How To Use Metadata In Sharepoint?

Metadata is one of the most powerful tools in a SharePoint user’s arsenal, allowing users to organize and classify their content, as well as providing valuable insights and information about the content. In this article, we’ll look at how to use metadata in SharePoint for maximum benefit, from creating metadata columns and managing the settings, to using the metadata to improve search results and manage permissions. With this information, you can start utilizing metadata to make your SharePoint experience more efficient and effective.

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What is Metadata in SharePoint?

Metadata in SharePoint is defined as data or information about data. It is used to identify and organize content in SharePoint and allows users to easily find and work with the information they need. Metadata can be used in SharePoint to assign custom attributes to documents and items, allowing users to search and filter content more easily. For example, if a user needed to search for a document related to a specific customer, they could use metadata to narrow their search by customer name.

Metadata can also be used to assign permissions to content in SharePoint, allowing users to view and edit only the content they are allowed to access. It can also be used to create relationships between pieces of content, such as related documents or discussions.

How to Use Metadata in SharePoint?

Using metadata in SharePoint is easy and straightforward. The first step is to define the categories of metadata you want to use in SharePoint. This can be done by creating a list of metadata terms that describe the types of content you will be storing in SharePoint.

Once you have defined your list of metadata terms, you can then assign them to content in SharePoint. This can be done by adding the metadata terms to a column in a list or library, or by adding them to the metadata navigation settings of a list or library.

Adding Metadata Terms to a List or Library

Once you have created your list of metadata terms, you can then add them to a list or library in SharePoint. To do this, open the list or library and click on the “Library Settings” link in the ribbon. This will open the Library Settings page, which contains a list of columns associated with the list or library.

Scroll down to the “Columns” section and click on the “Add from Existing Site Columns” link. This will open the “Add Columns from Site Columns” page, which contains a list of available site columns. Scroll down to the “Metadata” section and select the metadata terms you want to add to the list or library. Click “OK” to add the selected metadata terms to the list or library.

Adding Metadata Terms to the Metadata Navigation Settings

The metadata navigation settings allow you to create relationships between items in a list or library. This is done by assigning metadata terms to items in the list or library, and then using the metadata navigation settings to filter the items based on the assigned terms. To add metadata terms to the metadata navigation settings, open the list or library and click on the “Metadata Navigation Settings” link in the ribbon.

This will open the “Metadata Navigation Settings” page, which contains a list of available metadata terms. Select the metadata terms you want to use in the metadata navigation settings and click “OK” to save the changes.

Configuring Metadata Navigation

Once you have added the metadata terms to the metadata navigation settings, you can then configure how the metadata navigation works. To do this, open the list or library and click on the “Metadata Navigation Settings” link in the ribbon. This will open the “Metadata Navigation Settings” page, which contains a list of available metadata terms.

On this page, you can configure how the metadata navigation works. You can choose to show the metadata navigation as a tree view, a filter pane, or as a tabbed view. You can also choose to show the metadata terms as expandable trees, as a flat list, or as a grouped list. You can also set the order of the metadata terms and configure the maximum number of items to show in the metadata navigation.

Adding Metadata to Items

Once you have configured the metadata navigation settings, you can then add metadata to items in the list or library. To do this, open the list or library and click on the “Edit Properties” link in the ribbon. This will open the “Edit Properties” page, which contains a list of available metadata terms. Select the metadata terms you want to assign to the item and click “Save” to save the changes.

Filtering Content with Metadata Navigation

Once you have added metadata to items in the list or library, you can then use the metadata navigation to filter the content. To do this, open the list or library and click on the “Metadata Navigation” link in the ribbon. This will open the “Metadata Navigation” page, which contains a list of available metadata terms. Select the metadata terms you want to use to filter the content and click “Apply” to apply the filter.

Creating Metadata-Driven Views in SharePoint

SharePoint also allows you to create metadata-driven views in SharePoint. To do this, open the list or library and click on the “Create View” link in the ribbon. This will open the “Create View” page, which contains a list of available view types. Select the “Metadata-Driven” view type and click “Create” to create the view.

Once you have created the view, you can then configure the view to filter the content based on the metadata terms you have assigned to the items. To do this, open the view and click on the “Edit View” link in the ribbon. This will open the “Edit View” page, which contains a list of available metadata terms. Select the metadata terms you want to use to filter the content and click “OK” to save the changes.

