How To Create A Knowledge Base In Sharepoint

SharePoint offers various methods to create a knowledge base, allowing you to enhance your team’s productivity and streamline information sharing. To create a knowledge base in SharePoint, there are several options available.

The first option is to use a custom list, which allows for easy organization and formatting. With a custom list, you can categorize your knowledge base articles and ensure they are easily accessible and searchable for your team members. This method provides a structured approach to organizing information, making it straightforward to find the knowledge you need.

Another option is to use pages with metadata, which provides flexibility in content and allows for custom metadata to be displayed on the article itself. By using pages, you can create rich content with images, videos, and other media, all while including relevant metadata to improve searchability and user experience. This method gives you the freedom to design your articles in a visually appealing and informative manner.

Alternatively, you can utilize pages with collapsible sections to create a knowledge base in SharePoint. Collapsible sections allow you to store text, images, and other web parts within each knowledge base article. This method is especially useful when you have a lot of content to include and want to provide a more structured reading experience. By organizing your articles with collapsible sections, you can present information in a concise and user-friendly format.

Lastly, it’s worth considering third-party products like Viva Topics, which leverage AI and manual input to provide contextual topics. These solutions can help enhance your knowledge base by automatically tagging and categorizing content, making it easier for your team to discover relevant information.

When creating a knowledge base in SharePoint, it’s important to note that SharePoint does not offer a full-featured wiki functionality out of the box. However, with the various options available, you can tailor your knowledge base to suit your team’s specific needs and workflow.

By utilizing SharePoint’s powerful features and customization options, you can create a knowledge base that promotes collaboration, efficiency, and seamless information sharing among your team members.

Creating a Knowledge Base using Custom Lists

One option to create a knowledge base in SharePoint is by using custom lists, which offer convenient organization and formatting features. Custom lists allow you to categorize your knowledge base articles into different columns, making it easier for your team members to navigate and find the information they need.

With custom lists, you can create columns for article titles, authors, dates, and tags, among others. This allows you to have a structured and searchable knowledge base, ensuring that your articles are easily discoverable. You can also customize the formatting of your list, making use of different views and sorting options to suit your specific needs.

Furthermore, custom lists provide a simple and user-friendly interface for adding, editing, and deleting articles. You can easily create new articles by filling out a form, and modify existing ones with just a few clicks. This makes it efficient to update and maintain your knowledge base as new information becomes available.

Benefits of Custom Lists for Knowledge Base Creation
Convenient organization and formatting
Categorization and easy navigation
Structured and searchable knowledge base
Customizable views and sorting options
Simple and user-friendly interface

Overall, using custom lists in SharePoint is an effective way to create a knowledge base. It provides a structured and organized approach to storing and sharing information, enabling your team members to access the knowledge they need quickly and efficiently.

Building a Knowledge Base with Pages and Metadata

Another option to build a knowledge base in SharePoint is by utilizing pages with metadata, offering greater flexibility in content and the ability to showcase custom metadata within the articles. Pages with metadata allow you to structure your knowledge base with ease, making it easier for users to navigate and find the information they need.

By using pages, you can create a well-organized and visually appealing knowledge base that is both user-friendly and informative. Metadata, on the other hand, adds another layer of categorization and context to your articles. It allows you to attach specific attributes or tags to each page, making it easier to search and filter information based on various criteria.

For example, let’s say you have a knowledge base for IT support articles. You can assign metadata such as the type of issue (hardware, software, networking), level of difficulty (beginner, intermediate, advanced), or the target audience (end-users, administrators). This way, when someone searches for a specific topic or filters articles by difficulty level, the relevant articles will be displayed, saving time and improving efficiency.

Furthermore, pages with metadata offer the flexibility to include additional content, such as images, videos, or even interactive web parts. You can create rich and informative articles that engage your users and provide a more comprehensive understanding of the topic at hand. With this approach, you can build a powerful knowledge base that serves as a valuable resource for your team.

Benefits of Using Pages with Metadata:

  • Improved organization and navigation for users
  • Enhanced searchability and filtering options
  • Ability to include multimedia and interactive content
  • Contextual information through custom metadata
  • Easier maintenance and updates

By leveraging the features of pages with metadata, you can create a robust and efficient knowledge base in SharePoint that meets the diverse needs of your organization. The combination of structured content, customizable metadata, and flexible formatting options ensures that your knowledge base remains a valuable asset for your team.

Page Title Author Date Created
How to Troubleshoot Network Connectivity Issues John Smith March 15, 2022
Best Practices for Data Backup and Recovery Sarah Johnson April 10, 2022
Introduction to SharePoint Security Michael Brown May 5, 2022

Can Training Materials Be Included in a Sharepoint Knowledge Base?

Yes, training materials can definitely be included in a SharePoint knowledge base. By utilizing SharePoint’s robust features, organizations can add training to SharePoint and provide their employees with easy access to relevant resources and materials. This allows for centralized storage, efficient collaboration, and seamless knowledge sharing among teams, ultimately enhancing overall learning and development within the organization.

Is a Knowledge Base in SharePoint Similar to a Document Management System in SharePoint 2010?

A knowledge base in SharePoint may seem comparable to a creating document management system in SharePoint. However, they serve different purposes. While a knowledge base focuses on consolidating information for easy access and sharing, a document management system in SharePoint 2010 primarily handles organizing, storing, and tracking documents within an organization.

Leveraging Pages with Collapsible Sections

If you prefer a combination of list-like organization and the ability to store text, images, and web parts, using pages with collapsible sections in SharePoint can be an effective way to create your knowledge base. With this method, you can easily organize and present information while keeping it visually appealing and user-friendly.

Pages with collapsible sections allow you to divide your knowledge base articles into different sections, each containing its own content. You can collapse or expand these sections, providing a clean and organized interface for users to navigate through the knowledge base. Whether you’re sharing text-based articles, images, or even web parts, the collapsible sections make it easy for users to find the specific information they need.

Not only does this method offer flexibility in terms of content storage, but it also allows you to customize the appearance of your knowledge base articles. You can choose different layouts, apply formatting options, and even include interactive elements such as buttons or embedded videos. This helps to enhance the overall user experience and make your knowledge base more engaging and interactive.

Furthermore, SharePoint’s pages with collapsible sections are fully responsive, ensuring that your knowledge base can be accessed and viewed on various devices, including desktops, tablets, and smartphones. This means that your team members can conveniently access the information they need, anytime and anywhere.

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.