SharePoint Classic vs Modern: Key Differences You Should Know

In Classic SharePoint, sites are organized in a hierarchical structure. You have a main site (root site) and smaller subsites underneath it, like branches of a tree. This structure is rigid and inflexible. Moving a subsite or changing settings can be difficult. All subsites usually inherit the parent site's permissions, navigation, and settings, which can become complex in large organizations.

Use Case - A company might have a main site with subsites for HR, Marketing, and Finance. Over time, this creates a nested structure that is hard to navigate and manage.

Modern SharePoint uses a flat structure. Modern site is created at the same level rather than nested under a parent site. To connect related sites, you use Hub Site. A hub acts as a central point to link multiple sites, such as department or project sites.

When sites are connected to a hub, they can share branding, navigation menus, and search scopes. This creates a unified experience, even though each site is separate.

Use Case - The Marketing department could have a "Marketing Hub" site. Individual project sites like "Q3 Campaign" and "Product Launch" can be associated with this hub. All these modern sites share a consistent look and are easy to find from one central location.

Classic SharePoint uses older web parts and static page layouts. Once a page is created, the layout cannot be easily changed. Adding new web parts often requires developer expertise or custom code. This makes content updates slower and more complicated for business users.

Use Case - A company’s SharePoint intranet home page in Classic SharePoint might need a new document library or news section. Adding this requires a developer to create a custom web part or adjust the page code, causing delays and additional cost.

Modern SharePoint offers a drag-and-drop experience for building pages. It provides a wide gallery of modern web parts such as text, images, documents, lists, news, and embeds. Users can easily add, move, or remove web parts without coding. Modern page layouts are flexible and can be updated anytime, allowing quick adjustments based on business needs.

Use Case - On a Modern SharePoint site, the communications team can create a new announcements section, rearrange content, or embed a video directly on the page in minutes. No developer support is needed, making content management faster and more efficient.

Classic SharePoint has very limited integration with Microsoft 365 apps. Connecting with tools like Teams, Power Automate, or Planner often requires custom development or third-party solutions. This can slow workflows and make collaboration harder for users.

Use Case - A finance team using Classic SharePoint may need to create an approval workflow for invoices. Setting this up with Classic requires custom coding or external tools, which increases time and cost.

Modern SharePoint is built to work smoothly with the Microsoft 365 ecosystem. Users can embed Teams channels, automate workflows with Power Automate, create custom forms in Power Apps, or track tasks with Planner directly from SharePoint pages. This integration simplifies processes and enhances productivity.

Use Case - On a Modern SharePoint project site, the marketing team can automatically collect form submissions via Power Apps, generate approval notifications through Power Automate, and discuss updates in a linked Teams channel. Everything works together without any coding.

Classic SharePoint often relies on older technologies like custom master pages, server-side code, and InfoPath forms. These customizations require a developer and can make upgrades complicated. Over-customizing a Classic site may lead to compatibility issues with future updates.

Use Case - A company using Classic SharePoint wants a custom HR onboarding form. They need a developer to create the form with InfoPath and write code for approvals. Any changes later require more development effort.

Modern SharePoint uses the SharePoint Framework (SPFx) for client-side development. Developers can build custom web parts and extensions that are lightweight and safer to maintain. Branding is done through themes and site designs, which are more controlled but upgrade-friendly. Non-developers can also use out-of-the-box options like Power Apps and Power Automate for light customization without coding.

Use Case - A marketing team using Modern SharePoint wants a dynamic project status tracker. They can use an SPFx web part or a Power App embedded on the site. Updates to Microsoft 365 do not break the customization, making it easier to maintain.

Classic SharePoint provides a simple search feature. It returns results without much personalization, and users often need to filter or browse through multiple pages to find what they need. Search results are not always intuitive, and content buried in subsites or libraries can be hard to locate.

Use Case - An employee in a Classic SharePoint environment wants a specific HR policy. They type a keyword into the search bar but get dozens of irrelevant documents from multiple subsites. Finding the correct file takes time and effort.

Modern SharePoint comes with an advanced, personalized search. It is "security-trimmed," meaning users only see results for content they have permission to access. Search results adapt to the user’s activity, recent documents, and site interactions, making it faster to locate files, pages, or people. Modern search also includes natural language queries and suggestions.

Use Case - An employee in Modern SharePoint types a question like "Q3 marketing campaign goals." The search instantly shows related documents, pages, and Teams files they have access to, reducing time spent navigating multiple sites.

In Classic SharePoint, lists and libraries use a ribbon menu that can feel cluttered and overwhelming. Many features require multiple clicks, and certain actions like moving files or editing columns need advanced knowledge or developer support. Users often spend extra time navigating menus just to perform routine tasks.

Use Case - An employee wants to reorganize files in a library. In Classic SharePoint, they must open multiple menus, check settings, and sometimes rely on IT support to move files between folders or update metadata. This slows down collaboration and content management.

Modern SharePoint provides a clean, simplified command bar and user-friendly interface. Users can pin important documents, edit columns inline, and apply column formatting without technical expertise. The "Copy to" and "Move to" functions make transferring documents between libraries straightforward. Modern libraries also support drag-and-drop and bulk editing, which streamlines daily work.

Use Case - A project team wants to update metadata and move documents between libraries. In Modern SharePoint, they can select multiple files, edit properties directly in the library view, and use "Move to" to relocate them instantly. This saves time and reduces errors.

Classic SharePoint is not being turned off immediately, but its development has mostly stopped. Microsoft is no longer adding new features, updates, or improvements for the classic experience.

• No New Features: All new tools, like advanced search, AI-powered Copilot, and deep Microsoft 365 integrations, are only available in Modern SharePoint.
• Security and Maintenance: Classic sites will not get major security updates or bug fixes. This may create security risks and compatibility issues. Some features, like SharePoint Add-ins, are being retired soon.
• Legacy Support: Classic is maintained mainly for companies with older on-premises environments or heavily customized sites that cannot be moved easily.

Switching from Classic to Modern is important to keep your organization secure, productive, and up to date.

• Better User Experience: The Modern interface is simple and intuitive. Tasks are easier to complete, which can increase adoption and productivity.
• Improved Security: Modern SharePoint uses the latest security standards and gets regular updates to protect your data.
• Seamless Microsoft 365 Integration: Modern connects easily with Teams, Power Automate, Viva Connections, and other apps. This creates a more connected and efficient workspace.
• Future-Proofing: Moving to Modern ensures your organization gets new features, updates, and ongoing support. You won’t be left behind as technology evolves.