Best Wiki Apps for Microsoft Teams in 2022

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Do you and your company use Microsoft Teams? Then you’ve probably been pleasantly surprised at just how simple it is to work, collaborate, and meet remotely through Teams. The platform has revolutionized asynchronous work for us all, and minimized the number of third-party apps we have to use to be productive.

However, one tool that MS Teams lacks is a quality knowledge management tool. Sure, you have the built-in wiki, but it lacks all the integral features that would qualify it as a solid wiki solution.

We really believe that having all your resources in MS Teams is the way to go - you no longer have to switch between apps to find answers to common employee questions. Having a wiki in Teams lets you move ALL your internal processes to one place:

• SOPs
• FAQs
• User manuals
• Company guidelines
• And so much more!

So if you’re looking for a wiki solution that will integrate seamlessly with Teams, you’ve come to the right place.

A year ago, we did a review of the top-rated knowledge database solutions for Microsoft Teams. We came to the conclusion that most apps on the market, while they may try to convince you that they integrate well with MS Teams, actually had very limited capabilities inside Teams.

So we’re back with a new review of the same apps to find out if they have improved their Microsoft Teams integration in the past year, and we’ve reviewed 4 new apps that have gained popularity in the SaaS market in 2022.

Reviewed apps:

• Perfect Wiki
• MS Teams Built-in Wiki
• Confluence
• Microsoft OneNote
• Tettra
• Intelliwiki
• Notion
• Document360
• Monday.com
• Guru

Comparison Categories

To really give you an in-depth glimpse into each app, we reviewed them based on the following criteria:

• Overview and key features
• How easy is it to install?
• Does it integrate with Microsoft Teams?
• How easy is it to import your data?
• How easy is it to export your data?
• How easy is it to find a specific page?
• Does it have a mobile/desktop version?
• Can we lock the wiki content from being edited?
• Where is the data stored?
• What about the price and trial period?
• Summary and Perfect Wiki’s opinion

Read on to learn how each app integrated with MS Teams, and whether their fancy features, templates, and integrations are worth the price.

Perfect Wiki

Overview and key features

Perfect Wiki is a knowledge management tool that considered every flaw the built-in MS Teams wiki has, and countered it. Our workspace lives right inside Microsoft Teams channels, where you can freely store, share and create company resources for the whole team to refer to.

Key features:

• Flexible permissions
• Rich formatting tools
• Real-time or asynchronous content collaboration

How easy is it to install?

Adding Perfect Wiki to MS Teams takes just a couple clicks. You and your team won’t need to go through the frustrating sign-in process many other solutions have. Simply add Perfect Wiki to a channel and your 14 days free trial version is ready to go.

Does it integrate with Microsoft Teams?

Perfect Wiki was designed for Microsoft Teams. We came up with this solution when we ourselves couldn’t find a knowledge management tool that worked seamlessly within MS Teams channels. Many claim to, but alas, the majority of wikis are reduced to just bots in Microsoft Teams.

How easy is it to import your data?

Easy as pie - we have an “Import” menu that’s visible right from your main workspace. From there, you can import documents in Word format, HTML/Text/Markdown, and you can even grab all your content from the MS Teams built-in wiki if that’s where you used to keep your content.

How easy is it to export your data?

Also incredibly straightforward - find the “Download” option in the ellipses menu next to a page name, and you can export any page as a PDF, Web page, or even send it directly to print.

How easy is it to find a specific page?

Perfect Wiki’s full-text search goes through all the pages in every channel, giving you text snippets and spelling suggestions as you search. Bonus - it’s typo-tolerant!

Does it have a mobile/desktop version?

Perfect Wiki follows Microsoft Teams wherever it goes. That means the mobile version too! You can open Perfect Wiki in your mobile MS Teams app and continue editing and creating content right from your phone.

Can we lock the wiki content from being edited?

Absolutely. You can assign editing or read-only roles to each team member individually. Those with read-only access will not be able to change content in any way. You can also assign admin and members, the former being able to edit permissions and assign new admin.

Where is the data stored?

