated Features: Microsoft has moved towards using Site Designs, PnP Provisioning, and Microsoft Power Automate for site provisioning in SharePoint Online, reducing the relevance of this feature.
List and Library Limitations: Some lists and libraries, particularly those exceeding threshold limits or containing complex workflows, may not function correctly when deployed from a template.
WSP Dependency: The .wsp template file format is not compatible with modern SharePoint architecture, limiting its usability in SharePoint Online.

Use Cases for “Save Site as Template”

While its limitations have made it less practical in SharePoint Online, some valid use cases remain, particularly for On-Premises environments:

Departmental Site Creation: IT teams can create department-specific templates with predefined lists, libraries, and metadata, ensuring that each department follows the same structure.
Project Site Replication: Organizations running multiple projects with similar structures can benefit from site templates, allowing quick and efficient provisioning of new project sites.
Training Environments: Templates can be used to quickly set up training sites with predefined content, including instructional materials and test data.
Event Management: Organizations managing frequent events with similar documentation structures can use templates for efficiency, ensuring all event-related data is properly organized and easily accessible.
Client or Partner Portals: Businesses that frequently set up SharePoint sites for external clients or partners can use templates to streamline onboarding and site setup processes.

Sample Implementation (SharePoint On-Premises)

Save an Existing Site as a Template:
- Navigate to Site Settings → Save site as template.
- Provide a template name and check “Include Content” if needed.
- Click OK and wait for the process to complete.
- Download the template as a .wsp file (if necessary).
Create a New Site Using the Template:
- Go to Site Collection Settings → New Subsite.
- Select the saved template from the available options.
- Configure the site settings and create the new site.

Alternative Implementations for SharePoint Online

Since “Save Site as Template” is no longer a viable option in SharePoint Online, organizations need alternative methods:

PnP PowerShell Provisioning (Preferred for SharePoint Online)

PnP PowerShell is the most flexible and scalable way to create a SharePoint site template in modern SharePoint environments.

Example PowerShell Script for Site Provisioning in SharePoint Online:

# Connect to SharePoint Online
Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/yoursite" -UseWebLogin

# Extract Site Template
Get-PnPProvisioningTemplate -Out "siteTemplate.xml"

# Apply Template to a New Site
New-PnPSite -Type TeamSite -Title "New Project Site" -Alias "newproject" -Description "Project Site" -Owner "admin@yourtenant.com"
Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/newproject" -UseWebLogin
Apply-PnPProvisioningTemplate -Path "siteTemplate.xml"

Limitations in SharePoint Online

Not Available for Modern Sites: “Save Site as Template” is not supported for Communication Sites, Microsoft 365 Group-connected sites, or Hub Sites.
No Direct UI Option: Unlike SharePoint On-Premises, where the option is available in Site Settings, SharePoint Online requires custom scripting or automation tools like PnP PowerShell.
Complex Configurations Require Scripting: Unlike simple template exports, custom branding, permissions, and site-specific configurations require additional scripts and manual setup.
Security and Permissions Considerations: Some settings, such as unique permissions and access configurations, may not be retained in PnP templates and need to be re-applied manually.

While “Save Site as Template” was a convenient feature for SharePoint On-Premises, its removal from SharePoint Online reflects Microsoft’s shift towards modern site provisioning methods. Organizations must adapt to Site Designs, PnP PowerShell, and Power Automate for more scalable and flexible site creation.

For those still using SharePoint On-Premises, the feature remains useful, but it’s crucial to understand its limitations. As Microsoft continues to enhance SharePoint Online, businesses should start transitioning to modern approaches for long-term sustainability.