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How to Create a Team Who's-Who Directory Page with Photos

WPS Editor Sep 28, 2026 869 views

Question details

The user needs to create a scrolling team directory that displays employee headshots, job roles, and contact information without enforcing a strict organizational hierarchy.

How to Create a Team Who's-Who Directory Page

Product: Microsoft Sway and SharePoint
Device & OS: not provided
Scenario: Building an internal team directory or employee profile gallery for easy team identification.
Observed behavior: Looking for a gallery-style layout to present team member profiles clearly and interactively.

Before you start

Gather all necessary employee headshots, exact job titles, and current contact details in a central folder before building your directory to streamline the creation process.

Solution 1Recommended

Use Microsoft Sway for a Scrolling Directory

Microsoft Sway is ideal for creating visually appealing, scrolling profile pages with customizable image cards.

Sway allows you to build fluid, web-based presentations without needing to know any code. Its scrolling layout naturally accommodates an expanding roster of team profiles.

Create a new Sway

Log into your Microsoft 365 account, open the Sway application, and click 'Create New' to start a blank canvas.

Add profile cards

Click the '+' icon to insert new Image or Text cards. Upload each employee's headshot and type their role and contact details in the accompanying text boxes.

Format the layout

Go to the 'Design' tab, click 'Styles', and select a vertical or horizontal scrolling design to create a gallery-style view.

Share the directory

Click 'Share' at the top right corner to generate a view-only link that you can distribute to your organization.

Use Microsoft Sway for a Scrolling Directory

Easy Updates: You can log back into Sway at any time to add new team members or update contact information instantly for anyone holding the link.

Solution 2

Build a Team Page in SharePoint

SharePoint is perfect for hosting official team pages that integrate directly with your company's intranet and Microsoft 365 profiles.

Free Microsoft Office alternative

Manage Team Directories and Documents with WPS Office

While Microsoft Sway and SharePoint are excellent for web-based intranet pages, managing the actual team rosters, contact sheets, and internal documents is much easier with a lightweight desktop solution. WPS Office provides a free, highly compatible alternative to Microsoft Office for creating beautifully formatted team directory documents and spreadsheets that you can easily export to PDF.

1. Download WPS Office: Install WPS Office Free on your computer or mobile device.
2. Choose a Directory Template: Open WPS Writer and browse the template library for a professional portfolio or resume layout.
3. Customize and Export: Insert your team's headshots and contact details into the document, then go to 'Menu' > 'Export to PDF' to share the directory offline.

Highly compatible with Microsoft Word, Excel, and PowerPoint formats.Easily design offline team directory PDFs and printable contact sheets.Lightweight and free to use with a familiar, user-friendly interface.Provides rich customizable templates for employee profiles and resumes.

microsoft office alternative - wps office

Frequently Asked Questions

Can I use Microsoft Teams to create a gallery-style directory?

Microsoft Teams displays basic team member information under the 'Manage Team' settings, but it does not support a customizable, gallery-style layout with scrolling headshots. You are better off using Sway or SharePoint for highly visual layouts.

Do I need coding skills to build a directory in Microsoft Sway?

No coding skills are required. Microsoft Sway uses a simple drag-and-drop interface where you can add image and text cards, and the platform automatically handles the visual formatting and scrolling behavior.

How do I ensure employee contact information stays up to date?

If you use the People web part in SharePoint, it automatically syncs data from your organization's central Microsoft 365 directory. For Sway or document-based directories, you will need to manually update the text cards when details change.

Can I export my web-based team directory to a PDF format?

Microsoft Sway is primarily designed for interactive web viewing, but you can print a Sway to PDF via your web browser's print function. Alternatively, using a desktop word processor like WPS Writer allows you to directly format and export a high-quality PDF directory.

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