All user content is encrypted in transit using TLS 1.2+ with perfect forward secrecy and full GDPR compliance. Our servers are located in the US and EU (Ireland and Germany) and use full disk, industry-standard AES 256 encryption.

Customers who wish to have their data processed within the EU will have the option to specify it as their data region of choice.

What about the price and trial period?

On our14 days free trial plan we offer you unlimited pages and users. As soon as you exceed the limit, you can opt for a paid subscription with unlimited number of pages per channel starting from only USD 4 a month (if paid annually). See more pricing details here.

Summary

When it comes to knowledge management solutions built specifically for Microsoft Teams, Perfect Wiki really has it all. We looked at all these solutions in order to tackle the pain points of MS Teams users and make knowledge-building intuitive and enjoyable.

But don’t take our word for it - try Perfect Wiki right inside your MS Teams channels with the free trial today, no credit card or set-up needed.

MS Teams Built-in Wiki

Overview and key features

Microsoft Teams does a lot of things well, but knowledge management sadly isn’t one of them. Since our review of everything that was wrong with the built-in wiki (almost a year ago), almost no improvements have been made. Nevertheless, lots of teams still use it since it’s included in the MS Teams package, so we reviewed it.

Key features:

• Minimalist layout (like the rest of Microsoft Teams)
• Comment on pages in Chat format
• Insert images, tables, links.

How easy is it to install?

The built-in wiki comes with MS Teams, so it’s available to all users immediately without sign-in.

Does it integrate with Microsoft Teams?

Obviously, but that doesn’t mean it’s the best solution. Read on to find out why.

How easy is it to import your data?

For users looking to migrate from another workspace to the built-in wiki, bad news - the only way to import your files is to copy and paste your content. And it doesn’t always preserve image formatting (nor can you drag and drop images from your device).

How easy is it to export your data?

You can’t export your content from the built-in wiki itself. The only way to do it is through SharePoint. You can try 2 ways to do it - one is messy, the other one is with Perfect Wiki. Learn how here.

How easy is it to find a specific page?

The built-in wiki does not have a search function. At all. If you create dozens of pages, you will very quickly find you have to scroll through all of them to locate the one you’re looking for.

Does it have a mobile/desktop version?

Yes to both, but the mobile version is read-only (although it does scale properly).

Can we lock the wiki content from being edited?

No, one of its biggest flaws. All content is open access and can be changed/deleted by anyone on your team.

Where is the data stored?

Wiki data is stored in your SharePoint database, in the folder associated with the wiki’s home channel. More specifically,

“By default, it is stored in the SQL Server Content Database associated with the site collection.”

What about the price and trial period?

The built-in wiki is free forever for MS Teams users, with unlimited pages and users.

Summary and Perfect Wiki’s opinion

We don’t recommend relying on the built-in wiki for storing your company resources. While it’s right under your fingertips with perfect MS Teams integration, that’s where the advantages end. The MS Teams wiki still lacks integral features that many external wiki solutions have had since the beginning (mentioning other pages, sophisticated formatting).

Confluence

Overview and key features

Confluence is still a titan in the SaaS field. It comes from the Atlassian family that offers a whole host of solutions, from task flow to code management. It’s incredibly versatile as a workspace of its own, but what we need is a knowledge management system that can do its best work inside Microsoft Teams.

Key features:

• Inline editing and comments
• Hundreds of page templates
• Intuitive and flexible space management

A year ago we concluded that Confluence was not built with MS Teams integration in mind, and they seem to have a hold on the market as a self-sufficient knowledge management team. Have they improved their features within MS Teams in the past year? Let’s find out.

How easy is it to install?

Honestly, the installation process was frustrating. The Atlassian landing page is not intuitive, so just getting to Confluence and creating an account took several tries.

Adding a Confluence page to a channel tab in MS Teams is pretty simple, but you and your teammates will all have to sign on separately to access the page in the tab.

Does it integrate with Microsoft Teams?

Nothing has changed with how Confluence integrates in MS Teams. It is still just a plug-in/bot. You can search for Confluence pages and send them to MS Teams chats, you can pin a specific page as a channel tab (read-only), and you can take notes in an MS Teams meeting with Confluence.

