Information can be scattered all over—emails, files, chats, or sticky notes. Teams need a simple way to find what they need and work together efficiently. That’s why so many groups look for a searchable wiki to keep important materials organized and easy to access.
A good wiki is more than a page of notes. It’s a living space where your team captures processes, shares ideas, and builds trust. Imagine a workspace that feels as familiar as the wikipedia resource everyone knows, but tailored for daily teamwork. This is the promise of a team wiki.
Inside Microsoft Teams, the microsoft wiki app—often called the Teams Wiki—helped many groups create their first digital knowledge base. If you’ve heard people mention the wiki microsoft tab or ask about creating wikis for projects, you’ve touched on this core need. As we move forward, it’s important to see both the strengths and the areas where a smarter wiki tool, such as Lark with its robust workspace features, can make a difference for your organization.
What follows is a clear guide to wiki pages, building your own team encyclopedia, and finding the right app for lasting knowledge sharing. A wiki overview is a helpful starting point for teams new to wikis, summarizing what a wiki is and highlighting its organizational benefits.
What is the Microsoft Wiki App and why do teams use it?
At its core, the microsoft wiki app acts as a lightweight documentation tool living right inside Teams. With just a few clicks, you can add your own wiki to any channel and start adding content by editing pages, creating new pages via placeholder links, and customizing permissions to control who can contribute. It’s convenient and easy for everyone in the team to contribute.
The main goal here is simple content sharing:
Onboarding guides: Helping new teammates catch up fast, all in one place.
Policy updates: A quick spot to keep your SOPs, similar to the structured segments you might find on the wikipedia website download.
Project notes: Recording decisions, action items, and meeting recaps, much like a digital office wiki for your team.
Thanks to its placement in Microsoft Teams, the wiki app works for all Microsoft 365 users by default. You don’t need to download wikipedia or use third-party wiki software to start. The ms wiki experience is built into your daily workflow.
For groups who want to build wiki page content quickly, or those who need basic collaboration over advanced formatting, this solution fits. Many teams see it as their first step in the world of digital documentation—often before considering tools like wikimedia software or more powerful wiki apps.
Some users are also curious about creating a wikipedia store of internal resources, or wonder if there’s a wikipedia application available for business teams. While the Microsoft Wiki App isn’t open-source like some wiki software or as vast as wikibooks app or wikipedia encyclopedia free, it provides a no-fuss place to start collecting information that everyone can use.
Lark, on the other hand, takes the idea further by making it seamless to link documents, automate workflows, and keep everything connected with AnyCross—turning your internal wiki into a smart, actionable resource.
Microsoft Wiki App features and how they support your team
So, what exactly can you do with the microsoft wiki app?
Easy page creation and editing
You can set up unlimited wiki pages in a channel. Each page can be broken into clear sections for easy browsing. The Microsoft Wiki App is designed for creating simple pages, allowing teams to quickly capture and share information. This experience echoes the logic behind wikipedia app and wikipedia for downloading resources, allowing quick access and sharing. Users can easily change content as team needs evolve.
Real-time collaboration
When you edit a page, changes appear for all team members at once. Even if you miss a meeting, the recap will be waiting for you inside the tab wiki. The simplicity is comforting—no need for technical training, no confusing steps.
Basic formatting at your fingertips
You get all the essentials: headings, lists, and even basic tables. Think of how you might structure an entry in the Wikipedia download for reference, minus the public aspect. While you won’t see the full customization of Wikimedia software, it’s more than enough for most day-to-day needs. However, the Microsoft Wiki App lacks special editing tools found in more advanced wiki platforms, which can limit customization and complex content creation.
Automatic permissions and integration
Because the Wiki sits inside Microsoft Teams, it respects team permissions. Permission levels in the Microsoft Wiki App are tied to Teams channels, so everyone in the channel shares the same access. More advanced platforms offer more granular permission levels, such as 'Edit' and 'View' for individual pages, allowing for customized control over who can create, modify, or view content. There’s no separate setup. And all changes can be seen in the context of your group’s chat and files, making this more streamlined than installing separate Wikipedia applications or specialty apps like Wikibooks.
