Find information and collaborate on a SharePoint Knowledge Base (preview)

Note

SharePoint Knowledge Base is in Frontier preview, and availability might vary in your organization. This means that you might not yet see this feature or it might look different from what is described in this article. If you don’t see the option to create a knowledge base, contact your SharePoint administrator.

Find information and ask questions about a knowledge base

Find SharePoint KB pages

  • Use the navigation pane or select Search to find KB pages by name.
  • Use search in SharePoint or Microsoft 365 to find KB pages from outside the knowledge base.
  • To move around a KB page, select Page contents, or select the chevron beside a heading to collapse or expand that section.

Ask Copilot questions about a knowledge base

You need a Microsoft 365 Copilot license to ask Copilot questions about KB page content. These questions don't use Copilot credits. Requests that ask Copilot to create, change, or maintain a knowledge base use Copilot credits, even when the request is phrased as a question.

  • Open the knowledge base, open Copilot in SharePoint, and then enter your question to ask Copilot.
  • Include the knowledge base’s name in your question when you ask Autopilot. Also include a link to the knowledge base the first time you ask.
  • Microsoft 365 Copilot Chat might also use KB pages you have access to in its answers. For answers from a specific knowledge base, use Copilot in SharePoint or Autopilot.

Tip

Ask for sources so you can check the answer. For example:

“What is the current escalation process for [issue]? Include links to the relevant KB pages and sources.”

“Using the Zava Product Support knowledge base, how do I troubleshoot [issue]? Include links to the KB pages you used.”

Collaborate on SharePoint KB pages

After you find the information you need, you can work with your team on the KB pages. People with edit access can coauthor KB pages with other people or an agent.

Add and resolve comments

  1. In read mode, select the text you want to discuss, and then select Add comment.
  2. Enter your feedback, and then select Send.
  3. To see all discussions, select View comments on the command bar.
  4. After you apply the agreed changes, select the thread, and then select Resolve.

View version history

Select the Last edited information in the KB page header, or select More commands > Version history. The versions available depend on the library’s versioning settings.

Share KB pages and manage access

Knowledge bases use SharePoint site permissions. Readers can open only content they have access to, and Copilot works within each user’s license and permissions.

In this preview, you share individual KB pages and their subpages, not the whole knowledge base.

Important

Sharing a KB page doesn’t automatically give access to every KB page in the knowledge base, linked sources, or assets. To give people access to the whole knowledge base, ask a site owner to add them as site visitors. Site access can include more than the knowledge base.

  1. Open the KB page you want to share.
  2. Select Share.
  3. Add a specific person or group, or copy a link.