Adding Metadata Terms to Search Queries

SharePoint also allows you to add metadata terms to search queries. To do this, open the list or library and click on the “Search” link in the ribbon. This will open the “Search” page, which contains a list of available search fields. Select the “Metadata” field and type in the metadata terms you want to use to filter the results. Click “Search” to run the query.

Using Metadata in Content Editor Web Parts

You can also use metadata in Content Editor Web Parts in SharePoint. To do this, open the page where the Content Editor Web Part is located and click on the “Edit Web Part” link in the ribbon. This will open the “Edit Web Part” page, which contains a list of available metadata terms. Select the metadata terms you want to use to filter the content and click “OK” to save the changes.

Using Metadata in SharePoint Designer

SharePoint Designer also allows you to use metadata in your workflows. To do this, open the workflow in SharePoint Designer and click on the “Variables” tab. This will open the “Variables” tab, which contains a list of available metadata terms. Select the metadata terms you want to use in the workflow and click “Save” to save the changes.

Using Metadata in SharePoint Apps

SharePoint also allows you to use metadata in SharePoint Apps. To do this, open the app in SharePoint and click on the “App Settings” link in the ribbon. This will open the “App Settings” page, which contains a list of available metadata terms. Select the metadata terms you want to use in the app and click “Save” to save the changes.

Using Metadata in SharePoint Workflows

SharePoint also allows you to use metadata in your workflows. To do this, open the workflow in SharePoint Designer and click on the “Variables” tab. This will open the “Variables” tab, which contains a list of available metadata terms. Select the metadata terms you want to use in the workflow and click “Save” to save the changes.

Related Faq

What is Metadata?

Metadata is simply data about data. It is used to describe and give context to other data in a structured way. Metadata can be used to classify and catalog data, helping to make it easier to search, browse, and access. Metadata can also provide additional information, such as when a file was created, by whom, and what version it is.

In the context of SharePoint, metadata can be used to organize content and make it easier to find and use. This can be done through the use of SharePoint’s built-in metadata functionality, such as content types and columns.

How is Metadata Used in SharePoint?

Metadata can be used in SharePoint in a number of ways. It can be used to organize and structure data, making it easier to find and use. Metadata can also be used to provide additional context and information about data, such as when it was created, by whom, and what version it is.

SharePoint provides several tools for using metadata, such as content types and columns. Content types are used to categorize items and make them easier to find. Columns are used to store additional information about items, such as when they were created, by whom, and what version they are. Metadata can also be used to control access to content, as well as to create custom views of content.

What are the Benefits of Using Metadata in SharePoint?

The use of metadata in SharePoint can provide several benefits. It can help to organize and structure data, making it easier to find and use. Metadata can also provide additional context and information about data, such as when it was created, by whom, and what version it is.

Using metadata can also help to improve collaboration and communication, as it can provide a common language for users to use when discussing and sharing data. It can also be used to create custom views of content, which can make it easier for users to find and access the data they need.

What Tools Can be Used to Add Metadata in SharePoint?

SharePoint provides several tools for adding metadata, such as content types and columns. Content types are used to categorize items and make them easier to find. Columns are used to store additional information about items, such as when they were created, by whom, and what version they are.

In addition to content types and columns, SharePoint also provides a variety of other tools and features that can be used to add metadata, such as managed metadata, keywords, and list and library views. These tools can be used to create custom views of content, as well as to control access to content.

How Do You Set Up Metadata in SharePoint?

Setting up metadata in SharePoint is relatively straightforward. The first step is to decide what type of metadata will be used and what information it will contain. Once the metadata has been decided upon, the next step is to create the content types and columns that will be used to store the metadata.

Once the content types and columns have been created, the next step is to configure the list or library views to display the metadata. This can be done by selecting the desired columns and ordering them as desired. The last step is to configure any other settings, such as managed metadata and access control.

How Can Metadata be Used to Control Access to Content?

Metadata can be used to control access to content in SharePoint. This can be done by setting up content types with specific access levels, or by setting up columns that contain user or group information. This can be used to restrict access to content based on who created it, or who is assigned to it.

In addition to content types and columns, SharePoint also provides features such as item-level permissions, which can be used to control access to specific items. This can be used in combination with content types and columns to create a more granular access control system.

In conclusion, using metadata in SharePoint is a great way to manage your digital content, increase the efficiency of searching, and improve the accuracy of results. With the help of features like managed metadata, content types, and keyword filtering, you can quickly organize, store, and retrieve the content that is most relevant to your organization. Metadata can be used to ensure that the right people access the right information and that your users find the data they need quickly and easily.