How to Build a Sharepoint Wiki: Step-by-Step Guide

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• What is a SharePoint wiki?
• What are the benefits of a SharePoint wiki?
• How to build a SharePoint wiki  
• Why use Scribe with your SharePoint wiki?
• Be‎st practices for building a SharePoint wiki
• Sharepoint wiki FAQs

Are you looking for a way to organize and share knowledge using SharePoint? Look no further than the SharePoint wiki feature.

In this step-by-step guide, we'll walk you through building a wiki in SharePoint, starting from creating the necessary libraries to implementing best practices.

TL;DR: Building a SharePoint wiki

• A SharePoint wiki is a collaborative platform for creating and sharing content within an organization. Use tools like Scribe to quickly add step-by-step guides to your wiki.
• The benefits include improved collaboration, knowledge sharing, documentation, training, problem-solving, and process improvement.
• Building a SharePoint wiki involves creating a wiki page library, adding metadata, creating page templates, and adding rich content with webparts.
• Best practices SharePoint wikis include using a wiki page library, creating a metadata schema, using templates, organizing pages hierarchically, crosslinking pages, and keeping the knowledge base updated.

Wh‎at is a SharePoint wiki?

A SharePoint wiki is a collaborative platform that allows users to create, edit and share content within an organization. Building a knowledge base wiki empowers employees to contribute their expertise and insights.

Use tools like Scribe to quickly build visual step-by-step guides for your processes, then embed them in your Sharepoint wiki.

SharePoint's wiki feature provides a user-friendly interface for creating and organizing content, making navigating and searching for information easy.

‎Wh‎at are the benefits of a SharePoint wiki?

A SharePoint wiki is a powerful tool that allows teams to create, edit, collaborate and share project information and documentation.

Let's explore how a wiki can help streamline your team's project management.

• Collaboration: Team members can easily create, edit and share information, improving communication.
• Knowledge sharing: Store and share knowledge within your organization, reducing the time spent searching for information and making it easier to find the information you need.
• Documentation: Document processes, procedures and policies, ensuring everyone is on the same page and that knowledge is not lost over time.
• Training: Store training materials, tutorials and guides. This can help to onboard new employees and train existing employees on new procedures.
• Problem-solving: Document problems and solutions, allowing team members to quickly find solutions to problems.
• Process improvement: Track changes to processes and procedures, improving operations.

A SharePoint wiki can be used by different teams across an organization:

• Sales teams can use a wiki to store and share customer information, sales leads and sales strategies.
• Marketing teams can store and share marketing materials like brochures, flyers, and social media posts.
• Product development teams can it for product knowledge bases, designs and documentation.
• IT teams can use a wiki to store and share knowledge like helpdesk articles, IT documentation, troubleshooting guides, and security policies.
• Human resources teams can store and share employee information, onboarding kits, and HR policies and procedures.
• All teams can store and share SOPs, new hire training, process documentation and more.

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Ho‎w to build a SharePoint wiki  

While modern SharePoint does not have a dedicated wiki functionality, you can still create a wiki-style site using modern pages.

Our step-by-step guide includes instructions for both modern and classic SharePoint versions.

Creating an enterprise wiki site in SharePoint

Creating an enterprise wiki site in SharePoint is a simple process. Once you've accessed Sharepoint and made step-by-step guides with Scribe, here's how to get started.

1. Go to Site Contents and click on "New+".
2. Select "Subsite" and choose the "Enterprise Wiki template". This template allows you to capture and share knowledge within your organization effectively.
3. Start by creating a home page, which will serve as the top level of your wiki.
4. Add quick links to provide easy access to the next level of content.
5. Build Pages and embed step-by-step guides using Scribe.
6. You can also create page templates for second and third-level pages to maintain consistency in navigation and layout.

