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Term Store and Managed Metadata

A SharePoint Online tutorial by Peter Kalmström

SharePoint iconIn an earlier article in the SharePoint Online from Scratch series we looked on Enterprise Keywords and how to manage them in the Term Store.

When you use Enterprise Keywords, SharePoint automatically adds the keywords entered in that column to the Term Store, but you can also manage the Term Store yourself and set up different sets of terms.

In the demo below, Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows how to get started with Term Store and create a new group and new term sets.

Get started with Term Store

  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. Click on Save.
  4. Right click on the top level, Taxonomy, and select New Group.

  5. Write a name for the new group.
  6. Right click on the new group to add a Term Set.
  7. Press Enter to add more Term Sets.
  8. Right click on each term set to add keywords.
  9. Click on Save.

Connect a library column to the Term Store

How to connect a column to the Term Store and use the keywords stored there was described in the earlier article, so here we will only give a short summary:

Create a new column and check the box for Managed Metadata column type. In the Create Column dialog you can then connect the column to one of the term sets you have just added to the Term Store. Now all keywords added in this column will be stored in the term set you connected it to, and all keywords in the term set can be suggested to users.

You can of course also open an existing Managed Metadata column from the library settings and connect it to a term set or change term set.

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