How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

June 15, 2022 by Alexa Uskova • 14 min read • Learn

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

FAQs (frequently asked questions) are not just for customers visiting a vendor’s website - they are also an incredible resource for your team. You can transform common questions from your team into a comprehensive list of Q&As from experts in the company.

If your team uses SharePoint, there are a couple of ways to do this - with a list or with a page.

Unfortunately, both of these options have their flaws, and I’ll highlight them as I run you through the process of creating an FAQ page in both formats.

This post is brought to you by Perfect Wiki, a tool that helps you create a database of your company resources right in Microsoft Teams. Try us out for FREE today, no sign-in or credit card required.

Table of Contents:

SharePoint option 1: FAQ list

To create an FAQ list in SharePoint like the one below, follow these steps:

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

Step 1: On your team’s site, click “New” > “List”. Sadly none of the premade list templates will work for an FAQ page, so choose “Blank list.”

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

Step 2: After you name your list, hit the “Title” column > “Column settings” > “Rename” and call it “Question”.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

Step 3: Go to “New” to create a row where you will enter your first question and answer. You can attach a link to the answer, but you can’t attach images or videos, which is a big disadvantage for SharePoint.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

Step 4: Repeat that last step with every FAQ you have. If you leave the list open for everyone to edit, your team members can add questions as they appear. This is what users will see:

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

If you want to see the whole answer to a question at a glance, you will need to manually change the view of the list to “Multiple lines of text” when creating the “Answer” column. Even then, you won’t see the whole text if the answer is longer than one sentence.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

How easy is it to find an answer in a SharePoint list?

The search function is not that great in SharePoint. There’s no in-page search for lists, and you won’t get any text highlights for the keywords you look up using the full-text search, just suggestions for where your answer may be.

Pros and cons of the list option in SharePoint:

Pros:

  • Convenient and easy to navigate
  • You can click on a row to expand the full answer

Cons:

  • No templates available so you have to create your list from scratch
  • The process of setting up the list is tedious
  • No import options
  • No on-page search
  • You can’t add any images or videos to the FAQ answers
  • No intuitive way to organize questions by topic

SharePoint option 2: FAQ Page

The other option is to create a page for your FAQs. This will look more like a web page with images and a familiar FAQ layout like you might find on a commercial website, not like a Word doc, and the formatting process is much more time-consuming as a result.

Here’s what your FAQ page will look like:

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

Step 1: Go to “New” > “Page” and choose the “Blank page” option, since once again none of the templates are designed for the FAQ format.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

Step 2: Name your page “FAQs” and you can begin adding your Q&As. This is what the editor looks like - you can add sections and special features like interactive calendars, YouTube videos, and images or screenshots.

Unfortunately, the SharePoint editor doesn’t let you copy and paste content with images already in it, so you will need to add them yourself.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

SharePoint doesn’t have a file import option that turns docs into editable site pages, so you can’t easily migrate your existing FAQs from a Word doc to your new FAQ page. Only copy and paste will work and that’s not a quick or risk-free option.

Step 3: To add more text sections to your page, click the blue “+” button on the left and then the grey one, and choose “Text.”

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

I tried formatting the questions into headings to generate an interactive table of contents, but the SharePoint pages don’t have that feature. It seems like a simple enough function that makes navigation easier, but for some reason isn’t a thing yet.

Step 4: Once you’ve added your FAQs and their answers, hit “Publish” in the top right or “Save as draft” on the left if the Q&As need further review. This is what users will see once it’s published:

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

You can also assign editors and view-only users to limit who can add content to this page. This can be done in your personal “Settings” menu, and the permissions are pretty easy to edit for each user, but it’s unclear how to add new users to your site or to a specific page.

How easy is it to find an answer to my question in SharePoint?

Unfortunately, the search feature is even worse on pages. The search will just take you to the whole page, and you’ll still have to search through all the questions manually.

So if you’re in a pinch, don’t count on the SharePoint search to help you find your answer quickly.

Pros and cons of the page option in SharePoint:

Pros:

  • You can add images and links to videos for better explanation
  • You can save a page as a template for future FAQ pages

Cons:

  • No templates available so you have to create your page from scratch
  • Clunky page editor
  • No table of contents for easy navigation
  • You can’t make subpages for different FAQ topics
  • You can’t import files from Word
  • No on-page search

Can I add my SharePoint FAQs to Microsoft Teams?

