Step-by-Step Guide to Setting Up a Company Brand Book in SharePoint
You can now set up a company brand book in SharePoint with ease. The brand center brings new brand center capabilities that help you deliver consistency across every SharePoint site. With the SharePoint brand center, you control your brand assets in one place. You need admin permissions before you begin, but the zero-code approach makes branding simple. A centralized company brand book improves governance and enhances the user experience by keeping your brand strong across all platforms.
Key Takeaways
Use the SharePoint Brand Center to keep all your brand assets like fonts, colors, and logos in one place for easy management and consistent branding across all sites.
Gather and prepare your brand assets carefully before starting, including high-quality logos, official fonts, and color palettes that match your company identity.
Set up the Brand Center with the right admin permissions, activate the Content Delivery Network (CDN) to speed up asset delivery, and upload your fonts and colors without needing any coding skills.
Apply brand packages and update site themes regularly to create a unified and professional look that improves user experience and strengthens your company’s identity.
Maintain strong governance by controlling permissions, enabling versioning to track changes, and training your teams to use the Brand Center properly for ongoing brand consistency.
Why Use a Company Brand Book
Consistency Across SharePoint
You want every SharePoint site to reflect your organization’s identity. A company brand book helps you achieve this goal. When you use the same brand guidelines across all sites, you create a unified look and feel. This consistency builds trust with your users and helps them recognize your brand instantly.
Tip: Consistency in branding makes navigation easier for everyone. Users know what to expect when they visit any SharePoint site in your environment.
SharePoint now allows you to set up and manage brand assets like fonts and color palettes in one place. You can apply these settings to every site. This approach ensures that your brand remains strong and recognizable. You do not need to worry about different teams using different styles. The company brand book keeps everyone on the same page.
Centralized Brand Assets
Centralizing your brand assets saves time and reduces confusion. You can store all your logos, fonts, and color palettes in the SharePoint brand center. When you update a brand asset, every site gets the latest version. This process eliminates outdated files and mismatched designs.
You control who can access and update brand assets.
You make sure every site uses approved brand elements.
You simplify the process of rolling out new brand guidelines.
A centralized system also supports better governance. You can track changes and manage permissions easily. Your brand stays protected, and your SharePoint environment looks professional. With the brand center, you empower your teams to build sites that always align with your company’s identity.
Prepare for SharePoint Branding
Permissions and Access
Before you start building your company brand book, you need the right permissions. Only users with SharePoint admin or Microsoft 365 admin roles can set up the Brand Center. Make sure you have access to the Microsoft 365 Admin Center. This access lets you activate the Brand Center and manage brand assets for your organization.
Note: If you do not have admin rights, contact your IT department. They can grant you the necessary permissions or help you get started.
You should also review your organization’s governance policies. Approval processes help you control who can create new sites and apply branding. This step keeps your SharePoint environment organized and ensures only approved brand assets appear on your sites.
Gather Brand Assets
You need to collect all the elements that define your company’s identity before you begin branding in SharePoint. These elements include your logo, approved fonts, and color palettes. Store these files in a secure location on your device so you can upload them easily to the Brand Center.
Gather high-resolution logos in standard formats (PNG, SVG).
Prepare your official fonts in supported file types.
Create a color palette that matches your corporate identity.
List any additional images or icons you want to use across SharePoint sites.
You can use SharePoint’s Brand Center and Lookbook templates to explore design options. These tools help you visualize how your brand will look across different sites. Some organizations use third-party tools to extend branding flexibility, but SharePoint’s built-in features now cover most needs. Consistent use of brand assets across all digital channels strengthens your brand and makes your intranet feel unified.
Tip: Keep your brand assets updated. Regular reviews ensure your SharePoint sites always reflect your latest brand guidelines.
A well-prepared set of brand assets makes the branding process smooth. You reduce the need for heavy customization and keep your SharePoint environment easy to manage. Good preparation supports long-term governance and helps your brand stay strong as your organization grows.
Set Up the Company Brand Book
Setting up your company brand book in SharePoint starts with the new brand center. This powerful tool gives you control over your brand assets and ensures every site in your organization follows the same guidelines. You do not need to write any code. The process is simple and user-friendly.
