SharePoint Wiki – How to Create a Great Wiki Site in SharePoint Online

Think about the last time you hunted for a specific company policy. Did you find it in seconds? Or did you spend twenty minutes digging through old email threads and buried folders?

You aren’t alone. In fact, latest 2025 workplace data shows that knowledge workers spend roughly 2.5 hours every day just searching for information. That is a massive drain on your team’s energy and your company’s bottom line.

You can stop this “information tax” today. SharePoint Online isn’t just a place to dump files,it is the ultimate engine for building a modern, living Wiki.

In this guide, you will learn how to:

• Build a high-performance Wiki from scratch.
• Use metadata to make searching effortless.
• Adoption strategies to ensure your team actually uses the site.

Step By Step Guide in Creating a Wiki Site in SharePoint 

In 2025, the best way to build a Wiki is using Modern Site Pages. They are mobile-responsive, easy to edit, and look much better than the “classic” versions.

To get started, head to your Site Pages library. This is the “brain” of your knowledge base.

Step 1: Go to Site Pages Library

• Open your SharePoint site.
• Click the Gear Icon (Settings) in the top right.
• Select Site Contents.

Click on the Site Pages library.

Step 2: Create Metadata

Don’t skip this! Metadata allows you to tag pages so users can filter them later.

• In the library, click + Add Column.
• Choose Choice as the type.
• Label it “Department,” “Topic,” or “Process Type.”
• This ensures your content is organized by category, not just by date.

Step 3: Create the Template

Consistency is vital for a professional feel.

• Click + New > Site Page.
• Add a Page Properties web part to display your tags.
• Design your layout (e.g., a header, text area, and “Quick Links” section).

Click the arrow next to “Save as draft” and select Save as template

Step 4: Create the Wiki Page

• Click + New and select your custom template.
• Fill in your content (add videos, images, or maps).
• Open Page Details and assign your metadata tags.
• Hit Publish.

Best Practices for Creating a Great Wiki Site

Building the site is only half the battle. You need to keep it clean so it stays useful.

Below are a few additional tips to look over so you can maximize the use of the Wiki site for its intended purpose.

Observe Content Hierarchy

• Start with a Hub: Your homepage should point to major departments.
• Drill Down: Major pages should link to specific sub-topics.
• Keep it Logical: Avoid burying important info more than three clicks deep.

Tag and Categorize Content

• Use Broad Tags: Use “HR Policies” rather than “2024 Vacation Rules” to keep results clean.
• Audit Regularly: Check your categories every few months to ensure they still make sense.
• Avoid Duplicates: Ensure only one page exists for each specific topic.

Crosslink

A Wiki is a web of information.

• Hyperlink Key Terms: If you mention “Travel Reimbursement,” link it to that specific page.
• Help the Reader: This keeps users on the site and prevents them from starting a new search.
• Learn More: Check out our guide on SharePoint Site Navigation for deeper tips.

Utilize Search Optimization

Human-Friendly Titles: Name pages “How to Reset a Password” instead of “IT-DOC-001.”

Use Headers: Break up text with H2 and H3 tags so the search engine can “read” your page better.

Optimizing SharePoint Wiki Within Your Organization

A Wiki only works if it is part of your daily workflow. Here is how you make it indispensable:

Streamline Onboarding

• New Hire Portal: Send a single Wiki link to new employees.
• Centralized Resources: Host welcome videos, benefit links, and “Who’s Who” guides in one spot.
• Reduced Stress: It empowers new hires to find answers without feeling like they are bothering their manager.

Manage Projects Effectively

• Connective Tissue: Use Wiki pages to link to various Teams channels, Planner boards, and Excel trackers.
• Project History: Document “Lessons Learned” so the next team doesn’t repeat the same mistakes.
• Real-time Data: Link to your SharePoint analytics tools to show project health.

The “Single Source of Truth”

• Kill Versions: Stop sending “Policy_v2_Final.docx” via email.
• Live Updates: Update the Wiki page once, and everyone instantly has the current version.
• Accuracy: Use “Page Approval” to ensure an expert reviews every change before it goes live.

Turning Data into Knowledge with CardioLog Analytics

You’ve built a great Wiki, but is anyone actually reading it? Many organizations build a knowledge base only to find it gathering “digital dust” months later.

This is where CardioLog Analytics changes the game. It pulls back the curtain on your SharePoint environment, showing you:

• Failed Searches: What are your employees looking for that doesn’t exist yet?
• Engagement Levels: Which departments are active, and which ones need more training?
• Unused Content: Which pages are outdated and can be deleted to reduce clutter?

By using data to guide your Wiki, you ensure your team stays productive and your investment in SharePoint pays off. Don’t guess how your site is doing; know for sure.

Ready to see how your team is really using SharePoint? Schedule a demo with CardioLog Analytics today and start optimizing your workplace.

Frequently Asked Questions about SharePoint Wiki

Can SharePoint function as a wiki platform?

Yes, SharePoint can function as a robust wiki platform. It provides a comprehensive set of tools and features for collaborative content creation and management. Users can easily create, edit, and organize content in a wiki-like format, making it ideal for knowledge sharing and team collaboration.

What sets apart a wiki page from a site page in SharePoint?

A wiki page in SharePoint is designed to be less structured compared to a site page. This means that users have more flexibility in creating and organizing content on a wiki page. Wiki pages are often used for collaborative content creation, allowing multiple users to contribute and edit content in a seamless manner. On the other hand, site pages in SharePoint are more structured and typically used for presenting specific information or content in a structured format.

What advantages does SharePoint’s wiki feature offer?

SharePoint’s wiki feature offers several advantages, including:

• Easy Collaboration: Users can collaborate in real-time on wiki pages, making it easy to create and edit content together.
• Knowledge Sharing: Wikis facilitate knowledge sharing within teams by providing a centralized platform for storing and accessing information.
• Content Organization: Wiki pages can be organized into hierarchies, making it easy to navigate and find relevant information.
• Version History: SharePoint maintains a version history of wiki pages, allowing users to track changes and revert to previous versions if needed.
• Searchability: Wiki content is searchable, making it easy to find specific information within a wiki site.

What are some recommended approaches for establishing a wiki in SharePoint?

To establish a successful wiki in SharePoint, consider the following recommended approaches:

• Define Purpose: Clearly define the purpose and goals of your wiki to ensure it meets the needs of your users.
• Plan Structure: Plan the structure of your wiki, including page hierarchy, categories, and navigation, to ensure content organization and accessibility.
• Set Permissions: Define permissions and access controls to ensure that only authorized users can contribute and edit wiki content.
• Create Templates: Create standardized templates for wiki pages to maintain consistency and streamline content creation.
• Train Users: Provide training and guidance to users on how to effectively use the wiki, including best practices for content creation and collaboration.

How can I ensure the security of my SharePoint wiki?

Ensuring the security of your SharePoint wiki involves implementing best practices for security and access control:

• Role-Based Permissions: Assign permissions based on roles and responsibilities to control access to wiki content.
• Content Approval: Implement content approval workflows to review and approve changes before they are published.
• Audit Trails: Enable audit trails to track user actions and changes made to wiki content.
• Secure Authentication: Use secure authentication methods, such as multi-factor authentication, to protect user accounts.
• Regular Audits: Conduct regular security audits to identify and mitigate potential security risks.