Step 1: Create a wiki page library

To begin building your knowledge base wiki, you need to create a wiki page library. Depending on the version of SharePoint you are using, there are two methods to achieve this:

On the SharePoint classic site:

1. Navigate to your SharePoint classic site.

2. Click on "Site Contents" in the left-hand navigation menu.

3. Click on "Site Pages" to access the Site Pages Library.

4. Click on "Library" in the ribbon at the top of the page.

5. Select "Library Settings" from the drop-down menu.

6. Under the "Permissions and Management" section, click on "Create a new Wiki Page Library."

7. Follow the prompts to create your Wiki Page Library.

On the SharePoint modern team site:

1. Navigate to your SharePoint modern site.

2. Click on the "+" button to add a new web part.

3. Search for "Wiki Page Library" and select it.

4. Follow the prompts to create your Wiki Page Library.

Step 2: Create metadata for your wiki

Metadata allows you to categorize and tag your content, making it easier to find and navigate. Follow these steps to create metadata for your wiki:

1. Navigate to your Wiki Page Library.

2. Click on "Library" in the ribbon at the top of the page.

3. Select "Library Settings" from the drop-down menu.

4. Under the "Columns" section, click on "Create column".

5. Follow the prompts to create the desired metadata fields.

Step 3: Create a wiki page template

Ensure consistency and streamline the creation process by creating a wiki page template as a starting point for all wiki pages.

1. Navigate to your Wiki Page Library.

2. Click "Library" in the ribbon at the top of the page.

3. Select "Library Settings" from the drop-down menu.

4. Under the "Content Types" section, click "Add from existing site content types".

5. Select "Wiki Page" from the available content types.

6. Click "Add" and "OK" to add the Wiki Page content type to your library.

7. Set the Wiki Page content type as the default for your library.

Step 4: Create your first wiki pages

Now that you have set up the foundation for your knowledge base wiki, it's time to start creating wiki pages. Depending on the version of SharePoint you are using, follow the appropriate steps:

On the SharePoint classic site:

1. Navigate to your Wiki Page Library.

2. Click on "New" in the ribbon at the top of the page.

3. Select "Wiki Page" from the drop-down menu.

4. Embed the step-by-step guides you made with Scribe using the iframe embed, then add any additional text.

5. Fill the rest of the required information and click on "Save."

On the SharePoint modern site:

1. Navigate to your Wiki Page Library.

2. Click on the "+" button to add a new page.

3. Select "Wiki Page" from the available options.

4. Fill in the required information and click on "Save."

Step 5: Adding rich content with webparts

SharePoint webparts offer a convenient way to enhance the content of a SharePoint wiki by adding various rich media elements. There are many different webparts available, including:

• Text webpart: Adds text, tables, and images to your page.
• Image webpart: Adds images to your page.
• Video webpart: Adds videos to your page.
• List webpart: Displays a list of items from a SharePoint list or library.
• Calendar webpart: Displays a calendar on your page.
• Content search webpart: Allows you to search for content within SharePoint.
• Web part zone: Groups multiple webparts together.

To add a webpart to your wiki page:

1. Open the wiki page in edit mode.

2. Click the "Add a webpart" button.

3. Select the webpart that you want to add.

4. Click the "Add" button.

Step 6: Adding other items to a wiki page

To enhance the functionality and information available on a SharePoint wiki page, you can easily add other items by following a few simple steps.

1. Click on the "Insert" tab and select "Webpart" from the options.

2. Choose the desired list or library to add to the wiki page.

3. You can include additional content like task lists or libraries, which can help track action items or tasks related to the wiki.

Step 7: Create views and filters on the Site Pages Library

To make it easier for users to navigate and find relevant information, you can create views and filters on the Site Pages Library. Views allow you to customize how the content is displayed, while filters enable users to narrow down their search.

1. Navigate to your Site Pages Library.

2. Click on "Library" in the ribbon at the top of the page.

3. Select "Create view" from the drop-down menu.

4. Choose the desired view type and configure the settings.

5. Click on "OK" to save the view.

Step 8: Create quick links to pre-filtered views

To further enhance the user experience, create quick links to pre-filtered views. These links can be placed on the main wiki page or other relevant locations, allowing users to access specific content with just a click.

Step 9: Build the SharePoint wiki home page

The home page of a wiki serves as the starting point for users to access and navigate through the content.

The home page can be used to promote specific content or features. It typically contains sample content that can be edited or replaced with relevant information. You can also customize it with Scribes and use webparts to create rich pages with videos, images, file viewers, and lists.

Users can easily edit the home page and add placeholder links to pages that will be created later, allowing for easy navigation and organization of content within your wiki.

Step 10: Build the main wiki page

The main page is the first page that users see when they visit your wiki. It typically contains a brief overview of your wiki and its content.

This page should serve as a table of contents, providing links to various sections and topics within your wiki. The main page will be created by default when you create a new wiki.

Step 11: Create a guide on how to use your SharePoint wiki

‎Show users the best way to use your wiki and wiki pages with a step-by-step tutorial.