Access Brand Center
To begin, you need to access the brand center through the Microsoft 365 Admin Center. Follow these steps:
Sign in to the Microsoft 365 Admin Center using your admin credentials.
In the left navigation pane, select "Settings."
Choose "Org settings," then find and select "Branding."
Look for the brand center preview option. Select it to open the brand center setup page.
You only need to create brand center once for your entire organization. SharePoint will automatically recognize if you have existing organization assets and will reuse that space. If not, the system will deploy the necessary features for you. The brand center capabilities allow you to manage all your brand assets in one place, making it easy to keep your company brand book up to date.
Note: Only one brand center is available per organization. This centralization unifies your teams around a shared vision and reduces confusion. You get a single source of truth for your brand messaging and identity. When you coordinate brand evolution from one platform, you maintain a strong and consistent brand identity across every site.
Activate CDN
After you access the brand center, you need to activate the Content Delivery Network (CDN). The CDN speeds up the delivery of your brand assets, such as fonts, images, and styles, to every SharePoint site in your environment.
To activate CDN:
In the brand center setup, you will see a prompt to enable CDN.
Select "Activate CDN." The system will handle the technical details for you.
Wait a few minutes for the activation to complete.
The CDN ensures that your brand assets load quickly for users, no matter where they are located. This step is essential for a smooth and professional user experience across all SharePoint sites.
Tip: Activating CDN helps your brand assets reach every user faster, improving the look and feel of your SharePoint environment.
Upload Fonts and Colors
With the brand center ready, you can now upload your company’s fonts and color palettes. This step allows you to customize the appearance of every SharePoint site without writing any code.
To upload fonts:
In the brand center, go to the "Fonts" section.
Select "Upload font."
Choose the font file from your device and upload it.
Wait a few minutes for SharePoint to process the new font.
To upload color palettes:
Navigate to the "Colors" section in the brand center.
Select "Create color palette."
Enter your brand’s official colors and save the palette.
You can create multiple font and color packages. When you deploy these packages, users can switch between them as needed. The sharepoint brand center makes it easy to keep your company brand book current and consistent. Every site in your organization will reflect your brand’s identity, from the fonts to the color schemes.
Block Quote:
"A single brand platform acts as a single source of truth, ensuring consistent brand messaging and identity."
— Brian Coonce, Uber's Global Creative Director
The sharepoint brand center empowers you to manage branding with a zero-code approach. You do not need technical skills to update your company brand book. Centralizing your brand assets in one place helps you maintain control and ensures every site looks professional.
Customize SharePoint Branding
Branding your digital workspace goes beyond uploading a logo. The brand center in SharePoint empowers you to deliver a unified experience across every site and Viva Connections. You can deploy brand packages, switch between fonts and color palettes, and maintain a consistent look that reflects your organization’s identity.
Apply Fonts and Colors
You can use the brand center to upload your company’s fonts and color palettes. Once you add these assets, you make them available to every site in your environment. This approach ensures that your users see the same fonts and colors, no matter which SharePoint site they visit.
To apply fonts and colors:
Open the brand center and navigate to the Fonts or Colors section.
Select the font or color palette you want to use.
Assign the package to the desired site or group of sites.
You do not need to write code or use advanced tools. The brand center streamlines the process, so you can focus on your brand’s visual impact. When you apply branding, you help users recognize your organization at a glance.
Tip: Choose fonts that are easy to read and colors with strong contrast. This improves accessibility and ensures everyone can use your SharePoint sites comfortably.
The SharePoint Communication Site guide recommends using organizational color palettes and readable fonts. Maintain sufficient contrast between text and background. Limit the number of font styles to keep your sites clean and professional. These best practices help you create a visually consistent and accessible environment.
Use Brand Packages
Brand packages let you bundle fonts, colors, and logos into a single configuration. You can deploy these packages to any SharePoint site or Viva Connections experience. This feature makes it easy to roll out updates or switch branding elements as your organization evolves.
To deploy a brand package:
Go to the brand center and select the package you want to use.
Assign the package to one or more sites.
Confirm your selection and allow a few minutes for the changes to take effect.