That’s it - all actual knowledge-building features can only be accessed in Confluence outside of Microsoft Teams.

How easy is it to import your data?

Confluence also seems to be buggy when it comes to import - I tried to upload a Word document from my device a few separate times, and I couldn’t. So I copy and pasted my content to a new Confluence page. It didn’t help my frustration when I saw that my image was not preserved. Well, at least the rest of the formatting is acceptable.

As far as other import options go, you can’t bulk import your content, you can’t get your content from the MS Teams built-in wiki, and it doesn’t look like you can upload Web page format docs either. Perhaps Confluence makes up for this limitation with an impressive library of templates.

How easy is it to export your data?

You can export a “space” (a.k.a. a folder of pages) from Confluence in PDF, HTML, or XML format. You can also export separate pages in Word format (including all the formats above).

How easy is it to find a specific page?

Confluence has a full-text search, but it’s not typo-tolerant and it doesn’t highlight in-text results. But otherwise it serves its purpose. This is also one of the few MS Teams integrations Confluence offers - you can search for and send links to pages to your channel chat by searching for it right from MS Teams.

Does it have a mobile/desktop version?

Confluence does not have a PC or Mac interface, only a web version. It does have a mobile app, and you can open the page you pinned as a tab in the MS Teams mobile app (also only in read-only format).

Can we lock the wiki content from being edited?

Yep, in the Confluence app itself. You can change permissions for specific pages as well as whole spaces, BUT this feature is only available with paid plans. If you’re on the free version, your pages will be open to editing and deleting by anyone who has access to them.

Where is the data stored?

“Today, Atlassian maintains data centers and hosts data in the US, Germany, Ireland, Singapore, and Australia. We provide all customers with secure, fast and reliable services by hosting their content in multiple regions around the world.”

What about the price and trial period?

Confluence is free forever for up to 10 users with limited features and no user permissions. After that it’s $5.50/user a month for the Standard plan. For a team of 100 users, you will be dishing out $550 a month for their most basic plan. You can get a 7-day free trial of the Standard plan, no credit card required, which is not really enough time to explore such a complex app with your team.

Get all the pricing info here.

Summary and Perfect Wiki’s opinion

Confluence is in no rush to integrate effectively with Microsoft Teams. It’s still just a notification bot - the closest thing you can get to seeing your Confluence pages in Microsoft Teams as adding a read-only page in a tab. So, basically a web page.

For the amount of effort it took me to create an account and install what limited integration Confluence has, it just doesn’t seem worth the trouble. Unless your team is already comfortably settled into Confluence, we do not recommend it as a knowledge base solution for MS Teams users.

Microsoft OneNote

Overview and key features

A year ago, we reviewed OneNote and came to the conclusion that it’s a reasonable-ish solution for small teams that need a space to compile company notes. However, we noted that it has a couple big limitations that disqualify it as a sophisticated knowledge management solution.

Key features:

• Microsoft Teams integration
• Freeform note-taking
• Speech-to-text input

How easy is it to install?

OneNote is part of your Microsoft 365 bundle, so you and your team members can add it to your workspace without needing to sign on.

Does it integrate with Microsoft Teams?

OneNote can be added as a tab to a channel for you and your team to take notes together. It’s actually pretty convenient and straightforward if you need to take quick notes and compile basic snapshots of meetings.

How easy is it to import your data?

Easy, if you want to copy and paste all your content. There is no actual import option, and it looks like OneNote is picky with images (mine didn’t import at all even though it was just a PNG image).

How easy is it to export your data?

You can export a page by selecting the “Print” option and saving the file as a PDF to your device. It seems that’s still the only option for getting your data from OneNote.

How easy is it to find a specific page?

You can easily find a notebook page through the full-text search. It’s one of the most intuitive search features we’ve seen in knowledge management solutions.

Does it have a mobile/desktop version?

