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Creating an Enterprise Wiki

From: SharePoint 2010 Essential Training

Video: Creating an Enterprise Wiki

One of the site templates that's only available if you have SharePoint Server is called an enterprise wiki. Now, it can only be created as the top -level site in a new site collection. So, I'm in the Central Administration here and I'm going to create it. You may not have access to Central Administration, but I want to show you what the process would be. Simply, give it a name and a URL, select the Enterprise Wiki template, name a site collection administrator, and Create. Now, one of the reasons that it can only be created as the top-level site in a new site collection is that this thing could grow pretty large if people start to use it.

Creating an Enterprise Wiki

One of the site templates that's only available if you have SharePoint Server is called an enterprise wiki. Now, it can only be created as the top -level site in a new site collection. So, I'm in the Central Administration here and I'm going to create it. You may not have access to Central Administration, but I want to show you what the process would be. Simply, give it a name and a URL, select the Enterprise Wiki template, name a site collection administrator, and Create. Now, one of the reasons that it can only be created as the top-level site in a new site collection is that this thing could grow pretty large if people start to use it.

By creating it as its own site collection, we get a lot more freedom about scaling it. It could be even given its own database if we wanted. The other reason for it is if you're creating an enterprise-wide Wikipedia for your own knowledge base for your organization, that really shouldn't be as a sub-site of a document workspace three levels down somewhere. So, I have that now created. It's at ldcsharepoint.com/site/wiki, and this is what it looks like right out of the box. We essentially really have two pages to it, one that just has this kind of welcome homepage, and then there is an About this wiki page.

Both of them look fairly similar. The idea of a wiki page is that it's very easily editable. You don't have to have special skills, and really you don't even want to pay that much attention to editing it. So, notice how this About, this wiki page, says you can replace this text with your own, and use this page to describe the wiki. Well, let's go ahead and do it. I'm going to click the obvious link that says Edit this page. It drops into Edit Mode. So, I could do something along the lines of Welcome to the Two Trees Wiki.

I'll put some department names here. I'll just make them into bullet points. Sales, marketing, and information about our projects. Now, you might be looking at this and be totally underwhelmed, and I wouldn't blame you. But the idea is that we want to build this out into a knowledge base very casually, and this is the easy part of it. What we're going to do is we're going to turn all these entries, like Operations, Sales, Marketing, from plain text into other webpages. The way that we do this is very simple.

You just surround them with two square brackets. So, by doing this, I'm actually saying I want to make these two, and I'll just do two of them here, into pages. So, I'm just going to surround two of them, so we'll see what the difference is. So, that's two opening square brackets, two closing square brackets, and I'm going to hit Save & Close. Notice how those links now appear as clickable with the dotted underline. In fact, I'm going to click on the Operations one to see what's there. Well, right now, nothing.

But what this enterprise wiki is doing is saying hey! You made a link, and that link doesn't go anywhere. So, do you want to create that page? I'm going to say yes, I do. Hit Create, and here's where we have information about the Operations team. I could even fill that out a little bit later, save and close that, back to the About this wiki entry, and I could do the following for Sales. Sales doesn't exist, do you want to create it? Sure! From this point, start to add new content. Here's more info.

If I wanted to, I could put some phrase like "Sales works closely with the Operations team." But if I think about it, that should be a link. So, what I'm going to do is instead of just surrounding it by the square brackets, I'm going to just put them in, in the body of my text. I'll hit my two square brackets, and you notice how it's done this pop-up, telling me the pages that actually exist. Oh! Operations exists, there we go, hit that, and save and close.

Now, notice that now the Operations link shows up without the dotted underline, meaning the page actually exists here. So, very simple, but we could very quickly start to break these out into different pages, and pages about our projects. Maybe I don't have time to fill out all the gaps right now, but by leaving some of these as clickable links, I'm hoping that someone else can come along and just start to build out this wiki. You find a couple of other common controls,. All pages have a Page Rating that we can start to rate them.

If you want to start changing the navigation, well, you can. This is a regular SharePoint site. We can see from the Site Actions page. It's made of lists and libraries. It's got its own Site Settings with a Navigation link. Here's where, if you wanted to, you could manually add some entries. Now, although, most wiki pages are intended to be fairly simple, because you're using SharePoint's rich entry Ribbon, we can do things like inserting pictures, and inserting video, and audio, and links, that kind of thing.

But the idea with a wiki page is it's just very simple to edit, very simple to use. In fact, there I'm going to save and close that, because I don't need to edit that one right now. Now, what happens if there is a problem? What happens if, for example, either accidentally or even maliciously, somebody deletes a whole chunk of content, and then saves that? Well, not a problem. We're using the whole versioning idea that's built in to SharePoint. If I come to this page and I think there's been a problem, even if I don't know for sure, I can switch to the Page section of my Ribbon and go to Page History.

