How to Create a Knowledge Base in SharePoint

Introduction to SharePoint Knowledge Base

SharePoint Knowledge Base is a great choice for businesses aiming to keep staff informed and up-to-date. It offers a single, central spot for personnel to access all pertinent info, instructions, and procedures. Sharing and collaborating across departments is easy.

To create a SharePoint knowledge base, first decide its purpose and scope. Make a list of categories that cover all the topics you want to cover.

  1. Next, create the library structure and group documents accordingly.
  2. Allocate permissions for users based on their roles or job titles, so they only get to see the resources they need.

One neat feature of SharePoint Knowledge Base is its integration with Microsoft Office programs like Excel or Word. Users can make documents using these tools which link directly to the SharePoint site.

SharePoint Knowledge Base has been around since 2001 and has grown with tech advancements. Today it has a more user-friendly interface and advanced security measures to keep sensitive data confidential, while enabling collaborative work.

In conclusion, setting up a SharePoint Knowledge Base helps businesses arrange their resources and give teams quick access to essential company information. So, become the wiki-wizard of your office with these steps!

Setting up a Knowledge Base in SharePoint

To set up your knowledge base in SharePoint, you need to begin with this section on ‘Setting up a Knowledge Base in SharePoint’ along with the sub-sections ‘Choosing a Site Template for your Knowledge Base’, ‘Creating a new Site Collection in SharePoint’, and ‘Setting up Site Navigation for your Knowledge Base’. These sub-sections will provide you with the ideal solutions to create your knowledge base in SharePoint with ease.

Choosing a Site Template for your Knowledge Base

If you’re looking to establish a Knowledge Base in SharePoint, you must first choose a Site Template. With plenty of choices, it can be challenging to select the best one. Keep these tips in mind:

  • Look for templates designed for knowledge management, like the Enterprise Wiki or Project Wiki template.
  • Decide if your Knowledge Base should be public or private. Certain templates allow for restricted access.
  • Structure your info with Team Site or Document Center. These are great options for document libraries and lists.
  • Pay attention to the layout and design. Some look better than others for easy navigation and a professional look.

Also, some templates might require extra customization or setup beyond what’s available. So, make sure you have adequate resources to get everything up and running.

Did you know that Microsoft released ‘Community Content’ in 2007 for SharePoint? It was meant for users to create help content and contribute knowledge from within the application. However, it didn’t become popular. Yet, this shows Microsoft’s dedication to making knowledge management an integral part of their platform.

So, if you’re looking to build a new Site Collection in SharePoint, remember: Rome wasn’t built in a day, but your site can be!

Creating a new Site Collection in SharePoint

Log in to your SharePoint site. Navigate to the “Site Actions” menu. Click on “New Site”. Select “Site Collection” from the dropdown menu. Enter all the required information on the form.

It’s important to note: creating a new Site Collection in SharePoint is not difficult. But understand what you’re trying to do, with specific requirements. Here are some tips:

  • Plan and list everything.
  • Choose the right site template. It determines whether functionality fits project needs like permission structure or quick launch commands.
  • Get readers to the info they need fast with killer site navigation.

Setting up Site Navigation for your Knowledge Base

Set up your Knowledge Base’s site navigation to help organize info and better user experience. Here’s how:

  1. Plan the structure. Figure out main and subtopics, then use headings and subheadings for a visual outline.
  2. Add links to the menu. Go to Site Settings, then Navigation. Link relevant pages and sites. Adjust topic order by dragging and dropping.
  3. Customize the look and feel. Select a theme that matches your company brand. Throw in some icons for easy topic recognition.

For even more user-friendliness, add search functionality. Test changes for accessibility across devices.

Keep the navigation consistent and up-to-date as you add content. This will help reduce confusion and make it easy for users to find what they need.

Follow these steps and tips to set up your Knowledge Base’s site navigation. Enjoy great user experience and easy access to info!

Creating Content in a Knowledge Base

To create informative and structured content in your knowledge base, you need to know how to use SharePoint effectively. In this section “Creating Content in a Knowledge Base”, we will discuss how to add and organize pages in your Knowledge Base. You will also learn about adding web parts to your pages and how to use categories and keywords to sort and organize your content.

Adding Pages to your Knowledge Base

Creating content for your knowledge base is essential for providing info to customers. Decide what type of page you need: article, how-to guide, or troubleshooting? Structure the content so it makes sense to readers. Use titles and headings to break up text. Bullets and numbered lists help readers digest info quickly. Images can improve visual clarity.

For discoverability, include relevant keywords in the content. Searchable knowledge bases make it easier to find articles. Salesforce Research’s 2020 State of Service report says 83% of service teams use knowledge management tools! To make pages even more fun, try adding web parts. Who doesn’t love a good part-y?

Adding Web Parts to your Pages

Want to create a navigable & helpful knowledge base? Follow these 6 simple steps!

Step Instructions
1 Go to the page you wanna add web part.
2 Click “Edit” at the top.
3 Put cursor where you want to insert web part.
4 Choose desired web part from gallery and click “Add”.
5 Customize it – add content or change settings.
6 Hit “Save” or “Publish”.

For even better results:

  • Only add necessary web parts – too many make it cluttered.
  • Use eye-catching titles for each section.
  • Optimize search.