OneNote has a mobile app, and you can open your notes in the MS Teams app. The Teams version has terrible scaling and is pretty glitchy for some reason, so the OneNote app is a better option for users that actually want to make edits to their pages on the go. It also has a separate desktop app.

Can we lock the wiki content from being edited?

Yes, you can restrict your pages to “Can edit” or “Can view,” and you can give separate access levels to team members and visitors. Owners remain in “Can edit” status unless you remove someone as an owner in the MS Teams team itself.

To make changes to editing permissions, you need to find the Manage access menu in the web app of OneNote, you can’t do this from the MS Teams tab.

Where is the data stored?

This information is not easy to find (it took some snooping through Microsoft support forums), OneNote data is stored in the Documents folder of your OneDrive account (you get one with your Microsoft 365 subscription).

What about the price and trial period?

OneNote is part of your Microsoft 365 subscription, so it’s free forever for unlimited users and pages.

Summary and Perfect Wiki’s opinion

It looks like OneNote is still the same uber-basic note-taking solution. While it does have pretty extensive Word-like formatting options, it’s really not suited for large-scale content creation. It doesn’t have templates, import or intuitive permissions editing, but if all you need is a tool that’s a step up from the built-in wiki, give OneNote a try.

Tettra

Overview and key features

Tettra is a knowledge management app designed primarily for integration with Slack. It’s a basic wiki solution that markets itself as a sort of question-answer platform for teams.

Key features:

• Expert approval of page content
• Q&A cards
• Scheduled reminders for deleting stale info and updating content

We reviewed Tettra a year ago and found that it wasn’t really a feasible knowledge management solution for MS Teams users. Let’s take a look at it a year later and see if anything has improved.

How easy is it to install?

Tettra has one of the simplest installation processes I’ve seen in wiki solutions. If you have a Google Workspace account, you can use it to create a Tettra account in just a few clicks, no sign-in needed.

Does it integrate with Microsoft Teams?

Tettra integration with MS Teams hasn’t changed since we reviewed it last time. It’s limited to a bot that finds Tettra pages for you, and notification syncing with MS Teams chats. And this integration is only available with the paid plan (and the 30-day trial of the free plan, which is the one I tried out). Users on the free forever plan won’t even get to try out the integration because it requires an API key.

How easy is it to import your data?

Pretty straightforward - you can import documents in .docx, .md, or .html format from your device by dragging and dropping the document. The web-based version of Tettra preserves image and table formatting, which would definitely be a time-saver for anyone who wants to migrate attachment-heavy documents. Sadly, you can’t bulk-import documents.

How easy is it to export your data?

You can only export your entire database by finding the “request HTML export” option (which obviously means you can only get your files in HTML format). Tettra’s help center says you can export a single page by saving it as a PDF in the “Print” menu, but this only works if you actually have a printer connected to your device. If you’re working from home and have no printer, this option is, well, not an option for you.

How easy is it to find a specific page?

Tettra has a full-text search at the top of the menu that’s pretty good at locating pages and content inside pages. It’s even typo-tolerant! But there is no in-text search for the page you’re currently working on.

Does it have a mobile/desktop version?

Unfortunately, Tettra has neither. Perhaps its users haven’t expressed a need in a mobile or desktop app, but this seriously limits Tettra’s use case as a remote-friendly wiki (you can really only use it from your PC).

Can we lock the wiki content from being edited?

Yes, you can change permissions to allow only page owners and admin to edit the document. And you can restrict who sees the document. It’s unclear whether anyone can still delete or move pages, and I was not able to find this information on Tettra’s helpdesk page. Permission changes are not available with Tettra’s free version.

Where is the data stored?

“Both our primary database and all backups are encrypted. All communication across data centers is over SSL. We also use Amazon AWS (Amazon Web Services) to host our database and backups.”

What about the price and trial period?

I tried out Tettra’s Scaling plan (they offer a 30-day free trial), because the free forever version is incredibly limited and doesn’t have MS Teams integration. After the trial, the Scaling plan is $8.33/user/month if paid annually. That’s at least $84/$840 for a team of 10 or 100 respectively. Both the free version and the paid plan trial don’t ask for your credit card info to get started.

