SharePoint knowledge base: three ways to build one

Key insights

• A SharePoint communication site can organize articles with page templates, tags and Highlighted Content web parts.
• Copilot can draft a SharePoint article from a Word document, but editors still need to review and adjust it.
• The Bamboo Solutions add-on includes article search, AI answers and review workflows; its AI needs a backend AI subscription.
• Microsoft's SharePoint Knowledge Base is in Frontier preview and uses connected knowledge pages.
• Changes to source files do not automatically update corresponding knowledge-base pages.

A SharePoint knowledge base can take three different forms: a structured site built with SharePoint pages, a specialist knowledge-management add-on or Microsoft's new SharePoint Knowledge Base. The right choice depends on whether employees mainly browse articles, need built-in knowledge-management workflows or want to use Microsoft's emerging Copilot-oriented approach. Dougie Wood [MVP] demonstrates the first two approaches and introduces the new Microsoft option in a YouTube video.

What's new

The practical change is a choice between assembling a knowledge experience from SharePoint's standard building blocks and adopting a more packaged solution. A pages-based knowledge base uses a communication site, article pages, navigation and content roll-ups. It can also give licensed users a way to ask Copilot questions against information on the site.

A specialist add-on offers a more purpose-built interface. In the Bamboo Solutions example, users can search and browse articles, save favorites, see recently updated content and ask AI questions about an article. It also includes mechanisms for article review, questions from employees and importing existing material.

Microsoft's SharePoint Knowledge Base is a separate, newer option, currently in Frontier preview. It organizes knowledge as connected pages hosted on SharePoint, with Copilot-assisted, Autopilot-assisted and manual creation or import options. Frontier is a preview program, so its availability and functionality may change before general availability.

Who it is for and what you need

A page-based design suits SharePoint owners and intranet teams who want employees to browse categories and articles, with AI as an additional way to find answers. The demonstration uses a standard SharePoint communication site. Existing SharePoint access is enough to create this basic approach; Copilot-assisted drafting and user questions require the relevant Copilot license.

Organizations with a large existing article collection or a need for packaged search, AI responses and review processes may prefer an add-on. In the Bamboo Solutions example, end users do not each need a Copilot license for the add-on's AI functions, but the service still requires an AI subscription connected at the back end. The video names Copilot Studio and Claude as possible examples.

The Microsoft SharePoint Knowledge Base is currently in Frontier preview. Its use is suited to teams that want structured knowledge pages for employees and AI agents. SharePoint permissions and governance apply because the knowledge base is hosted on a SharePoint site.

How it works

For a pages-based knowledge base, the key design is a consistent page structure and metadata that lets the site surface the right content. The example uses page properties to distinguish category pages from topic pages, then filters Highlighted Content web parts to display the matching pages.

1. Create or select a SharePoint communication site and plan its categories and article templates.
2. Build the homepage and category pages. Configure Highlighted Content web parts to filter on page properties such as page type and topic.
3. Create article pages from templates, add content and assign the correct tags so the articles appear in the intended roll-ups.
4. Draft content manually or use Copilot to generate a first version from a Word document. Review the draft, adjust its layout and publish the changes.
5. Use site navigation for browsing. Users with a Copilot license can also ask questions about the site and follow the answer's cited source page.

For a packaged add-on, the demonstrated workflow includes importing documents or connecting a SharePoint library, creating articles from templates, categorizing them and setting a reviewer and review date. The example also lets users submit unanswered questions to knowledge-base owners. For Microsoft's preview, teams can create content with Copilot or Autopilot, import supported content or create pages manually, then review and organize the results.

Limitations and alternatives

A native pages approach is flexible, but it takes setup. Owners need to build templates, tags, navigation and roll-ups; converting a collection of documents into well-presented articles also takes editorial work. Copilot can produce a starting draft, but the example requires manual corrections before publication.

SharePoint pages do not provide every operational workflow automatically. A review reminder, approval process or employee acknowledgment may require additional configuration, such as a Power Automate workflow. The add-on example includes review dates and question handling, but its AI still depends on a backend subscription.

For Microsoft's SharePoint Knowledge Base, a source document changing does not automatically update the corresponding knowledge page. Teams need to edit the page, ask Copilot or Autopilot to update it, or import the revised content. Assigning owners and scheduling reviews is therefore important for policies and procedures, regardless of the route chosen.

Before committing, decide how people will find information, who will maintain it and whether AI answers are a requirement. A browsable site may be sufficient when navigation and branding matter most. A packaged tool can reduce setup for workflows, while the Frontier preview is an option for teams evaluating Microsoft's connected-page approach.

Sources

• Dougie Wood [MVP] demonstration of SharePoint knowledge base approaches

Frequently asked questions

Do users need a Copilot license for a SharePoint pages knowledge base?

Users can browse the pages without a Copilot license. Copilot-assisted page creation and asking Copilot questions require the relevant Copilot license.

Does the Bamboo Solutions knowledge base require AI licensing?

End users do not each need a Copilot license for its AI features, but the product needs an AI subscription connected at the back end.

Is Microsoft's SharePoint Knowledge Base generally available?

It is currently in Frontier preview. Availability and functionality may change before general availability.

Do SharePoint Knowledge Base pages update when source documents change?

No. The corresponding knowledge page does not update automatically when a source file changes; it needs to be edited, updated with Copilot or Autopilot, or imported again.