Day 12 – Create a Managed Metadata Column in the Term Store

Why Use Managed Metadata?

Managed metadata columns offer a powerful way to ensure consistency and streamline classification across your SharePoint environment. By creating a shared column in the Term Store, you can:

• Reuse metadata across multiple libraries and sites.
• Ensure consistent terminology throughout your organisation.
• Simplify updates—make a change in the Term Store, and it reflects everywhere the column is used.

In today’s challenge, you’ll create a managed metadata column called Document Type and add several values that will help categorise your documents effectively.

Step-by-Step Guide: Creating a Managed Metadata Column

1. Access the Term Store
   • Navigate to your SharePoint Admin Center.
   • Under Content Services, select Term Store.
   • Note:  if you don’t have access to the term store at the Admin Center level. Access Site Settings for your site and follow these steps under Term Store Management
2. Create a New Term Set
   • In the Term Store, locate the group where you want to create the term set (or create a new group for your organisation).
   • Create a new term set called Document Type.
3. Add Terms to the Term Set
   • Within the Document Type term set, add the following terms:
     • Template
     • Form
     • Presentation
     • Spreadsheet
     • Image
     • Video
     • Guideline
     • Policy
     • Procedure
     • Report
4. Create a Managed Metadata Column
   • Go to the document library where you want to add the column.
   • Click on + Add column > More.
   • Select Managed Metadata as the column type.
   • Name the column Document Type.
   • Under Term Set Settings, link it to the Document Type term set you just created.
5. Save and Test
   • Save the column and test it by uploading a document.
   • In the metadata pane, select a value from the Document Type dropdown to tag your document.

Why This Matters

Managed metadata ensures consistent categorisation across libraries, improving search and filtering capabilities. As your SharePoint environment grows, having centralised and reusable metadata simplifies governance and reduces manual effort.

Your Challenge

1. Create the Document Type managed metadata column following the steps above.
2. Tag a few documents in your library with appropriate terms.
3. Reflect on how this column could improve your document management and search capabilities.

Prepare for Tomorrow

Once you’ve completed this challenge, we’ll build on it by creating a Document Content Type that uses managed metadata columns. This content type will allow us to streamline document management and apply uniform metadata across libraries. Keep up the great work—your SharePoint site is evolving into a well-structured, efficient workspace!

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