Get all the price info here.

Summary and Perfect Wiki’s opinion

For its steep per-user price, Tettra is surprisingly feature-scarce and has pretty basic formatting. It’s also (still) not as intuitive as it could be - there is no comprehensive onboarding when you first create an account, so users are left to fend for themselves (it took me over 5 minutes just to figure out how to create and save a page). We believe that Tettra is not yet worth its money, especially if you’re looking for a knowledge management solution for Microsoft Teams.

Intelliwiki

Overview and key features

IntelliWiki is a knowledge management app that was designed to work inside MS Teams right inside channels (seems like the perfect solution, right?). IntelliTect, their parent company, seems like they have a lot of software projects going on at the same time, and IntelliWiki is just one of their offshoots.

Key features:

• Instant import from the built-in wiki
• Comment on pages in real time
• Native MS Teams integration

We reviewed IntelliWiki a year ago because it was incredibly promising as an MS Teams native knowledge base solution, but we were disappointed with how raw and basic the app ended up being. Maybe they’ve improved in the past year?

How easy is it to install?

Pretty easy, you can install it for the first time right from MS Teams. IntelliWiki installs right to the general channel of a chosen team as a separate tab ready to use after the tutorial (which is actually pretty helpful, all things considered).

Does it integrate with Microsoft Teams?

IntelliWIki is built for Teams as a replacement for the built-in wiki. Again, it seems like the app we have all been waiting for.

However, once you add it to a channel, you realize it’s a bit of a mess. IntelliWiki crashes constantly, and many of the external links in the app lead to the “Error 404 Page not Found” of doom.

How easy is it to import your data?

It looks like there are no import options at all once the app is installed. You can import files from the built-in wiki at the very start of the installation process, but if you want to do that later, you can’t. You will have to copy and paste your content (and will probably lose some of your images on the way like I did).

How easy is it to export your data?

You can export all pages at once in .zip format, pages are separate Web page files. The export feature was not easy to find, which is kind of indicative of the general unintuitive layout of IntelliWiki.

How easy is it to find a specific page?

Pretty easy, IntelliWiki has a full-text search, but there’s no highlighting and it’s not typo-tolerant. They did add on-page search with highlighting in the last year, so there’s that.

Does it have a mobile/desktop version?

IntelliWiki is embedded into the MS Teams desktop version and you can use it from the web version. As far as mobile goes, IntelliWiki actually isn’t half bad - you can open your IntelliWiki pages and even edit them from your phone. The table in my document lost its format though.

Can we lock the wiki content from being edited?

Yes, but you can only do this for all team members or no team members at all. No user-specific permissions.

Where is the data stored?

“Data is stored in Azure SQL and is encrypted in transit and at rest.”

What about the price and trial period?

30-day trial period, no credit card required. After that it automatically downgrades to the free option. What’s unclear is whether I will lose all my pages if I suddenly get thrown into the free version.

Intelliwiki has a super limited free forever version, only 1 wiki page and 2 subpages, and up to 10 users. After that it’s $2/user/month for the Enterprise plan, so $20/$200 for a team of 10 and 100 respectively. However, you do get 5 read-only users per one paid seat.

Get the full pricing into here.

Summary and Perfect Wiki’s opinion

Intelliwiki’s premise would get anyone excited - a dedicated wiki for Microsoft Teams channels! But excitement quickly turns to frustration when you realize just how many bugs the app has.

Also, it looks like it hasn’t been improved on since it was created. All the missing key features we wrote about a year ago are still missing, and frankly, the app looks like it was abandoned by its developers. Every link I followed in the app was broken, so you can try IntelliWiki out, but store your content there at your own risk. There’s no guarantee someone will be there on the developer side to help you out.

Notion

Overview and key features

Notion is a virtual workspace that does a lot more than just manage company knowledge - positions itself as a collaboration hub for asynchronous work and personal productivity management. Notion has been the talk of the town for the past year, especially among freelancers, so we decided to find out if it’s a good solution for MS Teams users.