Use Scribe to capture your screen as you navigate the wiki page and demonstrate how to use its features, and auto-generate a guide in seconds.

1. Install Scribe and navigate to the desired process you want to document. Click the Scribe icon in your Chrome toolbar to start.

2. Click the "Start Capture" button and walk through the SharePoint wiki. Scribe automatically captures screenshots and text based on your actions.

3. Click the "Stop Capture" button. In a few seconds, Scribe will generate a detailed, step-by-step guide.

4. Take a moment to review the guide, making sure to include all relevant information.

5. Ask the AI to add titles, descriptions, additional context, alerts, helpful tips, and more to customize your guide.

6. When your guide is finished, click "Share" and then "Embed".

7. Select the size you'd like and then Click "Copy Embed Snippet" to copy the code.

8. Navigate back to your page, and click the plus icon; search for and select "Embed".

9. Click "Add embed code".

10. Click the "Website address or embed code" field.

11. Paste in the embed snippet from the Scribe you're looking to embed, and your Scribe is now embedded!

Step 12: Start using your wiki

Now that your knowledge base wiki is set up and populated with content, it's time to encourage users to contribute their knowledge, edit existing pages and collaborate.

Why use Scribe with your SharePoint wiki?

Scribe works instantly with any and all tools your team uses. Scribe can be used to create SharePoint guides that help your team to be more efficient.

• Create a how-to guide on how to create a SharePoint site with steps on how to create the site, add pages and lists, and customize the settings.
• Create work instructions on creating a SharePoint list to track issues and progress, with visual instructions on how to create the list, add columns and set up workflows.
• Create tutorials and documentation on other topics like how to use specific SharePoint features or troubleshoot common problems.

By creating SharePoint guides with Scribe, you can help your team learn new skills, save time, and be more productive. Check out our blog on how to use SharePoint with Scribe for more tips.

"The best thing since sliced bread! The ability to build visual guides/step-by-step tutorials with very little effort or hassle." —Seth M.

Create SharePoint guides in seconds ➜

Be‎st practices for building a SharePoint wiki

Keep these best practices in mind to create a knowledge base wiki that is valuable and easy to use.

• Use a wiki page library. A wiki page library is designed for storing wiki pages. It provides features such as versioning, check-in/check-out, and history tracking, essential for maintaining a knowledge base.
• Create a metadata schema. A metadata schema is a set of terms describing your wiki pages' content, which helps you to organize and search your knowledge base more effectively.
• Create templates for your wiki pages to ensure all your wiki pages have a consistent look and feel.
• Use a hierarchy for your wiki pages. A well-organized hierarchy with folders, categories, and tags makes it easy for users to find the information they need.
• Crosslink to related wiki pages to help users navigate your knowledge base more efficiently.
• Add a table of contents or index so users can find specific information quickly.
• Make it easy for users to create and edit wiki pages. Add step-by-step guides and tutorials so your team can easily add new content.
• Keep your knowledge base updated. Make sure to regularly review and update your wiki pages to ensure that they are accurate and up-to-date.

FA‎Qs

What is SharePoint meant for?

SharePoint is a web-based collaboration platform developed by Microsoft that enables document management, intranet site creation and team collaboration. SharePoint offers features such as document libraries, wikis, blogs, and discussion boards, making it a versatile tool for knowledge sharing and collaboration.

Does SharePoint have wiki functionality?

Yes, SharePoint does have wiki functionality. SharePoint is a web-based collaborative platform that allows users to create and manage content, including wikis. SharePoint's wiki feature provides a user-friendly interface and allows for easy navigation and organization of information.

What is the difference between SharePoint wiki and page?

While a SharePoint wiki and a SharePoint page both allow for content creation and sharing, they each have different purposes:

A SharePoint wiki focuses more on collaboration and knowledge sharing. Users can create and edit web pages to share information and knowledge within an organization. It allows for easy content creation and editing, with features like version history and the ability to link pages together.

A SharePoint page is a more structured and customizable way to present information. It's designed for creating visually appealing and interactive web pages, with options to add webparts, images and videos.

Co‎nclusion

By following the step-by-step guide outlined in this blog post, you can build a robust SharePoint wiki knowledge base that empowers your users and enhances productivity.

Start building your SharePoint wiki today and unlock the full potential of your organization's collective knowledge.

Using Scribe, you can create guides in seconds, saving time and boosting your team’s productivity. Sign up today and create your first Scribe!