SharePoint Document Metadata: A Tutorial on Using Enterprise Keywords

SharePoint is a powerful platform for effective document management in an organization. With its various features and tools, SharePoint allows users to organize, store, and retrieve documents easily. One important aspect of document management in SharePoint is the use of metadata. Metadata provides additional information about a document, making it easier to search, categorize, and manage documents. In this tutorial, we will focus on using enterprise keywords as a part of SharePoint document metadata.

What are Enterprise Keywords?

Enterprise keywords are a specific type of metadata in SharePoint that allow users to tag documents with relevant keywords or phrases. These keywords are typically chosen by the users themselves and can be used to describe the content, context, or purpose of the document. Enterprise keywords provide a standardized way of categorizing and organizing documents, making it easier to search for specific information across the SharePoint environment.

How to Enable Enterprise Keywords in SharePoint

Before you can start using enterprise keywords in SharePoint, you need to ensure that they are enabled for your site or document library. Here are the steps to enable enterprise keywords:

1. Open your SharePoint site or document library.
2. Go to the "Library" or "List" tab, depending on your version of SharePoint.
3. Click on "Library Settings" or "List Settings".
4. Under the "Permissions and Management" section, click on "Enterprise Metadata and Keywords Settings".
5. Check the box that says "Add an Enterprise Keywords column to this list and enable Keyword synchronization".
6. Click on "OK" to save the changes.

Using Enterprise Keywords in Document Metadata

Once enterprise keywords are enabled, you can start using them to tag your documents. Here is how you can add and manage enterprise keywords in document metadata:

Adding Enterprise Keywords to a Document

To add enterprise keywords to a document, follow these steps:

1. Open the document library where the document is stored.
2. Click on the document to open it.
3. In the document properties pane on the right side, locate the "Enterprise Keywords" field.
4. Type in the keywords or phrases that describe the document.
5. Press Enter or click outside the field to save the keywords.

Managing Enterprise Keywords in a Document Library

To manage enterprise keywords in a document library, follow these steps:

1. Open the document library where the documents are stored.
2. Go to the "Library" or "List" tab.
3. Click on "Library Settings" or "List Settings".
4. Under the "Columns" section, click on "Enterprise Keywords".
5. Here, you can add, edit, or delete enterprise keywords for the entire document library.

Searching for Documents Using Enterprise Keywords

One of the main benefits of using enterprise keywords in SharePoint is the ability to search for documents using these keywords. To search for documents using enterprise keywords, follow these steps:

1. Go to the document library or site where you want to search for documents.
2. Click on the search bar at the top of the page.
3. Type in the keyword or phrase you want to search for.
4. Press Enter or click on the search icon.
5. SharePoint will display all the documents that are tagged with the keyword or phrase you searched for.

Benefits of Using Enterprise Keywords

Using enterprise keywords in SharePoint document metadata offers several benefits for document management and collaboration:

Improved Document Search and Discovery

By tagging documents with relevant keywords, users can easily search for and discover documents based on specific topics, themes, or keywords. This makes it easier to find the right information when needed and improves overall productivity.

Consistent Categorization and Organization

Enterprise keywords provide a standardized way of categorizing and organizing documents across the SharePoint environment. This ensures consistency in how documents are tagged and makes it easier to navigate and browse through document libraries.

Enhanced Collaboration and Knowledge Sharing

When documents are tagged with enterprise keywords, it becomes easier for users to collaborate and share knowledge. Users can quickly find and access relevant documents, even if they were not involved in their creation. This promotes collaboration and improves information sharing within the organization.

Integration with Other SharePoint Features

Enterprise keywords can be integrated with other SharePoint features, such as search, workflows, and content types. This allows for more advanced document management capabilities and enhances the overall functionality of SharePoint.

Best Practices for Using Enterprise Keywords

To make the most out of enterprise keywords in SharePoint, consider the following best practices:

Establish a Standardized Set of Keywords

It is important to establish a standardized set of keywords that are relevant to your organization and its specific needs. This ensures consistency and makes it easier for users to choose the right keywords when tagging documents.

Train Users on Proper Keyword Usage

Provide training and guidance to users on how to properly use enterprise keywords. This includes understanding the purpose of keywords, choosing relevant keywords, and avoiding unnecessary or duplicate keywords.

Regularly Review and Update Keywords

Regularly review and update the enterprise keywords used in your SharePoint environment. This helps to keep the keywords relevant and up-to-date, ensuring that users can always find the most accurate and current information.

Leverage SharePoint Search and Filters

Make use of SharePoint's powerful search and filtering capabilities to quickly find and retrieve documents based on enterprise keywords. Encourage users to use these features and provide guidance on how to make the most out of them.

Conclusion

Enterprise keywords are a valuable tool for document management in SharePoint. By using enterprise keywords, organizations can improve document search and discovery, enhance collaboration and knowledge sharing, and create a more organized and efficient SharePoint environment. By following the best practices outlined in this tutorial, you can make the most out of enterprise keywords and leverage their full potential for better document management.