Key features:

• Self-sufficient interface
• Built for knowledge management, meeting notes, and project management
• Sophisticated permissions and templates
• Infinite hierarchies and flexible organization/formatting

How easy is it to install?

Pretty easy, 2 minutes to install with an email-verification step.

Does it integrate with Microsoft Teams?

Here’s the kicker - Notion has no MS Teams integration at all. It is an independent workspace and seems to pride itself on this fact.

How easy is it to import your data?

Not too difficult - you can import your files in .docx, HTML, or text/markdown format from the main menu. However, Notion has two big limitations - you can’t bulk-import content, and it may not preserve your images. It also decided to add an extra column to the table in my document.

How easy is it to export your data?

You can export separate pages or all content at once in Markdown, HTML, or PDF format.

How easy is it to find a specific page?

Notion has a quick find window that searches through the whole text. It highlights search results, but it’s not typo-tolerant.

Does it have a mobile/desktop version?

Notion has a desktop version for Windows and Mac, and a mobile version for iOS and Android that lets you edit your pages.

Can we lock the wiki content from being edited?

Yes, you can assign admin/member roles and change editing access to share/edit/comment/view or no access at all. And it looks like you can do this for individuals or groups in your team.

Where is the data stored?

From Notions website:

“We run 100% on the cloud using AWS (US-West) within a virtual private network that cannot be accessed via the public internet, except via our public-facing proxy servers.”

What about the price and trial period?

Notion is free forever for personal use. Team plans start at $8/user/month if paid annually. For a team of 10/100 employees, you will be dishing out at least $80/800, respectively. You can have up to 1000 blocks on the free team plan (a block, according to Notion’s website, is any piece of content, e.g. a paragraph or bullet point).

Get Notion’s pricing info here.

Summary and Perfect Wiki’s opinion

Notion was designed for personal task management, that’s the bottom line. It is so flexible and constantly evolving that, in my opinion, collaboration quickly becomes sloppy. What’s more, Notion really doesn’t integrate with other tools (MS Teams included). So if you need a personal solution for keeping your resources organized and you don’t care about having it all separate from Microsoft Teams, give Notion a try.

Document360

Overview and key features

Document360 is another knowledge database and website hub for small-medium companies and other organizations (they seem to target universities and other academic institutions). It also prides itself in being a “self-service” knowledge base for internal users and clients.

Key features:

• articles open as drafts before you publish them
• sophisticated access permissions
• personalized domain branding

Document360 is relatively new on the market and we’ve seen some positive reviews, so maybe it could be a solution for current MS Teams users - let’s take a closer look.

How easy is it to install?

Straightforward, it takes 2 minutes. It also has a sophisticated onboarding procedure (albeit there are almost too many tutorials). But you need to have a company email address and you and your team will have to verify your accounts through that email. So it won’t qualify as a personal task management solution.

Does it integrate with Microsoft Teams?

Document360 does not integrate well with MS Teams. It can be added as a bot to the Posts tab in channels, but it has very limited features such as sending articles from the app to the chat. Also, if you want to try out this feature with the free version, don’t bother - you can’t use integration with the free trial (you need the API key to access integration, and it’s only available with paid plans).

This is what pops up when you try to integrate it on the free trial - a long-winded way to tell you you can’t use Document360 in MS Teams unless you pay.

How easy is it to import your data?

You can import files from your device in .docx format only (also I struggled to find the import/export options). And it seems there’s a pretty nasty bug in the system - I wasn’t able to import my document from the device at all (it just wouldn’t open my Finder), so I had to resort to the old-fashioned copy-and-paste to show you the formatting.

Luckily, images and tables stay the same, and you have the option of cleaning the text or keeping it in the same format.

How easy is it to export your data?

The option to export in PDF is only available with the Business plan or higher, but you can export in HTML/Markdown format on the Standard Plan and the free trial.

How easy is it to find a specific page?

The advanced full-text search gives article suggestions and is typo-tolerant. But for some reason the in-text search didn’t work for the page I created.

Does it have a mobile/desktop version?

Document360 only has a web-based version, no desktop or mobile apps, which makes sense since it’s basically a knowledge database in website format.

