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Categorization with Enterprise Keywords

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconIn a few SharePoint Online from Scratch articles we are looking on how best categorize files and list items in SharePoint. In the demo below, Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows how to categorize library items with Enterprise Keywords.

The Enterprise Keywords are easy to add and use, and they are centrally stored and synchronized between libraries. This means that once a keyword has been added in one library, it will come up as a suggestion when a user starts writing a similar word in the same or another library.

Peter explains how to add the Enterprise Keywords column to a library, how to enter keywords and how the keywords can be managed for the whole organization in.

Add an Enterprise Keywords column to a SharePoint document library

  1. Click on the Library Settings button under the LIBRARY tab in the ribbon.

  2. Click on the Enterprise Metadata and Keywords Settings link under Permissions and Management.

  3. Check the box for Enterprise Keywords and click OK.

Now the Enterprise Keywords column has been added to the library, but it can only be seen when you open the properties of a document.

Add the Enterprise Keywords column to a view

  1. Click on the Library Settings button under the LIBRARY tab in the ribbon.

  2. Click on the ellipsis in the library and select Modify this View.

  3. Check the Display box for Enterprise Keywords and click OK.

Tag documents with Enterprise Keywords

Documents can be tagged with keywords in two ways:
  • In the Standard view, open the document and write a keyword or start writing and then select a suggestion.

  • In the Quick Edit view, write a keyword or start writing and then select a suggestion.

Control the use of keywords

The Enterprise Keywords is a folksonomy, which means that any user with write permission on a library can add keywords to documents. The concept of tagging is well-known from social media, and usually this freedom of suggesting keywords, or tags, works in SharePoint libraries too.

If you still need to edit the keywords, this is done in the SharePoint Admin Center by a global administrator of the Office 365 tenancy.
  1. In the SharePoint Admin Center, click on the 'term store' link in the left panel.

  2. (The first time this is done, add yourself as Administrator of the Term Store.)

  3. Open the Keywords accordion and move or delete keywords.

Keywords management in SharePoint term store




When the Enterprise keywords feature is enabled in a SharePoint document library, tags and titles are kept in files that are imported to the library via Windows Explorer.


More about Enterprise Keywords, Managed Metadata and Term Store:

Create Term Sets

Remove the Enterprise Metadata column


Learn more



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