How To Tag Documents In Sharepoint?

Tagging documents in SharePoint can be a highly effective way to keep track of and organize your documents. Whether you’re looking to increase the efficiency of your workflow, categorize your documents, or make it easier to find what you need, SharePoint tags can help. In this article, we’ll explore the how-tos of using tags in SharePoint, so you can start tagging documents and making your document management system more effective.

How to Tag Documents in Sharepoint?

Sharepoint is a web-based collaboration platform that helps organizations manage and store documents, collaborate with team members, and share files across different departments. One of the most useful features of Sharepoint is its ability to tag documents with keywords, making them easier to search and access. In this article, we’ll explain how to tag documents in Sharepoint.

Create a Tag Library

The first step to tagging documents in Sharepoint is to create a tag library. A tag library is a collection of tags that can be applied to documents for easier search and retrieval. To create a tag library, go to the Site Settings page in Sharepoint, and then click on ‘Tag Libraries’. From here, you can create a new tag library by clicking ‘Create’. You can then add tags to the library by entering a name and description for each tag.

Create a Document Library

Once you have created a tag library, the next step is to create a document library. A document library is a place where documents can be stored and shared. To create a document library, go to the Site Settings page in Sharepoint, and then click on ‘Document Libraries’. From here, you can create a new document library by clicking ‘Create’. Once the library is created, you can then upload documents to it.

Tag Documents

Once you have created a document library, you can then tag documents with the tags in your tag library. To do this, first select the document you wish to tag. Then, click on the ‘Tags’ button in the ribbon. This will open a window where you can select the tag you wish to apply to the document. Once you have selected the tag, click ‘Save’ to save the tag. You can continue this process for all the documents in your document library.

Search Documents by Tag

Once you have tagged all your documents, you can then easily search for them by tag. To do this, go to the document library in Sharepoint and click on the ‘Search’ button in the ribbon. This will open a window where you can enter the tag you wish to search for. Once you have entered the tag, click ‘Search’ and Sharepoint will return a list of documents that have been tagged with that tag.

Add Tags to a Document Library

If you wish to add additional tags to a document library, you can do so from the ‘Tags’ tab in the ribbon. Here, you can add new tags to the library by typing in the name and description of the tag. Once you have added the tag, you can then apply it to documents in the library by selecting the document and clicking the ‘Tags’ button in the ribbon.

Manage Tags in a Tag Library

If you need to manage the tags in your tag library, you can do so from the ‘Manage’ tab in the ribbon. Here, you can view all the tags in the library and edit their name and description. You can also delete tags from the library if you no longer need them.

Tag Documents in Bulk

If you need to tag multiple documents at once, you can do so using the ‘Bulk Tag’ option. This option can be found in the ‘Tags’ tab in the ribbon. Here, you can select multiple documents and then select the tag you wish to apply to them. Once you have selected the tag, click ‘Save’ to apply it to all the selected documents.

Export Tags from a Tag Library

If you need to export the tags from your tag library, you can do so from the ‘Export’ tab in the ribbon. Here, you can select the tags you wish to export and then click ‘Export’ to create a CSV file containing the tags. This file can then be used to import tags into other Sharepoint sites or to create reports.

Import Tags into a Tag Library

If you need to import tags into a tag library, you can do so from the ‘Import’ tab in the ribbon. Here, you can select the CSV file containing the tags you wish to import and then click ‘Import’ to add the tags to the library. Once the tags have been imported, they can then be applied to documents in the library.

Hide Tags from Users

If you need to hide certain tags from users, you can do so from the ‘Permissions’ tab in the ribbon. Here, you can select the tags you wish to hide and then click ‘Save’. This will prevent users from seeing or using the selected tags when tagging documents.

Delete Tags from a Tag Library

If you need to delete tags from a tag library, you can do so from the ‘Manage’ tab in the ribbon. Here, you can select the tags you wish to delete and then click ‘Delete’. This will permanently remove the tags from the library.

Frequently Asked Questions

What is Document Tagging?

Document tagging is a process of assigning labels or tags to digital documents. These tags can help to categorize documents, as well as provide a way to quickly and easily search for a specific document. By tagging documents, users are able to quickly locate documents that are related to a certain topic or project.

Tagging a document can also help to improve the organization of a document library, allowing users to more easily find documents. This can help to improve collaboration within an organization and make it easier to share documents between different departments or teams.

What are the Benefits of Tagging Documents in SharePoint?

Tagging documents in SharePoint offers many benefits, including improved document organization, easier document sharing, and improved collaboration. Tagging documents in SharePoint allows users to quickly and easily find documents related to a specific topic or project. This can help to improve collaboration and make it easier for teams to work together.

Tagging documents in SharePoint also makes it easier to share documents between different departments and teams. By tagging documents, users can quickly find documents that are relevant to a project or task and share them with the appropriate team. This can help to improve the efficiency of document sharing and make it easier for teams to work together.

How Do You Tag Documents in SharePoint?

Tagging documents in SharePoint is a simple process. To tag a document in SharePoint, open the document in the SharePoint library and click on the “Tag” button. This will open a window where you can add tags that are relevant to the document. You can add multiple tags, as well as edit and delete existing tags.

Once the tags are saved, they will be visible in the document library. You can use the tags to quickly search for documents related to a certain topic or project. This can help to improve the organization of your document library and make it easier to find documents.

Can You Tag Multiple Documents in SharePoint?

Yes, you can tag multiple documents in SharePoint. To tag multiple documents, first select the documents that you want to tag. Then click on the “Tag” button and add the appropriate tags. You can add multiple tags to each document, as well as edit and delete existing tags.

Once the tags are saved, they will be visible in the document library. This can help to improve the organization of your document library and make it easier to find documents related to a certain topic or project.

Can You Tag Documents with Custom Fields in SharePoint?

Yes, you can tag documents with custom fields in SharePoint. To do this, first open the document in the SharePoint library and click on the “Custom Fields” button. This will open a window where you can add custom fields to the document. You can add multiple custom fields to the document, as well as edit and delete existing custom fields.

Once the custom fields are saved, they will be visible in the document library. This can help to improve the organization of your document library and make it easier to find documents related to a certain topic or project. Custom fields can also be used to filter documents in SharePoint, allowing users to quickly and easily find documents that contain certain information.

In conclusion, tagging documents in Sharepoint is an excellent way to organize and manage all your documents. Tagging documents in Sharepoint will allow you to quickly and easily find the documents you need and keep everything organized. With a few simple steps, you can start tagging your documents in Sharepoint and make your life a lot easier.