Of all the available tools on Microsoft Teams, Wiki is by far the most underused feature. Despite being a handy productivity tool, only few teams use the Wiki tool in their channels.

This is because most people can’t seem to clearly understand how it functions. If you are unfamiliar with how to use Wikis in Microsoft Teams, then this is the article for you!

What Is the Wiki Tool in Microsoft Teams?

Wikis is a default Microsoft Teams app that allows team members to use their channels to create, add or edit information within Microsoft Teams. It doubles as a smart-text editor and communication tool for the team.

It also allows you to start different sections within the Teams channel and collaborate with other members to gather information in a centralized place. There are plenty of things you can do with Wikis on Microsoft Teams.

Creating a Wiki Tab

Although each channel in Microsoft Teams comes with a default Wiki tab, you can create additional tabs depending on your need at the time and the size of your team. You can even delete the original Wiki that comes with Microsoft Teams and create your own custom Wiki.

To create a new Wiki tab, follow these steps:

  1. Click on the Add Tab button on your Wiki tab.
    Add Tab Button
  2. Search and select Wiki.
    Search box with Wiki icon
  3. Rename your Wiki as you desire. (An ideal name would be the subject of the Wiki as this will make it easier to find).
    Wiki rename box with Save and Back buttons
  4. Click on Save.
  5. Start adding information to your Wiki.

Adding Pages

The first thing you should know about your Wiki tab is how to add pages. Once you have created the first page and want to add extra pages with additional information, you simply:

  1. Collapse your Wiki menu by pressing the button on the top left.
  2. Click on the New Page option.
    New Page button on wiki
  3. Rename your page.
    Renamed New Page on wikis
  4. Finally, click on the page and start editing.

Viewing a Wiki Page

To view an already existing Wiki page:

  1. Select your desired Wiki tab from your team’s channel.
    Wiki tab on teams
  2. Once it is open, scan the screen for the Wiki you want to access.
    List of Wiki tabs
  3. Click on the Expand Wiki button to view the available pages and sections.
    Expand tab on wiki
  4. Choose your desired page or section, and Wiki will display it on the screen.

Editing a Wiki Page

One of the perks of using Wiki pages is that you can always edit and update the information without struggle. As long as you have access to the pages, you automatically have permission to edit the page.

This largely works in favor of teams that are collaborating on a project. To edit a Wiki page:

  1. Click on any action on your desired Wiki page to activate the editing mode.
  2. Type in your changes or additions to the page.
  3. Format the page as you wish using the formatting options.
    Editing wiki page Formatting options

Note that Wiki has all the popular formatting options, including bold, italics, underline, etc.

Adding Sections

Adding sections to your Wiki pages will help you organize the contents of your Wiki pages into subsections. It also makes it easier for you and your team to communicate and comment on specific sections without being too general.

You can create multiple sections in a single Wiki page and label them as you wish for easier access. To do this:

  1. Hover over an existing section title.
  2. Click on the + symbol that will appear, prompting you to Add a New Section Here.
    Add section on wiki
  3. A new section will appear under your previous section. Rename it and add information as you wish.

Editing Your Sections

You can edit your existing sections by either arranging their order or even deleting the ones you do not want.

  1. To check your sections, click on the Collapse Section menu located on the left of the screen.
  2. Rearrange your sections by moving them up or down as you desire.
  3. If you do not need a section on your Wiki page, you can delete them by clicking on More Options > Delete.
    Editing sections on Wikis More Options page

Mentioning People on a Wiki Page

Collaborating on a Wiki page will often require you to capture the attention of your fellow teammates to the particular page. To draw them to the page, you can use @ mentions followed by their usernames.

This feature is handy when you require the action of a particular member rather than the whole team. To mention a collaborator:

  1. Type an @ on the open Wiki page that you are editing, together with the person’s name.
  2. From the suggestion list that appears, choose your target collaborator.
  3. The team member will then get a notification of the mention, prompting their response

Starting a Section Conversation

When doing Wiki pages collaborations, you may require team members to contribute and comment about the Wiki pages you are working on. However, the last thing you want is to have these comments appearing on the Wiki pages themselves.

To avoid this, you can create a separate conversation section for these discussions.

  1. On the right margin of the section, select the Show Section Conversation button.
    Show Section Conversation in wikis
  2. On the conversation pane that pops up, type in your intended message.
    conversation screen on wikis
  3. Click on Send.
  4. Note that team members can also see this conversation on the team channel.

The Benefits of Using Wikis Within Your Team

Now that you know all about Wikis and how to operate them, perhaps you are looking for new ways to integrate them into your team. Here are some ideas on where to use Wikis.

Work Rules

Every organization relies on rules to run smoothly. Yours is no exception. You can use Wikis to record and share your company’s rules with your entire team. For instance, if you are working with a remote team, you may want to create a Wiki page to guide them on what you expect from them.

Resources

If you struggle with the ideal way by which to issue the team logins to members without risking unauthorized access, you should consider posting them on a Wiki. This way, you can allow limited access to only those who need the resources, while maintaining their security. Team members can also share relevant links that will help them in their tasks.

How-To Guides and Instructions

Wiki pages are perfect for outlining instructions that you may want to communicate across the entire team. These instructions may include project guidelines or the workplace hierarchy. All this will come in handy when you are dealing with new employees. It is also great for detailed instructions and steps that your team members may need to refer to from time to time.

FAQs

Does your team have a FAQs section? If not, then you need to create one with Microsoft Teams. You can use the Wiki with your FAQs to outline all the questions that may arise in the team, like what processes the team needs to carry out, and when. This can be extremely useful for your team.

Sharing Notes on a Project

Do you have a project that you need to implement in phases? Then you need a virtual notebook that will contain all the details of each step of the project and be accessible to all the team members at each phase of the project.

Wiki pages allow your team to do just that. Using Wiki pages, team members can detail all the information relating to their project phase for the next team's reference. This allows a seamless transfer and increase productivity.

Related: The Best Productivity Apps for Microsoft Teams

Improve Your Productivity Today

One of the best ways to increase productivity in your team is by encouraging the use of Wikis. With Wiki, the experts in the team can share knowledge and create a repository from which new team members can draw instructions and technical know-how.

This will help you save on unnecessary and repetitive training each time a new team member gets on board.