There are several reasons businesses choose the SharePoint Wiki for their content. It is vital to understand what type of content will be published, how the content is going to be used, and who is going to be responsible for maintaining the data.
3 Common scenarios Wiki pages are used in:
- Self Help Guides (team collaboration pages)
- Organisation information (org charts, contact information etc)
- HR pages (holiday forms, documentation on HR processes)
It is not always clear how to use the wiki at first, it is best to consider it a blank canvas, and to build it in stages.
Before deciding on the Enterprise wiki it is important to consider 4 key questions:
- What content are you going to be published?
- How will people use the data you have published?
- How will this content be created?
- How will the content be maintained?
There are 3 ways to create a WIKI in SharePoint 2013/2016/365
- Site Pages Document library
Action: Site Pages > New Wiki Page.
- Wiki Library web part (add to any page as Web part)
Action: Settings > Add WebPart.
- Enterprise Wiki (Main benefit of enterprise wiki version history! Star rating, enterprise search)
Action: Create Dedicated wiki subsite, > New Subsite > Enterprise > Enterprise Wiki.
Why use SharePoint WIKI
- Wiki’s are a freeform, informal way to share information.
- Good for brainstorming, capturing thoughts, building policies.
- Great for collaboration – team sites (many minds make light work)
- Great for Knowledge base / Procedures portal
- Works best for small teams who work often together (For Example : Project Office / HR department)
Warnings about Wiki’s
No permissions or control over who edits wiki pages. This is why smaller teams prefer to use WIKI for collaboration. It is not recommended to use a wiki companywide, this is because all users, no matter what their SharePoint permissions, can edit and update (or break) the WIKI pages.
Its all about the double brackets in Sharepoint Wikis You can use [[ ]] to trigger the wiki syntax.You can use the Wiki Syntax to link to existing Wiki pages or link to wiki pages that have not been created yet. The syntax can also be used to Link to existing Lists [[List: xxx ]] and libraries.
The Wiki Ribbons
The most common tool to edit wikis is the ribbons. These are access by selecting the wiki page you want and click edit in top right hand corner.
This will bring up the edit ribbon. If you have used Microsoft Word before this will look very familiar.
Above you can see the Page Ribbon. The ribbon is split into 6 layers
- Edit (Save, and checkout buttons)
- Manage (Rename page, page history [see here] etc)
- Share and Track (Email page & trends)
- Page Actions (Make homepage & Links)
- Page Library (Library settings [see here] and View all pages [see here]
Above you can see the Format text Ribbon. The ribbon is split into 8 layers
- Edit (Save, and checkout buttons)
- Clipboard (Cut and Paste etc)
- Font (Text font and size etc)
- Paragraph (used to format the page layout of text)
- Styles (apply pre-defined styles to your text, heading, text etc)
- Layout (Create SharePoint layouts using multiple columns and rows)
- Markup (Edit page at XML level)
Above you can see the Insert Ribbon. The ribbon is split into 5 layers
- Tables -Allows you to insert and edit tables – just like Excel!
- Media – insert Pictures, video and audio from multiple source (e.g. Youtube) – Requires Silverlight.
- Links – This will link internally or externally to any page
- Parts – Allows you to insert web parts or apps that are pre-existing (e.g.. Document Library)
- Embed – Allows you to insert HTML direct into the page. Useful for PayPal payment buttons or content that requires external access.
This is important as it allow version control on the WIKI. This is also where you can roll back your wiki is someone makes some undesired changes.
Powerful page that allows you to change many for the underlying features of the SharePoint page
View All pages
This button is commonly used by teams to show the entire contents of the wiki. This giving you a top level view of your wiki. For this to work correctly you need a logical structure to your wiki pages.
Fundamentals to remember:
- Spelling errors ARE NOT displayed on a wiki page. You must proof read before publishing pages.
- Remember its just a webpage! If you know HTML you can write it in HTML using “edit source” button
- Use the Ribbons at the top of sharepoint if Wiki Syntax is confusing
- You can use Tables, pictures, videos, links, apps, web parts and embed external sites.
- There are several ways to create a new wiki page:
- To create a new page – Click – top Right, and select “add a page” or
- Navigate to Site contents > Site pages or
- Navigate to Apps and Select enterprise WIKI.
- Ensure your new page has a logical name if you are building a large wiki. You might want to consider a numbering convention.
- Remember to SAVE!!!!
- Wiki Syntax is “All about the double square brackets” [[my-wiki-page]]
Eg: Click here to view [[List:calendar]]
Eg. Click here to view [[List:Document library]]