How to Build a Video Knowledge Base in SharePoint Fast
You can build video knowledge base solutions in SharePoint in a few minutes without writing any code. SharePoint Online’s video pages and Microsoft Stream let you set up a powerful system at a low cost. Many organizations now choose no-code tools for rapid results. According to Forrester, 75% of all app development used low or no-code platforms in 2021. You can move your training videos and resources into a knowledge base in a few minutes. Anyone can start and finish this process in minutes, making it easy to build video knowledge base content for your team.
Key Takeaways
You can create a video knowledge base in SharePoint quickly without coding by using built-in templates like Communication Site or Learning Center.
Organize and upload your training videos with clear file names and metadata to make content easy to find and use.
Enhance videos with chapters, transcripts, and subtitles using Microsoft Stream to improve navigation and accessibility.
Customize your SharePoint site with features like the Hero web part and Highlighted Content to highlight important videos and boost user engagement.
Set clear permissions for your site to keep your training materials secure and ensure the right people have access.
Create Site
Choose Template
You start by selecting the right template for your video knowledge base. SharePoint offers two excellent options: the Communication Site and the Learning Center template. The Communication Site works well when you want to share information with a large audience. It supports company-wide news, updates, and training resources. You can use it to reach many employees, even if only a few people manage the content. The Learning Center template gives you a central place for all your training materials. It brings together events, news, and extra resources in one easy-to-find location. This setup helps your team find what they need quickly.
Tip:
Communication sites include visually appealing templates and layouts. You can use features like full-width sections and mega-menus to make navigation simple for everyone.
Set Up Landing Page
After you choose your template, you move on to set up your landing page. When you create sharepoint site, you pick a name that matches your knowledge base’s purpose. Add a short description so users know what to expect. Set the site address to something easy to remember. Next, you can customize the look and feel. Upload your organization’s logo, select a color scheme, and adjust the header. These changes help your site match your company’s brand. Microsoft’s Brand Center lets you control fonts, colors, and other design elements. A strong brand look makes users feel more connected to your organization. Many companies see higher engagement when their sites reflect their identity.
A well-designed landing page guides users to your video content. You can add navigation links to important sections, making it easy for everyone to find training materials. Customizing your site not only improves the user experience but also supports your organization’s goals.
Prepare Videos
Record or Collect Content
You need to gather the right content before you build your knowledge base. Start by recording new training sessions or collecting existing meeting recordings. Microsoft Teams makes this easy. You can use the "Meet Now" feature to record a session, even if you are the only participant. Share your screen, talk through your process, and save the recording. Microsoft Stream is another great tool. It lets you record your screen or camera and stores the video in your OneDrive. If you want more editing options, try Clipchamp. This app allows you to record, trim, and polish your training videos before you share them.
Tip:
Use short, focused videos for each topic. This helps your team find answers quickly and keeps your knowledge base organized.
Organize Files
Once you have your videos, you should organize them for easy access. Move your files from OneDrive to SharePoint. This step ensures your content stays safe and available to everyone who needs it. When you transfer files, follow best practices for speed and reliability. Clean up your folder structure and remove unnecessary files. Flattening folders makes it easier to manage permissions and find content later.
Here are some key performance metrics for moving files from OneDrive to SharePoint:
Note:
Always check file size limits and naming rules before you move your videos. This prevents errors and keeps your migration smooth.
Build Video Knowledge Base in SharePoint
Upload Videos in SharePoint
You can start to build video knowledge base content by uploading your videos to a SharePoint document library or a dedicated folder. Open your SharePoint site and go to the "Documents" section. Click the "Upload" button and select your video files. You can drag and drop multiple files at once. This method saves time and keeps your files organized.
Tip:
Use clear file names for each video. For example, "Onboarding_Safety_Training.mp4" helps users find the right content quickly.
You can also create folders for different topics or departments. This structure makes it easy for users to browse and locate the training they need. When you upload your videos in SharePoint, you ensure that everyone with permission can access the latest materials.