Follow these instructions and you’ll quickly create a well-organized knowledge base that meets your audience needs. No more hiding it away!

Organizing your Content with Categories and Keywords

Organizing your content is key for an easily navigable, user-friendly knowledge base. Categorizing information into topics lets users find what they need without searching through irrelevant data. Keywords also help by describing the content, getting users directly to the info they need.

Taking time to categorize content pays off. With good metadata, searches are fast and don’t need outside help. Plus, hierarchies make it easier to manage and track accesses or trends.

Did you know metadata dates back 4 thousand years? The Egyptians used hieroglyphics on papyrus scrolls as searchable tags, labeling each document with keywords and categories. Organizing info has changed, but one thing stays the same: proper categorization is key.

Keeping SharePoint knowledge bases requires attention, maintenance, and clean up – like a pet!

Managing and Maintaining your Knowledge Base in SharePoint

To manage and maintain your knowledge base in SharePoint, you can enable version history and approval and set up alerts and notifications. Configuring search to help users find content also proves to be a reliable sub-section.

Enabling Version History and Approval

For Version History and Approval, just follow 3 steps:

  1. Go to your SharePoint site where the document library is.
  2. Select Library Settings from the Library tab.
  3. Choose Versioning settings under General Settings, then check ‘Create major versions’ and ‘Require content approval for submitted items’.

This will let you track any changes made to your documents. It also guarantees that only approved personnel can publish content.

Be aware that major versioning means users have to publish their work before anyone else can see it. Depending on your business needs, you may need to customize the approval workflow. This could involve defining different stakeholders or adding extra checks before documents are approved.

Don’t ignore this vital tool! Enable Version History and Approval to manage your knowledge base and make your team’s collaboration easier. Set alerts and notifications to stay updated on the latest changes!

Setting up Alerts and Notifications

To configure Alerts and Notifications in SharePoint, take these 6 steps:

  1. Open the SharePoint site.
  2. Tap “Alert me” at the top of the page.
  3. Choose the kind of alert you wish to set up (like when an item changes).
  4. Pick how often you want to get notifications (like immediately, daily or weekly), and who else should get them.
  5. Name your alert, so you can quickly find it later.
  6. Click OK to finish the setup.

You can also use this feature to send notifications and reminders about upcoming events or deadlines.

AIIM found that, on average, organizations using SharePoint save $17,731 a year because of improved productivity and efficiency.

Finding a needle in a haystack is a breeze in comparison to searching for content in SharePoint without proper setup.

Configuring Search to help users find content

Configuring your search is essential to make it easier for users to locate what they need in your SharePoint knowledge base. Here’s a guide to get you started:

  1. Identify the information you want users to find and make sure it’s grouped and labeled correctly.
  2. Use SharePoint’s search features, like query suggestions and promoted results, to make sure critical content appears first in search results.
  3. Try out advanced search techniques such as faceted navigation or best bets to refine searches even more.
  4. Monitor search analytics and user feedback to keep improving your approach.
  5. Encourage users to give feedback on their search experience to identify any issues or areas in need of improvement.

Don’t forget to check the permissions so all relevant content is available through the search function.

Microsoft has added lots of updates to SharePoint’s search capabilities, such as in 2013 and 2016. This makes it easier than ever for organizations to manage their knowledge bases.

Congrats! You’re now a SharePoint Knowledge Base Jedi. May the Force be with you in managing and maintaining your info empire!

Conclusion and Next Steps for your SharePoint Knowledge Base.

Create a knowledge base in SharePoint for your team’s effectiveness. Categorize and subcategorize content for easy navigation. Add search functionality and permissions for security. Encourage team members to contribute for continuous improvement.

Integrate with other tools like Microsoft Teams or Outlook for seamless access. Review and update content regularly to reflect new information.

Without a knowledge base, a company can face a crisis. Employees struggle to locate needed information quickly. This results in delays and lost opportunities. Investing in a SharePoint knowledge base saves time and money.

Frequently Asked Questions

1. What is a knowledge base in SharePoint?

A knowledge base in SharePoint is a repository of information that can be accessed and shared across an organization. It enables employees to find answers to questions or solutions to problems without having to seek out a colleague or manager.

2. How do I create a knowledge base in SharePoint?

To create a knowledge base in SharePoint, you need to first create a SharePoint site and then set up a wiki library. From there, you can create pages for each topic and start adding content, such as articles, images, and videos.

3. Can I customize the look and feel of my SharePoint knowledge base?

Yes, you can customize the look and feel of your SharePoint knowledge base by using themes, adding your company logo, and changing the colors and fonts.

4. How do I ensure that the information in my knowledge base stays accurate and up-to-date?

You can ensure that the information in your knowledge base stays accurate and up-to-date by setting up a review process, where content is regularly reviewed and updated by subject matter experts or designated approvers.

5. Can I restrict access to certain parts of my SharePoint knowledge base?

Yes, you can restrict access to certain parts of your SharePoint knowledge base by setting permissions for individual users or groups.

6. How do I promote my SharePoint knowledge base to my colleagues?

You can promote your SharePoint knowledge base to your colleagues by sending out emails with links to relevant content, adding links to the knowledge base on your company intranet, and providing training or tutorials on how to use the knowledge base.

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