Can we lock the wiki content from being edited?

Yes, Document 360 has pretty sophisticated permissions settings. You can grant specific access permissions for individuals or groups, and you can even make your whole platform private (for internal use) or public (for customer use). I had to dig through Document360’s helpdesk to figure out how to change permissions, but once you locate the menu in “Settings,” the process becomes more or less intuitive.

Where is the data stored?

From the Document360 website:

“Your data is stored in a remote database hosted by our database service partner, MongoDB Atlas, in a cluster of 3 servers, eliminating any downtime.”

What about the price and trial period?

14-day free trial, after that the Basic Plan is $99/month (if paid annually). The plan only comes with 5 admin accounts (users with editing permissions), so if you want more editors, you’ll have to pay an additional $19/month per admin. For a team of 10 editors, you’ll be dishing out at least $195 a month. Luckily, read-only accounts are unlimited.

See the full pricing info here.

Summary and Perfect Wiki’s opinion

Document360 is pretty advanced as a standalone knowledge database, they have their own analytics solutions and a self-sufficient community. It could work for you and your team if you are okay with using two completely separate platforms for communication (Teams) and knowledge sharing (Document360).

Monday.com

Overview and key features

Monday.com is a workflow app for synchronous and asynchronous remote collaboration, and it also positions itself as a personal productivity app (for freelancers/students). We’ve seen it marketed a lot in the past year (they’re even running ads in subway trains), so we decided to see what the hype was all about.

Key features:

• Automations for various tasks
• Rich selection of templates for task management boards
• Extensive integration list

Let’s find out if Monday.com is a worthy wiki for Microsoft Teams.

How easy is it to install?

Easy, it just needs email confirmation from you and your team. It also suggests templates for you right from the start based on your answers to questions at startup.

Does it integrate with Microsoft Teams?

Yes, you can add a board from your Monday.com profile as a tab to any channel, and it looks like pretty much all features (albeit, not wiki-related features) are available in MS Teams. You can create new boards, assign and manage tasks, and track project progress through the tab.

Here’s what it looks like inside a channel (so not a wiki at all):

How easy is it to import your data?

Easy, but you can only import spreadsheet-type content from Excel or Google sheets and the like (you can’t even import files in .docx or html). So that’s a huge drawback for anyone who comes to Monday.com looking for a knowledge base solution.

How easy is it to export your data?

You can export any page to Excel, PDF, or send it straight to print (though I’m not sure how that would be needed for ongoing productivity boards).

How easy is it to find a specific page?

Monday.com does not have a full-text search. You can either look for board names or search through a board (and it’s not typo-tolerant).

Does it have a mobile/desktop version?

The mobile version has editing capabilities for boards, but not for document-style pages. The page feature is actually still in beta, so wiki pages are in view only mode. Monday.com has a mobile app for iOS and Android, and a desktop app for Windows and Mac.

Can we lock the wiki content from being edited?

Yes, you can assign admin and members, the latter having read-only access, as well as lock specific parts of each board from being edited (e.g. columns, sections, rows). You can also do this for page-style documents.

Where is the data stored?

From the Monday.com website:

“Monday.com hosts its customer data in Amazon Web Services (AWS) data centers in the US and as for January 2021, in Germany. Customers who wish to have their data processed within the EU will have the option to specify it as their data region of choice.”

What about the price and trial period?

Monday.com is free forever for individual use, they give you a 14-day free trial for teams, after that it’s $14/user/month for basic plan if paid annually, no credit card required. For a team of 10, you will be dishing out at least $140 a month, but it looks like teams beyond 50 can get Enterprise discounts. Still a hefty amount for a productivity app.

Get all the pricing info here.

Summary and Perfect Wiki’s opinion

We’ve seen some bloggers and independent sources cite Monday.com as a viable wiki solution, but it’s really just a productivity/workflow app with the option of creating shared documents. And said documents are clunky and won’t be enough for you if you plan on actually storing your entire company resources in Monday.com.

