In
a few 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.
NOTE: Since the demo was recorded, Microsoft has moved the
Term store to the modern SharePoint Admin center >Content
services. Term groups, Term sets and Terms are added in
the same way as before.
Add an Enterprise Keywords column to a SharePoint document
library
Open the library settings.
Click on the Enterprise Metadata and Keywords Settings
link under Permissions and Management.
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
Modern: click on 'Edit current view' in the view
selector.
Classic: click on the ellipsis in the library and select
'Modify this View'.
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, right click on the file ellipsis
and select 'Properties' or 'Details'. 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. Peter has the classic Admin
center in the demo, but now the modern SharePoint Admin
center is default. It has a link to the Term Store under
Content services in the left menu.
In the SharePoint Admin Center, click on the 'term
store' link.
(The first time this is done, add yourself (or another
person) as Administrator of the Term Store.)
Open the Keywords accordion and move or delete keywords.
More about Enterprise Keywords, Managed Metadata and Term
Store:
In
a few 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.