Example: How teams use Microsoft Wiki App
Picture a marketing group running campaigns. They use the Wikimicrosoft tab to:
List strategy documents and templates, replacing scattered PDFs.
Keep up-to-date campaign calendars right in the channel.
Update guidelines as feedback comes in.
Each team member can contribute to the wiki, update guidelines, or manage access and permissions based on their role, making collaboration and knowledge sharing more effective.
This is a huge step forward from plain file folders or endless chat searches.
But sometimes you might wish you could automate sign-offs or connect wiki notes directly to project boards. Or you want a searchable wiki that finds related content, even across teams, with more power than the microsoft Wiki search fields offer.
That’s where tools like Lark come in, letting you centralize both documents and project data, and ensuring your content is always at your fingertips. For groups looking at alternatives, advanced platforms like Lark help link information bases, wiki, and provide robust search across all your pages—ideal if your needs have grown beyond basic note collection.
The hidden limitations of Microsoft Wiki App you need to know
While the built-in wiki is handy, its limitations become clear as your group grows or your projects become more advanced.
Search falls short for growing teams
A key frustration is the lack of a truly searchable wiki. As your wiki content grows, it becomes increasingly difficult to locate specific information using the basic search functionality. As your pages multiply, it can be difficult to quickly retrieve a specific note, much less scan across multiple projects. Compared to the broad reach of a Wikipedia application or the depth of search on a public Wikipedia website download, the Microsoft Wiki App search is basic—sometimes making users wish for a more powerful solution.
Basic formatting only
You might find the limited formatting starts to feel restrictive. Embedding rich media, creating reusable templates, or adapting layouts is not possible. Teams sometimes outgrow the simple design as their processes become more demanding, especially compared to features found in more customizable wiki software.
Rigid access controls
Permissions are tied directly to your Teams channel, with no way to make certain pages private or restrict edits for sensitive material. This can be a challenge for groups with confidential instructions, or for IT admins who want more control—sometimes leading users to explore team alternatives.
Not much room for integration
You might hope to connect your wiki to other apps, like project trackers or automation tools, but Microsoft Wiki App doesn’t support these scenarios well. It falls short of what’s possible with Lark, which offers robust integrations and automation—making it easier to connect information with workflows, onboarding, and real-time updates. Lark users benefit from base features that can, for example, automate updates or trigger actions based on wiki changes—a true upgrade over the limited capabilities of ms wiki.
The 8 best Microsoft Wiki App alternatives for 2025: From classic wiki apps to next-gen all-in-ones
As Microsoft Wiki App retires, choosing a new searchable wiki is crucial. Users can no longer create new wikis within Teams and must migrate to alternative solutions. Whether you need tight Microsoft 365 integration or a flexible workspace inspired by the wikipedia encyclopedia free model, these eight products offer compelling options. Below, you’ll find not just a feature comparison, but guidance on fit and pricing—so your next wiki app decision is informed and future-proof. Some alternatives charge per paid seat, which affects the total cost as your team grows.
1. Lark: The integrated, future-ready wiki and collaboration suite
Overview
Lark is more than a simple microsoft wiki app replacement. It’s a robust, cloud-native productivity suite where wiki pages, databases, automation, docs, and chat all live in harmony. Built for fast-growing and distributed teams, Lark empowers you to centralize documentation, automate workflows like approvals, and create a truly searchable wiki experience company-wide.
Key features
Store all the information in one place
Lark Wiki is the foundation of your team’s connected experience as a good wiki software. One of the biggest challenges in building a knowledge base is siloed information. Different teams use different tools, leading to fragmented data and duplicated effort. Lark Wiki solves this by providing a unified workspace where all your information – documents, spreadsheets, meeting notes, chat logs – resides in one place. This integrated environment lays the foundation for a comprehensive and easily searchable AI knowledge base. Think of it as a central nervous system for your company's collective intelligence.
Automated knowledge capture and organization
Building a knowledge base from scratch can be a daunting task. Lark Wiki simplifies this process with its automated knowledge capture features. It can automatically extract key information from documents, suggest relevant tags and categories, and even identify subject matter experts within your organization. This automation reduces the manual effort required to build and maintain your knowledge base, freeing up your team to focus on more strategic initiatives.
