SharePoint Document Metadata: A Tutorial on Using Managed Metadata

SharePoint is a powerful platform for document management and collaboration. One of its key features is the ability to assign metadata to documents, which allows for better organization, searchability, and filtering of content. In this tutorial, we will explore how to use managed metadata in SharePoint document management, and how it can improve the efficiency and effectiveness of your organization's content management processes.

What is Managed Metadata?

Managed metadata is a feature in SharePoint that allows you to create a centralized set of terms, called term sets, and apply them to documents. These terms can be hierarchical, meaning they can have parent-child relationships, and can be organized into groups for easier management. By using managed metadata, you can ensure consistency and standardization in the way documents are tagged and classified, making it easier for users to find the information they need.

Creating a Managed Metadata Column

To start using managed metadata in SharePoint, you need to create a managed metadata column. This column will be used to assign terms from a term set to documents. Here's how you can create a managed metadata column:

1. Go to the SharePoint site where you want to create the managed metadata column.
2. Click on the gear icon in the top right corner and select "Site Settings" from the dropdown menu.
3. Under the "Site Columns" section, click on "Create column".
4. Choose "Managed Metadata" as the column type.
5. Enter a name for the column and select the desired term set from the "Term Set Settings" section.
6. Click "OK" to create the column.

Once the managed metadata column is created, you can add it to a document library or a list to start assigning terms to documents.

Assigning Managed Metadata to Documents

Now that you have a managed metadata column, you can start assigning terms to documents. Here's how you can do it:

1. Go to the document library or list where you want to assign managed metadata to documents.
2. Click on the ellipsis (...) next to the document you want to assign metadata to and select "Edit Properties" from the dropdown menu.
3. In the properties panel, find the managed metadata column you created and click on it.
4. A term picker dialog will appear, allowing you to select one or more terms from the term set.
5. Select the desired terms and click "OK" to assign them to the document.
6. Save the changes to the document.

Once the terms are assigned to a document, they can be used for filtering, searching, and sorting the document library or list.

Using Managed Metadata for Filtering and Searching

One of the main benefits of using managed metadata in SharePoint is the ability to filter and search for documents based on the assigned terms. Here's how you can use managed metadata for filtering and searching:

1. Go to the document library or list where you want to filter or search for documents.
2. Click on the "Filter" button at the top of the document library or list.
3. In the filter panel, find the managed metadata column you want to filter or search by.
4. Click on the column and select the desired term(s) from the term set.
5. Click "Apply" to filter or search for documents based on the selected terms.

Using managed metadata for filtering and searching can significantly improve the way you find and retrieve documents in SharePoint, especially in large document libraries or lists.

Best Practices for Using Managed Metadata

To make the most out of managed metadata in SharePoint, consider the following best practices:

1. Plan your term set structure carefully, taking into account the needs of your organization and the types of documents you work with.
2. Use hierarchical terms to provide more granular classification of documents.
3. Organize terms into groups to make them easier to manage and navigate.
4. Train users on how to use managed metadata effectively, including assigning terms and filtering/searching for documents.
5. Regularly review and update your term set to ensure it remains relevant and useful.

By following these best practices, you can ensure that your managed metadata implementation in SharePoint is successful and provides the desired benefits to your organization.

Conclusion

Managed metadata is a powerful feature in SharePoint that allows for better organization, searchability, and filtering of documents. By using managed metadata, you can improve the efficiency and effectiveness of your organization's document management processes. In this tutorial, we explored how to create a managed metadata column, assign managed metadata to documents, and use managed metadata for filtering and searching. We also discussed best practices for using managed metadata in SharePoint. By following these guidelines, you can make the most out of managed metadata and enhance your SharePoint document management experience.