That will actually show me the different versions down the left-hand side where I can go from the Version 1.0, what was actually there, 2.0, what was deleted, what was added, 3.0, and 4.0. In fact, if I look at the difference between 3.0 and 4.0, it looks like 3.0 is the one that I want. So, I can select 3.0. Say restore this version, and then there we go! That's showing the full history there of the versions. I'm going to just go back to About this wiki and we're back to where we were before.

So, very easy to edit, very easy to take care of, very easy to maintain. Again, this is not intended to be a site for three or four people who want to work together. That's a team site. This is really intended to be pretty large-scale. It doesn't have to be. But the power of any wiki is vastly increased by the amount of people who can contribute to it, so it's certainly something that you want to bear in mind when creating an enterprise wiki. That a little bit of education about how to create pages goes a long, long way.

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This video is part of

Image for SharePoint 2010 Essential Training
SharePoint 2010 Essential Training

70 video lessons · 47877 viewers

Simon Allardice
Author

 
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  1. 1m 16s
    1. Welcome
      1m 16s
  2. 16m 34s
    1. What is SharePoint?
      8m 9s
    2. SharePoint roles
      2m 5s
    3. Accessing SharePoint
      4m 48s
    4. The SharePoint product line
      1m 32s
  3. 44m 55s
    1. What is a team site?
      2m 43s
    2. Navigating a team site
      9m 41s
    3. Using team site lists and libraries
      11m 38s
    4. Editing the home page
      9m 31s
    5. Adding a Web Part
      6m 19s
    6. Deleting a Web Part
      5m 3s
  4. 10m 53s
    1. What is a Document Workspace?
      4m 2s
    2. Creating a Document Workspace
      4m 3s
    3. Deleting a Document Workspace
      2m 48s
  5. 6m 3s
    1. What is a Meeting Workspace?
      2m 7s
    2. Creating a Meeting Workspace
      2m 40s
    3. Deleting a Meeting Workspace
      1m 16s
  6. 36m 3s
    1. Exploring the available lists
      5m 30s
    2. Creating a custom list
      8m 44s
    3. Creating a custom view
      6m 43s
    4. Working with libraries
      6m 18s
    5. Using versioning and Check In/Check Out
      8m 48s
  7. 45m 55s
    1. SharePoint and Word
      6m 6s
    2. SharePoint and Outlook
      7m 38s
    3. SharePoint and Excel
      3m 54s
    4. SharePoint and Access
      2m 58s
    5. SharePoint and InfoPath
      11m 42s
    6. SharePoint and PowerPoint
      3m 46s
    7. SharePoint and Visio
      6m 20s
    8. Using SharePoint Workspace
      3m 31s
  8. 32m 8s
    1. What is a site collection?
      3m 56s
    2. Creating a site collection
      6m 35s
    3. Creating a new site
      6m 29s
    4. Customizing a site
      7m 47s
    5. Creating a site template
      7m 21s
  9. 13m 53s
    1. Understanding permissions
      3m 33s
    2. Adding a user to a site
      5m 14s
    3. Deleting a user from a site
      1m 39s
    4. Creating a new security group
      3m 27s
  10. 31m 54s
    1. Using out-of-the-box workflows
      11m 1s
    2. Creating your own workflows with SharePoint Designer
      15m 20s
    3. Creating your own workflows with Visio
      5m 33s
  11. 40m 36s
    1. Using site templates
      5m 49s
    2. Using the web content management features
      10m 40s
    3. Using master pages
      3m 37s
    4. Creating an Enterprise Wiki
      7m 14s
    5. Sharing an Access database with Access Services
      7m 19s
    6. Working with rich media
      5m 57s
  12. 53m 9s
    1. Managing documents and records
      3m 0s
    2. What are content types?
      4m 22s
    3. Creating a content type
      11m 30s
    4. What are document sets?
      2m 12s
    5. Creating document sets
      7m 49s
    6. Creating a Document Center
      4m 37s
    7. Creating a Record Center
      8m 25s
    8. Defining information management policy
      11m 14s
  13. 15m 42s
    1. Using personal and social features
      7m 28s
    2. Creating a SharePoint blog
      2m 48s
    3. Personalizing SharePoint with tags and notes
      5m 26s
  14. 21m 22s
    1. Searching in SharePoint
      4m 26s
    2. Creating a Search Center
      8m 4s
    3. Customizing Search with keywords
      3m 30s
    4. Customizing Search with scopes
      5m 22s
  15. 47m 18s
    1. Using Excel Services
      10m 12s
    2. Creating a Business Intelligence Center
      3m 5s
    3. Using PerformancePoint Services
      12m 3s
    4. Using status indicators
      8m 10s
    5. Using the Chart Web Parts
      6m 33s
    6. Using Business Connectivity Services (BCS)
      7m 15s
  16. 1m 3s
    1. Goodbye
      1m 3s

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