📖 Learn more about Lark Wiki here.
Structured data and intelligent knowledge management
Lark Base isn’t just another database tool—it's what gives your wiki platform structure, depth, and real-time flexibility. Imagine creating and managing information that’s organized, connected, and always actionable, right inside your team’s knowledge hub.
Build structured records for everything: Create automated workflow to track policies, assets, project steps, or even team directories alongside your wiki documentation.
Smart dashboards and views: Turn complex data into clear dashboards for monitoring and decision-making, making information instantly accessible for everyone. 💡 Learn more about how to use dashboards in Base.
Multiple views for better clarity: There are many types of views in Base, including grid, kanban, calendar, Gantt, gallery, and form. You can create multiple views to look at the information from different perspectives. Any changes made to the data in one view will appear in other views. 👀 Explore different views in Lark Base
Smart search and discovery
A knowledge base is only as good as its search functionality. Lark's powerful AI-powered search goes beyond simple keyword matching. It understands the context of your queries, analyzes relationships between documents, and surfaces the most relevant information, even if you don't know the exact keywords to use. It learns from user behavior, constantly refining its search results to provide increasingly accurate and insightful answers. Forget endless scrolling through irrelevant documents; Lark delivers the answers you need, fast. Imagine the time saved and the increased productivity across your teams!
When to use Lark
Choose Lark if your team wants to move beyond just creating wikis and build a modern, living knowledge hub—especially for hybrid or remote teams. Lark is ideal for organizations needing dynamic search, “smart wiki” features, heavy automation, and tight integration with day-to-day work.
Pricing
Lark has a generous free plan, letting businesses enjoy a strong freeware wiki software experience with no barriers. As your team grows, paid plans add advanced admin and integration features, making Lark a best wiki platform for scaling needs.
Free plan: Includes 11 powerful products, supporting up to 20 users, 100 GB storage, 1,000 automation runs and unlimited AI translation in chats, docs and email.
Paid plans: Starts at $12/user/month, supporting up to 500 users. Includes unlimited message history, 50,000 automated Base workflow executions per month.
Enterprise plan: Custom pricing.
2. Notion: Flexible and visual wiki workspace
Image source: notion.com
Overview
Notion delivers a highly customizable platform where documentation, project planning, and team collaboration meet. You can build wiki page entries, databases, and dynamic workspaces, making Notion one of the most popular wiki app tools worldwide.
Key features
Drag-and-drop editor: Mix text, images, linked databases, and templates.
Easy organization: Nest pages, link content, and create structure similar to wikipedia encyclopedia free.
Embed anything: Videos, Figma, Google Drive, and more.
Collaboration: Real-time editing and granular permissions.
Third-party integrations: Connect with Slack, GitHub, Zapier.
When to use Notion
Perfect for creative teams, startups, and anyone seeking flexible layouts. If you're inspired by visually rich wikis (think wikipedia website download feel, but private), Notion is a top pick.
Pricing
Free plan covers unlimited blocks for personal use, with team plans adding collaboration and permissions. Paid plans are competitively priced, charged per user.
3. Confluence: Enterprise-strength wiki from Atlassian
Image source: atlassian.com
Overview
Confluence powers some of the world’s largest teams, especially those using Jira. It’s a structured wiki software ideal for complex documentation, with enterprise-level permissioning and analytics.
Key features
Structured page hierarchies: Organize content by project, product, or department.
Advanced search: Find any wiki pages or attachments instantly.
Deep Atlassian ecosystem: Integrates perfectly with Jira, Bitbucket, Trello.
Templates library: SOPs, handbooks, onboarding, and more.
Analytics and permissions: Full-page history, granular user roles.
Manage incoming links: Easily manage incoming links between pages to improve navigation and organization of your wiki content.
When to use Confluence
Best for mid-to-large orgs with heavy documentation, compliance, or who need to connect their wiki with project/task data for traceability.
Pricing
Confluence provides a generous free tier for small teams, with paid options for larger teams, admin controls, and advanced integration.
