SharePoint Lists and Libraries: A Tutorial on Creating and Managing Metadata

SharePoint is a powerful collaboration platform that allows teams to store, organize, and share information and documents. One of the key features of SharePoint is its ability to create lists and libraries to manage data and files. In this tutorial, we will explore how to create and manage metadata in SharePoint Lists and Libraries.

What is Metadata?

Metadata is essentially data about data. In the context of SharePoint, metadata refers to additional information that can be associated with a document or item in a list or library. This additional information helps to categorize and organize the documents and items, making them easier to find and manage.

Creating Metadata Columns

Before we can start using metadata in SharePoint, we need to create metadata columns. Metadata columns are custom fields that can be added to a list or library to capture specific information about the documents or items.

To create a metadata column, follow these steps:

1. Go to the list or library where you want to add the metadata column.
2. Click on the "Settings" gear icon in the top-right corner of the page and select "List settings" or "Library settings" from the dropdown menu.
3. Under the "Columns" section, click on "Create column".
4. Enter a name for the column and select the appropriate column type, such as "Single line of text", "Choice", or "Date and Time".
5. Configure any additional settings for the column, such as whether it is required or not.
6. Click on "OK" to create the column.

Adding Metadata to Documents and Items

Once you have created the metadata columns, you can start adding metadata to your documents and items. To do this, follow these steps:

1. Navigate to the list or library where the document or item is located.
2. Select the document or item by checking the checkbox next to it.
3. Click on the "Files" or "Items" tab in the ribbon at the top of the page.
4. Click on the "Edit properties" button.
5. In the properties pane, fill in the metadata values for the document or item.
6. Click on "Save" to apply the metadata changes.

Using Metadata to Filter and Sort

One of the main benefits of using metadata in SharePoint is the ability to filter and sort documents and items based on their metadata values. This can help you quickly find the information you need and organize your content more effectively.

To filter and sort based on metadata, follow these steps:

1. Go to the list or library where you want to filter or sort the documents or items.
2. Click on the "Filter" button in the toolbar at the top of the page.
3. Choose the metadata column you want to filter or sort by from the dropdown menu.
4. Select the desired filter or sort options.
5. Click on "Apply" to apply the filter or sort.

Managing Metadata Navigation

In addition to filtering and sorting, SharePoint also allows you to configure metadata navigation, which provides a hierarchical navigation structure based on the metadata values. This can be useful for navigating large lists or libraries with a lot of content.

To configure metadata navigation, follow these steps:

1. Go to the list or library where you want to configure metadata navigation.
2. Click on the "Settings" gear icon in the top-right corner of the page and select "List settings" or "Library settings" from the dropdown menu.
3. Under the "General Settings" section, click on "Metadata navigation settings".
4. In the metadata navigation settings page, select the metadata columns you want to use for navigation.
5. Click on "OK" to save the changes.

Conclusion

Metadata is a powerful tool in SharePoint for organizing and managing documents and items in lists and libraries. By creating metadata columns, adding metadata to documents and items, and using metadata to filter and sort, you can improve the overall efficiency and effectiveness of your SharePoint site.

Additionally, configuring metadata navigation can further enhance the navigation experience for users, making it easier to find and access the content they need.

By leveraging the power of metadata in SharePoint, you can create a more structured and organized information management system, leading to improved collaboration and productivity within your organization.