Viva Connections allows you to brand the home site app in Teams with your company name and logo. This replaces the default Viva Connections branding and links users directly to your intranet home page. Organizations like Carlsberg and Etex have adopted this approach, creating a personalized and integrated experience for their employees. The popularity of Viva Connections as a top app in Teams shows how effective brand packages can be for unifying your digital workspace.
Note: You can create multiple brand packages for different departments or regions. This flexibility helps you address unique needs while maintaining overall brand consistency.
A well-designed brand package improves user engagement and productivity. For example, a healthcare provider customized its SharePoint site with brand colors and graphics, leading to better accessibility and higher user satisfaction. Consistent branding builds trust and makes navigation easier for everyone.
Update Site Themes
Updating site themes is the final step in customizing your SharePoint environment. Themes control the overall look and feel, including background colors, accent colors, and font choices. You can update themes directly from the brand center or through the "Change the look" option on each site.
To update a site theme:
Open the site you want to customize.
Select "Settings" and choose "Change the look."
Pick the theme that matches your brand package.
Preview the changes and apply them.
You can switch between themes as needed. This flexibility lets you refresh your brand’s appearance without disrupting your users. Best practices recommend keeping your themes simple and aligned with your brand guidelines. Avoid using too many colors or font styles. Focus on clarity and consistency.
This case shows how updating site themes and aligning them with your brand center can transform your SharePoint environment. You create a cohesive experience that supports your organization’s goals and culture.
Best Practice: Review your brand assets regularly. Update your brand packages and site themes to reflect changes in your organization’s identity. Train your teams to use the brand center and follow your brand guidelines.
By using the brand center to manage fonts, colors, and themes, you ensure that every SharePoint site delivers a consistent and professional experience. You strengthen your brand and make your digital workspace more engaging for everyone.
Maintain and Govern Brand Assets
Permissions and Versioning
You need to set clear permissions to protect your brand assets in SharePoint. Assign roles so only authorized users can update or manage these files. This approach supports strong brand management and reduces the risk of accidental changes. You should review permissions regularly to ensure they match your current team structure.
Versioning plays a key role in brand management. When you enable version control on your document libraries, you track every change made to your brand assets. This feature lets you revert to earlier versions if someone makes a mistake. You also create an audit trail that shows who changed what and when. Many organizations use both major and minor versioning for critical documents. This practice helps you maintain consistency and comply with regulations that require you to keep a record of document history.
You can restore previous versions if needed.
An audit trail supports transparency and accountability.
Versioning helps you meet compliance requirements.
Tip: Enable versioning on all libraries that store important brand assets. This step protects your files and upholds your brand guidelines.
Training and Communication
You strengthen brand management by training your teams on how to use the brand center. Provide clear instructions on uploading, updating, and selecting brand assets. Use short guides or videos to show best practices. When everyone understands the process, you reduce errors and maintain consistency across all SharePoint sites.
Regular communication keeps your teams informed about updates to brand guidelines or new features in the brand center. Send out announcements when you add new assets or change existing ones. Encourage feedback so you can address questions quickly. A simple FAQ page or help desk channel can support users who need extra help.
Remember: Ongoing training and open communication help you maintain consistency and protect your brand assets as your organization grows.
You now have the tools to set up a company brand book in SharePoint. Start by gathering your brand assets, then use the Brand Center to upload fonts and colors. Apply brand packages and update site themes for a unified look. Centralized branding improves governance and user experience. Keep your assets updated and train your teams regularly. As SharePoint adds new features, explore advanced branding options to keep your digital workspace fresh and engaging.
🚀 Take the next step: Review your brand assets and empower your organization with a consistent SharePoint experience.
FAQ
How many Brand Centers can you set up in SharePoint Online?
You can set up only one Brand Center per organization. This single hub ensures everyone uses the same brand assets and guidelines across all SharePoint sites.
Can you update brand assets after publishing them?
Yes, you can update fonts, logos, and color palettes at any time. SharePoint will automatically push the latest versions to all connected sites.
Who can access and manage the Brand Center?
Only users with SharePoint admin or Microsoft 365 admin roles can access and manage the Brand Center. You control permissions to protect your brand assets.
What file types does the Brand Center support for fonts and logos?
The Brand Center supports common font files like
.ttfand.otf. For logos, use high-resolution.pngor.svgfiles for best results.