How To Use Metadata In Sharepoint?

Metadata is an important tool to help you organize and manage data in SharePoint. It can be used to categorize content, create searchable libraries and even inform the design of your SharePoint site. In this guide, we will take a look at how to use metadata in SharePoint and explore the benefits of doing so. By the end, you will have a better understanding of why metadata is so important for SharePoint and how to use it to your advantage.

What is Metadata in SharePoint?

Metadata is data that describes other data. In SharePoint, metadata is used to store and classify data for easier management and retrieval. For example, users can assign keywords to documents, images, and other data stored in SharePoint to make it easier to find specific items. Metadata can also be used to define relationships between different documents and pieces of data.

In SharePoint, metadata is stored in columns in lists and libraries. Columns can be created to hold any type of data, including text, numbers, dates, and links. Metadata columns can be used to help classify and organize data in the same way that a physical filing system might be used in an office setting.

How to Use Metadata in SharePoint?

There are many ways to use metadata in SharePoint. Here are just a few:

Create Metadata Columns

The first step in using metadata in SharePoint is to create columns to store the metadata information. Columns can be created in lists and libraries, and can be of any type, such as text, numbers, dates, and links. Once the columns have been created, they can be used to store metadata information.

Add Metadata to Documents and Items

Once the metadata columns have been created, users can add metadata to documents and items stored in SharePoint. For example, if a document is stored in a library, users can add keywords or other relevant information to the document in the metadata columns. This makes it easier to find the document later, as users can search for documents with specific metadata values.

Use Metadata to Group and Filter Items

Metadata can also be used to group and filter items stored in SharePoint. For example, users can filter items in a library based on a specific metadata value. This makes it easier to find the items that users are looking for. Additionally, users can group items by metadata values, such as grouping all documents with a specific keyword.

Create Metadata-Based Views

Metadata can also be used to create custom views in SharePoint. For example, users can create a view that shows all documents with a specific keyword. This makes it easier to find and view relevant documents without having to manually filter through all of the documents in the library.

Create Metadata-Based Workflows

Metadata can also be used to create custom workflows in SharePoint. For example, users can create a workflow that is triggered when a document is uploaded to a library with a specific keyword in the metadata. This makes it easier to automate tasks and processes in SharePoint.

Integrate Metadata with External Systems

Metadata can also be used to integrate SharePoint with other external systems. For example, users can use metadata to map SharePoint data to external database fields, or to trigger external processes based on metadata values.

Create Metadata Reports

Metadata can also be used to create custom reports in SharePoint. For example, users can create reports that show all documents with a specific keyword, or all documents that were uploaded in a certain timeframe. This makes it easier to track and analyze data stored in SharePoint.

Create Metadata Policies

Finally, metadata can be used to create policies in SharePoint. For example, users can create policies that require certain metadata values to be entered before documents can be uploaded to a library. This makes it easier to ensure that documents are properly labeled and classified.

Conclusion

Metadata is a powerful tool in SharePoint that can be used to organize, classify, and automate data. By creating columns, adding metadata to documents and items, using metadata to group and filter items, creating metadata-based views, creating metadata-based workflows, integrating metadata with external systems, creating metadata reports, and creating metadata policies, users can maximize the use of metadata in SharePoint and make data management easier.

Frequently Asked Questions

What is Metadata?

Metadata is data that describes other data. It is often used to provide context, structure, or organization to a certain type of data. Metadata is used in many different contexts, including in SharePoint. In SharePoint, metadata is used to categorize and organize content, making it easier to find and access.

Metadata can be used in SharePoint in a variety of ways, such as tagging content with relevant keywords, creating categories and views, and creating metadata columns. Metadata columns are columns of data that can be applied to documents and items in SharePoint. This makes it easier to find and organize items that have similar characteristics.

How Can Metadata be Used in SharePoint?

Metadata can be used in SharePoint to organize content, create categories, and tag documents and items with relevant keywords. When used properly, metadata can make it easier to find and access content in SharePoint.

Metadata can be used in SharePoint by creating metadata columns. These columns are fields of data that can be applied to documents and items in SharePoint. Using metadata columns, you can add a variety of relevant information to your documents and items, such as a document title, author, date created, and even keywords. This allows you to quickly find and organize content that has similar characteristics.

What are the Benefits of Using Metadata in SharePoint?

The primary benefit of using metadata in SharePoint is that it makes it easier to find and access content. By creating metadata columns and tagging documents and items with relevant keywords, you can quickly filter and find content that has specific characteristics. This makes it easier to search for and access content in SharePoint.

Metadata can also be used to create categories and views in SharePoint. This makes it easier to organize content, as well as to share content with other users. This makes it easier to collaborate with other users, as well as to ensure that content is properly organized and easily accessible.

How Do You Create Metadata Columns in SharePoint?

Creating metadata columns in SharePoint is a fairly straightforward process. First, you will need to open the site that you want to create metadata columns for. Then, you will need to select the “Site Contents” option, which can be found in the left-hand navigation menu. Next, select the “Lists” tab, and then select the “Metadata” option from the list.

Once you are in the Metadata section, click the “Add Metadata Column” button. This will open a new window, where you can enter the name of the column, as well as the type of data that it will contain. You can also set the column to be required or not required, as well as to set specific values or terms that can be used in the column.

How Do You Use Metadata in SharePoint?

Once you have created metadata columns in SharePoint, you can use them to tag documents and items with relevant keywords. To do this, open the document or item that you want to tag, and then select the “Metadata” tab. Here, you can select the appropriate metadata columns and enter the relevant information.

You can also use metadata to create categories and views in SharePoint. To do this, open the “Site Contents” page, and then select the “Lists” tab. From here, you can select the “Metadata” option, and then select the “Categories” or “Views” tab. Here, you can create categories and views that are based on the metadata columns that you have created.

In conclusion, metadata in SharePoint can be a powerful tool when used correctly. It allows you to organize, categorize, and search for information quickly and easily, making it a great way to keep track of your documents and other files. It can be used to improve collaboration, streamline processes, and provide access to the right information. With the right techniques and know-how, you can make the most of metadata in SharePoint and ensure that your documents are properly categorized and accessible to everyone.