Add Metadata and Chapters
After you upload your videos, you can add metadata to help users search and filter content. Metadata includes information like title, topic, department, or date. In SharePoint, click on a video file and select "Details." Fill in the fields that describe your video. Good metadata makes your knowledge base easier to use.
Next, you can enhance your videos with chapters, transcripts, and subtitles using Microsoft Stream. Open your video in Microsoft Stream. Use the "Add chapter" feature to mark key sections. For example, you can add chapters for "Introduction," "Main Topic," and "Summary." Chapters help viewers jump to the part they need.
You can also generate transcripts and subtitles. Microsoft Stream can automatically create a transcript from your video. This feature improves accessibility and lets users read along or search for keywords.
Note:
Adding chapters and transcripts helps everyone learn at their own pace.
Create Video Pages
You can now create video pages to showcase your training content. In SharePoint, go to your site and select "New" > "Page." Choose a template that fits your needs, such as "Training" or "Recap." Give your page a clear title and add a short description.
Embed your video by clicking the "+" icon and selecting the "Stream" web part. Paste the link to your video. You can add text, images, or links to related resources. This approach lets you build video knowledge base articles that look professional and are easy to update.
You can also use the "News post" feature to announce new training videos. This keeps your team informed about the latest updates. When you publish a video page, users can watch the video directly in SharePoint and read any supporting information you provide.
Callout:
You only need a few clicks to build video knowledge base articles that help your team learn faster.
Customize and Share
Use Hero Web Part
You can make your knowledge base stand out by using the Hero web part on your SharePoint landing page. The Hero web part lets you display your most important training videos and resources in a bold, visual way. You can add up to five tiles, each linking to a different video page or training article. Choose images or thumbnails that match your content. Add short, clear titles so users know what to expect.
Tip:
Place your most popular or essential training videos in the Hero web part. This helps users find key materials quickly and encourages them to explore more.
Early demonstrations and workshops with users show that customizing your SharePoint site with features like the Hero web part increases engagement. When users see a site designed for their needs, they feel more confident and ready to use it.
Highlight Content
You can use the Highlighted Content web part to promote new or trending videos. This tool automatically displays content based on filters you set, such as "most recent" or "most viewed." Users will always see the latest training materials without extra work from you.
Custom views and filters help users find what they need fast. When you organize content with metadata and highlight it on your site, you make the knowledge base easier to use. Short training sessions and cheat sheets also help users learn these features step by step.
Set Permissions
Setting the right permissions keeps your knowledge base secure and easy to manage. SharePoint gives you three main groups: Site Owners, Site Members, and Site Visitors. Assign users to these groups based on their roles. Manage security at the site level to keep things simple.
Plan a clear permission structure that matches your organization.
Use groups to assign permissions, not individuals.
Limit custom permission levels to avoid confusion.
Review permissions regularly and remove access when it is no longer needed.
Careful permission management protects your content and ensures only the right people can view or edit training materials. This approach supports safe sharing and builds trust in your knowledge base.
You can build a video knowledge base in SharePoint in just minutes, even if you have no coding experience. Research from Microsoft MVPs and industry leaders shows that no-code solutions help organizations adapt quickly and see strong returns. This approach gives you easy access to training, a professional look, and better learning for your team. Try these steps and see how fast you can improve your workplace. Please share your feedback or questions below.
FAQ
How do you add new videos to your SharePoint knowledge base?
You upload new videos to your SharePoint document library. Then, create a new video page or news post. Use the Stream web part to embed your video. This keeps your knowledge base fresh and organized.
Can you control who sees your training videos?
Yes, you can set permissions for each site, folder, or file. Assign users to groups like Owners, Members, or Visitors. This way, only the right people can view or edit your training materials.
What file types does SharePoint support for videos?
SharePoint supports most common video formats. You can upload MP4, MOV, WMV, and AVI files. MP4 works best for compatibility and streaming.
How do you make your videos easier to find?
Add clear titles and descriptions.
Use metadata like topic or department.
Organize videos in folders by subject.
Use the Highlighted Content web part to feature important videos.
These steps help users search and browse your knowledge base quickly.