How to Link Wiki Pages Together: Internal Linking for Knowledge Bases

TL;DR

• Internal links connect wiki pages so readers can move from one answer to the next without searching again.
• Four link types cover most needs: links inside the text, links to a section, parent and child pages, and main pages.
• A child page is a page that belongs under another page, called its parent page. Child pages split a big topic into smaller pages, one detail each.
• Link the first useful mention, write link labels that describe the destination, and skip links that don't help the reader.
• Pages with no links pointing to them are orphan pages. Find them by going through the list of pages and searching titles, then link them in or remove them.

When a wiki page doesn't link to related pages, readers have to go back to search to find their next answer. That's extra time spent on every question, and it adds up across a team. Internal links remove that step by putting the next page one click away.

How well your links work depends on a few choices: which pages you link, what the link text says, and whether every page has at least one link pointing to it. Pages with none are called orphan pages, and readers usually find them only through search.

This guide covers the four types of wiki links, how to add them (with steps for Docmost), how to link to one section of a page, how to organize pages with parent and child pages, and how to find and fix orphan pages.

What Are Internal Links in a Wiki?

Internal links are clickable connections from one wiki page to another page, or to a section of a page, in the same wiki.

Why Internal Links Are Important in a Knowledge Base

When your pages link to each other in the right places, the wiki gets easier to use for everyone:

• Readers get to the next answer faster: A link placed where the question comes up saves them a second search.
• Related pages explain each other: A policy page that links to the process it covers makes both pages easier to understand.
• Fewer pages get lost: A page with links pointing to it can be reached from other pages, not only from search.
• Public pages are easier for search engines to find: If some of your wiki pages are open to the public, Google uses links to find new pages and to understand what they're about.

Types of Wiki Links and When to Use Each

Most of the linking you'll do falls into four types. Each one solves a different problem, so pick the one that fits what your reader needs.

Links inside the text help readers while they read. The other three give readers a way to browse your wiki when they don't know exactly what to search for.

How to Add a Link Between Wiki Pages

The Basic Steps

1. Select the words that describe the destination: Pick a phrase like "expense policy" instead of a word like "here."
2. Open the link option in your editor.
3. Pick the page you want: Either search for its title or paste its page address.
4. Check the label: Someone who reads only the linked words should know where the link goes.
5. Test the link: Open it once to make sure it lands on the right page.

How to Link Pages in Docmost

In Docmost's editor, you can link to another page in two ways.

Method 1: Use the @ Menu

1. Type @ in the editor to open the mention menu.
2. In the Pages section, start typing the page title to search for it.
3. Select the page to add the link.

The same menu also lists people in your workspace, so you can mention them too.

Method 2: Link Your Own Words

1. Select the words you want to use as the link.
2. Click Link in the toolbar that pops up.
3. Paste or type the page address.

To get a page's address, open its page menu (the three dots at the top right) and click Copy link.

How to Link to a Section of a Wiki Page

Long pages need section links, so readers land on the part that answers their question instead of scrolling to find it.

When a Section Link Works Better Than a Page Link

• The page covers several topics: A section link takes readers straight to the one they need.
• The reader needs one step or one rule: A section link skips the rest of a longer process.
• The page is long: A section link saves readers from scrolling to find the right spot.

How to Link to a Specific Heading in Docmost

1. Copy the section link: Hover over the heading you want to link to, and an anchor icon appears. Click it to copy the link to that section.
2. Choose the link text: Go to the page where you want to add the link, then select the words you want to use as the link, like "refund limits."
3. Add the link: Click Link in the toolbar that pops up, and paste the link you copied.

Rules for What to Link (and What to Leave Alone)

More links don't make a better page. Add a link where the reader is likely to need another page next, and leave out links that would send them somewhere they don't need to go.

Write Link Labels That Describe the Destination

The label is the text a reader clicks. A reader should be able to tell where a link goes just by reading the label, without needing the sentence around it. Avoid labels like "click here," and don't put several links right next to each other, because readers can't tell them apart.

Link or Skip: A Quick Guide

Be careful with that last row. A link to an old copy sends readers to outdated steps.

How to Use Main Pages and Child Pages to Organize Your Wiki

Links inside the text help readers move sideways between related pages. Main pages and child pages give them a way to browse a whole topic from the top down.

Give Each Topic a Main Page

A main page, sometimes called an index page or a pillar page, is the starting point for a topic. This is how the pages around it should connect:

• The main page covers the topic and lists the pages under it.
• Each child page covers one detail and links back up to the main page.
• Child pages that relate to each other link sideways, so readers don't have to go back up to move across.