4. PerfectWiki: Designed for Microsoft Teams
Image source: X.com
Overview
PerfectWiki gives you the feel and structure of the old ms wiki but with the controls and search features businesses need now. Seamless as a direct replacement for the soon-retired Teams Wiki.
Key features
Deep Teams integration: Add as a tab, import Wiki data, search the entire workspace.
Better permissions: Restrict access by user or role, not just channel.
Audit trails: Track every edit and restore old versions.
Export and compliance: Back up wikis, export to HTML/PDF.
When to use PerfectWiki
Ideal if your users love the wiki microsoft approach but want better oversight, export, and internal compliance. Also good for non-technical teams familiar with Teams.
Pricing
Free trial is available. Subscription is per Microsoft Teams tenant, making pricing simple for IT admins.
5. OneNote: The adaptable digital binder
Image source: microsoft.com
Overview
OneNote’s notebook/section/page paradigm makes it a flexible, media-rich space for notes, guides, and loosely structured wiki pages. Well-suited for teams already in Microsoft 365.
Key features
Multi-level structure: Nest content at any depth.
Rich media: Paste images, audio, ink, and links—good for visual teams.
Co-authoring: Real-time editing and collaboration.
Microsoft integrations: Works with Teams, SharePoint, Outlook.
When to use OneNote
If your company is all-in on Microsoft tools and your wiki is less about formal SOPs, more about capturing evolving knowledge, OneNote is easy to adopt.
Pricing
Included in most Microsoft 365 plans. There is a free standalone version for personal use as well.
6. Tettra: Wiki built for knowledge curation
Image source: Tettra.com
Overview
Tettra aims to answer recurring questions and capture team process in a lightweight, focused wiki app rooted in organization and verification.
Key features
Content suggestions: Proposes topics based on team Slack questions.
Page verification: Mark content as up-to-date or needs review.
Integrations: Slack, Google Workspace, Zapier, GitHub.
Usage analytics: Track engagement and knowledge gaps.
When to use Tettra
Pick Tettra if you want to quickly centralize answers, drive knowledge consistency, and already rely on Slack as your main chat hub.
Pricing
Free entry plan for small teams. Paid plans add advanced integrations, permissions, and analytics.
7. Google Sites: Effortless, Google-native intranet wiki
Image source: controlaltachieve.com
Overview
Google Sites lets you rapidly create internal or public-facing wikis with its drag-and-drop builder, directly tied to Google Workspace. You can manage a dedicated site pages library, making it easier to organize and control access to your wiki content.
Key features
No code builder: Create and organize pages visually.
Google integration: Embed Docs, Sheets, Slides, Drive folders.
Basic access controls: Share within your org or choose public pages.
Responsive design: Sites look good on desktop and mobile.
When to use Google Sites
If your organization already lives in Google Workspace and just needs a simple wiki for internal guides, onboarding, or policies, Google Sites offers an easy starting point.
Pricing
Free for anyone with a Google account or part of Google Workspace.
8. MediaWiki: Open-source core behind Wikipedia
Image source: mediawiki.com
Overview
MediaWiki is the software behind the world’s most famous wikipedia microsoft and wikipedia application—best for those who need total control, extensibility, and large-scale collaborative editing.
Key features
Open-source and customizable: Add plugins, themes, custom workflows.
User management: Fine-grained permissions and logging.
Rich revision control: Every edit is tracked, perfect for governance.
Massive plugin library: Integrate workflow, data, or analytics.
When to use MediaWiki
MediaWiki excels if your needs go beyond standard teams—think open knowledgebases, research groups, or “wikipedia for download” offline references. Some IT expertise is required.
Pricing
Free and open-source, but you’ll need to host and maintain it yourself (there’s no official paid plan, but setup/maintenance costs should be considered).
Taking all features into account, Lark stands out as a transformational choice for teams serious about knowledge management. You get the familiar feeling of Microsoft wiki, but with the power of a searchable wiki platform, automations, and collaboration that support every workflow in one place.
Future trend after Microsoft Wiki App: Choose a smarter, searchable wiki
With the deprecation of the microsoft wiki app, many organizations are rethinking how to manage knowledge effectively. Microsoft is transitioning users to a new note taking experience integrated with OneNote, offering improved collaboration and organization. Relying on old tools brings risks: data loss, missed updates, and slow onboarding. Upgrading to a more modern searchable wiki or advanced wiki software has become a top priority for forward-thinking teams.