So it’s not a solution for a team looking for a) a knowledge base in wiki format, b) for said wiki to live in MS Teams and integrate fully. Plus, for its pretty one-sided functionality, Monday.com is pricey.

Guru

Overview and key features

Guru is a productivity, communication, and collaborative content creation solution. The app positions itself as the ultimate solution for remote work, with wikis being only one of their features. They focus on Q&A cards, onboarding, and instant access to company knowledge from various places (Slack, MS Teams, it even has Google Chrome extensions).

Key features:

• Send alerts and ping members to get information quickly
• Boards and cards for organizing content into folders
• Verify content with experts and admin before publishing
• Extensive list of integrations

Guru’s marketing is pretty self-confident, and they do actively advertise their Microsoft Teams integration, so let’s see if they are worth their salt.

How easy is it to install?

Easy, it took me 2 minutes. Guru asks questions to get to know you better and offers a free live onboarding session with a Guru pro at startup. Seems like they keep true to their commitment to simplify onboarding.

Does it integrate with Microsoft Teams?

Only as a bot. You can search for and send tickets from Guru to the chat in your channels for reference, or enable notifications about changes in the app, but content creation only happens outside MS Teams in the Guru workspace.

How easy is it to import your data?

If you want to migrate from another wiki tool, you have to get content with API keys. And if your tool isn’t listed in Guru’s pre-programmed migration procedures, you will have to import with the help of Guru’s IT team (which seems like a lot of work). You can, however, import from your device in .docx or PDF format, but it takes a few minutes even for one single doc.

How easy is it to export your data?

You can download any board or set of boards as a PDF file. That’s the only option for export. Guru lets you export collections of cards (you can’t export individual files) as a .zip file in Web page format. The files are sent to your admin email within a few minutes, and it looks like only admin can export.

How easy is it to find a specific page?

There’s a quick search by card title and a full-text search, it’s not typo-tolerant, but you can filter the search by collection or tag.

Does it have a mobile/desktop version?

There’s no desktop app, but it does have a mobile app for iOS and Android, as well as Chrome extensions for quick search and even card creation.

Can we lock the wiki content from being edited?

Yes, light (read-only) users have read-only access, and admin can edit all content. Specific restrictions for boards and cards are available only for Business account owners, and even then they are quite complicated and take time to learn how to use.

Where is the data stored?

“Guru’s infrastructure is hosted exclusively by Amazon Web Services (AWS), and all data in transit and data at rest is encrypted using the most up-to-date protocols (specifically TLS V1.2 and AES-256).”

What about the price and trial period?

Guru is free for up to 3 core users, after that it’s $5/user/month for the standard plan if paid annually. Apparently, you only need to pay per core user (a.k.a. admin users with editing permissions. “Light” users are read-only members, and you can have as many as you want for free. So if you want to have 10/100 core users, you will be paying at least $50/500 a month respectively. And that’s the most basic plan!

Get all the pricing into here.

Summary and Perfect Wiki’s opinion

When Guru boasts about their MS Teams integration, they really just mean a simplistic notification bot. This seems to be the solution most third-party knowledge base apps offer, and while it could be a helpful addition for teams that are already using these apps in full swing, those who want their resources to actually be inside MS Teams will be disappointed with Guru.

So, which wiki app is the best?

If you’ve gotten through this blog post, you probably do most of your work in Microsoft Teams, and you’re looking for a knowledge management solution that will follow you there. If that’s the case, only a few of the apps we reviewed today will give you the gift of full MS Teams integration.

Most of the solutions out there, even the ones built for Teams, are pretty basic, and the big name apps are pricey and only offer limited features inside MS Teams.

If your priority is having ALL your company resources in Microsoft Teams, and you want to have a good value for money for a knowledge base solution, Perfect Wiki might just be what you’re looking for.

Try our 14 days Free Trial version today, so sign-in or credit card required.

In the end, we wanted to give you as objective an overview as possible, so we reviewed the solutions in detail even if they only work as separate apps.

Give the free versions of the solutions a try, see what works for you, let us know if there are any other apps you want us to review in the chat box on this page! Happy testing!