Manage a wiki

To manage most settings for a wiki, you need to have permission to manage a site. In most cases, this means being a member of the site owners group or having the Full Control permission level.

In this article


Overview

To enable people to view and contribute to your wiki, you need to give them access to the site or library where the wiki pages are stored. You should also consider who you want to contribute to the wiki and who you want to be able to edit the wiki. For example, you may need to provide broader access to your wiki than to the rest of your site. On the other hand, you may want to limit access to your wiki to just a few people.

If your wiki is a wiki page library on your team's site, you can choose to inherit permissions if the same set of people will be working on the wiki. If you need to provide access to a larger, smaller, or different set of people than your site, use unique permissions. An efficient way to manage permissions for multiple users is by using SharePoint groups.

 Note    This article assumes that your wiki is either a wiki page library or an Enterprise wiki site. If your wiki was created on a team site, your wiki pages might be in the Site Pages library, if a separate wiki page library was never created. In this case, your wiki is effectively the entire team site and the procedures for managing permissions will start from the Site Actions menu of the site.

Setting unique permissions

To set unique permissions, you break the inheritance relationship to the site. To verify the inheritance relationship of a wiki page library, go to the library where the wiki pages are stored, click the Page tab, and then click Library Permissions. A yellow bar appears below the ribbon stating whether the page inherits permissions from its parent. You can manage the inheritance relationship from this permissions page. To verify the permissions of an Enterprise wiki site, use the Site Permissions page available from Site Settings.

If you have questions about how your site is set up, you should consult with the person who set up or manages your site. An administrator, such as someone who configures and manages the server, may have set up additional restrictions for your site.

Working with SharePoint groups

SharePoint groups enable you to manage permission levels for multiple users more efficiently. You can use SharePoint groups to assign the permission levels you want (except for the Limited Access permission level). Note that you can also create custom permission levels which you can then assign to your SharePoint groups.

If your organization has people who should all have the same permissions on one or more securable objects such as sites or libraries, you or your administrator should consider creating a SharePoint group (or customizing an existing group) for them. For example, you could create a SharePoint group for leads called SharePoint Leads, and one for analysts called SharePoint Analysts, and so on.

You can also add an individual user to a site, if that person has unique needs and if you don't think you will need to assign a similar level to multiple people.

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Add users to a wiki

Use this procedure to add users to a group or individually to a wiki. If your wiki is inheriting permissions from a parent site, you need to either add the user to the parent site or see “Stop inheriting permissions from a parent site” (later in this article) to learn how to stop inheriting permissions.

  1. From the wiki, do one of the following:
  • To add users to the library where the wiki pages are stored, click the Page tab on the ribbon, and then click Library Permissions.
  • To add users to the wiki site, click Site Actions, click Site Settings, and then under Users and Permissions, click Site Permissions.
  1. To add people to a group or grant permissions directly to people on the wiki site, click Grant Permissions.

     Note    If the wiki inherits permissions from its parent site, the Grant Permissions option does not appear. To add the user to the parent site, click the name of the site in the yellow message bar beneath the ribbon.

  2. In the Grant Permissions dialog box, in the User/Groups box, type the user name or group that you want to add to the wiki.

     Note    To browse to a user or group name, click the Browse icon, which looks like a book.

  3. Click the Check Names icon to validate the user or group.
  4. Do one of the following:
  • To grant permissions to a user directly, select the check box for the permission level that you want to assign.
  • To add the user to a group, select Add users to a SharePoint group (recommended), and then select the name of the group from the list.

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Stop inheriting permissions from a parent site

When you stop inheriting permissions from a parent site, the SharePoint groups and related permissions from the parent site are copied to your site. You can then add, delete, or change the permissions of your wiki. If you are not sure how your parent site or permission structure is set up, you may need to consult with the owner or administrator of the parent site.

 Important    After you stop inheriting permissions, changes made to the permissions of the parent site will no longer affect the wiki.

  1. From the wiki, do one of the following:
  • To stop the wiki page library from inheriting permissions from its parent site, click the Page tab on the ribbon, and then click Library Permissions.
  • To stop the wiki site from inheriting permissions from its parent site, click Site Actions, and then click Site Permissions.
  1. Click the Stop Inheriting Permissions button.

The yellow message bar beneath the ribbon will now say that the library or site has unique permissions.

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Set unique permissions for a wiki page

If you want to restrict permissions for a wiki page so that fewer people can edit it, you can set unique permissions for the page.

  1. From the page that you want to set permissions, click the Page tab in the ribbon, and then click the Page Permissions button.
  2. Click the Stop Inheriting Permissions button.

     Note    After you stop inheriting permissions, changes made to the permissions of the parent wiki page library will no longer affect the wiki page.

  3. To edit or remove user permissions, select the name of the user or group and then click Edit User Permissions or Remove User Permissions, as appropriate.
  4. To add people to a group or grant permissions directly to people on the wiki page, click Grant Permissions.
  5. In the Grant Permissions dialog box, in the User/Groups box, type the user name or group that you want to add to the wiki page.

     Note    To browse to a user or group name, click the Browse icon, which looks like a book.

  6. Click the Check Names icon to validate the user or group.
  7. Do one of the following:
  • To grant permissions to a user directly, select the check box for the permission level that you want to assign.
  • To add the user to a group, select Add users to a SharePoint group (recommended), and then select the name of the group from the list.

 Note    To return to the page of the wiki that you set permissions for, click the Navigate Up button (next to the Browse tab on the ribbon), and then click the name of your page.

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View all pages of a wiki

You can view all of the pages in a wiki site in one place, instead of navigating to each one in a wiki structure. The wiki pages are stored in a library, where you can edit them as you would documents in a typical document library.

From any page in the wiki, click the Page tab in the ribbon, and then click the View All Pages button.

 Note    To return to the home page of the wiki, click the name of the wiki in the breadcrumb link

.

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Restore a previous version of a wiki page

  1. From the wiki page that you want to restore, click the Page tab on the ribbon, and then click Page History.
  2. Under Versions, click the number of the version that you want to view.

     Tip    If you are not sure which version you want, you can use the Compare with version list to compare the page you are viewing with a previous version of the page.

  3. When you find the version that you want to restore, click Restore this version.

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See which pages link to the current page

If you are trying to troubleshoot a linking issue, or determine if a page can be deleted, you may want to view which pages link to the current wiki page.

From any page in the wiki, click the Page tab in the ribbon, and then click the Incoming Links button.

 Note    To return to the page you were viewing, click the Navigate Up button (next to the Browse tab on the ribbon), and then click the name of your page.

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Delete unwanted pages

As your team's wiki grows, your team might wind up with pages that are no longer being used. Deleting unwanted pages helps free up server space and prevents people from accidentally browsing to and reading outdated information.

 Important    As with the deletion of any content, you should make sure the pages are no longer needed by the team.

  1. From any page in the wiki, click the Page tab in the ribbon, and then click the View All Pages button.
  2. Point to the name of the wiki page you want to delete, select the check box that appears next to the name of the page, and then click Delete Document.
  3. Repeat for any additional pages you need to delete.

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Provided by

Matt Evans

Microsoft

 
 
Applies to:
SharePoint Server 2010