A great wiki app is more than just a digital notepad—it’s the backbone of your group memory. Managing and safeguarding wiki information within your organization is essential for effective knowledge sharing. It should help you store, organize, and discover your critical wiki pages as easily as browsing wikipedia the encyclopedia free or using your favorite wikipedia app. Whether you want to quickly build wiki page content—while contributing your own content to enrich the knowledge base—manage onboarding, or keep all meeting notes structured like the office wiki, the right platform will transform your teamwork. Linking pages together further enhances navigation and organization, making it easier to find and connect related information within your wiki.
Why make the shift now?
Stay organized: Keep your knowledge base up-to-date and set permissions that suit your team structure, from simple tab wiki layouts to complex access roles.
Seamless integrations: Whether it’s wiki microsoft, spo wiki, or another wiki app, ensure your tool connects smoothly with Microsoft 365, Slack, or Google Workspace. The Microsoft Teams app allows users to access, edit, and share wiki content on both mobile and desktop devices.
Superior search: Choose a system with strong search, going beyond what the classic ms wiki offers. Top solutions support rich filtering and context-aware results—no more endless scrolling for the right file.
What to look for in a wiki platform?
Ask yourself: Does your team need the simplicity of wikipedia encyclopedia free or a feature-rich space like wikimedia software? Is it important to centralize document management, as in the wikipedia store, or to deliver smart permissions, as found in top teams alternatives?
Remember, the best wiki solutions also allow for easy migration. Your download of Wikipedia or content export process should be smooth, and you should be able to bring over your legacy pages, whether you used microsoft wiki, Wikipedia application, or even basic creating wikis tools. Additionally, consider the installation process—look for platforms that offer a straightforward and user-friendly setup to minimize technical barriers for your team.
Embracing a better wiki experience
Switching to a modern platform unlocks more than just storage. It means smarter search, real-time collaboration, and a digital home for your team’s best ideas. If you’ve been following wiki reddit or checking Wikipedia website download tutorials for migration tips, you’ve seen how important it is to stay current.
Solutions like Lark bring together knowledge bases, workflows, and communications into a single, integrated environment. These let you scale far beyond what the standard MS wiki or wikibooks app can offer—delivering the kind of productive experience other teams now consider essential.
Conclusion
Moving from the classic Microsoft Wiki isn’t just a necessary update—it’s an opportunity. Upgrading ensures your team is never stuck searching old chat logs or scattered files. A robust, searchable wiki delivers results, improves collaboration, and makes your business more agile.
For a powerful upgrade, consider Lark. It combines the easy feel of the Wikipedia app with next-gen features like AI search, integration, and multi-view knowledge. Lark makes it easy to migrate, organize, and grow without limits—perfect for any team ready to embrace the future of documentation.
If you have more questions or want detailed steps, don’t hesitate to reach out. The right wiki isn’t just about tools; it’s about empowering your team to do their best work, every day.
FAQs
What happened to Microsoft Wiki?
Microsoft wiki app is being retired by Microsoft. The classic tab wiki option in Teams will no longer be supported, and users must migrate their content to newer wiki software platforms.
What is the Wiki App for Microsoft Teams?
The ms wiki was a built-in tool in Microsoft Teams. It lets your team build wiki page documents, link knowledge, and create shared wiki pages for everything from onboarding to project SOPs. Its aim was to provide an experience reminiscent of reading wikipedia the encyclopedia free, but in a business context.
What replaced Microsoft Wiki?
Microsoft suggests using tools like OneNote, or upgrading to richer options such as Lark or Confluence. These are more than a simple wiki app—they deliver searchable wikis, automation, and real-time editing, much closer to what users expect from a modern wikipedia application or leading wiki software.
What is the Wiki App used for?
Teams used the wiki microsoft app to manage onboarding guides, policies, Q&A, and knowledge that changes over time. For many, it was like having an internal, private wikipedia microsoft site, always focused on your own company’s needs.
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