In Docmost, you can create a child page by hovering over a page in the sidebar and clicking the + icon. You can also drag a page in the sidebar and drop it onto another page to make it a child of that page.

Use the Subpages Command in Docmost

In Docmost, type / on a new line to open the command menu and choose Subpages. It lists all the child pages of the page you're on, so readers can see everything under a topic in one place.

How to Find and Fix Orphan Pages in a Wiki

What Is an Orphan Page?

An orphan page is a wiki page that no other page links to, so readers usually find it only by searching. If someone doesn't know the page exists, they won't think to search for it.

Why Orphan Pages Happen

• New pages that were never linked in: Someone writes a page, publishes it, and moves on.
• Reorganizations: The pages that used to link to a page get moved or deleted.
• Imports: Pages come in from another tool, and the links between them don't always come along.

How to Check for Orphan Pages by Hand in Docmost

Step 1: Pick a space. In Docmost, a space is a separate area of your wiki that groups pages, people, and permissions for one project, team, or purpose. Open the space you want to check and look through its list of pages in the sidebar.

Step 2: Search for each page's title. For each page in the space:

1. Press Ctrl + K (Cmd + K on a Mac) to open search.
2. Limit the results to your space.
3. Type the page's exact title.

Search looks through page titles and page content, so the results show which other pages mention it.

Step 3: Check the mentions. Open the pages that mention it and check that the title is a link.

Step 4: Make a note of orphan pages. If no other page links to it, write it down as an orphan page.

How to Fix Orphan Pages

If you're starting a new space, planning your pages before you write them helps you avoid orphans. Our guide on how to set up a project wiki for your team walks through creating a space and adding the pages your team needs.

How to Check Links After Moving or Renaming Pages

After a page is moved or renamed, other pages may still mention it by its old name in their text. A main page may also no longer list it where people expect to find it. A quick check after each change keeps readers from getting lost.

A Short Routine After Any Page Reorganization

1. Search the old page title.
2. Open each page that mentions it and update the wording.
3. Click the links that point to the moved or renamed page to make sure they still open it.
4. Check the main page that lists the moved or renamed page.

For bigger changes, like bringing in pages from another tool, read Docmost's import and export guide before you start. It lists the formats you can import, and for some of them it says what comes over, like the page structure and the links between pages. Once the pages are in, run the same routine.

How to Keep Wiki Links Working Over Time

Links need a check now and then. New pages get added and old pages change, so the easiest way to keep links working is to make link checks part of work your team already does.

Add a Link Check to Your Review Routine

• Give each page an owner: Someone needs to be responsible for every page, links included.
• Add "check links" to the owner's review: When an owner reviews a page, they confirm its links still point to the right places.
• Link new pages in on the day they're published: A new page should get at least one link from a related page before anyone moves on.

If your pages don't have owners yet, our guide on how to assign page owners and review dates in a wiki shows you how to pick owners and set review dates. And if you're still choosing a wiki for your team, see our roundup of the best documentation tools for product teams to compare your options.

Frequently Asked Questions

1. How Do I Link One Wiki Page to Another?

Select the text you want to link, open the link option in your editor, and pick the page you want. In Docmost, you can also type @ and search for the page by its title.

2. What Is an Orphan Page in a Wiki?

An orphan page is a page that no other page links to. Readers usually find it only by searching, so it's easy to miss.

3. Should I Paste a Page Address or Use a Page Link?

Either one works. A page link from Docmost's @ menu lets you search for the page by title without leaving the page you're writing. If you need the address instead, open the page menu (the three dots at the top right of the page) and click Copy link.

4. How Many Links Should a Wiki Page Have?

There's no set number. Add a link when it helps the reader take the next step, and leave it out when it doesn't.

5. Do Wiki Links Help Pages Show Up on Google?

Only for pages the public can see. Google uses links to find new pages and to understand what they're about. In Docmost, a shared page only shows up in search results if the Allow search engine indexing option is turned on in its sharing options. For internal pages, the main benefit is that your team finds answers faster.

6. How Do I Link to One Heading Instead of a Whole Page?

Copy the heading's link, then paste it onto the words you want to link on the other page. In Docmost, hover over the heading and click the anchor icon to copy it.

Build a Wiki Your Team Can Find Its Way Around

Docmost lets you link pages with @, copy a link to any heading, and list a page's child pages with the Subpages command. Talk to our sales team to see how Docmost would work for your team.