If you actively use MS Teams in your organisation, then you won’t be able to seamlessly merge the two workspaces.

You can add a list or page as a tab in a team channel, but only one and only from the SharePoint site associated with that team. So if you want to scale one FAQ page to multiple teams at once and make them available in MS Teams, you will have to create a new page in each of the SharePoint team sites.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

Fortunately, there’s a much simpler way to make an effective FAQ page right inside Microsoft Teams, and no, it’s not the frustrating built-in wiki.

Making an FAQ page in Perfect Wiki - it’s simple from the start

Perfect Wiki for Microsoft Teams took all the FAQ solutions of SharePoint into consideration and now Perfect WIki offers an easy way to structure your FAQ page inside Microsoft Teams.

We understand that it’s really frustrating to start from scratch, that’s why we offer you an FAQ template with ready-made structure.

Step 1: Hit "Templates" or choose to create a page from the template

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

Step 2: Find an FAQ template on the list (FAQs - Team and HR or Customer Support -> FAQs)

Step 3: Click "Use this template" and the structure will be automatically added to your page, where you can alter it as you need

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

First of all, we have a free FAQ template that has the whole page structure automated for you. All you have to do is enter your team’s common questions and answers, and they will appear in the navigable table of contents.

Our FAQ templates are automated for you, have subpages and links to other related pages, structured tables of content. We also offer sort of tips for fulfilling the template.

You can assign the task of filling in your FAQ page by setting access rights for the channel this template is located in. E.g. You need only two managers to edit the content and others have to view it as reference material, so there are no inconsistencies. That’s not a problem in Perfect Wiki.

Step 1: Go to Channel settings (3 dots next to the channel name) -> Access rights tab

Step 2: Set editing, commenting or viewing right to the whole team or its certain members

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

The template is super easy to edit, so you can change any of the content to fit your needs.

In order to customize the page and make it more illustrative and interactive you can attach images or embed any media content: slides, PDFs, YouTube videos, docs from your Google work space etc.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

After you fulfill the FAQ template it’s equally important to be able to search through the questions quickly. For this purpose, Perfect Wiki offers you our AI powered intelligent typo-tolerant quick search. Look through the whole database and get all the entries of the key word within seconds.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

In order to make the FAQ page more convenient for your users - just use headings, that’ll create an automated table of contents for faster navigation on the page.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

If you don’t feel like creating a new FAQ page and just want to import your already existing FAQ to Perfect Wiki - use our new import dialogue.

We support:

  1. Markdown and text files (.md, .txt)
  2. Microsoft Word files (.docx)
  3. ZIP archives with Perfect Wiki backup or Microsoft Teams Wiki backup (.zip)
  4. HTML files (.html, .htm, .mht)
  5. EML files (.eml)

To import these files, just click Import (bottom right corner) and drag and drop files from your desktop.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

You can easily share your FAQ page with external or Microsoft Teams users with our Sharing dialogue. Just choose the option you need without leaving your page:

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

One more interesting way is to create your own FAQ template with the help of our AI generator.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

In order to do so, just type in your entry (starting with ‘generate’ or ‘create’) and insert the draft into your page:

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

After that you can edit the draft according to your own taste and needs, using a simple editor: change fonts and styles, add headings, embed media - just as you like that.

How to Create an FAQ Page in SharePoint Online, and Is It Worth the Effort?

All these opportunities of Perfect Wiki can serve as an efficient tool for your coworkers and customers.

And of course the main advantage of Perfect wiki: we use your Microsoft Teams credentials, so there is no sign-in or set-up required, you also don’t have to switch between workspaces.

That’ll be an efficient tool for your team: no time-consuming sign-in, ready made structured templates and AI integrations for saving your time, and the most important: all your data is stored under one roof in Microsoft Teams.

Try the FAQ opportunities in Perfect Wiki with the free trial today, no credit card or sign-in, and see what a difference an intuitive FAQ page can make for your business.

Was this content helpful? Either way, send me your comments at hello@perfectwiki.com. The blog is here to serve you!

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