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How to Manage Storage, Permissions, and Templates in Microsoft Loop Knowledge Bases

Maira Mehtab Sep 20, 2026 869 views

Question details

The user is looking to establish a company knowledge database using Microsoft Loop and needs information regarding content storage locations, permission management, template availability, and methods for adding content to existing pages or workspaces.

Product: Microsoft Loop
Device & OS: not provided
Scenario: Setting up and managing a centralized company knowledge database.
Observed behavior: Seeking clarification on storage quotas, workspace access controls, and content creation workflows to ensure proper deployment of the knowledge base.

Before you start

Ensure you have an active Microsoft 365 business or enterprise subscription with administrative visibility, as Loop workspace storage and advanced permission features are tied directly to your organization's SharePoint and OneDrive environments.

Solution 1Recommended

Configuring Microsoft Loop for a Knowledge Base

A comprehensive breakdown of how to structure your company knowledge base using Microsoft Loop's storage architecture, access controls, and built-in templates.

Microsoft Loop is designed to integrate seamlessly into the Microsoft 365 ecosystem. When using it as a company-wide knowledge base, understanding how data is retained and who has access is critical for security and organization.

Understand Microsoft Loop Storage

Loop content is primarily stored across Loop workspaces, Microsoft OneDrive, and SharePoint. It is important to note that all files and pages created here will count against your organization’s overall tenant storage limits.

Configure Workspace and Page Permissions

Control access by setting workspace and page-level permissions. You can assign users 'edit' permissions to allow them to actively contribute to the knowledge base, or 'read-only' access for general employees who only need to view the information.

Utilize Loop Templates

Accelerate your page creation by choosing from Microsoft Loop's built-in free templates. Click on the 'Templates' gallery when creating a new page to find pre-formatted layouts suitable for project wikis, meeting notes, and knowledge repositories.

Add Content to Existing Workspaces

To expand your knowledge base, navigate to your existing Loop workspace. Click the '+' icon on the left sidebar to add new pages, or type '/' on any existing page to insert new components, text, or sub-pages seamlessly.

Storage Allocation Note: Loop components created outside of a workspace (such as within Teams chats or Outlook emails) are stored in the creator's personal OneDrive rather than a centralized SharePoint site.

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Create Collaborative Knowledge Bases with WPS Office

If you are looking for a highly accessible and cost-effective way to build a company knowledge base without a premium Microsoft 365 subscription, WPS Office provides an excellent alternative. Using WPS Docs and WPS Cloud, you can collaboratively edit documents, manage strict sharing permissions, and maintain an organized team wiki.

1. Create a Shared Document: Open WPS Office, select 'Docs', and choose a blank document or a relevant template to serve as the foundation of your knowledge base page.
2. Save to WPS Cloud: Save your newly created document directly to WPS Cloud. This ensures your knowledge base is accessible to your team from any device and secured against data loss.
3. Manage Sharing Permissions: Click the 'Share' button in the upper right corner. You can generate a shareable link and configure the permissions to either 'View Only' or 'Edit' depending on who you are sending it to.

Create and co-edit team knowledge base documents in real-time using WPS Cloud.Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Granular sharing permissions (view or edit access) for secure internal document management.Free, lightweight alternative to Microsoft 365 with an intuitive, familiar interface.Organize company assets into easily navigable team folders.

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Frequently Asked Questions

Do Microsoft Loop pages take up my personal OneDrive storage?

Loop components created outside of a Loop Workspace, such as those shared in Teams chats or Outlook, are stored in the creator's OneDrive. Pages created within a dedicated Loop Workspace are stored in SharePoint. Both storage locations count against your organization's overall tenant storage.

Can I share a Microsoft Loop page with external guests?

Guest sharing for Microsoft Loop workspaces and pages depends on your organization's SharePoint and OneDrive external sharing settings. If your IT administrator has enabled external sharing, you can generate a link to share specific pages with external users.

How do I create a custom template for my company in Microsoft Loop?

While Microsoft Loop currently provides a gallery of built-in templates, you cannot save a page as an official custom template yet. As a workaround, you can design a standardized Loop page and use the 'Duplicate' feature whenever you need to add a new matching entry to your knowledge base.

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